Work Session of Poland Board of Education held April 20, 2020

A Virtual Work Session of the Poland Board of Education was held on Monday, April 20, 2020 at 6:00 p.m.  The Virtual Work Session livestream was available via www.polandbulldogs.com.

President, Mr. Riddle called the meeting to order at 6:00 p.m.

Pledge of Allegiance

Members present for roll call and answering their names were Ms. Colucci, Dr. Dinopoulos, Mr. Polis, Mr. Riddle and Mr. Warren
	
DISCUSSION:
* Astroturf Construction Submittals Ð Mr. Janofa, Superintendent, explained that after Governor DeWineÕs address today, another all call went out.  All buildings will remain closed; meaning, students will not physically be in the classroom.  Remote learning will continue for the remainder of the year. Spring sports also were cancelled today, per direction from OHSAA.    In regards to the track/turf project.  The start date for stadium project was to begin after graduation; however, the project start date will now be moved up due to school closure for the remainder of the year.  The Astroturf Construction Submittals represent the various items needing purchased for the project.  The track will be closed due to construction. An all call and posting will go out to make the public aware.

* COVID19 Update - Staffing and compensation - Essential Business Ð Mr. Janofa, Superintendent reiterated the Governor's address today.  He explained how heartbroken everyone is for our seniors and plans are being devised to have graduation.  Teaching and learning staff has done remarkable job, work is phenomenal; everyone is very proud.  OAPSE members are working in different capacities during this time.  Mr. Zura has been delivering meals to those who cannot pick up meals.  Per Governor, schools open for business; however, we continue to operate under the reduced footprint.

Mr. Riddle expressed gratitude to the districtÕs entire tech team.  They have done a phenomenal job and the district is very fortunate to have this team assisting all of the district's technical needs to ensure our staff and students are safe during this eLearning and virtual meeting times.

DISTRICT COMMUNICATIONS - Mr. Janofa, Superintendent
¥ Allerton Hill Consultants Ð A virtual meeting was held with Jennifer Economus from Allerton Hill.  Some examples of the communications they provide with other districts were reviewed with the Board.  
¥ Kidder Media -  Mr. Janofa explained he also spoke to Troy Kidder from Kidder Media.  They also provided examples of communication samples from Conotton Valley and Bloomfield.  
Superintendent Janofa explained both vendors provide same services. However, the representative from Allerton has a connection to the Mahoning Valley which adds value and understanding of the Poland Schools.  A contract would be required at a later date if the Board wants to move forward with a communication vendor

Mr. Janofa suggested using a communication vendor along with Julie Bercik as the liaison for the districtÕs communications to build a comprehensive communication platform.
    
    Comments in regards to a district communication vendor:
Mr. Riddle explained $50,000 annual investment needed to assist with district compliance and district branding. 
    Mr. Polis likes the idea and stressed the compliance issues districts are facing.
Mr. Warren expressed the percentage of the contract is very small to tell the entire Poland Local School District story.
Dr. Dinopoulos is concerned about the cost of the contract and would like to explore the option to offer such duties in house if possible.
Mr. Warren suggested we have a vendor show the way so hopefully at a later date the contract would not be needed.  Important to get started and then transition.
Mr. Janofa believes we need to build the capacity (ie; social media, etc.)  Initial investment at this time is necessary.
    Ms. Colucci suggested looking at all options due to cost before making a decision.
Dr. Dinopoulos is concerned about Facebook, Twitter, Instagram since our population is older.  They don't have kids in school and they are not on these social media sites; so how do we reach them?

FACILITIES UPDATES - Mr. Janofa, Superintendent
* Director of Operations/Transportation Ð The Director of Operations/Transportation position was posted on Friday, April 17th.  Deadline for applicants is end of the month.  Mr. Janofa explained years ago Poland did have such position, so this is not new to the Poland Schools.  The job was posted on the district website, three counties and state website.
* Dobbins Ð There is water work currently being done by the county at the corner of Dobbins and Route 170.  Inside Dobbins, rooms which are going to be occupied are being abated due to the 9x9 tiles coming up. Once abatement is complete, the new floor can be installed and opened up for youth activities and adult walking, etc.  Action will be forthcoming for new roof at Dobbins.
* Stadium - The best case scenario regarding stadium project start date is May 1st, weather permitting.  Tentative completion date would be the middle of July with the hope to open as soon as completed for student and community use.
* Concrete-Patchwork Ð The asphalt patchwork is complete at PSHS.  Sidewalk and driveway quotes are being obtained so work can be completed, weather permitting, as soon as possible. Concrete sidewalk work would also include the stadium at PMS (steps and bleachers).  The opportunity to complete these projects is now during this time.  
* Tennis Court- Tennis court repairs could potentially happen this summer along with correcting the PSHS parking lot drainage issues, simultaneously.  These projects were all part of Forging the Bulldog Future Plan.

Mr. Riddle asked Mr. Warren, as Board Communication Representative, to reach out to the facilities committee regarding projects discussed.

ACADEMICS - Mr. Janofa, Superintendent
* Teaching and Learning Update Ð Mr. Janofa expressed how proud we are with our entire staff.  Everyone is very deserving of all accolades for what they are doing during this pandemic.
* Extension of Digital Classroom -  Mr. Janofa explained our current policy does not allow extension of digital classroom.  Poland does not have blizzard bags.  Board action will take place next week as emergency addendum to current policy.

DISCUSSION: Janet Muntean, Treasurer
* Huntington Rates - Mrs. Muntean explored district options in regards to interest rates due to COVID19 pandemic.  A recap of the recent refunding with Huntington was presented. The district has a 2.65% fixed rate and is not permitted to pre-pay at this time.  Regardless, current rates are about 2.45%.
* Section 125 Amendment:  COVID19 - Mrs. Muntean explained the Section 125 Flexible Benefit Plan requires amending due to COVID19.  The resolution will be included on the next regular meeting agenda for approval.
* School Bus Purchase Program Award Ð Mrs. Muntean explained the District has been awarded $27,080.21 towards the purchase of a new school bus.  The Acceptance Award Statement requires board approval and will be included on the next regular meeting agenda for approval.  
* Workers Compensation -  Mrs. Muntean explained it is time to renew the 2021 participation in BWC program.  Action will be forthcoming in order to meet BWC deadlines.  Mrs. Muntean also shared a document from the BWC.  The BWC will be issuing dividends to Ohio Employers to ease the financial strain due to the current COVID-19 pandemic.


       At 7:03 p.m., Mr. Polis moved and Mrs. Colucci seconded with all members present signaling aye to enter into Executive Session to consider the appointment, employment, dismissal of a public employee or official.

RECONVENE to Work Session and Adjourn

	At 8:55 p.m., Mr. Polis moved and Mr. Warren seconded with all members present signaling aye to reconvene to work session and adjourn.
	 

Meeting adjourned.



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Treasurer					President


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