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Summary of Minutes Special Board Meeting Friday, September 14, PDF

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The Board of Education of the Wilkes-Barre Area School District held a on. President, Maryanne W. Toole called the meeting to order at 2:11 PM. Interim Superintendent Dr. Bernard Prevuznak led the Pledge
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The Board of Education of the Wilkes-Barre Area School District held a on. President, Maryanne W. Toole called the meeting to order at 2:11 PM. Interim Superintendent Dr. Bernard Prevuznak led the Pledge of Allegiance to the Flag. Board Secretary Leonard B. Przywara called the roll. 8 MEMBERS PRESENT: Corcoran, Elmy, Galella, Katsock, Latinski, Quinn, Susek, Toole 1 MEMBER ABSENT: Evans President Toole stated: The chair wishes to announce that the Board held an Executive Session following the Regular Board Meeting of September 10, 2012 and prior to the of September 14, THE SUBJECTS DISCUSSED IN EXECUTIVE SESSION RELATED SOLELY TO MATTERS OF EMPLOYEE RELATIONS, LABOR NEGOTIATIONS, AND/OR THREATENED OR ACTUAL LITIGATION. There were no Communication from Superintendent Communications from Citizens 1. Joseph C. Borland, 71 West River Street, Wilkes-Barre, PA Mr. Borland informed the Board that he was attending the Board Meeting as a representative of the Meyers Speech and Debate Team in the event any information was required regarding the Meyers Speech and Debate Team. Ad Hoc Hiring Policy Committee Dr. Corcoran informed the Board that the Hiring Policy would be presented at the October Board Meeting for Board review. Ad Hoc Facilities Committee Dr. Susek informed the Board that the AD Hoc Facilities Committee was in the process of completing a report for the Boards review and the report would be available for the October Board Meeting. LUZERNE INTERMEDIATE UNIT Ms. Katsock informed the Board that the LIU has not met since the last meeting of the Wilkes -Barre Area Board of Directors and noted that the next meeting of the Luzerne Intermediate Unit is scheduled for September 26, WILKES-BARRE AREA CAREER AND TECHNICAL CENTER Mr. Latinski informed the Board that the Wilkes-Barre Area Career and Technical Center has accepted students from River Side School District and River Side School District is paying a fee of $7,500 per student. Mr. Latinski went on to state that currently there are thirty-five (35) students attending Wilkes-Barre Career and Technical Center from the River Side School District. 1 CURRICULUM COMMITTEE REPORT Mr. Latinski presented the following report and recommendations for the Board s approval: 1. That approval be given to enter into an agreement with New Story, 1150 Wyoming Avenue, Wyoming, PA to provide special education services to students of the Wilkes-Barre Area School District for the school year. A complete copy of the Agreement (Exhibit A ) is on file in the Office of the Board Secretary and incorporated into this Resolution with full force and effect as if same had been pronounced in its entirety herein. 2. That approval be given to enter into an Act 48 Program Placement Agreement with Youth Services Agency, 1398 State Route 902, Jim Thorpe, PA to provide educational services for disruptive youth of the District, under Act 48 and Act 30 for the school year. A complete copy of the Agreement (Exhibit B ) is on file in the Office of the Board Secretary and incorporated into this Resolution with full force and effect as if same had been pronounced in its entirety herein. 3. That approval be given to enter into a Partnership Agreement with Luzerne County Head Start, Inc. to continue the availability of Head Start school readiness services for three and four year old children residing in the areas served jointly by Luzerne County Head Start and the School District. A copy of the Agreement (Exhibit C ) is on file in the Office of the Board Secretary and incorporated into this Resolution with full force and effect as if same had been pronounced in its entirety herein. 4. That approval be given to enter into a contract with Lakeview NeuroRehabilitation Center, 244 Highwatch Road, Effingham, NH to provide a Special Education Program and Intensive Educational Assistance to students of this District. A copy of the contract (Exhibit D ) is on file in the Office of the Board Secretary and incorporated into this Resolution with full force and effect as if same had been pronounced in its entirety herein. 5. That approval be given to the Settlement Agreement and Release in respect to the Special Education Due Process Case as filed on behalf of P.A. (student). A copy of the Settlement Agreement (Exhibit E ) is on file in the Office of the Board Secretary and incorporated into this Resolution with full force and effect as if same had been pronounced in its entirety herein. 6. That the following policy entitled Electronic Record Retention be adopted. 1. Purpose The Wilkes-Barre Area School District Policy No. SECTION: TITLE: Electronic Records Retention Policy ADOPTED: REVISED: In today's school district environment, employees and students create and maintain an increasing portion of their records using computers. Electronic records must be managed alongside traditional records to ensure compliance with state and federal regulations and to preserve institutional history. The purpose of this policy is to inform all school district employees of the requirements and responsibilities for management and disposition of electronic records. 2. Authority 1. Scope 2 The electronic records retention policy set forth herein applies to all employees of the school district and applies to all electronic records that are made or received in the transaction of the school district or in the operations of the school district. 2. Definitions a. The term electronic record means any record that is created, received, maintained or stored on school district workstations or central servers, archival or backup drivers or media. Examples include, but are not limited to: i. Electronic mail ( ) ii. Word processing documents and spreadsheets iii. Databases b. The term legal custodian shall mean the originator of an message or the creator of an electronic document, if that person is a school district employee, school board member, contractor or agent; otherwise it is the school district employee to whom the message is addressed or to whom the electronic document is sent. If the record is transferred, by agreement or policy, to another person for archival purposes, then that person becomes the legal custodian. c. Official records retention and disposition schedules are the general and departmental program schedules that have been approved by the Superintendent or his/her Designee. 3. Policy Statement General Requirements a. Maintenance and disposal of electronic records, as determined by the content, is the responsibility of the legal custodian and must be in accordance with guidelines established by the Board of School Directors and also in compliance with approved records retention and disposition schedules. Failure to properly maintain electronic records may expose the school district and individuals to legal risks. The Technology Director is responsible for ensuring compliance with this Policy and with the Public Records Act. This individual will coordinate with the Building Principal or Administrator the necessary action to be in compliance with this policy. b. When an employee leaves the school district or is transferred to a different building, the Principal, in conjunction with the Technology Director, is responsible for designating a new custodian and ens uring that any public records in the separating employee's possession are properly transferred to the new custodian or are properly archived in accordance with this policy. The Technology Director is responsible for the transfer of the electronic records to the new custodian before the accounts are scheduled to be deleted or archived. c. Each employee is responsible for periodically reviewing any application files, documents, spreadsheets, databases or other electronic records to ensure the timely deletion of records that are no longer needed to conduct school district business, which will allow adequate storage space on school district servers. Electronic Mail a. Work-related is a school district record and must be treated as such. Each user must take responsibility for sorting out personal messages from work-related messages and retaining school district records as directed in official records retention and disposition schedules. that does not meet the 3 definition of a public record, e.g., personal or junk , should be deleted immediately from the system. b. Wilkes-Barre Area School District servers are NOT intended for long-term records retention. messages and any associated attachment(s) with retention periods greater than three (3) years are to be printed and filed in similar fashion to paper records. will be archived from the current servers after three years and will be maintained for an additional three (3) years in an archive file maintained by the Technology Director. It is important to note that the message should be kept with the attachment(s). The printed copy of the must contain the following header information: i. Who sent message ii. Who message was sent to iii. Date and time message was sent iv. Subject When is used as a transport mechanism for other record types, it is possible, based on the content, for the retention and disposition periods of the and the transported record(s) to differ; In this case, the longest retention period shall apply. Audio Records a. Voice mail and other electronically recorded audio files will be disposed of in a manner consistent with other electronic files. In accordance with applicable law, including but not limited to Pennsylvania s wiretapping laws, the school district reserves the right to record telephone conversations for safety, security and quality control purposes. Instant Messaging a. The school district does not currently support the use of Instant Messaging (IM). Backup Files a. Information Technology Services performs a backup on a regular schedule of the and electronic files stored on central servers for disaster recovery. These backups are to be used for system restoration purposes only. The Technology Director or the technology staff is not the legal custodian of messages or records, which may be included in such backups. Litigation Hold a. When litigation against the school district or its employees is filed or threatened, the law imposes a duty upon the school district to preserve all documents and records that pertain to the issues. As soon as the Superintendent is made aware of pending or threatened litigation, a litigation hold directive will be issued to the legal custodians. The litigation hold directive overrides any records retention schedule that may have otherwise called for the transfer, disposal or destruction of the relevant documents, until the hold has been cleared by the Superintendent after consultation with the solicitor. and computer accounts of separated employees that have been placed on a litigation hold will be maintained by the Technology Director until the hold is released. No employee who has been notified of a litigation hold may alter or delete an electronic record that falls within the scope of that hold. Violation of the hold may subject the individual to disciplinary action, up to 4 and including dismissal, as well as personal liability for civil and/or criminal sanctions by the courts or law enforcement agencies. b. In order to quickly respond to litigation requests, users will be required to utilize document tagging to insure locating the document(s) in the event of a litigation search. Tagging properties will include, but not be limited to the property tags in Microsoft Office documents as well as specific subject line formatting for Security of Electronic Records The school district shall implement and maintain an effective records security program that incorporates the following: a. Ensure that only authorized personnel have access to electronic records. b. Provide for backup and recovery of electronic records to protect against information loss. Documented disaster recovery plans and procedures shall be established for all electronic records systems by the Technology Director. Disaster recovery plans and procedures must be reviewed and updated at least annually. c. Ensure school district personnel are trained to safeguard sensitive or classified electronic information. d. Minimize the risk of unauthorized alteration or erasure of electronic records. 5. Enforcement Failure to comply with the Electronic Records Retention Policy and associated guidelines and procedures will result in disciplinary action and penalties applicable by law. 3. Delegation of Responsibility This policy will be reviewed periodically by the Technology Director in cooperation with other Administrators to ensure the policy remains current with the evolving technology structure of the school district. 7. That approval be given to eliminate mid-year and final examinations in Secondary schools and implement four quarterly examinations to insure proper assessment of the District Curriculum. Mr. Latinski moved, seconded Miss Katsock, to adopt the report. The vote was as follows: 8 Ayes: Corcoran, Elmy, Galella, Katsock, Latinski, Quinn, Susek, Toole Mr. Latinski motioned, seconded by Dr. Corcoran, to go to Unfinished Business. The vote was as follows: 8 Ayes: All In Favor Unfinished Business Mr. Latinski motioned, seconded by Dr. Susek that the Wilkes-Barre Area School District transfers $18,000 into the Meyers High School Activities fund to be used by the Meyers Speech and Debate Team as needed, based upon the submission of detailed vouchers in substantiation thereof. Miss Katsock asked which part of the budget the $18,000 was being taken from. 5 Business Manager, Leonard B. Przywara, informed Miss Katsock that at this time the $18,000 would come from the fund balance or another account where he can find the proceeds. Miss Katsock asked when the Budget can be amended. Attorney Wendolowski responded to Miss Katsock that the motion would need to be effective, October 1, Mr. Latinski motioned, seconded by Dr. Corcoran to amend the motion to become effective, October 1, Amended Motion: Mr. Latinski motioned, seconded by Dr. Susek that the Wilkes-Barre Area School District transfers $18,000 into the Meyers High School Activities fund to be used by the Meyers Speech and Debate Team as needed, based upon the submission of detailed vouchers in substantiation thereof, effective, October 1, The vote was as follows: 6 Ayes: Elmy, Galella, Latinski, Quinn, Susek, Toole 2 Nays: Corcoran, Katsock BUDGET FINANCE COMMITTEE REPORT Dr. Corcoran presented the following report and recommendations for the Board s approval: A. ADMINISTRATIVE 1. That approval be given to the below listed payments: Contractor Project Fund Cert/Applic. Invoice # Payment Due Apollo Group, Inc. Apollo Group, Inc. Apollo Group, Inc. Don Cooper Plumbing & Heating, Inc. G. Weinberger Co. G. Weinberger Co. E.L. Meyers Water line Repairs E.L. Meyers Boiler Room Building Roof GAR Memorial Stage & HVAC Kistler Elementary Boiler Replacement E.L. Meyers Water Line Replacement E.L. Meyers Water Line Replacement Capital Projects 03 $1, Capital Projects 03 $33.80 Capital Projects 01 $ Capital Projects 03 (Final) $1, Capital Projects 02 $77, Capital Projects 03 (Final) $29, That ratification be given to the Repository Tax Sale by Northeast Revenue Service, LLC, as agent for the Luzerne County Tax Claim Bureau as follows: OWNER PARCEL NO. PROPOSED BID Singh Purush 338 Blackman Street 73-19NE A $ Wilkes-Barre, PA 6 3. That approval be given to appoint Ralph G. Scoda as Trustee, and Leonard B. Przywara as Alternate Trustee to the Northeastern Pennsylvania School Districts Health Trust for the school year. 4. That approval be given to the Board of Education and the Solicitor to attend educational meetings, seminars and conferences during the school year, and that such attendance be in accordance with the requirements of Section 516 of the Pennsylvania School Code, Act No. 155 and all other statutes that may be enacted, and in addition in accordance with the policies adopted by the Board of Education. Included under conferences are the Pennsylvania School Boards Association (PSBA) Annual State Conference, the National School Board Association (NSBA) Annual Conference, and the American Association of School Administrators (AASA) Annual Conference. 5. That approval be given to enter into an Agreement for Participation in the Child Nutrition Program with the following organizations for the school year. A copy of each Agreement is on file in the Office of the Board Secretary. a. Alternative Learning Center/Luzerne Intermediate Unit 18 b. The Milford E. Barnes Junior School c. Wilkes-Barre Area Career & Technical Center B. FEDERAL That, in accordance with the authority of the Board, the following Federal Project wire transfers #124 and Chapter I wire transfers # and check # and checks were drawn for payment since the last regular meeting of the Board of Education held on August 15, 2012 be approved. C. That payment be approved for the following General Fund wire transfers # and checks # and Food Service checks # which were drawn for payment since the last regular meeting of the Board of Education held on August 15, D. That the checks listed on the following pages # which have been inspected be approved and that orders be drawn for the respective amounts set down opposite the names of persons or firms. Dr. Corcoran noted that establishing the Budget was an extremely difficult and tedious process. Dr. Corcoran stated that he understands changes occur, however, it is his opinion that changes should wait until next year and the Board should not go outside the Budget unless it is an emergency. Dr. Corcoran moved, seconded by Katsock, to adopt the report. The vote was as follows: 8 Ayes: Corcoran, Elmy, Galella, Katsock, Latinski, Quinn, Susek, Toole 1 Nay: Katsock C & D 7 There was no ATHLETIC COMMITTEE REPORT There was no TRANSPORTATION/SAFETY COMMITTEE REPORT CONTRACTED SERVICES COMMITTEE REPORT Dr. Susek presented the following report and recommendations for the Board s approval: 1. That approval be given to enter into an agreement with DeHey McAndrew, 101 South Main Avenue, Scranton, PA to provide the District with plan reporting and administration services, in respect to the District s current Internal Revenue Code (IRC) Section 403(b) Post Severance Plan offered to eligible employees, at an annual fee of $2,175.00, plus $9.75 per associated Retiree per year. Dr. Susek moved, seconded by Mr. Latinski, to adopt the report. The vote was as follows: 8 Ayes: Corcoran, Elmy, Galella, Katsock, Latinski, Quinn, Susek, Toole BUILDING & GROUNDS COMMITTEE REPORT Dr. Susek presented the following report and recommendations for the Board s approval: 1. REQUESTS FOR USE OF SCHOOL FACILITIES: COUGHLIN HIGH SCHOOL a. Coughlin High School Drama Club in conjunction with the Misfit Players requests permission to present a musical revue/show to be held on the following dates: January 18, :00 PM January 19, :00 PM January 20, :00 PM All proceeds will benefit the Coughlin High School Drama Club. 2. Requests for USE OF GYMS, STADIUMS & FIELDS: SOLOMON/PLAINS JR. HIGH a. The Coughlin Jr. High Wrestling Booster Club requests permission to hold the Annual Solomon/Plains Jr. High Dual Meet Tournament at Solomon/Plains Jr. High gym on Saturday, December 15, 2012 from8:00 AM to 5:00 PM. The Booster Club will also have a concession stand at the tournament to raise funds to cover expenses. The Booster club is responsible for all custodial fees incurred. 2. OTHER 8 a. That permission be granted to have a shed placed on Guthrie Field for the purpose of storing field hockey equipment. The shed has been donated by Coughlin Girls Hockey Booster Club to the Wilkes-Barre Area School District. b. The Meyers High School Football Booster Club requests permission to hold the Annual Bonfire at Miner Park on Thursday, October 4, 2012 beginning at 6:30 PM. c. The G.A.R. Football Booster Club requests
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