Board Meeting Agenda/Minutes 12-21-15

Watch video of the meeting through CNET1.org
 
all attachments in pdf
 
December 21, 2015 Regular Board Meeting
7:00 pm – Meeting Room A - Panorama Village Building
240 Villa Crest Drive
State College, PA 16801

I.      CALL TO ORDER AND PLEDGE OF ALLEGIANCE

II.    COMMUNICATIONS
(Press Release Preview)
         State High Project Construction Update

III.   PUBLIC COMMENT

IV.    ROUTINE APPROVALS
A. Out-of-State / Overnight Student Travel (attachment IV-A)
B. December 7, 2015 Reorganization and Regular Meeting Minutes (attachment IV-B)
C. Budget Transfers for November 2015 and FY2015 Final Budget Transfer Report (attachment IV-C)
D Treasurer’s Financial Report for October 2015 (attachment IV-D)
E. Budget Amendment - Carry Over from 2015 Title Grants (attachment IV-E)
F. Change Orders for Summer 2015 projects: (attachment IV-F)
G. Change Orders for SP15 High School Projects: (attachments IV-G)
H. Appointment of new member to CAC for Finance (attachment IV-H)
I. Winter Interscholastic Athletics Booster Organizations for 2015-2016 School Year (attachment IV-I)
J. Human Resources Recommendations (attachment IV-J)

V.     ACTION ITEMS

A. A motion to approve the new secondary course proposals reviewed at the December 7, 2015 Board meeting as presented. (attachment V-A)
B. A motion to approve the request for permission to bid 2016 capital projects as presented. (attachment V-B)
C. A motion to accept the receipt of the approved PlanCon F and note in meeting minutes as required by PDE. (attachment V-C)
D. A motion to approve the contract with St. Moritz Security Services, Inc., replacing the contract with Payton and Associates as presented. (attachment V-D)
E. A motion to approve the 2014-2015 Annual Audit as presented. (attachment V-E)
F. A motion to approve the Proposed Preliminary Budget for Fiscal Year 2016-2017 as reviewed at the December 7, 2015 Board meeting. (attachment V-F) (PowerPoint)
 
VI.    INFORMATION/DISCUSSION
A. Research Proposal: "Viable Arguments and Critique of Reasoning in a Mathematics Classroom" (attachment VI-A)
B. District Goal Category: Facilities & Grounds
         Review the Request for Proposal (RFP) for Memorial Field Project. (attachment VI-B1)
         Review selection process for testing services related to High School Project. (attachment VI-B2)
C.District Goal Category: Fiscal Stewardship
         Development and Foundation Update (attachment VI-C) (Updated Bylaws)

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
January 11, 2016 Regular Meeting

Student Government Report under Communications
**Action Items
Approve 2016-2017 School Year Calendar
Accept the RFP to be released for Memorial Field
Approve CMT Laboratories to provide testing services during High School Project
Approve purchase and installation of video recording equipment for transportation equipment
Approve Preliminary Budget for Fiscal Year 2016-2017
**Information/Discussion
Review application for referendum exceptions

January 25, 2016 Regular Meeting

**Action Items
Approve application for referendum exceptions
**Information/Discussion

February 8, 2016 Regular Meeting

**Action Items
**Information/Discussion

February 22, 2016 Regular Meeting
**Action Items
**Information/Discussion

March 14, 2016 Regular Meeting
**Action Items
**Information/Discussion
Food Service Annual Report

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 7:00 p.m. She welcomed all those attending and those viewing from home. She announced that the Board held an executive session prior to the meeting on personnel. With the agenda before them, she asked board members if there were any changes; there were no changes to the agenda.
 
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: Amy Bader, Gretchen Brandt, Amber Concepcion, Dan Duffy, Penni Fishbaine, Scott Fozard, David Hutchinson, Jim Leous, Laurel Zydney
Board members absent :
Board Secretary: Mary Jenn Dorman
Student Representative: Erik Isola
Solicitor: Scott Etter
Superintendent: Robert O’Donnell
District Personnel: Sara Brennen, Randy Brown, Mike Hardy, Jacque Martin, Sharon Perry, Ed Poprik, Gail Romig, Chris Rosenblum, Eugene Ruocchio, Colleen Sheehan, Donna Watson, Zac Wynkoop
Guests: Richard Bair, Tim Jones, Kevin Nester, Frank Ready, Jeff Straub
 
II. COMMUNICATIONS

Dr. O’Donnell noted the last day of school is tomorrow prior to the winter break. Central Office will be closed and all will be back for operations January 4, 2016.
 
State High Project Construction Update
Mr. Poprik and Mr. Jones were present to provide a brief update on the High School Project. Mr. Poprik noted they had the first pre-construction meeting last Thursday and next will be to finalize permits and the paperwork process for contractors mobilization plan and notices to proceed. The earliest target date would be January 4, 2016. There would be no action on site over the break and the front parking lot would be the first thing closed, which is anticipated for the end of January. Once that happens, process will slowly begin to proceed with earth moving, etc.
 
Mr. Leous reported that over a hundred State College middle school students participated in the Hour of Code last Friday, which is quite an accomplishment. Students had a great coding experience and he is glad it is part of our curriculum.
 
III. PUBLIC COMMENT
 
There was no public comment.
 
IV. ROUTINE APPROVALS
 
Out-of-State / Overnight Student Travel
 
Budget Transfers for November 2015 and FY2015 Final Budget Transfer Report 
 
Treasurer’s Financial Report for October 2015

Budget Amendment Carry Over from 2015 Title Grants: Requested approval to amend the 2015-2016
general fund budget to include the carryover for federal grants totaling $191,008.32 from 2014-2015.
 
Change Orders for Summer 2015 projects that included the following Change Orders for the Panorama Village Project:
Electrical Contractor CO #1 in an amount not to exceed $283
Electrical Contractor CO #2 in an amount not to exceed $1,796
Electrical Contractor CO #3 in an amount not to exceed $246 and the following Change Orders for the Bus Garage bridge repair project:
General Contractor CO #1 in an amount not to exceed $2,209
General Contractor CO #2 in an amount not to exceed $2,003
General Contractor CO #3 in an amount not to exceed $906
General Contractor CO #4 in an amount not to exceed $2,200
 
Change Orders for SP15 High School Project that included the following Change Orders for the High School Summer Project (SP15):
SP1502 in an amount not to exceed $2,044
SP1503 in an amount not to exceed $4,540
SP1504 in an amount not to exceed $867
SP1505 in an amount not to exceed $5,093
SP1506 in an amount not to exceed $968
SP1507 in an amount not to exceed $1,018
SP1508 in an amount not to exceed $1,250
SP1509 in the amount of $0.00
SP1510 as a credit of at least $4,000
SP1511 in an amount not to exceed $214,104
SP1512 as a credit of at least $2,912
SP1513 as a credit of at least $5,000
SP1514 as a credit of at least $6,500
(For background information of each change order, please refer to attachment IV-F and attachment IV-G)
 
Appointment of new member to the CAC for Finance, Ann McGlaughlin former Board liaison to the CAC
 
Winter Interscholastic Athletics Booster Organizations for 2015-2016 School Year
• State College Area High School Girl’s Basketball Booster Club
• State College Area High School Boys’ Basketball Booster Club
• State College Area High School Boy’s and Girl’s Indoor Track
• State College Area High School Boy’s and Girl’s Swim Booster Club
• State College Area High School Wrestling Booster Club
Human Resources Recommendations (refer to attachment IV-J)
 
Mr. Leous moved and Mr. Fozard seconded to approve the list of Routine Approvals as presented. There was no discussion. With the motion moved and seconded, all board members present voted aye on a roll call vote. The motion passed unanimously.
 
V. NEW SECONDARY COURSE PROPOSALS for 2016-2017 SCHOOL YEAR

A motion to approve the new secondary course proposals for the 2016-2017 school year reviewed at the December 7, 2015 Board meeting as presented. Mr. Fozard 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.
 
VI. REQUEST for PERMISSION to BID 2016 CAPITAL PROJECTS
 
A motion to approve the request for permission to bid 2016 capital projects as presented. Mr. Fozard moved and Dr. Bader 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. The motion passed unanimously.

VII. ACCEPT RECEIPT of APPROVED PLANCON F

A motion to accept the receipt of the approved PlanCon F and note in meeting minutes as required by PDE. Ms. Fishbaine moved and Dr. Duffy 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. The motion passed unanimously.
 
VIII. CONTRACT with ST. MORITZ SECURITY SERVICES, INC.
 
A motion to approve the contract with St. Moritz Security Services, Inc., replacing the contract with Payton and Associates as presented. Ms. Fishbaine moved and Dr. Duffy seconded to approve the motion. Board member questioned targeted security cameras and Mr. Brown responded that this is not related to security cameras at all. With the motion moved and seconded to approve the contract with St. Moritz Security Services, Inc., replacing the contract with Payton and Associates, all board members present voted aye on a roll call vote. The motion passed unanimously.
 
IX. APPROVE 2014-2015 ANNUAL AUDIT
 
A motion to approve the 2014-2015 Annual Audit as presented. Mr. Fozard moved and Ms. Fishbaine seconded to approve the motion as presented. Ms. Watson introduced Mr. Bair and noted the Board approved the MD&A at their last meeting. Mr. Bair was present to review highlights of the audit and answer any questions board members may have.
 
Mr. Bair reviewed information on pages one through three and noted the opinions on various funds, the opinion was qualified and the highest that can be given. Also noted on page three, the audit was done in accordance with legal guidelines. He noted page 17 had information on pension, pension being a big deal and the negative amount being due to pension liability, which districts are just finding out. Page 22 had revenues and expenditures; the District performed very well and there were no significant deficiencies or weaknesses.
 
Overall, there were very positive statements for the District. Board member questioned if the readjustment due to the pension liability would do anything to our bond rating? Mr. Bair responded that everyone else is in the same position and this would not affect the bond rating and noted this was a very clean audit. With the motion above moved and seconded to approve the 2014-2015 Annual Audit as presented, all board members present voted aye on a roll call vote. The motion passed unanimously.
 
X. APPROVE PROPOSED PRELIMINARY BUDGET for FISCAL YEAR 2016-2017
 
A motion to approve the Proposed Preliminary Budget for Fiscal Year 2016-2017 as reviewed during the December 7, 2015 Board meeting. Mr. Fozard moved and Dr. Duffy seconded to approve the motion as presented.
 
Dr. O’Donnell noted the request of the Proposed Preliminary Budget would be presented at the January 11, 2016 meeting for approval. Ongoing evaluations and refinements regarding programming would be done before bringing the final budget approval.
 
Mr. Brown noted that the Proposed Preliminary Budget for 2016-2017 is $143,684,629. He spoke on the increase of revenue for real estate and retirement, updated projections, healthcare plan design savings, updated PSERS rate projections, new revenues and exceptions generated, taking all eligible exceptions for PSERS, and results of the increased revenue and decreased expenses. The Real Estate Tax increase for 2016-2017 would be 4.32% (2.4% Act 1 and 1.92% for Referendum Tax Exemption), which does not include exceptions for PSERS expense. He reviewed the tax increase history, the amount of the Referendum Tax in comparison to the estimate being lower, and the impact on the average taxpayer. Mr. Brown reviewed information on the Tax Rebate Program ($61,000 was issued this year), $200,000 is in the budget for 2016-2017 and the Board will need to vote on this item to continue next year. He explained the impact of not taking the exceptions for 2016-2017, and the timeline of next steps in the budget process to June 2016 for Final Budget approval.

Board members questioned and discussed: Where the 1.65% came from, the Referendum Tax being a separate line item, not taking full value of exceptions, the tax increase of 2.4% and not being able to lower it due to state requirement, the proposal being what is required for us to take the exceptions, and the state budget and what that will mean for us. Mr. Brown noted that as soon as he has information on the state budget, he would provide updates to the Board.
 
With the motion moved and seconded above to approve the Proposed Preliminary Budget for Fiscal Year 2016-2017 as reviewed at the December 7, 2015 Board meeting, all board members present voted aye on a roll call vote. The motion passed unanimously.
 
XI. RESEARCH PROPOSAL
 
Research Proposal: “Viable Arguments and Critique of Reasoning in a Mathematics Classroom” 
Mr. Hardy introduced Gail Romig, an Instructional Coach for the District. Ms. Romig explained she would research ways to get kids to think about mathematical practices, their own but also listen to each other. The research would be done in a Radio Park Elementary School classroom. Board members discussed: Being very interested for how this goes, what Japanese do with elementary math, teachers already doing a lot of this stuff, this asking students to be self reflective and thinking deeper, practices action around the common core, and Dr. O’Donnell added this is looking at the right stuff and being responsive to kids and to teachers also.
 
Mr. Leous moved and Dr. Duffy seconded to move this item to action. There was no discussion. All board members present voted aye with a voice vote. The motion passed unanimously. Mr. Leous moved and Dr. Bader seconded to approve the research program as presented. There was no discussion. With the motion made above, all board members present voted aye on a roll call vote. The motion passed unanimously.
 
XII. DISTRICT GOAL CATEGORY: FACILITIES and GROUNDS
 
Review the Request for Proposal (RFP) for Memorial Field Project
Mr. Poprik explained this has been before the Board several times and looking to release this in early 2016. He wanted to provide one more opportunity for board members to ask questions prior to the approval action coming in January. Board members discussed: This not being really time sensitive, the RFP being for design purposes and not a response from contractors, and approving the RFP would support moving forward with the Memorial Field Project. Mr. Poprik explained that there is no specific process for reviewing proposals and they have been done various ways. They usually go through the Facilities and Grounds Subcommittee and also are taken to the CAC for Facilities. This will be back on the January 11 meeting agenda for approval. Review selection process for testing services related to High School Project
 
Mr. Poprik explained the Selection Process and RFP for Services. Centre Region Code Office requires a third party for a laundry list of items for inspection. A scoring matrix was applied as part of the evaluation process and District administration in collaboration with Massaro Construction Management Services are recommending CMT Labs Inc. for these services. CRA also supports the recommendation that will be brought for approval on the January 11 meeting agenda. Board members discussed: Having all the contractors in place and needing this to happen, the building inspections from COG, Building Code, and samples being taken and Code officials review. Board member questioned moving this to action and Mr. Poprik responded that he would like for that to happen.
 
Ms. Zydney moved and Mr. Fozard seconded to move this item to action. All board members present voted aye with a voice vote. Ms. Zydney moved and Mr. Fozard seconded to approve CMT Labs Inc., for working on testing services for the High School Project. There was no discussion. With the motion made, all board members present voted aye on a roll call vote. The motion passed unanimously.
 
XIII. DISTRICT GOAL CATEGORY: FISCAL STEWARDSHIP
 
Development and Foundation Update
Dr. O’Donnell noted that they would be able to address questions that board members may have and they had something put together to keep the focus and purpose to help enhance opportunities for students. Mr. Brown and Mr. Olivett were present and Mr. Brown reviewed the priorities for year one, two and three noting they may remain the same, change, or be adjusted based on the survey. The survey was sent out by Affinity to flush out and drive home the next steps. He reviewed the progress of year one with ongoing and forthcoming priorities. He spoke on (EITC) Educational Improvement Tax Credit, the application for a nonprofit corporation under the Internal Revenue Service Code, Articles of Incorporation, and the ByLaws. They will need to complete the application to the state, do the annual fund appeal, and coordinate an advertising plan.
 
Under the ByLaws, in Section 2.2 the last sentence states specifically for the Education Foundation; Article 11 nondiscrimination clause that matches the District; Article 12 keeps District and Foundation separate. The Board may appoint a voting member to the Foundation Board, and then all would come to be accepted by the Board of Directors. The current policy will restrict gifts that are accepted. Policy 913 does need a revision also due to the fact that it references a CAC that has not been in existence for many years. Board members commented and discussed: all the work done on this, future board members can understand what happened now, appreciates the work on initial concerns, thanked Mr. Olivett for his expertise, and ex officio members being Mr. Brown, Dr. O’Donnell and Mr. Olivett and will create organizational structure. This being very detail oriented, making things a little more broad, never had a doubt of confidence in goals and process and thanked for the adjustments made, the need to understand the gift component based on Policy, the Superintendent being at every meeting, projects to focus on are projects District was focused on, and will help where the kids live. The Foundation advertising for itself and not the District, having collaborative events, President of the School Board as an ex officio, non-voting member to strengthen communication; to avoid concern regarding transparency, and the Foundation Board meetings and minutes be accessible like ours. Mr. Olivett explained this Foundation Board would be a fundraising group. He understands transparency but there are private conversations for those wanting privacy in a small community. Board member voiced a concern in the nature of the Board for Foundation.
 
Board president recessed the meeting from 8:52 to 9:20 p.m.
 
For clarification, board member read an email that was sent. Board president thanked Mr. Brown and Mr. Olivett for the update.
 
XIV. REPORTS

Board Sub Committee Reports

● Board Secretary reported that a meeting for the Board Subcommittee for Facilities and Grounds has been scheduled for Wednesday, January 6, 2016, and would be held at Panorama Village Building. The meeting has been scheduled to review the plans for the next phase of the Panorama Village Building.
 
● A meeting for the Culture, Climate and Learning (CCL) Subcommittee is in the process of being scheduled. The meeting will be held to review the Curriculum Policies.
 
Central Intermediate Unit (CIU) Report
The CIU is interested in expanding facilities toward the Bellefonte area. There is no solution at this time.
 
PA School Boards Association (PSBA) Report and Legislative Report
Mr. Hutchinson reported:
● House voted against the Pension Bill
● PSBA feels good about SB76 no Referendum to raise taxes
● Summary of House Bill 530 passed by the Senate with a distribution of $5.8 billion for basic education
funding formula
 ● The PlanCon Moratorium provides for state reimbursement to currently approved (Part H) to be refinanced and provides for projects already at Part G to become current. Projects in the early stages of PlanCon (Part AF) or not in the system, will create a two-year moratorium for new construction projects.
● Charter School Reforms
Public schools can now apply for a cyber, sets limits on allowable unassigned fund balances, and requires charter schools to develop and use a system for teacher evaluation that mirrors traditional public schools
 
Centre Region Council of Governments (COG) Liaison Report 
Ms. Concepcion reported that she, Mr. Poprik and Ms. Brandt attended the December 15 COG meeting and provided a High School Project presentation. It was a very positive experience.
 
Citizens Advisory Committee (CAC) Liaison Reports
● Athletics
No report
● Facilities
Crabtree Rohrbaugh is working on value engineering and came up with some money, they also talked about the Memorial Field update with the RFP, and the January meeting is cancelled so the next meeting will be in February.
● Finance
The committee had a discussion on the District proposed Preliminary Budget, the impact to Act 1 tax changes, decided to go to quarterly or as needed meeting schedule instead of monthly, and discussed the committee remaining as an advisory.
● Safety
The committee discussed:
-Screening for emotional and behavioral identifying students that need more support and could be at risk.
-Reviewed the results of bullying intervention program at Bald Eagle and students wanting to train others.
-Reviewed and spoke on the suicide prevention policy and activities Act 71 and provided feedback. Youth Mental Health Training a five-step action plan for youth in crisis.
-Update on Straight Talk one scheduled January 19 and another scheduled February 16. Topics relate to development of children and will be held at MNMS, 7:00 8:30 p.m.
● Technology
Spoke on the Hour of Code that the middle school students participated in and it was reported that they had a successful roll out of Chromebooks at the middle school.
 
XV. FUTURE AGENDA PLANNING
 
Ms. Concepcion noted there would be a Student Government report under Communications on the agenda for January 11 and approval for the 2016-2017 school year calendar. She reviewed a few items on other upcoming agendas and let board members know if there were any questions, they could contact Board Leadership.
 
XVI. ADJOURNMENT
 
Mr. Fozard moved and Ms. Fishbaine 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 9:38 p.m. to an executive session.
 
Submitted by,

Mary Jenn Dorman
Board Secretary