School Board Work Session 11/14/2011

OCTORARA AREA SCHOOL DISTRICT
WORK SESSION
November 14, 2011 – 7:30 p.m.
Jr./Sr. High 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. Octorara Heroes

Before the Heroes presentation, Dr. Newcome presented honor roll certificates from the Pennsylvania School Board Association to Linda Bicking, John Malone & Brian Norris for 8 years of service.  The Association awards certificates for 8, 12, 16 & 20 years of service.

Dr. Bishop gave some background on the Heroes program.  She thanked the Board for allowing it to continue for another year.  It began as a mentoring program for elementary students.  Seniors meet with fourth grade students.  Ms. Federicci and Ms. Moran run the program.  She thanked those who came with the students (parents, grandparents, aunts, uncles, friends).  Ms. Federicci presented the cards to the students.

Ms. Bowman commented that "this is what it is all about". 

Dr. Newcome wanted to mention that one of the students was missing the meeting.  Chris MacCauley showed his Grand Champion Suffolk ewe for the Supreme Champion Ewe of the North American Livestock Expo in Louisville, KY.  His ewe was name Supreme Champion of the Junior Show.

5.Visitors’ Comments - Agenda Items Only

None
6.Information Items:

None.
7.Presentation of Agenda Items for the November 21, 2011 Regular Monthly Public Meeting:

A. That the Octorara Board of School Directors approve the Local Advisory Committee for the Career and Technical Programs (CTP) for the Octorara Area Junior-Senior High School.

Dr. Newcome stated that one of the requirements to become state certified is to have an advisory committee.  There is a committment of approx. 4 days per year (1/2 day ).

Ms. Bowman said there would be an open house on Nov. 30.

Dr. Newcome invited everyone to come to see what is going on.
B. That the Octorara Board of School Directors approve the Lease Purchase Agreement between US Bancorp and the Octorara Area School District for the purchase of a Konica C452 copier from Edwards Business Systems for the Primary Learning Center. Payment is 48 payments at $151.00 each for a total of $7,248.00.

C. That the Octorara Board of School Directors approve the following policies, second reading: 001 - Name and Classification, 002 – Authority and Powers, 003 – Functions, 004 – Membership, 005 – Organization, 006 – Meetings, 007 – Distribution, 008 – Organization Line and Staff Regulations, 011 – Board Governance Standards/Code of Conduct, 618 – Student Activity Groups/Clubs, 707 – Use of Public School Facilities, 915 – Booster Organizations

See October entry:  District Policies with Changes

Resignation Approvals:

D. That the Octorara Board of School Directors approve, with regret, the resignation of Ms. Maxine London as a Title I Instructional Assistant at the Octorara Elementary School for the purpose of retirement effective December 22, 2011. (Hired May 15, 1997)

E. That the Octorara Board of School Directors approve the resignation of Ms. Robin Elias as an Instructional Assistant at the Octorara Elementary School effective November 17, 2011. (Hired August 31, 2009)

Mr. Ganow had a question about this resignation.  It appears that Ms. Elias is going to Solanco.  Dr. Newcome said she is a certified teacher and got a position at Solanco.
F. That the Octorara Board of School Directors approve the resignation of Ms. Bethann Sweigart as a cafeteria employee at the Primary Learning Center effective November 8, 2011. (Hired February 1, 2007)

Hiring Approvals:

G. That the Octorara Board of School Directors approve Mr. Matthew Reinert as a long term substitute Health/PE teacher at the Octorara Area Sr. High School effective October 3, 2011 through June 8, 2012 pending completion of employee related documents required by law and the District. Mr. Reinert’s salary will be $46,914 pro­rated which is step 1 of the Bachelor’s Scale. (Replacing Tom Hurley who resigned.)

H. That the Octorara Board of School Directors approve the following substitute teachers for the 2011-2012 school year:
Curtis Sebastian (Emergency)


I. That the Octorara Board of School Directors approve the following substitute support personnel for the 2011-2012 school year:
Pamela Supplee (Cafeteria)
Bradley Kemper (Cafeteria)


J. That the Octorara Board of School Directors approve the following suppleme ntal contracts for the 2011-2012 school year:

Adam Udell Mentor Nina Thawaites 1 pt @ $570 $570

K. That the Octorara Board of School Directors approve Michele King, Robin Elias, and Shannon Julius as cheerleading coaches for the 2011-2012 season. They will evenly divide 13 points at $570 per point for a total of $2,470 each.

L. That the Octorara Board of School Directors approve the following changes in supplemental contracts for the 2011-2012 school year:

Jeff Butch    Student Council Advisor                3 pts to 6 pts $3,420
 Deb Atkins Student Council to Character Club 3 pts to 2 pts $1,140

M. That the Octorara Board of School Directors approve Ms. Amanda King’s request for unpaid Family Medical Leave for the purpose of child rearing from approximately February 15, 2012 through March 27, 2012. Ms. King is a sixth grade teacher at the Octorara Intermediate School.

8. Facilities Committee Report

Mr. Stoltzfus said that the committee met tonight.  They received an update on finalizing the construction.  They are working on the punch list.  There are some remaining items.   They may have a fix for the water getting into the band room & the studio.  They are looking at putting a sump pump into the crawl space.    The cost is $ 10,000 - $ 20,000 because of the location, electric hookup, etc. 

Fall Fest raised approx. $ 5,380.  This will be split between Octorara Community Cares & the sports clubs. 

There are not a lot of people using the Fitness Center.  They may just keep it for school use.

The middle school (jr. high) roof is finished.

The assessment appeal resulted in less of a loss than anticipated.

The money for the high school renovation was borrowed in stages.  For the last stage, a little more was borrowed than the estimated need (as a cushion) because they knew they would need to repair the middle school roof.  There will be about $ 3,000,000 left after all the bills are paid.   Legally, the district can either use it to return to the bonds issued or use for additional construction projects.   The distict cannot put it toward the bonds, because there are none coming due.  They are looking at various issues:
1) Middle school roof
2) Brick work at the middle school (jr. high)
3) Carpet/floor issues at the PLC
4)Jr. High & elementary school are not air conditioned
5) HS track repair
6) School sign needs work

The middle school roof could take a good portion of the money. 

The first borrowing was $37 million (2006).  The 2nd & 3rd were $10 million each.  The original amount slated for the 4th borrowing was another $10 million.  We borrowed $ 7.5 million.

Dr. Newcome stated that Mr. Norris thinks the track repairs should be looked at in conjunction with the field.

9.Other Items/Concerns

None

10.Visitors’ Comments – General

None
11.Administrator Comments/Announcements

Mr. Harmer said that FROG night will be this Thurs.  All 3 elementary buildings will be participating.

Dr. Newcome handed out a notebook to Board members with remaining terms.  These are like the ones he gave the incoming new board members.

He mentioned the Career & Technical Open House again.  We need to market our programs.

He gave some information to the Board concerning the Summer Literacy Program.   He needs their input over the next couple of months.  Last summer 284 students attended at a cost of $ 157,000.    The student breakdown was:

129  Title I
11    504 agreement
81   IEP
63   Regular Education.

They used $ 20,000 of Title I money and $ 16,500 of stimulus money.  This $ 36,500 offset the $ 157,000 for a net of $ 121,000.  They are legally required to offer an extended school year for approx 90 students at a cost of $ 80,000.

The program runs 5 weeks.   There is no quibbling that it is a good program.  This needs to be a budget discussion.  We need to start the process in January if we are going to do a summer program.

Ms. Bowman asked if there is a fee for the non-required students.

Ms. Wilson said that she couldn't give an exact figure at the moment, but she will get it.  It depends on the number of weeks the student is attending.

Ms. Michalowski commented that we are required to offer it, but the students are not required to attend.

Dr. Bishop said that the cost varies.  The District has given out scholarships to families with large numbers of children or who qualify for free & reduced lunch.  They use funds from Title I and Title IIA.  As funding dwindles, Ms. Welsh (who runs the program) is looking at the effectiveness.  She is making reading score comparisons. 

Mr. Ganow asked how much more for the additional students.  Dr. Newcome said that it is approx. $ 80,000  (approx. $500 per student).

Mr. Norris asked what the lead time is for responses.  Ms. Wilson said the work begins in January.  The registration forms go out in February.

Dr. Newcome's second item:

He met last week w/ Paul Solomon & Chip Smallwood regarding the soccer field.  He wanted to discuss what needed to be done if football was to also play on that field.    Some points were clarified.

Ideal would be artificial turf - estimated cost $ 600,000 - $ 800,000.

If grass:
1) Need to keep people off the field when it isn't being used for games.
2)  Resod field.
3) Drainage issues
     The field would need to be crowned.  Acceptable crowning for soccer is 6-12 inches.  Acceptable crowning for football is 12 - 18 inches.
4) Adequate sprinkler system.
5) Maintain yearly, including fertilizing.
6) Quality sideline mats for football

The low end cost is $ 150,000; high end is $ 300,000.

Mr. Ganow said he needed more concrete numbers.  He'd like to see the ongoing costs of grass.  He would also like to see costs of artificial turf.

Ms. Bowman said we need to see what we have to do to get ready for next year.

Mr. Stoltzfus said that when the renovation plans were being made, the stadium was dropped.  If we work on the field, are the bleachers going to be an issue?

Dr. Newcome said that our insurance carrier wants us to do something about the bleachers now.

Mr. Carsley said that the insurance company would like to see at the very least, the gaps closed in.  The signs for "Family Seating" is a result of the insurance company.  They want the kids to stay low.

Mr. Stoltzfus asked if we would get a reduction in insurance costs.  Mr. Carsley said the savings would not be significant.

Dr. Newcome discussed the fact that international and college soccer games are played on grass. 

12.Board Comments

Mr. Malone said that he would not be at the meeting next week, so this will be his last meeting.  He stated that it has been an honor to work with the Administration, School Board & Staff.   He also had praise for the play Saturday night.  It was terrific.

Ms. Bowman thanked him for his service.  She agreed that the play was "absolutely phenomenal".

Mr. Hume said he received a letter from Sen. Pileggi.  He thought he was a friend of the public school system, but apparently not.    He voted for the bill that will take money from the public school system & transferring it to charter & private schools.

Mr. Ganow said that he was sorry that this was Mr. Malone's last meeting.  He read a list of what he thinks makes an effective vs. less-effective board member.

13.Adjournment


Facility Committee Meeting – Monday, November 14, 2011 – 6:00 p.m. in the District Office Conference Room

Executive Session for personnel – Monday, November 14, 2011 – Following the Work Session in the District Office Conference Room

Finance/Policy Committee Meeting – Monday, November 21, 2011 – 6:30 p.m. in the District Office Conference Room

Next regularly scheduled Board Meeting – Monday, November 21, 2011– 7:30 p.m. in the Octorara Jr./Sr. High School Multi-Purpose Room