Board Meeting Agenda/Minutes 8-12-13

The approved minutes are posted below the agenda. All attachments are PDFs

August 12, 2013 Regular Board Meeting
7:00 pm – Board Room
131 W. Nittany Avenue
State College, PA 16801

III. PUBLIC COMMENT (Each individual will be limited to comments of five (5) minutes as time permits for items on this agenda or related to Board business.)
A motion to approve the listing of Routine Approvals as presented.
A. July 22, 2013 Meeting Minutes (attachment IV-A)
B. District Bills for July 2013 (attachment IV-B)
C. Over-Night/Out-of-State Student Travel (attachment IV-C)
D. Appointment of Donna Watson to the Tax Collection Committee (attachment IV-D)
E. Annual bid award for Food Service food and supplies to low bidder, Sysco Food Services in the amount of $147,487.94 as presented. (attachment IV-E)
F. Change Order #1 at Radio Park Asbestos Project in an amount not to exceed $1,375 to R. L. Abatement, Inc. as presented. (attachment IV-F)
G. Request for Non-Resident Tuition Paying Student for 2013 -14 School Year (attachment IV-G)
H. Human Resource Recommendations (attachment IV-H) (addendum)
A. A motion to approve Campbell, Miller, Benson, Etter and Consiglio, Inc. as the District Solicitor as presented. (attachment V-A)
A. Draft of Revised Job Descriptions:
   ● Physical Plant Plumber and Physical Plant Carpenter (attachment VI-A)
B. District Goal Category: Facilities
   ● Memorial Field Update (attachment VI-B)
   ● High School Project
      ○ Evaluation Matrix Criteria Analysis (attachment VI-B1) (PowerPoint revised)
      ○ Referendum Process (attachment VI-B2)
      ○ Project/Referendum Budget: Interpretation of Survey questions seven and 11 (attachment VI-B3)
August 26 - Regular Meeting
**Action Items
Approve Revised Job Descriptions for Physical Plant Plumber and Carpenter
Approve the Teacher Evaluation & Differentiated Supervision Plan
Adequate Yearly Progress Report (AYP)
Revised/New Policies for consideration:
   ● Revised Policy 246 - Wellness Policy for Physical Education, Physical Activity and Nutrition. Changed name and content to Coordinated School Health Policy
   ● Policy 822 Automated External Defibrillator (AED) Cardiopulmonary Resuscitation (CPR) NEW
   ● Revised Policy 114 - Gifted Education
   ● Policy 702.1 - Memorials (New)
   ● Revised Policy 819.1 - Suicide and Self Harming Prevention Policy
   ● Policy 218.2 - Threat Assessment (New)
   ● Remove Policy 819 Management of Traumatic Events
   ● Policy 805 - All Hazards Planning (New)
High School Project:
   ● Educational Specifications and Education Model
   ● Project/Referendum Budget: Financial Analysis
September 9 - Regular Meeting
**Action Items
High School Project Final Downselect
PSBA Officer
Project/Referendum Budget
September 23 - Regular Meeting
**Action Items
Approve PSBA Officer
Second Reading and Approval of Revised and New Policies presented August 26
High School Project: Adopt draft Educational Specifications
Comprehensive Planning: Update
August 12, 2013 Regular Board Meeting
7:00 pm – Board Room
131 W. Nittany Avenue
State College, PA 16801

Penni Fishbaine, board president, called the meeting to order at 7:00 p.m. She welcomed and thanked all in attendance and those viewing from home. Ms. Fishbaine announced the Board had an executive session July 22 on personnel and legal matters, and also held an executive session prior to the meeting on personnel and legal matters. The board would adjourn to an executive session on legal and personnel matters at the end of this meeting. She asked board members if there were any changes to the agenda, there were no changes.

A copy of all materials distributed to board members for discussion and/or action is included with the official minutes, unless otherwise indicated.

Board members present: Amber Concepcion, Penni Fishbaine, David Hutchinson, Jim Leous, Ann McGlaughlin, Jim Pawelczyk, Dorothea Stahl, Laurel Zydney
Board members absent: Gowen Roper
Board Secretary: Mary Jenn Dorman
Solicitor: Scott Etter
Superintendent: Robert O’Donnell
District Personnel: Randy Brown, Scott DeShong, Linda Eggebeen, Sandy Emerich, Michael Hardy, Julie Miller, Jason Perrin, Ed Poprik, Wilda Stanfield, Donna Watson
Guests: John Beddia, Zoe Boniface, Don Gordon, Natalie Hamilton, Matt Harlow, Mark Higgins, Scott Thomas, Kelly Wilkins

Dr. O’Donnell noted that excitement is building for the beginning of school. First day for students is Tuesday, August 27, and we have much occurring in the buildings, with our faculty opening on August 20.

Regarding the graffiti incident at Radio Park Elementary School over the weekend, we are very disappointed and working closely with police to identify who did this. Obviously, we hope these individuals are held accountable and this doesn’t happen again. We’d rather use our community’s resources for teaching and learning. Anyone who may have information, please contact the State College Borough Police.

Dr. O’Donnell recognized Mr. Paul Heasley, Agricultural Science teacher at the high school, for being selected as the 2013 Pennsylvania winner of the Ideas Unlimited award, given by the National Association of Agricultural Educators.

After being selected as the state winner, Mr. Heasley is competing with winners from surrounding states for the opportunity to be named the 2013 NAAE Ideas Unlimited Award winner for the region. Their project was called the "Grow House," for teaching students about Ag Mechanics, Horticulture, Landscaping, Marketing and Sustainability. Congratulations to Mr. Heasley.

He noted that the district would be hosting a community forum tomorrow night at High School South at 7:00 p.m.

There will be one optional tour leaving the High School South auditorium lobby at 5:30 p.m. There will be a brief presentation followed by a question and answer session.

Ms. Stahl noted that a communication came to middle school parents and there was nothing in it regarding the Athletic Family Pass. Due to this item being brought back for approval two weeks later, the deadline was missed to get it into the mailing. The board needs to be more aware of deadlines in the future. This was also a missed opportunity to advertise the referendum and the high school process.

Ms. Fishbaine asked board members with the agenda before them, were there any changes. Dr. Pawelczyk requested that in the Human Resources Report, the salary adjustments for Cabinet be pulled and voted on as a separate action item.

A motion to approve the listing of Routine Approvals as presented.
-July 22, 2013 Meeting Minutes
-School District Bills for July 2013
                             2012-2013       2013-2014            Total
--General Fund: $ 1,046,714.09 $6,102,537.42 $ 7,149,251.51
Checks 1006691 through 1007036 and V102401 through V102432
--Food Service Fund: $ 939.91 $ 18,670.03 $ 19,609.94
Checks 60799 through 60814
--Athletics Fund: $ 1,941.00 $ 5,051.40 $ 6,993.20
Checks 46414 and 46431
--Activities Fund: $ 0.00 $ 21,825.57 $ 21,825.57
Checks 90373 through 90391
--Purchasing Cards: $ 57,867.94 $ 0.00 $ 57,867.94
June 2013 Checks 778, 6960, 412, 175
--Total All Funds $ 1,107,463.74 $6,148,084.42 $ 7,255,548.16
-Over-Night/Out-of-State Student Travel
-Appointment of Donna Watson to the Tax Collection Committee
-Annual bid award for Food Service food and supplies to low bidder, Sysco Food Services in the amount of $147,487.94 as presented.
-Change Order #1 at Radio Park Asbestos Project in an amount not to exceed $1,375 to R. L. Abatement, Inc. as presented.
-Request for Non-Resident Tuition Paying Student for 2013-14 School Year
-Human Resource Recommendations (please reference attachment IV-H and Addendum)

Ms. Stahl moved and Dr. Pawelczyk seconded to approve the Routine Approvals and Addendum minus the Cabinet salary adjustments as presented. All board members present voted aye on a roll call vote. (Dr. Roper was absent.)

Ms. Fishbaine noted that each individual will be limited to comments of five (5) minutes as time permits for items on this agenda or related to Board business. The following audience member addressed the board:
- Don Gordon spoke on the survey and the fact that 55% of the voters are willing to support a 5% tax increase for a $110-$120 million high school, and that only 36% surveyed will accept the tax increase needed to pay for it. He spoke on the information that Ms. Marino addressed at the last meeting and noted that she was correct. He explained that on question 11 the options would require a 7% increase not 5%; and question 7 shows that 36% support a tax increase needed to pay for a $110-$120 million high school and 43% support the cost of a $100 million high school. Mr. Gordon noted that those returning a survey are 58% full time employees and 20% are retired, he spoke on the tax increase happening at the same time we are expecting an 8% increase for the pension, the real number for the average tax increase is much higher than what is being said. He referred to the watchdog website with the six window calculator, suggested the district use the same and tell their own story, spoke on the Municipal consolidation and Referendum in the Primary of 1995 - the outcome of large percent of people voting NO. If we want a high school, we need to get the number right and we could be going in the wrong direction, cost is the lowest priority.

A. A motion to approve Campbell, Miller, Benson, Etter and Consiglio, Inc. as the District Solicitor as presented. Ms. Stahl moved and Dr. Pawelczyk seconded the motion as presented. All board members present voted aye on a roll call vote. (Dr. Roper was absent.)

A motion to approve the salary adjustments for cabinet as presented. Ms. Stahl moved and Dr. Pawelczyk seconded the motion. Dr. Pawelczyk noted that this is a different type of salary presentation and asked that it be explained for the public. Dr. Etter explained that cabinet members have contracts and the contracts have a base amount that was already approved. These show an additional amount above the base in the contract.

With the motion and seconded above, seven board members voted aye, one nay (Dr. Pawelczyk) on a roll call vote. (Dr. Roper was absent.)

Ms. Emerich, HR Director, requested as in the past and continuing to move forward for the opening of the school year, the Board’s permission to have retro-active hires so people can begin the school year. Board members agreed to the request and noted they should stay in the class size guidelines. Ms. Emerich responded they would do so.

Dr. O’Donnell offered congratulations to Christina Manning on her appointment to position as High School Grade Level Principal and Zach Wynkoop appointed to position as Radio Park Elementary School Principal. Ms. Fishbaine welcomed Mr. Wynkoop.

Physical Plant Plumber and Physical Plant Carpenter
Mr. Poprik noted the job descriptions did not change staffing levels but included some cross coverage that had not been in the original descriptions and it would be helpful if the Board would consider moving these to action.

Ms. Stahl moved and Ms. Concepcion seconded to move this item to action. All board members present voted aye with a voice vote. The motion passed. (Dr. Roper was absent.) Ms. Stahl moved and Ms. Concepcion seconded to approve the job description changes for the office of physical plant. All board members present voted aye with a voice vote. The motion passed. (Dr. Roper was absent.)

Memorial Field Update
Mr. Poprik shared the good news that the football team had practice on Memorial Field today. Some bad news was there are some unforeseen existing conditions with the footings. They were poorly constructed, unusable and needed to redesign the back supporting wall. He would have substantial change orders at the next board meeting that would be covered in the 5% contingency. This has impacted the schedule for first home game September 6:
● Plan is in place to occupy the west bleachers for the game
● Sidewalk along Fraser street will not be complete
● There will be temporary measures to enter and exit the seats
● There will be full capacity

Board members discussed: a new date for project to be completed, not known at this time, they are working extra hours, Fraser Street will remain closed, the concession stand, a small section to have people enter into the facility, restrooms, temporary bleachers on the east side, full seating capacity for first game and every game after. Board member complimented on the work going on, the wall is impressive and the field looks amazing.

High School Project
● Evaluation Matrix Criteria Analysis
Mr. Poprik noted that John Beddia, Crabtree Rohrbaugh Assoc., and Matt Harlow were present to help the board understand the B and D options for the further downselect. Mr. Poprik reviewed a PowerPoint for Options B and D2. It was decided that Board members would comment/ask questions for each section of the Criteria based on the Option B concept (Renovations and additions to North and South with bridge connecting) vs. the Option D2 concept (Renovations and additions to South for 9-12).

A - Safety and Security
● B - Do not access bridge outside, wants it to be a hallway, going outside to use means you left the building, more of a walkway/bridge, enclosed structure, the span being 100-110 ft., enclosure would be on second floor, difference between second story connection and ground connection, street crossing, the bridge is the only way during the day, specified locations with plantings to cross the street, borough could weigh in, need to work with them, parking lots and how they are moved, the enclosed walkway is the only way to cross, has three building structures, has more access/exit points, two points for drop off, need to know educational model.
● D2 - More compact footprint, only one drop off,
B - Educational Model
● B is more spread out and D2 is more compact. Both will achieve the requirements needed for the educational model, discussed curriculum is about flexibility, and how flexible do we want to be. The Educational Model is being discussed at the August 26 meeting.

C - Site and Location
● B has lower area and problem site, is further away from the apartments, having a difficult time placing administration, but has two potential areas for administration to be located.
● D2 uses the South campus and has higher ground, cost would be lower, is closer to apartments, but it has two gyms located in that area.

D - Cost

● Looking at $90 - $100 M level and what do these look like at that level, or can we phase over multiple years - spread out costs. Two ways to approach budget: 1) set a maximum budget and come away with a solution OR 2) here is our program come back and tell us what the cost would be. Cost discussion did not happen in the spring, community needs to see Ed Specifications, need a high school best for now and the next 50 years, does not change the fact there is a number, valuable to have some sense of what we get with a cap, a second survey, we do not have a lot of time, can weigh a better understanding of B and D2, how would it impact each and would one fit better than the other.

● B - you have the connector, can they be separated and be fully functioning, would take the biggest hit, is less tolerant due to bridge, balance what we need with what we can pay for, has two cafeterias, could lose space or land, and minimize duplication.

● D - South side completed and fully functioning for all, Ed Specification would fit in, looking less expensive than B, D allows more flexibility, need to talk about budget and revenue, and not duplicating spaces with this one.

E - Constructability
● Originally both would be finished at the same time and now D is moved up four months, B dropped back a year, want the least impact to students during construction and shortest duration, no construction with D in front of buildings, construction with B in front of each building, how do students go - around, possibly excelling referendum timeline and why, no off-site or DRI process, the timeline can be different, B is the more complex scenario, more opportunities to begin in the summer, earlier bid receipt, and schematic design could be ready in 130 days.

F - Sustainability and Environment
● D could be done in phases, spoke about two elementary schools LEED Gold, now LEED Platinum is the highest, too early to have the discussion of cost being a limiting factor, can not imagine geothermal on this site, would need to test specific to design and not random, B has specific existing conditions to address, nothing is noted under D, and inquired about green roofs.

Board members took a break 9:44 to 9:55 p.m.
● Referendum Process
Mike Paston spoke on how you go about approaching the budget. There are five easy steps:
1) Finalize the educational model
2) Tolerance - decision for the amount you are willing to put on the ballot, tax increase
3) Contributions to control the gap
4) What can you do away with or what can we live without
5) Not enough compromise to balance, then referendum amount increased or district contribution amount increased

Board members discussed: construction manager, time is now to bring expertise to the table, permission for RFP, the product asking for is a budget estimate analysis, their estimate compared to CRA, third party as an active partner, work toward a common goal together, where do we need to be and what are they looking at, budget vs. educational plan, unknown cost at this time, when do we have the discussion of the early referendum date, need a decision early to late December, need to communicate and let people know, what do we need to do better to inform people, changing the date compresses everything, there is a framework of a plan, a special Election costs approximately $60,000, need to speak with the Director of Voter Services, when ready - move into the referendum mode, still have two options, need to tell them what you are doing, need to look at pros and cons of both dates, Crabtree Rohrbaugh could be ready to go in February, could be a savings but a cost for the Special Election.

Mr. Poprik was given the “OK” to draft an RFP for cost checking prior to the referendum - Construction Manager for a limited time and a different RFP for looking through a different lens later. The construction manager would evaluate CRA with looking at sq.ft. costs, costs are legitimate, would be an independent company but would work with them. The RFP will be brought to the board for review at the next meeting.

● Project/Referendum Budget: Interpretation of Survey questions 7 and 11
Mr. Brown and Ms. Watson have been working for a couple weeks and provided information on the steps in preparing the recommended options regarding project cost, the referendum amount, and capacity for other projects that will be presented at the august 26 meeting. They will have 5-year budget projections and are working on the next 5-years for a ten-year projection. Many assumption will be made, spoke on the capital reserve and finding the right balance, working with financial advisor for debt projections, reviewed variables, controllable - scope, repayment period, fixed or variable interest rate, and financing costs. A recommendation will be provided at the August 26 meeting with multiple considerations.

Ms. Fishbaine noted that under Action for August 26 meeting, the approval of job descriptions could be removed.

She asked board members review the items and let her know if something needed added or changed for upcoming meetings.

Ms Stahl moved and Dr. Pawelczyk seconded to adjourn the meeting. All board members voted aye with a voice
vote. The motion passed. (Dr. Roper was absent.) Ms. Fishbaine adjourned the meeting at 11:26 p.m. to an executive session on personnel and legal matters.

Submitted by,
Mary Jenn Dorman
Board Secretary