MINUTES REGULAR MEETING OF THE BOARD OF EDUCATION BROKEN ARROW PUBLIC SCHOOLS Monday, July 11, 2016 (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 Cheryl Kelly. 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 UPON THE ROLL BEING CALLED, THE FOLLOWING WERE PRESENT: BOARD MEMBERS: Cheryl Kelly Dr. Theresa Williamson Jerry Denton Steve Allen Steve Majors ALSO IN ATTENDANCE: Dr. Janet Dunlop Chuck Perry Shelli Holland-Handy Dwayne Thompson Michelle Bergwall Brian Daley Members of Executive Council Citizens of the Public ABSENT: Dr. Mendenhall 2.0 Moment of Silence 2. Statement by Board Vice President, Steve Allen: "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 4. Formal adoption of agenda. 5.0 Minutes 5. Discussion, motion and vote on motion to approve or disapprove the June 23 and June 24 Board Retreat Meeting Minutes, which may be approved as presented or approved following modifications. 06.23.16 Board Retreat Minutes 1st Day 06.24.16 Board Retreat Minutes 2nd Day Aye: 4 Abstain: 1 (Steve Majors was absent on June 23, 2016, the first day of the Board Retreat) The motion Carried 4 0 6. Discussion, motion and vote on motion to approve or disapprove the June 27, 2016, Regular Board Meeting Minutes, which may be approved as presented or approved following modifications. Minutes 06.27.16 6.0 Summary of Awards & Achievements 7. Discussion, motion and vote on motion to approve or disapprove a donation of $5,000.00 to the Broken Arrow Football Booster Club from Broken Arrow Alumni and Professional Football Player Alvin Bailey. K. Ellett Alvin Bailey was a student athlete at Broken Arrow High School from 2006-2009. After leaving BAHS, Alvin played for the University of Arkansas prior to playing professionally with the Seattle Seahawks. It was during his stint with Seattle that the Seahawks won the Super Bowl in 2014. Alvin currently plays for the Cleveland Browns. His desire is to give back to the football program that helped him become the successful professional player he is today.
Member (Jerry Denton) Moved, Member (Steve Allen) Seconded to approve the ORIGINAL Introduction of Mrs. Bailey Alvin s mother who attended the meeting as his representative. 8. Recognition of the National School Public Relations Association (NSPRA) awards presented to the Communications Division. Greg Spencer won an Award of Excellence for the video "This is BAPS". Adam Foreman and Shelli Holland-Handy won an Award of Merit for the HSCS brochure. Shelli Holland-Handy presented in Dr. Mendenhall s absence. 9. Recognition of the Oklahoma Assistant Superintendent of the Year award presented to Dr. Janet Dunlop by the Cooperative Council of Oklahoma School Administrators (CCOSA) and the Oklahoma Association of School Administrators (OASA) on June 9, 2016. Chuck Perry presented in Dr. Mendenhall s absence. 7.0 Employment 10. Discussion, motion and vote on motion to approve or disapprove the offer of employment to Michael Sagely to serve as the Assistant Principal of Oliver Middle School with such employment subject to a mutually acceptable and fully executed written contract of employment. Ed Fager presented in Dr. Mendenhall s absence. Introduction of Mr. Sagely and his family. 11. Discussion, motion and vote on motion to approve or disapprove the offer of employment to Kristin Graves to serve as the Assistant Principal at Oliver Middle School with such employment subject to a mutually acceptable and fully executed written contract of employment. Ed Fager presented in Dr. Mendenhall s absence. Member (Jerry Denton) Moved, Member (Steve Allen) Seconded to approve the ORIGINAL Introduction of Ms. Graves and her family.
12. Presentation and recognition of the District's Assistant Principal reassignments for the 2016-2017 school year; Dax Gray, Assistant Principal at Sequoyah Middle School; Tammy Strickland, Assistant Principal at Ernest Childers Middle School; Bridget Powell, Assistant Principal at Country Lane Intermediate; Jana Williams, Assistant Principal at Creekwood Elementary. Ed Fager presented in Dr. Mendenhall s absence. Introduction of Mr. Gray and his fiancé. Introduction of Ms. Strickland and her family. Introduction of Ms. Powell and her family. Introduction of Ms. Williams and her family. 8.0 Comments From The Public 13. 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 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 twenty minute 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. 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 nonagenda 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. 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 non-agenda 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 behalf or on behalf of a group. The speaker should also note on the form whether they support or oppose (as applicable) an item. No comments from the public. Consent Agenda Items 14 through 25 9.0 Approve or Disapprove General Consent Agenda Items A) Communication Services 14. Accept and approve the NEW Non-Exclusive Licensing between Broken Arrow Public Schools and Brand Design Co, LLC. There is no cost to the District. S. Holland-Handy The Non-Exclusive Licensing between the District and Brand Design Co, LLC provides permission to use the BA Logo/trademark on or in connection with the manufacture, distribution or sale of merchandise such as: t-shirts, sweatshirts, mugs, keychains, hats and other agreed upon merchandise. B) Operations Services 15. Accept and approve the RENEWAL agreement between Broken Arrow Public Schools and LOOK PROPERTIES providing Broker services for six months to sell a District owned property located at W. Houston Street and S. Elm Place, Broken Arrow, Oklahoma. Total cost to the District is six percent of the gross sales price and will be paid with Bond Funds. M. Bergwall Broken Arrow Public Schools agrees to exclusively employ LOOK PROPERTIES, a Broker, for the purpose of offering the tract of land at West Houston and Elm Place for sale, locating a suitable buyer for the property, and assisting with the negotiation of a sales contract and closing the sale of the property. The agreement is in effect until December 30, 2016. The Broker receives 6% of the gross sales price as compensation at the closing. C) Instructional Services 16. Accept and approve the RENEWAL agreement between Broken Arrow Public Schools and CREOKS, providing school-based behavioral health services for the 2016-2017 school year. There is no cost to the District. J. Brassfield
The agreement between the District and CREOKS will provide mental/behavioral health services for students at Creekwood Elementary, Ernest Childers Middle School and any other campus mutually decided between the two parties. 17. Accept and approve the RENEWAL agreement between Broken Arrow Public Schools and Daybreak Family Services, providing parents/teachers/students better access to school based counseling and mental health services. There is no cost to the District. J. Brassfield The agreement between the District and Daybreak Family services will provide school based counseling and mental health services to the students and their families attending Rhoades, Arrowhead, Leisure Park, Lynn Wood, Vandever, Country Lane Primary, Country Lane Intermediate, Liberty, Aspen Creek, Spring Creek and Highland Park elementary sites; Centennial and Oneta Ridge Middle Schools and to the Freshman Academy, BAHS and BA Academy. 18. Accept and approve the RENEWAL agreement between Broken Arrow Public Schools and Family and Children s Services, Inc., providing access to counseling services for students who might otherwise not have access to mental health care. There is no cost to the District. J. Brassfield The agreement between the District and Family and Children s Services, Inc. will provide mental/behavioral health services for students at Sequoyah Middle School, Wolf Creek Elementary, Oak Crest Elementary, Margaret Hudson and/or any mutually agreed upon site. D) Student Services 19. Accept and approve the NEW agreement between Broken Arrow Public Schools and Bull Enterprises, providing contracted services for radio announcing/coaches Show/media for the Broken Arrow high School Varsity football games. Total cost to the District is $8,000.00 and will be paid with Athletic Activity Funds. K. Ellett Steve Spavital, doing business as Bull Enterprises, will provide contracted services for radio announcing/coaches Show/media for the BAHS Varsity football games. 20. Accept and approve the NEW agreement between Broken Arrow Public Schools and Dance Team Union, LLC providing an opportunity for the BAPS Tigettes to work the concession stands for the Regional Dance Competition to be held November 5, 2016. Because this is a fund raiser, there is no cost to the District. M. Knight The agreement between BAPS and Dance Team Union, LLC provides the Tigettes the opportunity to work the concessions as a team fund raiser. The use of the facilities at the Broken Arrow high School has been presented to the Facilities Review Committee and has been approved.
E) Business Services 21. Accept and approve the transfers within the Activity Funds. N. Eneff 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. 22. Accept and approve the requested fundraisers for the Activity Funds. N. Eneff Requested Fundraisers In compliance with Board of Education policy, Fundraising Projects for Student Activity Groups, the attached activity group fundraisers are submitted for your review. The principals have approved these fundraising activities and established that a need does exist for additional funds for the operation of these student activity organizations. 23. Accept and approve the Summer/Night School sub-account and Guidelines in the Broken Arrow Freshman Academy Activity Fund for FY 2016-2017. N. Eneff Summer/Night School Guidelines for FY 2016-2017 Approval is requested for the attached Summer/Night School sub-account and guidelines in the Broken Arrow Freshman Academy Activity Fund for FY 2016-2017. 24. Accept and approve the new employment and employment separations for certified staff. E. Fager Certified Board Employment Actions 25. Accept and approve the new employment and employment separations for support staff. E. Fager Support Board Employment Actions End of Consent Agenda Items 14 through 25
10.0 Superintendent & Board of Education Communications 26. Presentation and discussion of the District's new Organizational Chart for the 2016-2017 school year. Dr. Janet Dunlop presented in Dr. Mendenhall s absence. 27. Discussion, motion and vote on motion to approve or disapprove the proposed Board of Education Regular Meeting dates for 2017. Cheryl Kelly presented in Dr. Mendenhall s absence. Proposed BOE Regular Meeting Dates for 2017 11.0 Operations Services 28. Presentation and discussion of the Monthly Construction Report. B. Tolomeo 29. Presentation and discussion of the District's Safe Schools Report for 2015-2016. D. Blackburn Classroom Emergency QR 2015-2016 State Drill Report District Safe Schools Annual Report 2016 30. Discussion, motion and vote on motion to approve or disapprove the bid submitted by American Demolition for the General Construction contract for North Intermediate High School Demolition Bid. Total cost to the District is $333,254.00 and will be paid from the 2015 Bond Fund. All bidding was conducted pursuant to the Oklahoma Competitive Bidding Act. M. Bergwall Sealed bids were received and opened at 2:00 p.m., CST, Tuesday, June 28, 2016 at the Education Service Center. The base bid total amount is $333,254.00. Architectural fees are not included in the GMP. Base Bid Demolition $333,254.00 Total Construction Cost $333,254.00
12.0 Student Services 31. Discussion, motion and vote on motion to approve or disapprove the RENEWAL agreement with Go Fresh for weekly deliveries of produce items to all sites in the approximate amount of $300,000.00 for the 2016-2017 school year, to be paid with Child Nutrition funds. C. Welborn Produce ordered through Go Fresh are items not available through the Department of Defense, (DOD) program. Go Fresh will also be used after DOD funds are exhausted. $250,000 worth of produce was received from the DOD for the 2016-2017 school year. 32. Discussion, motion and vote on motion to approve or disapprove the bid from CiCi s Pizza to provide pizza daily to all secondary sites and weekly to all elementary and Pre-K sites. The cost estimate for the year is $300,000.00, to be paid from Child Nutrition funds. C. Welborn Cici's Bid Bids were mailed to Pizza Hut, CiCi s and Dominoes. CiCi s was the lowest responsible bidder. In 2015 Mazzio s LLC won the pizza bid with the option to renew for 3 consecutive years. Their performance was unacceptable. Poor quality, late arrival and difficulty with the billing process are the reasons for the termination of the agreement. Member (Jerry Denton) Moved, Member (Steve Allen) Seconded to approve the ORIGINAL Aye: 13.0 Business Services 33. Presentation and discussion of the monthly financial reports through June 30, 2016. 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.
34. Presentation and discussion of the Treasurer s Reports for June, 2016. N. Eneff Cash Balance Report 6/30/16 Investment Report 6/30/16 Fund Security and Deposit Summary 6/30/16 Cash Balance Comparison 6/30/16 Attached are the monthly Treasurer s Reports for June, 2016. 35. Presentation and discussion of the Activity Fund Reports for June, 2016. N. Eneff Activity Funds Summary 6/30/16 Monthly Activity Fund Summary 6/30/16 36. Discussion, motion, and vote on motion to approve or disapprove the Change Order Reports for All Funds for the 2015-2016 fiscal year. C. Metevelis 7-11-2016 Change Order Report representing Change Orders from June 23, 2016, to June 30, 2016. Change Orders for the General, Building, Child Nutrition, Gift, Workers Compensation and Bond Funds for the 2015-2016 fiscal year funds totaling ($1,830,754.64). Item is pending Board approval. 37. Discussion, motion, and vote on motion to approve or disapprove the Encumbrance Reports for All Funds for the 2016-2017 fiscal year. C. Metevelis 7-11-2016 Encumbrance Report Attached are the Encumbrance Orders totaling $2,947,623.90 for the General, Building, Child Nutrition, Workers Compensation, Bond and Gift Funds for July 1, 2016, to July 7, 2016, from the 2016-2017 fiscal year funds.
14.0 New Business 38. 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 15.0 Adjourn 39. Adjournment. Respectfully submitted: Karen Steitz