Board Special Meeting Agenda/Minutes 8-31-15

Watch video of the meeting through CNET1.org
 
All attachments are in pdf
 
 
August 31, 2015 Special 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 Prevew)

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. Human Resources Recommendations (attachment IV-A)

V.     INFORMATION / DISCUSSION ITEMS
A. District Goal Category: Student Learning
         NHS Contract (attachment V-A)
B. District Goal Category: Facilities & Grounds
         Review High School Project Calendar (attachment V-B1)
         Crabtree Final Estimate and Prioritization of Alternates Discussion (attachment V-B2)
         Discussion of Construction Documents and Approval Process (attachment V-B3)
C. District Goal Category: Fiscal Stewardship
         Payment of Tuition to Charter Schools resulting from State Budget Impasse (attachment V-C) (Resolution)
D. Foreign Exchange Student Request (attachment V-D)

VI.   FUTURE AGENDA PLANNING

September 16, 2015 - Regular Meeting (Wednesday)
**Action Items
NHS Human Services
**Information/Discussion
District Goal Category: Student Learning
         Update on Start of 2015-2016 School Year
District Goal Category: Financial Stewardship
Review of Capital Finance Plan
District Goal Category: Facilities & Grounds
         Structural Analysis Report for Nittany & Fairmount Avenue Buildings
         Draft Board Resolution: Planning for Downtown Campus

September 28, 2015 - Regular Meeting
**Action Items
Bid Award for Drainage Swale Stabilization
**Information/Discussion
District Goal Category: Facilities & Grounds
         Massaro final estimate discussion - Final documents from CRA with any Massaro changes

October 5, 2015 - Special Meeting

**Action Items
Approve Construction Documents
Approve PlanCon F for Main package and G for SP15
**Information/Discussion

October 12, 2015 - Regular Meeting
**Action Items
**Information/Discussion
District Goal Category: Student Learning
         Student Achievement Update
         Board Policy Updates: Gifted Education - 114, Curriculum -105 & Booster Clubs - 915

October 26, 2015 - Regular Meeting
**Action Items
**Information/Discussion
District Goal Category: Student Learning
         Strategic Planning Update

November 9, 2015 - Regular Meeting
Location: Panorama Village
**Action Items
**Information/Discussion
**Information/Discussion
District Goal Category: Facilities & Grounds
         Present State High Project Bid Results

November 16, 2015 - Special Meeting (tentative)
Location: Panorama Village
**Action Items
**Information/Discussion
District Goal Category: Facilities & Grounds

November 23, 2015 - Regular Meeting
**Action Items
Award State High Construction Project Bids
**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 7:02 p.m. She welcomed all those attending and those viewing from home. She announced the Board held an executive session on August 24, 2015 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, Dorothea Stahl
Board members absent: Laurel Zydney
Board Secretary: Mary Jenn Dorman
Solicitor: Scott Etter
Superintendent: Robert O'Donnell
District Personnel: Randy Brown, Michael Hardy, Peg Pennepacker, Linda Pierce, Ed Poprik, Chris Rosenblum, Eugene Ruocchio
Guests: John Beddia, Gretchen Brandt, Dan Duffy, Matt Harlow, Jordan Hillsley, Jeff Straub, Gillian Warner
 
II. COMMUNICATIONS

Ms. Concepcion welcomed Gillian Warner, State High Junior and Student Government President, as the first marking period student representative at the Board table. Gillian is one of four students selected as a student representative for the 2015-2016 school year. With the retirement of Mr. Somers, Mr. Merritt is now the Student Government Advisor and they are looking forward to a new year with strong leadership council and providing different ways to receive student concerns, ideas and possible solutions.
 
Ms. Concepcion offered congratulations to Miriam Confer on her retirement as a lunch paraprofessional with the district after 36 years of service in this position. She wished her well in her retirement and noted that Ms. Confer would be missed.
 
Dr. O’Donnell announced State High agriculture teacher Paul Heasley received this year’s illustrious “Friend of the Fair” Award for his longtime service to Grange Fair in various roles tied to youth livestock shows and sales. Congratulations to Paul for a well-deserved award. State College Agricultural Science Program and Little Lions FFA students also distinguished themselves at the fair.
 
They sold $80,325 worth of swine, lambs, goats and beef, earning one Grand Champion, two Reserve Grand Champions, four Champions and five Reserve Champions awards showing their animals. Nice job all around.
 
Dr. O’Donnell noted tomorrow begins another school year, so good luck to students, teachers, administrators and staff members across the district. Here’s wishing everyone fun and rewarding months. #bestyearever
 
III. PUBLIC COMMENT
 
No public comment.

IV. ROUTINE APPROVALS
 
A motion to approve the Human Resources Recommendations. (refer to attachment IV-A)
Dr. Pawelczyk moved and Mr. Leous seconded to approve the Human Resources Recommendations as presented. All board
members present voted aye on a roll call vote. (Ms. Zydney was absent.) The motion passed unanimously.
 
V. DISTRICT GOAL CATEGORY: STUDENT LEARNING
 
NHS Contract
Mr. Brown noted that we utilize NHS for help with special needs students. Often, they need a short term placement for help and transition back to one of our schools. Students are autistic and/or severe emotional needs. We have had a relationship with them for over ten years. He provided a draft contract and asked for any refinement. This is fee for service, same as previously, but never came to the Board. This contract is just more formal.
 
Board member asked for clarification on student attendance. Mr. Brown explained if there are no students in the program, then we pay nothing, only if someone attends. This contract will be brought back on the next meeting agenda for approval.
 
VI. DISTRICT GOAL CATEGORY: FACILITIES and GROUNDS
 
Review High School Project Calendar
Mr. Poprik was at the table with John Beddia, Jeff Straub, and Matt Harlow. Mr. Poprik reviewed the original project calendar dates beginning with tonight, August 31 through November 23 to award bids. He also reviewed an accelerated calendar and not accelerated calendar noting this is a very aggressive schedule for this phase of work. The accelerated calendar is nine days after the original and the non-accelerated is two weeks after the accelerated calendar. Board members discussed: a concern for the accelerated calendar for giving contractors enough time, contractors will help adjust if it is needed, can work through October and get a good sense, mobilization on site, there being eight packages for the project and the site and general contractors would be on site first.
 
Crabtree Final Estimate and Prioritization of Alternates Discussion
Mr. Straub provided an overview of the CRA estimates from the 60% May 18 to the 90% estimate. At 60% adjustments were made with the Arts, Phys Ed. and the estimate was $127.2 million. The 90% estimate has added $1.6 million for SP15 project and $300,000 for the traffic light for $129.4 million. They subtracted out two $2 million grants received and need an additional $10.5 million in funding over the $115 million. Since we are further along, the traffic light is considered a live item even though it would not be coming in until the end. Board members discussed: the SP15 project and already spending $1.6 million, how much is moving from LEED Silver to LEED Gold, the payback for sustainable alternates, the estimating contingency, things being validated that lowers the contingency, contingency at 1% but escalation contingency held at 3%, this being separate from construction contingency, and the amount of materials. Mr. Beddia spoke on labor rate and Mr. Straub noted a soft cost increase of $2.2 million, the construction contingency slightly high and holding at 3% due to the possibility of hitting some big things.
 
The alternates were reviewed and in categories of general building, South and North. The bid alternate list at 60% was $1.7 million and now down to $700,000. Mr. Poprik spoke on concrete floors, quality tile that is long-term and good maintenance, pricing of the quartz tile at $3.00/sq ft vs. Tarrazo that is $15.00/sq ft.
 
Board members discussed: less Terrazzo and more quartz tile with a savings of over $1 million, base bid having quartz everywhere, bid both controls, wanting a good quality system and lower long-term maintenance cost, getting the best value for the price, automated logic put in district new schools, alternates or options in base bid, have a feel for maintenance cost, more or less costly and need to evaluate and discuss the payback, and Mr. Poprik provided an example of a 21-year roof extended to 30 years (three layers of roofing materials instead of a single ply roof).
 
Mr. Hutchinson left the meeting at 7:59 p.m.

Mr. Straub noted that alternates are the most difficult to determine and Board members discussed: the need to know when the cost is beneficial, sustainability and operation costs, flooring and an analysis run for each item after bids come in, the vegetated roof being simple and not deep, courtyards of rock or courtyards of green, projects coming in lower or wildly over, with the number of alternates we could go above $130 million more than going down in cost, and need to be prepared for bid day. Dr. O’Donnell added that he, Mr. Brown and Mr. Poprik are having conversations, and Referendum is the amount it is and the increase is above and beyond that amount. We will be getting an estimate from Massaro four weeks from now, September 28, and the following week, the Board will approve the release of construction documents.
 
Discussion of Construction Documents and Approval Process
Mr. Poprik asked if they could answer any questions on the documents. Board members questioned and discussed:
● North side canopy that extends out over entrance and it was explained it was due to glare and updated renderings would be shared
● The early childhood area now has more flexibility in classrooms. They had to leave the toilets in one space, the walls are no longer block walls but drywall and could be taken down.
● Any progress on the signage in the front of the school? It was explained there was a site signage ordinance in the Borough and working on this but it will be down the line.
 
VII. DISTRICT GOAL CATEGORY: FISCAL STEWARDSHIP
 
Payment of Tuition to Charter Schools resulting from State Budget Impasse
Mr. Brown explained with the state budget at an impasse, the district is not receiving state resources at this time. The budget is funded 82% by the taxpayers so he is proposing a reduction to the charter school payments from 100% to 82% of the tuition. He provided a resolution and if this is supported by the Board, he requested approval for this action. Clarification was given that when the state budget is resolved, then we would make up payments in arrears and from that day forward, pay 100%. Board members discussed: money follows the child, case for brick and mortar, not cyber, cybers go to PDE to get payment which is a different process, on the resolution, Resolved Point 2 add the word “remit” “... regular payments and remit any withheld monies….” and needing Board endorsement of the resolution.
 
Dr. Pawelczyk moved and Ms. Stahl seconded to move this item to action. All board members present voted aye with a voice vote. (Mr. Hutchinson had left the meeting and Ms. Zydney was absent.) The motion passed unanimously. Dr. Pawelczyk moved and Ms. Stahl seconded to endorse the resolution with the addition of the word remit as noted for Point 2 under Resolved. All board members present voted aye on a roll call vote. (Mr. Hutchinson had left the meeting and Ms. Zydney was absent.) The motion passed unanimously.
 
VIII. FOREIGN EXCHANGE STUDENT REQUEST

Dr. O’Donnell noted this was a request to allow Delta to bring in this student. This would also be a request to override the policy as well as waive the tuition. This would be the 6th student for this year. The Board could move this to action tonight or wait until the next meeting. This is a late situation but the same arrangement as the other five and we are not displacing anyone. Dr. Downs and all are OK with this Delta High School placement.
 
Ms. Stahl moved and Dr. Pawelczyk seconded to move this to action, make an exception to Policy 229 for the 2015-2016 school year and waive the tuition. All board members present voted aye on a roll call vote. (Mr. Hutchinson had left the meeting and Ms. Zydney was absent.) The motion passed unanimously.
 
Ms. Stahl moved and Dr. Pawelczyk seconded to accept this foreign exchange student for the 2015-2016 school year to attend the Delta Program. All board members present voted aye on a roll call vote. (Mr. Hutchinson had left the meeting and Ms. Zydney was absent.) The motion passed unanimously.
 
IX. FUTURE AGENDA PLANNING
Ms. Concepcion reviewed the items coming up on the future meeting agendas. She noted that the CAC for Facilities and the Board Subcommittee for Facilities and Grounds would have a joint meeting on Thursday, September 10, 4:00 p.m. in the Board Room to discuss the structure analysis for Central Office and Fairmount Avenue buildings. CNET will be taping the meeting. With the Policy updates scheduled for the October 12 meeting, Dr. Pawelczyk noted that the Culture, Climate and Learning (CCL) Subcommittee would need to get together during the month of September. Ms. Dorman will make the contact to schedule the meeting.
 
X. ADJOURNMENT

Dr. Pawelczyk moved and Mr. Leous seconded to adjourn the meeting. All board members voted aye with a voice vote. (Mr. Hutchinson had left the meeting and Ms. Zydney was absent.) The motion passed unanimously. Ms. Concepcion adjourned the meeting at 8:51 p.m.
 
Submitted by,
 
Mary Jenn Dorman
Board Secretary