Octorara School Board Meeting 06/28/2010

OCTORARA AREA SCHOOL DISTRICT
PUBLIC SCHOOL BOARD MEETING
June 28, 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
All present.
4. Approval of Minutes from the Work Session of May 10, 2010 and the Regular Meeting of May 17, 2010.
Approved
5.Presentations

A. Fitness Center Proposal
Jim Weagley presented a document to the board which contained questions & answers from the Board Meeting on June 14, 2010.  Mr. Weagley started his presentation by stating that he is a healthcare professional with over 30 years experience.  The health & welfare of the students is the most important thing.

Mr. Weagley pointed out some items in the document.  The Rules & Procedures have been revised.  The initial language was for use by physical education teachers & the coaching staff.  It has been amended to encompass everyone who acts in a supervisory role in the center.  There were also adjustments to more thoroughly explain cleaning procedures.  He developed a member release form which will be filled out.

Mr. McCartney inquired about a point on the MSDS for the cleaning solution.  It states that the appropriate people should wear gloves, but he didn't see that in the procedure.  Mr. Weagley said he would adopt that as a procedure as well.

The options per Mr. Weagley: 

1. The District does not allow the center for public use.
2. OASD operates the fitness center.
3. Have an outside agency/3rd party operate the center

In order for the district to operate the center, they would need to:

• Need fee schedule
• Advertise
• Hire staff
• Rules & procedures
• Billing & Accounting to be developed with Mr. Carsley
• Develop preliminary budget (completed)

The center would be open 3 days/week to start, with a start date of 7/19/2010.  The trial period would run to September, the would revisit. The hours would be the same as proposed previously.

He feels he can easily get 15 people at a fee of $20.00/month for community members.

Mr. Weagley recommends #2 and have OASD be responsible.

Per his conversation with the solicitor, the district is within its legal right to pursue the Tom Hurley proposal if they choose, although there are some concerns.  There are still opportunities for 3rd parties given the rental fee schedule.

Mr. Hume questioned the noncommunity fee.  It needs to be increased to maybe $35.00.  We should make more money than $137/month.  It shouldn't fund the school.  He thought that the district could not use the campus to make a profit.  Are we allowed to operate the facility and make a profit?

Mr. Weagley said that he will double check.

Mr. Norris noted that in the budget, there is no column for faculty & staff..  Mr. Weagley said they are included in the 'adult fitness member' category & would be required to pay that fee.

Mrs. Bowman agreed that we should charge at least $35/month for non-community members.  She is concerned about the wear & tear of the equipment and is afraid that the district could lose money if equipment breaks.  She also believes it is a good idea to have a trial period.  She would like to see projections for how long pieces of equipment are expected to last.

Mr. Weagley said that the budget is conservative.  He hopes that more people will take part.

Mr. Hume stated that the Board needs exact numbers.

Dr. Newcome said he had asked Mr. Weagley to run some numbers.  It is an inexact science.  That is why the District is looking to pilot the program for two months to get a better idea.

Mr. Hume asked if there would be time set aside for senior citizens if the District takes over.

Dr. Newcome asked if Mr. Hume was asking for senior rate.  Mr. Hume replied that it would be good.

Mrs. Bowman asked the Board if they wanted to entertain a motion to go forward with the trial period.  A motion was made & passed.  There will be a two month trial period for the fitness center as outlined that will run from 7/19 - 9/10/2010.  Tentative fees will be $20 for adult community members; $15 for senior citizens (community) and $35 for non-community members.

B. Middle School Athletics Proposal
Mr. Weagley presented to the Board a document in response to their questions from 6/14/2010.  As of right now, football & field hockey have made a verbal commitment to fund middle school teams.  The football team will be a combined 7th & 8th grade team with an activity fee of $100.  Field hockey would consist of two teams (a 7th grade team & an 8th grade team).  There would be 2 coaches.  Mr. Weagley feels this would meet Title IX requirements.   Someone from PIAA told him that since the teams don't receive federal funds it shouldn't be an issue.  (See my notes for my take on this.)

Mr. Malone asked if any other sports had approached the District.  Mr. Weagley said they hadn't. 

Mrs. Bowman asked if winter & springs sports would also have to be balanced.  Mr. Weagley said they would.

Mr. Hume asked about the advertising group that was supposed to bring in funds.  (Market Street Sports Group).  Mr. Weagley said that due to the economy nothing had really happened yet.  There is a group interested and he is waiting to hear if they want to advertise.

Mr. Weagley said he has to let the scheduling group know soon if we are going to move forward with football and field hockey.  Dr. Newcome stated that until the money is in place, nothing can go forward.  The financial commitment and confirmation of funds is due July 15th.

C. Budget

Mr. Carsley went over some last minute details concerning the budget.  The plans for a developer in Londonderry township have changed. The developer pulled 257 parcels that aren't ready for development.  This decreases our assessed values by $4.2 million.  Mr. Carsley had put a cushion of $2 million in the budget in case something like this happened.  It will lessen the impact.  We will have to take an additional $100,000 out of the fund balance.   The expenditure budget has not changed.  The mills for Lancaster County have changed slightly to 28.13.  Mr. Carsley asked the county what could be done in the future to guard against this - what would have happened had we passed our budget in May?  There may be an adjustment in July that is favorable, but he doesn't want to include it until he has something definite. 

Ms. Bicking asked what the developer is doing with the land.    Mr. Carsley said that they will bring the parcels back in as the first one sells in each phase.

Dr. Newcome listed the highlights:

•  the budget reflects a decrease of 11 teachers (including one guidance counselor); 1 administrator & 5 support staff. 
• We are using $470,000 of fund balance. 
• We are also taking the full index allowed by Act 1, including 3 of 4 exceptions we could have been granted.
• There is a 4.5% increase in expenditures
• Chester County taxes are up 8.97% and Lancaster County taxes are up 1.63%.

Mr. Hume asked where the fund balance stood.  Mr. Carsley said that as of the 08/09 school year the fund balance was at $5.2 million.  We are using $700,000 in the budget which brings us to $4.5 million.  Some of that is designated for debt, retirement & healthcare.

Mr. Hume would like to use as much of the fund balance as possible to offset the budget.  He doesn't think there is a danger in decreasing the fund balance as much as we can.

Mr. Carsley stated that the district must have at least 2 months of operating costs to cover July and August per the auditors.  Mr. Hume said that he understands the business reasoning for it, but that the homeowners in the district can't take any more increases.  He feels that the district should be able to decrease the budget more.  It is unfair to the taxpayers.

Ms. Bicking commented that the district was fortunate last year to have the fund balance when the state didn't pass the budget until Sept. or Oct.  Mr. Carsley said there were a districts in a lot worse shape then Octorara.  The state has cut $135,000 in basic education funding already.  There may be addition cuts of federal funds to the state, which will cause more cuts to the state budget.  He also stated that if the index is at 1.75% and we don't have reserve funds to cover healthcare &; retirement, we won't be able to absorb those costs without significantly cutting programs.  An index of 1.75% is less than $900,000 in additional tax revenue.

Ms. Bowman said that it is good fiscal policy to have a healthy fund balance.  We have already made cuts that will impact programs.  Mr. Malone said that without the fund balance we currently have, we will have trouble covering the budget next year.

Mr. Carsley said that one bad (high) medical claim plus the pension funding could be trouble.  Mr. Hume asked where they thought the homeowners are going to get the money.  He said the District should just freeze salaries. 

Mr. Malone stated that it isn't just Octorara, it is all over.  Ms. Bowman said it is in the paper every day and that we need to plan ahead.  Mr. Hume said that the district has been cutting for the last six years.  He doesn't understand why the people in the area aren't doing something about it.  He thinks people should be up in arms.  He was dismayed that few attend the meetings.

Mr. Ganow reminded Mr. Hume that the District cannot freeze salaries; state law prevents the District from doing that due to the contract.   He commented on contracts that other districts are signing & can't figure out how they are going to pay for them.  He stated that Octorara would be in a tough position to agree to those kinds of contracts. 

Mr. Hume doesn't like that other districts have things that our kids don't.  Ms. Bowman said that we are making cuts that we will feel in September.

Dr. Newcome said that Mr. Hume has been trying to get the community involved along with representatives, municipalities, etc.  It is difficult to get the municipalities to work together.  We need to increase our rateables if the system doesn't change.  He doesn't believe the will is there in Harrisburg to change the system.  The school district cannot increase the rateables, it has to come from the municipalities. 

Mr. Hume challenged people to become active and attend meetings.

Mr. Norris stated that this budget pains him.  The District is just trying to survive to be viable.  Everyone needs to understand what is coming in the future.  The reform to PSERS is a joke.  We need real reform, but we have to deal with what we have.  We will need to make real cuts in the future.  It is very discouraging, but he doesn't see any way around it.   If we take more from the fund balance, it won't change the mills very much, but could cause great harm to next year.  We have to pass this budget, as is.

Mr. McCartney said that everyone needs to look at the general election in November and look at the basic principles of each candidate.   There is a website that has information http://www.pa2010.com/ . 

6.Information Items Transfers:
A. Jennifer George (OAHS English) to 8th grade English replacing Carol Bronson. (Reduction of one English teacher at OAHS.)

B. John Atlee (OIS guidance) to Octorara Middle School guidance replacing Judy Turzi. Lisa Steiner (OPLC guidance) to OIS guidance replacing John Atlee. (Reduction of guidance counselor at OPLC.)

C. Amy Steinmetz (OES Literacy Coach) to OES Title I Reading Specialist replacing Aleta Connell. Jodie Pitt (OMS Title I Reading) to OES Title I Reading. (Reduction of one Title I Reading position at OMS and change from Literacy Coach at OES to an additional Title I Reading Specialist at OES.)

D. Kim Cabry (OAHS Learning Support) to OIS Learning Support replacing Ann Porreca. (Reduction of one Learning Support teacher at OAHS.)

E. Ann Porreca was approved for a second semester sabbatical. She will fill consecutive long-term substitute positions first semester for Dana Coulter (OPLC 2nd grade) and Kim Cabry (Learning Support OIS).

F. Drew Duggan (OIS 6th grade) to OMS Science replacing Tony DiSipio.

G. Amanda King (OIS Learning Support) to OIS 6th grade replacing Drew Duggan.

H. Lauren Brotman (OPLC 2nd grade) to OIS Learning Support replacing Amanda King.

I. Alison Manetta (OPLC Kindergarten) to OPLC 2nd grade replacing Lauren Brotman. (Reduction of one Kindergarten position.)

J. Lisa Rohrer (OPLC half-time clerical support) to OPLC Title I Reading Instructional Assistant. Melanie Wagner (OES half-time clerical support) to OES Learning Support Instructional Assistant. Stacy Hoopes (OAHS ¾-time clerical support) to OIS Title I Reading Instructional Assistant. (Net result is reduction of ½ OPLC, ½ OES, ½ OIS, ¾ OAHS clerical support positions. OIS – position resigned and was not replaced.)

There is an agenda item that takes care of job descriptions to cover this.  We are down 11 teachers, 5 assistants and 1 administrator for a savings of approximately $1 million.
7.Treasurer’s Report

A. That the Octorara Board of School Directors approve the General Fund Report for period ending May 31, 2010.
Approved.
8.Business Manager’s Report

A. That the Octorara Board of School Directors approve the list of bills for payment.
Approved.
9.Visitors’ Comments - Agenda Items Only
Anthony Buckwash (Atglen) - With the reduction of 16 staff, what are the ramifications in regards to class size?  

Item U - What is the settlement amount?  It concerns him that the district has litigation concerning special education & there is a cut of special education teachers.

He also questioned the use of substitutes throughout the district.
10. Recommended Action Items: (Italicized items are new; they were not on the June 14, 2010 agenda.)

A. That the Octorara Board of School Directors approve the attached resolution adopting the 2010 – 2011 General Fund Budget Expenditures in the amount of $46,026,385.
Roll Call vote:
Bicking - Yes
Bowman - Yes
Ganow - Yes
Hume - No
Johnson - Yes
Malone - Yes
McCartney - Yes
Norris - Yes
Stoltzfus - Yes

8 yes ; 1 no
B. That the Octorara Board of School Directors approve the attached resolution establishing a real estate millage rate of 35.12 mills in Chester County and 28.13 mills in Lancaster County.

Roll Call vote:
Bicking - Yes
Bowman - Yes
Ganow - Yes
Hume - No
Johnson - Yes
Malone - Yes
McCartney - No
Norris - Yes
Stoltzfus - Yes

7 Yes; 2 No

C. That the Octorara Board of School Directors approve the attached resolution for the 2010-2011 Homestead and Farmstead Exclusion.

Approved.

D. That the Octorara Board of School Directors approve the following financial institutions and investment firms for financial services during the 2010-2011 school year, in accordance with Section 621 of the School Code:

1.Fulton Bank-depository and investment
2.PA School District Liquid Asset Fund – depository and investment
3.PA Local Government Investment Fund-investment only
4.RBC Dain Rauscher, Inc.-investment only

Approved.


E. That the Octorara Board of School Directors approve the following list of signatories for the designated bank accounts effective July 1, 2010: General Fund: – President, Vice President, Treasurer, Secretary Cafeteria Fund: – President, Vice President, Treasurer, Secretary Fitness Center Fund: – President, Vice President, Treasurer, Secretary (Required 3 signatures)
Official Imprest Fund: - Superintendent, Business Manager, High School Principal, Asst. High School Principal, Athletic Director, Board Secretary (Required 2 signatures)
School Activity Fund: - Building Principal, Building Asst. Principal, Business Manager (Required Business Manager signature with one counter signature)

Approved.

F. That the Octorara Board of School Directors approve the appropriate budget transfers for the year ending 2009-2010 as a result of the annual financial audit. (Note: This is a requirement for the school code to be done prior to June 30th of each fiscal year.)

Approved.
G. That the Octorara Board of School Directors approve the attached list of salaries for school district employees for the 2010-2011 school year. (See revision.)

Approved.
H. That the Octorara Board of School Directors appoint the following facilities to provide school health services for the 2010-2011 school year:
Brandywine Valley Family Care
County Line Medical Center

Approved.
I. That the Octorara Board of School Directors approve Dr. Jeffrey Blair and the Coatesville Dental Clinic as the school dental consultants for the 2010-2011 school year at a rate of $94.00 per session.

Approved.
J. That the Octorara Board of School Directors approve the Chester County Intermediate Unit Marketplace Services Agreement for the 2010-2011 school year.

Approved.
K. That the Octorara Board of School Directors approve the Memorandum of Understanding with the Octorara Area Education Support Personnel Association regarding position descriptions for One-to-One Instructional Assistants.

Approved.
L. That the Octorara Board of School Directors approve the “Letter of Agreement” with Human Services, Inc.

Approved.
M. 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):
Lori Boldt
Marjory Boyes
Kim Cabry
Sarah Callaway
Tim Ergler
George Hadfield
Nick Kluge
Josh Irons
Stephanie Rusen
Elizabeth Scroggin
Lisa Steiner
Kyle Whary

Approved.
N. That the Octorara Board of School Directors approve a change order to Bristol Environmental, Inc. for $17,875.00 for asbestos abatement at the Octorara Area High School.

Approved.
O. That the Octorara Board of School Directors approve the attached 2010-2011 Student Handbook for the Octorara Primary Learning Center.

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

Approved.
Q. That the Octorara Board of School Directors approve the combining of the positions/job descriptions of Human Resource Coordinator and Accounting Supervisor effective July 1, 2010.

Approved.
R. That the Octorara Board of School Directors approve the resignation, with regret, of Ms. Carol Edwards as payroll clerk for the District for purpose of retirement effective July 1, 2010. (Hired 9/17/01.)

Approved.

S. That the Octorara Board of School Directors approve Ms. Melissa Pillus as a substitute Summer Reading Program teacher at the rate of $22 per hour.

Approved.

T. That the Octorara Board of School Directors approve the position description for the secretary to Middle School Guidance and High School Athletics.

Dr. Newcome stated that this is the item that adjusts the job description for the information item above.

U. That the Octorara Board of School Directors approve the attached settlement agreement with the parent of student “A” as recommended by the administration and legal counsel for an issue related to special education services.

Approved.

V. That the Octorara Board of School Directors approve Ms. Lindsay Mitman as a long term substitute third grade teacher at the Octorara Elementary School for the 2010-2011 school year at a salary of $46,914 which is Step 1 of the Bachelor’s Scale. (Ms. Mitman is a current substitute for the District and is replacing Jody Bradley who is on an unpaid leave of absence.)

Approved.

W. That the Octorara Board of School Directors approve Ms. Amanda Lenton as a long term substitute sixth grade teacher in the Octorara Intermediate School for the 2010-2011 school year at a salary of $46,914 which is Step 1 of the Bachelor’s Scale. (Ms. Lenton is a current substitute for the District and is replacing Laura Fischer.)

Approved.

X. That the Octorara Board of School Directors approve Ms. Candice Manning as a long-term substitute art teacher in the Octorara Primary Learning Center and the Octorara Elementary School effective August 26, 2010 pending completion of employee related documents required by law and the District. Ms. Manning’s salary will be $46,914 which is Step 1 of the Bachelor’s Scale. (Replacing Katherine Balla who is on an unpaid leave of absence.)

Approved.

There were two addition items for which I don't have the exact wording:
Y.  There was a change in the SAP extended year rate for Doris Klein from $23/hour to $26/hour.

Approved.

Z.  That the Board accept funding to replace the Safe & Drug Free Schools Grant (not funded by the state for 2010-11).  The grant, in the amount of $12,000, is being given by Dan Carsley, Nancy Bishop, Scott Rohrer, and Tom Newcome.  It is to operate the HEROES program & continue the Student Assistance Program.

Approved.

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

Mr. Stoltzfus reported that the meeting was last Wednesday and information was forwarded to the Board by e-mail.  The I.U. is going through the same things we are.
12.Old Business

None.
13.New Business

None.
14.Other Items and Announcements
Ms. Bowman said the report from Chester County 2020 is now public if anyone wants to see it.

She also said that the Octorara Regional Planning Commission met last week.  On July 21st, they will highlight opportunities in the Octorara area to developers; particularly existing warehouse & brownfield that is already zoned commercial. 

Ms. Bowman reported that as a follow-up to the Gifted program audit, that the file is now closed.  The District is in compliance.  We were one of the first audited and first to fix issues.  We were correct in our interpretation of some items that had been listed as issues.  Those were corrected in the audit report.

15.Visitors’ Comments – General
Anthony Buckwash (Atglen) asked if any of the school in the district are on 'warning' or 'needs improvement'.  If so, technology can be purchased as part of the improvement plan using improvement funds.

Mr. Ganow asked Administration to answer the question now.  Dr. Bishop said that we don't have any schools on 'needs improvement' and shouldn't when we find out about APY status in August.   We didn't have any schools on 'warning' last year.

Dr. Newcome addressed earlier questions.  In reference to class size, the Board policy is not specific.  Class sizes are shared & reviewed with the Board.  We are looking at an additional 1 - 2 students per class at the elementary level.

He would need to talk with legal counsel as to how much they can share concerning litigation.  There is a line item for substitutes and it has been a topic of discussion for several months.  There will be a report at the 7/12 meeting.  They will be trying to drive that number down.

16.Board Comments

Mr. McCartney asked if Mr. Weagley had the MSDS available to the Board.  Mr. Weagley will get copies to the Board.

Ms. Bowman wants to thank everyone who participated during this difficult time.  She thanked Ms. Hardy for the minutes over the past few months.  Mr. Carsley was thanked for the format & explanations of the budget.  She acknowledged how difficult this process was for the Administration.

Mr. Ganow wanted to note that class size is typically off the table during the budget process, but there was no choice this year.  (It gives him heartburn.)

17.Adjournment

Alternative Education Graduation Program – Monday, June 28, 2010 – Octorara Middle School Library – (Invited Guests) 5:45 p.m. reception, 6:00 p.m. program

Policy Committee Meeting – Monday, June 28, 2010 - 6:50 p.m. in the District Office Conference Room
Executive Session for personnel Monday, June 28, 2010 – following the Board Meeting in the District Office Conference Room

Facility Committee Meeting – Monday, July 12, 2010 - 6:00 p.m. in the District Office Conference Room

Next regularly scheduled Work Session – Monday, July 12, 2010 - 7:30 p.m. in the Octorara Middle School Multi-Purpose Room

Finance Committee Meeting – Monday, July 19, 2010 - 6:30 p.m. in the District Office Conference Room

Next regularly scheduled Board Meeting – Monday, July 19, 2010 - 7:30 p.m. in the Octorara Middle School Multi-Purpose Room