Board Meeting Agenda/Minutes 5-4-15

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


May 4, 2015 - 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
Press Release Preview (attachment)
State High Project Groundbreaking Ceremony

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. April 20 Work Session Minutes (attachment IV-A)
B. Out-of-State /Overnight Student Travel (attachment IV-B)
C. Financial Report for February 2015 (attachment IV-C)
D. Human Resources Recommendations (attachment IV-D)

V. ACTION ITEMS
A. A motion to approve the administration’s recommendation regarding the STS Contract with the District.
(attachment V-A)
B. A motion to approved the receipt of PlanCon Part D for the High School project. (attachment V-B)
C. A motion to approve PlanCon Part F, attachment C, for the High School project. (attachment V-C)
D. A motion to approve permission to release an RFP for the structural assessment of the Fairmount Avenue
and 131 W. Nittany Avenue buildings as presented at the April 27, 2015 board meeting. (attachment V-D)
E. A motion to approve the Expulsion Waiver Agreement 2014-2015-4 with student and student’s parent. 
F. A motion to approve the Proposed Supplemental Property Tax Rebate Program as presented. (attachment V-F)
G. A motion to accept the Performance Audit Report for Fiscal Years Ending June 30, 2010 and 2009, the district’s response and Corrective Action Plan. (attachment V-G)
H. A motion to approve the 2015-2016 Proposed Final Budget as presented. (attachment V-H) (PDE-2028)

VI. INFORMATION/DISCUSSION
District Goal Category: Facilities/Grounds - State High Project:

VII. FUTURE AGENDA PLANNING
May 11, 2015 Special Meeting
** Action
Accept the 60% Documents with Board direction for the Design Team for the High School Project
** Information/Discussion

May 18, 2015 Regular Meeting
**Action Items
Appointment of Board Treasurer for one-year beginning July 1, 2015 through June 30, 2016 (Routine)
Approval of Bonds for Board Secretary, Board Assistant Secretary and Board Treasurer (Routine)
March 2015 Financial Reports (Routine)
District Bills for April 2015 (Routine)
Approve Policy 004.1 - Student Representative to the Board
**Information/Discussion
Presentation of 2015-2016 Final Budget

June 1, 2015 - Budget Hearing - Board Room, 7:00 p.m.

June 8, 2015 - Regular Meeting
**Action Items
Approve 2015-2016 Budget
Approve General Fund Resolution
Approve Homestead/Farmstead Exclusion Resolution
Approve Annual Tax Levy Resolution
Bus purchases for the 2015-2016 school year
**Information/Discussion
Proposed Updated Policy 114 - Gifted Education
Reviewed Policy 249 - Anti-Harassment and Anti-Bullying

June 22, 2015 - Regular Meeting
**Action Items
**Information/Discussion

VIII. ADJOURNMENT
==
MINUTES

I. CALL TO ORDER AND PLEDGE OF ALLEGIANCE
Mr. Leous called the regular meeting of the State College Area School District Board of Directors to order at 7:02 p.m. He welcomed all attending and those viewing from home. Mr. Leous asked if board members had any changes to the agenda, 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 (arrived at 8:10 p.m.), Penni Fishbaine, Scott Fozard, David Hutchinson, Jim Leous, Ann McGlaughlin, Jim Pawelczyk, Dorothea Stahl, Laurel Zydney
Board members absent:
Board Secretary: Mary Jenn Dorman
Solicitor: Scott Etter
Superintendent: Robert O’Donnell
District Personnel: Jeremy Beers, Randy Brown, Scott DeShong, Danielle Fulmer, Molly Gazda, Michael Hardy, Megan Kelly, Peg Pennepacker, Donna Reinhardt, Jason Perrin, Linda Pierce, Ed Poprik, Chris Rosenblum, Eugene Ruocchio
Guests: Amy Bader, Gretchen Brandt, Ali Demirci, John Domico, Dan Duffy, Michael Garrett, Becky Misangyi
 
II. COMMUNICATIONS
Dr. O’Donnell noted that May 4 - 8 is Teacher Appreciation Week and invited the community to join him in extending appreciation to our teachers for their dedication to the development of our community’s youth. Outside of the home, our teachers are the most influential professionals in the lives of our young people. We are fortunate in SCASD to have so many tremendous teachers dedicated to benefiting every child, every day. He thinks the timing of this week makes good sense, as this is the home stretch run for the school year, and we have a lot of great learning still to come. Thank you to all of our teachers!
 
He offered Congratulations to the State College MiniThon student participants, who raised $68,405, topping last year’s total by more than $8,000. Middle school students from MNMS, Delta and PFMS staged a successful event Friday night at Park Forest Middle School to benefit The Four Diamonds Fund at the Penn State Hershey Children’s Hospital.
 
Dr. O’Donnell announced that fourteen of our high school students qualified to take the American Invitational Math Exam this year by virtue of their outstanding scores on the American Mathematics Competition. In addition, our high school students took first place in the Pennsylvania Math League competition this year out of 150 schools. Senior Jacob Van Hook and Freshman Joseph Feffer were two of the three students in the state with perfect scores for the entire season. Van Hook, Joseph Feffer, Mahima Kumara, Julia Ma, Adele Chen, Lear Du and Sojung Kim all scored in the top 24 in the state. State High students took all top four places in the Pennsylvania Statistics Poster Campaign, sponsored by St. Francis University.
● 1st place: Jazelle Pilato, Elizabeth Connors-Kos and Nick Collins
● 2nd place: John Brezovec and Laura Kerns
● 3rd place: Katherine Kim and Catherine Badding
● 4th place: Sebastian Rauch and Jacob Keller

III. PUBLIC COMMENT

There was no public comment.
 
IV. ROUTINE APPROVALS
A motion to approve the listing of Routine Approvals as presented:
--April 20 Work Session Minutes
--Out-of-State /Overnight Student Travel
--Financial Report for February 2015
--Human Resources Recommendations
Dr. Pawelczyk moved and Ms. Fishbaine seconded to approve the listing of Routine Approvals as presented.
There was no discussion. All board members present voted aye on a roll call vote. (Ms. Concepcion was
absent.) The motion passed unanimously.
 
V. STS CONTRACT with the DISTRICT
A motion to approve the administration’s recommendation regarding the STS Contract with the District. Ms. Zydney moved and Mr. Hutchinson seconded to approve the motion. Ms. Pierce was at the table and Board members discussed: A review of some of the cost information that was to be a net savings, the actual costs collected and provided in the March evaluation showed a savings of $174,000, the salary line being more if they were District employees, not wanting to contract out services, the need to provide an employee to work with substitutes and people in buildings to fill positions, would have more flexibility with individuals to move around, there will be cost associated with the new person, the clearance cost, we lost something when we outsourced this, the size of the pool we are looking at, and long-term substitutes.
 
With the motion moved and seconded above to approve the administration’s recommendation regarding the STS Contract with the District, and with eight board members present, seven board members voted aye, and one member nay (Dr. Pawelczyk) on a roll call vote. (Ms. Concepcion was absent.) The motion passed 7 to 1.
 
VI. RECEIPT of PLANCON D for the HIGH SCHOOL PROJECT
A motion to approve the receipt of PlanCon Part D for the High School project. Mr. Fozard moved and Ms. Stahl seconded to approve the motion. Mr. Poprik noted the receipt of PlanCon D approval by PDE and also spoke on the publicity for a moratorium but this should not impact the District. For PDE purposes, the total amount approved for the project is $124,231,848 that includes additions for the Middle Level Delta. The school district is encouraged to regularly update the public on the amount more than the elected amount of $85 million and the reimbursement amount would be approximately $7.6 million from the state. Board members discussed: The cost being exactly 8% over and that being coincidental, this being the first project in state history that the Referendum is not for the entire amount of the project, an Act 34 Hearing, we are not having an Act 34 Hearing so there is no 8% threshold, and there have been discussions about this.
 
With the motion above to approve the receipt of PlanCon Part D for the High School project moved and seconded, and with eight board members present, all board members voted aye on a roll call vote. (Ms. Concepcion was absent.) The motion passed unanimously.
 
VII. APPROVE PLANCON F, ATTACHMENT C, for the HIGH SCHOOL PROJECT
A motion to approve PlanCon Part F, attachment C, for the High School project. Dr. Pawelczyk moved and Ms. Stahl seconded to approve the motion. Mr. Poprik explained this is different from the previous submission. We need to submit the bid received for the project first phase for approval. Board member noted that all bids would go through this and Mr. Poprik responded there would be one more until the main bid package of eight to ten bids. There are two phases of the approval process and Mr. Poprik explained PDE is streamlined for this process.

With the motion above to approve PlanCon Part F, attachment C, for the High School project moved and seconded and with eight board members present, all board members voted aye on a roll call vote. (Ms. Concepcion was absent.) The motion passed unanimously.
 
VIII. PERMISSION TO RELEASE AN RFP FOR STRUCTURE ASSESSMENT
A motion to approve permission to release an RFP for the structural assessment of the Fairmount Avenue and 131 W. Nittany Avenue buildings as presented at the April 27, 2015 board meeting. Ms. Stahl moved and Dr. Pawelczyk seconded to approve the motion. There was no discussion. With the motion moved and seconded, all board members present voted aye on a roll call vote. (Ms. Concepcion was absent.) The motion passed unanimously.

IX. EXPULSION WAIVER AGREEMENT 2014-2015-4
A motion to approve the Expulsion Waiver Agreement 2014-2015-4 with student and student’s parent. Ms. Stahl moved and Dr. Pawelczyk seconded to approve the motion. There was no discussion. With the motion moved and seconded, all board members present voted aye on a roll call vote. (Ms. Concepcion was absent.) The motion passed unanimously.
 
X. THE PROPOSED SUPPLEMENTAL PROPERTY TAX REBATE PROGRAM
A motion to approve the Proposed Supplemental Property Tax Rebate Program as presented. Dr. Pawelczyk moved and Ms. Fishbaine seconded to approve the motion. Board members discussed: The idea is worth considering but troubled by age only, the design is to give people relief, there is a shared cost of living here and this should be shared by all the people, heard from many retired and fixed income people through the Referendum, people have supported many years, it is an imperfect situation, but we can approve this item annually.
 
With the motion moved and seconded above to approve the Proposed Supplemental Property Tax Rebate Program as presented, and with eight board members present, six members voted aye and two members nay (Mr. Fozard and Ms. Zydney) on a roll call vote. (Ms. Concepcion was absent.) The motion passed 6 to 2.
 
XI. THE PERFORMANCE AUDIT REPORT for FISCAL YEARS ENDING JUNE 30, 2010 and 2009
A motion to accept the Performance Audit Report for Fiscal Years Ending June 30, 2010 and 2009, the district’s response and Corrective Action Plan. Dr. Pawelczyk moved and Mr. Fozard seconded the motion. Board member noted that there were very few findings and the District did a good job. With the motion moved and seconded above to accept the Performance Audit Report for Fiscal Years Ending June 30, 2010 and 2009, the District’s response and Corrective Action Plan, all board members present voted aye on a roll call vote. (Ms. Concepcion was absent.) The motion passed unanimously.
 
XII. APPROVE the FY2015-2016 PROPOSED FINAL BUDGET
A motion to approve the FY2015-2016 Proposed Final Budget as presented. Ms. Stahl moved and Mr. Fozard seconded to approve the motion. There was no discussion. With eight board members present, seven members voted aye, one nay (Dr. Pawelczyk) on a roll call vote. (Ms. Concepcion was absent.) The motion passed 7 to 1.
 
XIII. DISTRICT GOAL CATEGORY: FACILITIES and GROUNDS - STATE HIGH PROJECT
Design Development Review
Mr. Poprik, Mr. Straub, Mr. Beddia, and Mr. Harlow were present for the review. Mr. Poprik noted they would be addressing the highlighted areas of Section 6 - Special Programs, Section 7 - Arts, Section 9 - Physical Education and Health, and Section 13 - Delta. He asked if there were any questions for Sections 1 - 5. Dr. O’Donnell added that smaller group learning spaces were one-half size classroom space and the number of these in the Learning Communities, 9th Grade Community and Library/Media Section. Board members discussed: The end of corridor was project space and now a classroom, names have been changed for reimbursement purposes, all mobile furniture, any space less than 660 sq.ft. is not considered a classroom even if it is shared space for group activity, and furniture is not included - NIC is Not in Contract.
 
Ms. Stahl left the meeting at 8:00 p.m.
 
The smaller classrooms are for remedial work, test make up, recording, etc., the student commons and also serving as an open hub for Large Community, students working on projects, spaces used now to do so, doorways of classrooms being at the farther end for teachers to view, clever design to provide growth capacity, small group areas for discussions, schools visited, some customization and any of those discussions to allow members here to design their spaces, finishes and colors, and each of these will be on the website for viewing. Board member asked for a date to be added on the pages.
 
Mr. Straub discussed lockers being located in the core, not secluded parts, and Ms. Ebbs noted that the more central they are the better. They discussed the transition for students, administration offices and counseling suite, the net program being everything inside the walls, and the width of the hallways in each building.
 
Section 6 - Specialty Programs
Mr. Poprik explained that originally this area contained World Languages, Special Education, English Language Learner (ELL), and each learning community had a large group instruction (LGI). A program adjustment was made to provide LGI spaces less in number but larger and more centralized. So the above programs were moved to a Specialty Program area dropping from five rooms to three rooms and from 12,000 sq.ft to 9,330 sq.ft. Ms. Concepcion arrived at 8:10 p.m.
 
Section 7 - Visual and Performing Arts
Significant changes have occurred in this area around the Performing Arts (Music and Theater). The new auditorium will be an amazing space and based on development and adjustment to the floor plan post 60%, the space has grown to a current total of 30,031 sq.ft. Board members discussed: tiered seating, computer projection, the concern of pulling out the LGIs, looking at what is needed at all levels, higher priorities for each group and the priorities changed, will not see much change for 90%, the media/videography area, and there was a reason for LGIs and would this change how we change the building? The librarians have been very involved, the library if off the main stairs, and also explained the business labs and the Roar Store being centrally located.
 
Board members took a break from 9:00 to 9:09 p.m.
 
Section 9 - Physical Education, Health and Athletics
The original Ed Spec plan was reviewed for the major spaces, and at the 30% design the square footage remained similar, the 60% design reported that removing previously discussed alternates and also attributing one of the gym spaces to Delta Program adjusted square footage. The post 60% now reflects the movement of the two auxiliary gyms from alternates to the base bid program space, as well as the return of a gym from being dedicated to Delta back to the overall Physical Education program square footage.
 
Section 13 - Delta
The planned square footage for Delta grew to more than double (30,230 sq.ft.) with the Middle Level program added as a second floor. Then at the 60%, the square footage was increased as one of the gymnasium spaces was dedicated to the program. The gym adjustment has been removed, leaving the current space back to 30,235 sq.ft.

Mr. Poprik noted they reviewed through iterations and current design from 60% to post 60% and where we are today. Board members discussed: Spaces around the auditorium, Black Box Theater, instrument storage, rock ensemble equipment not being moveable, access to instrument storage from behind the stage does not make sense, the visual arts room, and an air curtain to control two spaces. Discussed the Physical Education alternates to be included in the base bid, the total square footage of program delivery, not being in a spot that students do not have a choice or flexibility, the weight room having a climbing wall, being more deliberate about scheduling and adaptive physical education classes.
 
The new floor plan is stacking to help bring costs down; the locker rooms have not changed, moving the fitness center to the upper level, the box structure being very cost effective, the compressed footprint pulls gyms into location, the after school functions with athletics, the flow from the high school into the space, student commons in each learning community, similar to what we have now as a gathering area, the fitness center being used every day with students coming and going, this will be key fobbed or card swipe, and board members thanked the design team for what was done on this area.
 
Mr. Straub reviewed the three administrative areas, discussed why the CTC administration was not included in Ed Spec, the two main entrances of the building, with the spaces, there is an office for everyone, and there are restrooms near the main entrances. The budget now is $124.2 million and includes programs and Delta middle level. Board members discussed the cafeteria with three or four servings/day, the seating capacity and serving line, the old auditorium that is frequently used by outside groups and how would they access, handicapped parking, a third entrance at that location and hallways could be partitioned off. The LGI area attached to the cafeteria that is a different kind of LGI. It is sound treated for full large instruction and a team could be there to watch films.
 
XIV. PROJECT DESIGN: ADMINISTRATION RECOMMENDATIONS from 60% to 90% DESIGN
Dr. O’Donnell noted that Mr. Poprik would go through the design updates that the administrative team would be requesting Board action for the May 11 meeting. Mr. Poprik reviewed:
● The Physical Education, Health and Athletic Spaces - changes to the physical education spaces in the South floor plan
● Performing Arts: Music and Theater - the post 60% design with a new set of floor plans and over cost estimate is $900,000. Also, outfitting performing arts spaces with added costs for stage rigging system, acoustical shells, orchestra pit design, and stage lighting enhancements.
● Delta and District Food Service Kitchen - will continue to design but seeking permission to make this area an alternate with the projected value of work being approximately $1.3 million. Board members discussed not feeling comfortable accepting the alternate, we can function in the temporary satellite kitchen at MNMS, this would not be done until 2017-2018, originally considered gymnasium space and not an option now, a number of things on the North side, not being selected as an alternate and being coupled with other work, air conditioning in North is not part of the bid, and asked if this could be broken apart from the project and Mr. Poprik responded, yes.
 
XV. PROJECT BUDGET: REFINING 60% COST ESTIMATE and MOVING to 90%
Mr. Poprik noted the 60% project cost was $124,305,861.00 and PDE for PlanCon D has the project cost at $124,231,848.00 that does include middle level Delta, adding physical education spaces to base bid, addition of square footage to building, and the $900,000 for the performing arts area. They are trying to work the number down and looking to create efficiencies. Mr. Brown added that we received a $2 million grant and another $2 million grant is projected. There is a lot of design work to do and 90% will not have a number that has a large contingency. We will be reimbursed $7.6 million. Board members discussed: Would there be added costs with receiving the second grant - will need to be LEED Gold certified, solar as an alternate, and the HVAC component. Board members thanked all for their work on getting all this information together.

XVI. FUTURE AGENDA PLANNING
Ms. Concepcion noted that May 11 is a Special Meeting for 60% documents with Board direction. Dr. O’Donnell added that as we move toward 90%, things need to become finalized. We will need the Board to come in and take the action. There is an agenda planning meeting on Wednesday, he spoke on the Facilities and Grounds Subcommittee, their work being very informative and have done a lot of work that is much appreciated. He thanked all board members for their attention to all they need to review.
 
XVII. ADJOURNMENT
Mr. Fozard moved and Ms. Fishbaine seconded to adjourn the meeting. All board members present voted aye with a voice vote. (Ms. Stahl had left the meeting.) Ms. Concepcion adjourned the meeting at 10:37 p.m.

Submitted by,

Mary Jenn Dorman, Board Secretary