Board Meeting Agenda/Minutes 6-22-15

Watch video of the meeting through CNET1.org
 
all attachments in pdf

Agenda  
June 22, 2015 Regular Board Meeting
7:00 pm – Board Room
131 W. Nittany Avenue
State College, PA 16801


I. CALL TO ORDER AND PLEDGE OF ALLEGIANCE


II. COMMUNICATIONS (Press Release Preview)

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. June 8, 2015 Regular Meeting Minutes (attachment IV-A)
B. June 15, 2015 Work Session Minutes (attachment IV-B)
C. Budget Transfers for May 2015 (attachment IV-C)
D. Annual Appointment of School Solicitor for July 1, 2015 - June 30, 2016 (attachment IV-D)
E. Human Resources Recommendations (attachment IV-E)

V. ACTION ITEMS
A. A motion to approve the Proposed / Revised Job Descriptions as presented. (attachment V-A)
B. A motion to award the Feasibility Study Services for the structural assessment of Fairmount Avenue and 131 W. Nittany Avenue buildings to Weber Murphy Fox in the amount of $13,000 as presented. (attachment V-B)
C. A motion to approve the Booksource Primary Vendor Agreement as an online ordering platform for reading materials as presented. (attachment V-C)
D. A motion to approve the Separation Agreement for employee 2015-01.
E. A motion to accept the collective bargaining agreement with the State College Educational Support Personnel Association (SCESPA, the secretarial/clerical and paraprofessional employees) as presented.  (attachment V-E)
F. Approve resolution to engage with Fulton Bank and First National Bank for investing bond proceeds.
(attachment V-F - First National Bank) (attachment V-F - Fulton Bank)

VI. INFORMATION / DISCUSSION ITEMS
A. District Goal Category: Fiscal Stewardship
         Parameters Resolution for bond refunding (attachment VI-A)
B. District Goal Category: Facilities and Grounds
         State High Project: 90% Design Review and Phasing Update (attachment VI-B1) (Calendar Update)
         Review 90% Design Forum Feedback (attachment VI-B2)
         Clarifying Board Questions from 90% Review
C. District Goal Category: Fiscal Stewardship
         Proposed Board Staffing Report Template (attachment VI-C)

VII. REPORTS
A. Superintendent’s Report
B. Board Sub Committee Reports
C. Central Intermediate Unit (CIU) Report
D. PA School Boards Association (PSBA) Report
E. National School Boards Association (NSBA) Report
F. Centre Region Council of Governments (COG) Liaison Report
G. Legislative Report
H. Citizens Advisory Committee (CAC) Liaison Reports
         Athletics
         Facilities
         Finance
         Safety
         Technology

VIII. FUTURE AGENDA PLANNING

July 13, 2015 - Regular Meeting
**Action Items
Financial Reports for May 2015 (Routine)
State High Project Change Orders
Approve Policy 249 - Anti-Harassment/Anti-Bullying as required every three years
Approve Parameters Resolution for General Obligation Bonds Series B of 2015
**Information/Discussion
C-NET Annual Report
District Goal Category: Facilities and Grounds
90% Review of High School Project Cost Estimate

July 20 - Special Meeting
**Action Items
Accept 90% Documents for State High Project
**Information/Discussion
District Goal Category: Facilities and Grounds
State High Project Construction Documents

July 27, 2015 - Regular Meeting
**Action Items
State High Project Change Orders
Annual Reappointment for NW as Financial Advisor
Approve State High Construction Documents
**Information/Discussion

August 10, 2015 - Regular Meeting
**Action Items
State High Project Change Orders
**Information/Discussion

August 24, 2015 - Regular Meeting

**Action Items
State High Project Change Orders
**Information/Discussion

IX. ADJOURNMENT
 
==
 
MINUTES

I. CALL TO ORDER AND PLEDGE OF ALLEGIANCE

Ms. Concepcion called the regular 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 on June 15, 2015 on student discipline and negotiations, and held an executive session prior to this meeting on negotiations. With the agenda before them, she asked board members if there were 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 (by phone), Laurel Zydney
Board members absent : Dorothea Stahl
Board Secretary: Mary Jenn Dorman
Solicitor: Scott Etter
Assistant Superintendent: Jason Perrin
District Personnel: Sara Brennen, Rudy Burruss, Linda Pierce, Bonnie McMiniment, Ed Poprik, Chris Rosenblum, Shelbi Smeltzer, Trish Storch, Donna Watson
Guests: Amy Barder, Tom Beckett, Lisa Chiesa, Dan Duffy, Michael Garrett, Frank Ready
 
II. COMMUNICATIONS

Mr. Perrin offered congratulations to District Food Service Manager, Heidi Lose, who recently was selected as one of the 2015 School Nutrition Association of Pennsylvania Regional Award Winners. Ms. Lose has worked in school nutrition for seven years, Mr. Perrin read the compliment to her from the association, and thanked her for all she does for our students.
 
III. PUBLIC COMMENT

There was no public comment. Ms. McGlaughlin left the room.
 
IV. ROUTINE APPROVALS

A motion to approve the listing of Routine Approvals as presented.
  • June 8, 2015 Regular Meeting Minutes
  • June 15, 2015 Work Session Minutes
  • Budget
  • Transfers for May 2015
  • Annual Appointment of School Solicitor for July 1, 2015 - June 30, 2016
  • Human Resources Recommendations (refer to attachment IV-E)
Ms. Fishbaine moved and Mr. Fozard seconded to approve listing of Routine Approvals. There was no discussion. With the motion moved and seconded, all board members present voted aye on a roll call vote. (Dr. Pawelczyk was connected by phone, Ms. McGlaughlin had left the room, and Ms. Stahl was absent.) The motion passed unanimously.
 
V. APPROVAL of PROPOSED/REVISED JOB DESCRIPTIONS
 
A motion to approve the Proposed / Revised Job Descriptions as presented. Mr. Fozard moved and Mr. Leous seconded to approve the motion. There was no discussion. With the motion moved and seconded, and with seven board members present, six members voted aye and one member voted nay (Dr. Pawelczyk) on a roll call vote. (Dr. Pawelczyk was connected by phone, Ms. McGlaughlin had left the room, and Ms. Stahl was absent.) The motion passed 6 to 1.
 
VI. AWARD of the FEASIBILITY STUDY SERVICES for STRUCTURAL ASSESSMENT of BUILDINGS
 
A motion to award the Feasibility Study Services for the structural assessment of Fairmount Avenue and 131 W. Nittany Avenue buildings to Weber Murphy Fox in the amount of $13,000 as presented. Mr. Fozard moved and Mr. Leous 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. (Dr. Pawelczyk was connected by phone, Ms. McGlaughlin had left the room, and Ms. Stahl was absent.) The motion passed unanimously. Ms. McGlaughlin returned to the table.
 
VII. APPROVAL for AGREEMENT for an ONLINE ORDERING PLATFORM for READING MATERIALS

A motion to approve the Booksource Primary Vendor Agreement as an online ordering platform for reading materials as presented. Ms. Fishbaine moved and Mr. Leous seconded to approve the motion. Mr. Leous noted this was a good deal and a good thing for our students. With the motion moved and seconded to approve the Booksource Primary Vendor Agreement as an online ordering platform for reading materials, all board members present voted aye on a roll call vote. (Dr. Pawelczyk was connected by phone and Ms. Stahl was absent.) The motion passed unanimously.
 
VIII. APPROVAL of SEPARATION AGREEMENT

A motion to approve the Separation Agreement for employee 2015-01. Ms. Fishbaine moved and Mr. Fozard seconded to approve the motion. There was no discussion. With the motion moved and seconded to approve the Separation Agreement for employee 201501 and with eight board members voting, five board members voted aye and three board members voted nay (Ms. Concepcion, Dr. Pawelczyk, Ms. Zydney) on a roll call vote.
 
The motion passed 5 to 3. Board member asked about the number needed to pass this vote and the district solicitor noted that it would be the majority of the quorum, so five does pass the motion.
 
IX. ACCEPT COLLECTIVE BARGAINING AGREEMENT with SCESPA

A motion to accept the collective bargaining agreement with the State College Educational Support Personnel Association (SCESPA, the secretarial/clerical and paraprofessional employees) as presented. Ms. Fishbaine moved and Ms. Zydney seconded to approve the motion. There was no discussion. With the motion moved and seconded and with eight board members voting, seven board members voted aye and one board member voted nay (Dr. Pawelczyk) on a roll call vote. The motion passed 7 to 1. Ms. Concepcion read the following statement:
 
We are pleased that the association and the district could work through multiple complex issues during the negotiation process and agree to this contract. It represents the culmination of many months of respectful discussions, and will serve both the district and the association’s dedicated, hard-working members well in the coming years. I would like to thank the SCESPA negotiating team for their willingness to collaborate with us on developing a mutually beneficial agreement.
 
X. RESOLUTION for INVESTING BOND PROCEEDS

Approve resolution to engage with Fulton Bank and First National Bank for investing bond proceeds. Mr. Fozard moved and Mr. Leous 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. (Dr. Pawelczyk was connected by phone and Ms. Stahl was absent.) The motion passed unanimously.
 
XI. DISTRICT GOAL CATEGORY: FISCAL STEWARDSHIP
 
Parameters Resolution for bond refunding
 
Mr. Beckett, Ms. Chieza, and Ms. Watson were at the table for this discussion. Mr. Beckett noted the Board approved the 2010A, 2010B and 2011 Series bonds for refinancing and how the savings would be spread. A Parameters Resolution would be brought back to the next meeting for approval for sale of bonds the week of July 20, 2015.
 
Ms. Chieza explained that board members have seen this before and the issuance of bonds for a greater amount to structure the deal. The minimum saving of $720,000 is the present value savings. We will be appointing Merrill Lynch as the underwriter and the final maximum parameter schedule will be in the July 13 meeting materials for review. Board members discussed: upfront savings and equal annual savings, looking at as a separate opportunity, no wrapping around, savings upfront versus level, the savings upfront for significant uses, there will be a big jump in two years that we cannot forget, and it makes sense to have the savings upfront. Mr. Beckett added we can put the savings anywhere we want them, he needed direction as to which way the board wanted to go, no disadvantage with upfront savings, the savings can go to Capital Reserve, spoke on ten-year call and five-year call, and he will work with Bank of America and Merrill Lynch over the next two weeks to change pricing and reduce call. The request will be a minimum of 3% or $720,000 in savings.
 
XII. DISTRICT GOAL CATEGORY: FACILITIES and GROUNDS
 
State High Project: 90% Design Review and Phasing Update

Mr. Poprik and Mr. Jones would provide updates and reviews to the phasing plan. Saw at 30%, 60%, have not seen since 60%, this is 90% for going into the final 100% plan for final documents. Mr. Jones reviewed the construction zone, no changes this summer, the front door being flipped to the back of the building, and the first school years they will be working on the educational units. There will be temporary parking behind the North building, reviewed the access, and noted it was not on any practice field. This will replicate the current number of spaces. Board members discussed: Demolition beginning on the South following the bids, construction happening during the normal school day, noise will not be eliminated but managed, a full-time crossing guard at Westerly Parkway, contractors will be working on a coordination not to cross when students cross and will work around that schedule, contractors will limit needs to cross, the necessity of the crossing being down so far, the designated path for students to follow, the shorter preferred route, separating the driving and walking surface, fencing, beacons at the primary crossing being installed prior to the start of school, possible raised walkway, change in pavement but no raised walkway, the preferred route being a sidewalk all the way with ADA accessibility, stoned surface of the parking lot and plowing, and no cover over the walk is being planned.
 
Mr. Jones reviewed what would happen next summer. Mr. Poprik explained the data center will remain and the space is ready for the technology department in Panorama Village, Physical Plant office moved there today and will remain there until 2018, and Food Service production and storage will be at MNMS but the offices will be at Panorama Village. He spoke on Fall 2016, the educational units, no major changes, the temporary parking would still be there, January 2017 to May 2017 they will turn over the first two units, the cafeteria would still be in construction but maybe complete late spring, and food will be served out of food trailers. The Summer 2017 will have the biggest activity with all of South being completed and starting North, Students will be out of South and North and into units (learning communities).
 
Board members discussed: Having that amount of demo complete in the summer and Mr. Jones responded that it may not be complete but would start to tear down and be underway. Fall 2017 they would be working on the North gym no structure work but cosmetic work. Mr. Jones reviewed Fall 2017 to May 2018, the work that would be happening together, and noted if there is a delay with demo, it would delay the project. Mr. Poprik noted the members of the District team being himself, Scott Bailey, Barry Styers in conjunction with the education administrators. There will be morning and afternoon presence every day.

Administration has a plan for the school day educational spaces. Options may be ready to share at the next meeting or the following meeting. Physical Education may be down a space but for afterschool activities, there are a lot of possibilities. It would be difficult to get kids off campus during the school day. Have a plan but things will change to accommodate the needs and can adjust plan as we go.
 
Mr. Poprik spoke on an emerging issue of needing to perform limited focused blasting of rock on the site. Mr. Jones showed a video. Rock was encountered and blasting makes more sense than using a huge jackhammer.
 
It is also better for the neighborhood and pool visitors. It is quicker, less noise, less vibration, and will only need four to six blasts that will begin later this week. Blasting will happen one to two days apart. It is very doable and low risk and blankets insulate noise, debris and vibration. Board member asked if there could be potential at other places around the building and Mr. Poprik said there could be; there is no change order for this.
 
Calendar Update
 
Mr. Poprik noted there is not good news to update. Certain portions at 90% the architects are behind in the mechanical, electrical and plumbing drawings. We will not be able to provide a budget update at the July 13 meeting. Project is two to four weeks behind and July 13 we will revisit the calendar to show the delay for bid awards.
 
Board members discussed: Factors that created this situation, the size and complexity of the project, redesign of the gym space, and working through issues. Spoke on the type of systems, where things need to be, LEED, more gym discussion, one mechanical design, then stacked, not being advanced to redo, a revised calendar for July 13, postering instruction and photos on website, and thanked all for work done. It was decided to keep the High School there and need to integrate student learning and program.
 
Review 90% Design Forum Feedback
Mr. Poprik noted that he had prepared feedback from the 90% forum for the Board’s review. There was only one comment on the website from a day ago.
 
Board members took a break from 8:35 p.m. to 8:43 p.m. Dr. Pawelczyk disconnected from the phone.
 
XIII. DISTRICT GOAL CATEGORY: FISCAL STEWARDSHIP

Proposed Board Staffing Report Template
 
Ms. Pierce provided an initial draft staffing report template and asked board members for questions and further suggestions. Her questions were: How frequently would they like this? Annual but compared to previous? District data other than employees? Students numbers data? Board members discussed: Having employees by title, getting data directly from the system, should not reinvent the wheel, do on school year or fiscal year, do report as other data quarterly/semester/biannually/etc., substitute hours and contracted hours, yearly when doing the budget, the purpose of doing this is to increase understanding, help the Board to manage things, formats to help the administrators do what they do, give the Board a better understanding how money is spent, looking at trends are important, an annual basis could work well, someone in IT could develop the system, hope we can write a program with accurate information needed, and a prototype of the report should be brought back next.
 
Other information in the report could include: Miles driven by busses, number of contracted drivers vs. district drivers, district students in charters, dollars sent to charter schools, professional development (Act 48 hours), substitute hours, mandated programs and dollars spent, and keeping HR separate. Personnel is one part and have a subset of information, so we are looking at two tracks of data. October would be a good time for an annual report.
 
XIV. REPORTS
 
Board Sub Committee Reports
 
Ms.McGlaughlin noted that next Monday’s meeting for the Facilities/Grounds Subcommittee has been postponed. No new date has been set.

PA School Boards Association (PSBA) Report Mr. Hutchinson reported on the Basic Education Funding Commission releasing a new formula that will reflect community differences such as poverty, local effort, capacity and rural and small district conditions, and reviewed the factors.
 
The House Education Committee approved House Bill 119 that allows school boards to seek a waiver from PDE of various requirements under the School Code, as well as provisions of the Separations Act and Prevailing Wage Act. The Bill also allows public schools to satisfy many of their legal notice requirements by publishing notices on the public school’s website.
 
The Senate passed SB 880 that would delay the implemention of the Keystone Exams as a graduation requirement until the 2018-2019 school year.
 
Mr. Hutchinson reported on House Bill 727 and the Public Employee Retirement Commission (PERC) said there are significant differences in opinions of actuaries. One analysis in the note found PSERS would have a cost of $28 billion and the state system would have a cost of about $3 billion, but another analysis found a $5 billion cost for PSERS and $3 billion savings for SERS. There is a concern due to the range between the two analyses being significant.
 
Ms. Concepcion spoke on the PSBA Legislative Alert regarding HB 1119 and writing a letter in support due to benefiting us in the State High project. It is hard to quantify at this point. Mr. Poprik noted that we are two to four weeks behind estimating the project and he had contacted the design team and any meaningful analysis would cause them to stop working on the project. He directed them not to stop. Board members discussed: There is no substantial information on prevailing wage or nonprevailing, what the calendar might look like for this, they could be in session for a while, we can take action separately, and it was decided that Ms. Concepcion would draft a letter, board members could send her comments, and then she could share a copy with board members of what was sent. This could have a good benefit for us 1% point is $1 million dollars.
 
Citizens Advisory Committee (CAC) Liaison Reports
 
● Athletics
The last meeting was the coaches “end of year” get together. James Franklin came to the event and gave a tour to those interested.

● Facilities
At the last meeting, we reviewed what was presented here this evening and discussed.

● Technology
There will be a meeting Wednesday, 7:00 p.m., in the board room.
 
XV. FUTURE AGENDA PLANNING

Ms. Concepcion noted the Parameters Resolution would be for action at the July 13 meeting and continued work with the design review. Ms. Concepcion noted if any other items should be listed in the Future Agenda Planning, members could contact board leadership.
 
Dr. Etter reported on the hearing for College Heights building. No one was present, Dr. Etter made a presentation, timeline for vacating is until midsummer, no other Board action is needed. They will send a follow up report to Dr. Etter’s office.
 
XVI. ADJOURNMENT

Mr. Leous moved and Ms. Fishbaine seconded to adjourn the meeting. All board members present voted aye with a voice vote. (Dr. Pawelczyk no longer connected by phone and Ms. Stahl was absent.) Ms. Concepcion adjourned the meeting at 9:19 p.m. to an executive session.
 
Submitted by,
Mary Jenn Dorman
Board Secretary