Special Board Meeting Agenda/Minutes 6-2-14

State College Area School District
OUR MISSION: To prepare students for lifelong success through excellence in education.
 
Agenda
June 2, 2014 SPECIAL MEETING
Immediately following Budget Hearing – Board Room
131 W. Nittany Avenue
State College, PA 16801

I. CALL TO ORDER AND PLEDGE OF ALLEGIANCE

II. COMMUNICATIONS

Track and Field Recognition

III. ACTION ITEMS

A. A motion to approve the Human Resources Recommendation as presented. (attachment III-A)
B. A motion to authorize Crabtree Rohrbaugh and Associates, architects for the State High Project, to proceed with Schematic Design through Construction of the high school facility. (attachment IIIB)

IV. INFORMATION/DISCUSSION

A. High School Project Referendum (attachment IVA)
   ● Exit Survey (attachment)
B. Comprehensive Plan Update (attachment IVB)
C. SCASD Amended 2014-2015 School Calendar (attachment IVC)
D. New Financial/Municipal Advisor Regulation (July 2014) (attachment IVD)
E. High School Project Development (attachment IVE) (PowerPoint)
   ● Calendar Update
   ● Westerly Parkway Site: Commencing Design Plan
   ● Traffic (Plaza Drive and Logan Ave connector)
   ● Parking variance
   ● Budget review

V. ADJOURNMENT
 
MINUTES

June 2, 2014 SPECIAL MEETING MINUTES
Immediately following Budget Hearing – Board Room
131 W. Nittany Avenue
State College, PA 16801

I. CALL TO ORDER AND PLEDGE OF ALLEGIANCE
Ms. Fishbaine called the Special Meeting to order immediately following the Budget Hearing at 7:19 p.m.
She welcomed all attending and announced that the Board held an executive session May 19 on personnel and also held an executive session prior to the meeting on personnel and legal matters. With the agenda before them, she asked board members for 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, Jim Leous, Ann McGlaughlin, Dorothea Stahl
Board members absent: Jim Pawelczyk, Laurel Zydney
Board Secretary: Mary Jenn Dorman
Solicitor: Scott Etter
Superintendent: Robert O’Donnell
District Personnel: Randy Brown, Sandy Emerich, Michael Hardy, Jason Perrin, Ed Poprik, Colleen Sheehan, Donna Watson
Guests: Kyle Adams, John Beddia, Will Cather, Rich Fitzgerald, Ed Fuller, Chris Golembeski, Lee Hanna, Matt Harlow, Mark Higgins, Rusty McCrea, Mason Post, Chris Rosenblum, Steve Shisler, Jeff Straub

II. COMMUNICATIONS
Dr. O’Donnell noted there was a track recognition this evening. Chris Golembeski, Kyle Adams, Mason Post, and Will Cather won the gold medal at the PIAA AAA Track and Field Championships in the 4X800 meter relay. Their time of 7 minutes, 41.99 seconds broke the school record time of 7:42.2, which stood since 1969.

Board members congratulated the track stars and their coaches, Steve Shisler and Rusty McCrea.

Ms. Fishbaine read the following statement on behalf of the board:

On Tuesday, our community made an important decision about the future of the State College Area High School.

The referendum result follows years of planning, hundreds of public and private presentations, thousands of conversations, and months of door knocking. This has been a community effort from the beginning, and we have been impressed with the community's desire to develop a plan that is forward-looking and fiscally responsible.

We would like to thank all of the citizens who engaged in the communication process and the many community groups who invited us to share information about the State High Project. We sincerely appreciate the work by administration, faculty, staff, students and community volunteers.

Additional work by the design team will begin immediately, with anticipated groundbreaking approximately one year from now. By 2018, the Westerly Parkway campus will be transformed.

By granting permission to proceed with project funding, our community accepted a financial commitment to “pay it forward” for future generations. We thank you for your thoughtfulness and generosity. It is our honor to serve you.
III. PUBLIC COMMENT
Ms. Fishbaine asked if any audience member(s) wanted to address the Board. The following audience member addressed the board:
--Mark Higgins thanked voters. This was an off year for the primary and the precincts had lines. All set a good example for the children in the district. He thanked the volunteers, the people behind the signs and buttons, all the various groups throughout the district, and everyone to improve life in the community.

IV. HUMAN RESOURCE RECOMMENDATION
A motion to approve the Human Resource Recommendation as presented. Ms. Stahl moved and Mr. Fozard seconded to approve the motion. There was no discussion. All board members present voted aye on a roll call vote. The motion passed unanimously. (Dr. Pawelczyk and Ms. Zydney were absent.)

V. CRA PROCEED with SCHEMATIC DESIGN through CONSTRUCTION of HIGH SCHOOL
A motion to authorize Crabtree Rohrbaugh & Associates (CRA), architects for the State High Project, to proceed with Schematic Design through Construction of the high school facility. Ms. Stahl moved and Mr. Leous seconded the motion. Mr. Poprik explained the fixed CRA fee 5.5% of new cost and 6% of renovation cost, the numbers will move up and down, and the final design and budget will fix the final fee for CRA.

Board members discussed: The Facility Master Plan, fee assigned, choosing not to expend the fee and moving forward with the high school project, working from the 2009 Master Plan, PlanCon requires a Master Plan less than two years old, it would be necessary to update, when the clock starts running for the two years, first submission - PlanCon A, Act 34 Hearing not required with the passed referendum, PlanCon goes through PlanCon G.

With the motion moved and seconded above to authorize Crabtree Rohrbaugh & Associates (CRA), architects for the State High Project, to proceed with Schematic Design through Construction of the high school facility, all board members voted aye on a roll call vote. The motion passed unanimously. (Dr. Pawelczyk and Ms. Zydney were absent.)

VI. HIGH SCHOOL PROJECT REFERENDUM - EXIT POLL REPORT
Lee Hanna, a graduate student at Penn State University, worked under Eric Plutzer on the polling exit survey. He noted that no district staff was involved in the exit polling and six volunteers organized the exit poll. He reviewed the main questions under the YES and NO vote, each municipality was sampled, discussed weighting, the key reasons for the YES and NO vote, the demographic results - noting the older were less supportive, and explained the income data. Board members thanked Mr. Hanna and expressed appreciation for them doing this. The information helps validate the approach for the board to continue to communicate this for years forward. Mr. Hanna noted that the raw data would be made available to anyone interested.

VII. COMPREHENSIVE PLAN UPDATE
Mr. Perrin introduced Dr. Fuller, Penn State University Education Policy Studies Department. Mr. Perrin provided an outline and snapshot of where we have been and where we are going for the 2014-2017 Comprehensive Planning Process. He explained that this is not a multi-year plan that sits idle, the first year we obtain benchmark data, and on a yearly basis we gather the same information. Achievement wise, the number of benchmarks and four pillar areas are qualitative. He explained the gathering of information through a survey: teachers, students, parents, and administrators have narrowed questions down. We will have the benchmark data this year and then track growth over the next two years. This allows us to gage across the life of the plan and set other goals based on the data. Dr. O’Donnell informed board members that information would be brought to them in the fall of the baseline piece of the process and thanked Dr. Fuller for his help and assistance.

Board members discussed: the dates for the survey are coming up, link through Survey Monkey, grades 6-12 survey is different than grades 3-5, students will be done during school time, teachers prior to leaving for the summer, and parents after the school year ends. Spoke on the survey development process, adding a reminder to parents at the end of the report card, not collecting data on the out year, it could be useful and maybe we should take advantage of what we have, different experiences at buildings, and breakout data so principals and faculty can compare data. Board members thanked Dr. Fuller for his work and helping with this process.

VIII. SCASD AMENDED 2014-2015 SCHOOL CALENDAR
Mr. Hardy reviewed that the last three years the calendar functioned well for the district, the calendar committee represented our diverse community, and the calendar follows the guidelines and recommendations of the board. Due to the extreme weather this current year, adjustments were made to the calendar for snow make-up days during the spring conferences. The 2014-2015 calendar had been approved. We were asked to get back together to take a look at the snow make-up days. The calendar committee met and came up with a draft at the first meeting, a second meeting was scheduled and minutes of the first meeting were sent out for members to provide feedback. The 2014-2015 calendar now has a snow make-up day in December, February, and May with some added to the end of the year. Three are built in and to do this spring conferences were eliminated. The fall conferences were kept and parents can schedule a conference anytime.

Ms. McGlaughlin moved and Ms. Concepcion seconded to move this item to action. All board members present voted aye with a voice vote. The motion passed unanimously. (Dr. Pawelczyk and Ms. Zydney were absent.)

Board members discussed: guidelines used have a minimum of three days built in, with this calendar we will be out by the third week of June, conferences in the middle school, do not want parents to think we do not value conferences, conference can be scheduled anytime with teacher, this needs to be encouraged, yellow highlights for PSSAs, can ask at the fall conference to have one in the spring, conference helpful 5th to 6th grade, removal of conferences could encourage ongoing feedback, PSSA is the testing window, not tests every day.

Ms. McGlaughlin moved and Ms. Concepcion seconded to approve the revised 2014-2015 school year calendar as presented.

Audience member addressed the board:
--Colleen Sheehan, a first grade teacher at Gray’s Woods, expressed concern that spring conferences are not in the calendar. She explained that goals are set in the fall and parents meet again in the spring to discuss the evidence of learning and what parents need to do over the summer to help their student. She noted the challenge of wanting to schedule a conference but parents did not want to take up the teacher’s free time. Also, specials teachers and counselors being part of the conference are hard to schedule this way and the decision should have gone out to teachers. Teachers value the time with face-to-face parent interaction. Dr. O’Donnell provided some background information on how the calendar committee came to
this decision and process.

Board members discussed: The structure of goal setting from fall to spring, structure for follow-up can change or be maintained in a different way, find a way to establish an expectation for parent spring conference, and communicate at principal and teacher level.

With the motion and second above to approve the revised 2014-2015 school year calendar and with seven board members present, six voted aye and one nay (Ms. Stahl), on a roll call vote.

The motion passed 6 -1. (Dr. Pawelczyk and Ms. Zydney were absent.)

IX. NEW FINANCIAL/MUNICIPAL ADVISOR REGULATION
Mr. Brown spoke on the Municipal Advisor Request Proposal. The Security and Exchange Commission established and defined the “Municipal Advisor” with explicit responsibilities. Rulemaking by the Municipal Securities Rulemaking Board may cause further changes in which districts are able to interact with outside finance professionals. This requirement is to begin July 1, 2014. The Municipal Advisor could be a Financial Advisor, an Underwriter, or an Accounting Firm.

Board members discussed: An underwriter would not be the Municipal Advisor, a Financial Advisor could be a Municipal Advisor, Municipal Advisor can be a replacement of or an addition to a Financial Advisor, not going to have both but a Municipal Advisor that can do both, register with FCC and complying with regulations, how they would be compensated, how and who will select who would be best, and the RFP is for a Financial Advisor, a Municipal Advisor would be a plus. Members of the CAC for Finance will participate in the process and a recommendation will come forward.

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 unanimously. (Dr. Pawelczyk and Ms. Zydney were absent.) Ms. Stahl moved and Ms. Concepcion seconded to approve the RFP for the Municipal Advisor as presented. All board members present voted aye on a roll call vote. The motion passed unanimously. (Dr. Pawelczyk and Ms. Zydney were absent.)

X. HIGH SCHOOL PROJECT DEVELOPMENT
Mr. Poprik noted that John Beddia, Jeff Straub and Matt Harlow were here to review information and with the unfolding of the May 20 vote, there is more work involved with designing and building a building.

Board members had a break from 8:54 - 9:00 p.m.

Calendar Update
Mr. Poprik spoke on the process forward with the high school project, completion of schematic design, public focus component, various specifications - hardware, programs, development plans, and not being in the public eye. There will be reviews, checks, and feedback with the 30% (schematic August/September 2014), 60% (designs December 2014/January 2015), and 90% (contract documents March/April 2015) design review process. The final, 100% is scheduled for May 2015.

Mr. Beddia reviewed the schedule and how PlanCon coincides with each phase and would like to get the project to bid as quickly as possible. There will be onsite testing in the near future, for environmental and a process for parking. LEED will be in with tasks along the way, and would like to capture as much of the first summer as possible. Board members discussed: PlanCon A and filing documents, needing an updated (less than two years old) District-Wide Facility Master Plan (DWFMP), PDE is currently not accepting applications, there are many schools ahead of us, why should we do it or not do it, give both sides - make a decision - then move on. Discussed positions - Clerk of the Works (COTW) and Construction Manager (CM) and when each will be phased in.

Westerly Parkway Site: Commencing Design Plan
Mr. Harlow spoke on presenting information at specific meetings of the Borough, need to know what the building looks like, a zoning hearing, need to present in front of public at Borough public meetings, and two sets of plans for the site due to all ordinance related items.

Traffic (Plaza Drive and Logan Ave connector)

The traffic patterns were reviewed and explained that in the fall would be the best time to study the traffic impact. Data collection will be done in September and this is sponsored by the Borough but must be approved by PennDot. Plaza Drive is shown two ways in the drawing: 1) Remaining in the current location, and 2) Relocated to align with Bryan Lane. Mr. Harlow spoke on access management on Westerly Parkway, the Plaza Drive signal, two safe pedestrian crossings, and not being able to get another signal if they remain the same. If Plaza Drive is relocated, there is a good chance of getting a signal. The relocation also opens up Westerly Parkway storm water management. There are pros and cons with both.

Board members discussed: cost of storm water management one way or the other, need to have traffic study done first, what will work best for the next 50 years, do not have enough information to make a good decision, need to do this right, both traffic study and storm water analysis have equal weight, if realigned the existing signal would go away, and pursuing both would be the way to go.

The Logan Avenue connector was also shown and reviewed. The Logan Ave. connector could be the first alternate bid. Board members discussed: public use of this, who would plow, Plaza Drive allows parking on it, if realigned there should not be parking allowed, if it is a district road we could control traffic and have extra parking, reason for bidding as an alternate is the cost of doing vs. putting it off, and if it is a private drive the district could gate or lock.

Parking variance
Mr. Poprik noted that we have been working with a range of 757 to 825 parking spaces. Plan shows 775 school day parking spaces. There is additional parking in school bus drop-off lane of 100 spaces, but the project would call for 1,000 planned spaces. We need to begin the process to go less than 1,000 spaces and move forward with plans as shown with 775 minimum spaces by applying for a variance. Board members discussed: asking board members to approve this, structure variance that spaces exist in school bus lane and Welch Pool spaces, 757 spaces for student and staff parking in October memo, student parking will be reduced if we go lower than that number, and need to go with most flexibility.

Ms. Stahl moved and Mr. Fozard seconded to move this item to action. All board members present voted aye with a voice vote. The motion passed unanimously. (Dr. Pawelczyk and Ms. Zydney were absent.) Ms. Stahl moved and Mr. Fozard seconded to approve applying for the variance for 775 parking spaces. All board members present vote aye on a roll call vote. The motion passed unanimously. (Dr. Pawelczyk and Ms. Zydney were absent.)

Budget review
Mr. Beddia spoke on the budget and the fact that changes will be ongoing. The price will be known bid day as each variable is fixed; we will have a better idea of the overall cost. Also will look at desired vs. required.

We will have the bid package to put the two together and the 30/60/90 percent reviews are perfect for this.

Board members discussed: fix variables as time goes on, discuss Geotech testing, the RFP for Geotech goes through the architects, agency compliance with both state and local, the aggressive schedule, setting up framework for communications for the community, a blog with updates on a regular basis, in the design phase it is unrealistic to communicate the same way we have been doing, design phase is a different process, community can be kept in the loop of the process, and will need to discuss key focus points. Mr. Beddia added that he and Mr. Harlow would be running on a different schedule.

XI. ADJOURNMENT
Ms. Stahl moved and Mr. Leous seconded to adjourn the meeting. All board members present voted aye with a voice vote. (Ms. Zydney was absent.) Ms. Fishbaine adjourned the special meeting at 10:14 p.m.

Submitted by,
Mary Jenn Dorman
Board Secretary