MINUTES OF THE REGULAR MEETING BOARD OF EDUCATION UNION SCHOOL DISTRICT Tulsa, Oklahoma May 14, 2018 The Union Board of Education met in regular session on Monday, May 14, 2018, at 7:00 p.m. in the Board Room of the Union Education Service Center pursuant to written notice given to the County Clerk of Tulsa County before the fifteenth day of December 2017 as required by Title 25, Oklahoma Statutes, 301-314. The time, place and agenda of this meeting was posted in prominent public view at the location of this meeting at least 24 hours in advance excluding Saturdays, Sundays, and holidays. CALL TO ORDER FLAG SALUTE MEMBERS PRESENT MEMBERS ABSENT OTHERS PRESENT ADOPTION OF THE AGENDA CONSENT AGENDA The meeting was called to order at 7:05 p.m. by Jeff Bennett, president. The flag salute was led by Mr. Bennett. Mr. Jeff Bennett, Ms. Heather McAdams, Ms. Lisa Ford, Mr. Ken Kinnear, and Ms. Roemerman. None Superintendent Dr. Kirt Hartzler, Associate Superintendent Dr. Kathy Dodd, Chief Financial Officer Dr. Trish Williams, Assistant Superintendent Charlie Bushyhead, Chief Communications Officer Chris Payne, Executive Director of Elementary Education Sandi Calvin, Executive Director of Secondary Education Lisa Witcher, Senior Executive Director of Federal Programs Jackie White, Senior Executive Director of Teaching and Learning Dr. Todd Nelson, Director of Human Resources Melissa Brock, Executive Director of Technology Todd Borland, Executive Director of Instructional Technology Gart Morris, Director of Child Nutrition Lisa Griffin, Director of Construction Fred Isaacs, and others. Mr. Bennett noted Attachment B-3 on the Consent Agenda would be withdrawn, and Mr. Kinnear requested clarification on items E and F on the Consent Agenda. The agenda was adopted as amended. Mr. Kinnear moved for approval of items on the consent agenda as follows: Minutes of the April 16, 2018, Board meeting; Requests for out-of-state travel from the following: - 8 th and 9 th grade choirs to attend the Heartland Music Festival in Branson, Missouri, May 4-6, 2018; - Varsity Highsteppers to attend team camp in Frisco, Texas, June 8-11, 2018; Board Minutes 5-14-2018 1 Consent Agenda Attachment A-1
Board Minutes 5-14-2018 2 UMAC Facilities Use and License Agreements, and authorize Facilities Coordinator Whitney Rose as the Superintendent s designee to sign the agreements; Clinical Rotation Agreement with the University of Tulsa for athletic training and exercise/sports science students, and authorize the Superintendent or designee to execute the agreement; Renewal of the Memorandum of Understanding with the University of Tulsa to extend the research study, and authorize the Superintendent or designee to execute the agreement; Memorandum of Understanding and Data Sharing Agreement with the University of Tulsa, and authorize the Superintendent or designee to execute the agreement; Authorization of a new research study (Hit Study) with the University of Tulsa, and authorize the Superintendent or designee to execute the agreement; Master Memorandum of Understanding and Participating Addendum with Gaining Ground for Ochoa Elementary, and authorize the Superintendent or designee to execute the agreement; Amendment One to the Agreement with FranklinCovey Client Sales, Inc., for Leader In Me Coaching Services for Ochoa Elementary in the amount of $7,500.00 from a leader.org grant and the general fund, and authorize Ochoa principal Rita Long to execute the online agreement; Agreement with FranklinCovey Client Sales, Inc., for Leader In Me Coaching Services for Rosa Parks Elementary in the amount of $10,550.00 from the general fund and $6,500.00 from a SemGroup donation, and authorize the Superintendent or designee to execute the agreement; Production Contract and Performance License Agreement with Music Theatre International for the 2018-2019 9 th Grade Center production in the amount of $1,100.00 from activity funds, and authorize the Superintendent or designee to execute the agreement; Consulting agreement with SuperFanU in the amount of $2,500.00 from the general fund, and authorize the Superintendent or designee to execute the agreement; Master Memorandum of Understanding with Tulsa Children s Museum, and authorize the Superintendent or designee to execute the agreement; Participating Addendum with Tulsa Children s Museum for EDP Summer Camp in the amount of $1,500.00 from activity funds, and authorize the Superintendent or designee to execute the addendum;
Board Minutes 5-14-2018 3 Memorandum of Understanding with the Tulsa City- County Health Department for the It s All About Kids program, and authorize the Superintendent or designee to execute the agreement; Master Memoranda of Understanding and associated individual school agreements with Lifetouch Photography, Ruth Kelly Studio, and Legacy Studios for 2018-2019 school pictures, and authorize the site principals to execute the individual schools agreements; Work Order Agreement with Partners in Leadership in the amount of $4,500.00 from the general fund for the 2018 Administrators Retreat, and authorize the Superintendent or designee to execute the agreement; Facility Use and License Agreement with Community Service Council of Greater Tulsa for GED classes at no cost to the district, and authorize the Superintendent or designee to execute the agreement; Service Agreement with AmericanChecked for background check services in the amount of $36.50 per name submitted, and authorize the Executive Director of Human Resources to execute the agreement and initiate payment under the agreement; Agreement with the University of Oklahoma (Tulsa) Anne & Henry Zarrow School of Social Work for student teachers, and authorize the Superintendent or designee to execute the agreement; Agreement with the University of Tulsa School of Nursing for student nurses, and authorize the Superintendent or designee to execute the agreement; Renewal of the agreement with First Southwest Asset Management, Inc., for arbitrage services in the amount of $10,000.00 from the general fund, and authorize the Superintendent or designee to sign the agreement; Resignations and terminations of certified and/or support staff for the 2017-2018 and 2018-2019 school years; Effective dates of employment of certified and/or support staff, employment changes, and other payments for the 2017-2018 and 2018-2019 school years; Donation of $300.00 from the Special Olympics St. Patrick s Day Run to Andersen Elementary; Donation of $200.00 from the International and Information Literacy Study (ICLIS) to the 8 th Grade Center; Donation of $765.00 from the Men s Warehouse Cash for Schools program to the High School; Donation of $1,461,421.00 from the George Kaiser Family Foundation via the Union Schools Education Foundation to fund the REACH Program for two years;
Board Minutes 5-14-2018 4 Declaration of equipment as surplus and authorize disposal of same through donation, Natural Evolution, Inc., or surplus auction; Change order #2 in the amount of $4,084.11 to Vision Air Services for additional work on the High School Chiller Replacement project; Change in the Extended Day Program (EDP) late payment fee structure effective with the 2018-2019 school year; Change funds for sites and associated payments, and authorize the Director of Financial Reporting/Treasury to authorize additional ones as necessary during the 2018-2019 fiscal year; Resolution authorizing the CFO/Treasurer, Financial Reporting/Treasury Director or Accounting Director/ Encumbrance Clerk to perform any transactions for activity fund projects 8880, 8881, 8802, and 8933 including, but not limited to, transfer of money to or from other district activity fund projects, processing of projects in said accounts or processing of districtwide activity projects in said accounts for 2018-2019, with total transactions for this authorization not to exceed $900,000.00 in each fiscal year; Authorization of the CFO/Treasurer, Financial Reporting/Treasury Director, and Budget Director to direct and place the investments, financial services and investment security safekeeping services of the district; to create and maintain the checking and investment accounts; to oversee the placement of monies and preparation and posting of year-end accruals into the proper fund with appropriate audit trails; and to approve the following financial institutions for the remainder of the 2017-2018 and the 2018-2019 fiscal year: Bank of Oklahoma, N.A. Bank of Oklahoma Securities Corporation Federal Reserve Bank Bank of New York; and further resolve to authorize the CFO/Treasurer, Financial Reporting/Treasury Director or Budget Director to perform any transactions for the account including, but not limited to, change of payment information; purchase, transfer or sale of securities and investments; purchase by ACH debit (pay direct) or reinvestments; that said authorized individuals may not appoint an attorney-in-fact with authority in turn to appoint one or more substitutes; and further, that any action taken by the authorized individuals is herby ratified and that this authorization shall remain in effect for two years from the date of certification; Activity fund budgets, fund-raising requests, budget revisions, fund transfers and crowdfunding donations; and
USPA REPORT UCTA REPORT COMMUNICATIONS COMMENTS FROM THE AUDIENCE REGARDING THE AGENDA SPECIAL PRESENTATION new budgets for school activity sub-accounts for the 2018-2019 fiscal year; Approval of district financial statements and approval to issue, revise, pay, and close encumbrances and claims #21805474 through #21806125 totaling $757,910.62, the release of payroll encumbrances for payment totaling $8,011,887.28, and approval of supplemental PO list #21806126 through #21806409 totaling $602,579.35. Ms. Roemerman seconded the None UCTA President Deena Churchill reported they are hanging on until the end of school. None None Representative Ross Ford presented citations to Union s AFJROTC chapter in recognition of their recent Silver Star Award, and to retiring Lt. Col. Ron McCool for his 16 years of service to the district. Dr. Nelson introduced Ken Levit, Executive Director of the George Kaiser Family Foundation, and thanked the Kaiser Foundation for their donation of $1,461,421.00 to fund the REACH Program for two years. REVISION TO THE SCHOOL CALENDAR SCHOOL SPIRE SUBSCRIPTION RENEWAL BUSINESS AGENDA Dr. Hartzler recommended a revision to the 2018-2019 school calendar for first reading. The proposal includes closing school on Election Day, November 6, as well as a change to winter break. Dr. Nelson recommended the Board approve renewal of the software subscription with School Spire, Inc., for 24 months in the amount of $72,000.00 from bond funds. Ms. Roemerman moved for approval. Ms. Ford seconded the Board Minutes 5-14-2018 5
PURCHASE OF LAPTOPS PURCHASE OF ipads LIBRARY MANAGEMENT SOFTWARE Mr. Borland recommended the Board approve the purchase of 1,250 Dell Latitude 3180 laptops from Trinity3 Technology in the amount of $506,250.00 from bond, general, and/or grant funds for the 1:1 Laptop Program. Mr. Kinnear moved for approval. Ms. Ford seconded the Mr. Borland further recommended the Board approve the purchase of 305 student laptops ($379.00 each) and seven laptop carts ($875.00 each) for the 6th-7th and 8th Grade computer labs from Trinity3 in the total amount of $121,720.00 from bond funds or the general fund. Ms. Roemerman moved for approval. Mr. Kinnear seconded the Mr. Morris recommended the Board approve the purchase of 500 Apple ipad and protective cases, 22 Apple TVs, and a Mac mini on-site application server from Apple in the amount of $168,432.00 from bond funds for the 1:1 ipad pilot at Boevers. Mr. Kinnear moved for approval. Ms. Ford seconded the Mr. Morris recommended the Board approve renewal of the Follett Destiny Library Management software subscription in the amount of $76,773.01 from bond funds. Ms. Roemerman moved for approval. Ms. McAdams seconded the MOBILE DEVICE MANAGEMENT SOFTWARE SUBSCRIPTION Mr. Morris recommended the Board approve renewal of the Jamf Pro mobile device management software subscription in the amount of $63,108.00 from bond funds. REVISIONS TO ERI PARTICIPATION LIST Ms. Ford moved for approval. Ms. McAdams seconded the Ms. Brock recommended the Board approve changes to the Early Retirement Incentive participation list for certified employees. Board Minutes 5-14-2018 6
Ms McAdams moved for approval. Ms. Roemerman seconded the CHANGE TO SUBSTITUTE PAY Ms. Brock recommended the Board approve a temporary rate increase of $5.00 per day for certified and non-certified substitute teachers due to the 25-minute expansion of the instructional day effective retroactively to April 16, 2018, through the end of the 2017-2018 school year. ADDITIONAL DISABILITY COVERAGE CHANGE IN STOP LOSS PROVIDERS CHILD NUTRITION BLANKET PURCHASE ORDERS 8 TH GRADE CENTER VIDEO SURVEILLANCE SYSTEM Ms. Ford moved for approval. Mr. Kinnear seconded the Ms. Brock recommended the Board approve continued use of The Standard Insurance Company for additional disability coverage, and authorize the Executive Director of Human Resources to sign and make payments under the agreement. Ms. Roemerman moved for approval. Ms. Ford seconded the Ms. Brock recommended the Board approve a change in Stop Loss providers to Berkley Life and Health Insurance Company for a six-month period, and to approve the plans, plan changes, other coverages, and administrative services, including all associated agreements/contracts effective July 1, 2018, and authorize the Executive Director of Human Resources to sign the associated contracts and issue purchase orders and payment thereof. Mr. Kinnear moved for approval. Ms. McAdams seconded the Ms. Griffin recommended the Board approve issuance of blanket purchase orders to Oak Farms (formerly Borden s) in an amount not to exceed $77,000.00 from the child nutrition fund for dairy and juice products for the remainder of the 2017-2018 school year and for summer meals. Ms. Roemerman moved for approval. Ms. McAdams seconded the Mr. Borland recommended the Board approve the purchase of a complete video surveillance system for the 8 th Grade Center Board Minutes 5-14-2018 7
PURCHASE OF CUSTODIAL WAREHOUSE INVENTORY OCHOA ELEMENTARY PHASE III CONSTRUCTION 9 TH GRADE INTERIOR IMPROVEMENTS AMENDMENT #1 TO THE PAC LOBBY AND RESTROOM RENOVATION PROJECT Board Minutes 5-14-2018 8 from Digi Surveillance Systems in the amount of $85,347.50 from bond funds. Ms. Roemerman moved for approval. Ms. McAdams seconded the Mr. Bushyhead recommended the Board approve the purchase of Custodial Warehouse Inventory stock for the 2018-2019 school year in the amount of $70,596.40 from the general fund. Mr. Kinnear moved for approval. Ms. Ford seconded the Mr. Isaacs recommended the Board accept the bids for construction of Ochoa Elementary, Phase III, and award the construction contracts, assign such construction contracts to Flintco, LLC, and authorize the Assistant Superintendent to execute the contracts with Price Amendment #3 in the amount of $5,301,125.00 for a revised Guaranteed Maximum Price (GMP) of $29,862,541.00 for Phases I, II, and III. Ms. Roemerman moved for approval. Ms. McAdams seconded the Mr. Isaacs recommended the Board accept the bids for the 9th Grade Center Interior Improvements and award the contract to Magnum Construction in the amount of $634,900.00 from bond funds. Ms. Roemerman moved for approval. Ms. McAdams seconded the Mr. Isaacs recommended the Board approve the GMP amount for Amendment #1 for the PAC Lobby and Restroom Renovation project in the amount of $819,051.28 with Keith Construction, and authorize the Director of Construction to grant a Notice to Proceed to Keith Construction once a purchase order has been issued. Ms. Ford moved for approval. Ms. Kinnear seconded the
CONTRACT FOR AUDIT NEW BUSINESS COMMENTS FROM THE AUDIENCE EXECUTIVE SESSION RETURN TO OPEN SESSION STATEMENT OF EXECUTIVE SESSION MINUTES ADJOURNMENT Dr. Williams recommended the Board approve a contract with RSM US LLP to perform an external financial audit of the 2017-2018 fiscal year at a fee not to exceed $89,000.00 for professional fees for audit services. Mr. Kinnear moved for approval. Ms. McAdams seconded the None Parent Heather Embrey expressed her feelings that the district should move commencement to a larger venue such as the BOK Center or the University of Tulsa stadium. She stated that class size continues to grow, and the Mabee Center is no longer adequate. Ms. Roemerman moved the Board adjourn to Executive Session to discuss UCTA and USPA negotiations. Ms. McAdams seconded the The Board adjourned to Executive Session at 7:58 p.m. Mr. Bennett declared the Board had returned to Open Session at 9:18 p.m. During Executive Session, the Board discussed only UCTA and USPA negotiations. No decisions were made and no action was taken. Ms. Roemerman moved to adjourn the meeting. Mr. Kinnear seconded the The meeting adjourned at 9:20 pm Beverly Thummel, Board Secretary Board Minutes 5-14-2018 9
Regular Meeting Board of Education Union Public Schools Minutes of the May 14, 2018, regular meeting were approved by a majority vote of the Union Board of Education on June 11, 2018. Heather McAdams, Clerk Union Board of Education Board Minutes 5-14-2018 10