AGENDA

 

Regular Meeting of the Board of Education, Independent School District Number One, Tulsa County, Oklahoma, September 16, 2019, at 6:30 PM, in the Cheryl Selman Room, ground floor, at the Charles C. Mason Education Service Center, 3027 S. New Haven Avenue, Tulsa, OK

With the exception of item A-1, the Board of Education reserves the right to take up any agenda item in any order regardless of how items are listed.


This is an open, public meeting held in accordance with the Open Meeting Laws of the State of Oklahoma. The purpose of this meeting is to conduct the business of the School District. As the elected representatives of the School District voters and school patrons, the School Board members will be making decisions concerning the operation of the School District.

 

In accordance with Board Policy 1301, individuals may comment on business items or recommendations appearing under the Action or Information portions of a regular meeting agenda. Requests to comment must be made by submitting a completed form for each topic. Forms are available from the Board Clerk before the beginning of each meeting. Requests will be accepted at any time up to the consideration of the Consent Agenda portion of the meeting. Statements are limited to five minutes each.

 

Persons desiring to address the Board concerning items not on the agenda must submit a written request form, available from the Clerk of the School Board, at least seven days prior to each meeting. Statements to the School Board by members of the public are limited to five minutes each.

 

 


 
A.OPENING EXERCISES
A.1.Call to order and confirm that a quorum of the Board is present.
A.2.Flag salute led by the Edison Preparatory High School JROTC under the direction of Lieutenant Colonel Carmen Hill.
A.3.Remind those wishing to address the Board, sign with the clerk -- 5-minute limit.
A.4.Motion and vote to adopt the agenda.

B.RECOGNITION OF VISITORS
C.SPECIAL PRESENTATIONS/AWARDS/RESOLUTIONS
D.APPROVAL OF MINUTES 
Approve the minutes of the August 19, 2019, regular meeting of the board.
 

  

E.

CONSENT AGENDA - Motion and vote on recommendation.
     
     

F.

ACTION AGENDA – Motion and vote on each recommendation.
     
     

G.

INFORMATION AGENDA
     
     

H.

STAFF REPORTS
     
     

I.

BOARD MEMBER REPORTS
     
     

J.

CITIZENS' COMMENTS
     
     

K.

SUPERINTENDENT'S REPORTS/PRESENTATIONS
     
     

L.

OTHER NONROUTINE ITEMS REQUIRING BOARD ACTION       
   
     

M.

NEW BUSINESS

Consideration and possible action on any matter which could not have been reasonably foreseen prior to the legal time deadline for posting of the agenda for this meeting.
     
     
     
     
     

   

N.

ANNOUNCEMENTS

The next regular scheduled meeting of the Board of Education will be held on Monday, October 7, 2019, at 6:30 p.m. in the Cheryl Selman Room, at the Education Service Center, 3027 South New Haven Avenue, Tulsa, Oklahoma.
     
     

O.

MOTION AND VOTE TO ADJOURN

 
E.CONSENT AGENDA - Motion and vote on recommendations
Note: With the exception of encumbrances, student trips and routine staffing items, consent items appeared on the previous regular meeting's agenda as information agenda items unless otherwise indicated.
DEPUTY SUPERINTENDENT
E.1.RECOMMENDATION: Approve routine field trips.
RATIONALE: Board Policy 3314 requires that all out-of-state student field/study trips and travel have prior authorization by the Board of Education.

E.2.RECOMMENDATION: Enter into agreements with the Veterans Parade Committee, Tulsa Events Group LLC, the Oklahomas for Equality Center, and the Dr. Martin Luther King Committee, Tulsa, Oklahoma, to participate in various parades during the 2019-2020 school year.
FURTHER RECOMMEND: The attorneys for the school district prepare/approve the appropriate contract document(s) and the proper officers of the Board of Education be authorized to execute the document(s) on behalf of the district.
COST: This item presents no cost to the district. 
RATIONALE: The Veterans Parade will be held on Monday, November 11, 2019; the Tulsa Christmas Parade will be held in December 2019; the Martin Luther King, Jr., Parade and rally will be held in January 2020; and the Tulsa Pride Parade will be held in the summer 2020. The district will create floats with materials provided by the Maintenance Department. Tulsa Public Schools has participated in these parades for many years.

E.3.RECOMMENDATION: Enter into a contract with Mara Benitez to provide consulting services in planning and designing an equity focused framework to increase social emotional learning and a climate of connection and belonging that support learning.
FURTHER RECOMMEND: The attorneys for the school district prepare/approve the appropriate contract document(s) and the proper officers of the Board of Education be authorized to execute the document(s) on behalf of the district.
COST: $49,800 to be paid through grant funds
RATIONALE: As part of the Relate 918 work, school leaders and their teams at Council Oak, Eugene Field, McClure, Robertson, Whitman and will work to transform the culture of their schools to increase student outcomes and deepen adult practices in equity and social emotional learning.  The change in behavior and mindsets form the basis for deep change efforts that can be piloted and shared across the school community.  The process creates a sense of ownership and efficacy over the work of transforming the school to better serve students further from opportunity.




TALENT MANAGEMENT
E.4.RECOMMENDATION: Approve position creations/deletions.
RATIONALE: Positions to be effective after Board approval unless otherwise indicated. Funding for each new position will originate and be included in applicable departmental budgets.

E.5.RECOMMENDATION: Approve routine staffing items.
RATIONALE: Routine personnel actions implement the various talent management plans and priorities authorized by the Board of Education.  All salaries are listed at an effective annualized rate regardless of the length of effective date of contract.
FINANCIAL SERVICES
E.6.RECOMMENDATION: Approve the August 30, 2019 - September 12, 2019, New Encumbrances and Encumbrance Changes Report. 
RATIONALE: New encumbrances and encumbrance changes reflect obligations of district funds issued in accordance with Board Policy 5102, Financial Reports and Statements.

BOND PROJECTS AND ENERGY MANAGEMENT
E.7.RECOMMENDATION: Enter into contracts with the lowest responsible bidders for the stadium at Rogers College High School.  

TRADE

VENDOR

PHASE I

 

PHASE II

Masonry

C & H Masonry

$149,000

 

 

EIFS

PT Enterprise

138,513

 

 

Outdoor Bleachers

Play by Design

341,300

 

 

Exterior Lighting

Lighthouse Electric

 

 

$424,000

      TOTAL TRADES:

 

$628,813

 

$424,000
FURTHER RECOMMEND: The attorneys for the school district prepare/approve the appropriate contract document(s) and the proper officers of the Board of Education be authorized to execute the document(s) on behalf of the district.
COST: This project is currently in the bidding phase. The subcontractors' names and amounts will be presented on the consent agenda.
FUND NAME/ACCOUNT: The cost was included in the Crossland Construction Co., Inc., GMP that was previously approved and encumbered as item E-22 of the August 19, 2019, agenda.
Bond Fund, 35-1250-4720-504500-000-000000-068-12-730-PE008 - Contingent upon the successful sale and receipt of August 2019 bond issuance.
REQUISITION/CONTRACT: 41800183
RATIONALE: The new stadium is part of the 2015 bond issue.


E.8.RECOMMENDATION: Assign the contracts for the Rogers College High School Stadium to Crossland Construction Company, Inc., Tulsa, Oklahoma, the construction manager at risk on the project.
FURTHER RECOMMEND: The attorneys for the school district prepare/approve the appropriate contract document(s) and the proper officers of the Board of Education be authorized to execute the document(s) on behalf of the district.
RATIONALE: The individually awarded contracts were encumbered as one contract to Crossland Construction Company, which was approved as Item E.22 of the August 19, 2019, agenda. The project is part of the 2015 bond issue.

E.9.RECOMMENDATION: Approve change order #1 with Atwell Roofing in the amount of $96,774.
FURTHER RECOMMEND: The attorneys for the school district prepare/approve the appropriate contract document(s) and the proper officers of the Board of Education be authorized to execute the document(s) on behalf of the district.
COST: The total cost of this change order is $96,774 with $45,000 assigned to Unity Learning Academy and $51,774 assigned to Monroe Demonstration Academy. The original contract was approved on the February 19, 2019, agenda, item E.14, in the amount of $1,138,400.
FUND NAME/ACCOUNT: 35-1260-4720-504500-000-000000-023-12-230-RF006 for Unity LA and 35-1260-4720-504500-000-000000-067-12-563-RF028 for Monroe
REQUISITION/CONTRACT:  41900181/41900181
RATIONALE: Roof improvements are part of the 2015 bond issue.  This change order is necessary because additional wet insulation was found after the project was started.

E.10.RECOMMENDATION: Renew the contract with Zonar Systems, Seattle, Washington, for GPS systems for all district buses. This contract will be effective February 1, 2020, through June 30, 2020.
FURTHER RECOMMEND: The attorneys for the school district prepare/approve the appropriate contract document(s) and the proper officers of the Board of Education be authorized to execute the document(s) on behalf of the district.
COST: Not to exceed $33,174.99
FUND NAME/ACCOUNT: Bond Fund, 32-1410-2720-507330-000-000000-000-12-003
REQUISITION/CONTRACT: 12002727
RATIONALE: The GPS system is part of the 2015 bond issue.

  
OPERATIONS
E.11.RECOMMENDATION: Enter into a contract with ATIS Elevator, St. Louis, Missouri, for qualified elevator inspector services for the 2019-2020 school year in accordance with the terms and conditions of Request for Proposal #19073.

FURTHER RECOMMEND: The attorneys for the school district prepare/approve the appropriate contract document(s) and the proper officers of the Board of Education be authorized to execute the document(s) on behalf of the district.
COST: Not to exceed $8,000
FUND NAME/ACCOUNT: Building Fund, 21-0000-2620-503400-000-000000-03-025
REQUISITION/CONTRACT: 22000097
RATIONALE: The state requires all elevators and lifts be inspected annually by an elevator inspector licensed by the state of Oklahoma. This contract allows for inspection and testing of elevators and lifts to confirm that the equipment meets code, as well as safety devices are functioning as required. Expenditures during the 2018-2019 school year totaled approximately $8,000.00.
F.ACTION AGENDA - Motion and vote on recommendations
G.INFORMATION AGENDA
DEPUTY SUPERINTENDENT
G.1.RECOMMENDATION: Enter into a consulting agreement with Collaborative for Academic, Social, and Emotional Learning (CASEL) to provide support services for systemic social and emotional learning (SEL) implementation from September 1, 2019 through August 31, 2020.
FURTHER RECOMMEND: The attorneys for the school district prepare/approve the appropriate contract document(s) and the proper officers of the Board of Education be authorized to execute the document(s) on behalf of the district.
COST: Not to exceed $150,000.
FUND NAME/ACCOUNT: Grant funds, 11-0244-2573-503600-000-000000-000-05-020-0244
RATIONALE: This agreement is to provide an extension of services provided through the Wallace Foundation planning grant to continue through the implementation phase of this grant. CASEL partners will assist and advise TPS in the implementation of Social Emotional Learning strategies and the gathering of SEL assessment data. The strategies will be used to strengthen systems and site-level activities for our students.

G.2.RECOMMENDATION: Approve a contract with SchoolMint, Inc., Miami, Florida, to continue the Hero incident-tracking system for East Central High School, January 21, 2020, through January 20, 2021.
FURTHER RECOMMEND: The attorneys for the school district prepare/approve the appropriate contract document(s) and the proper officers of the Board of Education be authorized to execute the document(s) on behalf of the district.
COST: Not to exceed $2,205.00
FUND NAME/ACCOUNT: Bond Fund, 35-1169-1000-506530-100-000000-000-07-710
REQUISITION/CONTRACT: 12002850
RATIONALE: The Hero system will be used for monitoring students who are tardy and for issuing tardy passes.  By having the Hero system, administrative teams will be able to expedite morning procedures by addressing infractions as students enter the building.  The goal is to get the students to their first hour classes in the most efficient way possible.

TEACHING AND LEARNING
G.3.RECOMMENDATION: Approve the end user license agreement with Vista Higher Learning to provide online platform access to Santillana and Yabisi Spanish language instructional resources for junior high, middle school and high school multilingual teachers and students for the 2019-2020 school year.
COST: No cost to the district.
RATIONALE: The online Santillana and Yabisi Spanish language instructional materials enrich the language learning experience and engagement for students studying Spanish and provide for learning growth and progress views for multilingual teachers.

TALENT MANAGEMENT
G.4.RECOMMENDATION: Amend the occupational medicine and drug screening contract with Occupational Health Centers of the Southwest, Oklahoma City, Oklahoma, d.b.a., Concentra, previously approved by the Board on June 17, 2019, to increase the contract amount $10,000.
FURTHER RECOMMEND: The attorneys for the school district prepare/approve the appropriate contract document(s) and the proper officers of the Board of Education be authorized to execute the document(s) on behalf of the district.
COST: $10,000
FUND NAME/ACCOUNT: General Fund, 11-0000-2574-503360-000-000000-000-04-041
REQUISITION/CONTRACT: 12000233
RATIONALE: The need for occupational medicine and drug screening services for the 2018-2019 school year have exceeded the initial estimate. The original contract amount was $66,000; however, it appears the actual cost for the school year will be closer to $76,000. The additional cost is the result of higher than expected turnover and hiring rates.

G.5.RECOMMENDATION: Approve position creations/deletions.
RATIONALE: Positions to be effective after Board approval unless otherwise indicated. Funding for each new position will originate and be included in applicable departmental budgets.



FINANCIAL SERVICES
G.6.RECOMMENDATION: Enter into a contract with Valerie Larson-Howard, licensed clinical social worker of Tulsa, Oklahoma, to provide comprehensive mental health and social services for eligible Title I children at St. Pius X School in Tulsa, Oklahoma, from the date of execution of the contract through June 30, 2020.
FURTHER RECOMMEND: The attorneys for the school district prepare/approve the appropriate document(s) and the proper officers of the Board of Education be authorized to execute the document(s) on behalf of the district.
COST: Not to exceed $10,000
FUND NAME/ACCOUNT: Title IV, Part A, 11-5520-5500-503200-494-000000-000-05-093-5520
REQUISITION/CONTRACT: 12002481
RATIONALE: The Every Student Succeeds Act requires equitable participation of eligible students in area private nonpublic schools.  These school-based services may include, but are not limited to, individual and family counseling, referral services, classroom consultation, team intervention and case management, which support academic goals by decreasing out-of-school suspensions, improving attendance and increasing classroom academic learning time.  Only eligible children with parent permission who live in a Tulsa Public Schools attendance area will be served.  

G.7.RECOMMENDATION: Approve sanctioning of the following booster clubs in accordance with Board Policy 5707 for the 2019-2020 fiscal year:
Edison Cross Country Parent, Teacher, Student Booster Club
TMC (Memorial) Cross Country-Track Booster Club
Booker T Washington Baseball Booster Inc.
COST: This item presents no cost to the district. 
RATIONALE: Sanctioned status provides organizations exemption from the statutory controls relating to school activity funds found in the Oklahoma School Code. The Board may sanction associations and clubs that advance the educational objectives of the district and are beneficial to students under the guidelines established in Board Policy 5707. These organizations submitted required information to support their applications.

BOND PROJECTS AND ENERGY MANAGEMENT
G.8.RECOMMENDATION: Approve supplement #3 to the master contract with GS Helms and Associates LLC, Jenks, Oklahoma, to provide architectural services for the classroom addition at Owen Elementary School.
FURTHER RECOMMEND: The attorneys for the school district prepare/approve the appropriate contract document(s) and the proper officers of the Board of Education be authorized to execute the document(s) on behalf of the district.
COST: The estimated cost of the classroom addition at Owen is $2,000,000. The architect will be paid 7% of the total cost of the project.
FUND NAME/ACCOUNT: 37-1210-4400-503320-000-000000-039-12-345-SA009 contingent upon successful sale and receipt of 2020A bond issuance.
REQUISITION/CONTRACT: 42000153
RATIONALE: The classroom addition at Owen Elementary School is part of the 2015 bond issue.

G.9.RECOMMENDATION: Approve supplement #2 to the master contract with CJC Architects, Inc., to provide architectural services for the library addition at Patrick Henry Elementary School.
FURTHER RECOMMEND: The attorneys for the school district prepare/approve the appropriate contract document(s) and the proper officers of the Board of Education be authorized to execute the document(s) on behalf of the district.
COST: The estimated cost of the classroom addition at Patrick Henry is $1,500,000. The architect will be paid 7 percent of the total cost of the project.
FUND NAME/ACCOUNT: 32-1219-4400-503320-000-000000-041-12-205-LC002
REQUISITION/CONTRACT: 12002682/42000151
RATIONALE: The library addition at Patrick Henry Elementary School is part of the 2015 bond issue.

G.10.RECOMMENDATION: Approve supplement #22 to the master contract with Trigon General Contractors and Construction Managers, Inc., for interior renovations at Patrick Henry Elementary School.
FURTHER RECOMMEND: The attorneys for the school district prepare/approve the appropriate contract document(s) and the proper officers of the Board of Education be authorized to execute the document(s) on behalf of the district.
COST: $1,973,000
The construction manager will be paid 4.25 percent in management fees and 8.5 percent in general conditions on the project.
FUND NAME/ACCOUNT: Contingent upon the successful sale and receipt of 2020A bond funds and lease purchase funds.
RATIONALE: The improvements at Patrick Henry Elementary School are part of the 2015 bond issue.

G.11.RECOMMENDATION: Approve supplement #15 to the master contract with Crossland Construction Co., Inc., Tulsa, Oklahoma, to provide construction management for the interior renovation at Salk Elementary School.
FURTHER RECOMMEND: The attorneys for the school district prepare/approve the appropriate contract document(s) and the proper officers of the Board of Education be authorized to execute the document(s) on behalf of the district.
COST: The estimated cost of the interior renovations is $2,600,000. The construction manager will be paid 3.5 percent in management fees and 8.75 percent on general conditions.
RATIONALE: The interior renovation at Salk Elementary School is part of the 2015 bond issue.

G.12.RECOMMENDATION: Approve supplement #13 to the master contract with Allied Engineering Group, LLC., for interior renovatons at Salk, John Hope Franklin, Patrick Henry, and Dolores Huerta elementary schools and HVAC improvements at East Central Junior High School.
FURTHER RECOMMEND: The attorneys for the school district prepare/approve the appropriate contract document(s) and the proper officers of the Board of Education be authorized to execute the document(s) on behalf of the district.
COST:

Salk Elementary:

$2,600,000

John Hope Franklin Elementary:

$1,000,000

Patrick Henry Elementary:

$1,973,000

Dolores Huerta Elementary:

$1,700,000

East Central Junior High:

$6,000,000

The construction manager will be paid 5.25 percent of the total cost of the East Central Junior High HAVC improvements and the Dolores Huerta interior renovations, and 5.25 percent of the MEP portion of the Salk, John Hope Franklin, and Patrick Henry elementary schools interior renovations.           
FUND NAME/ACCOUNT: Contingent upon the successful sale and receipt of the 2020A bond funds.
RATIONALE: The interior renovations at Salk, John Hope Franklin, Patrick Henry, and Dolores Huerta elementary schools and the HVAC improvements East Central Junior High School are part of the 2015 bond issue.

G.13.RECOMMENDATION: Correct item E.13. of the March 11, 2019, agenda approving amendment 13B with Crossland Construction Company, Incorporated, for the interior renovation project at Rogers College High School as follows:

 

PHASE II

PHASE III

Trade Contracts

$1,720,433

$329,280

Reimbursables

287,909

37,265

Allowances

394,082

45,000

General Conditions

210,212

36,010

Management Fee

91,442

15,664

TOTAL GMP:

$2,704,078

$463,219
RATIONALE: This correction is necessary due to a clerical oversight while entering costs.

G.14.RECOMMENDATION: Approve supplement #10 to the master contract with Nabholz Construction Corp., Tulsa, Oklahoma, to provide construction management for the interior renovations at Dolores Huerta Elementary School.
FURTHER RECOMMEND: The attorneys for the school district prepare/approve the appropriate contract document(s) and the proper officers of the Board of Education be authorized to execute the document(s) on behalf of the district.

COST: Phase I: $1,700,000. The construction manager will be paid 3.5 percent in management fees and 8.58 percent on general conditions.

FUND NAME/ACCOUNT: This project is contingent upon the successful sale and receipt of 2020A bond funds and lease purchase funds.
RATIONALE: The improvements at Dolores Huerta Elementary School are part of the 2015 bond issue.