Board Meeting Agenda/Minutes 9-28-2015

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All attachments in pdf

Agenda 
September 28, 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. Out-of-State / Overnight Student Travel (attachment IV-A)
B. Board Conference Travel for PSBA Conference October 13 -16, 2015 Hershey, PA (attachment IV-B)
C. September 16, 2015 Regular Board Meeting Minutes (attachment IV-C)
D. Annual bid award for copier paper to low bidder, Xpedx, in the amount of $76,137.60 as presented. (attachment IV-D)
E. Human Resources Recommendations (attachment IV-E)

V.   ACTION ITEMS
A. A motion to approve the bid award for the Drainage Swale Stabilization at the Transportation Facility to low bidder, Stickler Construction, in the amount of $207,000 as presented. (attachment V-A)
B. A motion to approve the Contract for Assessment and Marketing with Affinity Connections presented and reviewed at the September 16 meeting. (attachment V-B)
C. A motion to accept received approval for Plancon Part K; Series B of 2015 refinancing as required by PDE to be recorded in the Board meeting minutes. (attachment V-C)
D. A motion to accept a confidential agreement with student 92015X.
E. A motion to approve the Resolution on Memorial Field/Downtown Campus introduced and reviewed at the September 16 meeting. (attachment V-E)

VI.   INFORMATION / DISCUSSION ITEMS
A. District Goal Category: Facilities & Grounds
      State High Construction Project:
         Massaro’s final estimate and final construction documents (attachment VI-A1) (Detailed Summary)
         Floor plan refinement from 90% to Construction Documents (Memo VI-A2) (South VI-A2) (North VI-A2)
         Review upcoming PlanCon approvals (attachment VI-A3)

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
         Athletics
         Facilities
         Finance
         Safety
         Technology

VIII. FUTURE AGENDA PLANNING
October 5, 2015 - Special Meeting
**Action Items
Approve Construction Documents and Alternates
Approve PlanCon G for SP 15
Approve PlanCon F for Main Bid
** Information Discussion

October 12, 2015 - Regular Meeting
**Action Items
Bid Award for Temporary Parking at the High School
**Information/Discussion
District Goal Category: Student Learning
         High School Bell Schedule Update/Reflection
Board Policy Updates: Curriculum -105, Gifted Education - 114, Booster Clubs - 915 and Child Abuse - 806

October 26, 2015 - Regular Meeting
**Action Items
**Information/Discussion
District Goal Category: Student Learning
         Student Achievement Update
         Strategic Planning Update
         2015-16 District Goals
District Goal Category: Fiscal Stewardship
         2014-2015 Audited Financial Statements
         Capital Plan Update

November 9, 2015 - Regular Meeting
Location: Panorama Village
**Action Items
**Information/Discussion
District Goal Category: Facilities & Grounds
         Present State High Project Bid Results
District Goal Category: Fiscal Stewardship
         2016-17 Budget

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

IX.   ADJOURNMENT
 
==
MINUTES
 
I. CALL TO ORDER AND PLEDGE OF ALLEGIANCE

Ms. Concepcion called the Regular Board 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 September 16, 2015 on negotiations and a legal matter, and September 21, 2015 on 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, Penni Fishbaine, Scott Fozard, David Hutchinson, Jim Leous, Ann McGlaughlin, Jim Pawelczyk, Dorothea Stahl, Laurel Zydney
Board members absent :
Board Secretary: Mary Jenn Dorman
Student Representative: Gillian Warner
Solicitor: Scott Etter
Superintendent: Robert O’Donnell
District Personnel: Michele Allen, Melissa Anderson, Jaee B. Bron, Randy Brown, Donna Bryan, Jen Conklin, Gretchen Fetterolf, Michael Hardy, Melanie Komlenic, Rebecca Lorantas, Erin Morath, Katie Narber, Ed Poprik, Chris Rosenblum, Mark Smeal, Shannon Stallings, Megan Wagner
Guests: John Beddia, Gretchen Brandt, David Bressler, Dan Duffy, Tim Jones, Dan Keifer, Kevin Nestor, Frank Ready, Jeff Straub, Krista Trescott
 
II. COMMUNICATIONS
Dr. O’Donnell offered congratulations to Mount Nittany Middle School art teacher Amy Anderson for receiving the 2015 Pennsylvania Art Education Association’s 2015 PAEA Outstanding Art Educator Award. The award recognizes exemplary contributions and service to art education. In Amy’s case, it honors her work connecting students to the community and Project Innovate, a statewide competition to create wearable art from recycled materials.
 
He noted to check out WPSU on Saturday starting at noon — one of the district’s teachers will be featured during the afternoon American Graduate Day broadcast celebrating outstanding educators.
 
In connection with American Graduate Day, WPSU produced local profile videos of Jenny Lee, who leads the Wild Dream Team and Best Buddies program at State High, and State High government teacher Andy Merritt. Overall, 90 American Graduate Champion videos were made nationally. Lee’s video was among the dozen selected for Saturday’s national broadcast. Congratulations Jenny and Andy. We’re proud of your dedication to your students and commitment to their education. You can watch both teachers’ videos on the district’s home page, www.scasd.org.

He provided a reminder to everyone about the State High Homecoming parade on Thursday: It’ll start at 6pm in the North Building parking lot, and proceed down Westerly Parkway, Allen Street and Nittany Avenue. All floats will disband at the Central Office.
 
Dr. O’Donnell noted that Monday, October 5, will bring big traffic changes at State High. Please remember that the traffic pattern will be reversed in the South Building front parking lot, with the present entrance and exit switched. Also, the back loop road will open one way with the entrance off O’Bryan Lane. For more traffic and parking information as well as a diagram, visit the State High Project page via the district website.
 
III. PUBLIC COMMENT
There was no public comment.
 
IV. ROUTINE APPROVALS
A motion to approve the listing of Routine Approvals as presented.
  • Out-of-State/ Overnight Student Travel
  • Board Conference Travel for PSBA Conference October 13 16, 2015 Hershey, PA
  • September 16, 2015 Regular Board Meeting Minutes
  • Annual bid award for copier paper to low bidder, Xpedx, in the amount of $76,137.60 as presented.
  • Human Resources Recommendations (refer to attachment IV-E)
Dr. Pawelczyk moved and Mr. Fozard seconded to approve the Routine Approvals as presented. There was no discussion. All board members present voted aye on a roll call vote. The motion passed unanimously.
 
V. ACTION ITEMS
A motion to approve the bid award for the Drainage Swale Stabilization at the Transportation Facility to low bidder, Stickler Construction, in the amount of $207,000 as presented. Dr. Pawelczyk moved and Ms. McGlaughlin seconded to approve the motion. There was no discussion. All board members present voted aye on a roll call vote. The motion passed unanimously.

VI. APPROVE CONTRACT with AFFINITY CONNECTION
A motion to approve the Contract for Assessment and Marketing with Affinity Connection presented and reviewed at the September 16 meeting. Ms. McGlaughlin moved and Dr. Pawelczyk seconded to approve the motion. Board members and Mr. Brown discussed: This ties in with Mr. Olivett with district as a whole, will be the processor for fundraising activities and donors, will help with initial start to determine who stakeholders are and do surveys for their interests, Affinity being the “back office,” this and Mr. Olivett’s salary coming out of the Development budget, processing including in the monthly fee, needs not only around fundraising, need to do other communications also, and Dr. O’Donnell added that the initial contact is to engage people and get information, will be nothing about fundraising.
 
With the motion to approve the Contract for Assessment and Marketing with Affinity Connection presented and reviewed at the September 16 meeting moved and seconded above, all board members present voted aye on a roll call vote. The motion passed unanimously.

VII. APPROVAL for PLANCON PART K SERIES B of 2015 REFINANCING
A motion to accept received approval for Plancon Part K; Series B of 2015 refinancing as required by PDE to be recorded in the Board meeting minutes. Dr. Pawelczyk moved and Ms. Fishbaine seconded to approve the motion. There was no discussion. All board members present voted aye on a roll call vote. The motion passed unanimously.
 
VIII. CONFIDENTIAL AGREEMENT with STUDENT
A motion to accept a confidential agreement with student 92015X. Mr. Fozard moved and Dr. Pawelczyk seconded to approve the motion. There was no discussion. All board members present voted aye on a roll call vote. The motion passed unanimously.

IX. RESOLUTION on MEMORIAL FIELD/DOWNTOWN CAMPUS

A motion to approve the Resolution on Memorial Field/Downtown Campus introduced and reviewed at the September 16 meeting. Mr. Fozard moved and Dr. Pawelczyk seconded to approve the motion. There was no discussion. All board members present voted aye on a roll call vote. The motion passed unanimously.

X. DISTRICT GOAL CATEGORY: FACILITIES and GROUNDS

State High Construction Project: Massaro’s final estimate and final construction documents
Mr. Poprik reviewed the three bullet points they would be reviewing, spoke on Massaro’s final estimates and final construction document, and the October 5 meeting that the Board would be voting on permission to bid the project, approve final construction documents, and the PlanCon approvals. He explained the team would advise the Board prior to the bid. It is critical for the next three years of construction for a flawless set of documents. They have been working the last few days and will continue working in the coming days on the final set of documents. CRA is ready to bid but Massaro is not ready to say they are ready to bid. If they are not ready by the October 5 meeting, they will say and advise not to bid. We should know by the end of this week. Mr Poprik noted the spread between CRA and Massaro has grown at the 90%, the gap has not closed. He explained the process used for the 30% and 60% and that did not occur this time. Estimates are estimates and the bids are the reality. Delaying bids another week would not be a good use of time. The process and goals differ between both teams and explained how CRA uses data from previous projects, and Massaro looks at documents as if they are a bidder that generates a fair market value with labor costs. They are looking to see what the midpoint would be along with the market for bidding. Board members discussed: A concern for having a document like this out there, bidders may think we are expecting this amount, low bidder gets the work, documents being available on the website, will not be changing, can pay on bid day or pay for change orders, and the calendar is with the October 5 bid approval.
 
Summary Sheet
An overall High School Project summary sheet was reviewed that contained additions and renovations to both the North and South buildings. Looking at the net for Crabtree Rohrbaugh and Massaro for the sites, they are about $11 million apart. Mr. Keifer reviewed the Massaro process of 115 pages of raw data that actually differs since 60%, the three contributing factors being the physical education addition that was moved to the base, the auditorium (Crabtree Rohrbaugh had generated an update but Massaro had not), and code impacts. They need to get the right set of documents out on the street. The contingency is still higher than they would like. They have been watching the bidding calendar and there does not seem to be much action out there. A set of documents will be about $1,500. Board members discussed: the big drivers being the additions, the amount the additions added, big volume space being more expensive, the area summary 90% and having approximately 45,000 sq. ft. difference, sq.ft. total costs difference, CRA did North and South but Massaro averaged both, the net cost not including PlanCon reimbursement, the portion related to the Referendum has already been committed, this being very big and the package being ready to go, finance issue with the totals being what they are, the estimates help board members understand the range to cover, and the assumption being the district would cover the amount that is over, but is it capable to do so?

XI. FLOOR PLAN REFINEMENT FROM 90% to CONSTRUCTION DOCUMENTS
Mr. Straub spoke on the modifications to the 90% review being the locker rooms in the building, walls were not changed, but had to do more with the layout of lockers, benches, etc. There are four separate locker rooms and lockers are two-tier units of one height. Board members discussed: A new storage area at the floor below being an extension of storage, this being for grounds keeping staff, the planning for student lockers along the curved student corridor, lockers are centralized for easy access during class changes, the size of lockers being 15 x 15 inches, windows also being along the curved wall, and the lockers being strategically located. Mr. Straub added this is not much different from the last review, and being very close to the mark on classrooms and labs with zero change to those locations.
 
XII. REVIEW UPCOMING PLANCON APPROVALS
Mr. Poprik noted PlanCon F SP-15 Construction Documents for the High School Project and PlanCon G for the phased bid portion of the main bid package of the High School Project were drafts. The finals will be presented at the October 5 meeting. Board members discussed: This being elementary, middle school, high school due to the Middle Level Delta, Career and Technical Center also so looking at every building in the district, and looking across the board for reimbursement and this is a 5-12 vs. 9-12 building plus the CTC. Pages 6 and 7 classrooms on both sides, regular classrooms and special education classrooms. Special Education classrooms get full reimbursement and there is no cap. Open classrooms are seen much more now than they used to be, a teaching layout for those, and PDE will review these documents and approve.
 
XIII. REPORTS
Board Sub Committee Reports
● Subcommittee for Facilities and Grounds was assigned to do the layout of next steps for the plan for Memorial Field and the downtown campus. The board secretary will be finding a time for the meeting to be held.
● Culture, Climate and Learning Subcommittee was working on Policy 105. Curriculum and did come up with edits but realized two companion policies, 106 and 107, are associated with Policy 105. The work was incomplete unless all three policies would be brought back as a group. The committee will be meeting again to review the two policies.
 
Central Intermediate Unit (CIU) Report
Mr. Fozard noted they met last Thursday, but nothing to report.
 
PA School Boards Association (PSBA) Report
Mr. Hutchinson reminded board member of the PSBA Conference being October 13-16 in Hershey.
 
Legislative Report
Mr. Hutchinson reported not much was going on. Legislators are in committee to discuss the elimination of Act 1 but not sure it will go anywhere. Ms. Stahl spoke on sequestration and the amount of money the district is out.
 
Citizens Advisory Committee (CAC) Liaison Reports
● Athletics: Had a meeting September 15
● Facilities: Met in September and discussed the structural analysis
● Safety: Have not met but will meet in a few more weeks.
● Technology: First meeting is this Wednesday, 7:00 p.m. in the board room.

Dr. Pawelczyk requested to add an additional item to discuss. He proposed the idea of the CEEL Program for a MAGNA Award and the deadline for the application to be submitted is October 31 for the 2016 Awards. He questioned how they would go about working on this. Board members discussed: the possibility of an Ad Hoc committee, CEEL Program should be showcased, involve Ms. Messick, and it being a district-wide program. The submission is approximately five to ten pages, the program is growing, are we sure we want to ask her for a significant amount of time to do this, and could have another year so that more information could be collected. This could help us attract people to use the program, it would be definitely worth it and would like to do. Dr. O’Donnell spoke on different aspects and would need to speak with Mr. Hardy, Ms. Messick and Mr. Rosenblum. He noted that we are partnered with different community groups. There is time to do a worthwhile submission but can we submit multiple years? Concerned about the time issue for staff and administration, and will try to help do this along with communication locally.
 
XIV. FUTURE AGENDA PLANNING

Ms. Concepcion noted there would be a Special Meeting October 5 and reviewed items on the future agendas. Board member asked about a graduation report and it could be at board member’s places. Board meetings being held at the Panorama Village building location begin with the November 9 meeting.
 
XV. ADJOURNMENT
Dr. Pawelczyk moved and Mr. Leous seconded to adjourn the meeting. All board members present voted aye with a voice vote. The motion passed unanimously. Ms. Concepcion adjourned the meeting at 8:53 p.m. to an executive session.
 
Submitted by,
Mary Jenn Dorman
Board Secretary