School Board Work Session 06/13/2011

OCTORARA AREA SCHOOL DISTRICT
WORK SESSION
June 13, 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:

A. Budget

Budgeted expenditures are $45,757,576.
There have been $269,000 in reductions since last month.

Chester County mills 35.28 which is an increase of .16 mills (0.46% increase)

Lancaster County mills 28.37 which is an increase of .24 mills (0.85% increase)

Mr. Carsley presented some budget information.  Revenues are down approx. $1,000,000 from . 2010-11.  Expenses are down $268,000.  

Latest givebacks:
Act 93 Increases   $29,000  (Remainder of Administrative increase - Newcome, Bishop, Carsley & Rohrer).

Support Staff Increases  $12,000

Custodial/Maintenance Overtime  $14,000

Custodial Supplies  $29,000  (included in outsourced contract)

Other Potential Givebacks:
Not reflected in the budget at this time.

Add'l reduction of Building Budgets   $50,000

Eliminate Police Presence    $20,000  (had already taken out 50% - trying to find a way to reduce more)

Reduce 12 month contracts  ?????  (have talked about, but no looking at closely)

Dan updated the 5-year financial projection.  By not taxing to the full index, we could lose approx. $4,000,000 in tax revenue over 5 years. 

Chester County's taxes will increase on the median home $24.  In Lancaster County it will be $34.

Over 5 years, Chester County's taxes have gone up $584.  Lancaster County's has gone up $381.

Dr. Newcome needs direction from the Board as to what to include for next week's vote.

Mr. Stoltzfus wanted to know how much the potential reductions would impact the increase - in other words, could we get to 0%.

Dr. Newcome said he is not recommending the further reduction of police presence.

Mr. McCartney asked if the district put into practice everything listed, would we still have no fund balance after 4 years.

Mr. Carsley stated that the changes are in the model.  He thinks the index may come in at 1.2% next year (w/ an adjusted amount of 1.5%).

Mr. McCartney asked if that included the exceptions.

Mr. Carsley said that the model does not include the exceptions because of the bill currently before the state legislature.  They may leave in the exceptions for retirement, special education and debt service.

Mr. McCartney asked what happens if we run out of money.

Mr. Carsley said we would have to make further cuts.

Mr. McCartney said the students are the ones who lose.

Ms. Bowman said that this is very difficult.  We can't keep taxing to the index.  She thanked the Act 93 group.  She knows it is a hardship, but a lot of people in the community have been dealing with the same hardship.

Mr. Carsley said that because of rebalancing, Lancaster County started out lower than they were last year (before the 2011-12 increase).

Dr. Newcome thinks that some portion of the Accountability Block Grant may come back (50-75%).  We won't know until after the state budget is passed.

Mr. Norris wanted to clarify the expected shortfall in the model.  By not taxing to the index, by the 2015-16 school year, we will be down about $4,000,000.  That is the cumulative effect of not taxing to the index for 1 year (and assumes we tax to the index for the following years).

Mr. McCartney asked if there has been any word on the changes to the unfunded mandates.

Dr. Newcome said he hadn't heard of any update, but he will do followup.

Mr. Norris said we can't afford to go any lower.  He has a comfort level with the current numbers.

Mr. Malone said we are running out of money.

Ms. Bicking is satisfied with the numbers.  She would hate to see the building budgets go any lower.

Mr. Hume said we don't want to forget the problems of people supporting the school.  People should raise up to the legislature.  No one comes to the meetings.

Ms. Johnson asked if this includes the transfer from the fund balance.  Mr. Carsley said that it does.

Mr. Stoltzfus congratulated the administration for getting to these numbers.  His fear is that come Sept/Oct that they will hear a lot about what has been cut.

Ms. Bowmand believes that the direction is to go with these numbers.  We can't get to 0% with the potential additional cuts.

5. Visitors’ Comments - Agenda Items Only

Thomas Seth (Sadsbury-Lancaster):  He did some research on Act 310 & the companion legislation that did not get passed.  The State Constitution states that this kind of legislation can't be passed without a remedy for those who lose money from it.  He suggests that districts file a lawsuit.

6. Information Items:

A. Ms. Susan Thieroff will transfer from Accounts Payable Clerk to secretary to the Assistant Superintendent for Elementary Education. (Replacing Connie Good who transferred.)

7. Presentation of Agenda Items for the June 20, 2011 Regular Monthly Public Meeting:


A. That the Octorara Board of School Directors approve the attached resolution adopting the 2011 – 2012 General Fund Budget Expenditures in the amount of $_45,757,576______________.

B. That the Octorara Board of School Directors approve the attached resolution establishing a real estate millage rate of 35.28 mills in Chester County and 28.37 mills in Lancaster County.

C. That the Octorara Board of School Directors approve the attached resolution for the 2011-2012 Homestead and Farmstead Exclusion.

Info will be included in pack for next week.
D. That the Octorara Board of School Directors approve the following financial institutions and investment firms for financial services during the 2011-2012 school year, in accordance with Section 621 of the School Code:
1.Fulton Bank-depository and investment
2.PA Local Government Investment Fund-investment only
3.RBC Dain Rauscher, Inc.-investment only

There will be a change to #2 for next week.
E. That the Octorara Board of School Directors approve the following list of signatories for the designated bank accounts effective July 1, 2011:
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, Board Secretary
(Required 2 signatures)
School Activity Fund: - Building Principal, Building Asst. Principal, Business Manager
(Required Business Manager signature with one counter signature)

Mr. Ganow wanted clarification on the Imprest Fund.  It is the fund to pay officials for sporting events.
F. That the Octorara Board of School Directors approve the appropriate budget transfers for the year ending 2010-2011 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.)

G. That the Octorara Board of School Directors approve Dr. Jeffrey Blair as the school dental consultant for the 2011-2012 school year.

Mr. Ganow wanted to know if this is a change.  It isn't.
H. That the Octorara Board of School Directors approve the Coatesville Dental Clinic for student dental services for the 2011-2012 school year at the rate of $96.50 per session.

I. That the Octorara Board of School Directors approve the 2011-2012 Legal Services Consultation Agreement between Sweet, Steven, Katz & Williams, LLP and the Octorara Area School District for Special Education Services.

Have used them for several years. 
J. That the Octorara Board of School Directors accept the resignation of Ms. Winifred Moran Sebastian as Solicitor for the District effective June 30, 2011.

K. That the Octorara Board of School Directors approve the book “Shakespeare: The World as a Stage” by Bill Bryson published by HarperCollins Publishers, copyright 2007. This book will be used as part of the ninth grade Honors English Class summer reading assignment. (A copy of the book is available for review in the District Office.)

Ms. Johnson wanted to know if this book was recommended.   It was recommended by the teacher.
L. That the Octorara Board of School Directors approve the following lunch prices for
the 2011-2012 school year:
Grades K-6 $2.20
Grades 7-12 $2.50

5cent increase for K-6.  There is a minimun amount we have to charge to get Federal Reimbursement.

Increased the 7-8 price to match 9-12.

M. That the Octorara Board of School Directors approve the following change orders for the High School renovation and addition project:
Reed Assoc. #408-002 Casework Rm E109 (IU) $ 2,216.00
Lobar, Inc. #401-017 Cr for repair fiber and electric lines ($ 9,495.00)
Eastern Shore #404-005 Repairs to loading dock area $33,467.22 Bristol Env #007-Rev Pipe Insulation Abatement $21,256.00


Resignation Approvals:
N. That the Octorara Board of School Directors accept the resignation, with regret, of Ms. Beth Hrincevich as a fourth grade teacher at the Octorara Elementary School for the purpose of retirement effective June 15, 2011. (Hired September 1, 1992.)

There will be one more retirement & one resignation added for next week.


Hiring Approvals:
O. That the Octorara Board of School Directors approve the following night custodians for the District effective June 20, 2011:
Rick Daller at the salary of $44,239
Tom Ritter at the salary of $44,338

P. That the Octorara Board of School Directors approve Ms. Christina Butler as Accounts Payable Clerk effective June 20, 2011 pending completion of work related documents required by law and the District. Ms. Butler’s salary will be $35,500. (Replacing Susan Thieroff who transferred.)

Q. That the Octorara Board of School Directors approve hiring Ms. Alison Mannetta as a second grade teacher, Ms. Ashley Stoltzfus as a fourth grade teacher, and Ms. Amanda Lenton as a third grade teacher. (These individuals lost their positions with the reorganization approved in April. Due to retirements and transfers positions are now available for assignment.)

Mr. Ganow questioned what happens to salaries, steps, etc.  Dr. Newcome will get a legal opinion.
R. That the Octorara Board of School Directors approve Mr. Jason Russell as a summer intern in the Technology Department effective June 20, 2011 through August 26, 2011 pending completion of work related documents required by law and the District. Mr. Russell’s rate will be $7.80 per hour

S. That the Octorara Board of School Directors approve Mr. Jason Ralston as a summer painter for 40 days, 6.25 hours per day at the rate of $13.00 per hour.

T. That the Octorara Board of School Directors approve Ms. Patricia McLaughlin as a substitute cafeteria employee at the rate of $8.25 for the 2010-2011 school year.

U. That the Octorara board of School Directors approve the following staff changes for the Summer Literacy Program:
Kelly Doughtie - change from teacher to substitute at the rate of $22 per hour.
Scott Conaghan – add as a teacher at the rate of $30 per hour.
Jody Lewis – change from substitute to teacher at the rate of $23 per hour.
Stacey Hoopes – change from substitute to teacher at the rate of $23 per hour.
Charlotte Bridges – change from substitute to ESL support at the rate of $13 per hour.

Mr. McCartney asked why Mr. Conaghan is getting $30 vs. $23 for the other teachers.  Mrs. Wilson explained that the teachers who are getting $23 are new.  Mr. Conaghan has done this before.
V. That the Octorara Board of School Directors approve the following Summer Extended School Year Program teachers effective June 20, 2011 through July 21, 2011 at the rate of $30 per hour:
Katie Heller
Melanie Johnson
Kim Cabry
Fran Morlino
Laura Bennethum

W. That the Octorara Board of School Directors approve the following supplemental contracts for the 2011-2012 school year:
Mark Pedersen Girls’ Tennis Coach 7 pts @$570 $3,990
Matthew Reinert JV Girls’ Basketball Coach 6 pts @$570 $3,420
Drew Duggan Gr 5-6 Envirothon Advisor 2 pts @$570 $1,140

X. That the Octorara Board of School Directors approve the following changes in salary due to graduate credits earned:
Margaret Schaefer From M ($52,527) to M+15 ($57,488) Step 3
Jamie Schempp From B+15 ($72,953) to M ($77,402) Step 20

8. Facilities Committee Report

Mr. Stoltzfus said that the gym was complete on June 5th (except for some punchlist items).
The auditorium is coming along.  The air conditioning is in & the roof is complete.  They are still looking at the water issue from last fall in the new band room.  There haven't been any problems recently, but they want to find out what caused it in the first place.  There is still an issue with the terrazo floor, but will be resolved in a month or so. 

They are still working ont the leaks at the OIS.  They will work on over the summer.

They are looking at bids for the OMS roof.

They went over the custodial outsourcing contract.

9. Other Items/Concerns

None.
10. Visitors’ Comments – General

None.
11. Administrator Comments/Announcements

Lisa McNamara said a  2nd grade student was a finalist in an essay contest.

Elena Wilson said the 8th grade semi-formal took place on June 3rd.  She thanked the 8th grade parents for putting together the event.

Dr. Newcome said there will be a new school physician contract on the agenda for next week.
He also said that the Board will start hearing discussions with the I.U on what they plan to do with the CAT-Brandywine building on the Coatesville High School campus.   They were trying to sell it, but that fell through.  They have plans they want Boards to consider.  He has a draft prepared for our Board.  He needs direction from the Board and Mr. Stoltzfus will need direction.  His position is that it is not a good time to create more space for technical classes if the Technical College High School is not filled. 

He was asked by the Athletic Director to seek permission for the High School football team to play a night game on the soccer field mid-season.  After discussion, the general concensus was that they should be able to if they fix any damage before the next soccer game.


12. Board Comments

Mr. Ganow said maybe the District should look into the possibility of a lawsuit based on the passage of Act 319 and what the State Constitution says.

Ms. Bowman said that graduation was very nice & that she has heard positive feedback.  Mr. Malone liked the venue.   Mr. Hume said that Senior Awards night was very nice.

13. Adjournment

Facility Committee Meeting – Monday, June 13, 2011 – 6:00 p.m. in the District Office Conference Room
Executive Session for personnel – Monday, June 13, 2011 – Following the Work Session in the Octorara District Office Conference Room
Finance/Policy Committee Meeting – Monday, June 20, 2011 – 6:30 p.m. in the District Office Conference Room
Next regularly scheduled Board Meeting – Monday, June 20, 2011– 7:30 p.m. in the Octorara Middle School Multi-Purpose Room