NOTICE OF SPECIAL MEETING OF THE BARTLESVILLE EDUCATION AUTHORITY

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1 NOTICE OF SPECIAL MEETING OF THE BARTLESVILLE EDUCATION AUTHORITY Monday, June 1, p.m. City Hall, Council Chambers 401 S. Johnstone Ave. Bartlesville, OK Chairman Tom Gorman AGENDA 1. Call to order the business meeting of the Bartlesville Education Authority by Chairman Tom Gorman. 2. Roll Call and Establishment of a Quorum. 3. The Invocation will be provided by Deacon Doug Freebern St. Luke s Episcopal Church. 4. Citizens to be heard. 5. Discuss and take action to approve the minutes of the Special Meeting Minutes of April 6 and April 29, Consideration and vote to award the following contracts for the BPS Central Middle School Cafeteria and Gymnasium Addition Project: Rationale: Bid Package # Description Contractor Final Clean Clean Sweep Building Demolition Ark Wrecking Concrete Contech Masonry C&N Masonry Structural Steel (materials) Bennett Steel Structural Steel (labor) Bennett Steel Waterproofing, Damproofing, Joint Sealants OK Waterproofing Roofing, Flashing, Sheetmetal (Mod. Bit) DP Byers Hollow Metal Doors & Frames (Supply) Builders Supply Wood Door (Supply) Precision Door Door Hardware (Supply) Felix Thompson Door Installation Rekab Builds Storefront, Glass and Glazing Architectural Fabricators Flooring (Resilient, Carpet, Ceramic, Wood) Stock Building Supply Gym Floor (Wood) Tri State Floors Resinous Floor & Wall Coatings Johnson & Sons Building Specialties (Install) Rekab Builds Signage (Turnkey) Arch Sign and Graphics Toilet Compartments and Accessories (Supply) Wood Systems Fire Extinguishers and Cabinets (Supply) Wood Systems Food Service Equipment Owalt Equipment Athletic Equipment Sports Tech

2 Bleachers Murray Womble Fire Suppression Premier Plumbing McIntosh Heating, Ventilation, Air Conditioning (HVAC) McIntosh Electrical & Fire Alarm Lighthouse Communications Tel Star Earthwork and Utilities Whaling 7. Consideration and vote to approve the Guaranteed Maximum Price proposed by Nabholz Construction Company for completion of the Bartlesville Public Schools (BPS) Central Middle School Cafeteria and Gymnasium Addition Project 8. Consideration and vote to assign the awarded contracts listed directly above to Nabholz Construction Services 9. Discuss and take action to adopt the Bartlesville Education Authority FY Budget. Presented by Mike Bailey, Administrative Director and CFO. 10. BEA Trustee Comments and Inquiries. 11. Adjournment. The Notice of Meeting and Agenda was received and filed in the Office of the City Clerk and posted in prominent public view at City Hall at 5 p.m. on Thursday, May 28, Michael Bailey, City Clerk Administrative Director/CFO /s/ Elaine Banes by Elaine Banes, Deputy City Clerk All discussion items are subject to possible action by the Bartlesville Education Authority (BEA). Agenda items requiring a public hearing as required by law will be so noted. The BEA may at their discretion change the order of the business agenda items. City of Bartlesville encourages participation from all its citizens. If participation at any public meeting is not possible due to a disability, notification to the City Clerk at least one working day prior to the scheduled meeting is encouraged to make the necessary accommodations. The City may waive this rule if signing is not the necessary accommodation.

3 BARTLESVILLE EDUCATION AUTHORITY SPECIAL MEETING MINUTES Monday, April 6, 2015 at 7 p.m. City Hall, Council Chambers 401 S. Johnstone Avenue Bartlesville, Oklahoma (Notice of this meeting was posted on April 1, 2015 at 5:00 p.m.) Trustees Present: Trustees Absent: City Staff Present: Chairman Tom Gorman, Vice Chairman Dale Copeland, Trustees Ted Lockin, and Doann Nguyen. John J. Kane Ed Gordon, City Manager, Jerry Maddux, City Attorney; Mike Bailey, Secretary to the BEA; Lisa Beeman, Director of Community Development; Terry Lauritsen, Director of Water Utilities; Shellie McGill, Director of Human Resources; Joan Singleton, Director of Public Library; Nancy Warring, Grants Administrator; Fire Chief John Banks; Larry Silver, Supervisor of Neighborhood Services; Police Captain Rocky Bevard; Daryl Worley, P.E. Project Engineer; and Elaine Banes, Executive Assistant. 1. Call to order by Chairman Gorman. Chairman Gorman called the meeting to order at 7:02 p.m. 2. Roll Call and Establishment of a Quorum. Roll call was conducted and a quorum established. 3. The invocation was provided by Father Lee Stephens, St. Luke s Episcopal Church. 4. Citizens to be heard. There were no citizens to be heard. 5. Discuss and take action to approve the minutes of the Special Meeting of February 2, Vice Chairman Copeland moved to approve the minutes as presented, seconded by Mr. Lockin. Voting Aye: Voting Nay: Motion: Ms. Nguyen, Mr. Lockin, Vice Chairman Copeland, Chairman Gorman. None Passed 6. Recommendation, consideration and vote to approve the following contracts on the BPS 9 th Grade Center Project: Preston Birk, Executive Director of Financial Services, Bartlesville Public Schools, and Randy Weatherly, Ambler Architects, provided information regarding the contracts. a. Oklahoma Waterproofing for sealing burnished block. b. Architectural Sigh & Graphics, Inc. for the signage contract. c. Peper Fence Company, Inc. for the cooling tower fencing contract. d. Nabholz Construction Services for the courtyard concrete contract. 1

4 e. Headrick Landscaping LLC for the landscape/sod contract. Vice Chairman Copeland moved to approve the contracts as presented seconded by Ms. Nguyen. Voting Aye: Voting Nay: Motion: Ms. Nguyen, Mr. Lockin, Vice Chairman Copeland, Chairman Gorman. None Passed 7. Comments and Inquiries from BEA Trustees. Mayor Gorman and Ed Gordon announced the possibility of a noon joint meeting with the Bartlesville Public School Board of Education and the Bartlesville Educational Authority for a tour of the new construction. The date is pending at this time. 8. Adjournment. There being no further business to conduct, Chairman Gorman adjourned the meeting at 7:10 p.m. Chairman Tom Gorman Michael Bailey, Administrative Director/CFO and Secretary to the BEA 2

5 MINUTES OF THE SPECIAL MEETING OF THE BARTLESVILLE EDUCATION AUTHORITY Wednesday April 29, p.m. Noon Bartlesville High School Field House Hospitality Room 1700 Hillcrest Drive Bartlesville, OK Chairman Tom Gorman The Notice and Agenda were posted at 11:30 a.m. Monday, April 27, Call to order the special meeting of the Bartlesville Education Authority by Chairman Tom Gorman. The meeting was called to order at 12:05 p.m by Chairman Gorman. 2. Roll Call and Establishment of a Quorum. BEA members present were: Chairman Tom Gorman, Trustees Ted Lockin, Doann Nguyen, and John J. Kane. Also present were City Manager Ed Gordon, Fire Chief John Banks, Director of Water Utilities and Engineering Terry Lauritsen, City Attorney Jerry Maddux, and Executive Assistant Elaine Banes. 3. Joint Meeting with the Bartlesville Public School Board of Directors, including lunch, Construction Update, and Tour of the New Construction at the Bartlesville High School. A powerpoint presentation of the financial aspect of the construction was provided by Dr. Gary Quinn. Architect Scott Ambler provided an update and timeline of the construction. A tour of the construction sites were then conducted. 4. Adjournment. Chairman Gorman adjourned the meeting at 1:16 p.m. Chairman Tom Gorman Mike Bailey, Secretary to the BEA

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11 ACCOUNTING AND FINANCE MEMORANDUM TO: FROM: SUBJECT: BEA Board of Trustees Mike Bailey Adoption of the Bartlesville Education Authority FY budget. GENERAL INFORMATION: The proposed budget for the Bartlesville Education Authority is included below for your consideration and approval on Monday, June 1, The proposed budget will appropriate all remaining balances in the BEA as well as the estimated interest payments that are passed through the BEA from the Bartlesville Public School to the note holder. The Authority maintains one fund and the total appropriations for the Authority as a whole are $8,929,353. All of the budgeted amounts are for capital outlay or debt service payments. The main source of revenue is debt proceeds. TRUSTEE ACTION REQUESTED: Adopt the BEA budget by motion as presented.