Twin Valley School District board approves athletic-field design, YMCA care contract and several procurements; fiscal concerns voiced over secretary appointment

Twin Valley School District board members on July 21 approved a professional services proposal to design two turf fields for the district's baseball and softball complexes, a before-and-after-school program agreement with the YMCA of Greater Brandywine at Honey Brook Elementary Center, multiple vendor contracts and several personnel actions. The board also approved an interim administrative services agreement; one board member said she would vote no on the board secretary appointment due to fiscal and succession concerns.

The turf-field proposal moves the district toward replacing the existing baseball and softball surfaces with two synthetic turf fields at a projected budget of approximately $7,000,000. District staff said the scope includes two turf playing surfaces, bleachers, stormwater work and a possible support building for bathrooms or team rooms, depending on stormwater design and infiltration test results. Administration said preliminary testing and demonstrations were scheduled to begin the week of the meeting, and Scott (project staff) will serve as project manager under the previously approved consultant agreement.

The board and administration discussed stormwater permitting and design constraints. District staff noted that the state regulator treats turf fields as impervious surfaces for stormwater purposes, which could require infiltration beds or other controls before the design of any support building is finalized. Board members requested that the design account for future utility needs while excavation occurs and that permanent site utilities and a new flagpole be considered in the work. The administration said officials expect construction to begin after the 2026 spring season; completing the work in time for spring 2027 play was described as unlikely if approvals and construction extend through winter.

Separately the board approved a three-year before-and-after-school services agreement between the district and the YMCA of Greater Brandywine for Honey Brook Elementary Center, with the program set to begin Aug. 25, 2025 and continue through the last school day prior to June 8, 2028. Superintendent and administration said about 37 families contacted the district expressing interest in the program and officials expect enrollment to grow.

In new-business votes the board approved an interim administrative services agreement with Deville Park Consulting effective July 7, 2025. The board also moved to appoint Rita Haddock as board secretary under a contract referenced in the meeting record; one board member, Tracy Phillips, said she would vote against that appointment citing fiscal responsibility and a desire for a succession plan. The motion to approve the appointment carried.

Members approved a set of procurement items including electrical work for the PVEC (CUT Electrical LLC, $18,876), a sign proposal for Flint Valley Elementary Center (Strickler Signs, $45,780), and cardio equipment for the Twin Valley High School physical-education facility (Fitness Exchange Commercial, approximately $68,054). Board members said Fitness Exchange was one of several vendors solicited for quotes and asked staff to provide additional information about prior equipment purchases, life-cycle planning and how older units will be removed or redeployed.

The board approved multiple student settlement and release agreements (identified in the agenda as SSA 25-26-01, SSA 25-26-02 and another SSA number recorded in the minutes). The student settlements were approved by roll call; one item recorded a “no” vote from Tracy Phillips. The board also approved a protective services agreement and statement of work with Security Care Inc. for the 2025–26 school year.

The board approved an easement and paving agreement with the Borough of Emerson to provide an access drive to an elementary center pump station. Board members requested that the access be built to street or parking-lot standards to support heavier maintenance vehicles and that the work be completed before students arrive for the 2025–26 school year. Administration said contractors are lined up and that an easement correction caused a delay earlier in the summer; the district expects the work to be finished before Aug. 25, 2025.

On policy matters, the board approved proposed revisions to the elementary, middle- and high-school student handbooks. During that discussion a board member raised a question about differences in athletic eligibility thresholds: the middle-school handbook referenced failing two classes as a trigger for ineligibility while the high-school language referenced one failing class. The board asked staff to return with clarification of the academic-eligibility rules and the application of any late-work or grade-recovery policies.

The treasurer’s report drew attention to the district’s instruction budget appearing roughly $500,000 over projections for the 2024–25 fiscal year; administrators said the overrun reflects special-education costs, particularly out-of-district placements, and that some invoices related to the 2024–25 year are still expected through August. The administration said it is scheduling the annual audit to begin after an Aug. 29 close of preliminary accounting.

Personnel actions carried en bloc in multiple roll-call votes. The board welcomed Michelle Ward, present in the audience, as the district’s incoming elementary principal for Robinson Elementary; staff said she starts later in July. Several professional and support-staff nominations and resignations were accepted by the board.

Superintendent comments and staff reports highlighted recent student recognitions, Summer ESY programming and upcoming calendar dates: the PIAA practice season is set to begin Aug. 11 (with some teams starting earlier), a new-teacher academy is scheduled Aug. 12–14, staff opening day is Aug. 19 and the first day of school for students is Aug. 25. The district’s Community Education Foundation noted that a “beef and beer” fundraiser originally planned for August has been moved to October, and a gala is scheduled for Nov. 15 at Red River’s Event Center.

Votes at a glance: the board passed a package of vendor contracts, personnel appointments and agreements (see list below); several votes were unanimous on roll call and a few recorded single “no” votes (identified below). Where the meeting transcript did not record a full roll-call tally, the outcome is listed as recorded in the minutes.

Votes at a glance: - Appointment of board secretary (Rita Haddock) — approved (one “no” vote recorded: Tracy Phillips); motion carried. - Interim administrative services agreement with Deville Park Consulting (effective 07/07/2025) — approved (motion carried; roll-call recorded in minutes). - YMCA of Greater Brandywine before-and-after-school agreement for Honey Brook Elementary Center (08/25/2025 through last school day prior to 06/08/2028) — approved. - Reset agreement with Wilson School District for tuition/enrollment of a student for 2025–26 school year — approved. - Protective services agreement and statement of work with Security Care Inc. for 2025–26 — approved. - Revisions to elementary, middle and high school student handbooks — approved; staff asked to clarify middle-school vs high-school athletic eligibility language. - Professional services proposal for design/analysis of two turf fields (baseball and softball), scope and preliminary budget (~$7,000,000) — approved; administration to begin testing and design work. - Strickler Signs proposal for Flint Valley Elementary Center sign ($45,780) — approved. - CUT Electrical LLC proposal for electrical services at PVEC ($18,876) — approved. - Fitness Exchange Commercial proposal for cardio equipment for Twin Valley High School PE ($68,054) — approved; board requested details on bids and equipment lifecycle. - Multiple student settlement and release agreements (SSA references) — approved (at least one recorded “no” by a board member); motions carried. - Agreement with Borough of Emerson to provide access drive/easement to elementary center pump station — approved with expectation of parking/street standards and completion before Aug. 25, 2025. - Numerous personnel nominations and resignations (professional and support staff) — approved.

Why it matters: The turf-field proposal represents a multi-million-dollar capital project already funded with borrowed money the district says has been earmarked for facilities work; the design phase will address stormwater and permitting issues that determine the total project scope. The YMCA agreement expands childcare options for families at Honey Brook Elementary and could affect before- and after-school program access for working parents. The easement and access work with the Borough of Emerson is time-sensitive because it must be complete before the start of the school year to support maintenance access to a pump station.

What’s next: Administration will return with details the board requested: stormwater and site evaluation for the turf project, clarification of handbook language on academic eligibility for athletics, documentation of vendor procurement for the PE equipment, and confirmation that the Emerson access work will meet the requested construction standards and the Aug. 25 completion goal.

Ending note: The board adjourned after routine business and set its next regular activities as the district prepares for opening day on Aug. 25, 2025.