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YORK SUBURBAN SCHOOL BOARD
PLANNING COMMITTEE MEETING
OCTOBER 10, 2016 - 7:00 PM
PROVARD EDUCATION CENTER

 
M I N U T E S
(approved on October 24, 2016)
  

  1. General Business

    Call to Order
     - Ms. Leopold-Sharp
    1. Pledge of Allegiance to the Flag  

      Ms. Leopold-Sharp called the meeting to order with the Pledge of Allegiance to the Flag.
    2. Roll Call  

      Members present - Emily Bates, Scott Eden, Ellen Freireich, Lynne Leopold-Sharp, John Posenau, Richard Robinson, Lois Ann Schroeder, Cathy Shaffer, Michael Thoman, Peyton Stuart (Student Representative)
    3. Public Comment.  All comments and questions will be addressed to the President. Board and staff members will not normally respond to comments or questions during the meeting unless recognized by the President for this purpose. Comments will be limited, at the discretion of the President, to five minutes or less.

      An opportunity was provided for public comment. There was none at this time.
  2. Board President's Report - Ms. Leopold-Sharp
    1. The Board met following the Regular Monthly Meeting on September 26, 2016 in Executive Session as permitted by Section 707 of the Sunshine Act for the purpose of discussing personnel items. No official action was taken.

      Ms. Leopold- Sharp reported above.
    2. Board Professional Development Plan - Education for Board Members - Goals and Objectives - Policy 004-Membership  

      Ms. Leopold-Sharp asked Board members to share topics to set professional development goals for the purpose of increasing knowledge and providing opportunities for education preparing for the tasks that are coming forth to Board members.

      A discussion continued and points were - training and/or workshop session scheduled for everyone on negotiation process and goal setting for contracts coming up, possibly a Saturday session; individuals could spend some time with the many opportunities available with PSBA webinars and programs on a specific topic of their choosing; the PSBA negotiations program is based on the traditional way of negotiating and negotiations are done very different at YS, it may be difficult finding someone to be a facilitator for the YS way; the YS way for negotiations have gone very well; identify and provide baseline information for both sides; setting a clear set of strategic goals going in to negotiation would be helpful; the two big areas were and will probably be health care and salary.

      Ms. Leopold-Sharp concluded the discussion stating that she will meet with Dr. Merkle to strategize a plan and report back to the Board in approximately six weeks. 

      A discussion was held about the National School Boards Association Conference held in Denver on March 25-27, with registration opening on October 12 and the points were - a question was asked if there is value in attendance at the NSBA conference and several Board members commented about their experience attending the conference and shared it was invigorating, valuable, a time to be recharged, meeting people across the country and seeing what they are doing was beneficial; we are encouraged to be life-long learners; one of the ideas brought back from a conference is the YS Education Foundation and that is proving to be very successful.

      Ms. Leopold-Sharp concluded the discussion asking if anyone is considering attending the conference and Mr. Eden, Mr. Robinson, Mrs. Schroeder and Ms. Shaffer indicated they may consider attending. They were encouraged to notify Ms. Leopold-Sharp by Tuesday evening if they plan to pursue attendance at the conference. 
    3. Nominating Committee - Ms. Leopold-Sharp will be seeking volunteers for Nominating Committee.

      Ms. Leopold-Sharp reported above and asked Board members to let her know if anyone is interested in being the Nominating Committee chairperson.
  3. Superintendent's Report - Dr. Merkle
    1. All-Sports Boosters - Dr. Merkle will provide a brief report.

      Dr. Merkle reported the recent resignation of All-Sports Boosters' President, Jerry Anderson due to moving out of town very suddenly. Mr. Anderson has done a very nice job. This past Thursday, Kristin Marquis stepped into this position and plans to provide a report to the Board on October 24.
    2. Let's Talk YS! - Dr. Merkle will provide a report on this outreach forum.

      Dr. Merkle reported that District subscribers received an email notification and a voice message inviting them to attend the Let's Talk YS! forum on October 5. The District's full day kindergarten (FDK) study was one of the topics to be discussed. The attendance was eight adults for the morning session and 16 adults for the evening session and this was the best turn out to date with the last four forums. Much of the discussion was on the FDK study topic, with many in favor and some folks spoke in favor of the half day option. The dress code at the middle school had the next largest conversation, followed by other topics with little discussion. The follow-up has included several individual meetings with wonderful conversations. There was significant minority representation. Some people were unable to attend and they inquired if minutes were kept.

      A discussion continued and points were - most people stayed for the duration of meeting; several parents shared with other parents in favor of the District's position with the middle school dress code; the potential of two school director positions open in the future, interest was expressed from several people; currently the non-parent population was not invited and in the future we would like to include this group of the community.

      Dr. Merkle concluded the discussion stating this type of forum will continue twice per year.

      A question was raised about the District portal community mailing and it was noted that one Board member and one community member in attendance did not receive the mailing yet. We will monitor through the week for receipt of the mailing. 
    3. Full Day Kindergarten Study Update - Dr. Merkle will provide a brief update on this study.

      Dr. Merkle reported that strong support was heard at the Let's Talk YS! forum for FDK. A community forum to share information about the District FDK Study is scheduled for October 25 at Valley View. The intention is to reach all the community and we plan to advertise through the child care centers that our students attend and our early learning center. The forum will provide information followed by a time for questions and concerns and it is not planned to be a long process. The District would like to share research with people attending. 

      A discussion continued and points were - Board members are welcome to attend, if community attendance is low, caution is advised if a large number of Board members attend to make sure the ratio is not uncomfortable to the community members; there are some parents that desire FDK option for their children and have them attend a school with the FDK offering, information could be gained for the FDK Study from a review of the new first grade students and see where they are coming from; the forum flyer is being prepared and invitations will be ready for distribution soon; it is anticipated the Administration will have a recommendation about FDK for the Board in November, in order to be ready for budget decisions; a suggestion was made to videotape the forum.
    4. School Performance Profile - The Administration will provide information on the District School Performance Profiles.

      Dr. Merkle and Dr. Maloney shared information.

      A discussion continued and points were - District students are achieving; there will be some "sticker shock" when these results are released as this is a very complex thing to understand; a great deal of pride exists; the Administration wanted to be sure the Board was informed and understands this process; press releases were discussed. 
    5. A time of recognition for the Blue Ribbon national honor will take place at the half-time of the football game on Friday night (October 14), where a banner will be presented to the community. The press will be informed of this recognition time.

      A discussion continued and points were - suggestion was shared to have a snapshot about the Blue Ribbon national honor on the District website rather than only the Blue Ribbon website link. This recognition placing the high school in the top 1% of all schools in the country is quite remarkable and keeping the community informed is important.

      Dr. Merkle concluded the discussion stating that Dr. Ellis is presenting to buildings at their faculty meetings a Blue Ribbon banner as feeder schools for this honor. Many District retirees have responded with their appreciation of this most recent national recognition.
  4. Business Office Report - Ms. Mason
    1. Items being recommended for approval on October 24
      1. The Administration recommends Board approval of a three year contract with Jostens Yearbook in the amount of $32,190. This would be for the years 2017-2018 through 2019-2020.

        In Ms. Mason's absence, Dr. Merkle reported above.

        A discussion continued and the point was - $32,190 for three years. 
      2. The Administration recommends Board approval of the catering contract with Wisehaven Catering and Events for the Academic Awards to be held on May 15, 2017. Total amount of the contract is $1,261.95.

        Dr. Merkle reported above.
      3. The Administration recommends Board approval of Harry L. Peeples to continue to be exempt from paying real estate taxes for the property located at 1846 Clover Lane, York, PA (Parcel 48-000-21-0092-00-0000-E) as approved by the Pennsylvania State Veterans' Commission. This would take effect for the 2016-17 fiscal year. 

        Dr. Merkle reported above.
      4. The Administration recommends Board approval of the bid from ________ for a total amount of $________ for the Yorkshire Elementary secure entrance.

        Dr. Merkle reported above. The bids came in and the price for outside door with a canopy is $38,000 and the price for the vestibule is $47,000. The Facilities Committee will discuss the bids and make a recommendation.  

        A discussion continued and points were - the Administration will attempt to find out what is the energy savings with the vestibule; a discussion that will take place at the Facilities Committee meeting; is the possible selection of a different type door rather than an all-glass door to the classroom? is there a legitimate security concern with a glass door?; the Administration will attempt to provide additional information on glass door for the Facilities Committee's discussion. 
      5. The Administration recommends Board approval of the advertising and soliciting of bids for snow removal for the District.

        Dr. Merkle reported above.
      6. The Administration recommends Board approval of the Proposal for Professional Services required for renovations to the Stadium Field with Turf, Track & Court, LLC in the amount of $________.

        Dr. Merkle reported above and noted the renovations will be essentially the same as Trojan Field a year ago.
    2. Informational Items 
      1.  Donation from York Suburban All-Sports Booster Club in the amount of $845 - $619.77 for swimming supplies and $225.23 for boys volleyball supplies.

        Dr. Merkle reported above.
      2. Donation from DonorsChoose.org of three Kids Kore Wobble Chairs valued at $185.85 to Yorkshire Elementary.

        Dr. Merkle reported above.

        A discussion continued and the point was - DonorsChoose.org is similar to a Fund Me website.
      3. Donation from Valley View PTO in the amount of $518.27 for Valley View Elementary field trip transportation to Perry Dell and Flinchbaugh's.

        Dr. Merkle reported above.
      4. Donation from Yorkshire PTO in the amount of $1,179.70 for May field trip transportation. 

        Dr Merkle reported above.
  5. Student Board Representative Report - Peyton Stuart

    Mr. Stuart reported the end of marking period is coming up in two weeks. Tomorrow, Model UN group will attend a convention taking place at Lampeter Strasburg High School. An athletic report was provided. The Student Council is shifting to Thon planning, following the Homecoming weekend.

    Ms. Leopold-Sharp reported recently a number of boys volleyball players and Coach Evans participated in the Walk a Mile in Her Shoes charity event. 
  6. Committee Reports - Ms. Leopold-Sharp
    1. Personnel Committee - Ms. Bates

      The minutes of June 7 and August 2 are provided.

      Ms. Bates reported above.
    2. Policy Review Committee - Mr. Thoman
      1. The minutes of August 23 are provided.

        Mr. Thoman reported above.
      2.  The Policy Review Committee will be recommending approval of the following policy revisions.
        1. 000 Board Policy/Procedure/Administrative Guidelines  
        2. 002 Authority and Powers
        3. 004 Membership  
        4. 810.2 Transportation - Audio/Video Recording (new policy)

          Mr. Thoman reported above and asked if there were any questions or discussion. There was none at this time.
    3. Additional Committee Reports/Announcements  

      Ms. Leopold-Sharp asked if there were additional committee reports or announcements.

      Ms. Shaffer, Communications Committee chair reported a Breakfast with the Board was held on September 27 with Indian Rock staff and several Board members attended. There was good engagement with close to 100% attendance from the teachers. The engagement was fairly positive, parents have asked for sessions about how to parent, there is a significant number of volunteers in the building but not what it was previously, the teachers like the expectation of a nice mix of technology and not all technology, they enjoy the opportunity for their wellness with after school classes that are being offered. An open invitation to Board members was extended to come and visit their classrooms. The teachers were very appreciative of the Board members that attended.

      Dr. Merkle added an overwhelming support for FDK was expressed at the Breakfast with the Board.

      Dr. Merkle announced on January 24, a "So you want to be a School Board Member" program will be scheduled and will be advertised for other school districts to attend.

      Mrs. Freireich reported that she will be attending the PSBA Conference on October 13, 14 and 15 and joined by Mr. Robinson on Saturday for the Delegate Assembly.
  7. Lincoln Intermediate Unit - Mr. Robinson

    The LIU ...by Dawn's Early Light Board Meeting Highlights of October 4 is provided.

    Mr. Robinson reported above and noted the Helen Thackston Charter School had been in arrears and now has erased their debt.
  8. York Adams Academy - Mrs. Freireich

    No report
  9. York County School Technology - Mrs. Schroeder

    The YCST Joint Operating Committee Mini-Board Report of September 29 is provided. 

    Mrs. Schroeder reported above. A YS student in the YCST Class of 2016, Nizah Dillon won a gold medal at the national level in leadership at the Family, Career and Community Leaderrs of America (FCCLA) Leadership Conference. 
  10. Board Meeting and Committee Schedule  

    Ms. Leopold-Sharp reported above.
  11. Comments and/or Questions from the Public.  All comments and questions will be addressed to the President. Board and staff members will not normally respond to comments or questions during the meeting unless recognized by the President for this purpose. Comments will be limited, at the discretion of the President, to five minutes or less.

    An opportunity was provided for public comment. There was none at this time. 
  12. Adjournment

    The meeting was adjourned at 8:30 PM.

    There will be an opportunity for public comment at the end of each report.
     

     THERE WILL BE AN EXECUTIVE SESSION IMMEDIATELY FOLLOWING THE MEETING.

    An Executive Session was held.
     

The York Suburban School District is an Equal Opportunity Education Institution and does not discriminate on the basis of race, color, national origin, religious creed, ancestry, sex, age, marital status or handicap, in accordance with Title VI of the Civil Rights Action of 1964, Title IX of the Education Act Amendments of 1972, Section 504 of the Rehabilitation of the Handicapped Act of 1973, and the Americans with Disabilities Act of 1990, in its activities, educational and vocational programs and in its recruitment and employment practices. Inquiries concerning the application of Title VI, Title IX, Section 504, the ADA and the implementing regulations may be referred to the Superintendent, 1800 Hollywood Drive, York, PA 17403, telephone (717) 885-1210.