Board Meeting 04/15/2013

OCTORARA AREA SCHOOL DISTRICT
PUBLIC SCHOOL BOARD MEETING
April 15, 2013 – 7:30 p.m.
Jr./Sr. High School Multi-Purpose Room
 
AGENDA

1. Moment of Silence
2. Pledge of Allegiance 
3. Roll Call

1 absent

4. Approval of Minutes from the Work Session of March 11, 2013 and the Regular Meeting of March 18, 2013.
Approved.

5. Presentations
A. Budget
Per Mr. Carsley, the proposed final budget has not changed since last week.  The budget currently stands at $47,568,219.   It is an overall 1.94% increase.

Chester County      36.80 mills   a millage increase of .14   (.38%)
Lancaster County   27.79 mills   a millage increase of .30   (1.09%)

There will be additional adjustments.  Changes can be made up to the regular Board meeting in June.

Dr. Newcome said that there are time requirements - it has to be posted for a certain # of days.  We will still make changes.

He was asked last week to prioritize the potential cut list.  His top four are: 

1. Transportation contract - the double run is out, but they are looking at other items.  They should be able to get close to the $100,000 mark.
2. Kindergarten Outreach - $10,000
3. Fund Balance  - $5,000
4. Building Budgets - decrease an additional 5%

The Board can re-prioritize.

Ms. Bowman said she'd like to see a combination of the four to get Chester County to a 0% change.  Lancaster County is still below a couple of years ago.

Ms. Bowman wanted to remind everyone that what we see in January is NOT what we see in June.  The Budget is a process.  It works the same way every year.  We have a starting point and decrease from that point.

Mr. Carsley said that one advantage this year was we have the state appropriation numbers for next year.  We still don't have the benefits numbers.

Ms.Bowman asked if everyone was comfortable looking at a combination of the top 4.  The consensus was "yes".  The proposed final being voted on tonight does not include these changes.

 
6. Information Items
None.

7. Treasurer’s Report
A. That the Octorara Board of School Directors approve the General Fund Report for period ending March 31, 2013.
Ms. Johnson gave the report.  
Mr. Ganow asked about the fees on investments.  Mr. Carsley stated they are monthly and they fluctuate.  He is in contact with Fulton Bank to see if we can minimize the fees in some way.

Approved.

8. Business Manager’s Report
A. That the Octorara Board of School Directors approve the list of bills for payment.
Mr. Norris questioned payment to School Specialty.  Newspaper report that they are closing.  Mr. Carsley said that as far as he knew, they were in Chapter 11, but still open.  He would check on it.

http://lancasteronline.com/article/local/836864_School-Specialty-to-close-Mount-Joy-facility--idle-148-workers.html

Mr. Norris also asked about checks to The American Heart Association.  He wondered if it was for Jump Rope for Heart or something similar.  Mr. Carsley will check.

There was an additional question about advertising under Capital.  Mr. Carsley stated it was for the HS roof.

9. Visitors’ Comments - Agenda Items Only

None.

10. Recommended Action Items:  (Italicized items are new; they were not on the April 8, 2013 agenda.)
A. That the Octorara Board of School Directors approve the 2013-2014 Chester County Intermediate Unit Core Services Budget in the amount of $17,218,960.
Roll Call Vote:
Johnson - Yes
Lapp - Yes
Melton - Yes
Hume - Yes
Bowman - Yes
Norris - Yes
Ganow - Yes
Stoltzfus -Yes

B. That the Octorara Board of School Directors approve the 2013-2014 Chester County Intermediate Unit Occupational Education Budget in the amount of $24,139,148.

Roll Call Vote:
Johnson - Yes
Lapp - Yes
Melton - Yes
Hume - Yes
Bowman - Yes
Norris - Yes
Ganow - Yes
Stoltzfus -Yes


C. That the Octorara Board of School Directors approve the resolution for the Proposed Final General Fund Budget for the 2013-2014 school year.

Roll Call Vote:
Johnson - Yes
Lapp - Yes
Melton - Yes
Hume - No
Bowman - Yes
Norris - Yes
Ganow - Yes
Stoltzfus -Yes


D. That the Octorara Board of School Directors approve Ms. Suzanne Schurr’s request for sabbatical leave for the purpose of study for the 2013-2014 school year.  Ms. Schurr is a third grade teacher at the Octorara Elementary School.
Mr. Lapp asked about the policy for sabbaticals.  Dr. Newcome said that a teacher can request one after working 10 years, then every 7 years.

Mr. Lapp asked if they could say "no".  Dr. Newcome said that they really couldn't, because it is state law (part of the school code).   The teacher takes the year off, gets half-pay and keeps benefits.

Dr. Melton asked if the purpose had to be approved.  She asked for clarification - not the union, but state law.  It is.  It is also reference in the contract.

Items D-K - Approved.
 Resignation Approvals:
E. That the Octorara Board of School Directors accept, with regret, Ms. Lois Hopkins’ resignation for the purpose of retirement effective June 7, 2013.  Ms. Hopkins is a Spanish and French teacher at the Octorara Area Jr. High School. (Hired August 29, 1996)

F. That the Octorara Board of School Directors accept, with regret, Ms. Alberta Gehron’s resignation effective March 22, 2013.  Ms. Gehron is a cook at the Octorara Jr. High School cafeteria. (Hired August 27, 2007)

 Hiring Approvals:
G. That the Octorara Board of School Directors approve Ms. Charlotte Bridges as a long term substitute ESL teacher at the Octorara Primary Learning Center and Elementary Schools effective April 15, 2013 through June 7, 2013.  Ms. Bridges’ rate will be $140 per day. (Replacing a medical leave.)

H. That the Octorara Board of School Directors approve Ms. Susanna Esh as a cook/manager/cashier at the Octorara Intermediate School effective February 13, 2013. Ms. Esh’s rate will be $12.00 per hour for 6.25 hours per day.  (Replacing Emily Harper who transferred.)

I. That the Octorara Board of School Directors approve Ms. Jennifer Zimath as a cashier at the Octorara Area Sr. High School cafeteria effective March 1, 2013.  Ms. Zimath’s rate will be $8.75 per hour. (Replacing Susanna Esh who transferred.)

J. That the Octorara Board of School Directors approve the following substitute support personnel for the 2012-2013 school year:

  Nancy Culp (Instructional Assistant K-5)
  Nicholas Prange (Cafeteria)

K. That the Octorara Board of School Directors approve the following supplemental contracts for the 2012-2013 school year:

Kevin Noon  Mentor Trent Zook $200
Jo Ann Marinacci  Mentor Johanna Lasak $200

L. That the Octorara Board of School Directors award the bid for $61,150.00 to Houck Services and materials list to WTI for $15,509.93 (total $76,659.93) for roof repair at the Octorara Area Sr. High School.
Approved

M. That the Octorara Board of School Directors approve the “Post-Issuance Tax Compliance Procedure for Tax-Exempt and Tax-Advantaged Bonds” as recommended by Board  Bond Counsel.
Approved

N. That the Octorara Board of School Directors approve Ms. Janelle Bartal’s request for unpaid Family Medical Leave for the purpose of child rearing from approximately October 9, 2013 through November 27, 2013.  Ms. Bartal is a Social Studies teacher at the Octorara Area Sr. High School.
Approved.

11. Policy Committee Report
Did not meet.

12.  Finance Committee Report

Ms. Johnson gave the report.  Ms. Neff updated the committee on food service regulations.  The mandates have been relaxed a little.  It is mandated that Octorara must raise prices for lunch.  We are below by 14 cents.   The max we can raise is 10 cents -we will still be below the mandated rate.  

There was a discussion about calories and protein.

The IRS wants to review our 2009 bond issue.  They want to make sure we aren't making more than we are paying.

The Administrative Service agreement is being worked on.

The prescription contract is up for renewal.

2013-14 Budget was discussed.

13. I.U./C.A.T. Board Representative’s Report
Mr. Stoltzfus will update when he has the information.

14. Old Business
None.

15. New Business 
None.

16. Other Items and Announcements
None

17. Visitors’ Comments – General
None.

18. Administrator Comments/Announcements
HS Chorus Concert Tues. evening at 7:00 pm.
FBLA is at the State competition
4/26 is the Senior Citizen Prom sponsored by the Student Council
The Jr. High artwork/show is in the hallway.

Dr. Newcome said he will provide a concert/end of year schedule to the Board.

The Ag Expo was a nice event.  There were sparse crowds but they seemed to be impressed.  

Mr. Carsley reminded everyone that the Chester County Waste Authority will be at the school on Saturday.

19. Board Comments
Mr. Hume discussed the Ag Expo.  There was a science lab that will be coming to the school.  Chester County 2020 brought a band.

Home Depot was very involved.  They provided items for the silent auction.  They want to be more involved next year.

Our legislators were contacted.  Mr. Lawrence made a brief appearance.  Mr. Dinneman promised participation, but nothing happened.  The Agriculture Committee in Harrisburg was contacted, but did not participate.

Mr. Hume thanked Ms. Hardy & Dr. Newcome for their hard work.

Mr. Hume publicly thanked Ms. Johnson for the excellent job she does.

Ms. Bowman reported that the School Directors' Legislative Breakfast is next Friday.  Mr. Lawrence & Mr. Dinneman will be there.

She wanted to expand on the FBLA competition.  It is comparable to a sports team making it to the state tournament.  We had 8 students qualify.  It is a big deal and our business program is successful

20. Adjournment

Policy Committee Meeting – Monday, April 15, 2013 – 6:00 p.m. in the District Office Conference Room  Did not happen.

 Finance Committee Meeting – Monday, April 15, 2013 – 6:30 p.m. in the District  Office Conference Room

Executive Session for personnel – Monday, April 15, 2013 – Following the Regular Meeting in the District Office Conference Room

Education Committee Meeting – Monday, April 22, 2013 – 6:00 p.m. in the District Office Conference Room

Facility Committee Meeting – Monday, May 13, 2013 – 6:00 p.m. in the District Office Conference Room

Next regularly scheduled Work Session – Monday, May 13, 2013 – 7:30 p.m. in the Jr. High School Multi-Purpose Room

Finance Committee Meeting – Monday, May 20, 2013 – 6:00 p.m. in the District Office Conference Room

Policy Committee Meeting – Monday, May 20, 2013 – 6:30 p.m. in the District Office Conference Room

Next regularly scheduled Board Meeting – Monday, May 20, 2013 – 7:30 p.m. in the Jr. High School Multi-Purpose Room

Board Work Session 04/08/2013

 OCTORARA AREA SCHOOL DISTRICT
WORK SESSION
April 8, 2013 – 7:30 p.m.
Jr./Sr. High School Multi-Purpose Room
 
DISCUSSION GUIDE

1. Moment of Silence
2. Pledge of Allegiance 
3. Presentations
A. Budget

Mr. Carsley informed the Board that they would need to approve the proposed final budget next week.  There needs to be at least 30 days between the approval of the proposed final budget and the approval of the final budget.  There are not enough days between the May meeting & the June meeting.

The Exceptions were approved by the State, but they will not be using them.  The surplus from last year will be used.

Adjustments:
Decreased amount for substitutes.
Decreased charter school expense
Decreased unemployment
Increased prescription drugs - claims expected to increase.

Current Budget:  Chester County Mills   36.80  an increase of .38%
                           Lancaster County Mills  27.79 an increase of 1.1%

The index is 2.1% and both counties are under the index.

To get Chester County to a 0% change, the budget would have to use $115,000 of fund balance, additional reductions or a combination of both.

If Chester County were at 0%, then Lancaster County would increase 20 basis points (0.20%)

Ms. Johnson reminded the Board that a couple of years ago when Lancaster County was facing a significant increase due to rebalancing, the Board used fund balance to mitigate the impact.  She wondered if it was time to help Chester County.

Dr. Newcome distributed a budget reduction list (appears below).  The numbers are very rough and he did not take the time to get firm numbers.  He will do so if the Board asks specifically about any items.

http://www.scribd.com/doc/134940476/BudgetReductions2-040813

 

They only know of 1 retirement so far. 

They have already reduced the hours for instructional assistants, rather than eliminating positions.  Approximately $58,000 is used from the General Fund in addition to Title I funds.

A reminder that Kindergarten is not mandated.

The building budgets have already been reduced 10%  ($ 60,000) from the preliminary budget.  Could possibly reduce up to 20% ($120,000).

Non-athletic supplemental contracts would include things like Marching Band and National Honor Society.   Department Chairs were eliminated a few years ago.  We are at the point where the elimination of these contracts could impact student learning.

The athletic fund is at $230,000 - down from over $400,000 a few years ago.

Summer literacy camp - could save about $35,000 if it wasn't held here for all students.   We would still need to send students who require an extended school year to some sort of program.

Kindergarten Outreach is community based.

The ideas are from many sources.  Many were on the list from prior years.  Dr. Newcome needs direction from the Board.

Mr. Norris asked the building principals how a decrease in the building budget would impact students.

Dr. Rohrer said that they have already reduced costs through technology.  They have to make sure that teachers still have the supplies they need to deliver instruction.  For example, he has to make sure that physics has everything they need to conduct experiments.

Dr. Newcome was looking for a comparison of this year's supply budget to next year's.  Mr. Carsley said that the preliminary budget was higher, but is now comparable to this year and other districts'.

Mr. Norris asked if it was safe to say that the principals might not know everything the teachers might request during the year.  Dr. Rohrer said that is true.

Mr. Haller said that there are some expenses they can't cut such as the copier and nursing supplies.

Ms. Wilson said it could impact some plans.  The reading program is going to focus on more non-fiction reading.  They were planning on getting subscriptions to a non-fiction magazine such as Time For Kids.  They may have to share between classes which is not ideal.

A lot of reading resources used to be under building budgets, but some have moved to the curriculum line.

Dr. Melton asked if the 2 summer programs were mandated.   The Kindergarten Outreach is not mandated. About $35,000 of the Summer Literacy program is not required.  The rest would be spent either at Octorara or another summer program.   Students with IEPs that indicate an extended school year have to be given a summer program.  We impact a lot more students by spending the extra $35,000.  The Summer Literacy program is a 5 week program for 4 days per week.

Dr Melton asked if we received federal funds for it.  Dr. Newcome will check, but he doesn't believe so.
Ms. Johnson asked if could potentially cost more by sending students to another program because of bussing.  Dr. Newcome felt the transportation would be covered.
Dr. Melton asked how many teachers are involved.  Dr. Newcome said there are 20-25 full-time equivalents.

Mr. Norris asked if Kindergarten Outreach is still necessary with full-day Kindergarten.
Dr. Newcome said it is still helpful.  It covers about 45 students per year.  Dr. Melton wanted to know if there was an outcome report.   Ms. McNamara has produced one in the past.  Dr. Newcome will pull it out.

Mr. Hume asked about the double bus run.  Dr. Newcome said it will only work in Parkesburg.   A bus will go to one section of Parkesburg about 20 minutes earlier than normal and pick up students.      After dropping the students at school, it will return to Parkesburg to pick up more students and take them to school.  Instead of 2 busses at one time, one bus will go twice.  There will still be mileage costs and staff to watch students who are at school early & late.  It will impact all ages.  

Mr. Carsley has been working with Althouse Transportation to maximize the bus routes.

Mr. Ganow would like Dr. Newcome to prioritize the list.

Ms. Bowman asked if the building budgets could be cut 15% instead of 10% or 20%.  

Mr. Norris would also like them to look at taking an additional $100,000 out of the fund balance.

Mr. Stoltzfus asked if the district could charge for bussing.  The answer was "no".  Ms. Bowman wanted confirmation that they had to have one seat for each student.  Mr. Carsley said they do unless a parent would sign off.  In districts where that occurs, there is usually some financial incentive provided.  Dr. Newcome said that he has heard from a lot of parents of students who drive that they are glad during bad weather that the seat is available on the bus.

4. Visitors’ Comments - Agenda Items Only
None.

5. Information Items
None

6. Presentation of Agenda Items for the April 15, 2013 Regular Monthly Public Meeting:
A. That the Octorara Board of School Directors approve the 2013-2014 Chester County Intermediate Unit Core Services Budget in the amount of $17,218,960.

Mr. Ganow wanted to know if there was going to be a presentation.  Dr. Newcome said that someone from the IU would come out if they wanted.

B. That the Octorara Board of School Directors approve the 2013-2014 Chester County Intermediate Unit Occupational Education Budget in the amount of $24,139,148.

State laws says that the two budgets must be separate.

C. That the Octorara Board of School Directors approve the resolution for the Proposed Final General Fund Budget for the 2013-2014 school year.

D. That the Octorara Board of School Directors approve Ms. Suzanne Schurr’s request for sabbatical leave for the purpose of study for the 2013-2014 school year.  Ms. Schurr is a third grade teacher at the Octorara Elementary School.

                    Resignation Approvals: 
E. That the Octorara Board of School Directors accept, with regret, Ms. Lois Hopkins’ resignation for the purpose of retirement effective June 7, 2013.  Ms. Hopkins is a Spanish and French teacher at the Octorara Area Jr. High School. (Hired August 29, 1996)

F. That the Octorara Board of School Directors accept, with regret, Ms. Alberta Gehron’s resignation effective March 22, 2013.  Ms. Gehron is a cook at the Octorara Jr. High School cafeteria. (Hired August 27, 2007)

                    Hiring Approvals:
G. That the Octorara Board of School Directors approve Ms. Charlotte Bridges as a long term substitute ESL teacher at the Octorara Primary Learning Center and Elementary Schools effective April 15, 2013 through June 7, 2013.  Ms. Bridges’ rate will be $140 per day. (Replacing a medical leave.)

H. That the Octorara Board of School Directors approve Ms. Susanna Esh as a cook/manager/cashier at the Octorara Intermediate School effective February 13,2013. Ms. Esh’s rate will be $12.00 per hour for 6.25 hours per day.  (Replacing Emily Harper who transferred.)

Dr. Newcome noted that Ms. Neff has been reorganizing food services to make it more efficient. She will be at the next facilities meeting to discuss food costs and meal rates.

I. That the Octorara Board of School Directors approve Ms. Jennifer Zimath as a cashier at the Octorara Area Sr. High School cafeteria effective March 1, 2013.  Ms. Zimath’s rate will be $8.75 per hour. (Replacing Susanna Esh who transferred.)

J. That the Octorara Board of School Directors approve the following substitute support personnel for the 2012-2013 school year:
  Nancy Culp (Instructional Assistant K-5)
  Nicholas Prange (Cafeteria)

K. That the Octorara Board of School Directors approve the following supplemental contracts for the 2012-2013 school year:

Kevin Noon   Mentor Trent Zook $200
Jo Ann Marinacci   Mentor Johanna Lasak   $200

7. Facilities Committee Report    
Mr. Nelson gave the report.

• PTO playground equipment will be installed soon as the weather has improved.
• HS renovation - As of 4/1, a lot of the punch list items have been completed.  The list is getting shorter.  Some test can only be done when the students are not in school.
• HS Roof - Part 1 minimum bid $ 61,050; Part 2 minimum bid $6,989
• Building security -  gates ordered & installed between HS & Jr. High; gates ordered for OES.
• Faculty lounge repaired
• CO monitors - $ 2,700 - $ 3,500 to be done properly.  Still researching if they are necessary.
• Legs for scissors lift - $4,600 - the cost of 6 or 7 rentals.
• List of summer projects - little things
• Energy savings - replace 21 parking lights; 400 watt LED -save 35,000 kw per year.  4 year payback
• Bleacher removal - will begin.  Sell for scrap.

4/20/2013 - Chester County Waste Authority - recycling of electronic equipment - strictly for Octorara residents.  There is some question as to whether Lancaster County residents can particpate.  Waiting for answer.

There was a presentation by a couple who are residents about campus resource officers (safety).  We will have more information at a later date.

Field Development - the task force has all but about $20,000.

Ms. Bowman asked if there is a list on the website of what items will be accepted on the 20th.  There is.

8. Education Committee Report

Meeting postponed for weather.

9. Other Items/Concerns
None

10. Visitors’ Comments – General                  
None

11. Administrator Comments/Announcements
Dr. Newcome distributed handouts concerning questions from last month. 

http://www.scribd.com/doc/135485723/follow-up2-040813

 

I want to highlight two parts of the above report. 

1. The cost of the most expensive special education services.
Top 3:   $ 103,563
             $  101,884
             $    98,414

2.  Charter schools and AYP.
When the State calculated AYP based on charter schools being a district, it improved their numbers.  The U.S. Dept. of Ed. said they have to be reported as schools ( and the state could report the numbers both ways).

When looking at charter schools as schools, NONE of the charter school with Octorara students made AYP.

Article that explains what happened:
http://www.scribd.com/doc/135485728/Follow-up-Charter-School-Article

 

Dr. Newcome stated that the system is designed so eventually no one makes AYP.   We do a lot of good things at Octorara.  His public stance has been "Why spend money twice to do the same things and get the same results?"

Dr. Melton asked if charter schools have to take special ed students.  Dr. Newcome said that they do.

Mr. Hume wanted to remind everyone of the Ag Fair this Saturday.   See the district website for details:  http://octorara.k12.pa.us/education/district/district.php?sectionid=1

We received donations from Citadel, Herrs Foods, Chester County 2020 and Home Depot.  Octorara has the only Ag program in the county.

Dr. Melton wanted to know if a survey had ever been done as to why parents choose a charter school over Octorara.

Ms. Bowman said one was done specifically for Kindergarten.
             
12. Board Comments


13. Adjournment

 
Facility Committee Meeting – Monday, April 8, 2013 – 6:00 p.m. in the District Office Conference Room

Executive Session for personnel – Monday, April 8, 2013 – Following the Work Session in the District Office Conference Room

Policy Committee Meeting – Monday, April 15, 2013 – 6:00 p.m. in the District Office Conference Room

Finance Committee Meeting – Monday, April 15, 2013 – 6:30 p.m. in the District Office Conference Room

Next regularly scheduled Board Meeting – Monday, April 15, 2013 – 7:30 p.m. in the Jr. High School Multi-Purpose Room

Education Committee Meeting – Monday, April 22, 2013 – 6:00 p.m. in the District Office Conference Room