Board Meeting Agenda/Minutes 7-13-2015

Watch video of the meeting through CNET1.org
 
All attachments in pdf
 
Agenda
July 13, 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)

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 22, 2015 Board Regular Meeting Minutes (attachment IV-A)
B. Financial Reports for May 2015 (attachment IV-B)
C. District Bills for June 2015 (attachment IV-C)
D. Bid award for Food Service dairy products to low bidder, Galliker Dairy in the amount of $39,579.25 as presented. (attachment IV-D)
E. Bid award for graphic calculators to low bidder, Staples for 81 black graphic calculators ($91.99 each) for a total not to exceed $7,451.19, and low bidder, Scantex for 50 yellow graphic calculators (94.92 each) fora total not to exceed $4,746 as presented. (attachment IV-E)
F. Change Order #1 for Lemont paving project in an amount not to exceed $2,800 to Glenn O. Hawbaker, Inc. as presented.
G. Human Resources Recommendations (attachment IV-G)

V. ACTION ITEMS
A. A motion to approve Policy 249 - Anti-Harassment/Anti-Bullying reviewed at the June 8, 2015 meeting as required
every three years. (attachment V-A)
B. A motion to approve the Parameters Resolution for General Obligation Bonds Series B of 2015 as presented. (attachment V-B)

VI. INFORMATION/DISCUSSION
A. C-NET Annual Report (attachment VI-A)
B. District Goal Category: Facilities and Grounds
         State High Project: 90% Continued High School Project review
         Calendar Update (attachment VI-B)
C. District Goal Category: Student Learning
         Proposed January date shift within 2015-2016 District Calendar (attachment VI-C)

VII. REPORTS

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

VIII. FUTURE AGENDA PLANNING

July 20, 2015 - Special Meeting - To Be Determined

July 27, 2015 - Regular Meeting
**Action Items
Appointment of NW as District Municipal Advisor (Routine)
Approval of revised 2015-2016 District Calendar
Accept State High Project 90% Floor Plans
**Information/Discussion
District Goal Category: Student Learning
LE Update Presentation
 
August 10, 2015 - Regular Meeting
**Action Items
**Information/Discussion
District Goal Category: Facilities and Grounds
State High Project - Discuss estimate and expectations
District Goal Category: Fiscal Stewardship
Update on Substitute Process
 
August 24, 2015 - Regular Meeting
**Action Items
**Information/Discussion
District Goal Category: Facilities and Grounds
State High Project
Review estimate, alternates and construction documents
 
August 31, 2015 - Special Meeting
**Action Items
Approve State High Project Construction Documents
Approve PlanCon F for Main package and G for SP15
 
September 16, 2015 - Regular Meeting (Wednesday)
**Action Items
**Information/Discussion
 
September 28, 2015 - Regular Meeting
**Action Items
**Information/Discussion
 
October 12, 2015 - Regular Meeting
**Action Items
**Information/Discussion
District Goal Category: Facilities and Grounds
State High Project - Review bids and alternates (opened October 6, 2015)
 
October 19, 2015 - Special Meeting
**Action Items
Award bids

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 22, 2015 on negotiations and personnel. The Board also held an executive session prior to this meeting on negotiations and personnel. 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, Scott Fozard, David Hutchinson, Jim Leous, Ann McGlaughlin, Dorothea Stahl, Laurel Zydney
Board members absent : Penni Fishbaine, Jim Pawelczyk
Board Secretary: Mary Jenn Dorman
Solicitor: Scott Etter
Superintendent: Robert O”Donnell
District Personnel: Sara Brennen, Randy Brown, Mike Hardy, Linda Pierce, Ed Poprik, Chris Rosenblum, Eugene Ruocchio, Donna Watson
Guests: Tom Beckett, Dan Duffy, Matt Harlow, Tim Jones, Dan Keifer, Kevin Nestor, Frank Ready, Jeff Straub
 
II. COMMUNICATIONS

Dr. O’Donnell offered congratulations to Jordan Reed who was named a finalist for the Peace First Prize for creating the Penguin Pack program while at Park Forest Elementary School. Every Friday, 30 PFE students in need, received donated meals, snacks and drinks to last the weekend. Way to go Jordan. Your program makes a difference in many lives and we are proud of you.
 
Little Lion FFA members recently made an impressive donation of $350 worth of condiments to the State College Food Bank. The high school chapter received a $2,500 “Food for All” grant to promote local food production and community activities. Our students also bought and planted vegetables, gave plants to PFE school to raise in its garden and to community groups. Plants were sold to benefit the Food Bank and the chapter will continue grant-related work in the fall. Dr. O’Donnell complimented them on their work this year and wished them luck with their future projects.
 
Dr. O’Donnell offered congratulations to State High chemistry teacher Patrick Gallagher, who recently was awarded $1,000 by the Society of Chemistry Industry. A former student, Peyton Forrest nominated him for the honor.
 
III. PUBLIC COMMENT

There was no public comment.
 
IV. ROUTINE APPROVALS

A motion to approve the listing of Routine Approvals as presented:

Financial Reports for May 2015

District Bills for June 2015              2014-15               Grand Total
General Fund                                     $9,596,147.51      $9,596,147.51
Checks 1017632 through 1018267 and V103098 through V103128
 
Food Service Fund                             57,859.15              57,859.15
Checks 61842 through 61997
 
Athletics Fund                                   30,360.84               30,360.84
Checks 48910 and 48935
 
Activities Fund                                  109,193.06              109,193.06
Checks 91019 through 91073
 
Purchasing Cards                               112,881.13              112,881.13
(June) Checks 199, 434, 7263, 821
 
Total All Funds                                  $9,906,441.69         $9,906,441.69
 
Bid award for Food Service dairy products to low bidder, Galliker Dairy in the amount of $39,579.25 as presented.
Bid award for graphic calculators to low bidder, Staples for 81 black graphic calculators ($91.99 each) for a total not to exceed $7,451.19, and low bidder, Scantex for 50 yellow graphic calculators ($94.92 each) for a total not to exceed $4,746 as presented.
Change Order #1 for Lemont paving project in an amount not to exceed $2,800 to Glenn O. Hawbaker, Inc. as presented.
 
Human Resources Recommendations (refer to attachment IV-G)
 
Board secretary noted that Sara Brennen’s name would be added to the June 22, 2015 minutes under District Personnel attending the meeting. Ms. Stahl moved and Mr. Leous seconded to approve the listing of Routine Approvals with the addition. There was no discussion. All board members present voted aye on a roll call vote. ( Ms. Fishbaine and Dr. Pawelczyk were absent.) The motion passed unanimously.
 
V. POLICY 249 ANTIHARASSMENT/ANTIBULLYING APPROVAL
 
A motion to approve Policy 249 AntiHarassment/ AntiBullying reviewed at the June 8, 2015 meeting as required every three years. Ms. Stahl moved and Ms. Zydney seconded to approve the motion. Mr. Leous noted there were no changes required to be reviewed. With the motion moved and seconded, all board members present voted aye on a roll call vote. (Ms. Fishbaine and Dr. Pawelczyk were absent.) The motion passed unanimously.
 
VI. PARAMETERS RESOLUTION for GENERAL OBLIGATION BONDS

A motion to approve the Parameters Resolution for General Obligation Bonds Series B of 2015 as presented. Mr. Fozard moved and Ms. Stahl seconded to approve the motion. Board members discussed with Mr. Brown and Mr Beckett: The call feature usually being a five-year and this looking at a ten-year call, getting a good savings, refinancing approximately $24 million, the balance amount after five years and ten years, saving $1.3 million with the call provision of ten years, the possibility of giving up a little flexibility in years five-ten, and it making sense with the longer call when looking at everything else.
 
With the motion moved and seconded to approve the Parameters Resolution for General Obligation Bonds Series B of 2015, all board members present voted aye on a roll call vote. (Ms. Fishbaine and Dr. Pawelczyk were absent.) The motion passed unanimously.
Dr. Etter left the meeting at 7:16 p.m.
 
VII. CNET REPORT
 
Cindy Hahn and Sara Brennen were at the table to provide the report. Ms. Brennen thanked Ms. Hahn and noted that she would be reporting on key highlights for 2014. This past year was very busy and productive with 484 productions, the first year of going standard to high definition (HD), CNET covering our high school sports, commencement, and board meetings for both State College and Bellefonte. The high definition service is online but not on Comcast. The live service is not in HD either.
 
Ms. Hahn had supplied the annual report to board members at their places. She reviewed statistics for our district use: The district sponsored 41.75 programs and she provided examples, explained the .75, noted there were 79 Bulletin Board messages, the district usage is 9.3% of all the members, and over the past five years were 10.3% usage of all the members. She explained that the 2010 through 2014 usage sets the budget for the 2016 uses. She reviewed graphs showing use of services, a chart for 2015 for online viewing hits, and noted that the April 20 Board meeting really spiked, which was the 60% Review for the Performing Arts and Physical Education spaces discussion. The majority of viewers watch CNET on TV but there is no way to track those numbers. Board members discussed: YouTube piece, possible live-streaming when Board meetings move to Panorama location, CNET being a great resource for the community, the interns do a great job with our meetings, it is very professional work, because of them the public is better informed, and Dr. O’Donnell added he was glad to see Wilda Stanfield’s recognition. He spoke on CNET’s end of the year staff get together that he attended this past spring and also thanked them for the work they do.
 
VIII. DISTRICT GOAL CATEGORY: FACILITIES and GROUNDS
 
Calendar Update
 Mr. Poprik reintroduced Dan Kiefer, Kevin Nestor, Jeff Straub, Tim Jones, and Matt Harlow. He explained that on July 27 Board meeting agenda, the 90% floor plans will be on for approval and they are different than the 30% and 60% floor plans. They would like to break this out a little for expediency and lock floor plans down for the approval. They have heard the feedback and any changes, and they will be looked at, responded to and/or worked on. Awarding of bids has now moved from the original date of July 13 to October 19. He reviewed the updated calendar asking if a July 20 special meeting or work session would be needed to continue work for 90%. We will discuss tonight and if we get through what needs to be discussed, and the meeting is not needed, that is fine. He just wanted to make sure there is a shared understanding of where things are and the need or not needed meeting. Mr. Poprik noted that the updated calendar is extremely optimistic and aggressive.
 
State High Project: 90% Continued High School Project review
 Board members and members of the design team discussed:
● The factors driving the project
● Refill stations: There are more than one and they are by the water fountains along with one at the fitness wall.
● It would be good to draft rankings of the alternates and have a discussion at September 16 and 28 meetings to look at cost benefit. Rankings could also change due to cost.
● The signoff process and not being complete until signed off by the District and then Board approval.
The signoffs are not complete today nor will they be by the next meeting. There is one last round for 80% completion of layouts, consider using CAC for Facilities, they will not be signing off on anything, and another review on Mechanical, Electrical, and Plumbing (MEP) and site at the end of July or beginning of August.
● The capacity for additional classrooms would be additions to the end of two wings for two classrooms three stories high and could be done with day lighting.
● Code approval and how the project is going to be phased, changes in site, asked for a breakdown and PlanCon approval done up through D and E. PlanCon F is next and PDE wants to see the final documents. Approvals are moving smoothly.
● The 60% Review and Massaro’s contingency at 8.5% and at this meeting we were to review the 90% estimate. With the state of the 90% document, architects and contractor were not comfortable at this point to lower the 8.5% contingency but are working toward reducing it. The MEP drawings were not aligned due to forcing ahead with architectural and structural forging ahead when MEP was not. The nature of the project with the referendum does not provide a lot of wiggle room. There have been delays but the Board would regret it if they did not take the time and be thorough.
● Spoke on the risk factor into pricing and/or change orders that would be costly.
● The decisions to make with alternates and when and how that will occur; also should look at capital planning.
● Fencing and access to the South track for consideration for emergency situations. This should only be an issue for July and August since the fencing will be going away at the beginning of school. For any true emergency, the crew or anyone can go through the fence.
● The landscape and making the space as usable as possible, to sit and do work or just hang out.
There will be bike racks, garden spaces, talked about courtyard plans and entrances to the buildings.
● Working with CTC students for learning out of our campus. Mr. Harlow spoke about students working after the project and starting with a clean slate and some being left blank for that purpose.
● Furniture being depicted in the drawings but not part of the bid, and hoping there would be furniture in the commons area and hallway areas.
● A Family Consumer type lab (small kitchen) for Middle Level Delta.
● Recycling options in student areas, not sure where receptacles would be located and a mobility factor.
● Early childhood area and when this will be addressed. Design team is looking at all comments coming in and the childcare being relocated space is now two standard classrooms and small group instruction. The new plan accommodates fewer children than the other design.
● Solatubes and how they worked for day lighting classrooms, being strong with no glare.
● Provisions for cafeteria trays being taken to Learning Communities, cleanable floors, and Food Service wanting all serving in the cafeteria area.
● The capacity with sections, number of rooms, and number of students. There will be a new master schedule and structure, we are close to what Amy Yurko proposed, having questions on the design, and why the two numbers were different.
 
Each board member responded to the question at the beginning of this discussion about meeting on Monday, July 20 to do further review. After input from all present, there will not be a meeting held on Monday, July 20. The final floor plan updates will be brought to the Board for approval at the July 27 meeting.
 
IX. DISTRICT GOAL CATEGORY: STUDENT LEARNING
 
Proposed January date shift within 2015-2016 District Calendar
 Dr. O’Donnell noted that Mr. Hardy is the administrator that heads up this process. He comes tonight to provide an update for Martin Luther King, Jr. (MLK) day, what is being done in the region, parent input, and provide a reasonable proposal. Mr. Hardy reported the Diversity Committee and the calendar committee agreed there would be a greater opportunity for students and family to observe MLK Day if there was no school.There are service programs, however, students are very committed to learning, and with the day off, they will not have to choose between academics and service. It also gives a better balance to the semesters.
 
Board members discussed: Records day being before the end of the semester, no magic day that ends the marking period, a lot of moving parts, having the CEEL Program running, have school and be a totally different day of learning experiences, and having this day off is the right thing to do.
 
Ms. Stahl moved and Mr. Leous seconded to move this item to action. There was no further discussion. All board members present voted aye with a voice vote. (Ms. Fishbaine and Dr. Pawelczyk were absent.) The motion passed unanimously.
 
Ms. Stahl moved and Mr. Leous seconded to approve the revised calendar as presented. There was no further discussion. With the motion moved and seconded, all board members present voted aye on a roll call vote. (Ms. Fishbaine and Dr. Pawelczyk were absent.) The motion passed unanimously.

Board member noted that usually they do not like to move things to action on the same night, however this was an opportunity to take advantage for faster notification of this calendar change. She encouraged community members to do things with all that is available and supports the day off but wants students to take advantage of what can be done on this day.
 
X. REPORTS

Board Sub Committee Reports
Culture, Climate and Learning Subcommittee will meet on Friday, July 31.
 
Facilities and Grounds Subcommittee meeting was cancelled and not yet rescheduled. It was noted to include PV and what is occurring with this campus with what has moved there. Also, looking at this building and Fairmount Avenue for the opportunities and/or strengths. Dr. O’Donnell added that including these with the subcommittee’s charge and the options to come out of their discussion. Board member questioned what will be going in these places, why, and the flexibility along with the Memorial Field Renovation and the plans for this.
 
Central Intermediate Unit (CIU) Report
The meeting was cancelled.
 
National School Boards Association (NSBA) Report
 Ms. Stahl reported that ESA is hoping there is improvement. Mr. Hutchinson had a conversation with Glenn Thompson about PSSAs and changes that need to happen. There is a difference between the House and Senate Bill.
 
PA School Boards Association (PSBA) Report / Legislative Report
 Mr. Hutchinson shared that PSBA has an all-access package that is a value add to the standard membership. We can upgrade if we would like to do that. This upgrade gives access to all training programs and might be worth further consideration.
 
Citizens Advisory Committee (CAC) Liaison Reports
● Facilities
At this meeting they spoke about the Mechanical, Electrical, and Plumbing (MEP) systems and looking to schedule something in the next few weeks so committee members can provide feedback and questions once the documents are reviewed.
 
● Technology
 The CAC met June 24, reviewed One-to-One with Chromebooks and using hardier ones. They had moved from Macbooks to Chromebooks and now also taking a look at replacing iPads with Androids. The Chromebooks are moving up to the Junior and Senior high school kids and could also carry through to middle school. The wireless box was very successful and useful for the athletic teams traveling and they would like more…. need to look at the ongoing contract cost. Technology is looking forward to the new the new data center. Board member questioned if the option of the travel modum could be available for all athletic traveling? There was very good feedback received.
 
XI. FUTURE AGENDA PLANNING
 
Ms. Concepcion reviewed upcoming agenda items and the following was noted:
● Substitute Process has been moved up to July 27 meeting
● A review of Policy 915 Booster
Clubs, Camps and PTO to run through the CCL Subcommittee
to break out the policy and procedures.
● Update on Delta Middle Level Program number
of requests and actual enrollment since there
were more kids than room, and how decisions were made.
● Look at reductions elsewhere in the district
 
XII. ADJOURNMENT

Ms. Stahl moved and Mr. Leous seconded to adjourn the meeting. All board members present voted aye with a voice vote. (Ms. Fishbaine and Dr. Pawelczyk were absent.) The motion passed unanimously. Ms. Concepcion adjourned the meeting at 9:35 p.m. to an executive session.
 
Submitted by,
Mary Jenn Dorman, Board Secretary