Board Meeting Agenda/Minutes 5-23-16

May 23, 2016 Regular Board Meeting Minutes
Panorama Village Building - Meeting Room A - 7:00 p.m.
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 7:06 p.m. She welcomed all in attendance and those viewing from home. Ms. Concepcion announced the Board had an executive session May 9, 2016 on personnel, a legal matter and student discipline. They held a Retreat on May 16 for Board Development and had 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: Randy Brown, Mike Hardy, Bill Harrington, Curtis Johnson, Steve Kurzinger, Peg Pennepacker, Jason Perrin, Linda Pierce, Ed Poprik, Chris Rosenblum, Ryan Walsh, Donna Watson, Karen Wiser
Guests: Dennis Bender, Gus Colangelo, Ryan Cole, Olivia Glenning, Harry Hamilton, Lance Hamilton, Stan Hamilton, Andrew Jackson, Victoria Jackson, Susan Kukic, Tom LaPorta, Eva Letwin, Kevin Nestor, Carl Ohber, Jay Paterno, Arlene Pighetti, Rob Pillar, John Public, Frank Ready, Erika Reutzel-Bechtel, Nicki Wertz

II.         COMMUNICATIONS
Ms. Concepcion read a prepared statement regarding Athletics and noted there would be a Policy Development Committee meeting held on June 15, 2016, 10:00 a.m. in the District Administrative Building, 131 W. Nittany Ave. She appreciates the parent communication and noted that now they are aware of the upcoming meeting to provide input.

Dr. O’Donnell noted he was working with the Athletic Director and parents for a meeting to ask/answer questions. He hopes that all student athletes in spring sports are finishing out their season. This year, there were 292 more students in athletics than in 2012-13. The Board was asked to support and fund these experiences for children and hopes to find a reasonable solution for the students. He would like for them to finish the season out on a positive note.

Recent Athletic Successes:
      ● Senior Kyla Irwin was recognized as one of the 2016 Centre Daily Times Inspiring Athletes finalists. Kyla is a basketball and volleyball player who became the school’s all-time basketball scorer last season and will be attending the University of Connecticut in the fall on a basketball scholarship.
      ● The State High Girls’ Rugby Team remained unbeaten by winning the state championship with a 19-7 win over Downingtown.
      ● On Thursday, the State High boys’ and girls’ track teams won District 6 AAA titles in resounding fashion, with several individual district champions from each squad. Congratulations to everyone for your hard work and success!
      ● Mary Robert, Elementary Teacher at Radio Park Elementary School, received the 2016 Penn State College of Education Outstanding Teaching Award… Congratulations to Ms. Robert.

III.         PUBLIC COMMENT
Ms. Concepcion noted that each individual will be limited to comments of five (5) minutes as time permits for items on this agenda or related to Board business. She asked for a show of hands for those wanting to address the Board. The following audience members addressed the Board:
--Lance Hamilton spoke about being singled out and Tony Smetia on the Olympic Team and James Blake. He wants the Board to implement a policy for profiling.
--Stan Hamilton noted that no one should be singled out or dropped off and asked the Board to teach these schools about profiling. He does not want to say, “He wished they developed a policy,” but rather say, “He would be glad the policy was adopted.” He spoke on the same two gentleman as the previous person and voiced the need for profiling to be taught in schools.
--Harry Hamilton noted that his sons went before him. All are in violation, no interest in adopting a policy on profiling and urged board members to do something. He referred to the letter sent to him and talking generally, they talk about bullying, what about profiling? The board is an educational body and this needs to be taught in school, do something.
--Andrew Jackson spoke on being a speaker at Penn State about race and multicultural education. All students should know their ethnicity but it is a very sensitive topic to discuss. He attended “Let’s talk About Race,” but his concern tonight is not a happy concern. He spoke on his working as a substitute in the District for all subjects and on all levels. He was judged and evaluated without knowing what it was he did. He has been in this community for 30 years; the District no longer wanted his services, would like a meeting with board members and is bitter about the way people are treated.
--Erika Reutzel-Bechtel spoke on the Learning Enrichment Policy and noted she is a parent actively involved and there is a degree of change warranted. She reviewed information on universal screening, the emphasis improvement in curriculum, transparency, and pull out structure of students from the classroom. There is a lack of clarity; acceleration and differentiation are terms strongly associated with pull out. Suggested a new name for the program for a fresh approach, provided information on staffing regarding the cohort districts, and spoke on the community engagement for the high school project but never offered the community option for this. A copy of Ms. Reutzel-Bechtel’s remarks is part of the official minutes.

IV.         ROUTINE APPROVALS
A motion to approve the Routine Approval Listing as presented.
--Financial Reports for March 2016
--Budget Transfers for April 2016
--Approval for second Rotary Youth Exchange Foreign Exchange Student from Belgium
--Approval for third Rotary Youth Exchange Foreign Exchange Student from Thailand
--Approval of tuition waiver for 12th grade student for the 2016-2017 school year as presented
--Approve purchase of Lenovo Chrome books to low bidder, SHI, as presented
--Approve purchase of Samsung Tablets to low bidder, SDF Professional Computers, as presented
--Approve purchase of Hewlett Packard Printers and Print Servers as presented
--Approve purchase of Epson Projectors, Wireless Modules and Document Cameras as presented
--Approve Routine Change Orders for the High School Project and the related PlanCon I submission to PDE as presented
--Approve Routine Change Order for the Bus Garage Project as presented
--Annual Appointment of District Treasurer for the 2016-2017 school year
--Annual Approval of Bonds for Board Secretary, Board Assistant Secretary, and Board Treasurer
--Human Resources Recommendations (refer to attachment IV-N)

 

Dr. Duffy moved and Ms. Fishbaine seconded to approve the Routine Approvals as presented. Board member noted that there is a large investment in technology. This year, they all came together, explained it is a bid process and these are awarded to the low bidders. With the motion moved and seconded, all board members present voted aye on a roll call vote. The motion passed unanimously.

V.         APPROVE AMENDMENT to CRA CONTRACT for DWFMP and ELEMENTARY PROJECTS
A motion to approve the amendment to the Crabtree Rohrbaugh and Associates contract for District-Wide Facility Master Planning and future Elementary Projects as presented. Mr. Fozard moved and Ms. Fishbaine seconded to approve the motion. Board members discussed: The contracts coming at this time to accelerate the DWFMP process, being locked in even if grants are not received, the timeline could slow down if the grants were not received, and Dr. Etter pointed out a specific section of the contract. Right now we are under the constraints of the grants to have projects substantially completed by June 2018 and PlanCon reimbursement ruling that project construction must be started by June 2019. An explanation of the fee structure was given and Mr. Brown noted that there is a built in cap. With the motion to approve the amendment to the Crabtree Rohrbaugh and Associates contract for District-Wide Facility Master Planning and future Elementary Projects as presented, all board members present voted aye on a roll call vote. The motion passed unanimously.

VI.         APPROVE MASSARO CONTRACT for DWFMP and ELEMENTARY PROJECTS
A motion to approve the Massaro Construction Management Services contract for Distric-Wide Facility Master Planning and future Elementary Projects as presented. Mr. Leous 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.        APPROVE CONTRACT for WEBER MURPHY FOX for PHASE II of MEMORIAL FIELD
A motion to approve the contract proposal for Weber Murphy Fox for the Phase II of Memorial Field 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.

VIII.       ACCEPT RECEIPT of PLANCON I APPROVAL from PDE
Accept receipt of PlanCon I Approval from PDE and enter into the meeting minutes as required. Mr. Leous 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.

IX.          APPROVE HIGH SCHOOL CHANGE ORDERS
A motion to approve High School Change Orders as presented. Dr. Bader moved and Mr. Leous 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.

X.            APPROVE EXPULSION WAIVER AGREEMENT
A motion to approve Expulsion Waiver Agreement 2015-2016-4 with student and student’s parents. Mr. Hutchinson moved and Mr. Leous 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.

XI.           DISTRICT GOAL CATEGORY: FACILITIES and GROUNDS
High School Change Order Update
Mr. Poprik noted that Ryan Cole was present this evening. Mr. Jones and his wife had a daughter Friday night at 11:49 p.m. Therefore, Mr. Jones will be home for about a week and a half. Mr. Poprik proceeded to review the Change Order Update noting we are just shy of 1% to the good. Board member questioned from a general expense standpoint, are change orders more on the front, middle or end of the project? At the next meeting, Mr. Poprik noted that he would review the list of Value Engineering change orders and noted this is a unique project with first doing the spring project, then the front of the building, and then the back. There really would be three starts, three middles and three ends. High School Project Construction Update Mr. Cole provided the construction update with a PowerPoint presentation. They are tearing away at the earth to build and showed the foundation, underground plumbing work, conduit underground, the walls, first floors have been poured, vapor barriers and a concrete slab on grade. The driver’s education tower will be demolished May 24. They reached out to the Alpha Fire Department to use the tower for learning skills prior to demolishing it. Looking ahead there will be utility work this summer and Mr. Cole noted there was a reportable accident and explained the incident. The project is on schedule and the contractor does his own review, Massaro does a review, and reports what needs to be done better. Board members discussed: all the conduits, going from the North to the South building across the street and the one shown was going throughout the building. In the spring, a fiber optic conduit was laid prior to the foundation. Also, being amazed and impressed with the scale of this project and the scope being quite remarkable.

DWFMP Elementary Process Update
Mr. Brown noted this was provided by Crabtree Rohrbaugh Associates (CRA) at an earlier meeting and a New layout/format has been prepared. He reviewed the timeline phase, the design bidding 2017, PlanCon, Act 34 Hearings, survey, community process and looking at 16-month process. He reviewed the future look and how aggressive it was if grants are awarded June 13, we secure PlanCon funding, and keeping the community abreast with emails going out about different meetings in the next couple weeks. Board members discussed: option phase in July, demographic analysis in August, in July taking the information from May and June, thanked administration for all the hard work for the outreach and being everywhere, and if community members miss a meeting near them, they are welcome to attend any meeting or all. June 16 Forum being a little different, want to hear from the community, there is an information drop box like we had for the High School project, things will be on the District website home page and/or easy to find.

XII.         DISTRICT GOAL CATEGORY: STUDENT LEARNING
Secondary Textbooks for 2016-17 School Year
Mr. Hardy spoke on the Math class with students for four sections. There will be 24 books to share and an online component to access electronically. Board members discussed: The online license, the license being the first one and it is a six-year license, and a STATS course. Mr. Hardy noted the books would be at the Curriculum Office in Panorama Village for the 30-day review and will be brought back for approval.

Middle School Bell Schedule
Dr. Perrin explained this is coming to the Board as a follow up and would not need action. The document outlined the last couple of years researching a middle school bell schedule. They had gone from an eight to nine period day and continued to look at scheduling efficiencies and received formal and informal input.

Teachers and students are excited to jump into this schedule. It is a hybrid schedule, a six-day cycle with three As and three Bs. It will be implemented this fall. Board members discussed: The impact on the sixth grade, the fact that there would not be much since they are in their own hallway and will always be a little difference between them and seventh grade, knowing which day is A or B, a sixth grader in a seventh or eighth grade math class and how that is worked out, and thanked Dr. Perrin for the information.

Board members took a break form 8:25 to 8:39 p.m.

XIII.         POLICIES
Student Accident Insurance - Policy 211
Mr. Brown reported the policies have gone through the Policy Development Committee and they helped to make them more geared to our District. The Student Accident Insurance Policy will help us operationally and he is looking to acquire a waiver for those that do not have their own insurance and/or do not participate in the insurance the District provides or designated extracurricular activities. Board members discussed: West Chester School District is the only one that provides the waiver, the process would be worked through the building principal, there is no risk for the District, the waiver is more for extras, not so much the school day, it really does not say what they are waiving, and they are waiving the opportunity to take the policy. Would Like to move the document forward but with what we intend so this will be brought back on a future agenda.

Textbooks/Electronic Equivalents - Policy 108
Board members reviewed and were in agreement that the Textbooks/Electronic Equivalents - Policy 108 was “OK” to move forward as presented.

Federal Guidelines
Ms. Reinhardt noted that she was working with PSBA, PASBO and the Federal Government on the policies recommended from PSBA. PSBA puts policies together that are required and she reviewed the following:
      ● Conflict of Interest - Policy 828
          Ms. Reinhardt noted that this policy was done with verbiage verbatim as recommended. A board member noted a comma was needed after warrant.
      ● Travel Reimbursement - Policy 626.1 and Job Related Expenses - Policy 331, 431, 531

          Ms. Reinhardt noted these were job related expenses and related to Policies 331 - Administration, 431 - Professional, and 531 - Classified Employees. The words are verbatim and the green highlights are changes to the policy while the red are deletions. These three policies are almost identical and reference back to Policy. Looking to make a change to travel in one place instead of three.
      ● Federal Fiscal Compliance - Policy 626
         Ms. Reinhardt noted that we are putting this policy into place due to adding Federal Contract Policies to District business. We need the Federal Policy.
Board members discussed: A plan for how we are attacking the policies, suggested working through the High priority ones we need, will go through each section and leave no policy untouched, and as each administrator comes up against an issue, it should go to the Policy Development Committee and be addressed as priority. Policy initiations could also happen and be placed on the agenda.

XIV.         PSBA GUIDING PRINCIPLES
Dr. O’Donnell noted the Board held a work session for Board goals and roles as board members. They discussed adopting Pennsylvania School Board Association (PSBA) Principles and being able to compare how we are functioning according to PSBA. Board members discussed: Give consistency, we support and are guided by them, they are well designed; a good set of benchmarks, and could consider moving this item to action. Mr. Hutchinson moved and Dr. Bader seconded to move this item to action. All board members present voted aye with a voice vote. Mr. Hutchinson moved and Mr. Fozard seconded to approve PSBA Principles as our Guiding Principles for our Board. 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. Further discussion: Appropriate to pass these, PSBA provides a poster for all to sign, outline what we really try to do, could also be helpful to community members, and Dr. O’Donnell spoke on the Code of Conduct and it being much more comprehensive.

XV.         REPORTS
Superintendent’s Report
      Dr. O’Donnell reviewed the following dates:
            ● May 26 - The annual 1st grade Tree Planting Ceremony will take place at Community Field near the tennis courts at 4:15 p.m. Twenty-seven class trees replacing ones lost to high school construction also will be dedicated.
            ● June 2 - The District will honor retirees and 25-year employees at a reception in Mount Nittany Middle School cafeteria, at 7:00 p.m.
            ● June 11 - Commencement will take place at the Bryce Jordan Center. Board members are asked to arrive between 10:45   and 11:00 a.m. The music prelude begins at 11:00 a.m. and procession into the arena starts at 11:30 a.m.

--Board Committee Reports
           Policy Development Committee - Ms. Brandt noted that what they had gone over was discussed
tonight. Policies to be addressed at future meetings are: The Local Board Policies (000 Series), Memorials, Head Lice, Transgender, and other related policies.
           Finance and Audit Committee - They reviewed the budget update, noted the Budget Hearing is scheduled for June 6, had a presentation on capacity for Capital Projects, opportunities and schedules, the Insurance Broker and budget process for the future.
--Central Intermediate Unit (CIU) Report - The meeting is this Thursday.
--National School Boards Association (NSBA) Report - Nothing to report
--PA School Boards Association (PSBA) Report and Legislative Report - Mr. Hutchinson reported that 1552 Bill passed; HB 805 was vetoed, and noted a recommendation of the Association from the ESSA Study Group would be made from those serving from across the state and some from this room.
--Centre Region Council of Governments (COG) Liaison Report - Ms. Brandt reported they were meeting tonight and will be discussing the Kimber Fiber Optic Study. She will follow up for information.
--Citizens Advisory Committee (CAC) Liaison Reports
            Athletics - Dr. Bader reported that Weber Murphy Fox spoke on Memorial Field project and had an early discussion on what to keep - not keep, driving factors for students to be inside instead of outside the stadium, and ADA compliance. Ms. Pennepacker provided a spring sports update and noted we are ahead of the curve for coaches having certifications.
            Facilities - Ms. Fishbaine reported at the May 12 meeting, they had a High School project update that we saw tonight, spoke on the DWFMP - Elementary Focus that we also saw tonight, Weber Murphy Fox met with our Athletic Director, the Assistant Athletic Director and coaches for input on Memorial Field, and the Panorama Village Project should be complete late summer or early fall.
            Finance - Mr. Fozard noted they were meeting quarterly and the next meeting is this Wednesday.
Safety - Dr. Duffy reported the committee discussed the expanded guidelines for suicide prevention, spoke about scheduled Straight Talks for September, October and November, an update was provided on universal screening and an assessment for 9th graders coming in for emotional behavior.
            Technology - Mr. Leous noted they have not had a meeting in a while and need to schedule one.

XVI.         FUTURE AGENDA PLANNING
Ms. Concepcion noted June 6 will be the Budget hearing and a Special Meeting and the following week, June 13 would be the next regular meeting. There will be many routine renewals and annual appointments. Dr. O’Donnell spoke on an update for Strategic Planning, noting this happens every three years. We may want to have a work session this fall for looking at the next three years moving forward.

XVII.        ADJOURNMENT
Mr. Fozard moved and Dr. Bader seconded to adjourn the meeting. All board members present voted aye with a voice vote. The motion passed unanimously. Ms. Concepcion adjourned the meeting of the State College Area School District Board of School Directors at 9:23 p.m.

Submitted by,

Mary Jenn Dorman
Board Secretary