MINUTES OF THE REGULAR MEETING BOARD OF EDUCATION UNION SCHOOL DISTRICT Tulsa, Oklahoma July 8, 2013 The Union Board of Education met in regular session on Monday, July 8, 2013, 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 2012 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 7:01 p.m. by Scott McDaniel, president. The flag salute was led by Mr. McDaniel Mr. Jeff Bennett, Mr. Ed Payton, Mr. Patrick Coyle, Ms. Heather McAdams, and Mr. McDaniel. Superintendent Dr. Kirt Hartzler, Chief Financial Officer Debbie Jacoby, Associate Superintendent of Teaching and Learning Dr. Kathy Dodd, Assistant Superintendent for Support Services Charlie Bushyhead, Senior Executive Director of Human Resources Cindy Solomon, Executive Director of Technology Todd Borland, Executive Director of Project Management Lee Snodgrass, Director of Child Nutrition Lisa Griffin, and others. The agenda was adopted as posted. Ms. McAdams requested a separate vote on the minutes of the June 10 and June 24 meetings. Mr. Payton moved for approval of the minutes of the June 10, 2013, regular meeting and the June 24, 2013, special meeting. Mr. Bennett seconded the Vote: Mr. Bennett aye; Mr. Payton aye; Mr. Coyle aye; Ms. McAdams abstain; Mr. McDaniel aye. Motion carried. Board Minutes 7-8-2013 1 Consent Agenda Attachment A
Board Minutes 7-8-2013 2 Mr. Bennett moved for approval of items on the consent agenda as follows: Facilities license agreements, and authorize Director of UMAC/Marketing Sarah McBryde as the Superintendent s designee to sign the agreements; Contract for services with the Union Aquatics Booster Club to provide game workers during the 2013-2014 school year at the rate of $8.00 per hour with payment directly to the Booster Club, and authorize the Superintendent or designee to execute the contract; Contract for services with the Union Football Booster Club to provide game workers during the 2013-2014 school year at the rate of $8.00 per hour with payment directly to the Booster Club, and authorize the Superintendent or designee to execute the contract; Agreement with 97.1 FM/The Sports Animal (Stephens Media Group) for radio broadcast rights for athletic events during 2013-2014, and authorize the Director of Athletics to sign the agreement; Letter of mutual agreement with MidFirst Bank and Jenks Public Schools for the 2013 Backyard Bowl, and authorize the Director of Athletics to sign the agreement; Contract with Edmond Public Schools for the girls basketball team to participate in The Open Girls Basketball Tournament at Edmond North High School December 12-14, 2013, and authorize the Director of Athletics to sign the contract; Contract with Tulsa Public Schools for the boys basketball team to participate in the Tournament of Champions December 26-28, 2013, and authorize the Director of Athletics to sign the contract; Contract with Putnam City Public Schools for the boys basketball team to participate in the Putnam City Schools Invitational Boys Basketball Tournament January 9-11, 2014, and authorize the Director of Athletics to sign the contract; Contract with Putnam City Public Schools for the girls basketball team to participate in the Putnam City Schools Invitational Girls Basketball Tournament January 9-11, 2014, and authorize the Director of Athletics to sign the contract; Memorandum of Understanding with Community Action Project (CAP) for the Rosa Parks Early Childhood Education Program for the 2013-2014 school year, and authorize the Superintendent or designee to execute the agreement;
Board Minutes 7-8-2013 3 Memorandum of Understanding with Community Action Project (CAP) for the Parents As Teachers Program for the 2013-2014 school year, and authorize the Superintendent or designee to execute the agreement; Memorandums of Understanding with Community Action Project (CAP) for Union to serve as LEA for the Head Start Program for the 2013-2014 school year and for the Rosa Parks four-year-old Head Start program for the 2013-2014 school year, and authorize the Superintendent or designee to execute the agreements; Agreement with Amstel Music, B.V., for license to arrange Symphony No. 1, The Lord of the Rings Hobbits and Gollum for the High School Band with payment of $1,500.00 by the Union Band Parents Club, Inc., and authorize Assistant Director of Fine Arts Matt McCready to sign the agreement; Memorandum of Understanding with Potosi Language Academy for a basic Spanish class through the Community Education Program, and authorize the Superintendent or designee to execute the agreement; Facility Use and License Agreement with Catoosa Public Schools for ABE/GED classes at the Catoosa Middle School at no charge to the district, and authorize the Superintendent or designee to execute the agreement; Facility Use and License Agreement with Wagoner Public Schools for ABE/GED classes at the Wagoner Middle School at no charge to the district, and authorize the Superintendent or designee to execute the agreement; Facility Use and License Agreement with Community Action Resource Development, Inc., (CARD) for GED/ESL classes at the Southside facility with a $500.00 per semester usage fee, and authorize the Superintendent or designee to execute the agreement; Facility Use and License Agreement with Community Action Project (CAP) for the CareerAdvance program, and authorize the Superintendent or designee to execute the agreement; Agreement with Jr. Achievement BizTown for district 5 th graders to attend the JA World Facility during 2013-2014 at a cost of $25.00 per student with an estimated total of $28,000.00 from the General fund, and authorize the Superintendent or designee to execute the agreement; Renewal of the agreement with the YMCA of Greater Tulsa for operation of the Wellness Center, and authorize the Superintendent or designee to execute the agreement;
Board Minutes 7-8-2013 4 Memorandum of Understanding with the University of Oklahoma for a practicum/internship at the 8 th Grade Center, and authorize 8 th Grade Center principal Marla Robinson to sign the agreement; Interlocal agreement with the City of Broken Arrow for crossing guards for district elementary schools located within the City of Broken Arrow, and authorize the Superintendent or designee to execute the agreement; Amendment #4 and Revised Exhibit A to the existing agreement with the Board of Regents of the University of Oklahoma, OU Physicians of Tulsa, for continued operation of the employee clinic through September 2013; and authorize the Senior Executive Director of Human Resources to execute the amendment and authorize payments under the amendment and revised Exhibit A; Renewal of the agreement with icontact in the amount of $889.44 from the General fund, and authorize the Senior Executive Director of Communications to execute the online agreement; Microsoft Volume Licensing Program form to complete the purchase of Microsoft Office as approved June 10, 2013, and authorize the Superintendent or designee to execute the agreement; Agreement with Kellogg & Sovereign for E-Rate management services for the 2013-2014 fiscal year in the amount of $7,500.00 from the General fund or Bond fund, and authorize the Superintendent or designee to execute the agreement; Equipment maintenance agreements with Oklahoma Office Systems for Risograph machines at Jarman, Grove, Cedar Ridge, Rosa Parks, Jefferson, McAuliffe, Boevers, Clark, and Darnaby in the amount of $250.00 per school per year with funding from the General fund, and authorize the Director of Purchasing to sign the agreements; School picture agreements, commissions, and vendors for the 2013-2014 school year, and authorize the site principals to execute the agreements; School yearbook agreements and vendors for the 2013-2014 school year, and authorize the site principals to execute the agreements; Nomination order from Constellation Energy to provide third-party natural gas for the 2013-2014 fiscal year, and authorize the Director of Purchasing to add any additional qualifying third-party natural gas meters for the remainder of the current fiscal year;
Interlocal agreement with the City of Broken Arrow in an amount not to exceed $25,000.00 for a School Resource Officer for the 2013-2014 school year with funding from the Building fund, and authorize the Superintendent or designee to execute the agreement; Revised agreement with Dean Evans & Associates, Inc., for the purchase of Event Management Systems (EMS) calendar scheduling software in the amount of $34,878.00 from the 2013 Bond fund, and authorize the Superintendent or designee to execute the agreement; Re-approval of contracts, agreements, and memorandums of understanding for the 2013-2014 fiscal year approved during 2012-2013; Revision to the Provisional Pay Table; Resignations and terminations of certified and/or support staff for the 2012-2013 school year; Effective dates of employment of certified and/or support staff, employment changes, and other payments for the 2012-2013 and 2013-2014 school years; Declaration of equipment as surplus and authorize disposal of same through donation, sale to Natural Evolution, Inc., or KC Computer Brokers, or sale to the public; Annual Certificate and Order of Municipality or Board of Education to County Clerk and County Treasurer; Change order #1 in the amount of $19,254.00 to Interior Concepts for the Boevers/Briarglen flooring project; Change order #1 in the amount of $8,453.00 to Magnum Construction for the Enrollment Center project; Activity fund budget fund transfers for the 2013-2014 fiscal year; Final authorization to issue, revise, pay, and close encumbrances and claims for all purchase orders issued in fiscal year 2012-2013 #20300001 through #21307900 totaling $62,775,127.76. Approval of FY 2013 purchase orders carried forward to FY 2014 in the amount of $44,877.62 from the General fund; $25,897.41 from the Building fund; $6,375.00 from the Child Nutrition fund; $34,026.00 from Bond fund 30; $216,126.75 from Bond fund 32; $393,900.40 from Bond fund 33; $78,630.00 from Bond fund 39; and $1,398.25 from the Activity fund. Mr. Payton seconded the Board Minutes 7-8-2013 5
USPA REPORT UCTA REPORT COMMUNICATIONS SPECIAL RECOGNITION COMMENTS FROM THE AUDIENCE REGARDING THE AGENDA Dr. Hartzler noted the Finance Department has received notification they have been awarded the Certificate of Achievement for Excellence in Financial Reporting for the 19 th consecutive year. BUSINESS AGENDA MEMORANDUM OF UNDERSTANDING WITH TULSA TECHNOLOGY CENTER Dr. Dodd recommended the Board approve the Memorandum of Understanding with Tulsa Technology Center for concurrent enrollment classes; a Career Advisor for the 2013-2014 school year; and enrollment in the Tulsa Tech eschool Network which includes membership at The Eighth Floor with a total cost of $63,428.85 from the General fund. Ms. McAdams moved for approval. Mr. Coyle seconded the BOARD POLICY #1950 COMMUNITY SCHOOLS Dr. Hartzler recommended the Board approve adoption of Board Policy #1950 Community Schools as presented for first reading June 10, 2013. Mr. Payton moved for approval. Ms. McAdams seconded the All voted aye motion approved. REVISION TO BOARD POLICY #5500 STUDENT TRANSFER Ms. White recommended the Board approve revisions to Board Policy #5500 Student Transfer to comply with recent changes in State law. Board Minutes 7-8-2013 6
Ms. McAdams moved for approval. Mr. Coyle seconded the CHILD NUTRITION BID AWARDS Mr. McDaniel requested one vote on References #4-#7. Ms. Griffin recommended the Board vote to award the bread bid to Flowers Baking Company and approve an initial purchase order in the amount of $50,000.00 from the Child Nutrition fund; Award the paper bid and approve initial purchase orders to Wallace ($5,000), XPedX ($50,000), US Food Service ($30,000), Tankersley ($45,000), Springfield Grocers ($30,000), and Ben E. Keith ($20,000) all from the Child Nutrition fund; Award the food bids and approve initial purchase orders to Tankersley ($100,000), Springfield Grocers ($100,000), Ben E. Keith ($100,000), US Food Service ($75,000), Advance Pierre ($157,858.08), and Integrated Food ($73,448.05) all from the Child Nutrition fund; Award the produce bid to Go Fresh and approve an initial purchase order in the amount of $100,000.00 from the Child Nutrition fund and $182,873.00 for the Fresh Fruit and Vegetable Grant for six elementary schools. Mr. Bennett moved for approval. Mr. Payton seconded the EXTENSION OF THE WIRELESS NETWORK Mr. Borland recommended the Board approve the purchase and installation of seventy-five (75) wireless access points, controllers, and peripherals from Banning IT Solutions in the amount of $98,800.00 from the 2013 Bond fund. Mr. Payton moved for approval. Mr. Bennett seconded the Board Minutes 7-8-2013 7
PURCHASE OF COLOR DIGITAL IMAGING SYSTEM Mr. Young recommended the Board approve the purchase of a color digital imaging system for the Communications Department in the amount of $43,235.61 from the 2013 bond fund from Ricoh USA and declare the existing IKON color copier and controller as surplus and authorize disposal of same. Mr. Coyle moved for approval. Mr. Payton seconded the BEVERAGE VENDING CONTRACT Mr. Young recommended the Board approve a ten-year exclusive beverage vending contract with Great Plains Coca- Cola Bottling Company. Mr. Payton moved for approval. Mr. Coyle seconded the Vote: Mr. Coyle aye; Ms. McAdams aye; Mr. Bennett no; Mr. Payton aye; Mr. McDaniel aye. Motion carried. NEW BUSINESS FUTURE ITEMS COMMENTS FROM THE AUDIENCE EXECUTIVE SESSION Ms. McAdams moved the Board adjourn to Executive Session. Mr. Payton seconded the The Board adjourned to Executive Session at 7:48 p.m. RETURN TO OPEN SESSION STATEMENT OF EXECUTIVE SESSION MINUTES Mr. McDaniel declared the Board had returned to Open Session at 8:35 p.m. During Executive Session, the Board discussed only personnel, negotiations, and legal matters. No decisions were made and no action was taken. Board Minutes 7-8-2013 8
REVISIONS TO THE CONTRACTS FOR THE CHIEF FINANCIAL OFFICER AND THE SUPERINTENDENT Mr. Bennett moved the Board approve revisions to the Chief Financial Officer s contract. Mr. Coyle seconded the Ms. McAdams moved the Board approve revisions to the Superintendent s contract. Mr. Coyle seconded the ADJOURNMENT Mr. Payton moved to adjourn the meeting. Mr. Coyle seconded the The meeting adjourned at 8:40 p.m. Beverly Thummel, Board Secretary Board Minutes 7-8-2013 9
Regular Meeting Board of Education Union Public Schools Minutes of the July 8, 2013, regular meeting were approved by a majority vote of the Union Board of Education on August 12, 2013. Patrick Coyle, Clerk Union Board of Education Board Minutes 7-8-2013 10