Board Meeting Agenda/Minutes 10-28-13

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

State College Area School District
OUR MISSION: To prepare students for lifelong success through excellence in education.

October 28, 2013 Regular Board Meeting
7:00 pm – Board Room
131 W. Nittany Avenue
State College, PA 16801

I. CALL TO ORDER AND PLEDGE OF ALLEGIANCE

II. COMMUNICATIONS

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.)

IV. ROUTINE APPROVALS

A motion to approve the listing of Routine Approvals as presented.
A. October 14, 2013 Board Meeting Minutes and Accept October 15, 2013 Communications Subcommittee Notes
B. Second Reading and Approval of Revised/New Policies: (attachment IV-B)
      Revised Policy 819.1 - Suicide and Self Harming Prevention Policy
      Policy 218.2 - Threat Assessment (New)
      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)
      Revised Policy 114 - Gifted Education
C. A motion to approve Change Order requests #7, #8, and #9 for the Memorial Field Project, in amounts not to exceed $15,000.00, $7,000.00 and $2,000.00 respectively, to Mid-State Construction, Inc. (attachment IV-C)
D. Human Resource Recommendations (attachment IV-D)

V. ACTION ITEMS
A. A motion to approve the attached easements for traffic signal pole, directional signage, overhead luminaries, and sidewalk improvements at 721 N. Atherton St. (College Heights). (attachment V-A)
B. A motion to direct the architect to continue with building design based upon the draft High School Educational Specifications presented and discussed at the October 21, 2013 work session. (Memo) (attachment V-B  7.5MB)
C. A motion to direct the architect to develop a parking program based upon the proposal presented and discussed at the October 21, 2013 work session.
(attachment V-C)
D. A motion to direct the architect to develop an athletic fields program plan based upon the proposal presented and discussed at the October 21, 2013 work session. (attachment V-D)
E. A motion to approve the recommended Agreement to contract our substitute teacher services with STS (Substitute Teacher Service) presented at the October 14, 2013 meeting. (attachment V-E)
F. A motion to approve the administration recommendation to make an exception to the Foreign Exchange Policy and accept a sixth foreign exchange student, tuition waived, for the remainder of the 2013-2014 school year. (attachment V-F)

VI. INFORMATION / DISCUSSION
A. District Goal Category: Student Assessment and Achievement
      Student Achievement Report (attachment VI-A)
B. Revised/New Policies for First Reading and Consideration:
      Policy 217 - Graduation Requirements in response to Chapter 4 compliance (attachment VI-B1)
      Remove Policy 819 - Management of Traumatic Events
      Policy 805 - All Hazards Plan, Replacing Policy 819 (attachment VI-B2)
C. District Goal Category: Facilities, High School Project
      HS Project Option Development (attachment VI-C1) (Presentation as pdf) (presentation as PowerPoint 7.4MB) or view this page
      LEED Goals (attachment VI-C2)
      Calendar Update (attachment VI-C3)
      HS Project Finance Update - Local Government Unit Debt Act (attachment VI-C4)

VII. REPORTS

A. President’s Report
B. Superintendent’s Report
C. Board Sub Committee Reports
      Communications
      Culture Climate and Learning
D. Central Intermediate Unit (CIU) Report
E. PA School Boards Association (PSBA) Report
F. National School Boards Association (NSBA) Report
G. Centre Region Council of Governments (COG) Liaison Report
H. Legislative Report
I. Citizens Advisory Committee (CAC) Liaison Reports
      Athletics
      Facilities
      Finance
      Safety
      Technology

VIII. FUTURE AGENDA PLANNING
November 11 - Regular Meeting

**Action Items
September Financial Reports (Routine Approval)
**Information/Discussion
Nittany Valley Charter School Request (addendum to charter)
Comprehensive/Strategic Planning: Proposed Subcommittee Plans (non PDE)
District Goal Category: Facilities
HS Project Option Development
Funding Options
Budget Development FY2014-2015

November 18 - Work Session
High School Project

      Project Option Development
      Project Financing Update

November 25 - Regular Meeting

**Action Items
Approval of Proposed Comprehensive Plan
Second Reading and Approval for Revised/New Policies:
      Policy 702.1 - Memorials (New)
      Remove Policy 819 Management of Traumatic Events
      Policy 805 - All Hazards Planning (New)
**Information/Discussion
High School Project
      Project Option Development
      Project Financing Update

December 2 - Reorganization Meeting
**Action Items
Appoint Temporary President
Elect President
Elect Vice-President
Approve 2014-2015 Proposed Meeting Schedule
Approve Board Member Appointments for 2014-2015 School Year
December 2 - Regular Meeting
**Action Items
Approve Final Option for High School Project
**Information/Discussion
Review High School Funding Project Proposal

IX. ADJOURNMENT

Minutes
October 28, 2013
Regular Board Meeting
7:00 pm – Board Room

131 W. Nittany Avenue

State College, PA 16801
 
I. CALL TO ORDER AND PLEDGE OF ALLEGIANCE
Penni Fishbaine, board president, called the board meeting to order at 7:00 p.m. She welcomed and thanked all in attendance and those viewing from home and announced the board held an executive session prior to the meeting on student and property matters. With the agenda before them,
 
Ms. Fishbaine asked board members for any changes; there were no other changes.
 
Ms. Fishbaine thanked Representative Kerry Benninghoff for his support of HB 1755.
 
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, Gowen Roper, Dorothea Stahl, Laurel Zydney

Board members absent:
Board Secretary: Mary Jenn Dorman
Solicitor: Scott Etter

Superintendent: Robert O’Donnell

District Personnel: Deirdre Bauer, Randy Brown, Linda Eggebeen, Michael Hardy, Jeanne Knouse, Amy Lawrence, Jacque Martin, Julie Miller, Jason Perrin, Ed Poprik, Wilda Stanfield, Donna Watson

Guests: Margaret Barksdale, John Beddia, Jordan Crosby, Scott Fozard, Matt Harlow, Mark Higgins, Sarah Marley, Matt Morgan, Jeff Straub, Scott Thomas, Michael Vind
 
II. COMMUNICATIONS
Dr. O’Donnell provided an update for the District Strategic Planning for 2014-2017 and noted that prior to November 25, 2013, the district is hoping to obtain community feedback regarding the priorities for the district work over the next few years. The information can be viewed on the website, hard copies are available in all our district offices and available at Schlow Library.
 
He spoke on the High School Project Design noting that the design team is bringing forth work that is more visual in nature, and the district is hosting a Community Conversation Monday, November 4, 2013, High School South Cafeteria, 7:00 p.m., for community members to interact for a better understanding and sharing their thoughts.
 
He noted that most of the fall extra and co-curricular season activities are coming to an end and students will be gearing up for the winter ones to begin. These experiences are important extensions of our classrooms. He offered his appreciation for all those who help make these experiences occur and expressed how proud he is of our students and for how they represent themselves and our school in their respective activities.
Dr. O’Donnell reported that a note to faculty and staff was sent today and a reminder will be shared with all district parents relating to delay and cancellations due to winter weather.
 
Dr. O’Donnell recognized Shelly Ishler for being recognized as PA Cooperative Education Coordinator of the Year by the state’s Cooperative Education Association. Ms. Ishler’s role is to work with career and technical students to identify specific job placement opportunities in their related area.
 
Mr. Leous reported on the face off in Ice Hockey that was starting the same time as the meeting.
Dr. Pawelczyk reported 204 days to Referendum and 35 days to adopt the final option for the High School Project.
 
III. PUBLIC COMMENT
Ms. Fishbaine noted that each individual would be limited to comments of five (5) minutes as time permits for items on this agenda or related to Board business. Board members would listen but would not engage in conversation. The following audience member addressed the board:
**Margaret Barksdale spoke to the board members regarding the foreign exchange student on the agenda this evening for action, noted the situation and the student was now in her home. She thanked the Board for their consideration for this request and was hoping for a positive outcome.
 
IV. ROUTINE APPROVALS
A motion to approve the listing of Routine Approvals as presented.
- October 14, 2013 Board Meeting Minutes and Accept October 15, 2013 Communications Subcommittee Notes - Second Reading and Approval of Revised/New Policies:
●  Revised Policy 819.1 - Suicide and Self Harming Prevention Policy
●  Policy 218.2 - Threat Assessment (New)
●  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)
●  Revised Policy 114 - Gifted Education 
- A motion to approve Change Order requests #7, #8, and #9 for the Memorial Field Project, in amounts not to exceed $15,000, $7,000 and $2,000 respectively, to Mid-State Construction, Inc.
- Human Resource Recommendations (refer to attachment IV-D) 
Ms. Stahl moved and Dr. Pawelczyk seconded to approve the listing of Routine Approvals. All board members present voted aye on a roll call vote. The motion passed unanimously.
 
V. EASEMENT AGREEMENT
A motion to approve the attached easements for traffic signal pole, directional signage, overhead luminaries, and sidewalk improvements at 721 N. Atherton St. (College Heights). Dr. Pawelczyk moved and Mr. Leous seconded to approve the motion. There was no discussion. All board members present voted aye on a roll call vote. The motion passed unanimously.
 
VI. THE DRAFT HIGH SCHOOL EDUCATIONAL SPECIFICATIONS
A motion to direct the architect to continue with building design based upon the draft High School Educational Specifications presented and discussed at the October 21, 2013 work session. Ms. Concepcion moved and Ms. Stahl seconded the motion. Board member questioned if this would not be approved, what would be held up? Mr. Poprik responded on phasing of the design process and the design parameters to move forward.
 
Discussed: the forum next week, can be in agreement with this but does not mean it can not change, we are doing all of it, need to know that this is what teachers want as well, there will be more conversation, just giving direction, can be subject to modification, and the collaboration with teachers have been very good overtime.
 
With the motion and second above to direct the architect to continue with building design based upon the draft High School Educational Specifications presented and discussed at the October 21, 2013 work session, all board members present voted aye on a roll call vote. The motion passed unanimously.

VII. THE PARKING PROGRAM
A motion to direct the architect to develop a parking program based upon the proposal presented and discussed at the October 21, 2013 work session. Dr. Pawelczyk moved and Ms. McGlaughlin seconded to approve the motion. Board member questioned if we needed to ask the Borough for a variance and now, with this vote, do we need to give them a number? M. Poprik responded that we would be working away from a range of numbers to one number. When we have that number, we will share the number we are looking at and then ask for the variance. Board member noted that it was being done this way so we can see the outcome, the amount of parking and the impact.

With the motion and second above to direct the architect to develop a parking program based upon the proposal presented and discussed at the October 21, 2013 work session, all board members present voted aye on a roll call vote. The motion passed unanimously.
Ms. Fishbaine announced that the board would move to Action Item F.

VIII. EXCEPTION for FOREIGN EXCHANGE STUDENT
A motion to approve the administration recommendation to make an exception to the Foreign Exchange Policy and accept a sixth foreign exchange student, tuition waived, for the remainder of the 2013-2014 school year. Ms. Stahl moved and Dr. Pawelczyk seconded to approve the motion. There was no discussion. All board members present voted aye on a roll call vote. The motion passed unanimously.

IX. ATHLETIC FIELDS PROGRAM
A motion to direct the architect to develop an athletic fields program plan based upon the proposal presented and discussed at the October 21, 2013 work session. Ms. Stahl moved and Ms. McGlaughlin seconded to motion. Board members noted that this was similar to the parking. There was no discussion. All board members present voted aye on a roll call vote. The motion passed unanimously.

X. AGREEMENT to CONTRACT SUBSTITUTE TEACHER SERVICE (STS)
A motion to approve the recommended Agreement to contract our substitute teacher services with STS (Substitute Teacher Service) presented at the October 14, 2013 meeting. Dr. Pawelczyk moved and Dr. Roper seconded to approve the motion. Mr. Brown responded to questions and comments that he had received from board members during the day. He spoke on Workman’s Compensation claims and the fact that STS will take care of these. The substitute employees will no longer be our employees but contracted employees. The district will receive detailed invoices twice a month, and STS guarantees filling positions with an efficiency rating of 85%.

Board members discussed: Circumstance that we could cancel, 85% might not be giving employees proper coverage, the screening and quality of people, district list is going to STS, performance monitoring for cost of $1.4 million contract/year, make sure we have good value for the cost, good to have an update in six months, a way to discontinue if we are not happy, do get a bonus with this that retirees are able to be back in the classroom, insulates us from insurances, some surrounding districts may consider STS also, and the 85% efficiency being in the classroom with our students.

With the motion moved and seconded to approve the recommended Agreement to contract our substitute teacher services with STS (Substitute Teacher Service) presented at the October 14, 2013 meeting. All board members present voted aye on a roll call vote. The motion passed unanimously.

Dr. Pawelczyk moved and Ms. Concepcion seconded to establish a performance monitoring system for the Substitute Teacher Service contract with a reporting frequency of no less than twice per year. All board members present voted aye with a voice vote. The motion passed unanimously.

XI. DISTRICT GOAL CATEGORY: STUDENT ASSESSMENT and ACHIEVEMENT

Student Achievement Report
Ms. Bauer and Ms. Martin were present to review the information for the Student Achievement Report. Ms. Bauer began with math 2013 and noted the different cohorts in students, the 5th grade dip, and the diversity in different parts of town. In 2012 a new program was implemented and no great dip. She reviewed the charts and graphs for PSSA and PVAAS with the dark blue that showed exceptional growth and overall growth for schools in math. She explained that PSSA is a three-day pencil and paper test, but not testing all day, and MAP is a 40-minute test on the computer.

Board members discussed: All the data combined - what do the scores tell you - what do we do with the information, students set the bar for curriculum and most important is what the teachers do with this, professional development for teachers, a way to package this so we have a better understanding of what it means, very important information, PSSA and frustration with them and the state’s use and abuse of them, and there are more student friendly tools.

Ms. Bauer reviewed the reading data that showed a five-year trend and spoke on grade 5. Ms. Bauer shared that the PVAAS for writing was very impressive and the PSSA was very strong for the science scores. Board members discussed: the public understanding this data, we do not use one assessment as the be all - end all for students, and how does the spring score in 5th grade relate to the fall score.

Ms. Martin spoke on the Keystone Exams and these will be taken at the end of the course. The coordinators are taking data and redirecting instruction to respond to what the students will need. The SAT remains strong and the ACT data is also strong. Each piece helps us to better understand students as learners.

Board members discussed: retesting, need some of Keystone testing to graduate, and would like to see some uncertainty bars and what it means.

XII. REVISED/NEW POLICIES for FIRST READING and CONSIDERATION

First Reading: Policy 217 - Graduation Requirements
Ms. Martin noted that this policy was updated to keep with Chapter 4 compliance. We are trying to be flexible with the policy and not changing, but adjusting in response to Chapter 4. There was no discussion.

Remove Policy 819 - Management of Traumatic Events
Ms. Knouse reported that Policy 819 would be removed and replaced by Policy 805 - All Hazards Plan. There was no discussion.

First Reading: Policy 805 - All Hazards Plan
Ms. Knouse noted with PDE adoption of Chapter 10, the district is working on policies to be compliant and PDE has called this “All Hazards Plan.” There was no discussion. The policies will be brought back for second reading and approval on the November 25, 2013 meeting agenda.
 
Board members took a break from 8:30 to 8:38 p.m.

XIII. DISTRICT GOAL CATEGORY: FACILITIES - HIGH SCHOOL PROJECT

Project Option Development Update

Mr. Beddia provided an overview of the focus to discuss characteristics, both pro and cons of each site, each building on the site, and what each site offers. The discussion would end with LEED Goals.

Option 1 - Mr. Beddia pointed out the new construction, showed the tie between the two structures, explained the color-coding to identify and track spaces, will share square footage of new vs. the square footage of renovated at November 11 meeting, Matt Harlow added information on the circulation of traffic, access management, parking and where it would fit, parking could be moved to North and band could use for practice, athletic fields, and the North side would not change. He reviewed North side circulation, the relocation of signal intersections, and expansion of the reservoir down the street. For the South side, there is a challenge for parking and it is not desirable to have a single space where all parking would be.

Board members discussed: the size of the piece of ground for Driver Education, relocation of storm water management, maximizing the site, Borough partnering with us, the residents of Parkway Plaza and taking them right where students will be, Delta on North side and will need to loop both sides with buses, Delta on the higher side, the overlay system of fields on Community Field, practice facilities, and competition fields having fences.

Option 2 - Mr. Straub reviewed the differences of Option 2, showed addition vs. renovation, the grade changes, how it would stack vertically, the existing building structure would be usable, finished result is very different structurally, pedestrians getting to the fields, and demolition is near equal in both but Option 2 is more efficient. Mr. Harlow showed that circulation is pushed to the back with this option, a different building entry point, not disrupting any field we have now, and is more of a build out scenario.

Board members discussed: parking lot on the North side where it already is and close to competition gym, the scenario of the four towers seen along the road, the footprint of three classrooms into one, comparisons with other districts that were visited, Option 1 does not accommodate the large road, running out of room, and Option 2 provides a good flow of traffic.

For November 11 meeting, the focus will be to have square feet for assessment, the cost difference between Option 1 and 2, Option 2 is more efficient, both will be presented at the Forum on November 4 but more focus will be on option 2, would be helpful to continue with one design, and at this time, board members around the table stated his/her preferred option. Option 2 was the option preferred by board members for various reasons.

LEED Goals
Mr. Beddia noted that a LEED checklist had been developed from the LEED 2009 point system with a potential of 110 points. Each category - Sustainable Sites, Water Efficiency, Energy and Atmosphere, Materials and Resources, Indoor Environmental Quality, Innovation and Design Process, and Regional Priority Credits were reviewed. Spoke on not designing green power; this does not add educational components to the building, using special materials in the building, need to last 30 - 50 years, and ductwork closed properly for air quality.

Calendar Update
Mr. Poprik provided an updated draft calendar of critical dates and actions for the high school project. The only change was for the Borough Council meeting that is no longer to be determined but will be held November 8 at the Council’s work session. Crabtree Rohrbaugh is comfortable with reviewing update facility options at the November 18 work session, it will be contingent on the outcome at the November 11 meeting, do not want to rush them to do their work but people do want to keep moving forward.

XIV. HS PROJECT FINANCE UPDATE - Government Unit Debt Act
Mr. Vind was present to speak on the Local Government Unit Debt Act (LGUDA) and highlighted some of the State regulations we need to take into account when structuring debt for the District.
●  No bonds or notes can be issued with a maturity date longer than 40 years.
●  Principal must be amortized at least annually for every year the bonds are outstanding.
He also spoke on annual debt service payments being approximately level, or the wrapped debt service. Mr. Brown noted that all our current debt service would be paid off in 2030, debt service is declining, are working on some scenarios, will show in numeric form, and all scenarios show $10 million contribution.

XV. REPORTS

Board Subcommittee Reports
Communications - There was a meeting last week and spoke on Election Day activities. The subcommittee meets tomorrow, 11:00 a.m. in the board room. There will be members of CEAT and students signing up to be at the voting polls.

Central Intermediate Unit (CIU) Report
The IU also did a Strategic Plan, and they were sent out to arrive in district offices today.

PA School Boards Association (PSBA) Report
Mr. Hutchinson reported that PSBA Conference was a few weeks ago. He spoke on various sessions and Ms. Zydney also attended the conference. She will get information to all. He also spoke on Project Base Assessment and if you do not pass, it is no different than another standardized test.

Legislative Report
Mr. Hutchinson spoke on the Education Committee approving Senate Bill 1113, the House Committee tabled Bill 1741, Kerry Benninghoff supports an opt out of prevailing wage with HB 1755, and asked how the board wanted to respond to this information. By choosing not to pursue, there is still a PlanCon process, but no money. HB 1755 is at the Educational Committee for review to give thought to prevailing wage and be able to opt out on a project-by- project basis.

It was decided that Board Leadership would draft a letter to accompany a copy of our resolution to be sent again to local legislators and the Education Committee.
 
Citizens Advisory Committee (CAC) Liaison Reports
●  Athletics - The last meeting was on field needs. There are people on the committee discussing and reflecting what is needed and will go to community dialogues to provide the information.
●  Safety - There will be a meeting in the beginning of November.
●  Technology - There is a meeting Wednesday, November 30, 7:00 p.m. An update on Chrome Books is 
scheduled to see how things are going using them. 
Ms. Fishbaine noted that Monday, November 4, there is a Community Conversation, 7:00 p.m. in the High School South cafeteria. The architects will be present.

XVI. FUTURE AGENDA PLANNING
Ms. Fishbaine reviewed the items on future agendas and asked board members to contact her or Dr. O’Donnell if there were items that they would like to have added.

XVII. ADJOURNMENT
Ms. Stahl moved and Ms. McGlaughlin seconded to adjourn the meeting. All board members present voted aye with a voice vote. The motion passed. Ms. Fishbaine adjourned the meeting at 11:16 p.m.

Submitted by,
Mary Jenn Dorman Board Secretary