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Penn Hills School District Human Resources/Policy Committee

August 8, 2016 7‐8 pm

AGENDA

Minutes

I. No July Meeting – No minutes to approve HR Items for Discussion

II. Employee onboarding drug testing a. The Board leadership asked that the Administration research and present information regarding drug

testing for all new hires during the onboarding process i. The HR Department presented a survey of sixteen school districts. Eleven school districts

indicated that they did drug testing for certain groups of employees. There were school districts that did not conduct drug tests for new hires.

ii. The Committee Chair wanted the HR Director of verify that the Pittsburgh Public School does not drug test any staff during the onboarding process.

iii. The Chairperson will discuss drug testing with the Board. III. Athletics

a. Request to reimburse coaches for required certification courses i. The Athletic Director requested a motion be presented to the Board to reimburse his

coaches $50 for completing two mandated courses. The Athletic Director stated that he has the money in the athletic budget to cover the cost. The Committee Chair moved that it be presented to the Board.

b. Request approval to poll Board for approval of Assistant Boys Varsity Soccer i. Due to the length of time between the start of the soccer season and the Board meeting, the

Committee Chair agreed to allow the Board to be polled for the hiring of the Assistant Varsity Soccer coach.

IV. PHSD Status: Status a. Administrative Office

i. Business Confidential Secretary (Payroll) – Interviews have been completed and a candidate will be recommended.

b. Permanent Teaching i. Cyber Teacher – Interviews have been completed and HR Department will be recommending

a candidate. ii. Music – HR reposted and advertised the position after the first candidate declined the

District offer. HR received 19 new applicants. iii. ROTC – The HR Department had no firm commitment from any of the 40 retired Navy

officers that the Department of Navy pre‐qualified. In the interim, the District has been given permission to hire a temporary teacher to perform all the administrative work and allow 1st Sergeant Kenderson to conduct all the military classes. This is a temporary staffing allowance until HR Department can recruit the replacement Navy officer.

c. One Year Contract i. Behavior Specialist – The HR Department went through two rounds if interviews and there is

a finalist that will be presented to the Board of Directors. This is a one year contract. ii. Instructional Aides – The HR Department had three teams assigned to interview over twenty

five‐(25) candidates to fill fifteen‐(15) openings. d. Leave of Absence

i. PHE Art – The regular education teacher plans to be off work this first semester. We are requesting to hire the long term substitute that was in the teacher’s assignment last year.

e. Supplemental

i. Building Tech Assistant: This is a supplemental support position to provide minor technical help to teachers in a specific building. It has been posted. The HR Deported reported job descriptions for the supplemental activities needs to be addressed in the future

f. Resignation i. Assistant Principal PHE – The Assistant Principal at the Elementary School tendered his

resignation to assume a similar position at a nearby school district. V. Safe School Audit Finding

a. Solution: One Star Proposal i. The HR Department reported that the Safe School State Audit Report identified a number of

deficiencies that the District needs to address. There were two (2) deficiencies that the HR Department identified as significant. These included the District’s preparedness to address school‐wide emergencies and the need to conduct a comprehensive risk and vulnerability assessment.

ii. The HR Department met with One Star Consultant s who presented a proposal to address these two areas. One Star Consultant has worked with area school districts and municipality on various aspects of emergency preparedness.

b. Funding: Grant or PHSD i. The Administration added the One Start consultant cost in the Safe Schools Grant budget. If

the District is not successful in getting grant money, the HR Department will present the proposal to this Committee for approval to approach the Board for funding.

VI. Safe Schools Online Training Modules a. Funding: Grant or PHSD

i. The Administration is requesting to purchase the online training modules of Safe School to replace the current training modules of Global Compliance Network. The training modules are more comprehensive and training platforms are more conducive to our District’s interest. The request is included in our Safe Schools Grant proposal.

VII. Frontline: AESOP Contract a. Frontline Inc., the owners of AESOP, had purchase Subfinder as our online substitute call off system.

The HR Department presented the annual premium for the use of AESOP. The Committee Chair approved taking the invoice to the Board of Directors.

VIII. Frontline: Veritime (Time and Attendance) Proposal a. The HR Director presented Frontline’s Time and Attendance program called Veritime to the

Committee. There are other programs on the market. ProSoft and ADP are two examples of companies that offer time and attendance program. However, Vertitime is a Frontline program that interfaces with AEOSP. The purpose of Vertitime is to monitor staff attendance. This is of particular interest in monitoring overtime pay for hourly employee. The new federal government regulations will require the District to document the workhours of the District hourly employees.

IX. Personnel Staffers On Line (Support Staff) Testing: Proposal a. The HR Department presented a proposal for support staff testing. This is available, if needed, to be

part of an interview process or used in conjunction with the transferring staff to jobs within the support staff bargaining when job description vary.

X. PSBA a. 2016‐17 Invoice:

i. Recommend: Purchase All‐Access Package 1. The HR Department presented the cost of the Standard vs the All Access Package for

PSBA services. The 2016‐17 invoice is due. The Committee Chair discussed the idea that the Board may consider PSBA options with the understanding that membership is not mandatory. The Committee Chair stated that given that the Board cannot travel and our policies are up‐to‐date, the Board may exercise and option not to continue membership with PSBA.

ii. Recommend: Purchase Administrative Regulations‐Guidelines 1. The HR Director expressed the interest and the importance of the Administrative

Regulation to support the Board Policies. The Director explained that the District will be able to purchase the Administrative Regulation only if we are members of PSBA. The Regulations are consistent with the interest of the Committee Chair. The Committee Chair expressed a concern that we have to be both PSBA membership and be required to purchase these Administrative Regulations.

Policy Procedure and Guides

I. Policy Review a. Policy 221 – Dress Policy

i. Hoodies 1. The Committee Chair was discussing the need to further define the policy to address

the issue of wearing Hoodies in class. The District in policy states a student can express themselves but the Committee Chair that expression has parameters. The specifics should be stated in the dress code found in the student handbook and not in policy. It is up to the Administration to enforce dress code.

ii. Electronic Devices 1. The discussion was centered on having cell phones in the classroom. This is because

of the use of the cell phone for non‐education purposes. e.g. uploading activity to youtube etc. One comment was raised about teachers getting permissions to allow the use of cell phones if students were going to be using them in an academic exercise. The Administration is requesting the Committee Chair to consider the use of cell phones in this specific case. The Committee Chair said she had no problem with this because it meets the condition of an exception.

b. Policy 908 – Relation with Parent and Guardian i. PHEA language inquiry

1. There was inquiry raise by a union official. The issue was that the policy language was inconsistent with the language in the School Code. The concern was forwarded to the District Solicitor. The Solicitor’s opinion was that there was no inconsistency and the intent of the policy is consistent what the Code. The Committee Chair response was that there will be no update to the policy for the reason expressed by the Union. The Committee Chair would like the Administration to encourage the Union leadership to present any policy changes they would like addressed in person or by email to the Policy Committee Chair. The Chair ask that the Union leadership be remain that the meeting dates are posted and the meeting open to the public.

II. Policy 917 Parent/Family i. change term Involvement to Engagement

1. The HR Director indicated that the PSBA recommended that the District change language in the policy. Where ever the word “involvement” appeared to change it to the word “Engagement”.

Policy Committee Meeting Minutes September 12, 2016

Minutes

I. Approval August 8, 2016 Committee Meeting HR Items for Discussion

II. Items a. Position Vacancies

i. English: unanticipated vacancy in the High School English position. Recruitment has been completed. There are 16 applicants. Interviews are scheduled for this Friday (September 16th).

ii. Instructional Aides: an unexpected resignation, thus, it puts the required number of aides down by one position. Two of the aides that were hired by the Board need to give notice to their employer and are scheduled to begin in 7-10 days.

III. Board Polling a. English Position: unexpected vacancy at the High School the Administration is requesting the Board

be poll to fill this position and ratified it at the September Board of Director meeting. b. Kimberly Mullen (Instructional Aide): unexpected decline of an offer from a candidate for our last

instructional aide position. We will be asking the Board be polled to approve Ms. Mullen as the replacement (pending qualifications and clearances). We did have an aide tender their resignation with a two week notice. We should have time to hire within the notice period and poll the Board for this replacement. These two hires will make us current as of today. Some of the other aides are starting later due to notices to their employers. By the September 26th (Board of Directors Meeting) we should have all position filled (baring no other resignation).

c. Michele Ruperto (Service Aide): HR Department presented 8 or so to the Board; we should be close to 12 positions filled with 5 or so to fill. (NOTE: not all candidates approved by the Board report to compete paper work to take the positions). We have been successfully getting a large response for these three (3) hour positions through the “Indeed” website. We need to fill 18 positions. Administration is requesting the Board be poll to fill this position and ratified it at the September Board of Director meeting. .

IV. Time and Attendance System: one issue is the district does not maintain a sign-in and sign-out system for our hourly employees. The teacher absence is self-correcting (we learned President Obama recent regulation make teachers exempt from the overtime regulations). The district is well over 100 hourly employees (closer to 200). We are required to maintain by FLSA statue and regulation to maintain detailed records of the workhours of hourly non-exempt employees. We are to ensure our system complies with these rules and regulations. We were looking at Frontline’s (AESOP) Veritime time and attendance system and Harris’ ProSoft time and attendance system. One benefit of ProSoft is that it ties into our ProSoft payroll system. HR is requesting to visit school systems that operate Veritime and ProSoft time and attendance systems. HR stated that we used the testing programs operated by Personnel Staffer for a recent vacant secretarial position. Bethel Park uses ProSoft’s time and attendance program. Director of Technology warned that ProSoft has a short life span, estimated at 2 year. The Business Manager stated that 50% of all PA schools use ProSoft. The Chair place this on hold until we can get more information on what best meet our long term needs.

Introduction V. 800.2 Record for Retention and Policy/Schedule: The HR Department introduced a policy that examines

the schedule for maintaining the various records that govern our school operation. Some of these are very important to understand and if we were to violate such policies there may be significant consequences, e.g. how are records handled under litigation. The Chair approved moving this policy for a first read.

First Read

VI. 919.0 District/School Report Cards (no update required): No changes required in this policy. The Chair approved moving to a second read.

Policies of Seconds Read

VII. 810.2 Transportation Video/Audio Recording: Move to the Board for vote (Sept 26th) VIII. 810.1 Drug/Alcohol Testing – Covered Drivers: Move to the Board for vote (Sept 26th) IX. 911 News Media Relations (Revisit Update): Move to the Board for vote (Sept 26th) X. 912 Relations with Educational Institutions: Move to the Board for vote (Sept 26th) XI. 913 Relations with Special Interest Groups: Move to the Board for vote (Sept 26th) XII. 914 Relations with Intermediate Units: There was discussion regarding the “Board elect an official liaison

to the Allegheny I.U.” The Chair asked that the Administration review other school district policies to see if they maintain this language since Penn Hills School District does not have a current official as liaison to the Intermediate Unit.

Policy Committee Meeting Minutes October 10, 2016

Minutes

I. Approval Minutes September 12, 2016 Committee Meeting: The Chair approved the minutes of the September 12, 2016, Committee as submitted.

HR Items for Discussion

II. Food Service Manager 2016‐17 Salary Increase: Each year the Administration presents salary increases

for the three (3) Food Services Managers. These are not Act 93 employees, not part of any collective

bargaining union and they don’t have a separate contact. The increase proposed is based on the percent

wage increase given to all food service workers under their supervision from last year to this year wages.

That increase was 2.75%. The Chair approved presenting a resolution to the Board at their October Board

Meeting giving the Food Service Manager a 2.75 percent increase retroactive to the start of their 2016‐07

work year. The District is budgeted for 3.00%.

III. Linton Mentoring Pilot Project: An advocacy group from Washington DC and supervised by a 2004

graduate from the Penn Hills School District is asking to be volunteers. This group of individuals has all

their clearances and has been approved by the Superintendent. They asked to meet with a select group

of seven male students to teach proper behavior and choices. Two of the speakers served time in prison

and told stories about the consequences that wrong choices made at a young age had on their lives. One

of the advocates is a Behavior Specialist at Pittsburgh Public Schools. The next step would be to meet

with the students and their parents and get written consent that permits these advocates to continue to

meet with these seven students. The administration is asking the Board to approve them as volunteers.

The Chair approved moving this request forward to the Board for approval. This will be at no cost to the

District.

IV. Service Aides (Update): The PHE school needs approximately 18 Service Aides to assist supervise our

students. We started the school year with 3. We presently have 17 of the 18 position filled.

V. Instructional Aides (Update): We have 22 or 23 positions filled at this point in the school year. We did

have one aide resign but we have identified a possible replacement for her. This replacement aide had

worked with our middle students in the past.

VI. PSBA Administrative Regulations (Update): Received an email from PSBA. Our guidelines and regulations

appear to be in place. We have to determine how to utilize the system and which policies to select. We

should have some guidelines and policies prepared for review next month. We believe these are on

BoardDocs but we have to familiarize ourselves with the system. As we understand the system, we can

select the regulation or guideline and modify them from a draft mode and convert them to a final

product. We would like to go through this process in similar way that we did with our policies.

VII. Time and Attendance (Update): Every job description in an organization should be classified under the

Fair Labors Standards Act (FLSA). Teachers have always been classified as “Professionally Exempt”

employees under the Act. When the Obama Administration released the new regulation that increased

the salary cap for employees that were non‐exempt from $23,600 to $47,476 without an explanation, it

appeared that it could affect the status of teachers. However, the final overtime rules did continue to

exempt teachers from overtime. The AIU recommended schools to remain with the paper system and Dr.

Hines suggested that we set the implementation of an electronic time and attendance project back for a

future date. Also, Building Principals and other staff responsible for authorizing overtime should have a

proper sign‐in and sign‐out procedure and not permit any overtime to hourly and non‐exempt employees

making a salary under the cap unless authorized in advanced. Failure for employees to follow the

authorization rules would be subject to disciplinary action. Paraprofessional and other hourly worker will

continue to be non‐exempt from the overtime regulation under the FLSA. A pure estimate is that we may

have 200+ employees that could be classified as non‐exempt employees and eligible for overtime under

the FLSA. Please report the status of this effort each month.

Introduction No Introduction of new policies

First Read I. 800.2 Record For Retention Policy/Schedule: There were no changes to the Policy and be move to second

reading.

Policies for Second Read

I. 919.0 District/School Report Cards (no update required): There were no changes to this policy and it be

move to the Board for October vote.

II. 914 Relations with Intermediate Units: The administration conducted a simple survey of surrounding

school district and the results supported that we leave the clause “… is designated as the official liaison

between the district and Allegheny I.U. number 3” in the district policy.

NOTE: a change in the notice of the start time of the Policy Committee Meeting. It will change from reading 7‐8 PM to “Policy Committee Meeting Begins Immediately Following Safety/Building and Grounds Committee Meeting”.


November 14, 2016 Meeting Begins Immediately Following Building & Grounds Meeting

Minutes

Start: 6:32 pm End: 7:07 pm In Attendance: Jennifer Burgess‐Johnson (Chair); Nancy Hines; Tom Tano; Roger Myers; 2 Residents Minutes

I. Approval Minutes October 10, 2016 Committee Meeting‐ J. Burgess‐Johnson approved with no changes recommended

HR Items for Discussion

II. Food Service – All approved to move on to Nov 29 agenda

a. Increase substitute rate $8.50 /hr. to $10.00/hr.‐ N. Hines clarified that the $10.00 figure matches the

hourly substitute custodial rate.

b. Recommend a 3‐hour/day Service Aide to begin substituting on off duty hours as Food Service

Substitute‐ T. Tano explained that additional breakfast support is needed.

c. Food Service Resolution – Revisit 3 hour resolution‐ T. Tano asked that the original Board‐approved

resolution be revisited and the “3 hour” reference be removed.

d. Recommend to Board two (2) new Food Service Substitutes

III. Athletics: Coaches‐ All approved to move on to Nov 29 agenda

a. Head and Assistant Swim Coaches (Linton Co‐Ed)

b. Head and Assistant Varsity Softball

c. Anticipated Basketball Coach openings‐ Current staff will be considered as interim coaches who will

cover the upcoming season so as to ensure no interruptions for the students. Positions will be

revisited after the season if deemed appropriate.

IV. Instructional Employee‐ All approved to move on to Nov 29 agenda

a. Replace an English Teacher due to resignation‐ T. Tano clarified that a candidate already interviewed

previously will be offered the position. One clearance has not been received and must be on file

before start date.

b. Hire Special Education Teacher due to increase caseload (Linton)‐ In accordance with CBA seniority

guidelines, T. Tano is working with PHEA to confirm next furloughed teacher in line for recall.

V. Non Instructional Employee‐ All approved to move on to Nov 29 agenda

a. Reinstatement of Floater Instructional Aide (PHE)‐ J. Burgess‐Johnson asked for clarification of

current % of PHSD K‐12 population that have qualified for an IEP. N. Hines estimated about 23%.

b. Employ an Instructional Aide due to resignation‐ T. Tano added that he received notice of another

resignation today. He said Mr. Kennedy and Mr. Kostic are coordinating interviews. J. Burgess‐

Johnson asked why aides have been resigning. She noted concerns about the impact of turnover on

students. Tano said he can’t confirm but feels maybe some new hires did not have accurate

expectations of what the jobs entail.

VI. ROTC

a. Pursue Navy waiver to employ ROTC candidate‐ T. Tano said he is very impressed with a candidate

who has E‐6 rank and who worked at the US Naval Academy. If another candidate having higher rank

is not identified, PHSD will ask the US Navy to approve this candidate for hire as second in command

during the next meeting of the appropriate Naval board in May. Tano said the Navy has already

given permission for the open position to be filled in the interim as PHSD feels is appropriate. A

furloughed PHSD teacher is currently filling in.

VII. Supplemental: Activities

VIII. Time and Attendance (Update)

a. Letter to Staff‐ Tano stated he is working on a draft of a letter to be sent to all staff, reminding all

that only a supervisor may approve overtime work, and no staff may work after hours without that

approval. Reiterating this guideline is important due to changing legal guidelines as of December.

Supervisors who approve overtime are responsible to ensure employees are appropriately

compensated for the extra time/work. Unfortunately, employees who volunteer extra time without

the approval of a supervisor are subject to disciplinary action.

IX. Policy 904 – Revisit‐ There was much discussion over the impact of adjusting the current policy that has

not been universally implemented. Hines will remind all principals and John Peterman that there should

be no admission charge for staff or senior citizens to attend any PHSD event. Burgess‐Johnson noted that

committee members had not received the requested additional information about past gate collections

from the individuals who originally asked for the policy to be revisited. Although gate admissions may

suffer, all agreed the policy will not be amended. There was also discussion about senior citizens not

knowing they may attend events at no charge. It was discussed whether/not flyers or passes might be

left in the tax office.

X. Compliance Manager – Launch Project‐ Tano said staff has been alerted in advance to log‐off computers

regularly, so policies can be cleared and screens refreshed. R. Myers added that there are no restrictions,

and any policy may be displayed and will remain displayed until reviewed and signed‐off on. Tano

confirmed he has received full support from labor union leaders.

Introduction

XI. PSBA Board Operating Guidelines

XII. PSBA Administrative Regulations‐ Hines and Tano explained an additional $4,101.00 is required to gain

full access to these documents. Total cost was misunderstood previously. After the initial payment for

full access, $750.00 will be charged annually for access to updates, and that amount is in addition to the

annual PSBA membership.

Policies for Second Read

I. 800.2 Record For Retention Policy/Schedule‐ No changes recommended; moved to Nov 29 agenda.


January 9, 2017 Meeting Begins Immediately Following Building & Grounds Meeting

Minutes

Start: 6:35 pm End: 6:42 pm In Attendance: Erin Vecchio (Board Pres); Nancy Hines; Roger Myers; 2 Residents; and Eileen Navish (new HR Director, effective Jan 30, 2017) Minutes

I. Approval Minutes November 14, 2016 Committee Meeting‐ Roger Myers confirmed accuracy of minutes. No changes recommended.

HR Items for Discussion Dr. Hines summarized that there have been numerous openings due to several recent resignations of teachers and aides, the outstanding NJROTC position that has not been filled long‐term, a retirement, a leave, and the unfortunate passing of a teacher. Hines explained for vacant teaching positions, anyone on furlough having appropriate certification and seniority must be offered the open position. If recall is refused, then the District has to move on to the next teacher in line, and so on. She said she is happy to report that many of our furloughed teachers appear to be working in other districts. E. Vecchio said she is happy to hear that. Hines added that if a teacher refuses recall, that name must appear on a public voting session agenda, and the Board must vote to accept that specific type of resignation. Hines also confirmed that Darren Kennedy is requesting the hire of 1:1 personal care aide for a student who is having some medical difficulties and needs additional support. Hines recalled conversation from the Nov 14, 2016 committee meeting, whereby Jennifer Burgess‐Johnson noted concerns about turnover and effect on students, particularly with regard to aides. Hines reiterated former HR Director Tano’s sense on Nov 14 that some new aides did not realize the complexity and difficulty of the job when working with students having special needs. Hines said that is her sense also. E. Vecchio agreed the level of responsibility is likely more than some candidates realized.

II. Instructional Employee‐ All moved to Jan 23 agenda a. Hire HS Family Consumer Science due to a refused recall‐ Authorized to start with ratification on Jan

23 b. Recall TET for NJROTC position until permanent candidate is placed‐ to be ratified Jan 23 c. Recall for Linton Math due to resignation d. Hire Special Ed Homebound Instructor due to special case needs‐ Authorized to start with ratification

on Jan 23 e. Recall Linton English‐ Current sub f. Hire a Technology teacher at Linton due to resignation‐ Current employee with certification is

recommended for hire. g. Hire an OT sub due to a leave of absence‐ Authorized to start with ratification on Jan 23

III. Non Instructional Employee a. Hire Health Room Aide due to retirement b. Hire 2 full time Instructional Aides at HS‐ Authorized to start with ratification on Jan 23 c. Hire 1 full time Instructional Aide at Linton due to resignation‐ Authorized to start with ratification on

Jan 23 IV. Plant Services

a. Hire full time custodian‐ Vecchio pointed out that the Board authorized start for this employee and will ratify Jan 23.

V. ROTC Update‐ Hines clarified that the NJROTC position may be filled long‐term after the US Navy Board meets to review the eligibility of a candidate whom PHSD has already interviewed. Special consideration is required, because this individual doesn’t have the rank which is typically required. If approved, First Sergeant Kenderson would remain in the top position, and the new hire would serve as second in command. The position remains open, and the District continues to communicate with interested parties. Former HR Director Tano had spoken to several candidates in the past having higher rank; however, none

opted to participate in a formal interview on campus. Two new candidates have reached out most recently.

VI. Policy 210 – Has been recommended by PA Department of Health to specify FDA approved medications. Hines explained that it has been recommended that medications dispensed by District staff include ONLY those that have been FDA‐approved. She referenced medical marijuana as not having been FDA‐approved yet, which means the District could not administer, if the policy is changed. The policy change will be formally recommended at the next HR/Policy Committee mtg on Feb 13, 2017.

VII. OTHER a. Boys’ Basketball Volunteer‐ moved to Jan 23 agenda b. Girls’ Basketball Volunteer‐ moved to Jan 23 agenda (Vecchio noted her sense that this PHHS alumnus

will have a very positive impact on our student athletes.) c. Fresh Fruits & Vegetable Grant‐ Hines noted PHSD has been receiving funds toward the allocation of

$93,695.66; however, she doesn’t believe receipt of the grant was Board approved. Deadline to return signed acceptance letter is Jan 13. Moved to Jan 23 agenda.

d. Eileen Navish: Eileen volunteered efforts on Friday, Jan 6. Hines stated she contributed much that day, and staff seemed very pleased with her demeanor and attention to detail. Vecchio added that she personally heard from several staff that Navish did a great job on Jan 6, and her help was much appreciated. Navish said she enjoyed her recent visit and looks forward to starting Jan 30.

e. OT Letter to Staff: Hines referenced the Nov 14 agenda/minutes and confirmed former HR Director Tano drafted a letter to remind all staff that they may not work beyond their assigned shift, unless their supervisor formally approves. While extra help and support are greatly appreciated, legal guidelines require that staff is appropriately compensated. Hines said she is holding the letter and prefers that Navish send it out under her name after Jan 30.

f. Employment Agencies: Hines said former HR Director Tano has had conversations with four different agencies that contract out substitute staff: Precision, Delta G, AIU, and Kelley Services. Hines said she expects Navish to continue the conversations and to make a recommendation after Jan 30. Vecchio commented that a sub shortage is being felt across PA.


February 13, 2017 Meeting Begins Immediately Following Building & Grounds Meeting

Minutes

Start: 7:22pm End: 7:50pm In Attendance: Donald Kuhn (Board Member), Nancy Hines, Roger Myers, Eileen Navish, Janet Langford

and four residents.

I. Approval Minutes January 9, 2017 Committee Meeting. No changes recommended.

II. Instructional Employees: All moved to Feb. 27th agenda. a. Hire Middle School Music Teacher – The teacher will also be responsible for the

choral supplemental for 5th, 6th, 7th, and 8th grade. The Board will be polled Tuesday and he will start on the 28th. Polled 2/15/2017.

b. Hire Special Education Homebound Instructor ($19.28/hr.) due to termination of new hire (Kaitlin Rocco‐never started). We do not have anyone yet.

c. Hire LTS for Middle School Special Education, Maternity Leave‐Lauren Katawczik (2/6‐TBD)‐we believe it will be for six weeks only for birth of baby.

d. Hire LTS for Middle School English, FMLA‐Angela Gange (3/23‐TBD) – to use 41 of the 45 days in 4th quarter.

e. Intermittent FMLA‐Debra Marting‐Speech Therapist (we do not have anyone) f. Hire two Day to Day Substitutes: to be polled by the Board on Tuesday. Polled

2/15/2017. III. Non‐Instructional Employee: All moved to Feb. 27th agenda.

a. Hire Health Room Aide due to termination of new hire (Lydia Reed‐never started)‐in

process of setting up interviews.

b. Hire LTS for 1:1 instructional aide at Linton (new 5th grade student)‐use one of our

Instructional aide subs (we have two) and see if one of the two could take it.

c. Hire a Floater Aide at Elementary due to open position from bidding to be polled by

the Board and able to start on Wednesday 2/15/2017. Polled 2/15/2017.

d. Leave of absence without pay, instructional aide at Elementary for the period 2/3‐

2/10/2017

IV. Food Services: Moved to Feb. 27th agenda. a. Hire 3 hour High School food service position – new position approved in Jan 2017.

V. Plant Services: Moved to Feb. 27th agenda. a. Hire substitute custodian‐ to be polled by the Board on Tuesday. Polled 2/15/2017. VI. Athletic Supplementals‐being posted internally

a. JV Baseball b. Varsity Assistant Softball c. Middle School Track Assistant

VII. Educational Substitute Services‐Source4Teachers‐Meeting on Feb 6. Provide substitutes for

around 90 districts in the Commonwealth. They provide them for 5 Districts in Westmoreland County –Mt. Pleasant, Greensburg‐Salem, Jeannette City, Norwin, Penn Trafford and the WIU (90% fill rate). Other vendors include Kelly Services, Precision HR will be interviewed.

Policies: Introduction: Policy 626.1 Travel Reimbursement PHSD currently has a Policy 626 however it is not the newest policy. The new policy references the School Code 24 P.S. Sec 516.1, and 517 and the Uniform Administrative Requirements for Federal Awards, Title 2 Code of Federal Regulations. It also references Board Policy 004 and 331. This is new in PSBA as of 4/16. Policy 827 Conflict of Interest. We do not have a conflict of interest policy under Organization #800s. We do have one under Finance.

Each employee and Board member shall be responsible to maintain standards of conduct that avoids a

conflict of interest.

Disclosure of Financial Interests. References the State Ethics Commission Regulations, Public Official and

Employee Ethics Act, the Uniform Administrative Requirements for Federal Awards, Title 2, Code of

Federal Regulations. It also references Board Policy 004, 011, 319, 322, 609, 702.

Policy 255 Educational Stability for Children in Foster Care This is a new Policy put out by the PSBA in Dec 2016. We do not have this Policy. ESSA now includes provisions related to students in Foster Cost. The law addresses key issues like transportation, designation of Point of Contact and school stability requirements. The District should coordinate with the local children and youth agency an established formal mechanism that the District is promptly notified when a child enters foster care and changes in foster care placements. The District should develop a protocol on how to make best interest determinations and develop and coordinate transportation procedures. Policy 915 Booster Clubs (from Derry Township SD) Identifies the purpose of the Booster Clubs to provide support for a co‐curricular and extra‐ curricular activity for the youth that are participating in the activity for which the club has been formed. They should be governed by a constitution or bylaws. Budget is required. Signatures are required. Regular meetings are required. Fund‐raising is permitted. Need to create new for PHSD. Policies for First Read Policy 210 Use of Medications Last month, this policy was reviewed. We inserted under Definitions FDA APPROVED MEDICATIONS. (BOLDED). We also bolded it under definitions Licensed Prescribers. Update on Pennsylvania’s New Truancy Law: The PSBA is currently working on a policy for this and it is in their legal department. It was signed into law from Governor Wolf in Nov 3. Purpose is to improve school attendance and deter truancy through a comprehensive approach. The new law creates two distinct procedures: procedures that must be

followed when a child is truant and procedures that must be followed when a child is habitually truant. It requires schools to notify parents or guardians in writing within 10 days of the child’s third unexcused absence. For a child who is habitually truant and under age 15, the school must refer that child to a school based or community based attendance improvement program or the county children and youth agency. For a student 15 years or older refer the child to a school based or community based attendance improvement program or file a citation against the student or parent in a magisterial district court. Next Meeting: March 13, 2017 Respectfully submitted: Eileen Navish, HR Director el/jml


March 13, 2017 Meeting Begins Immediately Following Building & Grounds Meeting

Minutes

Start: 6:38pm End: 7:03pm In attendance: Donielle Owen and Catherine Mowry (Board Members), Nancy Hines, Roger Myers, Eileen Navish,

Janet Langford and three residents. Minutes

I. Approval Minutes February 13, 2017 Committee Meeting. No changes recommended. HR Items for Discussion II. Instructional Employee Moved to March 27, 2017 agenda.

a. Hire Special Education Homebound Instructor ($19.28/hr.) There is no one yet. It was suggested that I call the local districts and ask what rate they are paying for the same service.

b. Hire LTS for Middle School Special Education, Maternity Leave‐Lauren Katawczik (3/20‐3/29) Permission to poll the Board 3/15/2017 granted. I am interviewing someone on Wednesday morning

c. Hire LTS for Middle School Reading, Maternity Leave – Susan Monroe (3/10‐TBD) Permission to poll the Board 3/15/2017 granted. There is no one in this position yet. We are advertising this.

d. Resignation of LTS Erin Yuhaschek for Susan Monroe. Last day was March 10 e. Middle School Vocal Coach – Tracey Johnson Position 443 $864.32, Permission to poll the Board

3/15/2017 granted. She has been doing this work since Troy Thomas stopped this on 1/31 f. Terminate Kaitlin Rocco as Homebound Instructor‐Special Education. She was hired at the

1/23/2017 board meeting and never showed up for work g. FMLA leave for Shawn Rua for a family member beginning 4/10‐5/1. h. FMLA leave for Mark Wolfe for family members as of 4/12‐TBD (not to exceed 60 days). i. Unpaid leave of absence for Amy Orner from 3/8‐3/17/17. This is to finalize mother’s estate.

III. Non‐Instructional Employee: Moved to March 27, 2017 agenda.

a. Terminate Lydia Reed Health Room Aide due to not reporting to work. She was hired at the 1/23/17 board meeting.

IV. Plant Services: Moved to March 27, 2017 agenda.

a. Edward Kroh requested FMLA TBD b. Robert Hoffmann II requested intermittent FMLA – 2/21/2017 to 3/31/2017 and then TBD. The HR

Director was asked to explain the FMLA law to a resident c. Hire a Full Time Custodian – Elementary School #8

V. Athletic Supplementals: Moved to March 27, 2017 agenda.

a. High School Girls Track Asst. Pole ‐ Vault #963 $3513.94 – Amy Kingerski b. Varsity Assistant Softball‐ Robert Logan Permission to poll the Board 3/15/2017 granted. c. Middle School Asst Track Coach ‐ $2635.45 – Leo Jackson

VI. Volunteers Level 2: Moved to March 27, 2017 agenda.

a. Laura Carnley, Permission to poll the Board 3/15/2017 granted. b. Brittnianna Lukus, Permission to poll the Board 3/15/2017 granted

VII. Secretary/Clerical and Instructional Substitution rate

a. Both rates are now $9.50. Food Service substitutes were increased to $10.00 per hour This was

tabled to the July meeting.

Policy l. Policies for First Read

a. Policy 626.1 Travel Reimbursement

PHSD currently has a Policy 626 however it is not the newest policy. The HR Director briefly described the benefits of adopting this policy.

b. Policy 827 Conflict of Interest

We do not have a conflict of interest policy under Organization #800s. We do have one under Finance. Each employee and Board member shall be responsible to maintain standards of conduct that avoids a conflict of interest.

c. Policy 255n Educational Stability for Children in Foster Care

This is a new Policy put out by the PSBA in Dec 2016. We do not have this Policy. The HR Director reviewed the highlights of this Policy.

d. Policy 915 Booster Clubs

Identifies the purpose of the Booster Clubs to provide support for a co‐curricular and extra‐ curricular activity for the youth that are participating in the activity for which the club has been formed. They should be governed by a constitution or bylaws. Budget is required. Signatures are required. Regular meetings are required. Fund‐raising is permitted.

II. Policies for Second Read: Moved to March 27, 2017 agenda.

a. Policy 210 Use of Medication Last month, this policy was reviewed. We inserted under Definitions FDA APPROVED MEDICATIONS. (BOLDED). We also bolded it under definitions Licensed Prescriber.

III. Policy for Lost ID Badges

a. Cost to the District is $5.41 each. Can the employee reimburse the District for lost badges? The HR Director will see if there is a Policy to be put in place to have the employee pay for the lost badges.

A resident Ron Graham attended the Committee meeting and asked to offer his services as an Interim unpaid Football Coach until one is hired. Direction was given to poll the Board on this as well as the other items on the Agenda.


April 10, 2017 Meeting Begins Immediately Following Building & Grounds Meeting

MINUTES

Start: 6:38 End: 7:38 In Attendance: Donielle Owen and Donald Kuhn (Board Committee Members), Jennifer Burgess‐Johnson (Board Member), Nancy Hines, Roger Myers, Eileen Navish, Janet Langford, two residents.

Minutes I. Approval Minutes March 13, 2017. No changes recommended. HR Items for Discussion

II. Instructional Employee a. We interviewed an individual for the NJROTC position. I am in communication with an Official in the

Program to see when he can be hired. He is highly qualified. I am waiting to receive an email back before proceeding. We hope to put it on the April Agenda.

b. The following was moved to the Agenda Hire the following individuals as teacher substitutes

effectively immediately, all have clearances except for one and we wrote to her about that: these individuals have been working in the District and was not on the substitute list to be hired at the beginning of the year Laquetta Carter Deborah Clark, subject to obtaining clearances Linda Crossey Michael Farina Frank Fischetti Denise Hoffman Ravinda Mehta Marcia Menk Salah Musa Kristen O’Connor Sherry Shadrach Amy Smith Linda Trossback

c. The following was moved to the Agenda LTS for Shawn Rua 4/10‐5/1/17 – Marlon Haywood He

was working in the NJROTC Program and Will go back after 5/1

III. Non‐Instructional Employee: The following was moved to the Agenda a. Approve the resignation of Carl Barbarino as Manager of PPO/Child Accounting effective April 21,

2017. b. Approve Michele Smajda as an LTS Instructional Aide from 4/18‐6/5/17 c. Approve the unpaid leave of absence for Rhonda Scott TBD. d. Approve Michele Bracken as an LTS Instructional Aide from 4/25 to TBD. e. Accept the resignation of employee #9802 effective 4/22/2016.

f. Terminate employee #402 effective 4/24/2017.

IV. Plant Services: The following was moved to the Agenda a. Michael Fox‐Intermittent FMLA 2/1/17‐2/1/18 b. Robert Hoffman II requested intermittent FMLA – 4/1/17‐5/1/17

c. Hire Darla McKinney as a sub Custodian.

V. Volunteers The following was moved to the Agenda a. Brian Campbell as Softball Parent Volunteer b. Christa Hollis as Volunteer Level I

VI. The following was moved to the Agenda Janine Fiorina Cody, as a member of the English Language Arts team with Teaching Works an organization grant funded by the Bill and Melinda Gates Foundation seeks permission to observe, co‐plan and assist in the delivery of instruction under Dr. Christy Bugel in the Linton Middle School for the year 2017‐2018. Please read the attachment. They are seeking opportunities to capture video of exemplary teaching which may align to a set of high‐leverage practices (HLPs) and high‐leverage content (HLPs). This organization works with Teacher Preparation Transformation Centers which shares data, knowledge and best practices. They are building a video resource for other national centers.

Policy l. Policies for First Read a. Policy 626 Federal Fiscal Compliance We do not have this Policy and it is required to be compliant the Federal Programs Uniform Grant Guidance. It identifies guidelines for Financial Reporting, Accounting Records, Internal Controls, Budget Controls, Cash Management and Allowability of cost. It outlines Standards of Conduct, Employee Time and Effort Reporting, Record Keeping, Subrecipient Monitoring, and Compliance Violations. The Federal Programs Uniform Grant Guidance requires four additional policies: Travel Reimbursement which is on the second reading, Allowability of Costs (we have it Policy 627 ), Cash Management (we have it Policy 628) and Procurement (next policy). b. Policy 626.4 Federal Programs Procurement We do not have this Policy and it is required to be the Federal Programs. It outlines the purchase method, the responsibility, purchases up to $3,000, purchases between $3,000 and $150,000, purchases over $150,000. It also outlines non‐competitive proposals, geographical preferences, use of intergovernmental agreements, use of excess and Surplus property, debarment and suspension, time and material contracts, resolving disputes. c. Policy 204 Attendance Make changes to be compatible with revisions to PA School Code Truancy

Amendment of November 3, 2016 regarding attendance and truancy. A committee of home school visitors, technology and pupil registration met to provide definitions for Truant, Habitually Truant, Student Attendance Improvement Plan (SAIP), Parental Excuse. Other changes were read to

suggest language that would be compliant with new requirements in the school code. A discussion regarding what forms of absence excuses are acceptable (also mentioned in the policy). Also there was a discussion About the cut‐off in terms of entry time when students become absent vs. tardy. This will be revisited again at the May 8 HR Meeting. d. Policy 810 Transportation Roger Myers wants to make changes compatible with his letter. For Emergency School Closings, non‐public and charter schools will be transported according to the District’s schedule only.

l. Policies for Second Read Policies to be moved to the Agenda: 626, 626.1, 626.4, 255, 827, 915. a. Policy 626.1 Travel Reimbursement Federal Programs

b. Policy 827 Conflict of Interest*

c. Policy 255 Educational Stability for Children in Foster Care

d. Policy 915 Booster Clubs‐the Athletic Committee requested that the Facility Use Form be added to

the Policy

*Regarding Policy 827 a question was asked why this Policy was necessary when Board members Already have a Policy. I answered that PSBA recommended that there a Policy under School District

Operations (#800’s). A question was raised as to why the Policies do not have an “Introduction” prior to the First Read. I explained that it was an error on my part. It was suggested that Policy 626, 626.1 and 626.4 go to the Finance Committee meeting on April 18 for another reading so that the Board could pass all the Federal Programs Policies that are required to be in compliance with Federal Funding and the Independent Auditor’s Report immediately.

II. Lost ID Badges

a. Cost to the District is $5.41 each. Can the employees reimburse the District for the cost? A poll was taken of other districts and they either charge nothing or charge a cost of $10.00. There are no “policies” in the Policy Manual for the replacement. Could the Committee recommend that the Board votes on a charge at the next meeting?

I am interviewing Substitute Services to increase classroom coverage and decrease cost. I should have a recommendation next month. We have a high school special education student that has been working with our custodian as a work-study program without pay. An individual from AHEDD Valkyrie Williams contacted us and told us there is an OVR Program that will reimburse the District any payment we make to him. We are looking at finalizing that agreement. It will be for six weeks, two weeks at each school, both daylight and evening shifts three hours a day each day. I fill out the paperwork today and I am waiting for a contract. Contract should be on the agenda. I expect to reconfigure 3 clerical positions (2 will need rebid) + have posted the anticipated Accountant I position (Act 93). I will be interviewing for the Plant Manager’s position on April 19 & 20. We are still receiving applications in for Athletic Director and Football Coach until April 17. The Committee and I will be reviewing the applications and setting up interviews. Sam Cordes, Esq is an employment law attorney and will be training me in Title 9 at a

cost of $400.00 on April 24, 2017. Respectfully submitted, Eileen Navish


May 8, 2017 Meeting Begins Immediately Following Building & Grounds Meeting

Minutes

Start: 6:22pm End: 7:25pm In attendance: Jennifer Burgess‐Johnson, Board Committee Member, Roger Myers, Eileen Navish, Janet Langford and four residents. Minutes:

I. Approval of the minutes of the April 24, 2017 meeting. No changes recommended. HR Items for Discussion

I. Instructional Employees: The following were moved to the Public Agenda. a. LTS for Sherry Yohe for FMLA 5/2‐6/2/17. b. Hire Brittany Davis HRA as LTS for Debra Travis for FMLA 5/12‐6/5/17. c. Extend Mark Wolfe FMLA from 5/12‐5/25/17. d. LTS for Laura Donahue Child Care Leave of Absence without Pay 08/2017‐06/2018 e. Posting of ESY Positions for the Summer Program. The number of positions needed was discussed.

There is a need for ten Special Ed teachers and 18 Instructional Aides and a Math teacher, English teacher, Science teacher, Social Studies teacher, Music teacher, Physical Education teacher, and a Nurse. The program is a four week program in the summer from the end of June to the end of July.

f. Candidate for NJROTC Program to be hired in May. We have an interested candidate that is certified to teach the NJROTC courses, has a four year degree, retired with 20 years of service in the Navy and will be an asset as a Naval Science Instructor. At the current time we applied for a waiver and it should be approximately one week until we get the results back. If the waiver is approved, we can put him on the agenda to be hired. I was informed today via email from the official approving the waivers that there is going to be around 120 candidates looking for Senior Naval Science Instructor in about two weeks who have just been certified and if no one is interested from that list we will receive the waiver and can hire our current candidate.

II. Non‐Instructional Employees: The following were moved to the Public Agenda.

a. Colleen Austin to retire effective 6/6/17. Instructional Aide. b. Judy Brodt to retire effective 6/6/17. Instructional Aide. c. Connie Hannan to retire effective 6/2/17. Elementary Secretary. d. Jill Papale to retire effective 6/30/17. Instructional Aide. e. Hire a Plant Manager‐ An offer was extended to a candidate and it was declined. I will extend offer

to second candidate after checking his references. f. Hire the Accountant 1‐Only three candidates applied. All three were interviewed and an offer will

be extended to one of the candidates. The Business Manager will make the decision. III. Plant Services: The following were moved to the Public Agenda.

a. Approve Robert DiLonardo FMLA 4/19‐5/17/17. b. Approve Robert Hoffmann II FMLA 5/2‐8/2/17. This is an extension.

IV. Food Service: The following were moved to the Public Agenda.

a. Resignation of Terri Bistarkey as of 5/8/17. She is an elementary food service employee. b. LTS for FMLA Shauna Shidemantle 5/18‐6/2/17.

V. Athletic: The following were moved to the Public Agenda.

a. Fall Athletic Supplemental Contracts

b. Resignation of Kala Williams‐ High School Stage Crew Supplemental Contract for 2017‐2018 c. Hire an Athletic Director‐ Discussed the interviewing schedule of ten most qualified of forty‐two

applicants on May 10th, reducing to three for the second interview on May 11 and then extending an offer on May 12.

d. Hire a Football Coach‐ Discussed the interviewing schedule for May 15 (with the new Athletic Director included), reducing to three for a second interview on May 16 and then extending an offer on May 17.

Policy l. Policies for Second Read a. Policy 204 Attendance‐ Revisit allowable excuses, cut‐off time for tardy vs. absent, etc. Roger Myers presented a power point outlining the current configuration for tardiness, unexcused absences half‐ days and full days and three proposed configurations. A concern was raised that a student could be out until the third period and still be marked tardy. There are no consequences for being habitually late. Roger explained that absences and tardies are reported on the report card and absences are reported on the PIMS report however tardies are not reported on the PIMS report. Roger explained that the state reimbursement funds are tied to membership and attendance. He will have data prepared in a few days and will send that data to the Board. He wants to see the financial impact of

making any changes first. Mrs. Burgess‐Johnson requested that Roger submit a copy of his presentation to the entire board along with his recommendation.

b. Policy 810 Transportation Roger Myers explained the changes he wanted.

VI. Other The following were moved to the Public Agenda.

Substitute Services for Teachers and paraprofessionals for 2017‐2018 school year. Our substitute coverage is very poor. We have approximately 20 teacher substitutes and they do not always work. Some are on long term assignments & are not available for day to day substitution work. When teachers use their prep period during the year they get paid $100 a day when they buy‐back those days. In addition the children suffer because they do not have one certified teacher in their classroom consistently. For instructional assistants, we are in violation of an IEP if an aide is written in that plan.

I am recommending we go with Kelly Educational Services. Kelly Educational Service is local, office is located in Carnegie and has several school district clients in Allegheny County such as Woodland Hills and Wilkinsburg and Plum Borough School Districts. I already called the HR Directors and they are very pleased with the service.

Precision HR is located in Eastern PA and Source4Teachers is located in Maryland. While their costs are below the Cost of Kelly Educational Services, they do not have the coverage in the surrounding school districts that Kelly Educational Services has. In addition, the District will save $6405 in 2017‐2018 by not purchasing AESOPS because we will be using their AESOPS system.

OJT Contract‐ratification of the contract on May 22, 2017 (already approved by the Board earlier in the month).

Respectfully submitted, Eileen Navish

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