Board Meeting Agenda/Minutes 4-25-16

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April 25, 2016 Regular Board Meeting Minutes
Panorama Village Building Meeting - Room A
240 Villa Crest Drive
State College, PA 16801

I. CALL TO ORDER AND PLEDGE OF ALLEGIANCE
Ms. Concepcion called the State College Area School District Board of School Directors meeting to order at 7:05 p.m. She welcomed all in attendance and those viewing from home. Ms. Concepcion announced the Board had an executive session on April 18, 2016 on personnel and a legal matter. They also held an executive session prior to this meeting on personnel and a legal matter. 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: 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: James Graef
Solicitor: Scott Etter
Superintendent: Robert O’Donnell
District Personnel: Courtney Beers, Randy Brown, Cole Buchart, Mike Hardy, Pat Moore, Linda Pierce, Ed Poprik, Chris Rosenblum, Eugene Ruocchio, Sharon Salter, Joe Sepich, Donna Watson
Guests: Kosta Dussias, Tim Jones, Kevin Nester, Jeff Straub, Mark Toci

II. COMMUNICATIONS
Dr. O’Donnell announced Park Forest Elementary School was named a U. S. Department of Education Green Ribbon School for its commitment to sustainable practices, one of 47 schools nationwide and 73 educational institutes overall that received the honor. Congratulations to Park Forest community for a well-deserved award. He reviewed a few upcoming dates to note:
   ● The last Straight Talk presentation of the school year My Health Matters, with State High Students as the presenters on May 17.
   ● Schools will be in session May 27, due to this day being a snow makeup day.
   ● Commencement is scheduled for June 11.

Mr. Hutchinson reported he attended the PDS Professional Development Conference and noted the PDS Interns’ presentations were high quality and continue to get better every year. Mr. Leous, Dr. Duffy, Dr. O’Donnell, and Ms. Zydney also attended.

III. PUBLIC COMMENT
There was no public comment.

IV. ROUTINE APPROVALS
A motion to approve the Routine Approval Listing as presented.
--Budget Transfers for March 2016
--Additional Spring Interscholastic Booster Organization for 2015-2016 School Year
   • State College Area High School Baseball Booster Club
--Regular Board Meeting April 18, 2016 Minutes
--Appointment of District Solicitor as presented
--Human Resources Recommendations (refer to attachment IV-E)

Mr. Fozard moved and Mr. Leous seconded to approve the Routine Approval Listing. Ms. Concepcion noted that a board member requested an adjustment to the April 18 meeting minutes under Future Agenda Planning: Add - Ms. Zydney asked about a Learning Enrichment Update and Dr. O’Donnell responded it was being addressed at the next CCL meeting, April 2. Both Mr. Fozard and Mr. Leous agreed to move and second the motion with the adjustment. There was no more discussion. All board members present voted aye on a roll call vote. The motion passed unanimously.

V. APPROVE PLANCON PART I for the HIGH SCHOOL PROJECT
A motion to approve PlanCon Part I for the High School Project as presented. 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.

VI. VIDEO RECORDING EQUIPMENT for DISTRICT TRANSPORTATION EQUIPMENT
A motion to approve the purchase and installation of video recording equipment from AngelTrax for District transportation equipment as presented. Mr. Fozard moved and Ms. Fishbaine 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. APPOINT DESIGN TEAMS for DWFMP and AUTHORIZE to PREPARE DRAFT CONTRACTS
A motion to appoint Crabtree Rohrbaugh & Associates (CRA) and Massaro Construction Management Services as the design teams for the District Wide Facility Master Plan, authorizing the administration to prepare a draft contract for Board future action. Mr. Fozard moved and Ms. Fishbaine seconded to approve the motion. Mr. Poprik and Mr. Brown were present for any questions. Questions and discussion occurred: The number of meetings for community engagement not specified yet; the number of contracts since there are two schools and the DistrictWide Facilities Master Plan (DWFMP); the redistricting services and what they have to offer - CRA have worked with Decision Insight before; and would like to see a couple proposals. All three firms mentioned meet the requirements and CRA would make sure they can reach the timeline. The decision for Decision Insight was due to CRA having more experience with them. Having the GIS for 2009, discs from DeJong, working with our staff for local understanding, the fee structure, the Grants up to $2 million for each school, making the jump to LEED Gold and the cost that could be, this could be an advantage and bring the cost down, the biggest issue is the impact on the community and District, not just the timeframe. Need to take a thorough look at possibilities, would like to have as many children as possible attend the District, moving into construction and not getting to the educational things as curriculum and IB.

Dr. O’Donnell responded this is coming to the Board for kids to have all quality environments to be learning. Looking to do facility work with where the population is and postponing or waiting could hurt the educational piece. He is really listening to Mr. Brown about the potential savings. Mr. Brown added that the PlanCon window is still open, but will close May 15. The Board approved the Grant money and now they will come back May 9 meeting to ask for PlanCon A. This way, we will be in the pipeline and get reimbursement between $1 and $2 million. This information was just learned today and CRA is poised to take the steps for us and will return with PlanCon A for two projects on May 9 for submission by May 15. Mr. Poprik explained that PlanCon A is a project justification for the selected project. Master Planning is part of PlanCon process.

Further discussed: using the version of the High School and updating, PlanCon A submitted for each school, with High School did not submit until 30%, submission was A/B, would be looking at A/B for the elementary and also Act 34 Hearings for this process. We will need continuous monitoring for ourselves and allow for the fact we will be moving forward with the process. With the motion above to appoint Crabtree Rohrbaugh & Associates (CRA) and Massaro Construction Management Services as the design teams for the District Wide Facility Master Plan, authorizing the administration to prepare a draft contract for Board future action moved and seconded, and with all board members present, eight board members vote aye and one nay (Ms. Zydney) on a roll call vote. The motion passed 8 to 1.

VIII. APPROVE DRAFT JOB DESCRIPTIONS
A motion to approve the Draft Job Description for Supervisor of Elementary Education and Draft Job Description for Assistant Superintendent of Secondary Education as presented at the April 18 meeting. Board member questioned if the Assistant Superintendent position is being left open and Dr. O’Donnell responded there are two new job descriptions and the Assistant Superintendent position would be the role of the Supervisor of Elementary Education. With the motion moved and seconded above, all board members present voted aye on a roll call vote. The motion passed unanimously.

IX. DISTRICT GOAL CATEGORY: STUDENT LEARNING
Comprehensive/Strategic Plan Special Education Plan Submission
Dr. O’Donnell noted that Special Education is part of the Strategic Plan, this is the third or fourth interface and Special Education does not align with the Strategic Planning. It is the most constrained being that Special Education is the most regulated. It follows Chapter 14 and is audited every six years. He introduced Pat Moore. Mr. Moore explained this is highly regulatory, and wanted to focus on a couple areas: 1) identifying students with a specific disability, and 2) The use of identification RtII. The list of highlights are on page 15, 16, and 17 of what has been accomplished. We remain among the few that use this identification to help students early on without failing. The figures in time are a snapshot, caseloads shift, spoke on revisions, the assurance page that the Board President and Superintendent need to sign, needs submitted by May 1, the document has been on the website since March 1 for public review, and once submitted, PDE reviews for final approval.

Mr. Leous moved and Dr. Duffy seconded to move this item to action. Dr. Duffy also acknowledged the good work done here and expanded on what each program offered. With it moved and seconded to move this item to action, all board members present vote aye with a voice vote. The motion passed unanimously. Mr. Leous moved and Mr. Fozard seconded to approve the Comprehensive/ Strategic Plan Special Education Plan submission to PDE as presented. Board member questioned how a parent was selected to be on this and Mr. Moore responded. It was noted there were no comments on the website. With the motion moved and seconded above, all board members present voted aye on a roll call vote. The motion passed unanimously. Dr. O’Donnell added that Mr. Moore has been the “go to guy” in the District for a long time for both Special Education and Core Education. He is retiring and this will be his last night to be attending a board meeting and wished Mr. Moore well.

Proposed Refined 2016-2017 School Year Calendar
Dr. O’Donnell noted that another proposed solution is being presented for the 2016-2017 school year calendar and questioned if it would be better for our kids in the District? Mr. Hardy reported they focused on looking at the “Spring Break” week and noticed a trend over the last three years of student attendance having a significant drop. On a daily basis, attendance is 95% or higher and during this time, it is in the low 80%. The change to the calendar could help quality instruction time. The proposed change is: Start one-day earlier, have December 22 be a school day, and go one day longer in June, school ends June 9, 2017.

 

Using these three-days, covers the three days now taken during “Spring Break” week to have a full week off instead of two days. Discussion occurred: Not all District parents work at Penn State, and not all Penn State employees have off at this time. This proposal moves school to later in June, especially if there are snow days. Some schools have poorer conditions in June due to the heat, and some years, this falls right before the testing window, so need to look at every year to change. We should look at the Policy and Resolution and possibly try to combine them. The Board already approved a calendar and this is not a must to move this forward. The committee tries to follow the Resolution but has struggled to comply with all the points. In elementary, kids seem to do better and like the five-day start week, having two four-day start weeks does create a struggle to get things going. Parents are concerned with the “breaklett” calendar and not having quality education in elementary; having a solid week is better than chunks here and there. The Resolution provides guidelines and having guidelines are good, but if it does not work the reason could be provided. The value to the calendar Resolution is predictability to the start and end of school, should not throw out, and could have the committee look at the Resolution again. Maybe we should stay with what we have, should agree to look at, and could send to the Policy Development Committee for review. All we are looking at are the three days adjusted on the calendar to have the full “Spring Break” week Monday, August 29 first day of school, Thursday, December 22, being a school day, and Friday, June 9 being the last day of school.

It was decided to bring this proposed calendar back to the May 9 meeting as an action item and then talk about the next step. Need to reflect on the policy or language for the policy with the resolution to make everything work.

Board members took a break from 8:19 to 8:33 p.m.

X. DISTRICT GOAL CATEGORY: FACILITIES and GROUNDS
High School Project Change Orders Update
Mr. Poprik noted the updated change order log was provided for Board review and the value engineering change order total is $1,739,020. There is a minimum of additional $78,000 for future consideration in Group C that is still being evaluated. He spoke on the break at the lower South access road and the $5,000 investment being a wise thing since there would be no access to the kitchen or the auditorium. This would help for handicapped access to the auditorium. Ms. Concepcion requested a map or drawing so board members can understand where this will be. Mr. Poprik will provide something visual.

High School Project Construction Update
Mr. Jones provided a construction update with a PowerPoint presentation and reviewed: Reusable Concrete Wall Forms, Rebar and Formwork, PrePour Inspections, the Foundation Wall Pour, the Foundation Progress, Foundation Step for A and B Pods, CMU Walls to Grade, CMU Wall Grouting, Pod B Footprint, and an Aerial Photo of the Project. He noted all the communications they have been holding for updates and feedback, reported they have had 71 days with zero recordable accidents, and are currently on schedule.

Ms. Concepcion asked James if he would like to comment and James offered that his personal opinion is they are doing a very good job with taking student suggestions and helping them live through the project.

XI. DISTRICT GOAL CATEGORY: FISCAL STEWARDSHIP
Centre Learning Community Charter School Renewal Request
Mr. Perrin noted that Marc Toci and Kosta Dussias were in the audience. He reported that the process for the Charter School renewal was outlined at the last Board meeting on April 18. Tonight he provided the information gathered from the visit of the District team and then at the next meeting, May 9, this will be on the agenda for action unless more information is needed/ requested. All the information we requested to be provided, was produced by Centre Learning Community Charter School. Mr. Perrin provided a recommendation for moving forward and voting on the action item at the May 9 meeting. Board members had no discussion nor did they have any questions.

Nittany Valley Charter School Renewal Request Mr. Perrin noted the same information and process was done for Nittany Valley Charter School and that will be an action item on May 9 agenda as well. There was no further discussion and Dr. O’Donnell thanked Dr. Etter for including the process on the report.

2016-2017 Fiscal Year Proposed Final Budget
Dr. O’Donnell noted on Page 2 of the memo listed the key change for three core elementary teachers, one Learning Enrichment/ Gifted support teacher, Two Delta middle level school teachers, and one part-time Chinese teacher. They will monitor staffing in middle schools and 6th grade at MNMS will be big.

Mr. Brown noted that he was preparing the Board for approving the Proposed Final 2016-2017 Final Budget. The first Monday in June, June 6, will be the Budget Hearing and the second meeting in June, June 13, they will vote to approve the Final Budget. He reviewed HB1489. The Revenue by Source, Proposed Tax Increase to be 4.32% with 43.473 mileage, Impact on Taxpayer would be $130, Slight change in Expenses for 2016-2017, Percentage for 2015-16 and 2016-17 for PSERS, Health Care with slight drop, New Positions, The Active Employee Census, Charter Students / Cost per Student / Charter School Expense, Supplies and Equipment, Capital Related Costs, Minor Capital Projects, Capital Reserve Transfer, Athletics and Food Service. Board members discussed: The total athletics cost and not projects, the active employees being teachers, counselors, nurses, etc., clarification and explanation of equipment vs. supply, and how people make the requests for these. Revenue and College Heights, Middle Level Delta and capacity to 100 students, total capacity when at North building will be 120 students, and the waiting list. Larger ticket items but could not handle, could get staffing requests, no major programmatic changes at this time, class size in elementary schools, and if not needed, then would not ask for. The Development budget for this year ($120,000) and then next year (possible $20,000 increase), and questions on athletics and all that is included was explained.

XII. REPORTS
--Superintendent Report - There was no report.
--Board Committee Reports
      Communications - There is an upcoming meeting to be held May 3 on the DWFMP. The Facilities and Grounds also meet the same week and it was asked if they would like to do a joint meeting. The DWFMP is a Communication piece and a Facilities and Grounds piece and it may be effective to have a joint meeting in time but next week needs to be separate to discuss and segment out tasks. The chairs could discuss a game plan. There is a lot to do with outreach and Mr. Brown noted they will draft up what they think should occur and board members should send ideas. Mr. Brown noted they will bring this back to the Board as a proposed timeline. Reminder: The meeting will not be combined but board members are welcome to attend both.
      Culture, Climate and Learning Committee - Meeting this Wednesday at Panorama Village.
      Facilities and Grounds Committee - Meeting Wednesday, May 4, Panorama Village and will do an overview of Learning Enrichment (LE) along with a draft policy. We were directed by the state to remove LE from Gifted Education. This is not a required program by the state.
      Finance and Audit Committee - No report
      Policy Development Committee - No report, meeting to be scheduled.

--Central Intermediate Unit (CIU) Report - There is a Board meeting this coming Thursday.
--National School Boards Association (NSBA) Report - Mr. Hutchinson spoke on having a couple Board conversations from the takeaways from the conference.
--PA School Boards Association (PSBA) Report / Legislative Report - Mr. Hutchinson reported that the governor announced that he would let HB1589 become law without his signature. The PlanCon bill authorizes a $2.5 billion bond to provide for approved school construction costs. On Monday, May 9, PSBA will have a special complimentary members-only webinar to learn what the PlanCon provisions mean for school districts. This Thursday, he has been invited to participate in the first of several sessions sponsored by PDE about ESSA and new flexibilities offered to the commonwealth with information on how we can remain connected to this work.
--Centre Region Council of Governments (COG) Liaison Report - Ms. Brandt reported COG is meeting tonight and will discuss the Kimber Fiber Optic System and she had let them know she had interest in this; there is no cost involved. This is in line with what Ms. Steele and Mr. Zepp were thinking and our contract with the internet ends 2017. This could work well.
--Citizens Advisory Committee (CAC) Liaison Reports
      Athletics - Met last Tuesday, Spring sports have begun, spoke on student leadership and possibility of partners with PSU, and a visit from Jordan and Levi Norwood to talk with some high school athletes. There are going to be required certifications for coaching and we have been doing that. They provided a Memorial Field update and timeline with the athletic department, and the progress of Community Field and turf management.
Facilities - They discussed the proposal for CRA and Massaro, suggested a critical assessment of current schools noting what areas are really used and what improvements are really needed.
      Finance - Do not meet until May.
      Safety - The committee will meet this week and will review and work on a refinement of the suicide prevention guidelines.
      Technology - No meeting.

XIII. FUTURE AGENDA PLANNING
Ms. Concepcion reviewed the items on the May 9 agenda and noted if any board members had requests for future agenda planning, they could contact board leadership.

XIV. ADJOURNMENT
Dr. Duffy 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 9:34 p.m. to an executive session.

Submitted by,

Mary Jenn Dorman
Board Secretary