Tenative MINUTES REGULAR MEETING OF THE BOARD OF EDUCATION BROKEN ARROW PUBLIC SCHOOLS Monday, AUGUST 15, 2011 (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 AT 701 S. MAIN STREET, BROKEN ARROW, OKLAHOMA BY Mrs. Cheryl Kelly ROLL CALL UPON THE ROLL BEING CALLED, THE FOLLOWING WERE PRESENT: BOARD MEMBERS:: Cheryl Kelly Jerry Denton Shari Wilkins Sharon Whelpley Steve Allen ALSO IN ATTENDANCE:: Dr. Jarod Mendenhall, Amy Fichtner, Tara Thompson, Dwayne Thompson, Michelle Bergwall, Dr.Gary Chronister, Cathey Metevelis, Dr. Janet Dunlop, Brian Daley, members of the press, and citizens. Meeting Called to Order 1. Call to Order Meeting was called to order by Mrs. Cheryl Kelly at 6:00 p.m. Moment of Silence 2. Statement by the Vice-President: "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." Formal Adoption of Agenda 3. Formal adoption of agenda
Minutes 4. Discussion, motion and vote on motion to approve or disapprove the August 1, 2011 Regular meeting minutes which may be approved as presented or approved following modifications. TABLED 5. Discussion, motion and vote on motion to approve or disapprove the August 8, 2011 Special meeting minutes which may be approved as presented or approved following modifications. TABLED Reports to the Board 6. Monthly Presentation of the Broken Arrow Education Association Report. K. Cook 7. Monthly Presentation of Professional Oklahoma Educators Report. T. Garrett 8. Written report submitted by the School Bond Citizens Oversight Committee to include committee s recommendation that possible 2009 Bond Project modifications that will serve the best interests of the District, as currently understood by the committee, be accepted by the Board of Education when submitted by the Superintendent and Chief Operating Officer. M. Bergwall Comments From The Public 9. Presentation by members of the public, after written request form submitted, to speak on matters of immediate concern within the jurisdiction of the Board; 20 minute limit established for public comment section of agenda; three minute time limit established for each speaker. Approve or Disapprove General Consent Agenda Items 10. Accept and approve Mr. Ed s Auction Agreement in the amount of twenty percent (20%) of the gross proceeds of the portable buildings and thirty-five percent (35%) of the gross proceeds, for the disposal of Board of Education approved surplus items which have been itemized and declared as worn, obsolete, and /or no longer feasible to maintain for use in the District by the Warehouse and Child Nutrition department staff, with auction to be conducted as scheduled. M. Bergwall
11. Accept and approve the Pearson Digital Learning annual support renewal for Success Maker Enterprise (SME) in the amount of $28,585.00 from Bond Fund 36. B. Daley 12. Accept and approve the new employment, terminations/resignations/retirements, and/or leaves of absence for certified staff. E. Fager 13. Accept and approve the new employment, terminations/resignations/retirements, and/or leaves of absence for support staff. E. Fager 14. Accept and approve activity Fund Transfer requests. D. Dollahon 15. Accept and approve the bus rental request from Northside Christian Church, Lord s Little Army, for September 21, 2011. D. Thompson Memorandum Bus Rental Request Superintendent/Board of Education/Communications 16. Discussion of Electronic School Board (ESB) usage by the board, school employees and members of the public and the capabilities of the software. Dr. Mendenhall After a brief presentation by Ms. Thompson, the board discussed the features available in ESB. While no action was taken, the board requested a follow-up presentation to include screen shots of all the features available in ESB. This presentation will take place at a future board meeting, and will possibly also be a topic for upcoming subcommittee meetings. 17. Discussion, motion and vote on motion to call for a Special Meeting in September for the purpose of discussing the Superintendent's goals. Dr. Mendenhall Member (Sharon Whelpley) Moved, Member (Shari Wilkins) seconded to approve the Operational Services
18. Discussion, motion and vote on motion to approve or disapprove the purchase of facilities management software (Event Management Software) for use in the scheduling, invoicing, and tracking of school facilities usage from the lowest responsible vendor, Dean Evans & Associates, Inc. Cost of EMS software not to exceed $28,000. Cost includes software, on-site end user training, 3 years of maintenance and support. M. Bergwall Member (Shari Wilkins) Moved, Member (Sharon Whelpley) seconded to approve the 19. Discussion, motion, and vote on motion to approve or disapprove the Structural bid packages of the New Elementary School to Oscar J. Boldt Construction as the Construction Manager at Risk and authorize the Chief Operating Officer to execute the contracts that will be assigned to Oscar J. Boldt Construction and to approve changes to such contracts within the Guaranteed Maximum Price (GMP) $5,140,173.00 from the Trust Account. This is pursuant to Oscar J. Boldt s contract February 14, 2011. The New Elementary School Structural bid packages were received and opened at 2:00 PM August 2, 2011. All bidding was conducted pursuant to the Oklahoma Competitive Bidding Act and the project is within our budget. M. Bergwall Member (Jerry Denton) Moved, Member (Steve Allen) seconded to approve the 20. Discussion, motion, and vote on motion to approve or disapprove the Rhoades Elementary Classroom Addition and Renovations Project (Building Portion) to Nabholz Construction Services as the Construction Manager at Risk and authorize the Chief Operating Officer to execute the contracts that will be assigned to Nabholz Construction Services and to approve changes to such contracts within the Guaranteed Maximum Price (GMP) $5,047,342.73 from the Trust Account. This is pursuant to Nabholz Construction Services contract dated February 14, 2011. Rhoades construction and renovation bid packages were received and opened at 2:00 PM August 4, 2011. All bidding was conducted pursuant to the Oklahoma Competitive Bidding Act and the project is within our budget. M. Bergwall
Member (Jerry Denton) Moved, Member (Shari Wilkins) seconded to approve the ORIGINAL motion 'Approve'. Upon a roll call vote being taken, the vote was: Aye: 5 Nay: 0. The motion CARRIED. 5-0 Instructional Services 21. Discussion, motion and vote to approve or disapprove the FY 2012 contract with Mobilized Vision, LLC for the provision of consultant services for students with visual impairments at an hourly rate of $55.00, plus intra-district mileage, not to exceed $50,000.00. C. Gruben Member (Shari Wilkins) Moved, Member (Sharon Whelpley) seconded to approve the 22. The fourth quarter report of status and expenditures for IDEA, Part B of the American Recovery and Reinvestment Act (ARRA) for FY 2011 is presented for review. Action is not needed at this time. C. Gruben 23. The fourth quarter report of the Title I, ARRA expenditures for FY 2011, ending June 30, 2011. J. Podpechan 24. Discussion, motion, and vote on motion to approve or disapprove the second reading and revisions to Board Policy 4035 Student Overnight and Out-of-State Activity/Athletic Travel and Trips. R. Craven Member (Shari Wilkins) Moved, Member (Jerry Denton) seconded to approve the 25. Discussion, motion and vote on motion to approve or disapprove second reading and revisions to Section III Instruction, Concurrent Enrollment Guidelines for Junior and Senior Students. R. Craven
26. Discussion, motion and vote on motion to approve or disapprove second reading and revisions to Section III Instruction, Internet-Based Instruction Board Policy. D. Renz Member (Shari Wilkins) Moved, Member (Jerry Denton) seconded to approve the 27. Discussion, motion and vote on motion to approve or disapprove second reading and revisions to Section III Promotion and Graduation Requirements Board Policy. D. Renz Member (Shari Wilkins) Moved, Member (Steve Allen) seconded to approve the 28. Discussion, motion and vote on motion to approve or disapprove the second reading and revisions to Section III Proficiency Based Testing Board Policy. D. Renz Member (Sharon Whelpley) Moved, Member (Steve Allen) seconded to approve the Business Services 29. Presentation of the newly implemented software Versatrans, which will be used in the Transportation Department. D. Thompson 30. 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. D. Thompson 31. Treasurer's Reports for July, 2011. D. Dollahon
32. Activity Fund Reports for July, 2011. D. Dollahon 33. Discussion, motion and vote on motion to approve or disapprove the lowest bid submitted by Air Comfort for the purchase and installation of 4 HVAC Units at Broken Arrow High School building M at a total cost of $46,520.00. M. Bilby 34. Discussion, motion and vote on motion to approve or disapprove the Encumbrance Orders totaling $4,816,335.54 for the General, Building, Child Nutrition, Bond and Gift Funds for July 28, 2011 through August 10, 2011 for the 2011-2012 fiscal year funds. M. Bilby Member (Jerry Denton) Moved, Member (Shari Wilkins) seconded to approve the ORIGINAL motion 'Approve'. Upon a roll call vote being taken, the vote was: Aye: 5 Nay: 0. The motion CARRIED. 5-0 New Business 35. Consideration 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. Adjourn 36. Adjournment.