Agenda of Special Meeting - December 21, 2018 A Special meeting of the Board of Education of Washtenaw Intermediate School District will be held beginning at 10:30 a.m. in the WISD Board Room at 1819 S. Wagner Rd. Ann Arbor, MI. 1. Call to Order 2. Roll Call - Karen Allen, Administrative Assistant to the Superintendent 3. Approval of the Agenda 12-21-18 Special Meeting Memo (p. 2) 4. Citizen Participation 5. New Business A. Approval of December 11, 2018 Regular Meeting Minutes 12-11-18 Regular Meeting Minutes (p. 3) B. Approval of New Job Application Software - Powerschool Group, LLC 6. Other Items of Business 7. Adjournment Memo - Application Software Contract - Powerschool Group LLC (p. 7) WISD Consortium Pricing (p. 8) Draft Contracted Services Agreement - Powerschool Group LLC (p. 9) Packet page 1 of 10
MEMORANDUM To: From: Board of Education Scott A. Menzel, Superintendent Date: December 19, 2018 Re: Special Meeting December 21, 2018 Agenda Item 3: agenda. Agenda Item 4: Agenda Item 5: Approval of the Agenda: President Mary Jane Tramontin will ask for approval of the Citizen Participation: Citizens who wish to address the Board may do so at this time. New Business: A. Approval of the December 11, 2018 Board Meeting Minutes: The minutes of the December 11, 2018 regular board meeting are included in the board packet for review and approval. Recommendation: That the Board of Education approve the minutes of the December 11, 2018 Regular Meeting, as presented. (Roll Call Vote) B. Approval of New Job Application Software Powerschool Group, LLC: Please see the memo from Superintendent Menzel regarding the new job application software contracted services agreement with Powerschool Group, LLC. The Washtenaw Superintendents Association discussed the possibility of changing vendors for this service at their December 14 meeting. In 2018 Frontline, the company we currently contract with for Applitracks, increased pricing and in some cases the increase exceeded 20% and was imposed on districts without adequate time to consider other options. The Superintendents were in agreement that it would be best if we contract for this service as a county rather than by individual districts. Washtenaw ISD holds the current contract. The administration is recommending the Washtenaw ISD Board of Education approve a contract with Powerschool Group LLC beginning January 1, 2019 through June 30, 2022 as per the attached draft contract and consortium pricing chart. By approving the contract by the end of the calendar year, we are able to lock in a 25% discount, as well as no charge for the initial six months while the system is being put in place. It is anticipated the conversion to the new system will be ready by the end of May 2019. Recommendation: The administration recommends that the Board of Education approve the contracted services agreement with Powerschool Group LLC for job application software as presented. (Roll Call Vote) Agenda Item 6: Agenda Item 7: Other Items of Business: Adjournment Packet page 2 of 10
WASHTENAW INTERMEDIATE SCHOOL DISTRICT BOARD OF EDUCATION MEETING MINUTES Tuesday, December 11, 2018 The Washtenaw Intermediate School District Board of Education held its regular board meeting on Tuesday, December 11, 2018, in Washtenaw ISD's Teaching and Learning Center Boardroom at 1819 South Wagner Road in Ann Arbor, Michigan. CALL TO ORDER The meeting was called to order at 5:00 p.m. by President Mary Jane Tramontin. ATTENDANCE The following members were present: Mary Jane Tramontin, President Theresa Saunders, Vice-President Steve Olsen, Treasurer Diane Hockett, Trustee The following member was absent: Mary Jo Callan, Secretary Also Present: Scott Menzel, Superintendent Brian Marcel, Assistant Superintendent, Administrative and Support Services Naomi Norman, Assistant Superintendent, Achievement and Systems Support Cherie Vannatter, Assistant Superintendent, Achievement and Student Services Merri Lynn Colligan, Chief Information Officer Cassandra Harmon-Higgins, Executive Director, Human Resources and Legal Services Holly Heaviland, Executive Director, School and Community Partnerships Alan Oman, Executive Director of Early Childhood Ashley Kryscynski, Communications and Public Relations Specialist Karen Allen, Administrative Assistant to the Superintendent Laura White, Teacher Consultant, WISD Taryn Gal, Executive Director, Michigan Organization on Adolescent Sexual Health Darcy Berwick, Saline Parent Dave Rosenfeld, Saline Parent Viva Rosenfeld, Saline Parent Peter Tchoryk, Dexter Parent APPROVAL OF THE AGENDA Motion by Steve Olsen, seconded by Theresa Saunders, to approve the agenda, as presented. Ayes: All. Nays: None. Motion carried. COMMUNICATIONS There were no communications Packet page 3 of 10
Page 2 Regular Meeting 12/11/18 CITIZEN PARTICIPATION Peter Tchoryk, Dexter Community Schools parent, said he is the father of a transgender son. He thanked the Board of Education for their support in organizing the reading of I Am Jazz in Washtenaw County. He encouraged the Board to keep pressing forward by supporting best practices and providing training for staff and information for students. Mr. Tchoryk said gender identity should be talked about at the elementary school level, and reported his son recently spoke to his fifth-grade class about being transgender. EQUITY, INCLUSION, AND SOCIAL JUSTICE DIALOGUE Taryn Gal, Executive Director, Michigan Organization on Adolescent Sexual Health (MOASH), reported the outcomes from the countywide readings of the I Am Jazz picture book based on the real-life experience of the author. She said the book was read in two school districts, Ann Arbor and Saline, and there were readings at the Ypsilanti District Library, Dexter Library, Chelsea Library, and in Saline, Uproar members hosted a reading event. She said she was grateful to the school districts, administration, parents, and young people for their participation in the readings. Superintendent Menzel said Washtenaw ISD was pleased to partner and support the effort to read the book in a safe environment. Dr. Menzel reported on the EISJ Affinity Group at the AESA Conference in Colorado Springs. He said the group talked about the Basecamp tool and how to use it to engage in dialogue with more members of the group. He said they used the problem of practice protocol to talk about an incident in Wisconsin where young men were photographed making a Nazi salute. Assistant Superintendent Norman said it was a very productive meeting and there was a powerful realization of the work that needs to be done and beliefs that must be addressed. CONSENT AGENDA The administration and Board of Education discussed the format of the contract template and the development process of contracts prior to board action. Motion by Steve Olsen, seconded by Diane Hockett, that the Board of Education approve the minutes and Superintendent s recommendations in the Consent Agenda, as presented. (Roll Call Vote) Voting yes: Theresa Saunders, Mary Jane Tramontin, Steve Olsen, Diane Hockett. Voting no: None. Motion carried. Approval of Minutes The Board approved the minutes of the November 27, 2018 regular meeting. 052-18-19 The Board approved the hiring of William Conwell, part-time Web Developer,.3 FTE; and Sunyoung Shin, Teaching Assistant, High Point School in C5 classroom, and Randy Trent, Facilities Construction Manager. 053-18-19 The Board accepted the resignation of Kathryn Hoover, WIHI Counselor, and Miranda Owsley, Finance Manager. 054-18-19 The Board approved the new position request for an Early Intervention Home Visitor, 1.0 FTE, 230 work days/year, salary level GR Step 3, Early Childhood Non-Affiliated bargaining group. Packet page 4 of 10
Page 3 Regular Meeting 12/11/18 055-18-19 The Board approved the reclassification request changing the Adaptive PE Teacher,.4 FTE, up to Step 10 salary level, 185 work days/year, Unit II bargaining unit to Adaptive PE Teacher, 1.0 FTE, up to Step 10 salary level, 185 work days/year, Unit II bargaining unit. 056-18-19 The Board approved the Home Visiting Expansion Grant Renewal. The grant funds will support the Early Head Start Program at Washtenaw ISD and the Parents and Teachers Program at SOS Community Services. The total contract with SOS Community Services for a.5 FTE Home Visitor is for $37,210. NEW BUSINESS Approval of Special Education Supplemental Services Pilot Plan Prior to Board action, Assistant Superintendent Vannatter and Assistant Superintendent Marcel reviewed the proposed pilot plan and the funding sources for supplemental services. Board members expressed appreciation of the structure of the proposal using the six guiding questions from the Educational Equity Policy. Motion by Steve Olsen, seconded by Diane Hockett, that the Board of Education authorize the administration to finalize the details of the Special Education Supplemental Services Pilot Project for an amount not to exceed $575,883. (Roll Call Vote) Voting yes: Steve Olsen, Diane Hockett, Theresa Saunders, Mary Jane Tramontin. Voting no: None. Motion carried. OTHER ITEMS OF BUSINESS Honey Creek Community School Charter Reauthorization Assistant Superintendent Norman explained that every five years the Honey Creek Community School Charter needs to be reauthorized. She noted that a program evaluation will take place and the contract will be updated to reflect current laws regarding charter schools. Ms. Norman provided a timeline for the process and said the final approval of the contract is scheduled for May 2019. ADMINISTRATIVE REPORTS Superintendent Menzel provided information on the Lame Duck session of the Legislature and said Bridge Report has labeled it the worst Lame Duck in 20 years. Dr. Menzel said the countywide millage survey is being conducted and he hopes to have a preliminary report by the end of the week. The Superintendent said the announcement about Marshall Plan recipients is scheduled for Monday, December 17. Trustee Olsen asked board members if they planned to attend the National School Board Association Equity Symposium and Advocacy Institute in January. Those members in attendance indicated they did not plan to go to the conference and Trustee Olsen said he would review the agenda and decide whether or not to attend. Packet page 5 of 10
Page 4 Regular Meeting 12/11/18 ADJOURNMENT The meeting adjourned at 5:48 p.m. Respectfully submitted, Mary Jo Callan, Secretary Washtenaw ISD Board of Education Packet page 6 of 10
MEMORANDUM DATE: December 19, 2018 TO: FROM: RE: WISD Board of Education Scott A. Menzel, Ph.D., Superintendent Approval of New Job Application Software Contract At the Washtenaw Superintendents Association meeting on December 14, the group discussed the possibility of changing vendors related to our job application software. Last year Frontline, the company we currently contract with for Applitracks, increased pricing and in some cases the increase exceeded 20% and was imposed on districts without adequate time to consider other options. Some of our districts were in conversation with TalentEd, a company affiliated with Power School, that provides an applicant tracking system and represents an alternative to our current provider. The superintendents were in agreement that it would be best if we move as a county rather than individual districts opting for a different system. Since the current contract is held by Washtenaw ISD, we are recommending the WISD Board of Education approve a contract with Powerschool Group LLC beginning January 1, 2019-June 30, 2022 as per attached. By approving a contract before the end of the calendar year we are able to lock in a 25% discount as well as the initial six months without charge while the system is being put in place. It is anticipated that the conversion to the new system will be ready by the end of May 2019 at the latest. Students First Packet page 7 of 10
Washtenaw ISD Consortium - Hire Enterprise District Name Student Count SchoolSpring Hire SchoolSpring - 100% Discount Hire - 25% discount Washtenaw ISD 300 $1,800.00 $1,050.00 $0.00 $787.50 Witmore Lake 750 $1,400.00 $1,260.00 $0.00 $945.00 Manchester Community Schools 1023 $1,800.00 $1,512.00 $0.00 $1,134.00 Milan Area Schools 2218 $2,300.00 $3,150.00 $0.00 $2,362.50 Chelsea School District 2409 $2,300.00 $3,150.00 $0.00 $2,362.50 Dexter Community Schools 3605 $3,000.00 $4,410.00 $0.00 $3,307.50 Ypsilanti Community Schools 3727 $3,000.00 $4,410.00 $0.00 $3,307.50 Lincoln Consolidated Schools 3817 $3,000.00 $4,410.00 $0.00 $3,307.50 Saline Area Schools 5271 $3,900.00 $5,040.00 $0.00 $3,780.00 Ann Arbor Public Schools 17553 $8,700.00 $6,300.00 $0.00 $4,725.00 Total Annual Subscription 40673 $31,200.00 $34,692.00 $0.00 $26,019.00 One-time Cost for Implementation and Onsite Training $10,000.00 *6 months of free subscription, do not pay the subscription price until July 1, 2019. *3% annual subscription increase, the first increase will come on July 1, 2020. 2018 Consortium Pricing
PowerSchool Group LLC 150 Parkshore Dr, Folsom, CA 95630 Quote #: Q-144458-1 Quote Expiration Date: 12/31/2018 Prepared By: Ken Broermann Customer Contact: KIRK HEATH Customer Name: Alliance City School District Title: PURCHASING DIRECTOR Enrollment: 3,153 Address: 200 Glamorgan St # of Schools: 1.00 City: Alliance Contract Start Date: Receipt of Signed Contract State/Province: Ohio Contract End Date: 6/30/2022 Zip Code: 44601 No License or Subscription Fees Until 7/1/19 Phone #: 330-821-2100 Product Description Quantity Unit Unit Price Extended Price License and Subscription Fees Unified Talent (TalentEd) External Authentication LDAP 1.00 Each USD 374.66 USD 374.66 UT Applicant Tracking One Time Discount 1.00 Each USD -124.66 USD -124.66 License and Subscription Totals: USD 250.00 Professional Services and Setup Fees Unified Talent (TalentEd) External Authentication Setup 3,153.00 Students USD 0.19 USD 600.00 Professional Services and Setup Fee Totals: USD 600.00 Quote Total Term One Total: USD 850.00 Due Date Payment Amount 1/31/2019 USD 600.00 7/1/2019 USD 250.00 Annual Ongoing Fees - Effective Beginning 7/1/2019 Unified Talent (TalentEd) External Authentication LDAP 1.00 Each USD 250.00 USD 250.00 Annual Ongoing Fees Total: USD 250.00 Fees for subsequent years within the term bound by the Start Date and End Date detailed on this quote will be equal to the Annual Ongoing Fees amount uplifted by 3.0% in each following year. On-Going PowerSchool Subscription/Maintenance & Support Fees are invoiced at then current rates & enrollment per terms of the Licensed Product and Services Agreement, which may be subject to an annual increase after the first year for non-multi-year contracts and/or enrollment increases. Page 1 of 2 Packet page 9 of 10
Any applicable state sales tax has not been added to this quote. Subscription Start and expiration Dates shall be as set forth above, which may be delayed based upon the date that PowerSchool receives your purchase order. In the event that this quote includes promotional pricing, such promotional pricing may not be valid for the entire period stated on this quote. All invoices shall be paid on or before the Due Date as set forth in this quote. All purchase orders must contain the exact quote number stated within. Customer agrees that purchase orders are for administrative purposes only and shall not impact the terms or conditions reflected in this quote and the applicable PowerSchool Licensed Product and Services Agreement. This quote is subject to and incorporates the terms and conditions for the applicable product(s) located at: https:// www.powerschool.com/additional-documentation-for-peopleadmin-talended-and-performance-matters/ This quote is subject to and incorporates the terms and conditions of the PowerSchool Licensed Product and Services Agreement found at https://www.powerschool.com/customer-contract-terms-and-conditions-us-6-2-17/ THE PARTIES BELOW ACKNOWLEDGE THAT THEY HAVE READ THE AGREEMENT, UNDERSTAND IT AND AGREE TO BE BOUND BY ITS TERMS. POWERSCHOOL GROUP LLC Signature: Alliance City School District Signature: Printed Name: Gregg Clevenger Title: Chief Financial Officer Date: 12-7-2018 Printed Name: Title: Date: Page 2 of 2 Packet page 10 of 10