Octorara School Board Meeting 5/17/2010

OCTORARA AREA SCHOOL DISTRICT

PUBLIC SCHOOL BOARD MEETING
May 17, 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 April 12, 2010 and the Regular Meeting of April 19, 2010.

Approved.

5. Presentations

A. Budget
Dr. Newcome gave an overview of the budget process:  The process starts in October.  An initial preliminary budget gets approved in January by law.  In April, another preliminary budget was presented to the Board.  This budget included a 9% increase for Chester County and a 3% increase for Lancaster County.  The District took the full extent of the index plus 3 exceptions under Act 1.

There is a $1.25M (million) shortfall.  The memo presented in April outlined potential cuts: 
Proposed cuts

The cut  on page 1 of $75,000 for midday Kindergarten transportation was not included.  The second page was attached if the Board wanted to reduce the 9% and 3% increases.

The Board directed Dr. Newcome to only use the first page.   They kept the midday Kindergarten transportation run due to possible unintended consequences.. 

The district is using $750,000 of the fund balance to balance the budget.  The fund balance is what would be equity in a for-profit company.

The budget that will be voted on tonight is also a preliminary budget.  This is the budget that is the official budget open for public inspection.  Dr. Newcome recommended that the Board pass this budget as presented last week.  There are some large expenditures coming in the next few years.  Without the cuts this year, spending is not sustainable.

Ms. Johnson asked a question about the technology budget. The figure in the packet did not match what was discussed. Dr. Newcome said it would be corrected.

Mr. Carsley went over some budget items. 
Healthcare (see the notes from last week's meeting for details). 
The costs are trending to a 20% increase, so that is what was used for the budget. 

Pension (see notes from last week's meeting for details).
It is important to note that whatever the district's increase is, the state has the same increase - and has it for every district.  In the 2011-12 school year, we will have a $2M increase.  This is a large number to make up. 

If the index is 3% and this allows us to increase taxes by $1M, we will still be $1.1M short just for pension - before any other increases in costs.

Dr. Newcome said he had attended a meeting with Dinneman, Schroder and Houghton.  They were looking at fixes, but any they could come up with would still underfund the program.

Mr. Carsley then spoke about property value assessments.  There have been a lot of appeals.  (See last week's notes for details).

He wanted to make the point that the increase in Basic Instructional Subsidy was made with Federal money.  That money will run out next year.

Mr. Norris asked if the index would possibly be lower than 3%.  Mr. Carsley said that the optimistic forecast is 1.5%.   Some preliminary estimates are at 0.7%.  Mr. Norris stated that the pension increases over the next 4 years equals 5 mills.  The school district is in financial straights.  If we submit a budget that goes over the Act 1 limits, then the budget has to be voted on in a referendum in May.  No budget presented this way has ever passed in Pennsylvania, as far as he knows.  This is what we are all facing.  Mr. McCartney said that all districts in PA are in the same boat.  Mr. Malone said that it isn't just in Pennsylvania. 

Mr. Norris asked why we were not using the debt service exemption.  Mr. Carsley said that if you used a debt service exemption, that you eventually have to pay it back.  The millage would be higher. 

The two parts that make up the index are both declining.  The Employment Cost Index and the Standard Average Weekly Wage.  The average change between the two are used to get the index.   The district won't know the number until August or September.

Mr. McCartney asked if property tax increases were projected through 2012. Mr. Carsley said that they hadn't done it yet.  They were waiting for this year's budget to be complete.  They do have a model started.

Mr. Ganow said that districts are agreeing to contracts that they have no way to pay.

Dr. Newcome wanted to make clear that the things that were not included in the budget does not make a statement about their value.  No one wants to do this or thinks it is a good idea.

Ms. Bowman said that the issue is how to pay for them and continue to pay for them.   The tax burden in this district is on the residents because we don't have a lot of business and industry.   We lost a lot of tax base through 'clean & green', with no way to make up those funds.

Mr. Ganow said that at the maximum, if we add something back to the budget, then something else will need to be cut.  It is too late for referendum.

Dr. Newcome said that even if the PSERS rate gets adjusted it is too late for the budget.

Mr. Stoltzfus asked if there was any movement from Harrisburg.  Mr. Carsley said that  he hasn't heard of any.

6. Information Items

None.

7. Treasurer’s Report

A. That the Octorara Board of School Directors approve the General Fund Report for period ending April 30, 2010.

Mr. Malone gave the report.

Approved.

8. Business Manager’s Report:

A. That the Octorara Board of School Directors approve the list of bills for payment.

Mr. Carsley gave the report.

Approved.



Carol Sewell (Parkesburg):  She voiced her concern over the amount of money spent on renovations.  She feels the tiles used for accent on the floors are the most expensive.  She has an issue with this as a taxpayer and that it was unnecessary.  She works for an insurance company and raises have been cut off.  She feels the teachers are wonderful, but the district needs to live in the real world.  She knows that these are tough choices.  The district needs to look at how businesses are run.  Sound businesses do not depend on interest earned for operations.  It is upsetting as a taxpayer to not get a raise and yet have increases in health care insurance costs for less coverage & increases in taxes.  Those taxes enable district employees to keep their level of coverage & they continue to get raises.   She said that if an individual wants to renovate, they wait until they can afford it.  She asked the Board to think hard about the changes that have to be made.  She wondered who made the decisions for the items; who reviewed it & who chose it.

Joe Dagney (Parkesburg):  He stated he is happy with the district for his children.  He said he kept waiting to hear good news, but it didn't appear that any was coming.  He said it is easy to complain, but he doesn't like to without having a solution.    He trusts that the Board makes decisions with the best interests of the students.  He said that Ms. Bowman made a good point - no one thinks that MS sports aren't important but he sees that there really isn't any choice.  He feels that all youth are at risk.  MS & HS co-curricular activities help keep kids engaged.  He gave some statistics about kids & sports.  He said that club sports serve a purpose, but there is nothing like wearing the uniform of your school.  It is a source of pride.  He asked that if the district cannot fund the sports to let the community try. 

Michele Carrigan:  She echoed her thanks for the work that the Board does.  She asked what the plan is to build the tax base.  What are we looking at next negotiating cycle?  She said the perception is that the district used substitutes excessively due to meetings.  Could this be an opportunity?  She is concerned about Middle School sports.  Her daughter has been involved & is afraid that her son will not have the same experience.  She is worried about his ability to compete in college.

Scott Grimes (Parkesburg):  He wondered if the Board had discussed the possibility of picking up middle school sports 5-6 years from now.  He is fearful that if it is cut now that it will never be funded again.  If the costs are pushed to the boosters, there is the possibility of Title IX issues.  He feels that co-curricular activities serve as a gateway to opportunities.  He is afraid that 2 years from now we could be looking at cutting HS sports.  That would be detrimental to the students.

(I apologize - I missed this next speaker's name)
The district needs to be realistic.  For years the district did not raise taxes because the senior citizens in the area were very outspoken.  Parents need to step up.  She is nervous about the future.  She asked if the district was going to continue the renovations.

Erin Sewell (Parkesburg)  She is a student in the high school.  She asked what was going on.  The HS is out of paper.  There are tons of rumors...about sports, music program, etc.  If those go, what is left besides academics.

Jason Wildey (sp?) (Parkesburg)  Everyone appreciates the Board.  They moved to the district after doing research.  His concern is that everyone knew this was coming, but nothing was done.  If things are bad for 2010-11, what happens next year & the year after?  He can't believe that the suggestion of doing away with Kindergarten was brought up.   He is concerned about the teacher's contract coming due.  Revenue receipts are a problem, but expenditures are also a problem.  Salaries and benefits are a large part of that.  This can't be addressed with cuts.  He asked if anyone had approached the teachers' union for concessions this year.

Dave Robb (Lancaster County):  His property taxes have doubled.  They have the highest taxes in Lancaster County.  He tries to view it as paying tuition.  He also doesn't like to complain without a solution.  He addressed the upcoming teachers' contract.  He asked that the Board not let the union strangle the community.  He asked them to put pressure on the union.  He also questioned the excessive use of substitutes.  He asked if the district has looked into performance engineering.  The district could actually make money.  This is a great school district.  Taking activities away will hurt the district.

William (?) (Parkesburg):  He thinks it's a pleasure to have his son in this district.  He is a government employee who is not getting a cost of living increase.  Even the government is cutting raises.   He had a question about the decrease in staff on the memo.  He wanted to know if it was staff or faculty & staff combined.

Jennifer Zduniak (Londonderry):  It is upsetting that programs will be cut.  They moved here because of the beautiful setting & the reputation of Octorara soccer.  She agrees with the comments about substitutes.  Her son's math teacher was out 27 times before Christmas.  She asked why there is no industry here and wanted to know what the district is doing about it.

Lisa Stoltzfus (Atglen):  They came from Delaware County, but still have friends & family there.  There are districts there going through the same thing.  She wanted to know what the community could do - volunteer time/money?

John Reid (Atglen):  He is concerned not only about this year but for the future.  He said that he knows the Board knows the benefits of activities.  Extra curricular activities help academics.  He feels it is more effective than 2 extra teachers that would reduce class size by 1 or 2 teachers.  Eliminating middle school sports is a one time fix - the low hanging fruit.  The district should look at why we are losing students to charter schools.  He asked if the district is looking at staff cuts and is the district over-staffed.

Ms. Bowman thanked everyone for their well-thought out, passionate comments.  Board members also have children in the district & understand the frustration.

10. Recommended Action Items:
(Italicized items are new; they were not on the May 10, 2010 agenda.)

A. That the Octorara Board of School Directors approve bid awards for the 2010-2011 school year as per attached summary for:

Art Supplies $12,543.13
Industrial Arts/Vo-Ag Supplies $9,497.81
Science Supplies $5,170.56
Copy & Computer Paper $31,651.90
Technology Bid $3,213.40
TOTAL: $62,076.80

Approved.

B. That the Octorara Board of School Directors approve Winifred Sebastian as district solicitor for the 2010-2011 school year at a rate of $150 per hour.

Approved.
C. That the Octorara Board of School Directors approve Policy #303.2, 404.2, 504.2 Supervisor/Employee Relationships, first reading.

Approved.

D. That the Octorara Board of School Directors approve the list of current Class of 2010 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, 2010 through June 30, 2011.

Approved.

F. That the Octorara Board of School Directors approve the attached resolution for the Proposed Final General Fund Budget for the 2010-2011 school year.

Roll Call Vote:
Malone:  Yes
Bicking:  Yes
Ganow:  Yes
Norris:  Yes
Stoltzfus:  Yes
McCartney:  Yes
Bowman:  Yes
Johnson:  Yes
1 absent

Approved.

Final budget will be presented in June
G. That the Octorara Board of School Directors approve the attached 2010-2011 Student Handbook for the Octorara Elementary School.

Approved.
H. That the Octorara Board of School Directors approve the attached 2010-2011 Student Handbook for the Octorara Intermediate School.

Approved.
I. That the Octorara Board of School Directors authorize the administration to develop and file applications for external funding for the 2010-2011 fiscal year under the following federal programs:
Title I – Improving Basic Programs Operated by LEA’s
Title II (A) – Improving Teacher Quality
Title III – Improving Language Instruction Programs

Approved.
Resignation Approvals:
J. That the Octorara Board of School Directors accept the resignation of Ms. Melissa Jones as a Title I reading assistant at the Octorara Intermediate School effective June 15, 2010. (Hired August 27, 2007.)

Approved.
K. That the Octorara Board of School Directors accept the resignation of Ms. Veronica Leamont as a lunchroom/playground aide at the Octorara Intermediate School effective June 15, 2010. (Hired March 16, 2009.)

Approved.
L. That the Octorara Board of School Directors accept the resignations of Ms. Virginia Schempp and Ms. Avis Benard as co-directors of the Summer Kindergarten Outreach Program effective April 19, 2010.

Approved.
M. That the Octorara Board of School Directors accept the resignation of Ms. Abigail Hancock as JV Field Hockey Coach at the Octorara Area High School effective May 4, 2010. (Hired August 17, 2009.)

Approved.
N. That the Octorara Board of School Directors accept the resignation of Ms. Judy Ham as seventh grade girls’ basketball coach effective May 5, 2010. (Hired December 8, 2008.)

Approved.

Hiring Approvals:

O. That the Octorara Board of School Directors approve the employment of Ms. Kimberly Miller as a mid-range substitute English teacher at the Octorara Middle School effective May 11, 2010 through June 15, 2010 pending completion of employee related documents required by law and the District. Ms. Miller’s rate will be $140 per day. (Ms. Miller is an approved District substitute replacing Elizabeth Landis who is on child-rearing leave.)

Approved.
P. That the Octorara Board of School Directors approve the employment of Ms. Crystal Leonard as an instructional assistant at the Octorara Middle School effective April 20, 2010 pending completion of employee related documents required by law and the District. Ms. Leonard’s rate will be $9.65 per hour.
(Replacing Jacky Strouth who resigned.)

Approved.

Q. That the Octorara Board of School Directors approve the employment of Ms. Carla Mapes as a mid-range substitute English teacher at the Octorara Area High School effective April 22, 2010 through June 15, 2010 pending completion of employee related documents required by law and the District. Ms. Mapes’ rate will be $140 per day. (Replacing Jennifer George who is on child-rearing leave.)

Approved.
R. That the Octorara Board of School Directors approve the attached list of 2010 Summer Reading Program employees at the hourly rates listed.

Approved.
S. That the Octorara Board of School Directors approve Ms. Marjory Zajac’s request for unpaid Family Medical Leave for the purpose of child rearing from August 25, 2010 through November 19, 2010. Ms. Zajac is a first grade teacher at the Octorara Primary Learning Center.

Approved.
T. That the Octorara Board of School Directors approve the request for Ms. Gwendolen Klotz to take an unpaid leave of absence without benefits for the 2010-2011 and 2011–2012 school years.

Approved.

U. That the Octorara Board of School Directors approve Ms. Debbie Canby’s request for sabbatical leave for the purpose of study for the 2010-2011 school year. Ms. Canby is a health and physical education teacher at the Octorara Middle School.

Approved.

V. That the Octorara Board of School Directors approve the following substitute teachers for the 2009-2010 school year:
Stephanie Harper (Elementary, Early Childhood, Special Ed)
Diane Ernst (Elementary)

Approved.
W. That the Octorara Board of School Directors approve the following change in salary due to graduate credits earned:
Diane Ricker From B ($45,125) to B+15 ($50,165) Step 6

Approved.
X. That the Octorara Board of School Directors approve the attached 2010-2011 Student Handbook for the Octorara Area High School.

Approved.

Y.That the Octorara Board of School Directors approve the student activity request for “Gay/Straight Alliance” at the Octorara Area High School.

Approved.

Z. That the Octorara Board of School Directors approve change order number 40601 to David M. Maines to provide a credit to change color of EPDM roofing and added cost for adding gutters and downspouts to cafeteria wing in the amount of a credit for $7,342.68.

Mr. Stoltzfus explained the savings.
Approved.

AA. That the Octorara Board of School Directors approve changing the Regular Board Meeting in June from June 21, 2010 to June 28, 2010.

Mr. Stoltzfus hopes the district can get numbers from the state before they have to pass the budget.  He doesn't want to have to reopen the budget.
Approved.

BB. That the Octorara Board of School Directors approve the employment of Mr. Richard W. Curtis III as a technology teacher at the Octorara Area High School effective August 25, 2010 pending completion of employee related documents required by law and the District. Mr. Curtis’s salary will be $46,014 which is Step 1 of the Bachelor’s Scale. (Replacing Don Mills who retired last year. This position was not filled in the 2009-2010 budget due to renovations of the shop wing.)

Approved.

CC.That the Octorara Board of School Directors approve the Memorandum of Understanding with the Octorara Area Education Association related to section 400.4 of the Collective Bargaining Agreement – In-Service Time.

Approved.
DD.That the Octorara Board of School Directors accept the resignation of Ms. Natalie Meeks as a lunchroom/playground aide at the Octorara Intermediate School effective May 28, 2010 (Hired August 31, 2009.)

Approved.

EE.  That the Octorara Board of School Directors accept the resignation of Mildred Joanne Lewis as a cashier at the Octorara Intermediate School for purposes of retirement as of June 10, 2010. (Hired August 13, 1979)

Approved.

FF.  That the Octorara Board of School Directors approve the purchase of playground equipment for the Octorara Intermediate School at a cost not to exceed $11,300.

Approved.

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

Mr. Stoltzfus said that the meeting will be held this Wednesday.  He will send an e-mail to the Board members when he has information.

12. Old Business

None.

13. New Business

None.

14. Other Items and Announcements

Chloe Dean (student representative):  The Sr. Citizens prom was held Saturday evening.  There were 20 participants.  It was a success.  There was a King & Queen crowned.  It will be held on April 29, 2011.  The Board is invited.

The Jr./Sr. Prom is next Friday at the Willow Valley Resort.

The Day of Celebration is this Friday.

The Brick Fundraiser has started.   The form is on the district website.  This is to pay for the statue.

Mr. Butch was asked to plan the annual PSBA conference.  The Board is invited to the dinner.

Mr. Rohrer thanked Chloe for her time spent coming to Board meetings.
The Valedictorian &; Salutatorian were announced earlier in the evening.
Valedictorian:  Patricia Oswald
Salutatorian:  Kathryn Imms

The bricks will go around the base of the statue.

Ms. Wilson said that the 8th grade semi-formal dance will be held on June 4th from 7-10 p.m.  The parents have been organizing and she thanked them for it.

Ms. McNamara said that the Spring Fair is this Friday.  They need volunteers.

Ms. Wilson appreciates everyone's comments and is grateful that people are looking for solutions.

15. Visitors’ Comments – General

None.
16. Board Comments

Dr. Newcome appreciated the civility tonight. 
Facilities questions
He is willing to meet with people to walk through the process.  The renovation process started in 2003.  The facilities committee meets every month & drills down through the items.  He will sit down with anyone.

Plans for Building Tax Base
This is not a school district function, but the district is trying to provide leadership & facilitate.  There is a community council which brings municipal leaders, state representatives & school district together.  Representative Houghton has been very involved.  They are trying to develop rateables.  Please ask your municipal leaders what they are doing to increase the tax base.

Teachers' Contract.
The Board is cognizant of the restraints in the community as negotiations begin next year.

Substitutes
This has been brought up by the Board.  The district is looking at this.  There are multiple reasons for subs.

Disadvantages for college level athletics
Don't know how to determine this.

Reinstitute at a later point
No discussions yet.  But if we don't act now, the district may have to cut other pieces.  Some needs can be filled by the community.  Activities are funded K-6 by community & family.  Something happens in 7th grade that it becomes taxpayer funded.

The district has to be aware of Title IX issues with self-funding.

Budgets in the future - input from community; monthly meetings.

Staff is all areas of employment - not part not looked at.

Cutting staff in schools is different than in private industry.  The law doesn't permit the districts to cut teachers without a decrease in  enrollment. 

The question concerning Kindergarten was whether it was required.  The answer is 'no'.  There was not real discussion about cutting Kindergarten.

Approach the union about concessions.
The contract ends 6/30/2011.  They will be working on it.

District soliciting business
The Chester County Economic Council is working on, but the district isn't directly.

Where do we gain money?
If we don't fill a position this year & don't fill it next year, that is a gain.

Statue
It is not paid in full.  Student council has about 50%.  The brick fundraiser has started to raise additional funds.

Mr. Ganow stated that for the school, interest income is revenue included.  The tax bills go out in August and are paid.  The money is invested to earn interest..  The tax base is not within the control of the district. The municipalities are diametrically opposed to the district - the municipalities don't seem to want businesses.  There are no private conversations between board members.  Everything is discussed in public meetings. He is very concerned with this budget.  Taxes are being raised an obscene amount and we are cutting services.  We don't need more houses, we need more businesses.

Mr. Norris said he is a member of the facilities committee.  The district relies on outside services (engineers, architects).  They look at return on investment, replacement cost, etc.  For example, a moisture study was done on the Middle school roof 3 years ago.  At that time, 20% of the roof was damaged.  A new study was just done & over 50% is damaged now & it will cost a lot more money to fix.  It is easy to look at budget decisions in hindsight.  They have to weigh the current economic climate with the needs of the kids.    We don't have Taj Mahal buildings.  The district did the renovations as economically as possible to get the most out of the money.  The old terrazzo tiles were installed 50 years ago and look as good as new.  Chose the same types of tiles to get the most for our money.  Other areas used different tiles at different times & they need replaced. 

Mr. Stoltzfus said the facilities process does not happen overnight.  They looked at "lastability". 

Mr. Malone wanted to make clear that band and music are not being cut.  They will be looking at doubling up on duties through attrition.

Mr. McCartney said the decisions at the district level are dependent on the state & federal levels.  There are a lot of unfunded state & federal mandates.  Everyone has an opportunity tomorrow to choose leaders for the state & federal levels.  Please do research.

Ms. Bowman talked a little about the Octorara Regional Council.  In July, there will be a showcase event for realtors featuring brownfield properties.  The district has no control over municipalities.  It is refreshing to hear a lot of community support.  The comments are appreciated.

17. Adjournment

Executive Session for personnel Monday, May 17, 2010 – following the Board Meeting in the District Office Conference Room

Facility Committee Meeting – Monday, June 14, 2010 Tour of High School Renovation Project - 5:30 p.m. starting in the District Office Conference Room Meeting - 6:00 p.m. in the District Office Conference Room

Next regularly scheduled Work Session – Monday, June 14, 2010 – 7:30 p.m. in the Octorara Middle School Multi-Purpose Room Policy Committee Meeting – Monday, June 28, 2010 (Contingent on Board approval) 6:30 p.m. in the District Office Conference Room

Next regularly scheduled Board Meeting – Monday, June 28, 2010 (Contingent on Board approval) – 7:30 p.m. in the Octorara Middle School Multi-Purpose Room