MINUTES REGULAR MEETING OF THE BOARD OF EDUCATION BROKEN ARROW PUBLIC SCHOOLS January 16, 2018 (6:00 PM)

Transcription

1 MINUTES REGULAR MEETING OF THE BOARD OF EDUCATION BROKEN ARROW PUBLIC SCHOOLS January 16, 2018 (6:00 PM) The meeting of the Board of Education of Broken Arrow Public Schools, Broken Arrow, Oklahoma, was called to order at the Education Service Center Board Room at 701 S. Main Street, Broken Arrow, Oklahoma by Board President Steve Allen. 1.0 Call to Order 1. Call to order (Except for item #1, any agenda item may be considered and acted on in any order). ROLL CALL BOARD MEMBERS: Steve Allen Jerry Denton Steve Majors Cheryl Kelly Dr. Theresa Williamson ALSO IN ATTENDANCE: Dr. Janet Dunlop Chuck Perry Dr. Margaret Coates Michelle Bergwall Natalie Eneff Ben Stout Administrators Members of the Public 2.0 Moment of Silence 2. Statement by Board Vice-President, Cheryl Kelly "As we begin this meeting, let us pause for a 60 second moment of silence to reflect, meditate, pray or engage in other silent activity." 3.0 Pledge 3. The Pledge of Allegiance will be led by Jerry Denton, Board Clerk. 4.0 Formal Adoption of Agenda Member (Jerry Denton) Moved, Member (Cheryl Kelly) Seconded to approve the ORIGINAL The motion Carried. 5-0

2 5.0 Minutes 5. Discussion, motion and vote on motion to approve or disapprove the December 11, 2017 Regular Board Meeting Minutes, which may be approved as presented or approved following modifications. December 11, 2017 Regular Board Meeting Minutes Member (Jerry Denton) Moved, Member (Cheryl Kelly) Seconded to approve the ORIGINAL 6.0 Summary of Awards & Achievements 6. January is School Board Recognition Month. Broken Arrow Public Schools is fortunate to have five dedicated individuals who volunteer their time and energy to govern the District. We thank you for your service. Dr. Dunlop 7.0 Employment 7. Discussion, motion, and vote on motion to approve or disapprove the offer of employment to an individual to serve as the Executive Director of Secondary Instruction with such employment subject to a mutually acceptable and fully executed written contract of employment. M. Coates Job Description Resume' Member (Jerry Denton) Moved, Member (Cheryl Kelly) Seconded to approve the ORIGINAL Ms. Sharon James was named as Executive Director of Secondary Instruction 8.0 Comments From The Public 8. Members of the public are permitted to address the Board on matters of immediate concern within the jurisdiction of the Board. A written request form must be submitted to the Minute Clerk prior to the beginning of the Board meeting. There is a twenty-minute time limit established for the Citizens Comments section of the agenda, with individual speakers limited to a maximum of three (3) minutes regardless of the number of topics addressed. Individual speakers addressing agenda items will be limited to a total of five (5) minutes, regardless of the number of agenda items addressed. Form A Form B COMMENTS CONCERNING ITEMS NOT ON THE AGENDA

3 The Citizens Comments portion of the agenda will be reserved for comments concerning issues not otherwise appearing on an agenda and is limited to a twentyminute maximum. This portion of the agenda is reserved to provide citizens an opportunity to address the Board of Education on issues affecting the District and is not intended to provide a forum for commercial, political or similar topics. When groups or organizations desire to address the Board under the Citizens Comments a single spokesperson should be selected to avoid repetitious information. The Board will not dialogue with speakers about non-agenda items. Doing so is a violation of the Open Meeting Law. After the meeting, the Superintendent or designee will attempt to contact the individuals who speak to the board to provide answers or resolve any issues/concerns in a timely manner, and report to the board how each issue was addressed. Speakers will be called in the order in which they signed to speak. Each individual will be allowed to speak for a total time limit of three (3) minutes for non-agenda items, regardless of the number of topics on which the individual requests to speak. COMMENTS CONCERNING AGENDA ITEMS Individuals requesting to speak on an agenda item will be permitted to do so prior to the item being addressed by the Board. Speakers will be called in the order in which they signed to speak. The Board may choose to ask questions or dialogue with a speaker about the agenda item at the conclusion of their remarks. After the meeting, the Superintendent or designee will attempt to contact the individuals who spoke to the board to provide answers or resolve any issues/concerns in a timely manner, and report to the board how each issue was addressed. A total time limit of five (5) minutes will apply to each speaker for comments pertaining to agenda items. Interaction of the Board with the speaker will not be counted as part of the five-minute total. REQUEST TO SPEAK FORMS A Request to Speak form must be submitted for each topic. There are two Request to Speak forms; one for agenda items and the other for nonagenda items. Both are available on the district website or in the Board room prior to the meeting. Individuals wishing to comment on either an agenda or non-agenda item during the Board meeting must personally sign and submit the appropriate completed Request to Speak form and provide it to the Minute Clerk prior to the start of the Board meeting in which they are going to speak. By completing and signing the appropriate form, the speaker is verifying that the instructions have been read and understood. Speakers are encouraged to provide the Board with a written outline of their comments before the meeting begins and to indicate on the form if they are speaking on their own

4 behalf or on behalf of a group. The speaker should also note on the form whether they support or oppose (as applicable) an item. General Consent Agenda Items 9 through Approve or Disapprove General Consent Agenda Items A) Administrative Services 9. Accept and approve the RENEWAL agreement between Broken Arrow Public Schools and the Section 125 Flexible Benefit Plan from the District's third party administrator, American Fidelity. There is no cost to the District. L. Tiger The annual renewal of the Section 125 Flexible Benefit Plan authorizes pre-tax deduction for certain employee benefit premiums and pre-tax spending accounts for health care and dependent care. 10. Accept and approve the attached new employment, employment revisions and employment separations for certified staff. L. Tiger Certified Board Report 11. Accept and approve the attached new employment, employment revisions and employment separations for support staff. L. Tiger Support Board Report 12. Accept and approve the NEW Letter of between Broken Arrow Public Schools and Northeastern State University for the placement of a Speech Language Pathology student interns in the District. There is no cost to the District. A. Stout Letter of 13. Accept and approve the NEW agreement between Broken Arrow Public Schools and HealthiestYou to provide a voluntary 'teladoc' plan for District employees. There is no cost to the District. R. Stecker HealthiestYou will provide services on a voluntary basis to the employee and their families for $13.00 per month. There will be no cost at the point of service and no limit on the number of times called or duration of each call. B) Operations Services 14. Accept and approve the NEW Lease between Broken Arrow Public Schools and Journey Bible Church, providing leased facility space to Journey Bible Church at Central on Main. The Lessee agrees to pay the Lessor $1, per occurrence, upon receipt of invoice during the initial term as rent for the use and occupancy of the leased premises. The total amount paid to the District is $1, per occurrence, for the initial term January 17, 2018 through June 30, B. Tolomeo

5 and Exhibit A The NEW lease agreement between Broken Arrow Public Schools and the Journey Bible Church will comence on every Sunday, beginning January 17, 2018, and ending June 30, The is expected to be renewed for an additional six-month term ( Renewal Term ), or the Lessee may renew for a one (1) year term, unless either party is notified by the other in writing not less than thirty (30) days prior to the expiration of the then current term of that party s intention not to renew the beyond the expiration of the current term. The Lessee agrees to pay the Lessor $1, per occurrence, upon receipt of invoice during the Initial Term as rent for the use and occupancy of the Leased Premises. This amount also includes the cost of utilities defined as electricity, gas, water, sewer, and trash. This amount also includes the cost of custodial services during events. The total amount paid to the District is $1,000.00, per occurrence for the term January 17, 2018 through June 30, The Journey Bible Church s leased property at Central on Main 210 N. Main Street, Broken Arrow, OK, is approximately 10,396 square feet of banquet space, referred to as the Ballroom, and common areas that include the front entry and restrooms. The use of the adjacent conference room may be used when Lessee is conducting business with or for the Lessor at no additional cost. A floor plan of the leased premises is attached hereto as Exhibit A and incorporated herein. In the case that the Lessee provides to the Lessor a two-week cancelation of event notice, the Lessor agrees to a deduction of $ from the canceled date s chargeable rate. 15. Accept and approve the DONATION of office furniture to include desks, book cases, and tables by the Army Corps of Engineers, for use at various District sites. There is no cost to the District. M. Bergwall The Army Corps of Engineers is moving out of their current building location in Tulsa, OK and has made a used office furniture donation to the District. C) Instructional Services 16. Accept and approve the NEW agreement between Broken Arrow Public Schools and Sonic to help raise funds of 10% of all sales made on April 10, 2018, as part of Spirit Night at Arrow Springs ECC. There is no cost to the District. K. Dyess 17. Accept and approve the RENEWAL agreement between Broken Arrow Public Schools and Interquest Canines of Oklahoma, providing substance awareness and canine detection services for the period of August 1, 2018 through June 30, The agreement date is July 1, 2018 through June 30, Total cost to the District is not to exceed the amount of $8, and will be paid from the General Fund. D. Blackburn The agreement with Interquest Detection Canines of Oklahoma will provide the District with contraband inspection services utilizing non-agressive contraband detection canines. School site searches will be made at all secondary sites. The cost for each visit to all middle schools, the Freshman Academy, Alternative Academy and the high school will be $ per team and will

6 consist of fourteen (14) full day visits during the contract period. The District has the option to increase the number of visits. 18. Accept and approve the NEW agreement between Broken Arrow Public Schools and Dr. Justin Feinstein to present his lecture "Float Away Anxiety" on January 18, 2018, to all District Counselors. Total cost is $ and will be paid with General Funds. J. Brassfield Dr. Feinstein is with the Laureate Institute for Brain Research. 19. Accept and approve the NEW agreement between Broken Arrow Public Schools and Houghton Mifflin Harcourt for the purchase of iread digital foundational reading program to be used with K-2 Title I students at Liberty Elementary. Total cost to the District is $15, and will be paid with Title I Funds. J. Brassfield Proposal - iread is the new digital foundational reading program designed to close the achievement gap early and place all K-2 students on a predictable path to reading proficiently by grade 3. This program also provides adaptive instruction in foundational reading, personalized learning progression and embedded assessments. The program includes twelve (12) teacher licenses, training, print materials and hosting services. 20. Accept and approve the NEW agreement between Broken Arrow Public Schools and Red Carpet Charters to provide transportation to the College of Muscogee Nation for the Middle School Challenge Bowl on February 9, Total cost to the District is $ and will be paid through the JOM Grant. J. Brassfield Proposal and 21. Accept and approve the NEW agreement between Broken Arrow Public Schools and Public Consulting Group, to provide third party billing services and health related services for our students with special needs and receive reimbursement for a portion of these funds through the Oklahoma Medicaid School-Based Services Program. This will increase our compliance and revenue recovery for medical services being provided for special education students. D. Oxford This agreement has been updated to reflect an agreement with OSDE and individual districts. 22. Accept and approve the NEW Memorandum of Understanding between Broken Arrow Public Schools and Dr. Christopher Klein, PhD., NCSP, as a provisional employee, to provide services to students as a school psychologist. E. O'Brien Memorandum of Understanding Dr. Klein has requested a Memorandum of Understanding stating termination by either party is given with a 30-day notice. D) Student Services

7 23. Accept and approve the RENEWAL agreement between Broken Arrow Public Schools and Marching Audio for band consultation for the Pride. Total cost to the District, all-inclusive, is $3, and will be paid from Activity Funds. R. Dale 24. Accept and approve the NEW agreement between Broken Arrow Public Schools and Wunderpit Music, providing band consultation to the Pride beginning in late January, 2018, monthly through August, Total cost to the District, all-inclusive, is $28, and will be paid with Activity Funds. R. Dale 25. Accept and approve the NEW agreement between Broken Arrow Public Schools and ZFX Flying Effects, providing special effects for the high school production of "Mary Poppins", scheduled for March 12-15, Total cost to the District is $7, and will be paid with Instructional Fund 155. R. Dale Terms and Conditions 26. Accept and approve the NEW agreement between Broken Arrow Public Schools and Bad Wolf OPS to provide laser tag for Project Graduation. Total cost to the District is $ and will be paid with Project Graduation Activity Fund 878. J. Jedamski 27. Accept and approve the NEW agreement between Broken Arrow Public Schools and Henna Chick to provide henna tattoos at Project Graduation. Total cost to the District is $ and will be paid with Project Graduation Activity Fund 878. J. Jedamski 28. Accept and approve the NEW agreement between Broken Arrow Public Schools and Party Pro to provide decorations for the Sadie Hawkins Dance. Total cost to the District is $2, and will be paid with STUCO Fund 934. J. Jedamski Invoice and 29. Accept and approve the NEW agreement between Broken Arrow Public Schools and Party AllStars to provide DJ services for Project Graduation. Total cost to the District is $ and will be paid with Project Graduation Fund 878. J. Jedamski Quote 30. Accept and approve the NEW agreement between Broken Arrow Public Schools and Party AllStars to provide an audio package for Gym Night. Total cost to the District is $ and will be paid from Stuco Fund 934. J. Jedamski Quote

8 31. Accept and approve the NEW agreement between Broken Arrow Public Schools and Stoney Creek Convention Center to provide the venue for the 2018 High School Prom. Total cost to the District is $5, and will be paid from Activity Funds. C. Welborn Stoney Creek will provide the venue, tables, chairs, linens, water, and flatware for the prom to be held April 28, Accept and approve the NEW agreement between Broken Arrow Public Schools and Jumpin Jiminy, Inc., providing two Jupiter Jumps to be used January 20, 2018, for a fundraiser to benefit the Cheer program. Total cost to the District is $ and will be paid with Booster Club Funds. K. Ellett 33. Accept and approve the BAHS boys soccer team to attend the Tournament of Champions April 4-7, 2018 in Mobile, Alabama. Total cost approximately $12,700 to be paid with Booster Club Funds. K. Ellett Activity Request Proposing the boy's soccer team be permitted to travel to Gulf Shores, Alabama to participate in the Southern Coast Cup Tournament of Champions, on April 4-7, Accept and approve the NEW agreement between Broken Arrow Public Schools and Austin Bernard to provide photography services for the wrestling team. Total cost to the District is $ and will be paid from the Wrestling Booster Club Funds. K. Ellett Date of service is January 19, Accept and approve the RENEWAL agreement between Broken Arrow Public Schools and Clear Marketing Concepts, LLC., providing a professional, customizable radio station for use during home sporting events. Total cost to the District will be $3, and will be paid from the General Fund. K. Ellett Clear Marketing Concepts, LLC., will provide a radio station for all home sporting events. E) Technology Services 36. Accept and approve the RENEWAL agreement between Broken Arrow Public Schools and E- Rate bid awarded vendors for the school year. Total cost to the District $1,784, and will be paid with General and Bond funds less the E-Rate Discount. B. Stout Bid Summary E-Rate s E-Rate requires annual re-bid of all vendors wanting to participate in the program, including existing services. Accepted bid summaries and authorization is required by E-Rate after the bid closing date. All services listed are the awarded bid service contracts. The total dollar amount for each service will be discounted by a rate determined when the final certified package and award has been determined in April, The following vendors will be submitted upon

9 approval by the Board of Education: Category One Items: Cox Communications (Existing and New Services); Data Connections - $827, Cox Communications; Broadband Internet - $518, Category Two Items: Linear Communications (New Contract): Cabling and Fiber - $65, Peak Uptime (Contract New Equipment): District Network Switches - $9,232.00, Wireless Access Points, $157, (Renewal Contract) - Managed Internal Broadband Services, and Basic Maintenance - $ 154,230.36, Network UPSs - $15,681.60, and Wireless Access Controller - $36, District Items: To accomplish Wireless equity across the district, Technology will be using an additional $120, in Bond Funds for the site that no longer have e-ratable funding available. 37. Accept and approve the NEW agreement between Broken Arrow Public Schools and PowerSchool Group LLC. Total cost to the District is $14, to be paid from General Funds. B. Stout Prorated Quote The Addition of the School Locator for our Online Registration product will help to identify where boundaries of each student is in our district and which school they would attend.the prorated amount through June 30, 2018 is $8, Accept and approve the REVISED agreement between Broken Arrow Public Schools and Cox Communications, to reflect the correct monthly recurring service charges. Total annual cost will $ and will be paid from the General Fund. B. Stout Revised This service is for the Communications Department DVR system. F) Business Services 39. Accept and approve the transfers within the Activity Funds. D. Dollahon Activity Fund Transfer Requests In order to maintain a more complete audit record, Board of Education regulations have been established requiring that transfers between accounts within school activity funds be reviewed and authorized by the Board of Education. The approval process requires that the building principal submit a document indicating the two accounts affected, unencumbered balance, and amount for which transfer action is requested. The document becomes a record for the school auditor to use in the review of transactions during the year. In compliance with Board of Education policy, requests for transfer of funds within activity fund accounts have been submitted for consideration. 40. Accept and approve the Treasurer s Reports for December D. Dollahon Cash Balance Report Investment Report Fund Security and Deposit Summary Cash Balance Comparison Attached are the monthly Treasurer s Reports for December 2017.

10 41. Accept and approve the Activity Fund Reports for October D. Dollahon Activity Funds Summary Monthly Activity Fund Summary 12/31/ Accept and approve the Change Order Reports for All Funds for the fiscal year. C. Metevelis Change Order Reports Attached are the Change Orders totaling ($66,854.32) to the General, Building, Child Nutrition, Gift, Workers Compensation and Bond Funds for December 7, 2017 through January 10, 2018, for the fiscal year funds. 43. Accept and approve the Encumbrance Reports for All Funds for the fiscal year. The encumbrance reports are available for review 24 hours in advance of this meeting at the first floor reception desk in the Education Service Center located at 701 S Main Street, Broken Arrow, OK. C. Metevelis Encumbrance Reports Attached are the Encumbrance Orders totaling $1,180, for the General, Building, Child Nutrition, Workers Compensation, Bond and Gift Funds effective December 7, 2017, through January 11, 2018 from the fiscal year funds. Member (Cheryl Kelly) Moved, Member (Jerry Denton) Seconded to approve the ORIGINAL End of Consent Agenda Items 9 through Operations Services 44. Discussion, motion and vote on motion to approve or disapprove the bid submitted by Custom Heat and Air as the lowest responsible bidder providing repair and replacement of the heating system and HVAC units at Kirkland Auditorium. Total cost to the District is $66, and will be paid from Building Funds. All bidding was conducted pursuant to the Oklahoma Competitive Bidding Act. G. Moore Bid Tab The 60 ton HVAC unit along with the heating system at Kirkland Auditorium were found in need of rebuilding or replacement. Bids we opened on Thursday, January 4, 2018 at the ESC. Three (3) bids were received with Custom Heat and Air being the lowest responsible bidder. All bidding was conducted pursuant to District Policy and the Oklahoma Competive Bidding Act.

11 Member (Jerry Denton) Moved, Member (Cheryl Kelly) Seconded to approve the ORIGINAL 45. Discussion, motion and vote on motion to approve or disapprove the purchase of student furniture for Broken Arrow Freshman Academy Renovations and Additions Phase I 2015 Bond Projects, March 2018 Sequencing from Thompson Educational Furnishings. Total cost to the District is $162, and will be paid from Bond Funds/Trust Account. B. Tolomeo Quote Purchase of student furniture for areas of the Freshman Academy March 2018 Sequencing Plan. Pricing includes delivery and installation. Products purchased match existing district furniture and the purchase is under the University of Oklahoma s State Purchasing Contract, #R Total cost to District is $162,801.40, which includes $104, for the Media Center, $23, for the Media Classroom, and $35, for four (4) Science Rooms. Member (Jerry Denton) Moved, Member (Cheryl Kelly) Seconded to approve the ORIGINAL 46. Discussion, motion and vote on motion to approve or disapprove the purchase of teacher furniture for Broken Arrow Freshman Academy Renovations and Additions Phase I 2015 Bond Projects, March 2018 Sequencing from L&M Office Furniture. Total cost to the District is $61, and will be paid from Bond Funds/Trust Account. B. Tolomeo Quote Purchase of teacher furniture for areas of the Freshman Academy March 2018 Sequencing Plan. Pricing includes delivery and installation. Products purchased match existing district furniture and the purchase is under the University of Oklahoma s State Purchasing Contract, #R Member (Cheryl Kelly) Moved, Member (Jerry Denton) Seconded to approve the ORIGINAL 11.0 Instructional Services

12 47. Discussion, motion and vote on motion to approve or disapprove the NEW agreement between Broken Arrow Public Schools and Artome' to provide frames for students' artwork as part of a fundraiser. There is no cost to the District. T. Greathouse The cost of Artome' services are $19.00 plus tax per frame. The vendor will provide art paper to the school, shipping labels for the artwork, frames for each piece of art the school created, setup displays, during the exhibit an Artome' representative will be available, and promotional materials to promote the art show. The date of service and art show is January 12, This item was reviewed by District Counsel and is presented as a post fact approval. Member (Cheryl Kelly) Moved, Member (Jerry Denton) Seconded to approve the ORIGINAL 12.0 Business Services 48. Presentation and discussion of the monthly financial reports through December 31, N. Eneff Expenditures by Project Expenditures by Function and Object Cash Flow Analysis Revenue Summary Report Monthly Financial Presentation The Monthly Financial reports showing the Expenditures year to date by Project for all funds; the Expenditures year to-date by Function and Objects for the General Fund, Building Fund, and the Child Nutrition Fund; the Revenue Summary report; the Monthly Financial Summary and the Cash Flow Analysis year to date with the projected fund balance and the comparison of current year versus previous year. Recommendation: Information Only 49. Discussion, motion, and vote on motion to approve or disapprove a resolution determining the maturities of, and setting a date, time and place for the sale of the $20,325,000 General Obligation Combined Purpose Bonds of this School District, and designating bond counsel for this issuance of bonds. N. Eneff Minutes and Resolution Acting Clerk Document Notice of Sale of Bonds Concluding Statement Meeting to Set the Date The Board will consider and take action on a resolution determining the maturities of, and setting a date, time and place for the sale of the $20,325,000 General Obligation Combined Purpose Bonds of this School District, and designating bond counsel for this issuance of bonds.

13 We ask that a special board meeting to be held at noon on the determined sale date so that the BOE members may consider and take action on the sale of the General Obligation Combined Purpose bonds. Recommended dates are either February 21, 22, or 23, Member (Cheryl Kelly) Moved, Member (Jerry Denton) Seconded to approve the ORIGINAL The Special Board Meeting for the Sale of Bonds is set for February 23, 2018 at 12:00 p.m New Business 50. Consideration and possible action of any matter not known about or which could not have been reasonably foreseen prior to the time of preparation of the agenda for the regularly scheduled meeting. No New Business 14.0 Adjourn 51. Adjournment. Member (Cheryl Kelly) Moved, Member (Dr.Theresa Williamson) Seconded to approve the ORIGINAL Respectfully submitted by Debbie Hill, Board Minutes Clerk