Board Meeting Agenda/Minutes 10-10-16

October 10, 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 7:10 p.m. She welcomed all in attendance and those viewing from home. Ms. Concepcion noted the Board held an executive session on September 26, 2016 on student discipline, legal matter and negotiations, and held an executive session prior to this meeting on personnel, student discipline, 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 (connected by phone), David Hutchinson, Jim Leous, Laurel Zydney
Board members absent:
Board Secretary: Mary Jenn Dorman
Student Representative: Lars DeLorenzi
Solicitor: Scott Etter
Superintendent: Robert O’Donnell
District Personnel: Vernon Bock, Randy Brown, Sandy Cecco, Patty Madore, Nabil Mark, Jason Perrin, Linda Pierce, Ed Poprik, Heather Pringle, Donna Reinhardt, Chris Rosenblum, Sharon Salter, Donna Watson, Cindy Wolf, Marla Yukelson
Guests: Clancy Griffin, Cody Griffin, Kevin Nestor, Frank Ready, Grant Schucker, Jeff Straub, Lisa Turner, Claire Weaver, Susie Williams, Zach Williams, Rachel Wolf, Megan Yonushonis

II.            COMMUNICATIONS
Ms. Concepcion spoke on Nancy Wilson that was listed on the HR Report for retirement. She is a Food Service Employee with 26.5 years of service in the District and Ms. Concepcion reviewed Ms. Wilson’s employment history, noting she touched the lives of many in our District. She thanked her for her dedication and service, and wished her well in her retirement.

Dr. O’Donnell noted the DWFMP - Elementary Update Community Forum will be held October 17, at the Mount Nittany Middle School, 7:00 p.m.

LifeLink PSU Update - Ms. Yukelson introduced herself and noted she is the teacher at LifeLink PSU. Some of her students were with her this evening to report on their program. The following students spoke:
-- Luke likes the SCASD and PSU collaboration, sitting in on classes at PSU and his favorite class being abnormal psychology.
-- Zack is in his second year and he reported it is a cool program to be in and he really likes meeting many and different PSU students.
-- Cody is in his second year, he has stopped arguing so much and is learning more about many things.
-- Rachel is in her first year at LifeLink PSU and her favorite is the mentors because they are cool.
-- Grant is a senior at LifeLink PSU and his favorite part is the experiences with the program. He invited the Board to visit their classroom on the PSU campus, either all together or when each could make it.
Ms. Concepcion thanked Ms. Yukelson and students for coming and noted the Board would come to PSU LifeLink for a visit.

III.            PUBLIC COMMENT
There was no public comment.

IV.             ROUTINE APPROVALS
A motion to approve the Routine Approval Listing as presented.
--Accept Culture, Climate and Learning Committee Meeting September 20, 2016 Notes
--Accept Finance and Audit Committee Meeting September 22, 2016 Notes
--Board Meeting Minutes September 26, 2016
--Accept Policy Committee Meeting September 27, 2016 Notes
--District Bills for September 2016                                           2016-17                                    Grand Total
General Fund                                                                      $11,278,068.87                            $11,278,068.87
(checks 1025152 to 1025697 and V103563 to V103590)
Food Service Fund                                                                    178,690.92                                   178,690.90
(checks 62737 to 62814)
Athletics Fund                                                                             88,111.94                                     88,111.94
(checks 50156 to 50331)
Activities Fund                                                                              3,481.40                                       3,481.40
(checks 91485 to 91494)
Purchasing Cards                                                                        76,510.16                                     76,510.16
(For September checks 215, 448, 7451, 846)
Total All Funds                                                                  $11,624,863.29                            $11,624,863.29
--Treasurer’s Financial Reports for August 2016
--Out-of-State/Overnight Student Travel
--Annual Articulation Agreement with St. Francis University with CTC Program
--Bid Award for Desk Telephone Equipment to low bidder, Dagostino, in the amount not to exceed $11,250 as presented.
--Human Resources Recommendations (refer to attachment IV-J)
Dr. Duffy moved and Mr. Hutchinson seconded to approve the listing of Routine Approvals. There was no discussion. With the motion moved and seconded, all board members present voted aye on a roll call vote. (Mr. Fozard was connected by phone but due to phone difficulties, his vote was not heard for this roll call only.) There were eight aye votes. The motion passed unanimously.

V.            HIGH SCHOOL CHANGE ORDERS
A motion to approve change orders for the High School Project as presented below:
            ● General Contractor CO #35, in the amount of $19,641.25
            ● Site Contractor CO #17, in the amount of $81,302.50
            ● Site Contractor CO #18, as a credit of $1,380.00
            ● Plumbing Contractor CO #07, in the amount of $19,199.00
            ● Electrical Contractor CO #06, in the amount of $40,395.00
            ● Asbestos Contractor CO #02, as a credit of $3,144.00
            ● Further recommend that the Board approve PlanCon Part I for Change Order GC-35, SC-17, PC-07, and EC-06.
Mr. Hutchinson moved and Mr. Leous seconded to approve the motion. Mr. Poprik and Mr. Straub were at the table to respond to any questions. Mr. Poprik provided a brief review of the change orders. Regarding accelerating the rock work, Mr. Poprik is working with the contractor. There is no school October 20 and 21 and they are checking on working Thursday, Friday and Saturday. He still does not have an answer but trying to drive that acceleration. With the motion above moved and seconded, all board members present voted aye on a roll call vote. (Mr. Fozard was connected by phone.) The motion passed unanimously.

VI.            RESOLUTION for GENERAL FUND TRANSFERS
A motion to approve the Resolution for General Fund Transfers to Capital Reserve and Food Services Funds for the 2015-16 Fiscal Year as presented. Mr. Leous moved and Mr. Hutchinson seconded to approve the Motion. Board members discussed the amount to be transferred and not transferring the added amount from the state. Mr. Brown explained that we can not add this to the revenue but it could be put in the General Fund and/or could designate in the General Fund from last year. They spoke on items that have
come across the table that have not been done; the fact that we could improve student experience now, and having the money in Capital Reserve for projects.

It was suggested that the surplus could be identified earlier in the year instead of waiting until the end to address concerns that were brought up. It could be a one time cost, something we could budget in, and it is important to have an ongoing process on our priorities, and do this in a strategic fashion to help us build the future. Dr. O’Donnell added that in the near future, they would be bringing forward the athletic field planning.

With the motion moved and seconded above to approve the Resolution for General Fund Transfers to Capital Reserve and Food Services Funds for the 2015-16 Fiscal Year as presented, and with nine board members voting, eight board members voted aye and one board member voted nay (Ms. Zydney) on a roll call vote. (Mr. Fozard was connected by phone.) The motion passed 8 to 1.

VII.            STRATEGIC PLANNING
Dr. O’Donnell spoke on the Comprehensive Plan, the timeline, and what is required by PDE. At the next Board meeting, a roster will be provided for review, which does require Board approval. Board members will participate in the Steering Committee meeting scheduled for November 9 (8:30 a.m. to 3:30 p.m.) and he proposed the CCL Representatives from the Board. There will be a review of the District progress regarding the current plan and an initial iteration of priorities for 2017-2020. A Board work session will be held November 10 to review the Steering and Instructional Committee planning.

Dr. O’Donnell noted they would like to continue with the Four Pillars that will help to focus the work better, and he feels the Steering Committee Group and Instructional Team will bring forth a very diverse and good plan. We need to work in the parameters that the state put forward and will have a consistent approach as last time. Mutiu Fabagyi will help facilitate the process and does well with a diverse group moving in a common direction. Dr. Perrin is very involved on the planning and large goals are set, which tend to be multi-years. After some discussion, the following was noted:
         ● Possibly having the full Board involved
         ● Providing links to what we have already for review and getting information out to people
         ● Should review success of the existing plan and help board members get professional development for them to measure success. Know what are good valid ways to measure student achievement and best practices for setting benchmarks.

VIII.            DISTRICT GOAL CATEGORY: FACILITIES and GROUNDS
District Wide Facilities Master Plan - Elementary Planning Update
Mr. Brown provided a brief update on DecisionInsite analyzing the data a final time and there is more student housing lowering the number of students to 38 for the conservative model and 40 for the moderate model throughout the District K-12. He spoke on new construction vs. addition/ renovation with the later being $3.8 million lower in cost, the original eight options and Board voted down to four, and now only Option #1 would be the option. Radio Park and Houserville would be completed by June 2019 due to grants, and Corl Street could follow the same time period or lag a little behind. The District enrollment is not shrinking but expected to grow and we will need extra capacity. Corl Street will be like the size of the other buildings.

Mr. Straub reviewed what would be discussed and he noted a stronger focus is on the overall program for the spaces. He reviewed what could be used and explained the floor plans are very efficient to utilize additions/ renovations and new construction. With addition/renovation, they are looking at the shell of the building, not building new and the program will go in well. They will phase the construction, build without interrupting the education of students and planned for two phases for each building. He spoke on the timeline for new construction, renovation vs. new and effect on the bidding world, going all new and having a more efficient design, would be going to bid at the end of next summer, Radio Park being a three or four units/grade, can accommodate three now, where the add ons would be at a later date, why looking at the conservative with the percentages shown for capacity in a few years, and most of this being a Board decision.

Discussion occurred on looking at the differences in the projections, the District doing a census, the methodology behind this for a better understanding, the possibility of building Radio Park new, adding the extra unit/grade now instead of later, having the pros and cons outside of the money factor, phasing being an issue, the concern of the really tight deadline on grants, and the cost/square foot. The presentation file will be added to the agenda.

Board members took a break from 9:24 to 9:34 p.m. and Mr. Fozard disconnected by phone at 9:24 p.m.

IX.            DISTRICT GOAL CATEGORY: FISCAL STEWARDSHIP
2015-16 Management Discussion and Analysis
Ms. Watson spoke on Policy 622 that requires Board approval of the MD&A prior to inclusion in the audit statement. The Condensed Statement of Net Deficit and Condensed Statement of Activities (pages 3-6) are accrual basis statements which, as described in the Overview of Financial Statements, include long term assets and liabilities. These financial statements include the District’s estimated share of the state's PSERS liability. The Financial Analysis of the Government Fund section of the MD&A describes the variance in revenue and expense compared to the prior years (pages 8 and 9) and budget (page 10). The MD&A will be on the next meeting agenda for action and the Board will approve the entire Audit Statement at the Second meeting in November.

X.            BOARD COMMITTEE REPORTS
--Policy Committee Meeting 9/27 - The notes were approved earlier in the meeting.
--Facilities and Grounds Committee 10/5 - It was noted that all they discussed was covered tonight.
--Upcoming Committee Meeting - Finance and Audit - October 20

XI.           FUTURE AGENDA PLANNING
Ms. Concepcion noted the October 17, 2016 Community Forum for Elementary Projects would be held at Mt. Nittany Middle School, 7:00 p.m. She asked board members if they had any questions for future agenda planning and the following was noted:
                Elementary Projects and costing out
                An update on the curriculum cycle and what we have done

XII.           ADJOURNMENT
Dr. Duffy moved and Ms. Fishbaine seconded to adjourn the State College Area School District Board of School Directors meeting. All board members voted aye with a voice vote. (Mr. Fozard had disconnected by phone.) Ms. Concepcion adjourned the meeting at 9:46 p.m. to an executive session.

Submitted by,

Mary Jenn Dorman
Board Secretary