MINUTES BOARD OF DIRECTORS LANCASTER-LEBANON INTERMEDIATE UNIT 13 FEBRUARY 8, 2017

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1 BUDGET WORK SESSION MINUTES BOARD OF DIRECTORS LANCASTER-LEBANON INTERMEDIATE UNIT 13 FEBRUARY 8, 2017 Prior to the regular meeting, the Lancaster-Lebanon Intermediate Unit 13 Board of Directors held a Budget Work Session at the Conference and Training Center at IU13, with videoconferencing from the IU13 Lebanon County Office. The Work Session began at 5:54 PM. The following Board members were in attendance: Mr. Glenn Achey, Mr. Brandon Bernard, Mr. Christian Brackbill, Mr. Craig Chubb, Mr. Allen Dissinger, Mr. Ralph Duquette, Mr. Joseph Fullerton, Mrs. Idette Groff, Mr. Paul Irvin, Mr. Michael Landis, Mr. Ronald Melleby, Mr. Charles Merris, Mrs. Staci Murray (via videoconference), Mrs. Linda Troublefield Owens, Dr. Doreen Packer, Mr. Tim Stauffer, Mrs. Karen Sweigart, and Mr. Paul Topping (via videoconference, arriving during the session). The following IU13 staff were in attendance: Dr. Brian Barnhart, Mrs. Gina Brillhart, Ms. Angela Kirby-Wehr, Mr. Timothy Laubach (via videoconference), Mrs. Pam McCartney, Mr. Flip Steinour (via videoconference), Mrs. Sherry Zubeck (via videoconference), Mrs. Noel Johns, Ms. Lisa Figurelle, Mrs. Diane Janney Schall, Mr. Tim Evans, Ms. Kelly Orr, and Mrs. Patricia Pontz. Dr. Barnhart welcomed attendees and introduced the session. Mrs. Brillhart reviewed the Fall Budget Cycle, Core Program of Services and Instructional Media Services Budget Approval Process, Budget Development Process, Internal Service Fund and Employee Benefits, Composite Rates, and Budget Highlights and Assumptions. A review of the Core Program of Services budget was provided, including Actual, Revised, Projected, and Budget. Mrs. McCartney reviewed the Instructional Media Services (IMS) Budget, reviewing ongoing services and the recommendations of the IMS Focus Group to align IMS services with district needs and initiatives. A review of the Instructional Media Services budget was provided, including Actual, Revised, Projected, and Budget. Assessments to districts were reviewed, with it noted that there is no increase to districts. Mrs. Brillhart reviewed the Budget Adoption Process. At 6:48 PM, the Budget Work Session concluded. Regular Board Committee meetings followed. CALL TO ORDER The regular meeting of the Lancaster-Lebanon Intermediate Unit 13 Board of Directors was called to order at 7:37 PM by Mr. Michael Landis, President, at the Conference and Training Center at IU13, 1020 New Holland Avenue, Lancaster, PA Videoconferencing was provided from the IU13 Lebanon County Office, One Cumberland Street, Lebanon, PA PLEDGE OF ALLEGIANCE

2 ROLL CALL Board Members Present: Glenn R. Achey, Cornwall-Lebanon Brandon Bernard, Eastern Lebanon County Christian Brackbill, Jr., Pequea Valley Craig Chubb, Solanco Allen L. Dissinger, Cocalico Ralph Duquette, Palmyra Area Joseph Fullerton, Penn Manor Idette Groff, Conestoga Valley Paul Irvin, Eastern Lancaster County Michael R. Landis, Warwick Ronald Melleby, Donegal Charles Merris, Jr., Hempfield Staci Murray, Northern Lebanon (via videoconference) Dr. Doreen Packer, Lampeter-Strasburg Tim Stauffer, Ephrata Area Karen Sweigart, Elizabethtown Area Paul Topping, Lebanon (via videoconference) Absent: Mark Anderson, Manheim Township Iris Garrido, Columbia Borough Brad Hoffer, Manheim Central Linda Troublefield Owens, Lancaster Joseph C. Zimmerman, Annville-Cleona Staff Present: Dr. Brian Barnhart, Executive Director Gina Brillhart, CFO/Assistant to the Executive Director Tim Evans, The Conference and Training Center at IU13 Shannan Guthrie, Corporate Communications Angela Kirby-Wehr, Director, PaTTAN-Harrisburg Timothy Laubach, Director of Technology Services (via videoconference) Pam McCartney, Director of Instructional Services Patricia Pontz, Executive Director s Office Flip Steinour, Director, Human Resources Services (via videoconference) Sherry Zubeck, Director, Early Childhood and Special Education Services (via videoconference) Guests: Joshua McManness, IU13 PUBLIC COMMENTS None. Dr. Barnhart introduced Joshua McManness, a participant of the Aspiring Leaders Program.

3 PRESENTATION In celebration of School Director Recognition Month, Dr. Barnhart thanked Board members for their service. A book was presented in each Board member s honor to an IU13 classroom library. Dr. Martin Hudacs, Circuit Rider, provided an update on the Campaign for Fair Education Funding. Discussion ensued. APPROVAL OF JANUARY 11, 2017 BOARD MINUTES On a motion by Mr. Fullerton and a second by Mr. Melleby, the minutes from the January 11, 2017 meeting were approved as presented. TREASURER S REPORT On a motion by Mr. Achey and a second by Mr. Dissinger, the Treasurer s Report, including the following, was approved for the period ending December 31, 2016: A. Cash Reconciliation (Treasurer s Report - Cash and Investments) B. Investments (Treasurer s Report - Cash and Investments) C. Cash Reconciliation (School to Work and Special Education Activity Funds) D. Budget Expenditure Report (Treasurer s Report - Expenditure Report) E. Program Budget Reconciliation (Treasurer s Report Budget Reconciliation) F. Check Register in the amount of $11,166, BOARD REPORTS Mrs. Groff provided a report on PSBA activities including information regarding the new regional director, upcoming town hall meeting (2/28/17 in Mechanicsburg), and legislative information. Dr. Barnhart provided a legislative update. STAFF REPORTS None. CORRESPONDENCE None. CORRECTIONS/ADDENDA

4 Mr. Irvin noted that Human Resources Services has Addendum Items E and F. He also noted the following corrections: Addendum Item F, correction in contract amount; Exhibit D, Change of Position, Status, or Salary #4 Strike. BUSINESS SERVICES Mr. Brackbill commented on Item B, Assistive Technology Equipment, Supplies and Software Bid. On a motion by Mr. Brackbill and a second by Mr. Melleby, approval was given for Consent Agenda Items A-H: A. Contracts: 1. SBU/SSU Name: SBU 015 Statewide Initiatives Funding Source: Federal Contractor: TransAct Communications, LLC Term: January 1, 2017, to June 30, 2017 Cost: Not to exceed $9, Document translation (Purpose: As requested by the Pennsylvania Department of Education (PDE), Bureau of Special Education, contractor will translate a standard PDE form into multiple languages and produce the documents for each language.) 2. SBU/SSU Name: SBU 015 Statewide Initiatives Funding Source: Federal Contractor: Ralph Girolamo Term: January 1, 2017, to June 30, 2017 Cost: Not to exceed $35,400 Technical support (Purpose: To provide technical support and assistance to PaTTAN s Business Office in meeting the compliance requirements for the new federal Uniform Grant Guidance (UGG) regulations.) 3. SBU/SSU Name: SBU 015 Statewide Initiatives Funding Source: State Contractor: Rose Tree Media School District Term: January 1, 2017, to June 30, 2017 Cost: Not to exceed $74,430 Use of Intensive Interagency Cluster Funds (also known as Cordero Cluster Funds)

5 (Purpose: As requested by the Pennsylvania Department of Education (PDE), Bureau of Special Education, contractor will use Startup funds to meet immediate service delivery needs for a student considered a class member of the PDE s program responsibilities under the Cordero v. Commonwealth court order.) 4. SBU/SSU Name: SBU 015 Statewide Initiatives Funding Source: Federal Contractor: Harkness Fry Architecture Planning Term: January 1, 2017, to June 30, 2017 Cost: Not to exceed $8,250 Architectural and design services (Purpose: To provide architectural and design services related to interior renovations for new entrance/lobby/reception area at PaTTAN-Harrisburg. Architectural planning will include design, drawings, construction management, and procurement review assistance.) 5. Approval to revise the Lease Agreement for the office property which serves as the headquarters for the Pennsylvania Training and Technical Assistance Network to change name of landlord. Effective December 19, 2016, the landlord changed at the office property located at 6340 Flank Drive, Harrisburg. The premises were previously leased from U.S. Bank National Association, trustee for CD CD2, c/o C-III Asset Management LLC (and others). The new landlord is Rossmoyne LP, a Pennsylvania limited partnership. All future checks will be made payable to Triple Crown Corporation, c/o Property Management Division. The lease was previously approved August 10, (SBU 015 Statewide Initiatives). 6. Approval to revise previously approved contract with The Eisenhower Complex to correct the name of the contractor from The Eisenhower Complex to Timeless Townes of the Americas Inc., DBA Eisenhower Inn and Conference Center. The contract was previously approved January 11, (SBU 015 Statewide Initiatives). Business Services Department: 7. Approval to increase previously approved contract C in the amount of $8,500 with The Nittany Lion Inn by an additional $6,500 for an amended contract total not to exceed $15,000. The original contract was approved February 10, (SSU 013 Operations and Infrastructure Support Services). (Purpose: This contract is being amended due to increased participation, with costs allocated across participating districts. This contract provided facilities for the professional development program that provides continuing education for school business administrators as well as planning and goal setting for joint initiatives.)

6 8. SBU/SSU Name: SSU 013 Operations and Infrastructure Support Services Funding Source: Local Contractor: The Nittany Lion Inn Term: November 8-10, 2017 Cost: Not to exceed $20,000 Professional Development and Planning Sessions (Purpose: This contract provides facilities for the professional development program that provides continuing education for school business administrators as well as planning and goal setting for joint initiatives. Costs are allocated across participating districts.) B. Approval to award Bid # , Assistive Technology Equipment, Supplies and Software. (Reference Business Services Exhibit A) (Purpose: This bid is awarded to secure bid pricing on a variety of assistive technology products at the Pennsylvania Department of Education s request. These items are available for statewide use by school districts, intermediate units, vocational technical schools, state-approved private schools, and State System of Higher Education Institutions.) C. First Reading of the following budgets: (Reference Business Services Exhibit B) Program 1100/1111 Program 5105 Core Program of Services Instructional Media Services (Purpose: School Code requires that the IU13 Core Program of Services and Instructional Media Services budgets be approved annually by a majority of our member districts. These budgets will be presented to the superintendents at their March Superintendents Advisory Council. The IU13 Board will be asked to take action on a recommendation for approval by the member school districts Boards of School Directors at the March Board meeting. Member school districts will be asked to vote on the budgets in March or April.) D. Approval of the following sublease addendum for property leased from the Lancaster- Lebanon Joint Authority: Landlord: Lancaster-Lebanon Joint Authority Site: Manheim Township SD, 25 Valley Road, Lancaster Term: January 1, June 30, 2019 Rental: $1,337.55/month; $9.64/sq. ft., plus actual cost of build-out not to exceed $10,000 Use: Additional Emotional Support Classroom Space: Approximately 1,665 sq.ft. (Purpose: To provide additional classroom space on the ground floor of the Valley Road Education Center for the Emotional Support program. The leasehold improvements will be provided by the landlord.)

7 E. Approval of the following sublease addendum for property leased from the Lancaster- Lebanon Joint Authority: Landlord: Lancaster-Lebanon Joint Authority Site: Burle Business Park, 1020 New Holland Ave, Lancaster Term: Month to month, beginning February 1, 2017 Rental: $183.75/month; $5.25/sq. ft. Use: Facilities Department Workshop Space: Approximately 420 sq.ft. (Purpose: To provide a workshop for the Facilities Department staff that is safe and suitable for equipment repairs, small construction projects, maintenance, etc.) F. Approval of the following sublease addendum for property leased from the Lancaster- Lebanon Joint Authority: Landlord: Lancaster-Lebanon Joint Authority Site: Burle Business Park, 1020 New Holland Ave, Lancaster Term: Month to month, beginning January 1, 2017 Rental: $131.25/month; $3.75/sq. ft. Use: Instructional Services Department Storage Space: Approximately 732 sq.ft. (Purpose: To provide additional space for the Instructional Services Department.) G. Approval of the following sublease addendum for property leased from the Lancaster- Lebanon Joint Authority: Landlord: Lancaster-Lebanon Joint Authority Site: Burle Business Park, 1020 New Holland Ave, Lancaster Term: February 1, 2017 June 30, 2021 Rental: $1,427.56/month; $9.75/sq. ft. Use: Office and Meeting Space Space: Approximately 1,757 sq.ft. (Purpose: To provide additional office and meeting space for our programs.) H. Approval of the following sublease: SUBLEASE ADDENDUM #4 Landlord: Lancaster-Lebanon Joint Authority Site: Burle Business Park, 1020 New Holland Ave, Lancaster Lease Amount: Actual cost of build-out not to exceed $64,000 Use: Instructional Services and Technology Services

8 (Purpose: For Leasehold Improvements: Renovations to include demolition and build-out of offices, small meeting rooms, and kitchenette. The leasehold improvements will be provided by the landlord, and the cost will be included as additional costs to the Joint Authority per the master lease agreement. The Joint Authority will recover these costs through a sublease addendum with the Intermediate Unit, and balances due under the addendum will be due as costs are incurred. This work was approved by the Lancaster- Lebanon Joint Authority at its meeting on 1/26/17.) EARLY CHILDHOOD AND SPECIAL EDUCATION SERVICES Mrs. Groff reported that the committee received a Head Start Leadership report and discussed the Jae Davis Scholarship. She also provided information on this scholarship opportunity. On a motion by Mrs. Groff and a second by Mrs. Sweigart, approval was given for Consent Agenda Items A-B. A. Contracts: 1. Approval to amend previously approved contract C in the amount of $5,000 with Lancaster General Hospital by an additional $1,250 for an amended contract total of $6,250, and adjust the end term date from March 31, 2017, to June 30, The original contract was approved February 10, (SSU 013 Operations & Infrastructure Support) (Purpose: This amended is to align the contract end term date with fiscal year. Dr. Jeffery Martin provides consultation only on emergency health situations at the request of the IU13 Leadership Team. He will also offer assistance in developing and updating IU13 health-related board polices and will provide signed standing orders for services to be provided by all IU13 health-care staff members. In collaboration with the Supervisor of Related Services, he will supervise Family and Community Interns, serving 0.5 day/month consulting with IU13 staff.) B. Approval of the following appointment for the remainder of the school year and for the school year: Sweet, Stevens, Katz, and Williams Special Counsel $150-$195/hour (Purpose: Appointment of special counsel, Andrew Faust of Sweet, Stevens, Katz, and Williams, to provide legal counsel on preschool early intervention and school-age special education matters, as required, for the remainder of the school year and the school year, from February 9, 2017, to June 30, 2018.)

9 INSTRUCTIONAL SERVICES On a motion by Mr. Duquette and a second by Mr. Merris, approval was given for Consent Agenda Item A.. A. Approval to revise the previously approved contract C with Schoology, Inc., in the amount of $300,000 annually by an additional $120,000 for a total contract not to exceed $420,000 annually, and adjust the end term date from June 30, 2019, to June 30, The original contract was approved February 10, (SBU 004 Education Improvement Services) (Purpose: This contract provides user licenses and implementation fees for Schoology, a learning management system that teachers use for online/blended/hybrid learning classrooms. Through a statewide intermediate unit consortium, IU13 is able to offer reduced pricing to school districts for Schoology system licenses and professional development when purchased through IU13. This increase is due to additional district participation.) HUMAN RESOURCES SERVICES Mr. Irvin presented proposed employment incentives as follows: To extend the tuition forgiveness incentive of up to $1,000 to current part-time Instructional Support Staff who work at least 20 hours per week and have been employed with at least one year of continuous service beginning on or after January 1, 2017, with the benefit effective through June 30, To allow all current and future part-time employees who work at least 20 hours per week to have access for the employee only to the QuadMed benefit program, pending association approval, with the benefit effective until June 30, Discussion ensued. On a motion by Mr. Irvin and a second by Mr. Melleby, approval was given for the following Consent Agenda Items A-F, as corrected: A. Contracts: 1. SBU/SSU Name: SBU 001 Administrative and Management Services Funding Source: Local Contractor: Peddler s Village Term: April 25-27, 2017 Cost: Not to exceed $22,000 Accommodations for District HR Conference

10 (Purpose: This contract provides lodging, meeting room space, and food service for the 2017 District Human Resources Conference. The event will be open to all district HR administrators and will provide sessions on important HR topics. Funding for this event will be fully subsidized by participants and vendors.) 2. SBU/SSU Name: SSU 013 Operations and Infrastructure Support Services Funding Source: Local Contractor: SunGard Term: February 1, 2017, through February 28, 2017 Cost: Not to exceed $6,400 BusinessPLUS Boot Camp Training for HRS staff (Purpose: This contract will provide a one-week, on-site boot camp training for IU13 HR staff to review BusinessPLUS modules for new and current staff to ensure maximum utilization of data and improve efficiencies.) B. Approval to increase previously approved contract C in the amount of $12,100 with American Capital by an additional $3,570 for an amended contract total of $15,670. The original contract was approved December 14, (SSU 018 Internal Service Funds for Employee Benefits) (Purpose: The update to this three-year lease will be for an additional 2 treadmills for a total of 8 treadmill work stations to be placed individually in each department for voluntary use by IU employees as part of the IU wellness initiative to encourage overall health of employees.) C. Personnel actions as presented in HRS Exhibit A. D. Approval of the Resolution to appoint Stephen Halstead as School Police Officer for the IU13, subject to the approval of the Court of Common Pleas of Lancaster and Lebanon counties. (Reference HRS Exhibits B and C) E. Personnel actions as presented in HRS Exhibit D Personnel Actions. (Purpose: To approve Resignations, Retirements, Terminations, Employment, Leaves of Absence, and/or Changes of Position/Status/Salary.) F. Contract: 1. SBU/SSU Name: SSU 018 Internal Service Funds for Employee Benefits Funding Source: Local Contractor: Highmark Blue Shield Vision Term: January 1, 2017, through August 31, 2017 Cost: Not to exceed $50,000 Vision Insurance for eligible IU13 staff (Purpose: This contract will provide vision insurance for all eligible IU13 employees and their dependents.)

11 On a motion by Mr. Irvin and a second by Mr. Melleby, approval was given to expand the tuition forgiveness benefit to current part-time Instructional Support Staff as Mr. Irvin presented earlier in the meeting. On a motion by Mr. Irvin and a second by Mr. Melleby, approval was given to provide QuadMed access to part-time employees as Mr. Irvin presented earlier in the meeting.

12 PRIOR BUSINESS None. NEW BUSINESS None. BOARD OPPORTUNITIES Dr. Barnhart reviewed the handout presenting upcoming Board opportunities, highlighting the Reinventing Learning Showcase scheduled for April 19 as well as the IU13 Retirement Dinner, bazaars, and Legislative Breakfast. HANDOUTS Dr. Barnhart noted that a Statement of Financial Interests form was provided in Board packets. BOARD COMMENTS Mr. Melleby shared information on a book written by a child with autism. Mr. Landis thanked Mrs. McCartney and Mrs. Guthrie for their work on the recent House Democratic Policy Committee meeting addressing the Lancaster-Lebanon Virtual Solutions program and blended learning. PUBLIC COMMENTS None. ADJOURNMENT Mr. Landis noted that the next Board meeting will be on March 8, On a motion by Mr. Irvin and a second by Mr. Duquette, the meeting was properly adjourned at 8:35 PM.. Respectfully submitted, Gina Brillhart Secretary

MIDDLE BUCKS INSTITUTE OF TECHNOLOGY EXECUTIVE COUNCIL MINUTES February 13, 2017

ATTACHMENT 1 MIDDLE BUCKS INSTITUTE OF TECHNOLOGY EXECUTIVE COUNCIL MINUTES February 13, 2017 I. The regular meeting of the MBIT Executive Council was convened on Monday, February 13, 2017 at 5:33 p.m.