MINUTES OF THE SPECIAL MEETING BOARD OF EDUCATION UNION SCHOOL DISTRICT Tulsa, Oklahoma June 28, 2016 The Union Board of Education met in special session on Tuesday, June 28, 2016, at 5:30 p.m. in the Executive Conference Room of the Union Education Service Center pursuant to written notice given to the County Clerk of Tulsa County June 3, 2016, 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 MEMBERS PRESENT MEMBERS ABSENT OTHERS PRESENT ADOPTION OF THE AGENDA CONSENT AGENDA The meeting was called to order at 5:34 p.m. by Heather McAdams, president. Mr. Jeff Bennett, Mr. Ken Kinnear, and Ms. McAdams. Ms. Stacey Roemerman, Mr. Patrick Coyle Superintendent Dr. Kirt Hartzler, Chief Financial Officer Debbie Jacoby, Associate Superintendent Dr. Kathy Dodd, Assistant Superintendent Charlie Bushyhead, Senior Executive Director of Communications Gretchen Haas- Bethell, Director of Financial Reporting/Treasury Cathy Bentley, and STEM Curriculum Specialist Bill Murphy. Mr. Kinnear moved to adopt the agenda. Mr. Bennett seconded The agenda was adopted as posted. Mr. Bennett raised questions on the out-of-state travel request and the agreement with Cox Communications. He would like to see more complete information given on the recommendations for out-of-state travel for athletic teams, and questioned the number of events to be broadcast by Cox, what sole rights means, and if the agreement conflicts in any way with the district s streaming agreement. He recommended the Cox agreement be pulled until further clarification is provided. Mr. Kinnear moved for approval of the remainder of items on the consent agenda as follows: Out-of-state travel request for the varsity softball team to compete in the Erie Softball Tournament in Erie, Colorado, August 31-September 4, 2016; Board Minutes (Special) 6/28/16 1
Board Minutes (Special) 6/28/16 2 Contracts with the Union Aquatics Booster Club and the Union Football Booster Club to provide game workers for athletic events with payment directly to the booster club, and authorize the Superintendent or designee to sign the contracts; Master Memorandum of Understanding with the bart Center for Music for after-school guitar classes at Boevers, and authorize the Superintendent or designee to sign the agreement; Amended Risograph Maintenance Agreement with OneSource for Clark Elementary, and authorize the Director of Purchasing to sign the agreement; Contract for Services with A New Leaf, Inc., for job and skills training for special education students, and authorize the Superintendent or designee to sign the contract; Agreement with TAC Energy to furnish gasoline and diesel fuel from the City of Tulsa s contract for the 2016-2017 fiscal year through blanket purchase orders approved at the June 13, 2016, meeting, and authorize the Superintendent or designee to sign the agreement; Agreement for the purchase of software subscriptions from Instructure for the Canvas Learning Management System for the 9 th grade pilot at a cost of $13,850.00 from Bond and general funds, and authorize the Superintendent or designee to sign the agreement; Agreement for the Microsoft Volume Licensing purchase approved June 13, 2016, and authorize the Superintendent or designee to sign the agreement; Authorization for employee loans from Roth 457 accounts with TIAA-CREF, and authorize the Senior Executive Director of Human Resources to sign the associated paperwork to establish loan capability; Addendum to the 2015-2016 agreement with Municipal Finance Services, and authorize the Chief Financial Officer to acknowledge receipt of the addendum; Resignations and terminations of certified and/or support staff for the 2015-2016 and the 2016-2017 school years; Effective dates of employment of certified and/or support staff, employment changes, and other payments for the 2015-2016 and the 2016-2017 school years; Revision to the 2016-2017 Rosa Parks Early Childhood Education Center budget;
Approval to issue, revise, pay, and close encumbrances and claims #21606812 through #21607351 totaling $20,081,739.40. Mr. Bennett seconded AMENDED FUNDING SOURCE FOR PROJECT LEAD THE WAY LAUNCH MATERIALS Mr. Murphy recommended the Board approve the revised source of funding for the purchase of Project Lead The Way Launch materials approved April 18, 2016, with $62,881.00 to come from the textbook allocation and/or year-end allocation funds and the balance from the Schusterman grant with a total expenditure of $239,215.00. CHILD NUTRITION BLANKET PURCHASE ORDERS Mr. Bushyhead recommended the Board award the food, paper and pest control bids and renew the produce, bread, commercial pizza, frozen custard, and pest control bids for the following vendors for 2016-2017 and approve associated blanket purchase orders for amounts over $50,000.00 to the following vendors: Tankersley, Performance Food Group, US Foodservice, Springfield Grocer, Ben E. Keith, Go Fresh, Borden s, Harris Baking Company, and Apple and Eve. He further recommended the Board approve renewal of the bids for Freckles as a frozen custard vendor, Harris Baking as bread vendor, Borden s as milk and milk products vendor, Mazzio s as the commercial pizza vendor, and West Termite and Pest Management for pest control; and the following vendors to provide food, paper, and pest control with amounts not to exceed $50,000: Daxwell, XPedX/Veritiv Tulsa, West Termite & Pest Management, Freckles, Mazzio s, Empire Paper, and J&J Snack Food Corporation. Board Minutes (Special) 6/28/16 3
ANNUAL BLANKET PURCHASE ORDERS Mr. Bushyhead recommended the Board approve the annual blanket purchase orders to American Waste Control for recycling and solid waste service in the total amount of $135,000.00 from the general fund. PURCHASE OF MUNIS SOFTWARE LICENSES, SUPPORT, AND UPGRADES Ms. Bentley recommended the Board approve the purchase of Munis software licenses, support and upgrades; client access licenses; and Operating System database and upgrade support from Tyler Technologies in the amount of $238,853.51 from general funds and/or Bond funds. Mr. Kinnear moved for approval. Mr. Bennett seconded BUDGET REVISIONS Ms. Jacoby recommended the Board approve revisions to the 2015-2016 General, Building, and Child Nutrition Fund budgets. REVISIONS TO THE TEMPORARY OPERATING BUDGETS AND TEMPORARY APPROPRIATIONS BUDGETS Ms. Jacoby recommended the Board approve the revised 2016-2017 Temporary Operating Budgets for the 2016-2017 fiscal year and the revised Temporary Appropriations Budget in the amount of $105,107,595.00 in the General Fund; $7,607,470.00 in the Building Fund; and $10,035,704.00 in the Child Nutrition Fund. Board Minutes (Special) 6/28/16 4
ADJOURNMENT Mr. Kinnear moved to adjourn. Mr. Bennett seconded the motion. The meeting adjourned at 6:17 p.m. Beverly Thummel, Board Secretary Board Minutes (Special) 6/28/16 5
Special Meeting Board of Education Union Public Schools Minutes of the June 28, 2016, special meeting were approved by a majority vote of the Union Board of Education on July 11, 2016. Jeff Bennett, Clerk Union Board of Education Board Minutes (Special) 6/28/16 6