School Board Work Session 04/11/2011

OCTORARA AREA SCHOOL DISTRICT
WORK SESSION
April 11, 2011 – 7:30 p.m.
Middle School Multi-Purpose Room


DISCUSSION GUIDE

1. Lord’s Prayer

2.Pledge of Allegiance to the Flag

3.Roll Call
All Present


4. Presentations: Budget Update
Dr. Newcome said that items 7A-G would cover the update for tonight.

He gave an overview of the parent & town hall meetings held in March.  The items that warranted the most discussions were:

1. Kindergarten restructuring
2. Middle school CA classes
3. TCHS

Athletics got some discussion.

5.Visitors’ Comments - Agenda Items Only
None

6.Information Items:
None

7.Presentation of Agenda Items for the April 18, 2011 Regular Monthly Public Meeting:

A. That the Octorara Board of School Directors approve the recommendation of the Superintendent of Schools to reorganize Octorara Area High School and Octorara Middle School from two separate operating centers to one operating center to be named Octorara Junior-Senior High School.

Dr. Newcome stated that these are on the agenda for next week because programatic changes must be approved by the Board before being sent for approval by the PA Dept. of  Ed.

Mrs. Bicking asked why this change needed to happen.

Dr. Newcome said to eliminate middle school teams; have the same schedule as the high school & administrative changes.

Mr. Norris asked that Dr. Newcome highlight some of the curriculum changes.

Dr. Newcome said that they would be eliminating teaching positions, but gaining teaching periods.  The major change is in CA.  

Mrs. Wilson explained that unified arts could be expanded.  Seventh grade woul have a reading period.  During this time, the students in seminar could have their class, as they are advanced readers.

Mr. Norris asked how kids who need help will get it.

Mrs. Wilson said that they would continue to run interventions in class.  There will be help classes.  They currently receive Math Title 1 money for after school math labs.  They will accomplish the same thing by having the Math Title 1 aides come in an hour later & stay after school.

Mr. Rohrer explained that the Futures class, currently a 9th grade course, will be pushed to 8th grade.  Next year both 8th grade & 9th grade will take it  - then it will become an 8th grade course.

Ms. Johnson wanted to clarify that 7th & 8th grade students would not be integrated with HS students, even though they could be going to the high school for band & chorus.  Ms. Wilson stated that they already do that.

B. That the Octorara Board of School Directors approve the recommendation of the Superintendent of Schools for the Organizational Chart for the Administrative Team as submitted March 14, 2011.

C. That the Octorara Board of School Directors approve the recommendation of the Superintendent of Schools to eliminate one librarian and create two library positions for the Octorara Area School District, Elementary Librarian for Grades K-6 and Secondary Librarian for Grades 7-12.

Mr. Norris asked if this meets state requirements.  Dr. Newcome said that it does.

Mr. McCartney wanted to know if students would get enough instruction in using a library.  Dr. Newcome said that they are movin to a media center concept.  (Less Dewey Decimal; more Technology).

Mr. McCartney said that children don't read as much as they used to & they need help achieving reading levels.  He said you can't read on an iPod.

Mrs. Wilson said that the 7th & 8th grade CA teachers are prepared to work with students in the library.  It will be part of the reading class in 7th grade & CA in 8th grade.

D. That the Octorara Board of School Directors approve the recommendation of the Superintendent of Schools to staff each school building library with one library assistant for a half day (.5 position).

E. That the Octorara Board of School Directors approve the furloughs of the following staff due to reorganization:
Alison Mannetta Second Grade due to seniority transfer
Ashley Stoltzfus Fourth Grade due to seniority transfer
Jessica Hammond EAP Tutoring/Secondary Communication Arts due to seniority transfer
Mary Wallett EAP Tutoring/Secondary Communication Arts due to seniority transfer
Stephanie Rusen Half Time Secondary Communication Arts due to seniority transfer
Tabitha Wallace Half Time Secondary Communication Arts due to seniority transfer
Jim Weagley Athletic Director and Director of School and Community Activities due to assigning duties to other administrators.

Note: The following staff will not be replaced and have been approved for either retirement or resignation:
Judy Curiel – High School Spanish
Jody Bradley – Elementary Teacher
Lynn Cugini – High School Librarian
Jody Pitt – Elementary Reading Specialist

Other furloughs, resignations, and retirements may be forthcoming.

Dr. Newcome said that all of the dominoes had not fallen into place yet.  Furloughs occur strictly on a seniority/certification basis.  Some of these people have 3-4 years - shows how we haven't been hiring.

F. That the Octorara Board of School Directors approve the recommendation of the Superintendent of Schools to offer Kindergarten as follows:
1.Keep two sections for at-risk students of full day, every day kindergarten.
2.Create six sections of full day, alternate day kindergarten.
3.Keep one section of half-day, every day kindergarten in the morning with parent provided transportation at the mid-day (no District mid-day transportation).

Note: After registration later this month we will have better numbers to determine if we need to add any half day sections. The constant will be that we will eliminate the mid-day bus run.

Changes were made after the community meetings.  They will try and nail down numbers at Kindergarten registration.   There will not be less than 20 students per classroom, so if 30 sets of parents want 1/2 day, there will be a lottery.

Mr. Malone asked what would be on the surveys at registration regarding charter schools.

Dr. Newcome said they wouldn't be asking about charter schools.  They just did a survey of parents of students in charter schools.  They sent out 17 surveys; received 7 back.  One (1) said they would have sent their child to Octorara had there been all-day Kindergarten.  Six (6) said they would't send their child to Octorara even if there had been all -day Kindergarten.

Mr. Hume asked if there were Federal funds for the at-risk all day classes.  Dr. Newcome said there isn't.  Those classes were started with block grants from the state.

Mr. Norris said he appreciated the options.  He is concerned about scheduling with throwing 1/2 sessions in the mix.  He asked about Kindergarten activities.  He asked Dr. Newcome some questions about all-day every-day and his preferences.  Dr. Newcome said that if he were to make a recommendation based on educational reasons only, he would recommend all-day; everyday.

Mr. Norris asked if this should/could be a possible referendum question.  He advocates all-day; everyday.

Dr. Newcome address the question of staff responses.  He wouldn't say they are thrilled.  They have had good questions.  They have been given parameters to develop the program.  He said that change makes people nervous.  Activities will probably look different. 

He also said that they need to get some details together on the schedule, etc.  They have contacted area daycare centers.

Mr. Hume wanted to remind everyone that every grade level has special needs.  There is a lot we can't provide because of finances.

Mr. McCartney wanted to know if anyone was going to address the concerns of the students.

Mr. Rohrer holds a Student Advisory Council where students would have an opportunity to express concerns.

Mr. Norris feels that as details become clear that people will be more comfortable and that will filter to the students.

G. That the Octorara Board of School Directors approve the recommendation of the Superintendent of Schools to require students to attend state approved Career and Technical Education (CTE) programs offered in the Octorara Area School District (OASD) when a similar program is offered through the Chester County Intermediate Unit (CCIU). Similar will be defined by comparison of task lists and the NOCTI test to be used at the end of course. Similar will not be defined by CIP Code, CIP Title, entities name for course, instructors certificate, syllabus of course, or specific materials and methods to be utilized. Conditions of this recommendation include:
1.State approval must be obtained by the OASD by January 1 of the year in which the program is to begin. 2.If a student begins in a state approved program at either location, CCIU location or OASD location, the student will finish the program at this location unless mutually agreed to switch by both program entities and the parent of the student.

3.Approved CTE programs at OASD as of January 1, 2011 but are not offered at TCHS include:
a. Agriculture Mechanization, General
b.Agriculture Productions Operations, General
c.Job Seeking/Changing Skills (Diversified Occupations)

4.Programs Waiting Approval for OASD as of April 18, 2011 but are not offered at TCHS include:
a. Business Marketing
b.Woodworking Technology – Cabinet Making
c.Commercial and Graphic Arts
d.Drafting Technology
e. Commercial and Advertising Arts We will offer these programs if approval is granted prior to the start of the 2011-2012 school term.

5.Programs Waiting Approval for OASD as of April 18, 2011 that are offered at TCHS include:
a.Culinary Arts
b.Early Childhood Education
c.Accounting

6.Students will be admitted to programs offered by CCIU only for the start of a new school year or at the mid-term of the OASD school year and only if the OASD does not have a similar program of study at the given enrollment point.

7.If a student enrolls at a CCIU run program and switches programs after enrollment in the CCIU program the student must enroll in a program offered at OASD if the new program the student enrolls in is offered at the OASD.

The administration will develop this into policy but for the sake of clarity and direction this is placed for Board approval until such policy is developed.

Dr. Newcome hopes this addresses concerns.  This outlines the timing.  The beginning language defines "similar".  They are taking culinary arts off the table for this cycle.  It gives them a year to develop the program. 

There are programs at TCHS that we can never offer here.  We are all facing the same market & vying for the same students.  They have seen the patterns change.  TCHS has started having open enrollment, which doesn't really work for a high school schedule.  We will let students enter programs at a logical time.  Students often change programs.

Mr. Malone asked how we are notified if a student changes programs.  Dr. Newcome said that we aren't.  Mr. Malone thinks we should require that.

Mrs. Bowman said that part of the rationale for the HS renovation was to bring some of these programs back.

Dr. Newcome appreciated the conversations he had with parents & that they were willing to have those conversations.

H. That the Octorara Board of School Directors approve the 2011-2012 Chester County Intermediate Unit Core Services Budget in the amount of $16,580,711.

I. That the Octorara Board of School Directors approve the 2011-2012 Chester County Intermediate Unit Occupational Education Budget in the amount of $22,559,582.

Mrs. Bicking asked about the percent changes of "H" and "I".  They were 0% and 1.4% respectively.
Mr. Ganow asked if these were variable dependent on the number of students.  For "H" - no.  For "I" - on a 3 year average.

J. That the Octorara Board of School Directors approve the submission of Part H of PLANCON (Series of 2010A, Series of 2011) for the High School Renovation and Addition Project – Project Financing.

K. That the Octorara Board of School Directors approve the use of the varsity softball field by the Octorara Softball Association on Sundays from 9:00 a.m. to 4:00 p.m. beginning April 3, 2011 through June 19, 2011.

Mr. Ganow asked for the purpose.  Dr. Newcome will follow-up.
Resignation Approvals:

L. That the Octorara Board of School Directors accept, with regret, the resignation of Ms. Mary Weigher as a cafeteria server at the Octorara Primary Learning Center for purpose of retirement effective April 15, 2011. (Hired April 1, 1998)

M. That the Octorara Board of School Directors accept, with regret, Ms. Nancy Hess’s resignation as building secretary at the Octorara Intermediate School effective April 15, 2011. (Hired December 2, 2003)

N. That the Octorara Board of School Directors accept Ms. Erin Morrissey’s resignation as junior varsity field hockey coach effective April 1, 2011. (Hired July 19, 2010.)

O. That the Octorara Board of School Directors accept Ms. Mary Wallet’s resignation as girls’ tennis coach effective March 16, 2011. (Hired August 2009)

Hiring Approvals:

P. That the Octorara Board of School Directors approve the employment of Mr. David Villa as Access Assistant for the District effective April 6, 2011 through September 30, 2011 pending completion of work related documents required by law and the District. Mr. Villa’s rate will be $18.49 per hour for 20 hours per week.

Q. That the Octorara Board of School Directors approve the following substitute teacher for the 2010-2011:
Linda McCawley (Elementary)

R. That the Octorara Board of School Directors approve a change in rate from $12.00 per hour to $13.00 per hour for the following 2011 Summer Reading Program employees:

Sue Aquadro, Denyce Copeland, Connie Rutter

S. That the Octorara Board of School Directors approve the following volunteer coaches for the 2011 softball program:
Meredith Benson, Jen Michalski, Greg Patton

8. Facilities Committee Report
Mr. Stoltzfus said the committee met this evening.  The classroom portion of the renovation that started in January is almost complete.  They still need to complete some communications cabling - which related to the electric contracting discussed last month.

The roof on the gym is almost complete, as is the painting.  They are getting ready to take up the floor.  There have been some issues with the air conditioning units.

The asbestos removal is almost complete in the Auditorium.  There is an issue with the chandeliers.  They have asbestos wiring & they don't know if they can save them.  They need more information.  They will start on the auditorium roof soon.

The project is well within budget.

There are still issues with water at OIS.  They are coming out Wednesday to meet.

The OMS roof will be worked on over the summer.

The RFP for custodial outsourcing went out.  It is due 4/21.

Mr. Carsley is working with Althouse on transportation software package.

It will cost approx. $12,000 to remove the pods.

They are still waiting on the results of tests on the terrazo tile in the front of the school.

There was discussion about change orders & how they work - which ones need to come to the Board & which ones don't.

9.Other Items/Concerns

None

10. Visitors’ Comments – General
Terry Freitag (West Sadsbury) discussed the Culinary Arts program.  She asked that Dr. Newcome clarify what he stated earlier, but she was going to continue with what she wanted to say.  She didn't think it was fair that the kids did everything they were supposed to; applied & were accepted & then were told they couldn't go.  If they had known it was a possibility, they could have understood.  There is a difference between the program at TCHS and the home ec rooms at Octorara.  The kids shouldn't be denied that opportunity. 

Joan Agen (Parkesburg) had some questions about the future of athletics & the directions of private funding.

Karen Mummert (Londonderry) also had comments about the Culinary Arts program.  She said the facility at Octorara was not an acceptable substitute.  She didn't want to criticize the Admin for trying to save taxpayer money.  She stated she needed to be an advocate for her child.

Thomas Seth (Sadbury Lancaster) said he is concerned that once the MS & HS becomes a Jr/Sr High that there would be two Libraries & two Cafeterias.  He thinks they should be combined to save staff.  He feels there is underutilized space and the Octorara has the highest square footage / student of any area district.

Nicole Campbell (West Fallowfield) works with Kindergarten students & says there are social, emotional & physical disadvantages to an all day/every other day schedule.
11. Administrator Comments/Announcements
Mr. Haller said that they made it through the PSSAs and had a celebration.  The PTO helped by providing a DJ.  The kids had fun.  Kathy Smith informed him that 6th grade won the FBI SOS Challenge.  This was a national competition concerning online safety.  Three students attended the PMEA Songfest.

Mr. Harmer said that they held the 24 Game qualifier (math competition) for 4th grade.  The top 16 will compete on April 20th.

Mr. Ganow questioned some errors on the discipline reports.

Dr. Newcome clarified that the students who had been accepted to the Culinary Arts program at TCHS will get to go.  
He reiterated his view that athletics will become privately funded. 
He commented on the cafeteria/library question.  He didn't see a way to save on staff.  There is a 2 hour block of time to run the cafeteria.  Logistically, he doesn't think they could pull it off.   They would have to mix the grades & 7th grades could end up eating lunch with seniors.  He would not recommend it.

With the staffing cuts, some services won't get done & others will get picked up.  

There is no future renovation planned after the HS renovation is complete.

12.Board Comments
Mr. Stoltzfus commented on the sq. ft/child.  He doesn't have the figures, but know that they followed the feasibility study.  The enrollment was on track  until the recession hit.  You build to the feasibility study, not to current enrollment.  There are over 400 building permits waiting for the economy to turn around.

Mr. Norris commented on the cafeteria issue.   As the parent of two school age children, he know they barely have enough time to each now.  It would be irresponsible to put a plan in place that would make it worse.  He also doesn't want to see anyone research the square footage question.  It would be a huge waste of resources given all of the other things that need to be worked on.

He was glad to see that 3 students won Lenfest awards.  Someone in the district must be doing something right.

Mr. Malone noted that there is a separate cafeteria fund and that it is not part of the general fund.  They are self-sustaining.

Mr. Ganow commented on an article in the paper about a proposed corporate center in the district.  He feels the District needs to work with the township to make it happen.  Dr. Newcome has already been in contact.

Mr. Hume thanked OIS for having a reward for the PSSAs.

Ms. Bowman commented that the best place to start getting involved with the athletic issue is to get involved with the various booster organizations.  She said she was invited to an Education Adviory Council.


13. Adjournment
Facility Committee Meeting – Monday, April 11, 2011 – 6:00 p.m. in the District Office Conference Room

Executive Session for personnel – Monday, April 11, 2011 – Following the Work Session in the Octorara District Office Conference Room

Finance and Policy Committee Meeting – Monday, April 18, 2011 – 6:30 p.m. in the District Office Conference Room

Next regularly scheduled Board Meeting – Monday, April 18, 2011– 7:30 p.m. in the Octorara Middle School Multi-Purpose Room