Board Meeting Agenda/Minutes 7-27-2015

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All attachments in pdf
 
Agenda   
July 27, 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. July 13, 2015 Regular Meeting Minutes (attachment IV-A)
B. Treasurer’s Report for June 2015 (attachment IV-B)
C. Budget Amendment for 2015-2016 School Year (attachment IV-C)
D. Annual Appointment of NW Financial Group as District Municipal Advisor for 2015-2016 school year (attachment IV-D)
E. Change Orders #1 through #9 for the Panorama Village Renovation project, in the amounts of $3,234.64, $5,325.35, $605.00, $2,487.01, $790.73, $6,237.62, $599.97, $1,917.30, and $6,594.50, to Veronesi Building and Remodeling. (attachment IV-E)
F. Award bid for annual food and cafeteria supplies for 2015-2016 school year to low bidder, Reinhart Food Services, in the amount of $96,041.12 as presented. (attachment IV-F)
G. Renewal for Mount Nittany Medical Center Agreement for CTC Program students (attachment IV-G)
H. Human Resources Recommendations (attachment IV-H)

V. ACTION ITEMS
A. A motion to accept the State High Project 90% Floor Plans as presented. (attachment V-A)
B. A motion to elect a President Pro Tempore to preside at the August 10, 2015 Board of Directors meeting. (attachment V-B).

VI. INFORMATION / DISCUSSION ITEMS
A. District Goal Category: Student Learning
         Superintendent's Planning Update regarding Advanced Learners (attachment VI-A1)
         LE Update Presentation (attachment VI-A2)
B. District Goal Category: Fiscal Stewardship
         Substitute Update and Discussion (attachment VI-B1)
         Development Proposal (attachment VI-B2)
C. District Goal Category: Facilities and Grounds
         State High Project Update (attachment VI-C)

VII. FUTURE AGENDA PLANNING
August 10, 2015 - Regular Meeting
**Action Items
**Information/Discussion
District Goal Category: Facilities and Grounds
         State High Project - Discuss estimate, expectations, review details of alternates
District Goal Category: Fiscal Stewardship
         Bond Sale/Refunding Results

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
**Information/Discussion

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
**Information/Discussion

VIII. 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 7:05 p.m. She welcomed all attending and those viewing from home. She announced the Board held an executive session on July 13, 2015 on negotiations and personnel. Ms. Concepcion announced the following items on the agenda under Information/Discussion would be postponed to the August 10 meeting:Superintendent’s Planning Update regarding Advanced Learners, Learning Enrichment Update, and the Substitute Update and Discussion. With the agenda before them, she asked board members if there were any other changes, there were no other 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, Mike Hardy, Jeanne Knouse, Linda Pierce, Ed Poprik, Donna Reinhardt
Guests: Emily Allegar, Matt Harlow, Tim Jones, Alexa Lewis, Frank Ready, Jeff Straub
 
II. COMMUNICATIONS
Dr. O’Donnell introduced Emily Allegar, 2014 Grange Fair Queen. Ms. Allegar announced that her time was almost ended as queen but she wanted to address the Board. She shared pamphlets and noted the Grange Fair is the last camping fair in the country. She spoke on the great times that can happen there, students in 4H and FFA showcasing animals, and explained she has animals and reviewed the year-long project book process. She hopes to see everyone at the fair this year since the fair does not run over into school time. She thanked board members for the time to speak with them about this since it is a very special topic for her.
 
III. PUBLIC COMMENT
There was no Public Comment.
 
IV. ROUTINE APPROVALS
A motion to approve the listing of Routine Approvals as presented.
  • Treasurer’s Report for June 2015
  • Budget Amendment for 2015-2016 School Year: The Delta School Theatrical production program has received funding from the Maine Community
  • Foundation in the amount of $8,000 for the 2015-2016 school year.
  • Annual Appointment of NW Financial Group as District Municipal Advisor for 2015-2016
  • school year
  • Change Orders #1 through #9 for the Panorama Village Renovation project, in the amounts of $3,234.64,
  • $5,325.35, $605.00, $2,487.01, $790.73, $6,237.62, $599.97, $1,917.30, and $6,594.50, to Veronesi Building and Remodeling
  • Award bid for annual food and cafeteria supplies for 2015-2016
  • school year to low bidder, Reinhart Food Services, in the amount of $96,041.12 as presented.
  • Renewal for Mount Nittany Medical Center Agreement for CTC Program students
  • Human Resources Recommendations (refer to attachment IV-H)
Ms. Stahl moved and Ms. Fishbaine seconded to approve the Routine Approvals as listed. Ms. Stahl noted that some coaching positions are still open and another board member asked about Panorama Village change orders, Mr. Poprik explained that the change orders were all non-related to the High School Summer Project. This is the second Phase of Panorama Village and this report shows the total change orders for this project. He noted that the Board will see an a cumulative record for every project.
 
With the motion moved and seconded above to approve the Routine Approvals as listed, all board members present voted aye on a roll call vote. (Ms. McGlaughlin was absent.) The motion passed unanimously. Dr. Pawelczyk and Ms. Fishbaine abstained their vote for Item IV-A, July 13 Minutes, due to not being in attendance at the meeting.
 
V. ACCEPT STATE HIGH 90% FLOOR PLANS
A motion to accept the State High Project 90% Floor Plans as presented. Dr. Pawelczyk moved and Ms. Fishbaine seconded to approve the motion. Mr. Poprik, Mr. Straub, Mr. Jones, and Mr. Harlow were present to discuss the project. Mr. Poprik noted the focus was first on the action item to accept 90% floor plans. Mr. Poprik noted that Mr. Straub provided large copies of the floor plans. Board members discussed:
● The greenhouse included and the greenhouse alternate
● Based on Board comments the floor plans were realigned more to the Ed Spec and classrooms were taken back to the original.
● Finished the last round with faculty and administration having all final comments
● Explained the “overlook” in the gym
● the retaining wall for the site plan and CTC yard will be protected by this wall
● Construction occurring when students will be coming out the front doors
● Fitness was broken into three areas but now 6,112 sq. ft. all combined in one space
● The courtyard and seating area does not connect. This will be gated and needs a final grading with ADA access and a fence will be wrought iron, not chain link
● Covered walking paths for students during construction, talked about cost of coverings and snow and wind calculations for providing, the coverings would almost need to be permanent, and would like a cost estimate to be developed. The time to get a cost estimate developed, the impact on maintenance, would not be enclosed, just a cover.

Dr. Pawelczyk moved and Ms. Stahl seconded to plan a cost estimate for a covered walkway for students during bad weather of the project. These was no more discussion. With eight board members present, three board members voted aye, and five members voted nay (Ms. Concepcion, Ms. Fishbaine, Mr. Fozard, Mr. Hutchinson, and Dr. Pawelczyk) on a roll call vote. The motion did not pass 3 to 5.
 
Discussion continued: The electric room for cables, the Roar Store office, nurses office in the gym, two offices in the main nurse office with one bathroom and a shower, the number of A classrooms, they are accounted for throughout the floor plans, four intensive special education classrooms, and all spaces will have windows or solar tubes for daylight quality.
 
VI. ELECT PRESIDENT PRO TEMPORE for AUGUST 10, 2015 MEETING
A motion to elect a President Pro Tempore to preside at the August 10, 2015 Board of Directors meeting. Ms. Concepcion explained that neither she nor Mr. Leous, vice president would be in attendance and would like to elect a President Pro Tempore. Ms. Fishbaine has agreed to serve in this position. Ms. Zydney moved and Mr. Hutchinson seconded to elect Ms. Fishbaine as President Pro Tempore for the August 10 meeting. All board members present voted aye on a roll call vote. (Ms. McGlaughlin was absent.) The motion passed unanimously.
 
Mr. Leous noted that he would be in attendance by phone, Ms. Concepcion may call in as well, and Ms. Stahl will not be present at the August 10 meeting.

Dr. Etter left the meeting at 7:50 p.m.
 
VII. DISTRICT GOAL CATEGORY: FISCAL STEWARDSHIP
 
Development Proposal
Dr. O’Donnell explained the they took a step back since May and continued to utilize professionals in the community to discuss development. They have done an assessment to bring someone on board to help us, and a successful development function would definitely help us. He and Mr. Brown have been communicating with many people, including Mr. Olivett. He could bring expertise in on a contracted structure and would be flexible. Dr. O’Donnell spoke about a Foundation, which we do not currently have but are affiliated with the Centre Foundation, and noted how a Foundation allows us opportunities like EITC. The development role could work under the Foundation to do this. He referred to Letter D showing a quarterly layout and priorities over the first three years. Around 18 months in, there will be a good idea the benefit of this and asked board members if they want to move forward. Board members discussed: Positive moves, the Development person being a district employee or contracted and it was confirmed the position would be contracted. The Foundation being the key for EITC, goal setting needs to happen, fortunate to have someone like Mr. Olivett and good timing, we have been talking about this for a long time, appreciates the specificity and moving forward, the possibility of having Afinity back to help process things, Mr. Olivett will access what is needed and would function under the resources we plan. The difference between this and Centre Foundation is this would improve experiences for kids while they are with us vs. a scholarship when leaving the district. Board member spoke on an alumni newsletter from schools asking for donations for specific things, the High School advertising not happening until year two, and providing direction to administration to move forward.
 
Mr. Leous moved and Ms. Stahl seconded to direct administration to develop a contract for the development position and bring back to the Board. There was no more discussion. All board members present voted aye on a roll call vote. (Ms. McGlaughlin was absent.) The motion passed unanimously.
 
VIII. DISTRICT GOAL CATEGORY: FACILITIES and GROUNDS
 
State High Project Update
Mr. Poprik reviewed there were three major topics to discuss: 1) Change Orders, 2) Status of Summer, and 3) Status of the Main Bid Package. He spoke on the Change Order SP156, which was beyond what he could approve and waiting to the August 10 meeting would delay the process, so he requested this be moved to action.
 
Ms. Stahl moved and Dr. Pawelczyk seconded to move this item to action. Mr. Poprik explained that information was provided that the district technology hub was being moved from North to South as part of Project SP15. They will be laying in a duct that needs to cross Westerly Parkway by O’Bryan Lane. There are conflicts with existing utilities that has necessitated the duct go deeper than planned. With the redesigning, the cost is $44,000 and they have agreed to $39,000 as the final cost. Mr. Harlow added that crossing Westerly Parkway is a challenge with so many utilities and explained the stacked to linear. The 3 ½ feet deep by 3 feet wide has increased in volume to an 8-foot by 8-foot section and will take longer to get across from the original projected two days, now four to five days.
 
The bid award was $105,000 but was estimated to be $150,000.
 
Dr. Pawelczyk moved and Ms. Stahl seconded to approve change order SP-156 in the amount not to exceed $39,000 as presented. All board members present voted aye on a roll call vote. (Ms. McGlaughlin was absent.)
 
The motion passed unanimously.
 
Mr. Poprik noted that the contracted completion date is August 27 and they have requested the new date of September 17 as completion date. There were delays in June due to rain and the requested date is more than allowed by the contract, but the completion will be after the first day of school. He also explained the many facets to Project SP15 and the plan to complete paving prior to the first day of school. If paving and parking is not complete, we will have a contingency plan. The switch would be made mid-September to the back of the building.
 
Board members discussed: a preferred mechanism of communication with the community about this, July 27, 2015 Regular Board Meeting 4 having clear large signs where to go (Example VISITOR PARKING, STUDENT PARKING, arrows, etc.), and the possibility of a Communications Subcommittee meeting.
 
Mr. Poprik noted the Main Bid Package would be discussed more on August 10 and the Board would be taking action August 10. They will have a calendar, discuss alternates and general construction for August 10 and August 24 meeting. Bid approval is scheduled for August 31, however, Massaro has expressed concern about having the 90% estimate ready for August 24 due to the MEP (Mechanical, Electrical, and Plumbing) not as far as the architectural and would contain more contingency. In order to get the number down, they would need to work through August and that would delay the project four weeks for bid approvals shifting from Sept./Oct. to Nov./Dec. The options outlined below:
A. Proceed with published calendar and be prepared to accept a number from Massaro with a large contingency number. There is a big unknown with Massaro’s number, but, Crabtree Rohrbaugh is comfortable with their number and not a large contingency
B. Further delay the calendar for Massaro to get their contingency in the 1 to 2% for the bid which would then occur in late Nov./Dec. timeframe. There is a concern with starting construction in December with the weather, and would need a revised construction calendar.
 
Board members discussed: the project being unique due to phased, possible to take another step, a small bid package for foundation then a large package, would be extremely complex, there would be a problem with Code, Crabtree Rohrbaugh having one way of estimating and Massaro having a different way of estimating, the quality of the bid package, everyone in agreement makes for high quality, having estimates at the same time is best, specificity of details adds tremendous value, bumping up against bad weather, and the estimate is not going to impact the bids.
 
Mr. Poprik added there is a construction contingency holding for change orders at 3%. This will remain. Either scenario has pros and cons to it and both are being worked on daily.
 
IX. FUTURE AGENDA PLANNING
Ms. Concepcion noted that board leadership would be meeting this Friday to review items for the August 10 meeting. The Learning Enrichment items and the Substitute Update will be on the August 10 agenda, and should add the Development Contract and proposed High School Project Communications. As things move forward and/or change, we will keep all up to date.
 
X. ADJOURNMENT
Ms. Stahl moved and Mr. Leous seconded to adjourn the meeting to an executive session. All board members present voted aye with a voice vote. (Ms. McGlaughlin was absent.) The motion passed unanimously. Ms.Concepcion adjourned the meeting at 8:55 p.m. to an executive session.
 
Submitted by,
Mary Jenn Dorman
Board Secretary