Board Special Meeting Agenda/Minutes 5-11-15

Watch video of the meeting through CNET1.org
 
All attachment in pdf
 
Agenda   
May 11, 2015 - Special Meeting Agenda
7:00 p.m. - Board Room
131 W. Nittany Avenue
State College, PA 16801

I.     CALL TO ORDER AND PLEDGE OF ALLEGIANCE

II.   COMMUNICATIONS
State High Project Groundbreaking Ceremony
Press Release Preview (attachment

III.  PUBLIC COMMENT

IV.   ACTION ITEMS
A. A motion to accept the 60% documents for the High School Project. (attachment IV-A through IV-I)

Request approval of proposed decision points from the April 27 and May 4 meetings to provide direction for design
team moving to 90% document preparation.  (Phys Ed Floor Plan)  (Performing Arts Floor Plan) (Admin Recommendations)
B. A motion to approve proposed decision points for Physical Education and Athletics redesign.
C. A motion to approve proposed decision points for Music and Performing Arts regarding redesign program space.
D. A motion to approve proposed decision points for Music and Performing Arts regarding Stage Rigging System.
E. A motion to approve proposed decision points for Music and Performing Arts regarding Acoustical Shells (into base bid budget).
F. A motion to approve proposed decision points for Music and Performing Arts regarding Integrated Lighting into Acoustical Shells as add-alternates.
G. A motion to approve proposed decision points for Music and Performing Arts regarding Orchestra Pit Design.
H. A motion to approve proposed decision points for Music and Performing Arts regarding Stage Lighting Enhancements.
I. A motion to approve proposed decision points moving Delta and District Food Service Kitchen as an add-alternate.

J. A motion to approve requested Doctoral Leave of Absence for Mr. Jason Perrin from August 1, 2015 through December 31, 2015. (attachment IV-J)

V.    INFORMATION / DISCUSSION ITEMS
A. North Building Nomenclature (attachment V-A)

VI.  FUTURE AGENDA PLANNING
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)
Annual Lease Agreement for the Pointe (Routine)
Annual Bid Award for HVAC filters (Routine)
New Student Activity/Club - PFMS Student School R.O.A.R. Store (Routine)
Approve Policy 004.1 - Student Representative to the Board
Approve the receipt of PlanCon Part E for the High School project
Approve Construction Phase project management - administrative approval
**Information/Discussion
Presentation of 2015-2016 Final Budget
Calendar Update Final Budget Approval
Timeline for developing and implementing new/revised/reinstated staffing positions
Community Education Extended Learning Program
Capital Financing Discussion
Refunding Opportunities and remaining High School Project Debt including approach to transaction
District-wide facility master plan funding

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
Approve Bus Purchases for the 2015-2016 school year
Approve Local Auditor
**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

VII.  ADJOURNMENT
==
MINUTES
 
I. CALL TO ORDER AND PLEDGE OF ALLEGIANCE
Ms. Concepcion called the special meeting of the State College Area School District Board of Directors to order at 7:05 p.m. She welcomed all attending and those viewing from home. She announced the Board held an executive session on May 4, 2015 on personnel and negotiations.
 
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, Laurel Zydney
Board members absent:
Board Secretary: Mary Jenn Dorman
Solicitor: Scott Etter
Superintendent: Robert O’Donnell
District Personnel: Sara Brennen, Randy Brown, Michael Hardy, Jason Perrin, Linda Pierce, Ed Poprik, Chris Rosenblum, Eugene Ruocchio
Guests: Amy Bader, Gretchen Brandt, Becki Clark, Paul Clark, Dan Duffy, Michael Garrett
 
II. COMMUNICATIONS

Ms. Concepcion announced that the High School Project Groundbreaking Ceremony would be held this Thursday, May 14, 2015, at 4:00 p.m. on the South building grounds by O’Bryan Lane.
 
Dr. O’Donnell noted that Ms. Concepcion assured him it would be 70 degrees and sunny this Thursday. He also announced that Wednesday, May 13, would be the Book Club Discussion, 7:00 - 8:00 p.m. in the State College Borough Municipal Building Meeting Room on the second floor.
 
III. PUBLIC COMMENT
There was no public comment.
 
IV. ACCEPT the 60% DOCUMENTS for the HIGH SCHOOL PROJECT
Ms. Concepcion explained that IV-A is to accept the 60% documents and that items IV-B through IV-I are direction for moving forward.
 
A motion to accept the 60% documents for the High School Project. Ms. Fishbaine moved and Mr. Fozard seconded to approve the motion. Dr. Pawelczyk moved to amend the original motion to state the exclusion of items IV-B through IV-I. Board members discussed: 60% documents being complete, going forward and giving direction, and needing a better sense of the number of classrooms we have here. Dr. O’Donnell explained a process that has been done twice with CRA and Mr. DeShong to align current student requests with next year’s requests and instructional spaces are not maxed out. Further discussed that looking at documents, numbers are not working, the utilization rate should be planned for what we know, the new building is tighter and it is effective, do have opportunities for more space, many classrooms are designed for general purposes, not just one teacher, small group instruction, accepting the 60% design at this stage of design the Board agrees we are conforming to the Ed Spec. Mr. Poprik responded that the reason not to accept the 60% design would be to stop and redesign to see point into the 90%. Dr. O’Donnell noted that they could get back to board member about the number of core rooms. Board member noted appreciation for the clarification, Ed Spec included LGIs in core and they were taken out and have full size classrooms now with number being 52 and we currently have 78, that is a concern. We are spending a lot of money and need to be building the right building. With the original motion being amended, board members voted to approve the amendment to the motion. All board members present voted aye on a roll call vote. The amendment to the original passed unanimously. Ms. Stahl moved and Dr. Pawelczyk seconded to accept the 60% documents with the exclusion of items IV-B through IV-I. With all board members present, eight members voted aye, and one nay (Ms. Zydney) on a roll call vote. The motion passed 8 to 1.
 
V. DECISION POINTS for PHYSICAL EDUCATION and ATHLETICS REDESIGN
A motion to approve proposed decision points for Physical Education and Athletics redesign. Mr. Fozard moved and Ms. Fishbaine seconded to approve the motion. Board member asked, what is the decision point? Ms. Concepcion read the explanation details documented in the post 60% design reviewed at the May 4 meeting. Board members discussed: This was done in schematic form and it is reasonable it will look different, it was taken out of alternate and into the base bid, and likes the new design ideas. Mr. Poprik responded that it is a concept, it is becoming more compacted and sketched and will have detail and changes. The design team is also looking at a student gathering area. With the motion above to approve proposed decision points for Physical Education and Athletics redesign moved and seconded, all board members present voted aye on a roll call vote. The motion passed unanimously.
 
VI. DECISION POINTS for MUSIC and PERFORMING ARTS REDESIGN PROGRAM SPACE
A motion to approve proposed decision points for Music and Performing Arts regarding redesign program space. Mr. Leous moved and Dr. Pawelczyk seconded to approve the motion. Board members discussed: this design is at 60%, total amount to be $1.05 million over budget, and including to recommendations. With the motion above to approve proposed decision points for Performing Arts Redesign Program Space moved and seconded, all board members present voted aye on a roll call vote. The motion passed unanimously.
 
VII. DECISION POINTS for MUSIC and PERFORMING ARTS STAGE RIGGING SYSTEM
A motion to approve proposed decision points for Music and Performing Arts regarding Stage Rigging System. 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. The motion passed unanimously.
 
VIII. DECISION POINTS for MUSIC and PERFORMING ARTS ACOUSTICAL SHELLS
A motion to approve proposed decision points for Music and Performing Arts regarding Acoustical Shells (into base bid budget). Dr. Pawelczyk moved and Mr. Leous seconded to approve the motion. There was no discussion. All board members present voted aye on a roll call vote. The motion passed unanimously.
 
IX. DECISION POINTS for MUSIC and PERFORMING ARTS INTEGRATED LIGHTING into ACOUSTICAL SHELLS as ADD-ALTERNATES
A motion to approve proposed decision points for Music and Performing Arts regarding Integrated Lighting into Acoustical Shells as add-alternates. Ms. Stahl moved and Mr. Fozard seconded to approve the motion. Board member noted that adding this would be a bid alternate and different from the base acoustical shells. Mr. Poprik added there is an upgrade in finish to these shells and they are not exactly the same but have the same function.

With the motion above to approve proposed decision points for Music and Performing Arts regarding Integrated Lighting into Acoustical Shells as add-alternates moved and seconded, all board members present voted aye on a roll call vote. The motion passed unanimously.
 
X. DECISION POINTS for MUSIC and PERFORMING ARTS ORCHESTRA PIT DESIGN
A motion to approve proposed decision points for Music and Performing Arts regarding Orchestra Pit Design. Dr. Pawelczyk moved and Mr. Fozard seconded to approve the motion. Board member confirmed that the orchestra pit design is the current design and by accepting this, going forward there will not be an alternate design. Mr. Poprik confirmed that was correct. With the motion above to approve proposed decision points for Music and Performing Arts regarding Orchestra Pit Design moved and seconded, all board members present voted aye on a roll call vote. The motion passed unanimously.
 
XI. DECISION POINTS for MUSIC and PERFORMING ARTS STAGE LIGHTING ENHANCEMENTS
A motion to approve proposed decision points for Music and Performing Arts regarding Stage Lighting Enhancements. 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. The motion passed unanimously.

XII. DECISION POINTS MOVING DELTA and DISTRICT FOOD SERVICE KITCHEN as ADD-ALTERNATE
A motion to approve proposed decision points moving Delta and District Food Service Kitchen as an add-alternate. Mr. Fozard moved and Ms. Stahl seconded to approve the motion.
 
Board members discussed: The reason to make this an alternate, if not accepted could hamper elementary and middle schools, still gets bid with bid process, just out there separately, could it be bid at a later time, not really being a high school function, other areas of the North to put into the project, air conditioning, the logic of making this a component instead of Phys Ed spaces an alternate, South side comes first and then the North, the space is the space and will not make a difference when it is bid, the point that the district kitchen comes off line, and the function will be moved to MNMS. Mr. Poprik responded that the recommendation does not intend to suggest that we do not need this, it is needed for food service operations, can be moved out of the project as a separate bid, and is just a suggested flexibility. There will be a series of items to add to the project and the board will be making the decision in August or September instead of today. This part is in the final phase. The logic of this came down to budget and looked at what could make sense and looking back, would have suggested this first. With the above motion to approve proposed decision points moving Delta and District Food Service Kitchen as an add-alternate moved and seconded above, with all board members present, eight members voted aye and one nay (Dr. Pawelczyk) on a roll call vote. The motion passed 8 to 1.
 
XIII. DOCTORAL LEAVE of ABSENCE for MR. JASON PERRIN
A motion to approve requested Doctoral Leave of Absence for Mr. Jason Perrin from August 1, 2015 through December 31, 2015. 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.
 
XIV. NORTH BUILDING NOMENCLATURE
Mr. Poprik noted that this item was discussed with the Subcommittee for Facilities and Grounds and they would be comfortable with North Building as the name for the sake of paperwork to be completed. It is not a permanent decision, and North High School is on the side of the building. All were in agreement to go forward with North High School for the paperwork.
 
XV. FUTURE AGENDA PLANNING
Ms. Concepcion reviewed the items listed for the May 18 regular meeting noting that NW would be present to discuss refunding opportunities. Dr. Pawelczyk requested for May 18, a summary document with all these points and inclusion of numbers in totals. Mr. Brown would work on putting this together. Ms. Zydney requested a report with number classes during the day this year for English, Social Studies, Math, and World Languages to see what we have now… actual classrooms for each.
 
Board members discussed:
What has been done in 2015 has ended, an example of how this will help in the high school design, wanting the classrooms currently scheduled for each of these, wants to know how the building is used now, how to identify these things as a Board directive, we received an overview back in 2012 - number of classes/department and number of sections of students. We have 78 classrooms now and going forward have 52 classrooms and this is worth seeing. This would require Mr. DeShong to generate a particular report, the key shift here is small instructional model to schedule as possible, a crosswalk through a lot of spaces, we need to look at again prior to 90%, do not need science included in this report, already have an idea what is scheduled for next year, and could use a report we already have. Dr. Pawelczyk moved and Ms. Zydney seconded to direct the administration to produce a preliminary space analysis for type A and C typical size for all programs and small sized classrooms and then utilization for core content areas.
 
Board members discussed: some had no interest in this, not something that would give value, not being able to have for next week but after June 6, June 22 meeting would be a reasonable timeframe, or with 90% in June. This was requested for Phys Ed and it might be needed. With the motion moved and seconded above, and with all board members present, five members voted aye and four members voted nay (Mr. Fozard, Mr. Hutchinson, Dr. Pawelczyk, Ms. Stahl) on a roll call vote. The motion passed 5 to 4.
 
Ms. Concepcion noted that June 1, 2015 is the Budget Hearing.
 
XVI. ADJOURNMENT
Ms. Stahl moved and Dr. Pawelczyk seconded to adjourn the meeting. All board members voted aye with a voice vote. The motion passed unanimously. Ms. Concepcion adjourned the special meeting at 8:14 p.m. to an executive session.

Submitted by,
Mary Jenn Dorman, Board Secretary