School Board Meeting 05/18/2009

OCTORARA AREA SCHOOL DISTRICT
PUBLIC SCHOOL BOARD MEETING
May 18, 2009 – 7:30 p.m.
Middle School Multi-Purpose Room
AGENDA
l. Lord’s Prayer
2. Pledge of Allegiance to the Flag
3. Roll Call
All present
4. Minutes
- Approve the following minutes from the Work Session of April 13, 2009
- Approve the following minutes from the Board Meeting of April 20, 2009
Approved
5. Presentations:
None
6. Information Item:
- Attached are the Discipline/Attendance Summary Reports for the Primary Learning Center, Elementary, Intermediate, Middle and High Schools.
Mr. Norris thanked them for the report.
7. Treasurer's Report:
A. That the Octorara Board of School Directors approve the General Fund Report for period ending April 30, 2009
Approved
8. Business Manager's Report:
A. Approval of Bills for Payment
Approved
9. Visitors’ Comments – Agenda Items Only

Eric Stuehrmann of Cochranville wondered if there was a way to expedite the posting of the School Board minutes, since there is no longer a paper. Minutes on the website are two months old.
He also questioned a rumor he heard concerning the elimination of languages in the Intermediate school.

10. Recommended Action Items: (Italicized items are new, they were not on the May 11, 2009 agenda)
A. That the Octorara Board of School Directors approve bid awards for the 2009-2010 school year as per attached summary for:
Art Supplies $12,423.78
Industrial Arts/Vo-Ag Supplies $9,855.54
Science Supplies $2,612.58
Copy & Computer Paper $29,708.85
Technology Bid $3,387.99
TOTAL: $57,988.74

Approved

B.That the Octorara Board of School Directors approve Winifred Sebastian as district solicitor for the 2009-2010 school year at a rate of $150 per hour.
Approved

C.That the Octorara Board of School Directors approve the Board (Tax) contribution to the athletic budget revenues in the amount of $351,000. (This is a reduction of $25,000 from 2008-2009). This contribution will include funding:
1. All previously tax-funded athletics at Octorara Area High School with the exception of Indoor Track. Indoor Track will be eliminated ($14,3237).
2. All previously tax-funded athletics at Octorara Middle School.
3. Football at 100% of operating cost.Additionally, the budget will include assessing an activity fee not to exceed $45.00 per year for an individual student.

Mr. Norris expressed his disappointment in the way this was presented. He felt they particularly needed to discuss the elimination of Indoor track as this was not presented this way on the agenda of the Work Session.

Mr. Mango shared Mr. Norris's concerns and wanted a better explanation of the activity fee.
Dr. Newcome explained that the activity fee is $ 35.00 for the first activity; $10.00 for the second activity and $0 subsequent activities.

Mr. Hume is opposed to the elimination of Indoor Track. He also wanted to know if there was relief for families with multiple children participating in activities.
Mr. Hershey asked for ideas from Mr. Hume.
Mr. Hume said he would like to see a scale formulated.

Mr. Ganow asked if Indoor Track is a PIAA sport.
Dr. Newcome said that it is not.

Mrs. Bowman said that for $45.00 students can participate in as many activities as they wish.

Mr. Ganow thinks this looks like a compromise.

Mrs. Bowman feels the Activity fee is necessary.

Mr. Mango asked for the participation numbers for Indoor Track.
Mr. Weagley stated that 35 - 40 students participate.

Members of the Board expressed concern about so many athletes being affected.

Mr. Hershey had a question about football. He wanted to know if the Board was going to limit on the amount the Board would fund.
Mr. Malone said if they did that they would need to put limits on all sports.
Mr. Hume feels that if the students are wearing the Octorara uniform the Board should fund them.

Mrs. Bicking can't support going from 0% to 100% funding of football, when they have asked the buildings to cut 20% from their budgets.

Roll Call:
Mrs. Bicking - No
Mrs. Bowman - Yes
Mr. Ganow - Yes
Mr. Hume - No
Mr. Malone - Yes
Mr. Mango - Yes
Mr. Norris - No
Mr. Stoltzfus - Yes
Mr. Hershey - Yes

D.That the Octorara Board of School Directors approve the list of current Class of 2009 Seniors of the Octorara Area High School, having been individually considered for graduation by the Octorara Board of School Directors, contingent upon their successful completion of all local and state requirements.
Approved
E.That the Octorara Board of School Directors elect John Malone as Board Treasurer from July 1, 2009 through June 30, 2010.
Approved
F.That the Octorara Board of School Directors authorize the administration to develop and file applications for external funding for the 2009-2010 fiscal year under the following federal programs:
Title I – Improving Basic Programs Operated by LEA’s
Title II (A) – Improving Teacher Quality
Title II – Educational Technology
Title III – Improving Language Instruction Programs
Title IV – Safe & Drug Free Schools
Approved
G.That the Octorara Board of School Directors approve the attached resolution for the General Fund Budget for the 2009-2010 school year and that the millage rate in real estate taxes for the school year beginning July 1, 2009 to be established at 32.23 mills for Chester County and 27.68 mills for Lancaster County in order to support the recommended 2009-2010 General Fund Budget. (Millage increase Chester County = .62, Lancaster County = .31)

Mr. Hume wanted to submit a motion to transfer $500,000 from the fund balance to have no increase in millage.

Mr. Hershey questioned whether Mr. Hume could make this motion later, as this approval is to just open the budget to public inspection. This vote does not bind the Board to these figures.

Dr. Newcome stated that the Board could give direction to the Administration now or later.
Mr. Lee said they must advertise 20 days before action.

The Board dropped Mr. Hume's motion for now.

Approved.

Dr. Newcome asked if they could discuss direction the Administration was to take.

Mr. Stoltzfus asked for the fund balance.
Mr. Carsley replied that it is $3.1 million, with $1.1 designated for specific purposes.
Mr. Norris noted that $800,000 was already moved.

Mrs. Bicking asked what the recommended percentage is.
Mr. Carsley said the recommendation is 8% unreserved, undesignated.
Mr. Stoltfus cautioned on the need to be careful for the bond ratings. The fund balance cannot be too low.

Dr. Newcome had Mr. Carsley speak about the Stimulus funds. The grant portion may be pulled by the State to cover the their shortfalls (approx. $500,000 requested by Octorara).

Mr. Mango said that the Board needs to plan ahead for retirement, health and electric deregulation. He doesn't support moving funds. He urged the Board to give Dr. Newcome direction.

Mr. Hume doesn't feel the Board understands the area we live in. He thinks the District spends too much money. He said an additional $50 in property taxes isn't much, if you have it.

Mr. Norris feels they have done due diligence to fund future costs they know about. He's comfortable that the increases are low.

Mr. Malone wanted clarification on how pensions will be accounted for on an accrual basis.
Mr. Carsley stated that the % will go from 4.78% to appros. 14%.

Mrs. Bowman agrees with Mr. Norris. She is comfortable with the budget & they need to plan ahead to not have huge increases in the future. On an assessment of 150,000, the increase is $80. The Homestead/Farmstead exclusion will cause most people's bills to be less than two years ago.

Mr. Stoltzfus asked how much is set aside for medical, electric, etc.
Mr. Carsley provided that information. He also reminded the Board that the District needs two months of cash before they can start collecting taxes.

Dr. Newcome needs further clarification as to what he should do.

Mrs. Bicking said to leave the fund balance as is.

Mr. Mango thinks the Board needs to give Dr. Newcome a firm decision.

Dr. Newcome will contact Mr. Hershey to clarify.

H.That the Octorara Board of School Directors approve the attached resolution for the 2009-2010 Homestead and Farmstead Exclusion.
Approved

I.That the Octorara Board of School Directors approved the proposal for HVAC testing and Balancing for the High School Additions and Renovations project to Tri-State Balancing Company, Royersford, PA at a cost of $54,800 as per the recommendation of the Facility Committee. (Attached tabulation)

Mr. Ganow asked why this wasn't included before. Mr. Stoltzfus replied that it was, but needed to be approved separately.
Approved.

J. That the Octorara Board of School Directors approve the change orders as per the attached list for the High School Additions and Renovations project at a cost of $90,385.99 as per the recommendation of the Facility Committee. (Attached change order log).

The majority of this is for asbestos removal above ceiling tiles. That cost is $113,000, which was offset by some credits.
Approved.

K. That the Octorara Board of School Directors approve a "Consent Assessment of Civil Penalty" with the Commonwealth of Pennsylvania, Department of Environmental Protection in the amount of $1,650 as per the recommendation of th Facility Committee. This amount will be reimbursed back to the school district from Applied WAter Management, Inc. (Attached agreement)
Approved.

Resignations:

L.That the Octorara Board of School Directors accept Ms. Sarah Smoker’s resignation as an English as a Second Language teacher at the Octorara Primary Learning Center effective June 6, 2009. (Hired August 2007)
Approved

M.That the Octorara Board of School Directors accept, with regret, Ms. Frances DeJesse resignation as a Cafeteria Employee at the Octorara High School, effective April 24, 2009. (Hired October 2004)
Approved

N.That the Octorara Board of School Directors accept Ms. Ashley Halota’s resignation as a Half-Time Learning Support/Special Education teacher at the Octorara Primary Learning Center, effective June 5, 2009. (Hired December 2008)
Approved

Hiring Approvals:

O.That the Octorara Board of School Directors approve the following substitute teachers for the 2008-2009 school year:
Wendy Bucklin (Emergency)
Jerome Moraczewski (Emergency)
Nathan Cool (Emergency)
John Burke (Emergency)
Richard Letts (Business Ed)
Amy Reynolds (Emergency)
Joseph Hawthorne (Emergency)
Approved

P. That the Octorara Board of School Directors approve the change in retirement date for Ms. Mary Kay McCann from August 21, 2009 to June 5, 2009.
Approved.

Q.That the Octorara Board of School Directors approve the following substitute Instructional Assistant at a rate of $9.40/hour for the 2008-2009 school year:
Sheri Brown
Amy Reynolds
Approved

R.That the Octorara Board of School Directors approve the attached list of student summer employees, effective June 8, 2009.
Approved.

S.That the Octorara Board of School Directors approve the employment of Ms. Cheryl Johnson as a Personal Care Assistant for the Summer Reading Camp. Ms. Johnson’s hourly rate will be $12.30/hour from June 22, 2009 through June 30, 2009 and will increase to $12.85/hour from July 1, 2009 through July 23, 2009 for approximately 20 days. (Currently employed as a One-on-One Instructional Assistant at the High School)
Approved

T.That the Octorara Board of School Directors approve the attached list of 2009 Summer Reading Program/Summer Outreach employees at the hourly rates listed.
Approved.

U.That the Octorara Board of School Directors approve the employment of Kim McCully as an Accounting Supervisor at the Octorara District Office, pending completion of employee related documents required by law and the district, at a salary of $58,000/prorated effective June 8, 2009. (Replacing Dan Carsley)
Approved

V.That the Octorara Board of School Directors approve the employment of Ms. Shara Townsend as a Summer Clerical Assistant at the Octorara Primary Learning Center. Ms. Townsend’s hourly rate will be $10.30/hour from June 8, 2009 through June 30, 2009 and will increase to $10.85/hour on July 1, 2009 through August 21, 2009 for approximately 50 days. (Currently employed as a Clerical Assistant at the Octorara Primary Learning Center )
Approved.

W.That the Octorara Board of School Directors approve the following changes in salary for the 2008-2009 fiscal year due to graduate credits earned:
Megan Munn From B+15 (45,259) to M (49,821) Step 5
Amber Karpathios From M ($51,449) to M+15 ($56,055) Step 7
Approved

X. That the Octorara Board of School Directors approve the attached list of Summer Outreach employees.
Mr. Hershey asked what they do. Dr. Newcome replied that they go into the community to help incoming Kindergarten students who need a little help before school starts.
Approved.

Y. That the Octorara board of School Directors approve the election of Jill Hardy as School Board Secretary for the term July 1, 2009 through June 30, 2013 at a rate of $30.68/hour.
Approved

Z. That the Octorara Board of School Directors approve the attainment of tenure status for the following professional employees (in accordance with Section 1108 of the current School Laws of Pennsylvania):
Joanna Bowder (PLC Reading Specialist)
Melissa Carrodo (OHS Math)
Dana Coulter (PLC 2nd Grade)
Jennifer Heneghan (OMS Music)
Melanie Johnson (OHS Special Education)
Amanda King (OIS Learning Support)
Liz Landis (OMS Communication Arts)
Matthew Livingood (OHS Science)
Christine Miller (PLC Kindergarten)
Elizabeth Mitchell (OES Speech)
Andrew Reynolds (OIS Music)
Diane Rieker (OES 4th Grade)
Margaret Schaefer (PLC Learning Support)
Janelle Sherman (OHS Social Studies)
Approved

AA. That the Octorara Board of School Directors approve the following substitute teachers for the 2008-2009 school year:
Margaret Hanning
Approved

BB. That the Octorara Board of School Directors approve the hourly rate adjustment for Ms. Beth Ann Sweigart from $8.44/hour to $8.69/hour effective May 1, 2009. Ms. Sweigart went from a Cafeteria Worker position to a Cashier at the Octorara Area High School.
Approved

CC. That the Octorara Board of School Directors approve the hourly rate adjustment for Ms. Isabel Morlando from $8.25/hour effective May 1, 2009. Ms. Morlando went from a Cafeteria Worker position to a Cashier at the Octorara Elementary School.
Approved

11. I.U./C.A.T. Board Representative's Report
Mr. Mango & Mr. Stoltzfus will attend a meeting this Wednesday concerning renovation/moving CAT-Brandywine.
Jordan Makansi reported on activities at the High SchoolMr. Hershey thanked him for being the student representative.

12. Old Business
none
13. New Business
none
14. Other Items/Concerns

Mr. Norris commented on the spring music program at the Intermediate School. It was well attended and he commends the teachers & the participants.

15. Visitors’ Comments
None

16. Board Comments
Mr. Malone attended the academic dinner & said it was nice to see academic achievement recognized.
Mr. Stoltzfus said there will be a tour of the construction at 6:00 p.m. at the next facilities meeting.
Mr. Hume thanked Dr. Newcome & the administration for a great job on the budget. He thought the OES concert was terrific.
Mrs. McNamara wanted to recognize the K-6 PTO for the Spring Fair. It was a great success.
Dr. Newcome addressed Mr. Stuehrmann's concerns from earlier in the meeting. There will always be a delay in the posting of the minutes. They can't be posted until approved. He encourages the public to attend the meetings. They are going to suspend the language exploration in 5th & 6th grade. With limited resources, the district feels it is better to use them in the upper grades. He thanked the Adminstrative team for their work on the budget.

17. Adjournment

Policy Committee Meeting - Monday, May 18, 2009 - 6:30 p.m. District Office Conference Room
Facilities Committee Meeting – Monday, June 8, 2009 – 6:30 p.m. District Office Conference Room
Next regularly scheduled Work Session – Monday, June 8, 2009– 7:30 p.m. Octorara Middle School MPR
Next regularly scheduled Board Meeting - Monday, June 15, 2009 - 7:30 p.m. Octorara Middle School MPR
Executive Session for Personnel will be held following this meeting in the District Office Conference Room