Board Meeting Agenda/Minutes 11-28-16

I.            CALL TO ORDER AND PLEDGE OF ALLEGIANCE
Ms. Concepcion called the State College Area School District Board of School Directors regular meeting to order at 7:05 p.m. She welcomed all in attendance and those viewing from home. Ms. Concepcion noted the Board held an executive session November 14, 2016 on personnel and student discipline. 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, Scott Fozard, David Hutchinson, Jim Leous, Laurel Zydney
Board members absent: Penni Fishbaine
Acting Board Secretary: Mary Kay Montovino
Student Representative: Ally Ellis, Adam Schram
Solicitor: Scott Etter
Superintendent: Robert O’Donnell
District Personnel: Sara Bresler, Anne Bruce, Eric Davy, Mary Jenn Dorman, Lynn Fritz, Joyce Hall, Nabil Mark, Jacque Martin, Linda Pierce, Ed Poprik, Donna Reinhardt, Chris Rosenblum, Eugene Ruocchio, Colleen Sheehan, Cindy Vella, Donna Watson
Guests: Rick Bair, Leslie Brautigam, Tom Beckett, Jessica Buckland, Peter Buckland, Lisa Chiesa, Anna Childe, Jake LeVan, Kevin LeVan, Robert Lingenfelter, Marion Sheridan, Leon Valsecki,

II.            COMMUNICATIONS
Dr. O’Donnell welcomed Adam Schram - student representative from Delta to the table.

Dr. O’Donnell congratulated the drama students for two excellent and entertaining plays this month. Mount Nittany Middle School performed “Little Women the Musical” and the State High Thespians staged “Peter and the Starcatcher.”

He noted two District teams, football and girls’ volleyball, recently ended their state title runs - Football in the Class 6A playoff first round and volleyball in the Class 4A playoff semifinals.

III.            PUBLIC COMMENT
Ms. Concepcion noted each individual would be limited to comments of five (5) minutes as time permits for items on this agenda or related to Board business.

-- Peter Buckland thanked board members for all they do and spoke as a colleague, parent and friend regarding the Park Forest Principal. He spoke on her democracy, environment awareness and kindness and that taxpayers and parents should have an explanation.
-- Jessica Buckland spoke to Ms. Stoicovy’s character, her role and how she was respected and loved by many. She shared how her son is feeling as a 4th grader and the opportunity that might not be available to him as a 5th grader, and noted that parents are very aware and will be paying close attention to things going on.
-- Leslie Brautigam spoke on attending the last PTO meeting with Mr. Bock and Ms. Colangelo extending their day to attend. They graciously listened to parents concerns and answered questions being very respectful and open. She thanked them both for their leadership during this transition and PFE being able to move forward in a positive direction.

IV.            ROUTINE APPROVALS
A motion to approve the Routine Approval Listing as presented.
--Out-of-State/Overnight Student Travel
--Work Session Minutes November 9, 2016
--Board Work Session Minutes November 10, 2016
--Board Regular Meeting Minutes November 14, 2016
--Finance and Audit Committee Meeting Notes November 17, 2016
--Class of 2020 Student Activity
--Budget Transfers for October 2016
--Annual Bid Award for Copier Paper to low bidder, Contract Paper Group, Inc., in the amount of $74,222.40 as presented
--Human Resources Recommendations (refer to attachment IV-I)

Mr. Fozard moved and Mr. Leous seconded to approve the listing of Routine Approvals as presented. There was no discussion. With the motion moved and seconded above, all board members present voted aye on a roll call vote. (Ms. Fishbaine was absent.) The motion passed unanimously.

V.            ACCEPT 2015-2016 AUDITED FINANCIAL STATEMENTS
A motion to accept the 2015-16 Audited Financial Statements as presented. Mr. Fozard moved and Dr. Duffy seconded to accept the motion as presented. Ms. Watson introduced Rick Bair who provided a high level overview presentation. He spoke on the Financial Statement as of June 30, 2016, the MD&A on Page 6, the net deficit of $88 million due to inclusion of net pension liability, the amount of revenue versus expenses helped to reduce the deficit, federal funds and the fact that overall, the District is in a very strong position. Board members thanked both Ms. Watson and Ms. Reinhardt, along with Mr. Brown for doing a great job. With the motion moved and seconded above to accept the 2015-16 Audited Financial Statements as presented, all board members present voted aye on a roll call vote. (Ms. Fishbaine was absent.) The motion passed unanimously.

VI.            APPROVE HIGH SCHOOL PROJECT CHANGE ORDERS
A motion to approve High School Project Change Orders as presented below:
                Mechanical Contractor CO #04, in the amount of $5,301.00
                Electrical Contractor CO #14, in the amount of $1,613.14
Mr. Leous moved and Dr. Duffy seconded to approve the motion. There was no discussion. With the motion moved and seconded above, all board members present voted aye on a roll call vote. (Ms. Fishbaine was absent.) The motion passed unanimously.

VII.           APPROVE COMPREHENSIVE PLANNING for SUBMITTAL by NOVEMBER 30, 2016
A motion to approve the Comprehensive Planning required by PDE with superintendent signature and submittal by November 30, 2016. Mr. Leous moved and Dr. Duffy seconded to approve the motion. Board member asked if this has been viewed by public and Dr. O’Donnell noted it has been on the website and available for public to view for 30-days as required by the state. The planning is for a three-year period and State requires approval one year before it starts. As we work on the Comprehensive Plan, we can go in and make changes to the existing document, especially in the spring. There was a concern for going back to look at Gifted Education and Dr. O’Donnell noted we can look at and update as needed, it is not a one and done. With the motion moved and seconded above to approve the Comprehensive Planning required by PDE with superintendent signature and submittal by November 30, 2016, all board members present voted aye on a roll call vote. (Ms. Fishbaine was absent.) The motion passed unanimously.

VIII.         APPROVE NEW COURSE PROPOSALS for 2017-2018 SCHOOL YEAR
A motion to approve the new course proposals for 2017-2018 school year as presented at November 14 meeting to be added to the course selection guide. Mr. Leous moved and Mr. Fozard seconded to approve the motion. There was no discussion. With the motion moved and seconded above, all board members present voted aye on a roll call vote. (Ms. Fishbaine was absent.) The motion passed unanimously.

IX.            APPROVE EXPULSION WAIVER AGREEMENT
A motion to approve the Expulsion Waiver Agreement 2016-2017-02 with student and student’s parents. Mr. Leous 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.  (Ms. Fishbaine was absent.) The motion passed unanimously.

X.            EXTENSION of APPROVED RESEARCH PROPOSAL
Extension of Approved Research Proposal
Dr. O’Donnell explained this research was originally approved last year for two years working with adults and one-year with students. Anne Whitney is known in the district and works well with many. She is requesting a second year to be working with students also. Board member questioned if the extension was for more extensive work or that she needed more time, and Dr. O’Donnell responded it was a time issue. Board member asked if it would help to move this to action tonight and it was noted they would appreciate getting started. Dr. Bader moved and Mr. Leous seconded to move this item to action. There was no discussion. All board members present voted aye with a voice vote. (Ms. Fishbaine was absent and Ms. Brandt left the meeting.) The motion passed unanimously. Dr. Bader moved and Mr. Leous seconded to approve the requested extension for the research proposal. There was no discussion. With the motion moved and seconded, all board members present voted aye on a roll call vote. (Ms. Fishbaine was absent and Ms. Brandt left the meeting.) The motion passed unanimously.

Proposal for Memorial Field
Dr. O’Donnell noted that Anna Childe and Robert Lingenfelter from Weber Murphy Fox were present to provide a presentation on Memorial Field. A decision will need to be made in February, a public forum is tentatively scheduled for Monday, January 16, 2017, at the High School North Auditorium. They started with the program phase to understand the District’s vision and goals and tonight they bring two options to show. Ms. Childe noted they do have two options to show and there are many commonalities in both options. She spoke about the constraint for parking, The Verizon line that runs underground through the parking lot that creates a boundary, and the bus area for both options remaining at Fraser Street. They will bring seat total to 3,000 seats with an alternate bid to add 500 seats along Nittany Ave. Both A and B Options have an ambulance/vehicle ramp access onto the field. Ms. Childe reviewed the advantages of each: Option A work would be completed in a quicker timeframe and Option B has more plaza space and a more open feel. She reviewed restroom and concession placement for each option also. Mr. Poprik added that sometime in the next two months, they would be coming to the Board for an approved choice of Option A or Option B and asked what questions they may need answered for them to make this decision. Board members had a lengthy discussion with many questions and comments. Out of this discussion came: The scoreboard may need moved for the ramp, they did speak with trainers about the access onto the field, need to look at the traffic flow and access to the field for teams in Option B, the constraints for parking behind the existing home bleachers, Option A not having much room for expansion above 3,500 seats in the future but Option B would, the desire of the venue being able to have people inside for the game, parent's’ comfort level for viewing children, not sure of the advantage having the Nittany Avenue building, and importance for the Option that is best for student, home and visitor attendee’s experience. Nice to have the classroom in Option A but would need to be an add-on for Option B, look for having a way to have circulation within Memorial Field in Option B and that may help with the decision for the right Option. Dr. O’Donnell added that it might also be helpful to look into the Verizon lines and easement a little more, found out exactly how close it is to the bleachers and the cost to move. This presentation is attached to the website agenda for public review.

Review Athletic Field Master Plan RFP
Mr. Poprik noted this was reviewed with the Facilities and Grounds Committee and the CAC for Facilities and both discussed the possibility to delay this item. They are dealing with significant issues and thought it would make sense to do a Master Plan across the District. Need to have the number of sports, participation, what we need and what we have. Athletic fields have not been addressed. While they are needed, at this time there are many projects going on and could delay a full scale Master Plan until 2017 or 2018. He highlighted specific issues:

1. Track Facility - add lights

2. Diamond sports on Community Field - Have fall sports practice until late November and can not grow grass from November through March for nice field for baseball and softball.

3. The natural grass field at the High School North building - want to convert to turf

Mr. Poprik noted he would like the Board to authorize additional work with CRA for the track/field. CRA could start to look at and have a cost associated with these. He was thinking more in the line of thousands but not tens of thousands. Dr. O’Donnell spoke on the South Track seating and the ongoing seating discussion, and lights at the South Track would allow other activities. Would need to spend some limited funds to have CRA explore some options.

Board members took a break from 8:54 to 9:09 p.m.

XII.            DISTRICT GOAL CATEGORY: FISCAL STEWARDSHIP
Parameters and Reimbursement Resolutions for Future Debt Financing
Ms. Watson noted that Tom Beckett and Lisa Chiesa were present to provide information and answer any questions board members might have. Mr. Beckett explained his role to work with a financial plan, when the District should borrow and how much to borrow, etc. He spoke on the debt the District will pay, the Parameters Resolution, the wrap around completion of the bond issue and losing capacity when the rates go up. The resolution is written broadly, the timing of the market and getting into market very quickly.

Ms. Chiesa added if the Board passed the Parameters Resolution, they are not obligated to issue debt. It is about fiscal policy and there is no rush to do, just being prepared to react to the market and spoke on the Legal Limit Calculation.

With graphs, Mr. Beckett explained debt service and showed what is what with the color code, the impact of the wrapped debt structure, noted this excludes referendum, the middle school financing before 2025 and the fact that debt can not increase at the time of issuance.

The District has a Reimbursement Resolution in place for the High School project that enables the District
to reimburse itself after borrowing down the road. We can go back 60-days to reimburse prior to passing
the Resolution and the amount we are reimbursing has to be included in the amount of what we are borrowing. When these items come back to the board for action, they will come back as two separate items. Ms. Watson asked if the Board would like them to go ahead and advertise to move forward for these to come back on the December 5, 2016 agenda for action. All board members were in favor of this.

Personnel Requests:
Assistant Director for Physical Plant/Construction Management
Mr. Poprik explained that his present Assistant Director manages the day-to-day operations and pressures while he is at the High School. With the High School project, three elementary projects and Memorial Field, there is no horsepower in the department to do everything. A second Assistant Director for capital project management is really needed. Board member spoke on seeing the reason for this but does not know the general overview of current staffing. This position does not have a short window and could even turn into a permanent position. Mr. Poprik noted it is a role because we have projects and not project based. Dr. O’Donnell added that we do not have near the number of staff to do this and we we are going to update facilities, we need to take this on. He noted it is not coming from Mr. Poprik. This will be brought back
on the next agenda for action.

Accountant
Ms. Watson provided and reviewed information for the accountant position in the business office. All the additional reporting requirements and all grants are being funneled through the accounting office. We do have third parties to get help but this position would also allow for us to search out grants that may be available and apply for more. She requested Board consideration for this position and this item will be brought back on the next agenda for action.

XIII.            BOARD COMMITTEE REPORTS
--Finance and Audit Committee - Mr. Fozard noted they reviewed everything discussed tonight.
--Policy Development Committee - Mr. Hutchinson reported they reviewed the Proposed School Climate Policy and suggestions were made to be included. That is why it is not on tonight’s agenda but will hopefully be on an agenda in December.
--Upcoming Committee Meetings: Facilities and Grounds Committee - December 7, Finance and Audit Committee - December 15, Policy Development Committee - December 16 and Culture Climate and Learning Committee - December 20.

XIV.            REPORTS
--Central Intermediate Unit (CIU) Report - Dr. Duffy reported they reviewed online learning program, are continuing to look for expanding facilities for training that would be closer to Centre County.
--National School Boards Association (NSBA) Report/PA School Boards Association (PSBA)/Legislative - Mr. Hutchinson had nothing to report this evening.
--Citizens Advisory Committee (CAC) Liaison Reports
--Athletics - Dr. Bader reported for Ms. Fishbaine that it was a banner year for fall sports. This has been the best year for Ms. Pennepacker as Athletic Director since she has been here. Girls’ Cross Country Team finished 4th in the state, Boys’ Cross Country finished 7th in the state, Soccer went into the finals and the Girls’ Volleyball Team finished 1st in the Mid-Penn Conference and went into semi-final playoffs. Coach Waite, Girls’ Volleyball Coach was named “Mid-Penn Coach of the Year,” and Matt Lintal, Varsity Football Coach was named “Mid-Penn Coach of the Year.” The Committee also discussed the ongoing capital projects.
--Finance - Reviewed what was presented tonight.
--Safety - This will be put on the next meeting for a report.

XV.            FUTURE AGENDA PLANNING
Ms. Concepcion reviewed items for the next Board meetings.

X.             ADJOURNMENT
Dr. Duffy moved and Mr. Fozard seconded to adjourn the meeting. All board members present voted aye with a voice vote. (Ms. Fishbaine was absent and Ms. Brandt left the meeting.) The motion passed unanimously. Ms Concepcion adjourned the State College Area School District Board of School Directors’ Regular meeting at 10:48 p.m. to an executive session.

Submitted by,

Mary Jenn Dorman,
Board Secretary