Board Meeting Agenda/Minutes 8-10-15

Watch video of the meeting through CNET1.org
 
All attachments in pdf
 
August 10, 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. July 27, 2015 Board Regular Meeting Minutes (attachment IV-A)
B. District Bills for July 2015 (attachment IV-B)
C. Budget Amendment for the 2015-2016 School Year (attachment IV-C)
D. Renew Annual MOU between SCASD-CTC and the BCTE Technical Assistance Program (attachment IV-D)
E. Human Resources Recommendations (attachment IV-E)

V. ACTION ITEMS
A. A motion to approve the bid award for a District Plow Truck to low bidder, Lake Ford, in the amount of
$28,823 as presented. (attachment V-A)
B. A motion to approve the contract with Payton and Associates for security services for the high school
parking lot security monitors as presented. (attachment V-B)

VI. INFORMATION/DISCUSSION
A. District Goal Category: Fiscal Stewardship
      Bond Sale/Refunding Results (attachment VI-A1)
      Capital Planning Update (attachment VI-A2)
      Substitute Update and Discussion (attachment VI-A3)
      Proposed Development Contract (attachment VI-A4)
B. District Goal Category: Student Learning
      Superintendent’s Planning Update regarding Advanced Learners (attachment VI-B1)
      Learning Enrichment Update (attachment VI-B2)
C. District Goal Category: Facilities and Grounds
      State High Project - Discuss Estimate Expectations and Bid Calendar (attachment VI-C1)
      Draft List of Alternates (attachment VI-C2)
      Summer Project Update (attachment VI-C3)
D. Draft for New District Policy 915.0 - Booster Clubs (attachment VI-D)

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

VIII. FUTURE AGENDA PLANNING

August 24, 2015 - Regular Meeting
**Action Items
Approve Proposed Development Contract
**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

IX. ADJOURNMENT
==
MINUTES
 
I. CALL TO ORDER AND PLEDGE OF ALLEGIANCE
Ms. Fishbaine 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 noted that she had been elected temporary president since both Ms. Concepcion and Mr. Leous could not be present this evening, however they were connected by phone. She announced the Board held an executive session prior to the meeting on personnel and also held an executive session on July 27, 2015 on personnel and negotiations. With the agenda before them, Ms. Fishbaine noted that items VI-B and VI would be postponed to the August 24 meeting, and 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 (by phone), Penni Fishbaine, Scott Fozard, David Hutchinson, Jim Leous (by phone), Ann McGlaughlin, Jim Pawelczyk, Laurel Zydney
Board members absent : Dorothea Stahl
Board Secretary: Mary Jenn Dorman
Solicitor: Scott Etter
Superintendent: Robert O’Donnell
District Personnel: Sara Brennen, Randy Brown, Linda Pierce, Ed Poprik, Eugene Ruocchio, Donna Watson
Guests: Tom Beckett, John Beddia, Tim Jones, Dan Keifer, Kevin Nestor, Frank Ready, Eugene Spinelli, Jeff Straub
 
II. COMMUNICATIONS
Dr. O’Donnell reported State College Area School District Food Service Department has been awarded a grant totaling $26,335 from the National Farm to School Network. The National Farm to School Network, a project of the Tides Center, is a nonprofit national organization providing farm to school information resources, advocacy, and networking across all 50 states. The SCASD Food Service Dept. was selected as a farm to school leader in Pennsylvania and this grant will be used to strengthen SCASD farm to school activities including adding and improving school gardens, increasing local procurement, and strengthening relationships with local producers. Dr. O’Donnell thanked Ms. Schaper and noted he appreciates all she does. Ms. Fishbaine also thanked Megan Schaper and all those in the District that apply for grants.
 
III. PUBLIC COMMENT
 There was no public comment.
 
IV. ROUTINE APPROVALS
A motion to approve the listing of Routine Approvals as presented:
  • July 27, 2015 Board Regular Meeting Minutes District
  • Bills for July 2015
  • Budget Amendment for the 2015-2016 School Year
  • Renew Annual MOU between SCASD CTC and the BCTE Technical Assistance Program
  • Human Resources Recommendations (refer to attachment IV-E)
Dr. Pawelczyk moved and Mr. Fozard seconded to approve the listing of Routine Approvals as presented.
 
Dr. O’Donnell noted that Mr. DeShong’s resignation was in the HR Report along with the interim plan having Mr. Johnson as interim principal and Ms. Pechtold as interim associate principal. He thanked Mr. DeShong for his many years with us in various positions and wished him and his family well. With the motion moved and seconded to approve the listing of Routine Approvals as presented, all board members present voted aye on a roll call vote. (Ms. Concepcion and Mr. Leous were connected by phone, and Ms. Stahl was absent.) The motion passed unanimously.
 
V. BID AWARD for a DISTRICT PLOW TRUCK
A motion to approve the bid award for a District Plow Truck to low bidder, Lake Ford, in the amount of $28,823 as presented. Dr. Pawelczyk moved and Mr. Hutchinson 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 and Mr. Leous were connected by phone, and Ms. Stahl was absent.) The motion passed unanimously.
 
VI. CONTRACT for SECURITY SERVICES for HIGH SCHOOL PARKING LOTS
A motion to approve the contract with Payton and Associates for security services for the high school parking lot security monitors as presented. Mr. Fozard moved and Dr. Pawelczyk seconded to approve the motion. There was a question regarding overtime for the Holidays and Mr. Brown responded. With the motion moved and seconded to approve the contract with Payton and Associates for security services for the high school parking lot security monitors, all board members present voted aye on a roll call vote. (Ms. Concepcion and Mr. Leous were connected by phone, and Ms. Stahl was absent.) The motion passed unanimously.
 
VII. DISTRICT GOAL CATEGORY: FISCAL STEWARDSHIP
 
Bond Sale/Refunding Results
 Mr. Brown reintroduced Tom Beckett and Eugene Spinelli to speak on the bond sale and refunding results. Mr. Spinelli explained the bond sale took place beginning July 23 and closed on August 26 for refinancing 2010A and 2010B bonds with call date in November. The true interest cost was 2.5% and realized a savings of $1.2 million that we chose to take the first two years. He reviewed the transaction summary, spoke on the number of orders, pricing chronology, where the orders came in, the mix between institutions and retail, statistics on savings of the $1.2 million, and how the savings will impact the budget the first two years. Mr. Beckett added the AA credit rating really helped to make the sales. Mr. Brown noted thanks to Mr. Spinelli and Mr. Beckett for all their work on this and complimented Ms. Watson for all her hard work on this also.
 
Mr. Beckett explained about oversubscribed, the call feature, and the higher coupon. Board members thanked all for their work with this process.
 
Mr. Leous disconnected by phone at 7:15 p.m.
 
Capital Planning Update
Mr. Brown noted the CAC for Finance and the Subcommittee for Facilities and Grounds have discussed this. He reviewed the projection prepared June 4, have a transfer to Capital Reserve of about $9 million, the commitment to the High School project, the $20 million not yet issued will be paid out of Capital Reserve, $10 million cash revenue slated to be used 2014-2015, Referendum $85 million upfront, and $20 million borrowed in 2018-2019 to be repaid over 25 years. He reviewed Debt Service calculations that were done in May and the second scenario incorporates the $1.2 million in savings. The third scenario is the same as the second except anything outside the High school project has been removed. The spending can be for an elementary project or Memorial Field and this is not based on anything requested by the Board. Mr. Brown reviewed numbers from pages 6, 8, and 10 of the handout provided from showing a deficit of $923,000 going to a positive $280,000 in projections. If you take out all projects except the High School, we would be projected to have $68 million.
 
Scott Etter left the room at 7:27 p.m.
 
Board members discussed: Being close but not quite there, 2023-2024 time-frame of borrowing for Middle School, 2028-2029 debt service falls off, physical plant having $2 million/year for expenses, developing a plan to have monies go into Middle School(s) for maintenance to keep building in good working order, Capital Reserve transfer and a one time or graduated increase, $400,000 for College Heights and not reflected here, need to continue to earmark things, does not want Mr. Poprik’s funds to be cut, he needs to do more than just get by, and if anything, bump up his amount to maintain what we have. Looking at this has been very helpful and the Board needs to know when there is a shortfall. Mr. Brown added that he will continue to work with Mr. Poprik on this.
 
Ms. Concepcion disconnected at 7:30 p.m. and Mr. Etter returned to the room at 7:40 p.m.
 
Substitute Update and Discussion
Ms. Pierce noted that since the last time this item was discussed, Shelbi Smeltzer has been hired as the Substitute Coordinator and has 29 years with our District. We have met with building secretaries and are using some information gained with our approach this year. A few advertisements have been placed and we partnered with AESOP for training to get the most out of the system. To be competitive as far as pay is concerned, Ms. Pierce made a suggestion to increase the substitute rate to $95/day. Also, over the next couple months, they will work with principals and teachers to reduce the need for substitutes and try to utilize them better.
 
Board members discussed: The financials, the people that never transitioned to STS and may want to come back, having a lower number of substitutes than would like to have, the increase of $5 and not knowing if that will solve the problem, and the substitute fill rate is a problem statewide.
 
The number of absences in a given day to be filled, look at cohorts to see their numbers/day, and the pay increase could be justified but would like to look at changes initiated in-house. It would be good to reestablish relationships, not wanting to throw money at this but additional money would recognize the service substitutes provide, and would like quality people in the classrooms. With the transition back to the District needing new clearances again, survey substitutes, it may be smarter to get our hands around what we have, and approved expanded HR Office and IT to achieve efficiencies. Dr. O’Donnell noted that he and Ms. Pierce would reflect on the “why” substitutes are declining and if anyone watching is interested in applying to be a substitute in the District, they could contact Shelbi Smeltzer. Her information is on the HR website home page.
 
Proposed Development Contract
Mr. Brown noted a revision to the contract at board members places. At the last meeting, the Board requested a contract. He reviewed the fact that “only a foundation” was struck and the development consultant would work for the benefit of the District. Exhibit A has been added, and Mr. Brown clarified the consultant would not be an employee of the District but would be directed by the superintendent. He noted the fixed fee of $4,000/mo plus an hourly rate, and spoke on the data bases remaining in house in the District.
 
The consultant would have access to the data. Board members discussed: The fixed fee and a possible designated hourly rate, only know hours expected at this time, need to reference the amount of hours, could use an average number, the changes made are very helpful, Exhibit A relating to first year priorities, an annual report to the Board and annual evaluation of the relationship would be helpful, and Item 1 should add, “and further directed or modified by superintendent.” Suggested the following: 3A two-year place holder and 3E change to three-year term. Some of this relationship conflicts with current policy, will need to revisit Policy 913 series, the term and termination either mutual or unilateral, the things in Exhibit A are conceptual and need to be understood to prevent argument, a hard and fast deliverable is hard to pin down, the agreement is accountable to the superintendent, mapped out twelve different quarters, and the communication between the consultant and the superintendent is most important to make sure we are heading in the same direction. Dr. O’Donnell added it is a team approach, the support of each other within the District, and other District people. This contract will be brought back to the Board as an action item on the next meeting agenda, August 24.
 
Board members took a break 8:37 to 8:44 p.m.
 
VIII. DISTRICT GOAL CATEGORY: FACILITIES and GROUNDS
 
State High Project Discuss Estimate Expectations and Bid Calendar
 
Bid Calendar
Mr. Poprik reintroduced the architect and construction management team present for this item and reviewed the items that would be discussed. He noted that all want the best possible documents to receive the best bids and getting this right is the number one goal. The tracking of documents and having things prepared by Massaro for the August 31 Special meeting has been moved back. Massaro’s estimating will now be on September 28 meeting agenda and approval is set for October 5. We are looking at November 23 to award bids for the high school project.
 
Estimate Expectations
Mr. Poprik noted that Crabtree Rohrbaugh will have estimates ready for August 31 meeting and Massaro’s estimates will be presented September 28. He explained that each estimate is a tool to use. Massaro acts as the contractor and performs the same assessing as a contractor and completing the estimate is more important than the numbers. The timeline has slipped through the fall and due to this, the project will go into the 2018-2019 school year. They are still working on a three-year schedule, it has just shifted. There was a suggestion for a possible November 16 Work Session and/or a meeting November 30.
 
Board members discussed: The recommendation for waiting on this estimate, the revised calendar is the work of everyone, how this affects opening the four pods for 2017, the occupation of the pods being pushed back to December 2017 or January 2018, temporary parking lots, and how this is affecting this fall and functions of the building.
 
Draft List of Alternates
Mr. Poprik noted the alternates could involve four contractors but will be given one number. Mr. Straub reviewed information regarding the alternate listing, they are by category for both buildings or one building or the other building. There will be specific alternates, primarily ADD that would be: 1) Square footage (this would affect PlanCon), 2) Constructability (soils), 3) Sustainability (solar rays and roof), 4) Mechanical, Electrical, and Plumbing, and 5) Finishes (floor). He explained general alternates and narrowing down floor choices to a few, listed alternates for the South building and the North building, and alternates being part of the complete bid document. Board members discussed: the site being an alternate, first time seeing the list, when would the Board revisit, the Board seeing it again as part of the final document, removing items, adding items at this point being extremely difficult, and getting feedback to the team as soon as possible.
 
Summer Project Update
Mr. Poprik spoke on the calendar first reviewing the days of rain in June. They have discovered soft soils in parking and new administrative area and nothing will be usable for the first day of school, but more like mid to late September. Mr. Poprik will work with administration for contingency plans and the function of the school will be the same as last year for parking and bus loop for several weeks. They will be working on a communication plan and signage for building entrance, where to park, how to access areas, etc. As soon as the bus loop is available, the flip will happen. People will need to be adaptable.
 
With rock and soft soils, there is unsuitable soils below grade that need remediated. The cost/sq. ft. is known and could reach $175,000, which is 12 to 13% over the original cost. The number is manageable and still under the $2 million projected for this phase. Mr. Poprik added this is a very complicated and large project and working on issues such as this has really strengthened the team.
 
IX. REPORTS

Board Sub Committee Reports
● Facilities and Grounds
Dr. Pawelczyk reported the Facilities and Grounds Subcommittee met last week. Ms. McGlaughlin stepped down as chair of the subcommittee and he is filling in as chair the next couple of months. He spoke on next steps for the Board regarding the downtown campus, a timeline, opportunity, and the Borough thinking about this area also. Need to think on how things might work to develop the processes. Board member noted it might not be the right time to develop the DWFMP, it could be spring.
 
Functions have already been working at Panorama Village building, a portion of the building is still not renovated, what functions could go there and how would that affect downtown? Dr. O’Donnell noted a key point was touched on, the DWFMP, the conditions here for kids and no locker facility, need to prioritize, and also the condition of the home bleachers. The locker situation is a legitimate problem. If the Board is okay with this, please let the subcommittee know and if not, then what do you want the subcommittee to do? It was decided to revisit the process with timelines and make sure all are comfortable with the plan… This is the primary stadium venue. All were in agreement with this.
 
PA School Boards Association (PSBA) Report
Mr. Hutchinson reported on the Voting Delegate Assembly being on Tuesday, October 13, at 1:00 p.m. One does not need to attend the conference to be a Delegate. He encouraged people to attend the conference. After some discussion, Mr. Hutchinson, Mr. Fozard, and Ms. Fishbaine will be the Voting Delegates. He spoke on the Slate of Candidates for PSBA Statewide and the Board would be voting collectively on the slate by the end of September.
 
Legislative Report
There is not much happening in PA but they are trying to pass the budget. Centre Region Council of Governments (COG) Liaison Report Dr. Pawelczyk reported information was sent out last week on the State College Borough Commission on Borough master planning. It is a good read and changes could happen in this neighborhood. Talked about green space and what it included a green corridor that could impact how Memorial Field operates.
 
X. FUTURE AGENDA PLANNING
Ms. Fishbaine reviewed the future agenda items. Board members suggest the following be added:
● Graduation Report
● School Performance Annual Report
Dr. O’Donnell noted that the student scores were just received on Friday and the data is not pulled yet.
● Update on the Panorama Village building
● Items B and D from this agenda that were postponed will be added to August 24 agenda.
 
XI. ADJOURNMENT
Dr. Pawelczyk moved and Ms. McGlaughlin seconded to adjourn the meeting. All board members present voted aye with a voice vote. (Ms. Concepcion and Mr. Leous disconnected by phone and Ms. Stahl was absent.) Ms. Fishbaine adjourned the meeting at 9:53 p.m. to an executive session on negotiations.
 
Submitted by.
Mary Jenn Dorman, Board Secretary