Board Meeting Agenda/Minutes 6-9-14

All attachment are in pdf. The approved minutes will be posted below the agenda once they are approved.
 
Agenda
June 9, 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

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 April 2014 (attachment IV-A)
B. School District Bills for May 2014 (attachment IV-B)
C. May 19, 2014 Board Meeting Minutes (attachment IV-C)
D. Rotary Foreign Exchange Student from Russia for the 2014-2015 School Year (attachment IV-D)
E. Rotary Foreign Exchange Student from Ecuador for the 2014-2015 School Year (attachment IV-E)
F. District Insurance Providers for Property Liability, Boiler, Worker’s Compensation. School Board Legal Liability, and Umbrella Liability for 2014-2015 School year (attachment IV-F)
G. Annual Bid Award for Gasoline, Diesel Fuel and Fuel Oil for 2014-2015 School Year to C. S. Myers as lowest cost options and Heller’s Gas fixed option for propane at Lemont, Houserville and Ferguson Township be accepted as presented. (attachment IV-G)
H. Annual Dairy Supply Bid Award for 2014-1015 to low bidder, Galliker Dairy Company, at a cost of $45,023 as presented. (attachment IV-H)
I. Change Order #1 for the North High School Air Handler replacement project in an amount not to exceed
$6,382 to PBCI-Allen Mechanical and Electrical as presented. (attachment IV-I)
J. Human Resource Recommendations (attachment IV-J)

V. ACTION ITEMS
A. A motion to approve Expulsion Waiver Agreement 2013-2014-3 with student and student’s guardian.

VI. INFORMATION/DISCUSSION
A. Research Proposal (attachment VI-A)
       A Qualitative Investigation of Speech-Language pathologists and Music Educators Techniques
B. School Lunch Prices for the 2014-2015 School Year (attachment VI-B)
C. Updated Job Descriptions: (attachment VI-C)
       Director of Communications
       Website and Social Media Coordinator
D. District Goal Category: Student Learning
       Educational Technology Update (attachment VI-D1) (PowerPoint)
       Proposed Secondary Textbooks for 2014-2015 School Year (attachment VI-D2)
E. Discussion for permission to bid Panorama Village Project, Phase I (attachment VI-E)
F. Final Budget for FY2014-2015 School Year (attachment VI-F) (PowerPoint)

VII. FUTURE AGENDA PLANNING

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)
Approve Construction Management Firm
Approve the Bid Award for the Purchase of School Buses
Approval of the Final Budget for FY2014-2015 School Year
The Annual Homestead/Farmstead Resolution
The Annual Real Estate Tax Installment Payment Resolution 
**Information/Discussion
C-Net Annual Report

July 14, 2014 - Regular Board Meeting
**Action Items
Approval of Proposed Secondary Textbooks for 2014-2015 School Year
**Information/Discussion
Policy on Fund Balance

July 28, 2014 - Regular Board Meeting
**Action Items
**Information/Discussion

VIII. ADJOURNMENT

MINUTES
June 9, 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 Regular Board Meeting to order at 7:00 p.m. She welcomed all attending and those viewing from home. She announced that the Board held an executive session June 2 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, Jim Pawelczyk, Dorothea Stahl
Board members absent: Laurel Zydney
Board Secretary: Mary Jenn Dorman
Solicitor: Scott Etter
Superintendent: Robert O’Donnell
District Personnel: Randy Brown, Sandy Emerich, Michael Hardy, Jacque Martin, Tod McPherson, Julie Miller, Jason Perrin, Ed Poprik, Deb Poveromo, Megan Schaper, Donna Watson
Guests: Mara Culp, Michal Garlett, Mercedes Howard, Chris Rosenblum

II. COMMUNICATIONS
Dr. O’Donnell reflected on Saturday’s graduation and once again offered congratulations to the class of 2014. He thanked high school administration office and staff for all their work with a new venue, and noted that 781 people watched the live steam. The ceremony went very well, a little cozier, and thanked Jim Houck, alum coming to speak to the students.

Dr. O’Donnell announced the Student/Teacher Art Exhibit taking place June 4 to July 14, 2014 at the HUB.

III. PUBLIC COMMENT
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. She asked if any audience members wished to address the board.

The following audience member addressed the board:
--Mercedes Howard offered the district an invitation to join in Meatless Monday. Districts have adopted this over the country and many other groups as well. The purpose is to get children to eat healthier since 1 of 3 children has diabetes or obesity. Children are not getting enough fiber but SCASD does do a fabulous job.
She named the states that are participating in meatless Mondays and noted that healthy nutrition starts in the home. For more information go to meatlessmonday@statecollege.com.

IV. ROUTINE APPROVALS
A motion to approve the listing of Routine Approvals as presented:
--Financial Reports for April 2014
--School District Bills for May 2014
--May 19, 2014 Board Meeting Minutes
--Rotary Foreign Exchange Student from Russia for the 2014-2015 School Year
--Rotary Foreign Exchange Student from Ecuador for the 2014-2015 School Year
--District Insurance Providers for Property Liability, Boiler, Worker’s Compensation. School Board Legal Liability, and Umbrella Liability for 2014-2015 School Year
--Annual Bid Award for Gasoline, Diesel Fuel and Fuel Oil for 2014-2015 School Year to C. S. Myers as lowest cost options and Heller’s Gas fixed option for propane at Lemont, Houserville and Ferguson Township be accepted as presented.
--Annual Dairy Supply Bid Award for 2014-2015 to low bidder, Galliker Dairy Company, at a cost of $45,023 as presented.
--Change Order #1 for the North High School Air Handler replacement project in an amount not to exceed $6,382 to PBCI-Allen Mechanical and Electrical as presented.
--Human Resource Recommendations (refer to attachment IV-J)

Dr. Pawelczyk moved and Mr. Fozard seconded to approve the Routine Approvals as presented. There was no discussion. All board members present voted aye on a roll call vote with the following exception: Ms. McGlaughlin and Mr. Hutchinson abstained from Item C only - the May 19, 2014 Meeting Minutes due to not being in attendance for the meeting. (Ms. Zydney was absent.)

V. EXPULSION WAIVER AGREEMENT
A motion to approve Expulsion Waiver Agreement 2013-2014-3 with student and student’s guardian. Dr. Pawelczyk moved and Ms. Concepcion seconded to approve the motion. All board members present voted aye on a roll call vote. The motion passed unanimously. (Ms. Zydney was absent.)

VI. RESEARCH PROPOSAL
A Qualitative Investigation of Speech-Language Pathologists and Music Educators Techniques
Mr. Hardy introduced Mara Culp, graduate student in the School of Music, Penn State University. She explained her research proposal and Mr. Hardy noted that both Mr. Moore, Special Education Director, and Mr. Drafall, Music Coordinator, were in support of the study. Dr. Pawelczyk moved and Ms. Stahl seconded to move this item to action. All board members present voted aye with a voice vote. The motion passed unanimously. (Ms. Zydney was absent.) Dr. Pawelczyk moved and Ms. Stahl seconded to approve the research proposal as presented. All board members present voted aye with a voice vote. The motion passed unanimously. (Ms. Zydney was absent.)

VII. SCHOOL LUNCH PRICES for 2014-2015 SCHOOL YEAR
Ms. Schaper provided a school meal price structure to board members prior to the meeting and explained she was requesting approval for a $.05 increase for lunches and breakfasts for the 2014-2015 school year. There would be no increase for milk. Even though there is a suggested increase, the food service department is projecting a loss in 2014-2015 of approximately $200,000. This is partly due to the impact of Smart Snacks in Schools and cost of PSERS for employees. Board members discussed: PSERS, Federal Dictated Rules,
The Lion’s Digest article, the percentage for district free and reduced lunch, percentage suggested that district would not need to follow the program, students getting enough to eat during the day, not enough to eat affecting the classroom would be a concern, and PSERS and the growth of rates projecting forward. This item will be back in two weeks on the June 23 board meeting agenda for action.

VIII. UPDATED JOB DESCRIPTIONS
Director of Communications and Website and Social Media Coordinator
Dr. O’Donnell noted that Ms. Emerich came to the table to answer any questions board members may have for the updated job descriptions for the original Public Information Specialist (Director of Communications) and original Webmaster (Website and Social Media Coordinator). The original job descriptions were from 2006 and the updates reflect the changes of the roles and structure of the positions now and moving forward. He reviewed the suggested job titles and each would be a lateral move to Act 93. There were many changes that happened this past year and these people managed those changes.

Board members discussed: The mold or template used for these job descriptions, the Webmaster going from part-time to full-time, needing someone with design skills and good writing skills is high priority in this position going forward, the differences on a daily basis, this evolved based on the high school project and impacted this position for sure; the workings of this office with Development, Development person will need a lot of communication, makes good sense and can look at again in a few years, good functions, the supervisor is not narrowed down in the job description, the importance of communications and good alignment, OK with the increased role, saw the benefits of these two roles this year, now process of high school will need to be explained, high likelihood for outside services and weekly construction updates, the interview process, board involvement in the interviews and advertising positions would be a logical approach. Dr. O’Donnell noted that the Website and Social Media coordinator would be posted due to a retirement. Ms. Fishbaine noted that this position needs filled soon for the person to be ready for August and full training of employees. If there are any suggested changes to the job descriptions, you can send to board leadership and Ms. Emerich. The Website and Social Media Coordinator job description will be brought back in two weeks for approval on the June 23 agenda.

IX. DISTRICT GOAL CATEGORY: STUDENT LEARNING Educational Technology Update
Ms. Steele provided a technology update that included the Technology Plan Strategic Goals and how they connect devices to instruction to district students looking forward, developing the ePortfolio system for looking at curriculum and instruction, and data systems for identifying at-risk students. She reviewed the district instructional focus for all students to demonstrate the acquisition of 21st Century skills, being college and career-ready graduates, and providing access to devices to fit in with the district focus. Ms. Steele reviewed the student device implementation plan K - 12 including the Delta Program.

Going forward, the plan is to continue moving to the one-to-one and the option on the implementation plan provides the most stable over the next five years. She spoke on a slight change in staffing with the elimination of the Information Systems Manager and having two Technology Support Specialists as additional help in the classrooms. Ms. Steele hopes to explore distant learning, more professional development opportunities and Learning Enrichment opportunities.


Board members discussed: known problems at the high school, who takes devices home, the level of breakage, state exams being able to be done on Chromebooks, there will be enough laptops for testing, knowing we are making a good long-term decision with Chromebooks, do they support students being successful at the next level, impressed with what has changed - Chromebooks and options, good timing and more collaboration going on, using multiple devices of technology, things like this cut down on managing, families that do not have internet access at home and different ways we can accommodate, Chromebooks can be used offline in Google, three-years being a good life cycle for these, the high school project and a different model, thanked the team of people for a sustainable approach for our budget, looking at solutions to improve student’s experiences, smart phones and in the future may play the same type of role as the Chromebook. Ms. Fishbaine added that there will be Depots at each school and current support staff will be at the locations for students, a student helpdesk. Board members thanked Ms. Steel for a very thorough report.

Proposed Secondary Textbooks for 2014-2015 School Year
Ms. Martin explained that she had two book requests for the 2014-2015 school year, one for Biology and the other for History. She noted that both Mr. McPherson (Science) and Ms. Poveromo (History) have done a wonderful job cutting the original request in half. The books will stay in the classroom and only home school students or due to a special need would books go home. They will also be using other online resources. According to Policy 108, the books will be on display in the assistant superintendent’s office for 30 days for the public to review and will be brought back on the July 14 agenda for action.

Board members discussed: not buying for students to take home, shared resources in the classroom, readability of the books, some learn best from a printed copy, there are teachers that are very strong for the online learning, and highlights can be kept. Ms. Martin added they have information of measured growth with online that we are using. Board members thanked Ms. Martin, Ms. Poveromo, and Mr. McPherson for their work on this.


X. DISCUSS PERMISSION to BID PANORAMA VILLAGE PROJECT, PHASE 1
Mr. Poprik provided information and was seeking permission to bid the Panorama Village Project, Phase 1 renovation only accommodating functions in the College Heights building and achieve general handicapped accessibility. The print shop would be housed in what used to be the old kitchen area and the office/conference functions would be housed in the old library and adjacent office space. The estimate for this project is $1.5 million and will be funded from capital reserve. The parking lot area renovation would be funded as part of the routine summer projects.

Board members discussed: It is nice to see the project getting started, glad to see the ADA accessibility, the library being used regularly now as a conference room and will be disrupted July through December, spoke on exterior change to refurbish the entrance, no footprint change, security for the building, possible card to slide for employees, this project is needed and is a modest step, have not discussed recently how Central Office and Fairmount building will fit in, need to be planning now but have no answer to when it will happen, possibly in the next ten years.


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. (Ms. Zydney was absent.) Ms. Stahl moved and Mr. Fozard seconded to give permission to advertise to bid the Panorama Village Project, Phase 1 renovation. All board members present voted aye on a roll call vote. The motion passed unanimously. (Ms. Zydney was absent.)

XI. FINAL BUDGET for FY2014-2015 SCHOOL YEAR
Dr. O’Donnell noted that Mr. Brown and Ms. Watson would review the information that has changed from the last projections. Mr. Brown reviewed the budget process, the proposed tax increase, and the changes to the projected 2013-2014 budget showing the revenue increases and the expenses with a decrease in the health insurance expense for the net change in the unassigned general fund budget. He noted the changes to the 2014-2015 budget for the net change in the unassigned general fund balance. Mr., Brown reviewed the capital reserve funds available for projects, capital projects for the next ten years (excluding the high school), the capital fund restrictions, and the state budget is to be passed by June 30 each year.

Board members discussed: The money was a transfer, not spent, the actual projected results for 2013- 2014, the high school project was excluded, the annual transfer of $5 million, the capital fund and what it can be used for, the allocation of $5.4 million to capital reserve in 2014-2015, monies from College Heights sale would go into capital reserve, not accounted for at all, the pension and decrease on contribution, good presentation and thanked Mr. Brown for the additional information, referred to the food service presentation and pension and health insurance will continue to increase, job to think of what is best for the student first, the design on one side alone will help, the high school project and the North side being a few years down the road, and the pension reform is the problem here. Ms. Fishbaine noted the Final FY2014-2015 Budget would be on the next agenda for approval.

XII. FUTURE AGENDA PLANNING
Board member requested an explanation of the process for the Construction Manager Firm for approval on the June 23 meeting. Dr. O’Donnell explained that six firms responded to the RFP, interviews will take place for a short list, the short list will be recommended to the CAC to interview, and CAC will recommend a firm to the board for approval. Mr. Poprik added that it is critical for the approval on June 23 due to the accelerated calendar, and would like to do the 30% update in August/September. The interviews will be taped. Board member noted since board members are the decision makers, it would be appreciated that we have everything needed to make the decision. Board members discussed: providing the information by email, keeping board abreast of the process, CAC has a number of individuals with large project construction management, it is a good committee, and would help to see the detailed outline of the process.

Mr. Poprik added that the Construction Management could make or break the project. It is the people sitting in the trailer on site that we rely on.

XIII. ADJOURNMENT
Mr. Leous moved and Ms. Concepcion seconded to adjourn the meeting. All board members vote aye with a voice vote. The motion passed. (Ms. Zydney was absent.) Ms. Fishbaine adjourned the meeting at 9:53 p.m. to an executive session.

Submitted by,
Mary Jenn Dorman
Board Secretary