MINUTES OF THE REGULAR MEETING BOARD OF EDUCATION UNION SCHOOL DISTRICT Tulsa, Oklahoma October 14, 2013 The Union Board of Education met in regular session on Monday, October 14, 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 APPOINTMENT OF BOARD SUBCOMMITTEES CONSENT AGENDA The meeting was called to order at 7:00 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 Dr. Kathy Dodd, Assistant Superintendent for Support Services Charlie Bushyhead, Senior Executive Director of Human Resources Cindy Solomon, Executive Director of Secondary Education Lisa Witcher, Executive Director of Elementary Education Sandi Calvin, Executive Director of Technology Todd Borland, and others. The agenda was adopted as posted. Mr. McDaniel announced that subcommittees would remain the same, and Mr. Bennett would replace Mr. Coyle on the Long-Range Planning Committee. Mr. Payton moved for approval of items on the consent agenda as follows: Minutes of the September 9, 2013, regular Board meeting; Board Minutes 10-14-2013 1 Consent Agenda Attachment A-1
Board Minutes 10-14-2013 2 Out-of-state travel requests from the following: - AFJROTC cadets to participate in the Alma High School JROTC Drill Meet in Alma, Arkansas, November 2, 2013; - Varsity baseball team to compete in the Aggie Classic Baseball Tournament in Pensacola, Florida, March 18-22, 2014; - Varsity wrestling team to compete in the Las Vegas Holiday Classic in Las Vegas, Nevada, December 20-21, 2013; - Varsity wrestling team to compete in the Blair Academy National Duals in Blairstown, New Jersey, January 23-26, 2014; - High School orchestra to compete in the National Adjudicators Invitational in St. Louis, Missouri, April 24-26, 2014; - 9 th Grade vocal students to compete in the Music of Texas competition in Dallas, Texas, May 2-3, 2014; - 9 th Grade orchestra students to compete in the Peak Music Festival in Dallas, Texas, May 2-3, 2014; - Vendor-paid travel for Marcus Ripp to attend the Workforce Youth Council Conference in Chicago, Illinois, October 27-30, 2013, with travel expenses paid by the East Workforce Investment Board; UMAC Facilities Use License Agreements, and authorize Director of UMAC/Marketing Sarah McBryde as the Superintendent s designee to sign the agreements; Contract with SMG Tulsa/BOK Center for the girls and boys basketball teams to participate in The BOK Center High School Hoops Showcase in Tulsa January 18-19, 2014, and authorize the Director of Athletics to sign the Agreement with the Safe Kids Coalition (Tulsa Area) for Boevers to participate in Walk To School Day October 24, 2013, and authorize Boevers principal Alycia Pennington to sign the Memorandum of Understanding with the Tulsa County OSU Extension Service for health and nutrition education support for students, and authorize the Superintendent or designee to execute the Grant agreement with Project Lead The Way for a $2,372.09 grant for Darnaby elementary, and authorize the Superintendent or designee to execute the Agreements with EL Saber for professional development at McAuliffe and Briarglen in November and December 2013 and January-May 2014 at a total cost of $15,000.00 from
Board Minutes 10-14-2013 3 the General Fund, and authorize the Superintendent or designee to execute the agreements; Agreement with Cristy Roberts to provide Conscious Discipline in the Classroom training for Rosa Parks at a total cost of $5,175.00 from Title I funds, and authorize the Superintendent or designee to execute the Contract with Heinemann Professional Development for three (3) days of professional development for Rosa Parks and Boevers teachers at a total cost of $10,500.00 from Title I funds, and authorize the Superintendent or designee to execute the Memorandum of Understanding with the Tulsa City- County Health Department for the Dinosaur School Program during the school day for elementary sites, and authorize the Superintendent or designee to execute the License Agreement with Dramatists Play Service, Inc., for The Curious Savage to be performed as the 9 th Grade play at a total cost of $722.00 from the General Fund, and authorize 9 th grade theatre instructor Jessica Branston to sign the Facilities Lease Agreement with the Tulsa County Public Facilities Authority for the High School Hoedown November 26, 2013, at a total cost of $2,200.00 from Activity Funds, and authorize Director of Student Life Denise Vaniadis to execute the Memorandum of Understanding with Palmer for free substance abuse screenings/assessments for students, and authorize the Superintendent or designee to execute the Memorandum of Understanding with Shadow Mountain Behavioral Health System for free substance abuse screenings/assessments for students, and authorize the Superintendent or designee to execute the Contract with the Oklahoma Department of Career and Technology Education for Secondary Career and Technology Education Programs offered at the 9 th Grade Center and High School during the 2013-2014 school year, and authorize the Superintendent or designee to execute the Agreement with Metamorphosis Teaching Learning Communities for two three-day professional development institutes at a cost of $31,500.00 from the General Fund, and authorize the Superintendent or designee to execute the
Board Minutes 10-14-2013 4 Agreements with the Oklahoma Department of Wildlife Education for the Archery in the Schools, Fishing in the Schools, and Explore Bowhunting programs for students in the Carrera Program with funds of up to $2,400.00 for the district s share of the program through a grant from the George Kaiser Family Foundation, and authorize the Superintendent or designee to execute the agreements; Contract with Heinemann Professional Development for a writing workshop November 1, 2013, at a total cost of $3,800.00 from the General Fund, and authorize the Superintendent or designee to execute the Pearson VUE Authorized Center Agreement (Exhibit B) for the Eastern Workforce Investment Board GED electronic testing satellite site for 2014, and authorize the Superintendent or designee to execute the Agreement with Tulsa Community College for clinical rotation experience for Nursing and Allied Health Services students, and authorize the Superintendent or designee to execute the Agreement with Tulsa Community College for placement of student teachers/observers in district classrooms, and authorize the Superintendent or designee to execute the Renewal of the online subscription for the Blackboard ConnectED messaging system in the amount of $39.984.84 from the 2013 bond fund, and authorize Senior Executive Director of Communications Gretchen Haas-Bethell to execute the online Renewal of the agreement with Meltwater News Services for monitoring electronic news coverage in the amount of $3,000.00 from the General Fund, and authorize Senior Executive Director of Communications Gretchen Haas- Bethell to execute the online Renewal of the letter of agreement with Citizens Security Bank for the Union VISA check card, and authorize the Superintendent or designee to execute the School yearbook agreements for Boevers and Rosa Parks with Ruth Kelly and for Darnaby, Moore, Jarman, and Alternative Education with Josten s; and school picture agreements for Boevers, Briarglen, Darnaby, McAuliffe, and Jarman with Ruth Kelly and for the 6 th /7 th Grade and 9 th Grade with Lifetouch, and authorize the site principals to sign the agreements; Advertising Agreement Amendment Addendum with Oklahoma Disaster Restoration and Cleaning Specialists, Inc., terminating the agreement effective October 31, 2013,
provided advertiser pays all accrued advertising fees within one (1) year of the addendum, and authorize the Superintendent or designee to execute the addendum; Agreement with Oklahoma State University Institute of Technology for culinary arts internship work experience for students enrolled in the Okmulgee Culinary Internship Program, and authorize Director of Child Nutrition Lisa Griffin to execute the Agreement with Wallace Engineering, Inc., for engineering services related to the Softball Fast-Pitch Field project in the amount of $22,125.00 from the Bond Fund, and authorize the Superintendent or designee to execute the Resignations and terminations of certified and/or support staff for the 2012-2013 and 2014-2014 school years; Effective dates of employment of certified and/or support staff, employment changes, and other payments for the 2013-2014 school year; Donation of $500.00 to Briarglen from the Active Schools Acceleration Project (100 Mile Club) for the purchase of supplies and materials for the Child Obesity 180/ASAP program; Declaration of more than 440 wooden freight pallets as surplus and authorize their sale on www.publicsurplus.com; Declaration of equipment as surplus and authorize disposal of same through donation, sale to KC Computer Brokers, or sale to the public; Activity fund budgets, budget revisions, fund-raising requests, and fund transfers for the 2013-2014 school year; Approval of district financial statements and approval to issue, revise, pay and close encumbrances and claims #21401661 through #21402640 totaling $1,555,055.71 and the release of payroll encumbrances for payment totaling $6,266,213.49; and approval of supplemental PO list #21402333 through #21402900 totaling $247,666.47; Final authorization to issue, revise, pay, and close encumbrances and claims for all purchase orders issued in fiscal year 2013-2014 #21400001 through #21402640 totaling $31,344,984.66, and payroll encumbrances totaling $73,583,069.01 for a total of $104,928,053.67. Mr. Bennett seconded the USPA REPORT Board Minutes 10-14-2013 5
UCTA REPORT SPECIAL RECOGNITION COMMUNICATIONS COMMENTS FROM THE AUDIENCE REGARDING THE AGENDA PUBLIC HEARING ON FINANCIAL MATTERS Dr. Dodd introduced the Varsity Cheerleaders and coaches Cat Weeden and Stacy Beems who recently won the 6A State Championship. No comments BUSINESS AGENDA APPLICATIONS FOR DE-REGULATION Dr. Dodd recommended the Board approve applications for deregulation regarding elementary and secondary Media/Library Service and Four-Year-Old Class Size. Ms. McAdams moved for approval. Mr. Coyle seconded the PURCHASE OF LAPTOP COMPUTERS Mr. Borland recommended the Board approve the purchase of 1,984 Lenovo laptop computers for state-mandated online testing from TwoTrees Technologies in the amount of $1,137,328.00 from the 2013 Bond Fund. Mr. Coyle moved for approval. Ms. McAdams seconded the CHILD NUTRITION PURCHASES Mr. Coyle moved the Board approve the issuance of blanket purchase orders to Springfield Grocers in the amount of $100,000.00 and to Advance/Pierre in the amount of $58,500.00, both from the Child Nutriton Fund. Ms. McAdams seconded the Board Minutes 10-14-2013 6
McAULIFFE CHILLER REPLACEMENT Mr. Bennett moved the Board approve the lowest qualified bid from Custom Chiller Mechanical Services, LLC, for the chiller replacement at McAuliffe Elementary in the amount of $164,800.00 with an additional contingency of $5,000.00 from the 2013 Bond Fund. Mr. Payton seconded the HIGH SCHOOL TRACK PROJECT Mr. Bushyhead recommended the Board accept the bid for the High School Track Project, to approve award of construction contracts, to assign such construction contracts to Flintco, LLC, as the Construction Manager at Risk, and to authorize the Assistant Superintendent to execute the contracts within the Guaranteed Maximum Price (GMP) of $3,528,189.00, pursuant to Flintco, LLC, approval dated February 11, 2013. Mr. Payton moved for approval. Mr. Coyle seconded the 8 th GRADE CENTER EXPANSION & RENOVATION Mr. Bushyhead recommended the Board approve Architectural funds in the amount of $633,000.00 from Bond Funds to GH2, LLC, and approve the contract with GH2, LLC, for services related to the design and construction of the 8 th Grade Center Expansion and Renovation Project. Ms. McAdams moved for approval. Mr. Payton seconded the HIGH SCHOOL TRACK PROJECT Mr. Bushyhead recommended the Board approve the professional services contract with Flintco, LLC, to provide At- Risk Construction Management Services for the 8 th Grade Center Expansion and Renovation Project in the amount of $30,000.00 from Bond Funds. Mr. Coyle moved for approval. Mr. Bennett seconded the Board Minutes 10-14-2013 7
VISUAL INSPECTION FEE Mr. Payton moved the Board approve payment to the County of Tulsa, Office of the County Assessor, for the annual visual inspection fee in the total amount of $213,490.25 from the 2013-2014 General Fund. Mr. Bennett seconded the NEW BUSINESS Dr. Dodd recommended the Board approve a statutory waiver for the Andersen Media Specialist position for the 2013-2014 school year and approve the hiring of Judy Bastemeyer for that position. Mr. Payton moved for approval. Mr. Bennett seconded the FUTURE ITEMS COMMENTS FROM THE AUDIENCE EXECUTIVE SESSION Mr. Coyle moved the Board adjourn to Executive Session. Ms. McAdams seconded the The Board adjourned to Executive Session at 7:29 p.m. RETURN TO OPEN SESSION STATEMENT OF EXECUTIVE SESSION MINUTES EMERGENCY PROCEDURES GUIDE Mr. McDaniel declared the Board had returned to Open Session at 8:36 p.m. During Executive Session, the Board discussed only personnel, negotiations, and legal matters. No decisions were made and no action was taken. Mr. Payton moved the Board accept the Emergency Procedures Guide as presented. Mr. Bennett seconded the ADJOURNMENT Ms. McAdams moved to adjourn the meeting. Mr. Bennett seconded the Board Minutes 10-14-2013 8
The meeting adjourned at 8:37 p.m. Beverly Thummel, Board Secretary Board Minutes 10-14-2013 9
Regular Meeting Board of Education Union Public Schools Minutes of the October 14, 2013, regular meeting were approved by a majority vote of the Union Board of Education on November 11, 2013. Patrick Coyle, Clerk Union Board of Education Board Minutes 10-14-2013 10