Board Meeting Agenda/Minutes 10-13-14

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Agenda  
October 13, 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. September 22, 2014 Regular Meeting Minutes (attachment IV-A)
B. October 6, 2014 Special Meeting Minutes (attachment IV-B)
C. School District Bills for September 2014 (attachment IV-C)
D. Budget Amendment for 2014-2015 school year (attachment IV-D)
E. Final Budget Transfers for 2013-2014 school year (attachment IV-E)
F. Financial Reports for June 2014 (attachment VI-F)
G. Out-of-State/Overnight Student Travel (attachment IV-G)
H. Remaining Fall 2014 Interscholastic Athletics Booster Clubs (attachment IV-H)
I. Human Resource Recommendations (attachment IV-I)

V. ACTION ITEMS
A. A motion to approve temporary construction easement with State College Borough for repair of sinkholes at Radio Park Elementary School. (attachment V-A)
B. A motion to approve the Reimbursement Resolution related to the High School Project as presented. (attachment V-B)
C. A motion to approve the 2013-2014 Management Discussion and Analysis to be included in the audit statement. (attachment V-C)
D. A motion to approve the Board resolution authorizing a transfer from the general fund to the capital reserve fund in the amount of $10.5 million in the year ending June 30, 2014. (attachment V-D)
E. A motion to accept or reject the Fact Finder’s recommendations pertaining to the SCESPA Collective Bargaining Agreement. (attachment V-E)

VI. INFORMATION/DISCUSSION
A. District Goal Category: Fiscal Stewardship
       State High Project Financing (attachment VI-A)
B. District Goal Category: Facilities
       High School Building Project 30% Review (attachment VI-B)

VII. FUTURE AGENDA PLANNING
October 27, 2014 - Regular Board Meeting
**Action Items
Approve Audit for school year ending June 30, 2014
Change Orders for PV Project (Routine Approvals)
August Financial Reports (Routine Approvals)
Permission to bid Asbestos Removal at the Panorama Village Building
**Information/Discussion
District Goals 2014-2015
District Goal Category: Student Learning
       Elementary School Day Survey Update
       Student Achievement Update
       Job Description Update - Instructional Technology Coach
District Goal Category: Fiscal Stewardship
       High School Financing Discussion Update
       Parameters Resolution for bond sale
       Property Tax Relief Program Inquiry
District Goal Category: Facilities
       HS Project Calendar Update
       District Wide Feasibility Study
       School Drive: Transition to Patton Township
Non-Affiliated Employee Handbooks

October 29, 2014 - State High Project 30% Information Fair
       Location: High School South Cafeteria
       Time: 6:00 p.m.

November 3, 2014 - Work Session on HS Project
**Information/Discussion
District Goal Category: Facilities
       Review of October 29 Information Fair and Community Questions/Feedback to 30% Project Design
       District-Wide Feasibility Study

November 10, 2014 - Regular Board Meeting
**Action Items
Approve 30% documents and comments
Approve Plancon A/B
Parameters Resolution for bond sale
**Information/Discussion
District Goal Category: Safety
       Draft Data Governance Policy
District Goal Category: Student Learning
       Strategic Planning Survey Results

November 24, 2014 - Regular Board Meeting
**Action Items
**Information/Discussion

IX. ADJOURNMENT
Approved Minutes
October 13, 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 of the State College Area School District Board of Directors to order at 7:04 p.m. She welcomed all attending and those viewing from home. She announced the Board held an executive session prior to the meeting on negotiations and on October 6, 2014 on negotiations and a legal matter. With the agenda before them, Ms. Fishbaine 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, Jim Pawelczyk, Dorothea Stahl, Laurel Zydney

Board members absent: Ann McGlaughlin

Board Secretary: Mary Jenn Dorman
Solicitor: Scott Etter

Superintendent: Robert O’Donnell

District Personnel: Sara Brennen, Randy Brown, Scott DeShong, Todd Dishong, Linda Eggebeen, Michael Hardy, Madelene Johnson, Joann Luzenski, Linda Pierce, Ed Poprik, Eric Smith, Lisa Turner, Donna Watson
Guests: Shawn Annarelli, John Beddia, Peter Buckland, Michal Garrett, Meghan Garrity, Matt Harlow, Mark Higgins, Tim Jones, Dan Kiefer, Jeff Straub

II. COMMUNICATIONS
Dr. O'Donnell noted that the last week was a busy one and thanked many for attending the Homecoming events and also thanked all the administrators and students that participated. The Homecoming Parade, with 50 plus floats, had more this year than ever.

Dr. O’Donnell congratulated Kathy Pechtold, Assistant Principal at the High School, for being selected as Pennsylvania’s 2014 Assistant Principal of the Year - the Robert E. Lavely Award by the Pennsylvania Association of Elementary and Secondary School Principals (PAESSP).

On October 29, 2014, an Information Fair on the State High Project 30% Design Review will be held in the High School South Auditorium. We will be discussing it this evening. There will be an overview and then a segment of programs on the half hour. Much information sharing will happen that evening. Ms. Fishbaine added this is a way to give feedback and also see what is going on.

III. ROUTINE APPROVALS
A motion to approve the listing of Routine Approvals as presented:
--September 22, 2014 Regular Meeting Minutes

--October 6, 2014 Special Meeting Minutes

--School District Bills for September 2014:
                          2014-2015                    Total
--General Fund: $8,476,964.18         $8,476,964.18

   Checks 1013316 through 1013876 and V1013514 through V102849
--Food Service Fund: $ 215,213.35   $215,213.35
   Checks 61380 through 61465
--Athletics Fund: $ 94,070.87           $ 94,070.87
   Checks 47816 and 48008
--Activities Fund: $ 45,051.71          $ 45,051.71
   Checks 90760 through 90780
--Purchasing Cards: $ 60,956.65       $ 60,956.65
 (August)
   Checks 190, 425, 1739, 803

--Total All Funds $8,892,256.76       $8,892,256.76

--Budget Amendment for 2014-2015 school year:
   ●  Division of Federal Programs approved our Consolidated Applications for Title I, II, and III for the 2014-2015 school year in the amount of $1,107,059.
   ●  Division of Federal Programs also awarded an additional allocation of $9,704 for the 2013-2014 year
   ●  Title III-C Perkins Grant for High School CTC in the amount of $75,657 for the 2014-2015 school year 

--Final Budget Transfers for 2013-2014 school year

--Financial Reports for June 2014

--Out-of-State/Overnight Student Travel

--Remaining Fall 2014 Interscholastic Athletics Booster Clubs below:

   • State College Area High School Football Booster Club

   • State College Area High School Field Hockey Booster Club
   • State College Area High School Girl’s Soccer Booster Club
   • State College Area High School Boy’s Soccer Booster Club

--Human Resource Recommendations (refer to attachment IV-H) 


Dr. Pawelczyk moved and Ms. Concepcion seconded the motion to approve the list of Routine Approvals as presented. All board members present voted aye on a roll call vote. (Ms. McGlaughlin was absent.) The motion passed unanimously.

IV. TEMPORARY CONSTRUCTION EASEMENT at RADIO PARK SCHOOL
A motion to approve temporary construction easement with State College Borough for repair of sinkholes at Radio Park Elementary School. Mr. Fozard moved and Dr. Pawelczyk seconded to approve the motion. There was no discussion. All board members present voted aye on a roll call vote. (Ms. McGlaughlin was absent.) The motion passed unanimously.

V. REIMBURSEMENT RESOLUTION RELATED to THE HIGH SCHOOL PROJECT
A motion to approve the Reimbursement Resolution related to the High School Project as presented. Dr. Pawelczyk moved and Ms. Concepcion seconded to approve the motion. There was no discussion. All board members present voted aye on a roll call vote. (Ms. McGlaughlin was absent.) The motion passed unanimously.

VI. 2013-2014 MANAGEMENT DISCUSSION AND ANALYSIS
A motion to approve the 2013-2014 Management Discussion and Analysis to be included in the audit statement. Mr. Fozard moved and Dr. Pawelczyk seconded to approve the motion. There was no discussion. All board members present voted aye on a roll call vote. (Ms. McGlaughlin was absent.) The motion passed unanimously.

VII. RESOLUTION AUTHORIZING TRANSFER of FUNDS for YEAR ENDING JUNE 30, 2014
A motion to approve the Board resolution authorizing a transfer from the general fund to the capital reserve fund in the amount of $10.5 million in the year ending June 30, 2014. Mr. Leous moved and Dr. Pawelczyk seconded to approve the motion. There was no discussion. All board members present voted aye on a roll call vote. (Ms. McGlaughlin was absent.) The motion passed unanimously.

VIII. FACT FINDER’S RECOMMENDATIONS for SCESPA COLLECTIVE BARGAINING AGREEMENT
A motion to accept or reject the Fact Finder’s recommendations pertaining to the SCESPA Collective Bargaining Agreement. Ms. Stahl moved and Ms. Concepcion seconded to accept the Fact Finder’s recommendations pertaining to the SCESPA Collective Bargaining Agreement. Ms. Fishbaine read the following statement:

The Board of Directors and the SCESPA union have been negotiating in good faith since January 2014. I would like to thank those members on both bargaining teams for their many hours of good faith negotiations. We appreciate the SCESPA leader’s positive, professional, and respectful work throughout negotiations process.

Dr. Etter reviewed the process and due to each party not voting yes the first time, there is a requirement we vote on it twice. The information has been made public. Board member voiced having a sense there is a balance for all employees working with students.

With the motion and second to accept the Fact Finder’s recommendations pertaining to the SCESPA Collective Bargaining Agreement, all board members present voted aye on a roll call vote. (Ms. McGlaughlin was absent.) The motion passed unanimously.

IX. DISTRICT GOAL CATEGORY: FISCAL STEWARDSHIP

State High Project Financing


Mr. Brown explained that a request would be coming to the Board next meeting (October 27). The District is working with NW Financial Group who spoke at the last meeting about a negotiated sale. Should we decide to do a negotiated sale, we would need an underwriter. He explained that they would like to do the RFP that would allow us to be ready to go to market and be ready if we should decide to go this route. No decision was needed at this meeting.

X. DISTRICT GOAL CATEGORY: FACILITIES

High School Building Project 30% Review

Site, Building Design, and Program


Mr. Poprik introduced John Beddia, Jeff Straub, Matt Harlow, Dan Kiefer, and Tim Jones who were here tonight to review the State High Project 30% documents. Dr. O’Donnell noted there would be a lot of information coming to the Board. There is no finance or educational specifications in this review. After each segment, they will stop for Q and A time that will be capped at 15-minutes since there is a lot of information.

Mr. Poprik noted this was the initial preview for a better understanding of the 30% Review. Action for approval of the 30% document will be on the November 10 meeting. Any comments and/or directions for the design team will go into the 60% documents.

Mr. Straub noted with the list of eight items, there are ones that go together: Site, Building Design, and Program, Engineering, Cost and LEED for Sustainability. Mr. Harlow spoke on the site at 30%, looking at demolition, site improvement, paving/crosswalks, parking, grading plan, and contours around the site. There is some landscaping added to the site due to Borough ordinances. He reviewed working with the Borough on zoning variances (parking related), text amendment (building height), and traffic impact study (started and ongoing). Upcoming is preliminary land development (parking related), and longer-term approvals for sewage facilities, National Pollutant Discharge Elimination Systems (NPDES) (storm water permit), and final land development plans (after the 60% review). Mr. Harlow explained the traffic study, no traffic signal at O’Bryan Lane and keeping Plaza Drive where it is. He spoke on the height of the building exceeding 40 feet with the text amendment to create an exception in the CP2 district for education buildings.

Mr. Straub discussed the Program and with using Brainspaces program the space is 8% over the Referendum but 2% over taking the actual program and fitting it into the building. They are looking at adjustments to bring the overage down and meeting the program. The overall program is complex with flexibility and identity for different programs. He reviewed information on Delta, now a high school and middle school for the North site and going from a one story to two-story space adding square footage, which they can break out from the original project. He spoke on the additions on the South site, circulation space, lower level entrance and entrance at back of building, focusing on Learning Community pods, the core learning around perimeter, day lighting, the core lighting, and one spot of the building being four stories.

Board members discussed: slides 4 and 5 regarding parking and drop-off lane, space for bus loop drop-off, opportunities to explore for this, CTC work area, Delta change and Plaza Dr. being taken off, concern for how students get to swimming pool, safety, making things work for a secure place, signal at Welch Pool, no signal at O’Bryan Lane, distance and traveling time for students, getting day lighting in certain areas, crossing areas, parking on North has three entrances/exits, a place for the band to practice, and review of the performance arts area.

Engineering - Mechanical Systems
They are looking at four different mechanical systems and the water source heat pumps are being considered. We already have these at Mount Nittany and Ferguson Township Elementary Schools. They are lowest first cost and easy access to maintain equipment and showed the lowest to highest by construction cost (water source heat pumps being #1) and also lowest to highest rated by life cycle (rated #2). The layout was reviewed and the design intent.


Plumbing Systems

The design intent was reviewed noting very little water harvesting, low flow vs. waterless, and fully sprinkling the building.

Electrical Systems

Reviewed the design intent, the new electrical services for both the North and South buildings, the power distribution services, the power layout, LED lighting in the interior, day lighting monitors, a digital lighting management system, emergency generators, different building systems including fire alarm system and security plus access control systems. Board members discussed: clear pipes for education component so people can actually see and cooling towers not generally loud.

Schedule and Phasing
Mr. Kiefer spoke on the schedule - October with the 30% Review to 36/37 months out for the construction schedule and how it is phased in with educating. He explained the path: Blue is complete, Red is the critical path, Green is following the schedule and floats under the larger team activity, and Flag is start and end on a specific day. Right now, they are on schedule and tracking construction site at the school. Mr. Poprik explained that everything would be completely contained in our property. They thought about leasing/renting additional space, but in weighing the pros and cons, it was decided to do on our own land and not lease off property space.

Mr. Jones explained they will be starting the site coming in toward the building and reviewed all the considerations as student pedestrian safety, controlled work area safety zones, temporary parking, temporary pool parking, and food service areas to name a few. He reviewed the six phasing plans:
        ●  June 2015 - August 2015 - What it will look like next summer with Bus Loop established, permanent and temporary parking lots constructed, South building parking lots prepped for construction
        ●  September 2015 - January 2017 - Bus lane established, temporary student drop-off lanes, construction underway for four pods (W - E), partial demo/reno of South building, relocation of band practice, and renovation of kitchen area January 2016 - August 2016
        ●  January 2017 - May 2017 - Remaining demo/reno of South building, construction on remaining South building, permanent parking lots constructed, and west wings occupied by students
        ●  June 2017 - August 2017 - South building parking lot demolished, remaining renovation of South building, wings completed, and busway constructed
        ●  September 2017 - May 2018 - Demolition of North building, renovation of North building, South building completed, construction of Delta Program
        ●  June 2018 - July 2018 - North and South buildings complete, site work and North parking lot constructed, construction trailers taken away, all construction complete 

At the 60% Review, more will be learned about the building that will be constructed.

Board members discussed: six stages moving through the process, parking lot, student travel path to back part of building, people with limited mobility, the path of travel for them, Welch Pool being included in the site plan, want to avoid a travel path through construction, need to be aware of distance, bus loop entering at O’Bryan Lane and going out another exit, if buses coming from both directions there could be a back up, bus drop-off and parent drop-off, parking reviewed much more in depth, could be potential other spots, and amount of spots needed during the academic year.

Cost 

Mr. Straub reviewed the estimating process for the 30% documents, the 30-day look ahead, cost estimate presentation to the Board November 3, 2014 and tentative approval November 10, 2014. Provided preliminary alternates noting that alternates allow you control on bid day. A list of alternates will be developed, it may get quite long, and the list will evolve as we proceed to the 60% and 90% submissions. He provided a reimbursement estimate in preparing PlanCon A and the estimated net reimbursement could be between $5.5 and $6.5 million and could be higher. 


Mr. Poprik noted that the Delta Middle School couldn’t fit in the $115 million budget. It is a program increase and schedule increase, and common to have scope creep. The referendum project cannot include the program. Board members discussed: the belt and suspenders approach, square foot alternates, evaluate program with staff, elementary schools and their process, giving thoughts back to the design team, and Mr. Poprik added he is already collecting a variety of input. A work session will be held on November 3 for another look and Board could give direction for certain things, can say yes, yes, then also need to say no. Faculty and principals are sharing thinking with design team, there will be challenges going through the year, and there are strong and good thoughts. 


LEED
Mr. Poprik noted they are going after two grants, mechanical system DCD Grant, LEE Gold certification, and cannot add $3 million to the project for a $2 million grant. The DCD grant is to be awarded October 21, 2014. Board members discussed: the previous DCD guidelines are OK with this, and thanked Mr. Poprik and team for applying for grants, taking us from LEED silver to LEED gold. Board members thanked the team for all the information presented this evening.

XI. FUTURE AGENDA PLANNING
Ms. Fishbaine asked board members to review the future agenda planning items and if anything needs added or considered, please be in touch with Board Leadership. Add - Plan for 2015-2016 fiscal year.

XII. ADJOURNMENT
Ms. Stahl moved and Mr. Leous seconded to adjourn the meeting. All board members present voted aye with a voice vote. (Ms. McGlaughlin was absent.) The motion passed unanimously. Ms. Fishbaine adjourned the meeting at 9:24 p.m. to an Executive Session on negotiations, legal and personnel, and student discipline matters.

Submitted by,
Mary Jenn Dorman Board Secretary