Board Meeting Agenda/Minutes 5-5-14

All Attachments are PDFs.
 
May 5, 2014 - Regular Board Meeting 
7:00 p.m. - Board Room
131 W. Nittany Avenue
State College, PA 16801

I. CALL TO ORDER AND PLEDGE OF ALLEGIANCE

II. COMMUNICATIONS

Upcoming State High Project Events

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. Financial Reports for March 2014 (attachment IV-A)
B. School District Bills for April 2014 (attachment IV-B)
C. April 21, 2014 Board Meeting Minutes (attachment IV-C)
D. Board Subcommittee for Communications Meeting Notes April 29, 2014 (attachment IV-D)
E. Human Resource Recommendations (attachment IV-E)

V. ACTION ITEMS
A. A motion to approve the renewal of the Sports Medicine Services Agreement as presented at the April 21, 2014 board meeting. (attachment V-A)
B. A motion to approve the Proposed Final Budget for FY2014-2015 as presented. (attachment V-B) (PowerPoint)
C. A motion to approve to extend the Audit Services Contract as presented at the April 21, 2014 board meeting. (attachment V-C)
D. A motion to approve the Community Education Coordinator job description presented and reviewed at the April 21, 2014 board meeting. (attachment V-D)
E. A motion to approve the bid award for partial roof replacement ar Mount Nittany Middle School to low bidder Blair Roofing in the amount of $146,100 ($137,100 base bid plus $9,000 Alternate G-1). (attachment V-E)

VI. INFORMATION/DISCUSSION
A. District Goal Category: Student Learning
Community Education Extended Learning (CEEL) Program Update (attachment VI-A)
B. District Goal Category: Facilities - State High Project
      Communications Subcommittee Update
      Construction Management Concepts (attachment VI-B)

VII. FUTURE AGENDA PLANNING

May 19, 2014 - Regular Meeting
**Action Items
Appointment of Board Treasurer for one-year beginning July 1, 2014 through June 30, 2015 (Routine)
Approval of Bonds for Board Secretary, Board Assistant Secretary and Board Treasurer (Routine)
Bid Award for Technology Infrastructure
Construction Management Proposal
**Information/Discussion
District Goal Category: Facilities - State High Project
      Construction Management Options
      Communications Subcommittee Update

June 2, 2014 - Budget Hearing
7:00 p.m. - 131 Nittany Avenue

June 2, 2014 - Special Meeting
Immediately following budget hearing
** Action Item
Finalize Architect Contract
**Information/Discussion
SCASD 2014-2015 Amended School Calendar
Westerly Parkway Site: Commencing Design Plan


June 9, 2014 - Regular Meeting
**Action Items
Approval of Final Budget for FY2014-2015
Approve Insurance Renewals
**Information/Discussion
District Goal Category: Student Learning
      Instructional Technology Update

June 23, 2014 - Regular Meeting
**Action Items
Appointment of Depositories, Disbursing Accounts, and Investment Institutions for FY 2014-2015 (Routine)
Appointment of Tax Collectors for the 2014-2015 Fiscal Year (Routine)
Insurance providers for Life, ADD and LTD (Routine)
**Information/Discussion
C-Net Annual Report
District Goal Category: Student Learning
      Strategic Planning Update: LE/Gifted Education audit

VIII. ADJOURNMENT
Minutes
May 5, 2014 - Regular Board Meeting Minutes
7:00 p.m. - Board Room
131 W. Nittany Avenue
State College, PA 16801
 
I. CALL TO ORDER AND PLEDGE OF ALLEGIANCE
Ms. Fishbaine called the State College Area School District Regular Board meeting to order at 7:03 pm. She welcomed and thanked all in attendance and those viewing from home. Ms. Fishbaine announced that the Board held an executive session April 21, 2014, on personnel and legal matters. With the agenda before them, she asked board members if there were any changes, 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, Scott Fozard, David Hutchinson (by Phone), Jim
Leous, Jim Pawelczyk, Dorothea Stahl, Laurel Zydney (arrived 7:17 p.m.)
Board members absent: Ann McGlaughlin
Board Secretary: Mary Jenn Dorman
Solicitor: Scott Etter
Superintendent: Robert O’Donnell
District Personnel: Scott DeShong, Sandy Emerich, Linda Grant-Oishi, Michael Hardy, Brian Ishler, Cindee Lago, Patty McKenna, Bonnie McMiniment, Anna Peters, Ed Poprik, Donna Ricketts, Wilda Stanfield, Donna Watson, Charlotte Zmyslo
Guests: Alayna Beck, Sharon Conaway, Lewis Rodrick, Robert Watson
 
II. COMMUNICATIONS
Dr. O’Donnell noted that we have two members of our school district staff receiving the PA Association of School Retirees’ Loretta Woodson Award. Representatives of the Association - Lew Rodrick, Chair of the Educational Support Committee, Robert Watson, President of the PA Association of School Retirees, and Sharon Conaway, Past-President and current Publicity Chair are here to present the awards to Cindee Lago, Elementary/Title 1 Math Teacher in our Ferguson Township Elementary School, and Linda Grant-Oishi, Counseling Office Secretary in our Mount Nittany Middle School. Mr. Rodrick and Mr. Watson presented a plaque and medal to Ms. Lago and Ms. Grant-Oishi and thanked them for their service to students.
 
Dr. O’Donnell announced he would show one of the three videos done on the high school project. This one is the first and is on facilities, the second one is safety and security, and the third is on the education model.
 
Dr. O’Donnell reviewed the upcoming public events and outreaches:
● May 6 - Foxdale Auditorium, open to the public, 7:00 p.m.
● May 12 - Tours of High School buildings, 6:30, 6:45, and 7:00 p.m., leaving from the HS South lobby
● May 17 - Tours of High School buildings, 10:00 and 10:15 a.m., leaving from HS South lobby
 
Mr. Leous thanked all his colleagues for the great job on the video and spoke on the absentee ballot process.
 
The last day is Tuesday, May 13, and applications can be obtained from the voter registration office, online, or here at the District central office building, 131 W. Nittany Ave.
 
Dr. Pawelczyk announced there are 15 days to Referendum.

Dr. O’Donnell offered congratulations to the High School Lion’s Digest Newspaper recognized by the American Scholastic Press Association for high quality. Casey McCracken is the Editor In Chief and Becca Thorsen is the advisor.
 
Dr. O’Donnell shared that he received 25 yearbooks recently from Mr. Galen Dreibelbis that came from his mother’s home. The yearbooks are in great condition for their age. He will coordinate efforts with the Alumni Association and/or our Public Information personnel for a proper place for them.
 
Mr. Leous noted that High School students were recognized in the news this week for the robotic trumpet that was developed for an elementary student, and the Marcellus Shale Network measuring water qualities.
 
Ms. Zydney spoke on the PDS Conference. It was a great day with Professional Development Associates, teachers, and Dr. Nolan and his team. The students in the program will stay until the end of our school year even though their school year will end soon. Some of our district’s excellent teachers came through the program.
 
III. ROUTINE APPROVALS
A motion to approve the listing of Routine Approvals as presented:
--Financial Reports for March 2014
--School District Bills for April 2014
--April 21, 2014 Board Meeting Minutes
--Board Subcommittee for Communications Meeting Notes April 29, 2014
--Human Resource Recommendations (refer to Item IV-E)
 
Ms. Stahl moved and Dr. Pawelczyk seconded to approve the list of Routine Approvals as presented. There was no discussion. All board members present voted aye on a roll call vote. (Mr. Hutchinson was connected by phone and Ms. McGlaughlin was absent.)
 
IV. SPORTS MEDICINE SERVICES AGREEMENT
A motion to approve the renewal of the Sports Medicine Services Agreement as presented at the April 21, 2014 board meeting. Dr. Pawelczyk moved and Ms. Stahl seconded to approve the motion. There was no discussion. All board members present voted aye on a roll call vote. (Mr. Hutchinson was connected by phone and Ms. McGlaughlin was absent.)
 
V. PROPOSED FINAL BUDGET FOR FY2014-2015
A motion to approve the Proposed Final Budget for FY2014-2015 as presented. Ms. Stahl moved and Dr. Pawelczyk seconded to approve the motion. Dr. O’Donnell noted that Ms. Watson would review key information and reflect on the process. Ms. Watson provided the following review and information:
● January - the board approved opting out resolution
● Act 1 Index is not above 2.1% - our tax increase is 1.95%, the second lowest since 1998-99
● PSERS was the only exception we were eligible for and we did not use
● The general fund information, changes in the fund balance, using set-aside fund balance for PSERS, the local, state and federal revenue
● The expenses and breakdowns - salary/benefits, charter schools, PSERS and Health Insurance
● the state budget is to be passed by June 30, 2014
● The District will have a Budget Hearing June 2, 2014 and approval of the Final Budget June 9, 2014
Board members discussed: the charter school costs going up, no longer receiving any reimbursement from the state, the cost for pensions, the planned drawdown will be over the next few years, the health insurance increase of 12.5% for 2014-15, debt service decrease, and the capital reserve will help fund the high school project. Ms. Watson explained the PSERS pay forward plan, how a portion has been set aside, and now the draw down starts leveling off the amount for tax.
 
With the motion moved and seconded to approve the Proposed Final Budget for FY2014-2015 as presented, all board members present voted aye on a roll call vote. (Mr. Hutchinson was connected by phone and Ms. McGlaughlin was absent.)
 
VI. EXTEND AUDIT SERVICES CONTRACT
A motion to approve to extend the Audit Services Contract as presented at the April 21, 2014 board meeting.
 
Mr. Leous moved and Ms. Concepcion seconded to approve the motion. Board member questioned the role that the external audit service does for the district? Ms. Watson responded: they review financial statements, check on the percentage of the fund balance, statements being complete and accurate, and make sure things are accounted for correctly and provide a report. The reports are available online and also available at the district offices.
 
With the motion moved and seconded to approve to extend the Audit Services Contract as presented at the April 21, 2014 board meeting, all board members present voted aye on a roll call vote. (Mr. Hutchinson was connected by phone and Ms. McGlaughlin was absent.)
 
VII. COMMUNITY EDUCATION COORDINATOR JOB DESCRIPTION
A motion to approve the Community Education Coordinator job description presented and reviewed at the April 21, 2014 board meeting. Dr. Pawelczyk moved and Mr. Fozard seconded to approve the motion. There was no discussion. All board members present voted aye on a roll call vote. (Mr. Hutchinson was connected by phone and Ms. McGlaughlin was absent.) Ms. Stahl noted that many would be sad to see Dr. Ricketts leave and thanked her for all she has done for the district.
 
VIII. BID AWARD for PARTIAL ROOF REPLACEMENT at MOUNT NITTANY MIDDLE SCHOOL
A motion to approve the bid award for partial roof replacement at Mount Nittany Middle School to low bidder Blair Roofing in the amount of $146,100 ($137,100 base bid plus $9,000 Alternate G-1). Ms. Stahl moved and Dr. Pawelczyk seconded the motion. Board members discussed: the company being used before, the roof being 19 years old, more projects will be coming forward as MNMS gets closer to 20 years old, and the roof being replaced at the high school. Mr. Poprik added that the company doing the MNMS roof has been used in the last decade, and many roofs have been replaced districtwide. MNMS has five or six roofs due to different elevations.
 
With the motion moved and seconded to approve the bid award for partial roof replacement at Mount Nittany Middle School to low bidder Blair Roofing in the amount of $146,100 ($137,100 base bid plus $9,000 Alternate G-1), all board members present voted aye on a roll call vote. (Mr. Hutchinson was connected by phone and Ms. McGlaughlin was absent.)

Mr. Hutchinson disconnected by phone at 7:57 p.m. and Dr. Etter left the meeting at 7:57 p.m.
 
IX. DISTRICT GOAL CATEGORY: STUDENT LEARNING
Community Education Extended Learning (CEEL) Program Update
Mr. Hardy and Dr. Ricketts were joined at the table with Ms. Peters - the Art Program, Ms. McKenna - Coordinator at the Radio Park site, and Ms. Beck - Discovery Space for Science and Stem. Mr. Hardy noted that he has visited both Radio Park and Park Forest Elementary locations and has received positive feedback from parents and community. Dr. Ricketts explained the expanded learning model, what is offered each day with Friday being a free day, the options of full-time +, full-time, and part-time, the enrollment of 48 at Radio Park and 42 at Park Forest, the 12-week programming cycle, and the strengths (partnerships) and challenges (sharing facilities and the online registration).

Ms. Peters spoke on the program development for art courses, recreational and educational at the same time, the Safari, Arctic animals, and spring insects. Ms. Beck explained that they did things in small groups, had five stations and students could rotate, and doing things for adjusting to real life scenarios.
 
Dr. Ricketts spoke on the homework help being very popular, the CEEL parent manual for next school year and reviewed what it would contain, providing fresh fruit and cheeses next year for snacks, focus groups, and annual events. CEEL will be expanded to Easterly Parkway School for 2014-15 school year. Registration will be up and running by the middle of May for all three buildings.
 
Board members discussed: The district identified a need and seized on it, doing the same thing with the middle level Delta, prior to CEEL only around 20 students enrolled, the YMCA Program, why expanding to EP and not FT, will roll over what is in place at RP and PFE, attended the showcase and it was great, and the level of satisfaction of the Radio Park parents. Dr. O’Donnell added that only expanding to EP due to a capacity issue with the numbers enrolling, we want to maintain a high standard for the program and it needs to be self-sustaining.

This item will come back to the Board in the summer regarding moving forward. This is an option for parents and they are paying for this program for their children. Policy does not call for Board approval for Community Education.
 
X. DISTRICT GOAL CATEGORY: FACILITIES - STATE HIGH PROJECT
Construction Management Concepts
Mr. Poprik explained that if the Referendum would pass, the district has a very progressive calendar with less than a year to bid the project. We will need to hit the ground running on May 21 if it passes on May 20, 2014.
 
He provided multiple documents for board members to review, and recommended to have an agency and an internal hire - Clerk of the Works that would work full-time on the project site. This is in the project budget and within the $115 million cap. A high school project is like doing six elementary projects at the same time.
 
Mr. Poprik provided materials to board members prior to the meeting and did not plan on reviewing item by item. One was an RFP - for firm qualifications and fees with scope of service, a job description that was self explanatory, and reviewed an aggressive timeline that was contingent on passing the Referendum. Dr. O’Donnell added they discussed a charge to the CAC for Facilities to get feedback. The board will have conversation with Mr. Poprik at the next meeting, then Mr. Poprik will review with CAC for input and recommendations, and then come back to the board for May 19 meeting.
 
Board members discussed: possible conflict of interest with CAC members, the election is May 20 but not certified for another month, building LEED, clerk of the works would cover this, can structure the contract to the work load, phased occupancy, the role of the Construction Manager, having someone with district interest there, a good direction to charge the CAC for Facilities, and a very thorough discussion. Mr. Poprik noted there is no conflict with CAC members, none would be involved in the project, releasing the RFP is not going to be a big expenditure, the critical point is signing contracts, and for several people the project will be a full-time job.
 
XI. FUTURE AGENDA PLANNING
Ms. Fishbaine asked board members to look over the Future Agenda Planning and board secretary announced two bid awards would be added to May 19 agenda. Ms. Fishbaine noted that the Budget Hearing would be June 2, 2014, in the board room followed by a special meeting.
 
XII. ADJOURNMENT
Ms. Stahl moved and Mr. Leous seconded to adjourn the meeting. All board members present voted aye with a voice vote. (Mr. Hutchinson disconnected by phone and Ms. McGlaughlin was absent.) Ms. Fishbaine adjourned the meeting at 9:00 p.m. to an executive session on a personnel matter.
 
Submitted by,
Mary Jenn Dorman
Board Secretary