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Minutes of the FINANCE Committee Meeting August 5, 2015

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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 OF

J

UNE

15,

2015

F

INANCE

M

INUTES

The committee approved the minutes as written.

B. NEW BUSINESS / BOARD APPROVAL

Approval of Business Office Items

1. A

PPROVE THE

D

ISBURSEMENT OF

S

CHOOL

D

ISTRICT

F

UNDS

J

UNE

2015

C

HECK

#103741

(6/1/2015)

TO

C

HECK

#103955

(6/25/2015)

ACH

P

AYMENT

#141500265

(6/4/2015)

TO

ACH

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)

2. A

CKNOWLEDGE

R

ECEIPT OF THE

D

ISTRICT

F

INANCIAL

R

EPORTS FOR

J

UNE

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. A

PPROVAL OF

A

PPOINTMENT OF

T

ITLE

IX

C

OORDINATOR

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. A

PPROVAL OF

E

XTENSION TO THE

P

ROFESSIONAL

S

ERVICES

C

ONTRACT WITH

B

ARB

N

ISSEL FOR

F

OOD

S

ERVICE

M

ANAGEMENT

Mr. 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 OF

B

ID

A

WARD TO

A

PPROVED

T

RANSPORTATION

P

ROVIDER

,

A

TLAS

T

RANSPORTATION

,

I

NC

.

FOR

T

RANSPORTATION

S

ERVICE TO AND

/

OR FROM

F

IRST

S

TEP

S

CHOOL FOR THE

2015-2016

S

CHOOL

Y

EAR

After a brief discussion, the committee agreed to recommend approval to the full board.

6. A

PPROVAL OF

B

ID

A

WARD TO

A

PPROVED

T

RANSPORTATION

P

ROVIDER

,

B

ALGO

T

RANSPORTATION

,

I

NC

.

FOR

T

RANSPORTATION

S

ERVICES TO AND

/

OR FROM

A

GNES

I

RWIN

S

CHOOL FOR THE

2015-2016

S

CHOOL

Y

EAR

After a brief discussion, the committee agreed to recommend approval to the full board.

7. A

PPROVAL OF

B

ID

A

WARD TO

A

PPROVED

T

RANSPORTATION

P

ROVIDER

,

N

ORCROSS

T

RANSPORTATION

,

I

NC

.

FOR

T

RANSPORTATION

S

ERVICES TO AND

/

OR FROM

M

OTHER

T

ERESA

RCS

FOR THE

2015-2016

S

CHOOL

Y

EAR

After a brief discussion, the committee agreed to recommend approval to the full board.

8. A

PPROVAL OF

B

ID

A

WARD TO

A

PPROVED

T

RANSPORTATION

P

ROVIDER

,

N

ORCROSS

T

RANSPORTATION

,

I

NC

.

FOR

T

RANSPORTATION

S

ERVICES TO AND

/

OR FROM

R

OSEMONT

S

CHOOL FOR THE

2015-2016

S

CHOOL

Y

EAR

After a brief discussion, the committee agreed to recommend approval to the full board.

9. A

PPROVAL OF

A

GREEMENT WITH

D

R

.

M

ARYANN

C

OX OF

G

REAT

E

XPECTATIONS

,

LLC

TO

P

ROVIDE

M

ENTORING TO

N

EW

T

EACHERS AND

A

DMINISTRATORS

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)

10. A

PPROVAL OF AN

A

GREEMENT FOR

P

ARTICIPATION IN

C

HILD

N

UTRITION

P

ROGRAMS BETWEEN

S

CHOOL

D

ISTRICTS

,

A

REA

V

O

-T

ECHS AND

I

NTERMEDIATE

U

NITS FOR THE

2015-2016

S

CHOOL

Y

EAR

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. A

PPROVAL OF THE

S

UB

-G

RANT

U

SE OF

F

UNDS

A

GREEMENT FOR

I

MPLEMENTATION OF

I

NDIVIDUALS WITH

D

ISABILITIES

A

CT

(IDEA)

P

ART

B

(S

ECTION

611)

BETWEEN THE

CCIU

AND THE

P

HOENIXVILLE

A

REA

S

CHOOL

D

ISTRICT FOR THE

P

ERIOD OF

J

ULY

1,

2015

THROUGH

J

UNE

30,

2016

After a brief discussion of this annual agreement, the committee agreed to recommend approval to the full board.

12. A

PPROVAL OF THE

S

UB

-G

RANT

A

GREEMENT FOR

I

MPLEMENTATION OF

I

NDIVIDUALS WITH

D

ISABILITIES

A

CT

(IDEA)

P

ART

B

(S

ECTION

619)

WITH THE

CCIU

FOR THE PERIOD OF

J

ULY

1,

2015

THROUGH

J

UNE

30,

2016

After a brief discussion of this annual agreement, the committee agreed to recommend approval to the full board.

13. A

PPROVAL OF AN

A

GREEMENT

A

DDENDUM WITH

L

AKESIDE

E

DUCATIONAL

N

ETWORK FOR THE

P

ROVISION OF AN

A

DDITIONAL

I

N

-S

CHOOL

C

OUNSELOR FOR THE

2015-2016

S

CHOOL

Y

EAR

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 707

14. A

PPROVAL OF

E

XCEPTION FOR

U

SE OF

S

CHOOL

F

ACILITIES

,

S

CHOOL

B

OARD

P

OLICY

707

W

ORLD

L

ANGUAGE

P

ROGRAM

A

FTER

S

CHOOL

S

PANISH AT

S

CHUYLKILL

E

LEMENTARY

,

E

AST

P

IKELAND

E

LEMENTARY

,

AND THE

K

INDERGARTEN ENTER FOR THE

2015-2016

S

CHOOL

Y

EAR

(O

FFER TO PAY

$200

TOTAL FOR

S

CHOOL

Y

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

EAR

E

ND

2014-2015

D

ISCUSSION

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 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.

(4)

2. W

HITSON

S

U

PDATE

a.

R

EPORT ON

M

EALS

S

ERVED

2014-2015

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

CCUPATION

T

AX

D

ISCUSSION

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. M

ARKETING

P

LAN

Mr. 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 FOR

B

OARD

Mr. 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

OND

I

SSUE

P

HASE

I

R

EFUNDING

2015

B

OND

S

ERIES

A

AND

B

R

ESULTS

B

OND

F

INANCING

2015

C

AND

D

S

CHEDULE

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. P

ERFORMANCE

M

ATRIX

T

RANSPORTATION

D

EPARTMENT

B

US

C

APACITY

U

TILIZATION

B

US

A

CCIDENT

R

ATIO

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

(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.

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