NOTES AND MINUTES SOUTHERN YORK COUNTY SCHOOL BOARD COMMITTEE-OF-THE-WHOLE MEETING February 3, 1994 The Committee-of-the-Whole meeting of the Southern York County School Board was held in the Southern Middle School Auditorium on the above date. President Jack Sullivan called the meeting to order at 7:30 p.m. Everyone was asked to Pledge to the Flag. Members present at roll call were: Erek Gass, Jerri Groncki, Daniel Pierce, John Riley, Jan Sechrist, Larry Spangler, Jack Sullivan, and Ed Waugh. Absent at roll call was Jeffrey Dubbs. (The President was informed in advance that Mr. Dubbs would be absent because of a scheduled family vacation.) Also present were Richard D. Hupper, Superintendent of Schools, William R. Murphy, Assistant Superintendent of Schools, and Dale R. Keagy, Business Administrator/ Board Secretary. The press was represented. President Sullivan stated that there would be not be a public comment period prior to the conducting of the business portion of the meeting this evening. Public comment will be allowed during the meeting but will be limited only to those items that are on the printed agenda. Mr. Pierce and Mr. Sechrist objected to this decision. There was no old business. FINANCE AND BUDGET: Mr. Sullivan turned the gavel over to Mr. Gass, Chairperson of the Finance and Budget Committee. Mr. Gass introduced Lynn Shanholtz of Shanholtz Professional Corporation. Mr. Pierce read a prepared statement and submitted it to the secretary for the record as follows: As neither Jeff Dubbs, Jan Sechrist, Larry Spangler or I were involved in the selection of your firm prior to the Board meeting on December 9, 1993 I have a few questions to ask you. #1. How long has the Shanholtz Professional Corporation been in business in the State of Maryland? Ms. Shanholtz: 2 years #2. There are 24 public school districts in the State of Maryland. Have any of the school districts in Maryland utilized your services for business planning, accounting, or consulting? Ms. Shanholtz: None #3. Have any private schools utilized your firm for business planning, accounting, or consulting? Ms. Shanholtz: None *p 27,58* #4. Have any of the 501 Pennsylvania School Districts utilized your professional services prior to December, 1993? Ms. Shanholtz: None From your comments, I could state that the Shanholtz Professional Corporation has little or no experience in the management of educational institutions. In light of that information, I would suggest that the Administrative Team be allowed to comment on her report at the next School Board meeting scheduled for Thursday, February 17, 1994. Ms. Shanholtz presented her interim report. She stated that the work was 60% complete. There were questions and answers. The engagement will not proceed without futher Board authorization or guidance. Following Ms. Shanholtz's presentation, Mr. Spangler requested that the administration be given 30 days to review the report and prepare a written response. Mr. Gass reported that an adjustment would be made to the reimbursement for mileage from $.28 to $.29 per mile effective January 1, 1994 according to the district policy that follows Internal Revenue Service rates. The committee recommended the approval of budgetary transfers. (For action on 2/17/94) Mr. Gass reported on the Board's intent to appoint citizens advisory committees to assist in development of the 1994-95 budget process. Notices would be made through the news media reference participation on the committees. Interested persons would fill out forms to be considered to serve on committees. The committee recommended approval of proxy vote as a member of the Pennsylvania School District Liquid Asset Fund. (For action on 2/17/94) Mr. Keagy presented a status report on the Friendship Addition/Renovation Construction Fund. He stated that there is approximately $44,000 remaining in the fund. The committee recommended approval of exonerations and refunds. (For action on 2/17/94) Mr. Keagy reported on the cafeteria report for year-to date as of December 31, 1993. He also shared that the breakfast program has begun although it is difficult to determine the success of the program due to school being closed many days due to inclement weather. Mr. Gass shared that he also felt that the program has not had enough time to establish itself and recommended that the program continue until the end of the year. The committee recommended the administration to solicit bids for industrial arts supplies. (For action on 2/17/94) Mr. Gass requested scheduling a meeting of the Finance Committee. A meeting was scheduled for February 28 at 8:00 p.m. A working copy of the 1994-95 budget will be presented by Mr. Keagy. Also discussed were the budget working committees. Community members may contact the administration office to indicate their interest in participation on a committee. Mr. Keagy presented a discussion outline for curtailing expenses in the current year budget. Additional copies were shared with the audience. (For action on 2/17/94) Mr. Spangler made the following request for information: 1. Copy of all fee statements or invoices submitted for payment by Matthew Chabel or his law firm. 2. Copy of all fee statements or invoices submitted for payment by Shanholtz Professional Corporation. 3. Confirm the average property tax payment to Southern School District for the budget year 1993-94. 4. How many taxpayers requested and/or received relief or return of their school property taxes for the budget year 1993-94? Mr. Keagy stated that the District has conducted a program to notify senior citizens living in the District of the availability of tax rebates and have helped in filling out the forms for those qualifying. Submitted by Erek Gass, Chairperson Mr. Sullivan called a recess at 9:30 p.m. The meeting reconvened at 9:40 p.m. EDUCATION: Gavel was turned over to Mrs. Groncki. Mrs. Groncki opened discussion for snow make-up days per the approved 1993-94 school calendar. Dr. Hupper stated that the District has missed 11 days so far this year. Four makeup days (February 22, March 17, March 18, and March 31) are included in the approved calendar. He further stated that there was a possibility of using four other holidays (February 11, 21, April 1, and 4) to make up days. The February 11 holiday may not be feasible because of the time limitations in meeting notification requirements to the faculty. MOTION was made by Mr. Spangler and seconded by Mr. Riley that the Superintendent work out a plan with the administration to meet the 180 day requirement. MOTION APPROVED BY UNANIMOUS ROLL CALL VOTE - - - - The committee will recommend entering into a 50/50 matching grant with Satellite Educational Resource Consortium for a satellite disk for the Southern Middle School at a cost not to exceed $8,155. (For action on 2/17/94) The committee will recommend that the Southern York County School District participate in the 1994 Southern York County Business Show, New Freedom, on April 8 and 9, 1994 at a cost not to exceed $75.00. (For action on 2/17/94) Discussion on the status of the Chapter 15 personal aide provided by the Board of Education at the regular December meeting for one middle school student was postponed until the March 3 meeting. Mr. Robert Cline, Supervisor of Special Education shared the need to apply for the Instructional Support Team concept to be implemented beginning in the 1994-95 school year. He stated that our school district is required to begin the program with the employment of one elementary professional staff member. The committee will support this recommendation. (For action on 2/17/94) The committee will recommend the Plan for the operation of Special Education Services and Programs/Quality Space (Fair Share Plan) for 1994-95 as required by the Department of Education. (For action on 2/17/94) The committee will recommend the addition to the 1993-94 Educational Field Trip List for Lori Breen, Special Education Teacher at Susquehannock High School; a teacher aide; and 12 students from her social studies class to criminal court session at the York County Courthouse sometime between March 7 and March 25, 1994. All expenses to be paid by the students. There would be no need for any substitute. (For action on 2/17/94) Mrs. Groncki shared that results of computer in-service training provided to third and fourth grade teachers over the past several months as part of the district technology plan was provided for informational purposes. Mrs. Groncki opened discussion reference publication of the next District Newsletter. MOTION was made by Mr. Sullivan and seconded by Mr. Waugh that the Board authorize the administration to publish one final newsletter for the 1993-94 school year. MRS. GRONCKI, MR. RILEY, MR. WAUGH, AND MR. SULLIVAN VOTED AYE. MR. GASS, MR. PIERCE, MR. SECHRIST, AND MR. SPANGLER VOTED NAY. MOTION FAILED. - - - - District publications will be discussed again at the February 17, 1994 meeting. No report on ESEA Chapter 2. Submitted by Jerri Groncki, Chairperson PERSONNEL AND POLICY Gavel was turned over to Mr. Riley Mr. Riley stated that the committee would recommend approval for supplemental positions as noted in the meeting agenda. (For action on 2/17/94) The committee will recommend the appointment of Brenda L. Wenger, 2 hour cook at Southern Middle School, effective January 14, 1994 at $7/hour. (For action on 2/17/94) The committee will recommend the addition of Pam Spangler to the substitute teacher aide list for the 1993-94 school year. (For action on 2/17/94) The committee will recommend the approval of Rebecca Einsig, York College nursing student, to do her nursing internship with Arlene Keeney, Secondary School Nurse, from January 31, 1994 to February 23, 1994. (For action on 2/17/94) *p 27,58* Mr. Riley requested holding a committee meeting to discuss conference requests. Mr. Gass said he felt we should go on with business and evaluate the conference request process next year. Conference requests will be discussed at the next Board meeting. (For action on 2/17/94) The committee will recommend approval of request for leave without pay from two staff members. (For action on 2/17/94) Mr. Riley commented on letters of commendation received from members of the community reference two staff members. a. Kris Osborn, fifth grade teacher, Friendship Elementary School b. Debbie Kingston, attendance officer Dr. Hupper stated that it would not be in the best interest of the school district to participate with Pennsylvania Association of Rural and Small Schools. There was no further discussion. Mr. Riley stated that the committee would support Susquehannock High School junior and senior class members to participate in the Annual Blood Donor Day scheduled for April 29, 1994. (For action on 2/17/94) Mr. Riley will submit proposed revisions of policy numbers 335, 336, 435, 439, 535, 539, 005, 008, 616, and 902 at the next meeting. The policy changes cannot be acted upon until the following board meeting. Sr. Riley stated that the committee supports Statement of Understanding requested by the York County Commissioners reference use of school facilities during a disaster situation. Submitted by John Riley, Chairperson Mr. Sullivan requested moving along in the agenda to Buildings and Grounds review of prioritized list of buildings and grounds projects submitted for consideration in the 1994-95 budget. The committee recommended reviewing all requests at the finance committee meeting on February 28. MOTION was made by Mr. Gass and seconded by Mr. Waugh to adjourn the meeting at 11:46 p.m. Respectfully submitted, Dale R. Keagy Board Secretary