Minutes of the FINANCE Committee Meeting August 5, 2015

Transcription

1 PHOENIXVILLE AREA SCHOOL DISTRICT Phoenixville, Pennsylvania Minutes of the FINANCE Committee Meeting August 5, 2015 Finance Committee Members Present: Irfan Khan, David Ziev, and Kevin Pattinson Finance Committee Members Absent: None Board Members Present: None Administrators Present: Dr. Alan D. Fegley Superintendent Stan Johnson Executive Director of Operations Chris Gehris Manager Financial Reporting Ken Gibson Director of Technology Sandy Claus Community Relations Coordinator Others Present: Lisa Longo - Parent Call Board Finance Committee Meeting to Order The Finance Committee meeting was held in the Administration Building Committee Conference Room and was called to order at 7:05 p.m. by Mr. Khan. A. OLD BUSINESS 1. APPROVAL OF JUNE 15, 2015 FINANCE MINUTES The committee approved the minutes as written. B. NEW BUSINESS / BOARD APPROVAL Approval of Business Office Items 1. APPROVE THE DISBURSEMENT OF SCHOOL DISTRICT FUNDS JUNE 2015 CHECK # (6/1/2015) TO CHECK # (6/25/2015) ACH PAYMENT # (6/4/2015) TO ACH PAYMENT # (6/25/2015) Board approval is required for the disbursement of school district funds. The action requested in this item is the approval of the checks written in June The committee discussed and recommended board approval.

2 2 2. ACKNOWLEDGE RECEIPT OF THE DISTRICT FINANCIAL REPORTS FOR JUNE 2015 Board acknowledgement is required for the receipt of the monthly financial reports. This item is requesting the board to acknowledge receipt of the financial reports for June 2015 prepared by the Business Office and the administration. The committee discussed and recommended board acknowledgement. Mr. Kahn requested the administration to prepare the reports on a monthly expenditure basis at the September Finance Committee meeting. 3. APPROVAL OF APPOINTMENT OF TITLE IX COORDINATOR Mr. Johnson discussed a new requirement from the PDE requiring local school boards to take official action appointing the Title IX Coordinator. The district administration is recommending Ms. Pat Bonner to be the district s Title IX Coordinator. After brief discussion, the committee agreed to recommend approval to the full board. 4. APPROVAL OF EXTENSION TO THE PROFESSIONAL SERVICES CONTRACT WITH BARB NISSEL FOR FOOD SERVICE MANAGEMENT Mr. Johnson described the services provided by Ms. Barb Nissel in the school year and recommended her contract be continued for the school year. In , the amount expended was almost $10K and the amount for is being increased to $15K. After a brief discussion, the committee agreed to recommend approval of the contract extension to the full board. 5. APPROVAL OF BID AWARD TO APPROVED TRANSPORTATION PROVIDER, ATLAS TRANSPORTATION, INC. FOR TRANSPORTATION SERVICE TO AND/OR FROM FIRST STEP SCHOOL FOR THE SCHOOL YEAR 6. APPROVAL OF BID AWARD TO APPROVED TRANSPORTATION PROVIDER, BALGO TRANSPORTATION, INC. FOR TRANSPORTATION SERVICES TO AND/OR FROM AGNES IRWIN SCHOOL 7. APPROVAL OF BID AWARD TO APPROVED TRANSPORTATION PROVIDER, NORCROSS TRANSPORTATION, INC. FOR TRANSPORTATION SERVICES TO AND/OR FROM MOTHER TERESA RCS 8. APPROVAL OF BID AWARD TO APPROVED TRANSPORTATION PROVIDER, NORCROSS TRANSPORTATION, INC. FOR TRANSPORTATION SERVICES TO AND/OR FROM ROSEMONT SCHOOL 9. APPROVAL OF AGREEMENT WITH DR. MARYANN COX OF GREAT EXPECTATIONS, LLC TO PROVIDE MENTORING TO NEW TEACHERS AND ADMINISTRATORS Mr. Johnson explained the contract with Dr. Cox has been developed to utilize her many years of excellent performance and results working with new teachers and administrators. The committee requested Mr. Johnson to ensure Dr. Cox has the proper insurance to protect the district from any potential future claims related to Dr. Cox s service. Mr. Johnson will have that information available at the August 13 workshop meeting.

3 3 10. APPROVAL OF AN AGREEMENT FOR PARTICIPATION IN CHILD NUTRITION PROGRAMS BETWEEN SCHOOL DISTRICTS, AREA VO-TECHS AND INTERMEDIATE UNITS FOR THE SCHOOL YEAR After a brief discussion, the committee agreed to recommend the agreement to the full board for approval. This agreement is an annual agreement for PASD students who participate in the food service program at Chester County Intermediate Unit sites. Approval of Pupil Services Agreements 11. APPROVAL OF THE SUB-GRANT USE OF FUNDS AGREEMENT FOR IMPLEMENTATION OF INDIVIDUALS WITH DISABILITIES ACT (IDEA) PART B (SECTION 611) BETWEEN THE CCIU AND THE PHOENIXVILLE AREA SCHOOL DISTRICT FOR THE PERIOD OF JULY 1, 2015 THROUGH JUNE 30, 2016 After a brief discussion of this annual agreement, the committee agreed to recommend approval to the full board. 12. APPROVAL OF THE SUB-GRANT AGREEMENT FOR IMPLEMENTATION OF INDIVIDUALS WITH DISABILITIES ACT (IDEA) PART B (SECTION 619) WITH THE CCIU FOR THE PERIOD OF JULY 1, 2015 THROUGH JUNE 30, 2016 After a brief discussion of this annual agreement, the committee agreed to recommend approval to the full board. 13. APPROVAL OF AN AGREEMENT ADDENDUM WITH LAKESIDE EDUCATIONAL NETWORK FOR THE PROVISION OF AN ADDITIONAL IN-SCHOOL COUNSELOR Mr. Johnson discussed the proposed agreement with Lakeside. He explained this program has been producing excellent results for students placed in the alternative education program. The committee agreed to recommend to the full board for approval. Approval of Exception for Use of School Facilities, School Board Policy APPROVAL OF EXCEPTION FOR USE OF SCHOOL FACILITIES, SCHOOL BOARD POLICY 707 WORLD LANGUAGE PROGRAM AFTER SCHOOL SPANISH AT SCHUYLKILL ELEMENTARY, EAST PIKELAND ELEMENTARY, AND THE KINDERGARTEN ENTER (OFFER TO PAY $200 TOTAL FOR SCHOOL YEAR) After a lengthy discussion, the committee requested the administration to change the request from the renter to pay $200 per school year to waive all fees entirely. The committee members expressed support for the educational goal of this program and the committee members agreed to recommend a total waiver of the fee to the full board. C. INFORMATION / DISCUSSION ITEMS: 1. YEAR END DISCUSSION Mr. Gehris reviewed his year-end closeout activities. The unaudited results indicate the district will finish with a $400,000 surplus. Once these numbers have been verified, the full board will be asked to decide on how these funds should be treated. This will likely be at the September board meeting. Mr. Gehris indicated the transfer tax receipts had come in well below budget in He also indicated tax refunds resulting from property tax reappraisals also caused a shortfall on the revenue side. The expenditure side of the budget came in almost exactly on target.

4 4 2. WHITSON S UPDATE a. REPORT ON MEALS SERVED Mr. Johnson discussed the data requested by the board as a performance metric to measure goals for the district. The committee requested additional information about the number of meals served, i.e., a la carte meals served by school, and meals served by the school over the last two years. Mr. Johnson agreed to obtain the requested information and it will be discussed at the September Finance Committee meeting. 3. OCCUPATION TAX DISCUSSION Mr. Johnson and Mr. Gehris discussed the process used by Keystone presently and by the district when the district collected the occupation tax. The administration and the committee agreed the turmoil in the community has been greatly reduced and the committee agreed to discuss this at a future meeting when Mr. Gould could be present. 4. MARKETING PLAN Mr. Johnson gave a brief history of the marketing initiative in the district and Ms. Claus presented the proposed plan for the school year. The committee members were very pleased with the plan and directed the administration to have this scheduled as a board presentation for the full board and the community at the meeting in September. 5. CBAC RECOMMENDATION FOR BOARD Mr. Johnson reminded the committee of the need for the board to discuss and come up with direction for CBAC for the budget. The committee agreed to have a discussion with the full board. 6. BOND ISSUE PHASE I REFUNDING 2015 BOND SERIES A AND B RESULTS BOND FINANCING 2015 C AND D SCHEDULE Messrs. Gehris and Johnson reviewed the results of the second round of refinancing for the 2010 issue. The bond sale had occurred earlier in the day and the results were very positive for the district. Upon completion of the four scheduled bond issues, Ms. Doyle will be invited to make a full presentation to the board and the community. 7. PERFORMANCE MATRIX TRANSPORTATION DEPARTMENT BUS CAPACITY UTILIZATION BUS ACCIDENT RATIO Mr. Gibson presented information about performance statistics for the technology group. The committee requested that he group the IT service tickets by type and present the data at the September meeting. Mr. Gibson was also requested to return to the Finance Committee meeting in the early fall to discuss security concerns, transition to cloud computing for PASD, and performance assessment for the IT group. Public Comment Mr. Khan had allowed comments through the course of the meeting. Ms. Longo asked the Finance Committee to ensure that the payback analysis for geothermal at the new ELC/ES is done on a financially sound basis. Mr. Pattinson and Mr. Khan assured Ms. Longo that the analysis will be done correctly. Announcement of Next Meeting The next meeting will be held on September 9, 2015 at 7:00 P.M.

5 5 Adjournment The meeting adjourned at 9:45 PM. Irfan Khan, Chairperson The minutes of the August 5, 2015 Board Finance Committee meeting are scheduled to be approved at the September 9, 2015 Board Finance Committee meeting. The August 5, 2015 minutes were prepared by Mr. Stan Johnson Executive Director of Operations and Ms. Sharon Oleski - Executive Assistant to the Cabinet.