Regular School Board Meeting 4/19/2010

OCTORARA AREA SCHOOL DISTRICT

PUBLIC SCHOOL BOARD MEETING
April 19, 2010 – 7:30 p.m.
Middle School Multi-Purpose Room

AGENDA

1. Lord’s Prayer

2. Pledge of Allegiance to the Flag

3. Roll Call

1 absent
4. Approval of Minutes from the Work Session of March 8, 2010 and the Regular Meeting of March15, 2010.

approved
5. Presentations

A. Budget – Dan Carsley

                                                                                                                                                        
IMPORTANT NOTE:
Please keep in mind while reading the next section that it was an open discussion between the Administration and the Board regarding the budget.  There were a lot of ideas from both sides, which layed everything on the table for everyone to think about... the pros, cons, and unintended consequences.  There were many "think out loud" and "stream of consciousness" moments.  Just because a Board member or Administrator brought up an idea, does not mean they endorsed the idea or thought it was a "good" solution.  It was a painful, sobering discussion that was not easy to watch and even more difficult to capture.  I missed a lot in my notes because so much was being quickly thrown out there for discussion.   It was also not possible to capture tone, facial expressions or the general feeling in the room.  Please remember as you are reading this that everyone there was trying to look at every possible reduction in expenses to bring the budget under the state cap.
                                                                                                                                                          

Dr. Newcome started the discussion talking about a memo to the Board about how to get to "the number".  He recommends not using the debt service exception.

By going to the index + the 3 exceptions there is a $ 1.5M (million) gap.

He handed out the linked list that has amounts attached to reduction suggestions.

Suggested reductions with savings attached.

From Page 1:
He talked about the reduction in number of additional days for counselors at the beginning and end of the school year.   The reduction in new technology would stop the installation of promethean boards in classrooms.

Mr. Hume jumped to the bussing items.   He wondered if the district could re-open the contract and reduce costs.  Mr. Carsley responed that he had already met with Althouse Transportation & was waiting for a response.

There was a lot of discussion around discontinuing mid-day transportation.  The net result would probably be that the students that most needed to be there wouldn't be due to transportation issues.

Concerning not replacing staff who left, Dr. Newcome gave the example that if an elementary teacher left, that a class that had 20 students in it would have 22.  This suggestion covers all staff, not just teachers.

If the board would approve all items on page 1, the millage would be as follows:
35.41 for Chester County
28.39 for Lancaster County

Page 2 is if the Board wanted to cut an additional $1M.
These are the things that the Administration would like to see cut before academics.
The top items would happen before anything would be eliminated from the Technical-College High School (TCHS).
Mr. Stoltzfus asked if it would affect the program at the TCHS.  Dr. Newcome replied that it would, however, they do have the capicity to admit juniors.
Ms. Bowman wondered if it would change our contribution to the I.U. for their budget.
Ms. Johnson asked for the percentage of those students who actually go into their field of study. Dr. Newcome said he could get those numbers.
Mr. Hume asked if there would be accreditation issues for anyone starting the program as a junior.  Are these students full-time?
Dr. Newcome said that they are half-time at TCHS & half-time at Octorara.  They receive 2 diplomas; one from each school.  Some do go on to 2-yr and 4-yr colleges.

Ms. Bowman asked about the business functions; would they be having the 4-day summer work week again.  Dr. Newcome replied that they would and it is already in the budget that way.

Mr. Stoltzfus asked if the decrease of 2 buses would have an impact on the contract.  Mr. Carsley said it wouldn't.  They want to look at the buses where the number of riders is low.  There is no minimum number of buses in the contract.

Mr. Norris asked what our current Kindergarten enrollment is.  Dr. Newcome replied that there are 157 Kindergarten students (including all-day students).  Mr. Norris asked how many Kindergarten students transferring to a charter school because we didn't have mid-day transportation would negate the savings.  The reply was 5 students.

Ms. Bowman questioned rhetorically how much of these changes would cause students to transfer to charter schools.  She noted that charter schools are in much of the same predicament that Octorara is.  She wanted to know if deleting middle school sports would affect the leagues.  Dr. Newcome replied that the scheduling group for middle school is not the Ches-Mont.  He then deferred to Mr. Weagley.  It is not considered Ches-Mont, even though most of the school are in the Ches-Mont.

Dr. Newcome said that his recommendation is to do Page 1.  If the Board wants to cut another million, then they will need to go to Page 2.  If the board gives direction to look at more, he will.

The projections for upcoming years are not looking any better.  We are looking at major expenditures in 2013 for PSERS.  The items on these 2 pages will not get it done.  We are looking at potentially severe cuts in staffing.

The next piece would be to plan to let staff go.  There are some contractual pieces that prevent "slash & burn".

Mr. Carsley shared that we had built-in the phase-in for retirement in prior years, but it is not in this budget due to the significant increases in healthcare costs this year.

Dr. Newcome said that the rules of Act 1 are very clear.  We could have taxed to the max and taken all of the exceptions since it was enacted, but we chose not to do that. 

Ms. Bowman stated that even if we had done that, we couldn't have reserved enough.  This is a "perfect storm".

Mr. Ganow said this is where the state wants us to be.

Dr. Newcome said that until something moves to increase the tax base (ratables), we will be in this position.

Mr. Malone asked about the next step.

Dr. Newcome replied that the district needs to approve a preliminary budget in May.  The final approved budget must be in place by June 30th.

Mr. Ganow said the district should "go with it" (i.e. use the page 1 reductions).

Mr. Norris is afraid that the district is being "penny wise & pound foolish" with the mid-day bussing.

Mr. Malone agrees with Mr. Norris.

Mr. Norris is afraid it is a real possibility.  Dr. Newcome agrees, but everything on the page has the potential for unintended consequences.

Mr. Stoltzfus asked if there was any additional information from the state.  Will they be done the state budget by June?

Mr. Carsley hasn't heard anything, but they have already cut the general education budget.

Dr. Newcome thinks the budget will get passed sooner than it did last year, since this is an election year.

Ms. Bowman  asked about the gambling revenue.

Mr. Carsley said that the preliminary number is $718M.  The allocation is similar to last year.

Mr. Stoltzfus asked if more people has applied for the homestead exemption.  Mr. Carsley said that they haven't been given that information yet.

Mr. Hume asked if the meeting for June could be scheduled later in the month, in case we get better information from the state.  He also asked if they could reopen the budget after it passes if it is before June 30th.  The response to both was 'yes'.  There will be a decision next month as to whether they want to make the regular meeting in June later in the month.

Mr. Stoltzfus asked if the points for supplemental contracts was in the teachers' contract.  They are.

Ms. Bicking asked if they could change the number of students we send to TCHS to keep mid-day bussing.  Dr. Newcome said that there is criteria in place & the students have applied already.  The district would have to change the criteria mid-stream to change those numbers.

Ms. Johnson asked if students tend to drop out if they don't go to TCHS.  Dr. Newcome said they probably wouldn't drop out because they are pretty good students.  Although the TCHS is not a dropout stopper.  Those at risk for dropping out probably don't qualify.

Mr. Stoltzfus asked what percentage go on to a 2- or 4-year college.

Dr. Newcome believes there is a strong correlation.  He will get the numbers.

Mr. Norris asked for an explanation of the difference between TCHS and our shops (newly renovated).  Mr. Rohrer said that the program at TCHS are accredited.  We aren't accredited yet.  We have to start our programs & meet the criteria.  We should be able to eventually offer some programs as OHS.

Mr. Norris asked the administration to find out what other districts are doing in terms of bussing.

Ms. Bicking asked if we have to transport everyone or if we can cut it off at 9th grade (or some other level).  Mr. Carsley believes we have to offer to all, but he will check on it.
Ms. Bicking asked if we can ask students who drive to give up their seats on the bus.  Mr. Carsley said that we may be able to do something like charge more for parking permits if they don't give up their seat- but he would have to check on what the district is permitted to do.

Ms. Bowman asked how much longer we have on the contract with Althouse.  Mr. Carsley said that we have 1 more year.

Ms. Bowman moved back to the topic of TCHS.  She feels we may have to tighten the criteria & assess what happens to the students after they graduate.  Mr. Rohrer said that most of those students are career oriented.  Dr. Newcome stated that they are an unprotected group of students & that is why is is on the page (although he doesn't agree with it).

Mr. Norris stated that $1.2M for 100 kids for 1/2 day is a lot of money.  An argument could be made that the money could be better used to benefit more students. 

Ms. Bowman feels we move one step forward and 2 steps back.    Mr. Malone feels the price doesn't look right.  It costs about $27,000 per student on a full-time basis - students could go to a good college for that price.

Mr. Norris would like to see  the budget with and without the transportation piece.

Dr. Newcome said they would work on the budget with the items from Page 1 for the May meeting.

There was a lot of good discussion that I could not keep up with in my note taking.

6. Information Items

None.

7. Treasurer’s Report

A. That the Octorara Board of School Directors approve the General Fund Report for period ending March 31, 2010.

Mr. Malone gave the report.  Approved.

8. Business Manager’s Report:

A. Approval of Bills for Payment

Mr. Carsley gave the report. 

Mr. Norris had a question about a $0 item.  He also asked about two payments to PECO (did a month get missed?)

Approved.

9. Visitors’ Comments - Agenda Items Only

None.

10. Recommended Action Items:
(Italicized items are new; they were not on the April 12, 2010 agenda.)
A. That the Octorara Board of School Directors approve the 2010-2011 Chester County Intermediate Unit Core Services Budget in the amount of $17,192,748.
Roll Call Vote:
Mr. Malone: Yes
Mr. Hume: Yes
Mr. Norris: Yes
Mr. Stoltzfus: Yes
Ms. Bicking: Yes
Ms. Johnson: Yes
Mr. Ganow: Yes
Ms. Bowman: Yes
1 absent

B. That the Octorara Board of School Directors approve the 2010-2011 Chester County Intermediate Unit Occupational Education Budget in the amount of $22,239,178.
Roll Call Vote:

Mr. Malone: Yes
Mr. Hume: Yes
Mr. Norris: Yes
Mr. Stoltzfus: Yes
Ms. Bicking: Yes
Ms. Johnson: Yes
Mr. Ganow: Yes
Ms. Bowman: Yes
1 absent

C. That the Octorara Board of School Directors approve the additional services contract for EHC Associates relating to the design and consulting services for the Octorara Area High School asbestos containing transite soffit panel abatement not to exceed basic services fee of $3,900.

Approved.

D. That the Octorara Board of School Directors approve the attached student activity request “Youth to Youth” at the Octorara Area High School.

Approved
Resignation Approvals:
E. That the Octorara Board of School Directors accept, with regret, Ms. Linda Persing’s resignation as the District Human Resources Coordinator for the purpose of retirement effective July 2, 2010. (Hired June 9, 1983.)

Approved.
F. That the Octorara Board of School Directors accept the resignation of Ms. Laurel Vnucak as a Title I reading aide at the Octorara Middle School effective April 5, 2010. (Hired August 31, 2009.)

Approved.

G. That the Octorara Board of School Directors accept the resignation of Ms. Ashley Smith as a cafeteria cashier at the Octorara Middle School effective March 15, 2010. (Hired August 24, 2006.)

Approved.

H. That the Octorara Board of School Directors accept the resignation of Ms. Jacky Strouth as an instructional assistant at the Octorara Middle School effective March 15, 2010. (Hired August 31, 2009.)

Approved.

Hiring Approvals:
I. That the Octorara Board of School Directors approve the employment of Ms. Morgan Gamble as a mid-range substitute guidance counselor at the Octorara Primary Learning Center effective March 18, 2010 through June 15, 2010 pending completion of employee related documents required by law and the District. Ms Gamble’s rate will be $140 per day. (Replacing Lisa Steiner who is on child-rearing leave.)

Approved.

J. That the Octorara Board of School Directors approve the employment of Ms. Jean Coldiron as a mid-range substitute learning support teacher at the Octorara Area High School effective April 15, 2010 through June 15, 2010 pending completion of employee related documents required by law and the District. Ms. Coldiron’s rate will be $140 per day. (Ms. Coldiron is an approved substitute for the District and
is replacing Melanie Johnson who will be on child-rearing leave.)

Approved.

K. That the Octorara Board of School Directors approve the employment of Ms. Candice Manning as a mid-range substitute art teacher at the Octorara Primary Learning Center effective April 29, 2010 through June 15, 2010 pending completion of employee related documents required by law and the District. Ms.
Manning’s rate will be $140 per day. (Replacing Katherine Balla who will be on child-rearing leave.)

Approved.

L. That the Octorara Board of School Directors approve the employment of Mr. Christopher Henley as an ESL assistant at the Octorara Area High and Middle Schools effective April 7, 2010 pending completion of employee related documents required by law and the District. Mr. Henley’s rate will be $9.65 per
hour. (Replacing Barbara Scarcelle who resigned.)

Approved.

M. That the Octorara Board of School Directors approve a salary adjustment for Ms. Alice Lohr from $115 per day to $140 per day from January 4, 2010 through January 15, 2010. (Replacing Polly McCullough who was on medical leave.)

Approved.

N. That the Octorara Board of School Directors approve Ms. Melanie Johnson’s request for unpaid Family Medical Leave for the purpose of child rearing from approximately May 20, 2010 through June 15, 2010. Ms. Johnson is a learning support teacher at the Octorara Area High School.

Approved.

O. That the Octorara Board of School Directors approve Ms. Elizabeth Bushong’s request for unpaid Family Medical Leave for the purpose of child rearing from approximately September 21, 2010 through November 30, 2010. Ms. Bushong is a health and PE teacher at the Octorara Intermediate School.

Approved.

P. That the Octorara Board of School Directors approve Ms. Elizabeth Landis’ request for unpaid Family Medical Leave for the purpose of child rearing from approximately May 25, 2010 through June 15, 2010. Ms. Landis is a communication arts teacher at the Octorara Middle School.

Approved.

Q. That the Octorara Board of School Directors approve the following mentors at a rate of $200:
Dawn Baldt mentor for Morgan Gamble
Diane Haney mentor for Dawn Munion

Approved.

R. That the Octorara Board of School Directors approve Mr. Rich Letts as the assistant 7th grade baseball coach. This position is designated at 4 points at $545 per point. (Mr. Letts is being added due to the large number of players and the District’s no-cut policy for 7th grade.)

Approved.

S. That the Octorara Board of School Directors approve a change in salary for Ms. Charlotte Bridges from $9.65 per hour to $10.40 per hour effective immediately due to undergraduate credits earned.

Approved.

T. That the Octorara Board of School Directors approve the following changes in salary due to graduate credits earned:
Ashley DiRocco From M+30 ($61,698) to M+45 ($64,526) Step 10
Erika Porrecca From B+15 ($50,165) to M ($51,972) Step 6
Donna Edwards From Q+15 ($77,517) to Q+30 ($79,681) Step 22

Approved.

U. That the Octorara Board of School Directors award the Octorara Area High School exterior transite asbestos abatement bid to the low bidder, Altchem Environmental Services, Inc. in the amount of $78,400.

Mr. Ganow asked if this was an addition.  Dr. Newcome said that it is.  Mr. Stoltzfus said that this is what the Board had been talking about for the past few months.

V. That the Octorara Board of School Directors accept, with regret, the resignation of Ms. Cindy Franchitti as a clerical assistant at the Octorara Intermediate School effective May 21, 2010. (Hired June 18, 2001.)

Approved.

W. That the Octorara Board of School Directors accept the resignation of Ms. Leah Anderson as an instructional assistant at the Octorara Middle School effective June 15, 2010. (Hired September 13, 2007.)

Approved.

X. That the Octorara Board of School Directors approve Ms. Jade Burkhardt as a support staff substitute for the 2009-2010 school year.

Approved.

11. I.U./C.A.T. Board Representative’s Report

Mr. Stoltzfus said that the meeting is Wed. night & he will forward the report.

12. Old Business

None

13. New Business

None.

14. Other Items and Announcements

Dr. Newcome said he had received a request from the Octorara Softball Association to place a shed near the Middle School field.  Typically, he would take this to the facilities meeting first, but there is a time constraint to this.  General concensus was to go ahead.  Ms. Johnson said that the Football Club also needed an additional shed.  She will bring to facilities because there isn't a timing issue.

Ms. Johnson brought up a letter that was received by all Board members & the Administration concerning a parent who is requesting a speaker come in about prescription drugs in households.  Mr. Rohrer has something on his list of programs similar.   They will be doing something on this.

Ms. Bowman gave an update on the Chester County 2020 community meeting that took place.  Fifty-three (53) people participated.  She was a little disappointed with the response, as 2,300 people were given invitations.  It was a productive meeting.  The concensus was that each municipality needs to broaden their tax base.  We need to bring ratables & still preserve agricultural nature of the area.  People need to talk to their municipalities about it.  A report will be coming from Chester County 2020.  The drug issue was also talked about at the meeting.

15. Visitors’ Comments – General

Scott Grimes (Parkesburg) asked if the district tracks drug & alcohol incidents.  Mr. Rohrer said that anything that happens K-12 is reported to the state.  Mr. Grimes asked for the statistics.  Mr. Rohrer said that they have been very low this year.  Dr. Newcome said that there are student surveys done.  Mr. Hume said that there is all sorts of data out there.

Mr. Haller (OIS principal) had a followup to the playground equipment.  He handed out the info to the Board.  This is a different system.  It would fit into the same space.  It is on sale for 30%.  This piece can be added to.  It is a nice starter piece.  He checked out the references he was given.  The excavation would be done inhouse. 

Ms. McNamara (OPLC principal) thanked the PTO for the quarter auction over the weekend.  It was a very nice event.

16. Board Comments

Mr. Ganow feels the district needs to seriously look at drug & alcohol programs.   There needs to be a lot of time & effort put in to place for this given the budget cuts that will occur.

Mr. Stoltzfus asked if there has been any further work on the fitness center (even though he knew Dr. Newcome had been busy with the budget).  Dr. Newcome replied that he hadn't worked on it, but he will.

Ms. Bowman thanked the building for their newsletters.

Mr. Hume wanted to state that a lot of good comes out of the district's programs.

Ms. Bowman said that the budget is sobering & doesn't want to see programs diminish.

17. Adjournment

Policy Committee Meeting – Monday, April 19, 2010 – 6:30 p.m. in the Octorara District Office Conference Room

Executive Session for personnel Monday, April 19, 2010 – following the Board in the Octorara District Office Conference Room.

Facility Committee Meeting – Monday, May 10, 2010 – 6:00 p.m. in the Octorara District Office Conference Room

Next regularly scheduled Work Session – Monday, May 10, 2010 – 7:30 p.m. in the ctorara Middle School Multi-Purpose Room

Finance Committee Meeting – Monday, May 17, 2010 – 6:30 p.m. in the Octorara District Office Conference Room

Next regularly scheduled Board Meeting – Monday, May 17, 2010 – 7:30 p.m. in the Octorara Middle School Multi-Purpose Room


Look for my comments later this week.