Board Meeting Agenda/Minutes November 12, 2018

Link to video of meeting through CNET.org

All attachments in pdf


Agenda  
November 12, 2018 Regular Board Meeting           
Panorama Village Administrative Center 
Meeting Room A - 7:00 p.m.
240 Villa Crest Drive
State College, PA  16801


I.       CALL TO ORDER 

II.      COMMUNICATIONS

III.     PUBLIC COMMENT  Each individual will be limited to comments of three (3) minutes as time permits for items on this agenda or related to Board business.


IV.      ROUTINE APPROVALS  
(7:10 p.m.)
A motion to approve the Routine Approval Listing as presented.
          A. Out-of-State / Overnight Student Travel (attachment IV-A)
          B. Finance and Audit Committee Meeting Notes October 11, 2018 (attachment IV-B)
          C. Regular Board Meeting Minutes October 22, 2018 (attachment IV-C)       
          D. Culture, Climate and Learning Committee Mtg Notes October 24, 2018 (attachment IV-D)
          E. Facilities and Grounds Committee Meeting Notes November 1, 2018 (attachment IV-E)
          F. District Bills for October 2018 (attachment IV-F)
          G. New student club/activity for 2018-2019 - The Aquaponics Club (attachment IV-G)
          H. Penn State University Schwaub Auditorium Use Agreement for Delta theatre performance (attachment IV-H)
          I. Financial Statements and Treasurer’s Report for September 2018 (attachment IV-I)
          J. Budget Amendment for 2018-2019 school year (attachment IV-J)
          K. Additional Dell Server Backup Storage Capacity (attachment IV-K)
          L. Establishment of a District-wide Amazon Business Account (attachment IV-L)
          M. Music Theater International Contract for HS Thespians' Production (attachment IV-M)
          N. Appoint new member to Citizen’s Advisory Committee for Facilities (attachment IV-N)
          O. Human Resource Recommendations (attachment IV-O)


V.       ACTION ITEMS  
(7:25 p.m.)
          A. A motion to approve the 2017-18 Financial Statement - Management Discussion & Analysis (MDA) as presented. (attachment V-A)
          B. A motion to approve secondary new courses and IB course proposals as presented at the October 22, 2018 Board meeting. (attachment V-B)
          C. A motion to approve the Lenovo Servers be directly purchased from Lenovo as the low cost optionin the amount not to exceed $63,283.20 as presented. (attachment V-C)
          D. A motion to approve the bid award for Epson Projectors to low bidder, CDW-G in the amount not to exceed $141,000 as presented. (attachment V-D)
          E. A motion to approve the bid awards for asbestos removal at Corl St. and Radio Park Elementary Schools as presented. (attachment V-E)
          F. A motion to approve permission to bid renovations for Panorama Village Building presented. (attachment V-F)
          **INFORMATION/DISCUSSION ITEM VI-B - Budget Development - Capital Financing Analysis
          G. A motion to approve permission to bid Memorial Field project as presented. (attachment V-G)
          H. A motion to approve Elementary School Projects Change Orders presented: (attachment V-H)
               Corl Street project:
               General Contractor CO #26, in the amount of $3,341.88   
               General Contractor CO #27, in the amount of $1,545.13
               Electrical Contractor CO #15, as a credit of $6,028.00
               Electrical Contractor CO #16, as a credit of $933.00
               Radio Park project:
               General Contractor CO #34, in the amount of $5,547.89
               General Contractor CO #35, in the amount of $2,679.14
               General Contractor CO #36, in the amount of $9,219.57
               Plumbing Contractor CO #03, in the amount of $2,810.00
               Plumbing Contractor CO #04, in the amount of $1,701.00
               Plumbing Contractor CO #05, in the amount of $1,061.00
               Mechanical Contractor CO #13, in the amount of $1,654.10
               Electrical Contractor CO #28, as a credit of $7,400.00
               Electrical Contractor CO #29, as a credit of $933.00
               Spring Creek project:
               General Contractor CO #18, in the amount of $4,182.12
               Mechanical Contractor CO #08, in the amount of $2,080.00
               Electrical Contractor CO #08, as a credit of $3,006.00
               Electrical Contractor CO #09, as a credit of $933.00
               Electrical Contractor CO #10, as a credit of $6,028.00
          I. A motion to approve High School Project Change Orders presented: (attachment V-I)
               General Contractor CO #183, in the amount of $5,033.70
               General Contractor CO #184, in the amount of $14,752.89
               General Contractor CO #185, in the amount of $598.94
               General Contractor CO #186, as a credit of $74,069.50
          J. A motion to approve two change orders regading High School Crosswalks: (attachment V-J1 & V-J2)
               1) Change order to add a crosswalk up at the bike path 
               2) Change order for credit due to painting modifications 


VI.      INFORMATION/DISCUSSION 
(7:55 p.m.)
          A. Research Proposal - “Post-secondary Transitions or Workers with Intellectual Disabilities” (attachment VI-A)
          B. District Goal Category: Fiscal Stewardship   
               Budget Development - Capital Financing Analysis (attachment VI-B)
          C. District Goal Category: Policies
               Revisions for Policy 009 - Policy Initiation, New Policy 821 - Weapons (attachment VI-C)


VII.
     BOARD COMMITTEE REPORTS / MEETING (8:20 p.m.)
--Culture, Climate and Learning Committee Report
--Facilities and Grounds Committee Report
--Finance and Audit Committee Report
--Upcoming Committee Meeting
               Communications Committee- Tuesday, November 20, 11:30 a.m.
               Culture, Climate and Learning - Wednesday, November 28, 10:30 a.m.


VIII.    FUTURE AGENDA PLANNING     
November 26, 2018 Regular Board Meeting
**Action Items
High School Project Change Orders
Elementary Projects Change Orders
Bid Award for MNMS HVAC 
**Information/Discussion
Elementary Projects Update
High School Projects Update
Audited Financial Statement Review


December 3, 2018 Reorganization Board Meeting
Select President
Select Vice President
Approve Board Member Annual Appointments of Interest
Approve 2019 Board Meeting Schedule


December 3, 2018 Regular Board Meeting
**Action Items
Approve Audited Financial Statement
High School Project Change Orders
Elementary Projects Change Orders
**Information/Discussion


December 17, 2018 Regular Board Meeting
**Action Items
High School Project Change Orders
Elementary Projects Change Orders
**Information/Discussion
Elementary Projects Update
High School Projects Update


IX.      ADJOURNMENT

BOARD WORK SESSION AGENDA attached here

 


November 12, 2018 Regular Board Meeting
Panorama Village Administrative Center                    Approved Minutes
Meeting Room A - 7:00 p.m.

240 Villa Crest Drive
State College, PA  16801

I.      CALL TO ORDER
Ms. Concepcion called the State College Area School District Board of School Directors regular meeting to order at 7:01 p.m. She welcomed all attending and those viewing from home. Ms. Concepcion announced the Board held an executive session on October 8, 2018 for a legal matter, student discipline and personnel; October 22, 2018 for security, property and a legal matter; and also prior to this meeting on security, property, and student discipline.

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, Lori Bedell, Gretchen Brandt, Amber Concepcion, Dan Duffy, Scott Fozard, David Hutchinson, Jim Leous, Laurel Zydney
Board members absent
:
Board Secretary
: Mary Jenn Dorman
Student Representative
: Helena Hayes
Solicitor
: Scott Etter
Superintendent
: Robert O’Donnell
District Personnel
: Randy Brown, Molly Gazda, Tom Gazda, Nabil Mark, Jacque Martin, Mardi McDonough, Andy Merritt, Chris Merritt, Kathy Pechtold, Sharon Perry, Linda Pierce, Ed Poprik, Chris Rosenblum, Sharon Salter, Jackie Saylor, Will Stout, Fanessa Thompson, Donna Watson
Guests
: Sherry Ankney, Kelly Conron, Baron Cao, Lori Duffy, Traci Edelman, Sequoia Falcone, Kenzie Flanders, Nicole Himpele, Tim Jones, Glen Kreiner, Abbie LaPorta, Iris Li, Cameren McCurdy, Priya Mitra, Courtney Morrison, Roshni Raj, Jane Rubba

II.      COMMUNICATIONS
Dr. O’Donnell spoke on the following items:

  • Operation Sunshine - Organizers of State High’s successful Operation Sunshine hurricane relief effort were present, a partnership of the National Honor Society, Key Club, Interact Club, Journalism Program and Student Government. He recognized the fantastic effort by students and social studies teacher Andy Merritt for the Public Schools of Robeson County in North Carolina. Their empathy, efforts, caring spirits and goodwill makes us all very proud.
  • This week is American Education Week to celebrate public schools and the role they play in our communities. He thanked the District’s educators - teachers, counselors, librarians, coaches, paraprofessionals, staff members, food service employees, physical plant employees, bus drivers and administrators for their work every day with students.
  • Veterans Day was officially observed today and he acknowledged all of the veterans who work in our district and thanked them for their service. He noted various programs and classroom activities were held to commemorate the day.
  • He congratulated Mount Nittany Middle and Elementary Schools for their fourth annual clothing drive over the weekend. Shoppers were able to browse for free clothing and anything left over was donated to charity.
  • The football team’s season continues Friday, 7:00 p.m. in Hazleton against Delaware Valley High School in the first round of state playoffs and wished them good luck.
  • The State High Thespians fall production, “Tragedy of Macbeth” will take place in the high school auditorium, next to the cafeteria this Friday and Saturday, 7:00 pm, and Sunday at 2:00 p.m.

III.     PUBLIC COMMENT
There was no public comment.

IV.     ROUTINE APPROVALS
A motion to approve the Routine Approval Listing as presented.
-- Out-of-State / Overnight Student Travel
-- Finance and Audit Committee Meeting Notes October 11, 2018
-- Regular Board Meeting Minutes October 22, 2018      
-- Culture, Climate and Learning Committee Mtg Notes October 24, 2018
-- Facilities and Grounds Committee Meeting Notes November 1, 2018
-- District Bills for October 2018            
2018-19                     Total
General Fund                                       $12,906,492.09   $12,906,492.09
(checks 1039214 to 1039914 and V1040430 to V1040457)
Food Service Fund
                                176,539.07          176,539.07
(checks 64326 to 64369 )
Activities Fund                                         35,964.82
          35,964.82
(checks 92152 to 92185)
Purchasing Cards
                                     84,394.28          84,394.28
(Oct. 2018 - checks 240, 7758, 889)
Total All Funds                             $13,203,390.26   $13,203,390.26
-- New student club/activity for 2018-2019 - The Aquaponics Club
-- Penn State University Schwab Auditorium Use Agreement Delta theatre performance
-- Financial Statements and Treasurer’s Report for September 2018
-- Budget Amendment for 2018-2019 school year in a total amount of $2,000
-- Additional Dell Server Backup Storage Capacity
-- Establishment of a District-wide Amazon Business Account
-- Music Theater International Contract for HS Thespians’ Production
-- Appoint new member to Citizens Advisory Committee for Facilities
-- Human Resource Recommendations (refer to attachment IV-O)

Mr. Fozard moved and Dr. Duffy seconded to approve the 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.     APPROVE 2017-2018 FINANCIAL STATEMENT - MD&A
A motion to approve the 2017-18 Financial Statement - Management Discussion & Analysis as presented. Mr. Fozard moved and Dr. Duffy seconded to approve the motion. It was noted this has been discussed in the Finance and Audit Committee meeting and at the last Board meeting. With the motion moved and seconded above, all board members present voted aye on a roll call vote. The motion passed unanimously.

VI.   APPROVE NEW SECONDARY and IB COURSE PROPOSALS
A motion to approve secondary new courses and IB course proposals as presented at the October 22, 2018 Board meeting. Dr. Duffy moved and Dr. Bader seconded to approve the motion. Board member thanked Ms. Pechtold for putting together the sample schedules. Board member also noted concerns for IB Programme, the outreach, and would appreciate an update in February on numbers for both IB and AP. Ms. Martin explained the outreach pieces are now being planned, no courses are being eliminated, and this being an additional option for students. The philosophy of IB aligns with the District philosophy as well. Counselors, IB Coordinators and others will be versed for students to make the best choice. Ms. Martin also thanked teachers for the tremendous amount of work they have committed to in getting to this point. Board members thanked Ms. Martin, Ms. Pechtold and Dr. Perry noting this is very exciting, it is a valuable choice, and has excellent offerings with IB Diploma Programme and the Career-related Program. With the motion moved and seconded above to approve secondary new courses and IB course proposals, all board members present voted aye on a roll call vote. The motion passed unanimously.

VII.     APPROVE LENOVO SERVERS PURCHASE
A motion to approve for Lenovo Servers be directly purchased from Lenovo as the low cost option in the amount not to exceed $63,283.20 as presented. Dr. Duffy moved and Mr. Fozard 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.    APPROVE BID AWARD for EPSON PROJECTORS
A motion to approve the bid award for Epson Projectors to low bidder, CDW-G in the amount not to exceed $141,000 as presented. Mr. Leous moved and Dr. Duffy seconded to approve the motion. In response to a question, Mr. Brown noted there may be others coming for approval. With the motion moved and seconded above, all board members present voted aye on a roll call vote. The motion passed unanimously.

IX.      APPROVE BID AWARDS for ASBESTOS REMOVAL
A motion to approve the bid award for asbestos removal at Radio Park and Corl Street Elementary Schools to low bidder, Sargent Enterprises, Inc. as presented. Ms. Bedell 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. The motion passed unanimously.

X.       APPROVE PERMISSION to BID PANORAMA VILLAGE BLDG. RENOVATIONS
A motion to approve permission to bid renovations for Panorama Village Building presented. Ms. Bedell moved and Mr. Fozard seconded to approve the motion. Ms. Concepcion noted this was reviewed at the Facilities and Grounds Committee meeting. Mr. Poprik reviewed the diagrams provided noting they are dividing spaces that are already renovated. Part of Room C will have three office spaces and the remainder will remain a conference room, there will be partitions in computer services for staff, and in the staff lounge for storage. There will be a door into the storage area. With the motion moved and seconded above to bid renovations for Panorama Village Building, all board members present voted aye on a roll call vote. The motion passed unanimously.

XI.       DISTRICT GOAL CATEGORY: FISCAL STEWARDSHIP (INFO/DISC)
Budget Development - Capital Financing Analysis  -
Mr. Brown reported all the information was reviewed and discussed at the Finance and Audit Committee meeting last week and provided a document with information. He is comfortable where projections are and were and the purpose of the update was to review our Capital Reserve Projection (Page 1) including debt service costs for elementary schools, estimated cost for Memorial Field, which would have refinement by going to bid, other athletic fields and playgrounds, and a future middle school (PFMS), along with capital project funding needs for MNMS HVAC and North Building renovations. Contributions and interest earnings are from consistent funding of debt and capital expenses as well as earnings on cash reserves. He explained he was sharing information to increase Board understanding. The Debt Service Schedule was on page 2 and noted debt estimates/expenditures are good until changed; The Revenue, Expense, and Fund Balance Projections on pages 3 - 6; project cost summary on pages 7 - 9; and the Capital Project Budget on page 10. He reviewed other items for consideration and noted the finance committee discussed building lifecycle, estimating future project costs, and enrollment projects in terms of building needs. In preparation for full Board discussion, the administration will prepare an analysis of capital costs compared to projected facility project costs. Mr. Brown noted the Capital Reserve Transfer looks different than five to seven years ago going into the High School, and Ms. Concepcion added information on Easterly Parkway and MNMS. Board members noted: Having $2 million plus and setting this aside will help to be more planful and not have to borrow; and can do maintenance, not replacement. Capital financing is looked at all inclusive, substantial funds have been spent in the last couple of years that should not be needed on new buildings, need to look how best to plan, and page 10 of the attachments was spelled out nicely.

XII.    APPROVE PERMISSION to BID MEMORIAL FIELD PROJECT
A motion to approve permission to bid Memorial Field project as presented. Mr. Fozard moved and Dr. Duffy seconded to approve the motion. Mr. Poprik spoke on Memorial Field, advertising the bid, and the plan to bid early spring 2019 with the original completion being for fall season 2021. They were also presenting a second timeline with completion for fall 2020, which would mean the fall season of 2019 would need to be held at another location. They have discussed this due to a cost of $500,000 to $900,000 lower. Would like both timelines to be bid and on bid day, would understand the financial savings. The action would be at a future meeting to accept or rejects bids late winter or early spring. They will bid both ways; the first affecting two fall sports seasons and explained the set-up and tear-down; and have time to determine other details and what it looks like for students. Mr. Jones added that from a construction standpoint, a continuous schedule is better. Board members thanked the team for all the work on this. With the motion moved and seconded above, all board members present voted aye on a roll call vote. The motion passed unanimously.

XIII.    APPROVE ELEMENTARY SCHOOL PROJECTS CHANGE ORDERS
A motion to approve Elementary School Projects Change Orders presented:
           
Corl Street project:
           
General Contractor CO #26, in the amount of $3,341.88
           
General Contractor CO #27, in the amount of $1,545.13
           
Electrical Contractor CO #15, as a credit of $6,028.00
           
Electrical Contractor CO #16, as a credit of $933.00
           
Radio Park project:
           
General Contractor CO #34, in the amount of $5,547.89
           
General Contractor CO #35, in the amount of $2,679.14
           
General Contractor CO #36, in the amount of $9,219.57
           
Plumbing Contractor CO #03, in the amount of $2,810.00
           
Plumbing Contractor CO #04, in the amount of $1,701.00
           
Plumbing Contractor CO #05, in the amount of $1,061.00
           
Mechanical Contractor CO #13, in the amount of $1,654.10
           
Electrical Contractor CO #28, as a credit of $7,400.00
            Electrical Contractor CO #29, as a credit of $933.00

            Spring Creek project:
           
General Contractor CO #18, in the amount of $4,182.12
           
Mechanical Contractor CO #08, in the amount of $2,080.00
           
Electrical Contractor CO #08, as a credit of $3,006.00
           
Electrical Contractor CO #09, as a credit of $933.00
           
Electrical Contractor CO #10, as a credit of $6,028.00
Ms. Bedell 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.

XIV.    APPROVE HIGH SCHOOL PROJECT CHANGE ORDERS
A motion to approve High School Project Change Orders presented:
          
General Contractor CO #183, in the amount of $5,033.70
          
General Contractor CO #184, in the amount of $14,752.89
          
General Contractor CO #185, in the amount of $598.94
          
General Contractor CO #186, as a credit of $74,069.50
Mr. Fozard 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.

XV.     APPROVE TWO CHANGE ORDERS for HIGH SCHOOL CROSSWALKS
A motion to approve two change orders regarding High School Crosswalks presented:
          1.
Change order for credit due to painting modifications
          2.
Change order to add a crosswalk up at the bike path
Ms. Bedell moved and Mr. Fozard seconded to approve the motion. Mr. Poprik noted they have been discussing the crosswalks for about two months and due to modified aspects of painting, the first change order is a $4,000 credit. The second change order is separate and is to add a crosswalk at the bike path for all crosswalks to be the same from beginning to end of campus at O’Bryan Lane, and the amount is not to exceed $15,000. With the motion moved and seconded above, all board members present voted aye on a roll call vote. The motion passed unanimously.

Mr. Fozard left the meeting at 7:47 p.m.

XVI.    RESEARCH PROPOSAL
Proposal - “Post-secondary Transitions for Workers with Intellectual Disabilities”

Dr. Stout and Dr. Salter were at the table with Dr. Glen Kreiner, Professor of Management & Organization in the College of Business, at Penn State University. Dr. Stout noted the proposal was reviewed and does have Penn State IRB approval. Dr. Salter was very excited to do research at the LifeLink PSU Program and students transitioning to the workforce. Dr. Kreiner explained the research was on identity based issues focused on disabilities and the job coaches who are the bridge. LifeLink PSU Program bridges High School to full-time employment and the disadvantages of getting and keeping jobs. He plans on speaking with students and mentors, etc., and the research can also help inform the program. Board members offered very positive comments, great opportunity for students, could interview alumni and possibly speak to parents also. It was noted that Dr. Kreiner is from the College of Business vs. a person from an Education College. Dr. O’Donnell added he was anxious to see feedback and findings. Dr. Kreiner did review all that they planned to talk with and noted system thinking. Dr. Salter offered an invitation to the Board for a LifeLink PSU visit. Mr. Leous moved and Dr. Duffy seconded to move this item to action. With the motion moved and seconded, all board members present voted aye with a voice vote. (Mr. Fozard had left the meeting.) The motion passed unanimously. Mr. Leous moved and Dr. Duffy seconded to approve the research proposal presented. With the motion moved and seconded, all board members present voted aye on a roll call vote. (Mr. Fozard had left the meeting.) The motion passed unanimously.

XVII.    DISTRICT GOAL CATEGORY: FISCAL STEWARDSHIP
Budget Development - Capital Financing Analysis -
Was presented under Action prior to the Memorial Field item.

XVIII.  DISTRICT GOAL CATEGORY: POLICIES
Revisions for Policy 009 - Policy Initiation and New Policy 821 - Weapons

  • Revisions for Policy 009 - Policy Initiation - Dr. O’Donnell noted this policy has been discussed at Policy Committee meeting and referred to the edits on the draft. Board members offered that the multiple references to Guideline would change to Regulation, this looks great, an explanation was provided for the deleted line since it does not need to be in every policy, and word, frequently, since it should not happen, no need to keep. Dr. O’Donnell added that any Policy violation, he has met with the Board to discuss.
  • New Policy 821 - Weapons  - Ms. Pierce noted this was new and based on the student policy, but applies to the community at large. Students are not the only ones forbidden to bring weapons on school property. Dr. Etter provided an explanation for self defense with use of mace or pepper spray, not being in violation of the law. Clarification was given that law enforcement means police officer, someone that has jurisdiction in our area, on duty, and strike the word public in public vehicle-onto any vehicle, and Dr. Etter can review and advise.

XIX.    BOARD COMMITTEE REPORTS / MEETING
--Culture, Climate and Learning Committee Report  - Mr. Hutchinson referred people to the Information in the Committee meeting notes.
--Facilities and Grounds Committee Report - Ms. Bedell noted they spoke on much of what we did this evening on Memorial Field, Panorama Village Renovations, Crosswalks, and discussed High School North renovation projects, ramps at North and South, and new parking lot regarding paving, curbs and ramps for accessibility.
--Finance and Audit Committee Report - Ms. Concepcion noted Mr. Fozard left the meeting and reported they went through the Audit, which was very positive; Dr. Duffy added his appreciation for the depth of the Business Office, its practices, and thorough work being done.
     
Communications Committee- Tuesday, November 20, 11:30 a.m.
     
Culture, Climate and Learning - Wednesday, November 28, 10:30 a.m.

XX.     FUTURE AGENDA PLANNING
Ms. Concepcion noted a few items listed for the upcoming agendas.

XXI.    ADJOURNMENT
Ms. Concepcion asked for a motion to adjourn the meeting to a Work Session on Goals and Priorities. Dr. Duffy moved and Dr. Bader seconded to adjourn the meeting. Board member noted they were continuing with a public meeting and the work session should remain in this room for the community to see. Ms. Concepcion explained the work sessions have been done this way for a more informal conversation, have been advertised, and the results of the work session are brought back to the public meeting. With the motion moved and seconded above, a majority of the board members voted aye with a voice vote. (Mr. Fozard had left the meeting.) The motion passed and Ms. Concepcion adjourned the State College Area School District Board of School Directors regular meeting at 8:21 p.m. to a Work Session in Meeting Room B.

 

Submitted by,


Mary Jenn Dorman
Board Secretary