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. A
PPROVAL OFJ
UNE15,
2015
F
INANCEM
INUTESThe committee approved the minutes as written.
B. NEW BUSINESS / BOARD APPROVAL
Approval of Business Office Items1. A
PPROVE THED
ISBURSEMENT OFS
CHOOLD
ISTRICTF
UNDS–
J
UNE2015
C
HECK#103741
(6/1/2015)
TOC
HECK#103955
(6/25/2015)
ACH
P
AYMENT#141500265
(6/4/2015)
TOACH
P
AYMENT#141500397
(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 2015. The committee discussed and recommended board approval.
2. A
CKNOWLEDGER
ECEIPT OF THED
ISTRICTF
INANCIALR
EPORTS FORJ
UNE2015
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. A
PPROVAL OFA
PPOINTMENT OFT
ITLEIX
C
OORDINATORMr. 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. A
PPROVAL OFE
XTENSION TO THEP
ROFESSIONALS
ERVICESC
ONTRACT WITHB
ARBN
ISSEL FORF
OODS
ERVICEM
ANAGEMENTMr. Johnson described the services provided by Ms. Barb Nissel in the 2014-2015 school year and recommended her contract be continued for the 2015-2016 school year. In 2014-2015, the amount expended was almost $10K and the amount for 2015-2016 is being increased to $15K. After a brief discussion, the committee agreed to recommend approval of the contract extension to the full board.
5. A
PPROVAL OFB
IDA
WARD TOA
PPROVEDT
RANSPORTATIONP
ROVIDER,
A
TLAST
RANSPORTATION,
I
NC.
FORT
RANSPORTATIONS
ERVICE TO AND/
OR FROMF
IRSTS
TEPS
CHOOL FOR THE2015-2016
S
CHOOLY
EARAfter a brief discussion, the committee agreed to recommend approval to the full board.
6. A
PPROVAL OFB
IDA
WARD TOA
PPROVEDT
RANSPORTATIONP
ROVIDER,
B
ALGOT
RANSPORTATION,
I
NC.
FORT
RANSPORTATIONS
ERVICES TO AND/
OR FROMA
GNESI
RWINS
CHOOL FOR THE2015-2016
S
CHOOLY
EARAfter a brief discussion, the committee agreed to recommend approval to the full board.
7. A
PPROVAL OFB
IDA
WARD TOA
PPROVEDT
RANSPORTATIONP
ROVIDER,
N
ORCROSST
RANSPORTATION,
I
NC.
FORT
RANSPORTATIONS
ERVICES TO AND/
OR FROMM
OTHERT
ERESARCS
FOR THE
2015-2016
S
CHOOLY
EARAfter a brief discussion, the committee agreed to recommend approval to the full board.
8. A
PPROVAL OFB
IDA
WARD TOA
PPROVEDT
RANSPORTATIONP
ROVIDER,
N
ORCROSST
RANSPORTATION,
I
NC.
FORT
RANSPORTATIONS
ERVICES TO AND/
OR FROMR
OSEMONTS
CHOOL FOR THE2015-2016
S
CHOOLY
EARAfter a brief discussion, the committee agreed to recommend approval to the full board.
9. A
PPROVAL OFA
GREEMENT WITHD
R.
M
ARYANNC
OX OFG
REATE
XPECTATIONS,
LLC
TOP
ROVIDEM
ENTORING TON
EWT
EACHERS ANDA
DMINISTRATORSMr. 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.
10. A
PPROVAL OF ANA
GREEMENT FORP
ARTICIPATION INC
HILDN
UTRITIONP
ROGRAMS BETWEENS
CHOOLD
ISTRICTS,
A
REAV
O-T
ECHS ANDI
NTERMEDIATEU
NITS FOR THE2015-2016
S
CHOOLY
EARAfter 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. A
PPROVAL OF THES
UB-G
RANTU
SE OFF
UNDSA
GREEMENT FORI
MPLEMENTATION OFI
NDIVIDUALS WITHD
ISABILITIESA
CT(IDEA)
P
ARTB
(S
ECTION611)
BETWEEN THECCIU
AND THEP
HOENIXVILLEA
REAS
CHOOLD
ISTRICT FOR THEP
ERIOD OFJ
ULY1,
2015
THROUGHJ
UNE30,
2016
After a brief discussion of this annual agreement, the committee agreed to recommend approval to the full board.
12. A
PPROVAL OF THES
UB-G
RANTA
GREEMENT FORI
MPLEMENTATION OFI
NDIVIDUALS WITHD
ISABILITIESA
CT(IDEA)
–
P
ARTB
(S
ECTION619)
WITH THECCIU
FOR THE PERIOD OFJ
ULY1,
2015
THROUGHJ
UNE30,
2016
After a brief discussion of this annual agreement, the committee agreed to recommend approval to the full board.
13. A
PPROVAL OF ANA
GREEMENTA
DDENDUM WITHL
AKESIDEE
DUCATIONALN
ETWORK FOR THEP
ROVISION OF ANA
DDITIONALI
N-S
CHOOLC
OUNSELOR FOR THE2015-2016
S
CHOOLY
EARMr. 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 707
14. A
PPROVAL OFE
XCEPTION FORU
SE OFS
CHOOLF
ACILITIES,
S
CHOOLB
OARDP
OLICY707
–
W
ORLDL
ANGUAGEP
ROGRAM–
A
FTERS
CHOOLS
PANISH ATS
CHUYLKILLE
LEMENTARY,
E
ASTP
IKELANDE
LEMENTARY,
AND THEK
INDERGARTEN ENTER FOR THE2015-2016
S
CHOOLY
EAR(O
FFER TO PAY$200
TOTAL FORS
CHOOLY
EAR)
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. Y
EARE
ND2014-2015
D
ISCUSSIONMr. 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 2014-2015. 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.
2. W
HITSON’
SU
PDATEa.
R
EPORT ONM
EALSS
ERVED2014-2015
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. O
CCUPATIONT
AXD
ISCUSSIONMr. 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. M
ARKETINGP
LANMr. Johnson gave a brief history of the marketing initiative in the district and Ms. Claus presented the proposed plan for the 2015-2016 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
–
R
ECOMMENDATION FORB
OARDMr. Johnson reminded the committee of the need for the board to discuss and come up with direction for CBAC for the 2016-2017 budget. The committee agreed to have a discussion with the full board.
6. B
ONDI
SSUE–
P
HASEI
R
EFUNDING
2015
B
ONDS
ERIESA
ANDB
R
ESULTS
B
ONDF
INANCING2015
C
ANDD
S
CHEDULEMessrs. 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. P
ERFORMANCEM
ATRIX–
T
RANSPORTATIOND
EPARTMENT
B
USC
APACITYU
TILIZATION
B
USA
CCIDENTR
ATIOMr. 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
Adjournment
The meeting adjourned at 9:45 PM.