Upper Perkiomen School District · of policies and administrative regulations to staff members who...

Upper Perkiomen School District Education Center

2229 East Buck Road Pennsburg, PA 18073

March 8, 2018

7:00 p.m.

Welcome to the regular meeting of the Board of Directors Of the Upper Perkiomen School District

CODE OF ETHICS

The Board of School Directors agrees to: Welcome and encourage participation and cooperation by all Work with constituents in a spirit of harmony Base decision on the facts, vote our honest convictions, and be unswayed by partisan bias Devote time, thought, and study to our duties and responsibilities Resist any temptation or outside pressure to use our position to benefit ourselves Understand and evaluate the educational program and plan for school operations Provide oversight to the business of the School District, establish policies, and vest

administration in the Superintendent of Schools Help the community have all the facts, all the time, about their schools Strive to maximize school board service in a spirit of teamwork and devotion to public

education

BOARD OF DIRECTORS Dr. Kerry A. Drake, President James C. Glackin

Mike W. Elliott, Vice-President Raeann B. Hofkin Stephen L. Cunningham, Treasurer Judith Maginnis

Melanie R. Cunningham Dr. John L. Farris

Joan T. Smith Sandra M. Kassel, Board Secretary

(non-voting member)

ADMINISTRATORS

Dr. Alexis McGloin, Superintendent Dr. Andrea Farina, Assistant Superintendent

Sandra Kassel, Business Administrator Ashley Kitten, Director of Human Resources

SOLICITOR

Kenneth A. Roos, Esquire Wisler Pearlstine, LLP

In order to assist in keeping an accurate record of the proceeding of this meeting, the meeting is being videotaped by the District.

March 8, 2018 School Board Agenda - Page 1 of 5

AGENDA – MARCH 8, 2018

I. CALL TO ORDER A. Pledge of Allegiance B. Roll Call C. Introductions of Staff

II. BOARD PRESIDENT’S REPORT

III. SUPERINTENDENT’S REPORT IV. PRESENTATIONS/DISCUSSION

A. Special Education Plan – George Reigle (Presentation – Board Only) B. Board Policy Revisions/Additions/Deletions – First Readings: (Attachment A)

a. Policy No. 000 – Board Policies/Procedures/Administrative Regulations (Currently 009)

b. Policy No. 005 – Organization c. Policy No. 007 – Policy Manual Access d. Policy No. 009 (Retire) e. Policy No. 702 – Gift, Grants, Donations f. Policy No. 808 – Food Service g. Policy No. 808.1 - Free/Reduced-Price Meals and Free Milk (Retire)

V. SOLICITOR’S REPORT/SUNSHINE ACT ANNOUNCEMENTS

VI. APPROVAL OF AGENDA VII. COMMITTEE REPORTS

A. Special Education Committee – Judy Maginnis B. Curriculum & Technology Committee – James Glackin C. Facilities Committee – Melanie Cunningham D. Policy Committee – Raeann Hofkin E. Board Communication Line/Communication Committee – Mike Elliott F. Western Montgomery Career & Technology Center – James Glackin G. Montgomery County Intermediate Unit – Dr. Kerry Drake H. Legislative Liaison Report – Judy Maginnis I. Upper Perkiomen Education Foundation – Mike Elliott J. Regional Planning Commission Representative – Melanie Cunningham

VIII. PUBLIC COMMENTS ON AGENDA ITEMS

IX. APPROVAL OF MINUTES

A. Motion to approve Regular School Board Meeting Minutes of February 8, 2018 (Attachment B)



X. OLD BUSINESS A. Boro Construction Invoice

XI. NEW BUSINESS

A. PERSONNEL REPORT i) RETIREMENTS

(1) SUPPORT STAFF (a) DONALD F. FILLMAN, Part-Time Custodian at Marlborough Elementary

School, effective June 15, 2018.

ii) RESIGNATIONS (1) PROFESSIONAL STAFF

(a) WILLIAM J. DREISBACH, Physical Education Teacher at the Middle School, effective April 27, 2018.

(2) SUPPORT STAFF (a) CAROLINE R. FINACCHIO, Paraprofessional at the High School, effective

March 16, 2018.

iii) APPOINTMENTS (1) PROFESSIONAL STAFF

(a) NICOLE A. FOREMAN, Extended Per Diem Substitute Teacher, effective March 12, 2018, through approximately March 27, 2018, to be hired subject to required employment history review. Nicole will be substituting for Molly Storti who will be on a leave.

(b) JARED J. ROGERS, Long Term Substitute Technology Education Teacher at the Middle School, effective February 20, 2018, through the remainder of the 2017-2018 school year, to be hired subject to required employment history review. Jared will be replacing Philip Grigonis who resigned.

(c) DANA M. SCHOETTLE, Extended Per Diem Substitute Teacher, effective February 26, 2018, through approximately April 9, 2018, to be hired subject to required employment history review. Dana will be substituting for Jennifer Hart who will be on a leave.

(2) SUPPORT STAFF (a) MELANIE S. CARRA, Paraprofessional at the High School, effective March

12, 2018, to be hired subject to required employment history review, at $11.90/hour, per the Part-Time Support Staff Agreement. Melanie will be replacing Jaime Rutkowski who resigned.

(b) CHARLES R. CROAK, JR., Full-Time Custodian at the Middle School, effective February 26, 2018, to be hired subject to required employment history review, at $11.90/hour, per the Maintenance and Custodial Staff Agreement. Charles will be replacing Linda Dugan who retired.



(c) HOLLY L. YABROSKI, Temporary Administrative Support, from February 12, 2018, through June 30, 2018, to work 5 hours a day, not to exceed 30 hours per week, at $13.50/hour.

iv) HOMEBOUND INSTRUCTOR/INSTRUCTION IN THE HOME, effective for the 2017-2018 school year: (1) CHRISTA M. PAUL (2) STACIE M. STOOPS

v) SATURDAY DETENTION/SUSPENSION PROCTORS for the 2017-2018 school year

(4 hours/day, as needed) at the hourly rate per the professional agreement: Middle School (1) NICKOLE C. HART

vi) SUPPLEMENTAL SALARY POSITIONS for the 2017-2018 school year:

XII. Area Position Name Salary Track MS Assistant Coach Kristina Olson-Berryman $1,989 B Lacrosse Assistant HS Coach Lindsey Brust* (50%) $1,634.50 B Lacrosse Assistant HS Coach Megan Smolinski (50%) $1,634.50 B Lacrosse MS Coach Rachel Austin* $2,336 B

*subject to required employment history review

i) ATHLETIC DEPARTMENT WORKERS. Positions include announcers, scorers, ticket sellers, timers and starters: (1) RACHEL K. PLANK

ii) LEAVES OF ABSENCE

(1) TAMMY G. DAY, approve a FAMILY MEDICAL LEAVE of absence from February 1, 2018, through approximately March 27, 2018.

(2) ANGELA M. FLUCK, approve a FAMILY MEDICAL LEAVE of absence from approximately April 20, 2018, through the end of the 2017-2018 school year.

(3) THERESA M. SCHLATTERER, approve a FAMILY MEDICAL LEAVE of absence from the beginning of the 2018-19 school year through approximately November 13, 2018.

B. ACTION ITEMS

i) Motion to approve the Upper Perkiomen School District 2018-2019 Academic School Calendar (Attachment C).

ii) Motion to approve the following Administrative Regulation revision: (1) 800 AR – Records Management (Attachment D)



iii) Motion to approve the resolution requesting an Alternative and Clean Energy Program Grant of $2,000,000 from the Commonwealth Financing Authority to be used for the new Grade 6-7-8 Middle School Project. (Attachment E)

iv) Motion to approve the Montgomery County Intermediate Unit Budgets for July 1, 2018 to June 30, 2019. Upper Perkiomen’s share is a 0.29% increase or $103.00 for a total of $35,927.

v) Motion to approve Gross and Landmark (G&L) Transportation for temporary transportation administrative services through June 30, 2018, at a rate of $710.00 per week.

vi) Motion to approve middle and high school student finalists of the Regional TSA Conference in February, 2018, to attend the TSA States Conference in Champion, Pennsylvania, April 18 - April 21, 2018.

C. FINANCIAL REPORTS (Attachment F)

i) Financial Reports (1) General Account

(a) Cash Balance Report (b) Revenue Summary (c) Expenditure Summary

(2) Investment Accounts & Certificates of Deposit (a) Capital (b) General

(3) Payroll (4) Cafeteria

ii) Bills (a) General Expenses (b) Capital Expenses

D. NEW FOLLOW UP ITEMS

XIII. PUBLIC COMMENTS

XIV. BOARD COMMENTS

XV. ADJOURNMENT

FUTURE BOARD MEETINGS CONTINUED ON THE NEXT PAGE (5)



FUTURE BOARD MEETINGS DATE TIME LOCATION Facilities Committee Meeting 03/19/18 7:00 p.m. Education Center Budget Meeting 03/20/17 7:00 p.m. Education Center Board Workshop 03/22/18 7:00 p.m. Education Center Curriculum & Technology Committee Meeting 03/26/18 6:00 p.m. Education Center Policy Committee Meeting 03/26/18 7:00 p.m. Education Center Budget Meeting 03/27/18 7:00 p.m. Education Center Budget Meeting 04/03/18 7:00 p.m. Education Center Special Education Committee Meeting 04/10/18 6:30 p.m. Education Center Regular School Board Meeting 04/12/18 7:00 p.m. Education Center

The Upper Perkiomen Board of School Directors appreciates your interest in

and support for the students and their school experience.

RETIRE- Replace w/ PSBA POLICY 007 No. 007

Upper Perkiomen

School District

SECTION:

TITLE:

LOCAL BOARD PROCEDURES

DISTRIBUTION

ADOPTED: 04/08/99

REVIEWED: 10/24/13

REVISED: 12/02/13

007 DISTRIBUTION

The Board desires to make this Policy Manual a useful guide for all directors of the 1 Board, the administration of the Upper Perkiomen School District, all personnel 2 employed by the Board, the students of the Upper Perkiomen School District and all 3 members of the community. 4

5 Therefore, copies of this manual shall be given to the following: 6

7 a) All directors of the Board. 8 b) Superintendent. 9

c) Board Secretary. 10 d) Business Manager. 11 e) Each building principal. 12 f) Appropriate administrators. 13 g) Board solicitor. 14 h) School library. 15 i) School District Website. 16

17 Copies of this manual shall be numbered, and a record maintained by the 18 Superintendent or designee as to the placement of each copy. Copies of revised 19 pages shall be provided to the holders of manuals as changes are made. 20

21 65P.S. The Policy Manual shall be considered a public record and shall be available for 22

271 et seq inspection in the Board offices and in each school building during regular office 23

hours. 24

25

The Superintendent or designee shall maintain an orderly plan for the promulgation 26

of policies and administrative regulations to staff members who are affected by 27

them and shall provide easy accessibility to an up-to-date manual of policies and 28

administrative regulations for all employees of the school system. 29

30

The Superintendent is designated to review existing policy in light of Board actions 31

and revisions to State statutes and regulations, and to recommend to the Board 32

such changes as may be necessary to maintain the Board Policy Manual in a 33

current status. 34

35

The Policy Manual is the property of the Upper Perkiomen School District; 36

therefore, all manuals shall be returned to the Board Secretary upon termination of 37

employment or term of office. 38

39

40

41

Page 1 of 1

of 4

No. 808 SECTION: OPERATIONS TITLE: FOOD SERVICE ADOPTED: 04/13/00 REVIEWED: 02/26/18 REVISED: 09/10/15

Upper Perkiomen School District

PROPOSED REVISION

808 FOOD SERVICE

1. Purpose

The Board recognizes that students require adequate, nourishing food and beverages in order to grow, learn and maintain good health. The Board directs that students shall be provided with adequate space and time to eat meals during the school day.

2. Authority SC. 504, 1335, 1337 42 U.S.C. Sec.1751 et seq, 1773 7 CFR Sec. 210.10, 220.8

The Board shall provide food service for school breakfasts and school lunches that meet the standards required by state and federal school breakfast and lunch programs.

SC 504 (e)

A statement of receipts and expenditures for the cafeteria funds shall be presented monthly to the Board for its review.

SC 504 Food sold by the school may be purchased by students and district employees but only for consumption on school premises.

3. Delegation of Responsibility

Operation and supervision of the food services program shall be the responsibility of the Director of Food Services.

Cafeterias shall be operated on a nonprofit basis. A periodic review of the cafeteria accounts shall be made by the Business Administrator or designee, and a yearly review made by the auditor.

3 Pa. C.S.A. Sec. 5713 42 U.S.C. Sec. 1758 (h) 7 CFR Sec. 210.13

The Superintendent or designee shall comply with state and federal requirements for conducting cafeteria health and safety inspections and ensuring employee participation in appropriate inspection services and training programs.

4. Guidelines SC 504

Surplus accounts shall be used only for the improvement and maintenance of the food service program. All funds derived from the operation, maintenance or sponsorship of the food service program shall be deposited in the cafeteria fund, a special bank account, in the same manner as other Upper Perkomen School District funds. Such funds shall be expended in the manner approved and directed by the Board, but no amount shall be transferred from the Cafeteria Fund to any other account or fund, except that district advances to the food service program may be returned to the Upper Perkiomen School District’s general fund from any surplus resulting from its operation.

808 – FOOD SERVICE – Pg.2

Page 2 of 4

The Upper Perkiomen School District shall participate in the School Breakfast Program and National School Lunch Program.

SC 1335, 1337

Provisions shall be made for free and reduced rate meals, as prescribed by federal and State law. The district shall conduct direct certification according to the USDA school nutrition program guidelines using the Pennsylvania Student Eligibility System (PA-SES) to identify students who are eligible for free school meal benefits without the need for submission of a household application.

7 CFR Sec. 15b.40 Pol. 103.1, 113, 209.1

Accommodating Students With Special Dietary Needs The district shall make appropriate food service and/or meal accommodations to students with special dietary needs in accordance with applicable law, regulations, and Board policy.

School Food Safety Inspections 42 U.S.C Sec. 1758(h) 7 CFR Sec. 210.13, 220.7

The district shall obtain two (2) safety inspections per year in accordance with all local, state, and federal laws and regulations. The district shall post the most recent inspection report and release a copy of the report to members of the public upon request.

School Food Safety Program 42 U.S.C. Sec. 1758(h) 7 CFR Part 210, Part 220

The district shall comply with federal requirements in developing a food safety program that enables district schools to take systematic action to prevent or minimize the risk of foodborne illness among students.

7 CFR Sec. 210.9, 210.13, 220.7

The district shall maintain proper sanitation and health standards in food storage, preparation and service, in accordance with all applicable state and local laws and regulations and federal food safety requirements.

Breakfast and Lunch All students shall receive a school program meal regardless of the amount of money the student owes unless the student’s parent/guardian has specifically provided written notice to the district to withhold a school food program meal. The meal must meet the Federal guidelines as stated by the USDA National School Nutrition Lunch/School Breakfast Program. Students must be offered: 1 Fruit, 1 Vegetable, 1 Grain, 1 Meat/Meat Alternative and 1 Milk. They must take 3 out of the 5 items, one being a fruit or vegetable. Students are not permitted to charge A La Carte items.

School Meal Accounts Individual accounts shall be assigned to each student for accounting purposes for the purchase of meals served in school cafeterias. When a student reaches a low balance a reminder will be emailed to the parents/guardian. A standard letter will be sent via email or can be printed out to be sent home in a sealed envelope with the student. The letter will be updated and emailed weekly.


Page 3 of 4

Charged Meals Parent(s)/Guardian(s) are responsible for ensuring that students have the appropriate form of exchange to pay for their meal. When a student comes through the serving line without the appropriate form of exchange, the Upper Perkiomen School District will utilize the following procedures and guidelines:

When a student owes money for five (5) or more school food program meals, the district shall make at least two (2) attempts to contact the student's parent/guardian and shall provide the application for free/reduced-price school meal benefits to the parent/guardian to apply for benefits under federal school meal programs. The district may offer assistance to parents/guardians with applying for free/reduced-price school meal benefits. Communications regarding money owed by a student for school meals shall be made to the student's parent/guardian, not the student, unless the student is an emancipated minor. District schools shall be prohibited from:

1. Publicly identifying or stigmatizing a student who cannot pay for a school food program meal or who has a negative school meal account balance.

2. Requiring a student who cannot pay for a school food program meal to perform chores or other work to pay for the meal, unless chores or other work are required of all students regardless of their ability or inability to pay for a school food program meal.

3. Requiring a student to discard a school food program meal after it was served to the student due to the student's inability to pay for the meal or due to a negative school meal account balance.

This policy and any applicable procedures or administrative regulations regarding school meal charges and school meal accounts shall be communicated annually to school administrators, school food service personnel, other appropriate school staff, and contracted food service personnel.

Breakfast and Lunch Balance Collections

Parents/Guardians will be informed of the district’s policy regarding meal charges and

collection procedures in the student handbook on an annual basis. A written notice will be sent to parents/guardians indicating that charges are accruing and advising the parents/guardians of the district’s collection policy. Parents/Guardians will be notified in writing of the charges on their student’s account and their responsibility for payment on a weekly basis. Parents/Guardians will be contacted by telephone regarding such matters if there has been no response to the written communication.

Collection Procedures Student account balances will be reviewed semi-annually. Any account that has reached $50.00 by January 30, and June 30 will be turned over to a third-party collection agency and any fees incurred will be charged to the parents or guardians.

The district will attempt to collect payment for checks returned due to insufficient funds. Parents/Guardians will be responsible for all cost and fees associated with the returned check. Following the receipt of two (2) returned checks, the parent/guardian/student will be required to pay cash and/or a U.S. Postal Service money order or certified check for all school meals.


Page 4 of 4

References:

School Code – 24 P.S. Sec. 504, 1335, 1337 Food Protection – 3 Pa. C.S.A. Sec. 5713 National School Lunch Program – 42 U.S.C. Sec. 1751 et seq. School Breakfast Program – 42 U.S.C. Sec. 1773, 1758 Healthy, Hunger-Free Kids Act of 2010 – P.L. 111-296 Nondiscrimination on the Basis of Handicap in Programs or Activities Receiving Federal Financial Assistance, Title 7, Code of Federal Regulations – 7 CFR Part 15 National Food Service Programs, Title 7, Code of Federal Regulations – 7 CFR Part 210, Part 215, Part 220, Part 245 Board Policy 103, 103.1, 113, 209.1, 246

ATTACHMENT B UPPER PERKIOMEN SCHOOL DISTRICT

2229 East Buck Road Pennsburg PA 18073

February 8, 2018

CALL TO ORDER The regular meeting of the Board of School Directors of the Upper Perkiomen School District was called to order by President Dr. Kerry A. Drake, at 7:05 p.m. at the Upper Perkiomen Education Center. The following Board members attended: Joan T. Smith, James C. Glackin, Judith Maginnis, Raeann B. Hofkin, Dr. Kerry A. Drake, Stephen L. Cunningham, and Melanie R. Cunningham. Absent members were: Mike W. Elliott and Dr. John L. Farris. Administration in attendance were: Alexis McGloin, EdD., Andrea Farina, EdD., Ashley Kitten, and Sandra M. Kassel. Others in attendance were: Kenneth A. Roos, Dyan Hipszer, Cathy Davidson, Bob Piccone, and Kaye Yurik. BOARD PRESIDENT’S REPORT Dr. Drake announced that Melanie Cunningham would be an added member to the Special Education Committee as his replacement and Dr. Farris would be added to the Policy Committee to substitute for Joan Smith. Dr. Drake said he was happy with the attendance at facilities meeting and the progress that was made with the Committees. SUPERINTENDENT’S REPORT Dr. McGloin announced a Change Order Resolution was on the agenda and a discussion would occur when that item came up for vote. Dr. McGloin reported that an evacuation drill was held at Hereford Elementary, where the students traveled to an off-site area. The drill helped inform how to handle an evacuation to an off-site area. Dr. McGloin thanked all staff and the students for their hard work and organization. She said the drill was well done and well worth the time. Dr. McGloin announced that kindergarten registration would be held at the Education Center this year and testing for students to determine full-day kindergarten would be done after the school year started. Dr. McGloin said a competitive bond sale was held and the sale secured a good interest rate which saved the district money. Lastly, Dr. McGloin told the Board that Budget meetings would need to be scheduled and potential dates were shared. SOLICITOR’S REPORT/SUNSHINE ACT ANNOUNCEMENTS Mr. Roos announced that an Executive Session was held on January 19, 2018 for personnel and labor relations matters. An informational session was held before the meeting with no deliberations. APPROVAL OF AGENDA Motion by Stephen L. Cunningham, seconded by Melanie R. Cunningham, to approve the agenda as presented. Motion carried; all voted aye. COMMITTEE REPORTS

A. Special Education Committee – Judy Maginnis Mrs. Maginnis said a committee meeting would be held on Tuesday, February 13th at 7:00 pm.

B. Curriculum/Technology Committee – James Glackin Mr. Glackin said a committee meeting was cancelled the previous evening due to weather and that a meeting would be held February 26th at 6:00 pm.

Upper Perkiomen School District Board Meeting, February 8, 2018

C. Facilities Committee – Melanie Cunningham

Mrs. Cunningham reported that a meeting was held on Tuesday, Feb.6 and the attendees participated in a walk-through tour of the high school. She indicated that the next meeting was scheduled for February 20th at the Education Center, and would consist of a follow-up to the walk-through tour. She also indicated a meeting would be held at the Middle School on March 6th to have a walk-through tour. Mrs. Cunningham finished with a construction update on the new middle school.

D. Policy Committee – Raeann Hofkin Mrs. Hofkin said that at the committee meeting on February 26th at 7:00 pm an update on Policy 005 to change the Curriculum/Technology committee to the Curriculum/Instruction committee would be discussed. E. Board Communication Line – Mike Elliott There was no report. F. Western Montgomery Career & Technology Center – James Glackin

Mr. Glackin reported that the JOC met on Monday. He announced that the new spray-on bed liner equipment has arrived and was offered as a service to the public. Mr. Glackin also announced that Leah Frank, a senior at Upper Perkiomen placed third in the Skills USA competition for her automotive skills. Dr. McGloin added that the Western Center would be holding a Daddy and daughter hair factory/ice cream social.

G. Montgomery County Intermediate Unit – Dr. Kerry Drake Dr. Drake announced that at the last meeting a discussion was held about remodeling the former MCIU buildings and that several organizations were interested in having that occur. Dr. Drake asked that a future discussion be had about the current middle school being used for programs after the renovations. He also indicated that the MCIU reported that they had trouble staffing substitutes.

I. Upper Perkiomen Education Foundation – Mike Elliott In Mr. Elliott’s absence Dr. McGloin said that interviews for Executive Director were held. J. Regional Planning Commission Representative – Melanie Cunningham

Mrs. Cunningham said that while she was at the meeting in January, there was no information on anything that pertained to the district.

PUBLIC COMMENT ON AGENDA ITEMS Cathy Davidson, Pennsburg asked what the timeline was on the new middle school and if there would be a new presentation. She also asked about the change order process and if the need of a meeting arises would it be advertised and where. MINUTES A. Motion by Stephen L. Cunningham, seconded by James C. Glackin, to approve the Regular School Board Meeting Minutes of January 11, 2018. (Attachment A). Motion carried; all voted aye.

NEW BUSINESS - PERSONNEL REPORT

Motion by Melanie R. Cunningham, seconded by Raeann B. Hofkin, to approve the Personnel Report as presented:

A. RETIREMENTS 1. PROFESSIONAL STAFF a. Kevin McNally, Science Teacher at the Middle School, effective September 5,

2018.


2. SUPPORT STAFF a. Bernard M. Jurgelewicz, District Courier, effective May 31, 2018. B. RESIGNATIONS 1. ADMINISTRATIVE STAFF a. Karen L. Henry, Director of Transportation/Registration, effective March 2, 2018. 2. SUPPORT STAFF a. Gina l. Plonski, Staff Nurse at Marlborough Elementary School, effective January 12, 2018. b. Jaime L. Rutkowski, Paraprofessional at the High School, effective January 19,

2018. C. APPOINTMENTS 1. SUPPORT STAFF a. Carole A. Benfield, Head Custodian at Marlborough Elementary School, effective

January 29, 2018, to be hired subject to required employment history review, at $14.00/hour, per the Maintenance and Custodial Staff Agreement. Carole will be replacing Steven Wisnieski who resigned.

2. HOMEBOUND INSTRUCTOR/INSTRUCTION IN THE HOME, effective for the 2017- 2018 school year:

a. Jamye Keiser 3. SUPPLEMENTAL SALARY POSITIONS for the 2017-2018 school year: I. Area Status Position Name Salary

Performance Adjustment Drama/Musical – MS Asst

Martin O’Connor (50%) $599.50 A

Performance Appointment Drama/Musical – MS Asst

Kevin J. Stephenson (50%)* $479.50 B

Baseball Appointment Varsity HS Coach Frank Mercon $5,842 A Baseball Appointment Assistant HS Coach Perry Breyer (50%) $2,043 A

Baseball Appointment Assistant HS Coach Richard Rossiter III (50%) $2,043 A

Baseball Appointment Assistant HS Coach Michael Svanson (50%) $2,043 A

Baseball Appointment Assistant HS Coach Todd Swenk (50%) $2,043 A Baseball Appointment MS Coach Eric Schantz $2,920 A Baseball Appointment MS Asst Coach Jason Sell $2,338 A Lacrosse Appointment Varsity Coach Susan Flack $5,842 A Lacrosse Appointment MS Coach Deborah Macioge $2,920 A Softball Appointment Varsity HS Coach Dean Sullivan $5,842 A Softball Appointment Assistant HS Coach Jessica Irvin* $3,269 B Softball Appointment Assistant HS Coach Christina Bastardi* $3,269 B Softball Appointment MS Coach Robert Stephany $2,920 A Softball Appointment MS Asst Coach Wayne Suhl $2,338 A Boys' Tennis Appointment Coach John Williamson $4,325 A Boys' Tennis Appointment Assistant Coach Daniel Hawthorne $2,487 A Track Appointment Girls' Varsity HS Coach Clayton Mowrer $4,975 A

Track Appointment Boys' Varsity HS Coach David Dusza $4,975 A


Track Appointment Assistant HS Coach Kristoffer Williams $3,480 A Track Appointment Assistant HS Coach Meredith Reinhart $3,480 A Track Appointment MS Coach Catherine Bronsdon $2,987 A

*subject to required employment history review D. LEAVES OF ABSENCE 1. Carissa Goodwin, approve an extension to her Family Medical Leave of

absence from January 29, 2018, through March 14, 2018. 2. Michele Martin, approve a Family Medical Leave of absence from January 26,

2018, through approximately March 12, 2018. Motion carried; all voted aye.

ACTION ITEMS 1. Motion by Stephen L. Cunningham, seconded by Raeann B. Hofkin, to approve the 2018 Board Workshop Meeting Dates (Attachment B). Motion carried; all voted aye. Motion by Raeann B. Hofkin, seconded by Judy Maginnis, to approve Action Items 2 and 3: 2. Motion to accept the resignation of Raeann B. Hofkin from the Western Montgomery Career and Technology Joint Operating Committee. 3. Motion to approve Stephen L. Cunningham to serve as an Upper Perkiomen School District representative for the Western Montgomery Career & Technical Center for a term to expire December, 2018. Motion carried; all voted aye. Motion by Raeann B. Hofkin, seconded by Melanie R. Cunningham, to approve Action Items 4 through 8: 4. Motion to approve the attached account services contract with EDU Healthcare to supply substitute staffing as needed (Attachment C). 5. Motion to approve the attached addendum with S4Teachers LLC to increase the per diem substitute pay rate (Attachment D). 6. Motion to approve qualifying students of the Future Business Leaders of America (FBLA) to attend the FBLA State Leadership Conference April 8-11, 2018, in Hershey, PA. 7. Motion to approve the Educational Settlement Agreement between Upper Perkiomen School District and Student #273375. 8. Motion to authorize advertisement to seek bids for the Marlborough Elementary chiller replacement. (Attachment E). Motion carried; all voted aye.

Upper Perkiomen School District Board Meeting, February 8, 2018 9. Motion by Raeann B. Hofkin, seconded by Melanie R. Cunningham, to approve the Change Order Process Resolution for the Upper Perkiomen Middle School Project. (Attachment #1). Motion carried; all voted aye. 10. Motion by Stephen L. Cunningham, seconded by Joan T. Smith, to approve the following budget transfers: a. Amount Function code (from) Function code (to) $7,600 5900 Budgetary Reserve 1110 Regular Programs Purpose: Furniture for Middle School 6th grade classroom. b. Amount Function code (from) Function code (to) $175,000 1241 Learning Support 2420 Medical Services Purpose: Transfer funds to the correct code for occupational and physical therapy. Motion carried; all voted aye. BUSINESS REPORTS Motion by Judy Maginnis, seconded by Stephen L. Cunningham, to approve the payment of bills, in the amount of $1,091,507.56 from the General Fund and in the amount of $539,496.58 from the Capital Funds. VOTE: Smith – yes, Glackin – yes, Maginnis – yes, Hofkin – no, Drake – yes, Elliott – absent, S. Cunningham – yes, Farris – absent, M. Cunningham – yes. Motion carried. NEW FOLLOW UP ITEMS The board had questions about the Boro Construction invoice and requested a breakdown of the D’Huy Engineering invoice. PUBLIC COMMENTS Bob Piccone, Upper Hanover asked the board to keep in mind any areas where money could be saved in the building of the new middle school and to keep the taxpayers in mind when completing projects. Kaye Yurik, Marlborough Township, had some questions about the furniture costs and the contents of the media center in the new middle school. She asked if the community could work on fundraisers for items in the library. Mrs. Yurik also asked if copies of the mission statements that are being created by the committees would be available. BOARD COMMENTS Judy Maginnis announced that the high school cheerleaders finished fourth in their division in their recent competition in Dallas, Texas. Kerry Drake was happy to see new library chairs at the high school. Dr. Drake said he was also pleased with the turnout of the public at the Facility meeting and encouraged the public to continue to come out for all of the other committee meetings. ADJOURNMENT Motion by Stephen L. Cunningham, seconded by Joan T. Smith, that the meeting be adjourned at 8:04 p.m. Motion carried; all voted aye. Sandra M. Kassel, Board Secretary

Student Days Teacher Days

S M T W T F S 4 7 S M T W T F S1 2 3 4 21 22 23 In-Service Days 1 2

5 6 7 8 9 10 11 27 First Student Day 3 4 5 6 7 8 912 13 14 15 16 17 18 31 No School 10 11 12 13 14 15 1619 20 21 22 23 24 25 19 19 17 18 19 20 21 22 2326 27 28 29 30 31 3 Labor Day Break 24 25 26 27 28

28 Three-Hour Early Dismissal23 23

S M T W T F S 19 Three-Hour Early Dismissal S M T W T F S1 16 19 1 2

2 3 4 5 6 7 8 6 In-Service Day (Election Day) 3 4 5 6 7 8 99 10 11 12 13 14 15 19 20 Parent-Teacher Conferences - No School 10 11 12 13 14 15 1616 17 18 19 20 21 22 21 22 23 Thanksgiving Break 17 18 19 20 21 22 2323 24 25 26 27 28 29 15 15 24 25 26 27 28 29 3030 7 Three-Hour Early Dismissal 31

Winter BreakS M T W T F S 21 21 S M T W T F S

1 2 3 4 5 6 1 Schools Closed 1 2 3 4 5 67 8 9 10 11 12 13 21 Martin Luther King Day 7 8 9 10 11 12 13

14 15 16 17 18 19 20 19 19 14 15 16 17 18 19 2021 22 23 24 25 26 27 1 Three-Hour Early Dismissal 21 22 23 24 25 26 2728 29 30 31 18 President's Day 28 29 30

20 21S M T W T F S Parent-Teacher Conferences (3-Hr. Early Dismissal) S M T W T F S

1 2 3 29 In- Service Day 1 2 3 44 5 6 7 8 9 10 17 19 5 6 7 8 9 10 11

11 12 13 14 15 16 17 15 16 In-Service Days 12 13 14 15 16 17 1818 19 20 21 22 23 24 Spring Break 19 20 21 22 23 24 2525 26 27 28 29 30 26 27 28 29 30 31

22 22S M T W T F S 24 Three-Hour Early Dismissal S M T W T F S

1 27 Memorial Day 12 3 4 5 6 7 8 8 8 2 3 4 5 6 7 89 10 11 12 13 14 15 7 Graduation 9 10 11 12 13 14 1516 17 18 19 20 21 22 10 11 12 Three-Hour Early Dismissal 16 17 18 19 20 21 2223 24 25 26 27 28 29 12 Last Student Day 23 24 25 26 27 28 2930 31 Total Days 184 193 30

S M T W T F S1 2 3 4 5

6 7 8 9 10 11 1213 14 15 16 17 18 1920 21 22 23 24 25 2627 28 29 30 31

January 2019School Closed

June

Three Hour Early Dismissal ScheduleElementary Schools: 8:35 a.m.- 12:25 p.m.

December

24-31January

February

December 2018

November

17-19

7 8

Upper Perkiomen School District2018-2019 School Calendar (Draft)

August 2018 February 2019

September 2018 March 2019October

September

August

October 2018 April 2019

November 2018

3/29, 6/13, 6/14- Snow Make Up Days

High School: 7:40 a.m.- 11:35 a.m.Middle School: 7:30 a.m.- 11:15 a.m.

March

April

May

May 2019

In-Service (Non- Student Day) Three-Hour Early DismissalFirst Student DayParent-Teacher ConferencesLast Student Day

Calendar Legend

Snow Make-Up Information:If schools are closed due to inclement weather or emergencies, days will not be rescheduled unless there are more than three (3) days of school closings. The calendar will be revised in April to reflect 181 pupil days and 190 teacher days.

June 2019

ATTACHMENT C

gmccabe

Highlight

800-AR ADMINISTRATIVE

REGULATIONS UPPER PERKIOMEN

SCHOOL DISTRICT

Page 1 of 7

RULES AND REGULATIONS INTERPRETING BOARD POLICY OF (800) RECORDS MANAGEMENT

The School District receives and generates volumes of information in both electronic form and hard copy. Not all information received constitutes a “record” that the District will retain for an extended period.

The School District has set forth guidelines to assist employees in determining what information/documents/data should be retained and what information/documents/data need not be retained and to create guidelines for appropriate uses of particular means of communication. The purpose of this procedure is to clarify how records will be retained and destroyed.

Definitions

“Electronically Stored Information (ESI)” includes but is not limited to emails, and electronic documents. The possible sources/locations of ESI are individual hard drives, local and remote servers, cloud storage systems, removable media and devices used to conduct school district business.

“Records” include recorded information, regardless of form, that is created or received or retained in accordance with the District’s official business. ESI constitutes “records” when and only when the function and content of the message warrants retention under applicable law, policies or procedures.

“Reasonably accessible” shall mean that the information is available to authorized District personnel in a manner and format that is generally indexed or cataloged or is readily searchable for ease of reference.

A. Retention, Storage and Destruction of Records 1. General Guidelines for Retention of Records

The Records Retention Chart attached as Attachment A sets forth the responsible department, the retention period and the manner of disposal of various types of District records. Any records not specifically identified on the chart shall be referred to the Superintendent’s designee for review.

2. Special Guidelines for Purging of ESI

In general, appropriate hardware and software shall be used to ensure that ESI identified as records is reasonably accessible; however, to the extent that information is “backed up” for the sole purpose of restoring the system in the case of an emergency, such information is not considered records by the District and need not be reasonably accessible. Additionally, ESI that has been purged in accordance with the accompanying Policy and this Procedure shall also be deemed not reasonably accessible. The Chart entitled “Special Guidelines for Default Retention Schedule of ESI” attached as Attachment B sets forth the default retention period for ESI prior to purging. Such purging may be an automatic function of the record retention system.

ATTACHMENT D PROPOSED REVISION



SCHOOL DISTRICT

Page 2 of 7

B. Legal Hold Procedures When the school District believes that a matter is likely to lead to litigation by or against the School District, a “legal hold” will be placed on such relevant matters, requiring that documents and data, including electronic data, relating to the matter, incident, person or entity, be retained by the School District until such time as the legal hold is lifted.

1. Responsibility

Because of the variety of matters that could lead to litigation by or against the School District, the responsibility to identify such matters rests with District employees. Principals and other supervisors are responsible for informing staff whom they supervise of their responsibilities to report items covered by a legal hold.

2. Procedure

When a School District employee has reason to believe that an incident may give rise to potential litigation, that employee shall:

a. advise immediate supervisor, building supervisor, or specific central administrator of the

incident and, if requested by the supervisor, prepare a written report stating what the individual saw and/or heard, the names of the people and entities involved and the names of any witnesses

b. preserve records relating to the matter, pending a determination regarding

whether a legal hold is necessary.

The administrator must forward a written report to the Office of the Superintendent, which, in consultation with the Solicitor, will determine whether to place a legal hold on records, including ESI, relevant to the incident(s).

If a legal hold is implemented, then the Office of the Superintendent shall direct the appropriate administrator(s) to make all reasonable efforts to retrieve and maintain any archived ESI before that data is purged and to further prevent potentially relevant records from being purged or deleted. The Office of the Superintendent shall direct the appropriate administrator to advise the School District employees involved with the incident(s) or matter(s) at issue of the legal hold and advise them to retain all documents, data and information regarding the matter including, but not limited to email communications, notes, letters and voice mail messages pending further notice.

3. Release of Legal Hold

If a matter is settled or resolved or the relevant statute of limitations has run out or it otherwise becomes apparent that litigation is not likely to arise, then the Office of the Superintendent, in connection with the Solicitor, will release the legal hold and the retained and stored documents may then be disposed of in accordance with the ordinary document retention policies of the District.

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SCHOOL DISTRICT

C. Destruction

Records shall be purged in accordance with the attached document retention schedule in Attachment A and B.

D. Responsibility

Periodically, the Director of Technology and the Business Administrator shall perform reviews to ensure that (1) information being retained in manual form is being retained in a reasonably accessible manner, (2) information being retained in electronic form is being retained in a reasonably accessible manner, (3) confidential information is being maintained in a secure manner and (4) electronic and manual records are being retained and purged in accordance with this Superintendent’s Administrative Procedure.

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SCHOOL DISTRICT

Attachment A Disposal Codes 1. Routine – no special precautions 2. Special – confidential records which must be destroyed in a secure manner. 3. Archival – no destruction

RECORD RETENTION SCHEDULE

Description Department Minimum Retention Period

Disposal

Accident Reports – Student injuries

Business When student turns 20 or 15 years, whichever is shorter

2

Accident Reports – all other Business 5 years 2 Accounts Payable/Receivable Business 7 years 2 Annual Budget Business 10 years 1 Annual Financial Reports Business Permanent 3 Annual Audit Reports Business Permanent 3 Bank Statements, Check Registers, Deposit Slips

Business 7 years 1

Bids – Accepted Business 7 years after end of project

1

Bids – Rejected Business 7 years after end of project

1

Board Minutes - Board approved Business Perpetual 3 Board Minutes - Notes, Recordings and/or Any Other Materials Used to Prepare Official Minutes

Business Until official minutes are approved by Board

2

Board Policies – Current Business On-going 3 Collective Bargaining Agreements Human

Resources Permanent 1

Construction Contracts Business 12 years after termination 1 Emergency Preparedness Plan Superintendent 2 years after revision 2 Ethics- Statements of Financial Interest

Superintendent 5 years 1

Employee records – criminal background, discipline, grievances, complaints, resignation/retirement

Human Resources

7 years after end of employment

2

Employee records – other – application, attendance, evaluations, leave, pre-employment references, professional development, contracts

Human Resources


2

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SCHOOL DISTRICT

Employee records – medical, pre- employment medical exam

Human Resources


2

Employee Benefits Records.

Human Resources

50 years after termination of employment. If all benefits are paid prior to

2

expiration of 50 years, retain records 3 years after all benefits have been paid.

Employee records – Wage and hour information including W-2s, W-4s

Business 4 years 2

Employee Records- Records Business 7 years 2

Equal Employment Opportunity Reports

Human Resources

3 years 1

Facilities – Equipment Inventories Business 6 years 1

Facilities – Use Files, Equipment Leases, Pesticide Application Record

Business 6 years 1

Facilities –Fixed Asset List Business Permanent 3

Federal Grants Business 7 years 1

Free and Reduced Lunch Pupil Services

7 years 2

General Ledger Business Permanent 3

Insurance Claims Business 15 years after settlement/expiration of associated claim; if claim relevant to student, then records may be destroyed if at least 2 years after student’s graduation

2

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SCHOOL DISTRICT

Insurance Policies Business 20 years 1

Investment Records Business 7 years after cancellation 1

Litigation Business 7 years after conclusion of litigation

2

Property Records – Deeds, Easements, Leases, Purchase/Sale

Business Permanent 3

Purchase Orders Business 7 years 1

Workers’ Compensation Human Resources

10 years after employee has no open claims

2

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SCHOOL DISTRICT

Attachment B

SPECIAL GUIDELINES FOR DEFAULT RETENTION SCHEDULE OF ELECTRONICALLY STORED INFORMATION (ESI)

Description Department Retention Schedule ESI Backup kept principally for purpose of disaster recovery – not readily accessible. Includes: Staff Email, Financial System, Staff personal drive, Staff Shared drive, Board Docs, Follett Destiny, Active Directory, Print Server, Student personal drive

Technology 2 weeks

Census and Taxes ESI Backup kept principally for purpose of disaster recovery – not readily accessible

Technology 1 week

Archived ESI of resigned/terminated employees – readily accessible

Technology 6 or more months after the employee departure date, audited and purged every June and December

Archived staff email – readily accessible Technology 2 years School Board Meeting and Workshop video recordings - readily accessible

Technology 1 year

Financial ESI in Financial Information System - readily accessible

Business Office Not purged on a schedule

Human Resources ESI in HR Information System - readily accessible

Human Resources

Not purged on a schedule

Student ESI in Student Information System - readily accessible

Superintendent In accordance with Policy No. 216 & 216 AR

Census and Taxes ESI in Tax/Census Information System - readily accessible

Business Office 1 year

Reviewed: 02/26/18 Revised: 03/08/18 Adopted: 03/12/15

A C E R e s o l u t i o n - P a g e - 1 - | 2

UPPER PERKIOMEN SCHOOL DISTRICT BOARD OF SCHOOL DIRECTORS

RESOLUTION

Be it RESOLVED, that the Upper Perkiomen School District of Montgomery County hereby requests an Alternative and Clean Energy Program grant of $2,000,000 from the Commonwealth Financing Authority to be used for the New Grade 6-7-8 Middle School Project.

Be it FURTHER RESOLVED, that the Applicant does hereby designate Dr. Alexis McGloin, Superintendent of Schools, as the official to execute all documents and agreements between the Upper Perkiomen School District and the Commonwealth Financing Authority to facilitate and assist in obtaining the requested grant.

ATTACHMENT E

A C E R e s o l u t i o n - P a g e - 2 - | 2

UPPER PERKIOMEN SCHOOL DISTRICT 2229 E. Buck Road

Pennsburg, PA 18073 I, Sandra M. Kassel, duly qualified Secretary of the Upper Perkiomen School District, Montgomery County, PA, hereby certify that the forgoing is a true and correct copy of a Resolution duly adopted by a majority vote of the Upper Perkiomen School District Board of School Directors, at a regular meeting held March 8, 2018, and said Resolution has been recorded in the Minutes of the Upper Perkiomen School District and remains in effect as of this date. IN WITNESS THEREOF, I affix my hand and attach the seal of the Upper Perkiomen School District this _____ day of ________, 2018. Upper Perkiomen School District Montgomery County __________________________ Sandra M. Kassel, Board Secretary SEAL

BUSINESS REPORTS

A. FINANCIAL REPORTS

1. General Account

a. Cash Balance Report

b. Revenue Summary

c. Expenditure Summary

2. Investment Accounts & Certificates of Deposits

a. Capital

b. General

3. Payroll

4. Cafeteria

B. BILLS

1. General Expenses

2. Capital Expenses

March 8, 2018

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1-2

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7 -11

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15

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ATTACHMENT F

Upper Perkiomen School District · of policies and administrative regulations to staff members who...

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