Public Agenda
TYPE: Regular Meeting - New Format
DATE: 2/8/2021 TIME: 6:00 PM
LOCATION: Education Service Center Board Room, 701 S. Main
DETAILS:
February 8, 2021 Regular Board Meeting
 
1.0 Call to Order
1. Call to order (Except for item #1, any agenda item may be considered and acted on in any order). Action
  Recommendation:
Approve
 
2.0 Moment of Silence
2. Statement by Board Vice President, Steve Majors: "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." Info
3.0 Pledge of Allegiance to the Flag
3. The Pledge of Allegiance will be led by Brandy Roulet, Board Clerk. Info
4.0 Minutes
4. Discussion, motion and vote on motion to approve or disapprove the January 8, 2021, Special Board Meeting Minutes, which may be approved as presented or approved following modifications. Action
 
Attachments:
 
  Recommendation:
Approve
 
5. Discussion, motion and vote on motion to approve or disapprove the January 11, 2021 Regular Board Meeting Minutes, which may be approved as presented or approved following modifications. Action
 
Attachments:
 
  Recommendation:
Approve
 
5.0 Summary of Awards & Achievements
6. Recognition and presentation of Broken Arrow High School's U.S. Presidential Scholar candidates. S. James Info
  Recommendation:
Information Only
 
6.0 Donation
7. Presentation, discussion, motion and vote on motion to approve or disapprove the Donation of band instruments to students at Rosewood Elementary School. Value is quoted at $9,996.61. K. Dyess Action
 
Attachments:
 
  Recommendation:
Approve
 
7.0 Comments From The Public
8. Members of the public are permitted to address the Board on matters of immediate concern within the jurisdiction of the Board. A written request form must be submitted to the Minute Clerk at least thirty (30) minutes prior to the beginning of the Board meeting. There is a twenty-minute time limit established for the “Citizens’ Comments” section of the agenda, with individual speakers limited to a maximum of three (3) minutes regardless of the number of topics addressed. Individual speakers addressing agenda items will be limited to a total of five (5) minutes, regardless of the number of agenda items addressed. Info
  Summary:
COMMENTS CONCERNING ITEMS NOT ON THE AGENDA
• The “Citizens’ Comments” portion of the agenda will be reserved for comments concerning issues not otherwise appearing on an agenda and is limited to a twenty-minute maximum.
• This portion of the agenda is reserved to provide citizens an opportunity to address the Board of Education on issues affecting the District and is not intended to provide a forum for commercial, political or similar topics.
• When groups or organizations desire to address the Board under the “Citizens’ Comments” a single spokesperson should be selected to avoid repetitious information.
• The Board will not dialogue with speakers about non-agenda items. Doing so is a violation of the Open Meeting Law. After the meeting, the Superintendent or designee will attempt to contact the individuals who speak to the board to provide answers or resolve any issues/concerns in a timely manner, and report to the board how each issue was addressed.
• Speakers will be called in the order in which they signed to speak.
• Each individual will be allowed to speak for a total time limit of three (3) minutes for non-agenda items, regardless of the number of topics on which the individual requests to speak.

COMMENTS CONCERNING AGENDA ITEMS
• Individuals requesting to speak on an agenda item will be permitted to do so prior to the item being addressed by the Board.
• Speakers will be called in the order in which they signed to speak.
• The Board may choose to ask questions or dialogue with a speaker about the agenda item at the conclusion of their remarks. After the meeting, the Superintendent or designee will attempt to contact the individuals who spoke to the board to provide answers or resolve any issues/concerns in a timely manner, and report to the board how each issue was addressed.
• A total time limit of five (5) minutes will apply to each speaker for comments pertaining to agenda items. Interaction of the Board with the speaker will not be counted as part of the five-minute total.

REQUEST TO SPEAK FORMS
• A “Request to Speak” form must be submitted for each topic.
• There are two “Request to Speak” forms; one for agenda items and the other for non-agenda items. Both are available on the district website or in the Board room prior to the meeting.
• Individuals wishing to comment on either an agenda or non-agenda item during the Board meeting must personally sign and submit the appropriate completed Request to Speak form and provide it to the Minute Clerk at least THIRTY (30) MINUTES prior to the start of the Board meeting in which they are going to speak.
• By completing and signing the appropriate form, the speaker is verifying that the instructions have been read and understood.
• Speakers are encouraged to provide the Board with a written outline of their comments before the meeting begins and to indicate on the form if they are speaking on their own behalf or on behalf of a group. The speaker should also note on the form whether they support or oppose (as applicable) an item.
 
 
Attachments:
 
  Recommendation:
Information Only
 
8.0 Reports to the Board
9. Mid-year data presentation and discussion of Lit Now data, STAR data, PSAT data and celebrating growth for the District. K. Henness and S. James Info
 
Attachments:
 
  Recommendation:
Information Only
 
9.0 Approve or Disapprove General Consent Agenda Items Action
10. GENERAL CONSENT AGENDA ITEMS - #11 - #40 Action
  Recommendation:
Approve
 
A) Superintendent
11. Accept and approve the NEW agreement between Broken Arrow Public Schools and Heather Lisle Co., LLC to facilitate a strategic planning meeting on February 11, 2021, between Broken Arrow Public Schools and the Broken Arrow Chamber of Commerce and other key stakeholders. Fees for services and expenses will be split evenly between BAPS, BA Chamber, BA Economic Development Commission and the City of Broken Arrow. Dr. Vinson
Action
  Funding:
General Fund
 
 
Attachments:
 
  Recommendation:
Approve
 
B) Administrative Services
12. Accept and approve the attached new employment, employment revisions and employment separations for certified staff. L. Kerns
Action
  Funding:
Not Applicable
 
 
Attachments:
 
  Recommendation:
Approve
 
13. Accept and approve the new employment, employment revisions and employment separations for support staff. L. Kerns
Action
  Funding:
Not Applicable
 
 
Attachments:
 
  Recommendation:
Approve
 
14. Accept and approve the NEW agreement between Broken Arrow Public Schools and Airmeet, Inc. to use as a platform to host the virtual teacher job fair event. Cost to the District is $649.00 for one-month use and will be paid with HR/Recruitment Funds. R. Stecker
Action
  Funding:
HR/Recruitment Fund
 
 
Attachments:
 
  Recommendation:
Approve
 
C) Instructional Services
15. Accept and approve the NEW provisional contract between Broken Arrow Public Schools and Matt Morton to provide labor and materials for building sets at Sequoyah Middle School. Cost to the District is quoted at $4,500.00 and will be paid through the Perkins Grant issued to Sequoyah. L. Johnson
Action
  Funding:
Sequoyah Middle School Perkins Grant
 
 
Attachments:
 
  Recommendation:
Approve
 
16. Accept and approve that Rouchelle Major, a certified science teacher at Broken Arrow High School, be approved to teach 2-3 sections of physical science in which students will receive credit. S. James
Action
  Recommendation:
Approve
 
17. Accept and approve the REVISED agreement between Broken Arrow Public Schools and Tulsa Speech and Hearing Association (TSHA). TSHA agrees to provide 1:1 sign language interpreters on an as needed basis for specific IEP students. The estimated cost for 2021 has increased to $500.00 per day, per interpreter. All costs will be paid through Special Education Local and Grant Funds. D. Thornton
Action
  Funding:
Special Education Local and Grant Funds
 
 
Attachments:
 
  Recommendation:
Approve
 
18. Accept and approve the Agreement for terms of service between Broken Arrow Public Schools and Squarespace for the ability to build an independent website for the Vanguard Academy. Squarespace will provide the platform, hosting and domain. Cost to the District is $216.00 annually and will be paid with Secondary Instructional Funds. J. Jedamski
Action
  Funding:
Secondary Instructional Fund
 
 
Attachments:
 
  Recommendation:
Approve
 
19. Accept and approve the NEW agreement between Broken Arrow Public Schools and World's Finest Chocolate to provide candy for a 5th grade fundraiser at Leisure Park Elementary. The school will receive at least 45% profit. Funds raised will support 5th grade day later this spring. There is no cost to the District but funds will flow through Leisure Park's Activity Fund. J. Dotson
Action
  Funding:
Leisure Park Activity Fund
 
 
Attachments:
 
  Recommendation:
Approve
 
20. Accept and approve the NEW agreement between Broken Arrow Public Schools and Deanan Gourmet Popcorn to provide fundraising opportunities for FCCLA (Family, Career and Community Leaders of America) spring fundraiser. The profits will fund activities for BAHS' FCCLA Chapter. Popcorn will be sold for $2.00 per bag with $1.00 profit per bag. There is no cost to the District but funds will flow through FCCLA Activity Funds. C. Barber
Action
  Funding:
FCCLA Activity Fund
 
 
Attachments:
 
  Recommendation:
Approve
 
21. Accept and approve the NEW agreement between Broken Arrow Public Schools and Broken Arrow Lanes to provide a venue for an approved field trip as a reward to 7 students from Highland Park Elementary. The 7 students collected the most donations for the walk-a-thon held earlier in the school year. There is no cost to the District but funds will flow through Highland Park Activity Funds. B. Schmidt
Action
  Funding:
HP Activity Fund
 
 
Attachments:
 
  Recommendation:
Approve
 
22. Accept and approve the NEW agreement between Broken Arrow Public Schools and Panera Bread to provide fundraising opportunities for students at Aspen Creek ECC. Funds will flow through Aspen Creek ECC Activity Fund. There is no cost to the District. J. Wallace
Action
  Summary:
Fundraising is scheduled for April 20, 2021.
 
  Funding:
Aspen Creek ECC Activity Fund
 
 
Attachments:
 
  Recommendation:
Approve
 
23. Accept and approve the NEW agreement between Broken Arrow Public Schools and Panera Bread to provide fundraising opportunities for students at Arrow Springs ECC. Funds will flow through Arrow Springs ECC Activity Account. There is no cost to the District. D. McClellan
Action
  Summary:
Fundraising is scheduled for March 11, 2021.
 
  Funding:
Arrow Springs ECC Activity Fund
 
 
Attachments:
 
  Recommendation:
Approve
 
24. Accept and approve the NEW Letter of Agreement between Broken Arrow Public Schools and Sonic Drive-In to provide fundraising opportunities for students at Arrow Springs ECC. Funds will flow through Arrow Springs ECC Activity Account. There is no cost to the District. D. McClellan
Action
  Summary:
Fundraising is scheduled for March 9, April 13, May 11 and June 8, 2021.
 
  Funding:
Arrow Springs Activity Fund
 
 
Attachments:
 
  Recommendation:
Approve
 
25. Accept and approve the Grant award from Oklahoma Recovery and Resilience, a partner with the Oklahoma Department of Mental Health and Substance Abuse Services. The grant is in the amount of $85,000.00. J. Brassfield
Action
 
Attachments:
 
  Recommendation:
Approve
 
D) Student Services
26. Accept and approve the date change from February 3-9, 2021 to April 23-25th, 2021 for BAHS Varsity Cheer Team to attend the UCA 2021 National High School Cheerleading Championship in Orlando, FL. S. Dunn
Action
  Summary:
This activity request was board approved at the December 7, 2020 board meeting.
 
  Recommendation:
Approve
 
27. Accept and approve the Student Activity/Overnight Request for Varsity & JV Tigettes, sanctioned Athletics programs, to attend the National Dance Competition in Orlando, FL, April 7-12, 2021. S. Dunn
Action
  Summary:
The JV & Varsity dance participants will miss 4 days of school.
 
 
Attachments:
 
  Recommendation:
Approve
 
28. Accept and approve the BAHS girls soccer team, a sanctioned sport, to attend the Southern Coast Cup March 24-28, 2021 in Gulf Shores, Alabama. Total cost is approximately $15,200.00 to be paid with Booster Club Funds. S. Dunn
Action
  Summary:
Requesting approval for the BAHS girls soccer team to travel to Gulf Shores, Alabama to participate in the Southern Coast Cup Tournament of Champions, on March 24-28, 2021.
 
  Funding:
Booster Club
 
 
Attachments:
 
  Recommendation:
Approve
 
29. Accept and approve the NEW agreement between Broken Arrow Public Schools and Playscripts, Inc. to grant use of a non-exclusive and non-transferable license for Oliver drama students to produce and perform the play "The Monologue Show (From Hell)". The performance will be April 5, 2021. Cost to the District is $151.59 and will be paid with Oliver Middle School Drama Activity Funds. D. Tanner
Action
  Funding:
Oliver Middle School Activity Drama Fund
 
 
Attachments:
 
  Recommendation:
Approve
 
E) Technology Services
30. Accept and approve the RENEWAL agreement between Broken Arrow Public Schools and Clearwire Spectrum Holdings III, LLC, providing a 30-year FCC Long-Term Education Broadband Service lease agreement for the radio tower located at BA High School. Agreement dates are 4/6/2017 - 4/6/2047. This is the 5th year of the 30 year agreement. The District will receive $4,000.00 a month for the first 5 years. An increase to the payment will occur on the 6th year and will grow every 5 years. A. Bowser
Action
  Summary:
The statement of agreement between BAPS and Clearwire Spectrum Holdings III, LLC, is an Educational Broadband Service (EBS) Long-Term De Facto Lease agreement. The FCC has authorized EBS channels C1, C2, C3 and C4 under call sign WNC515 to transmit in the Tulsa, Oklahoma market. The channels will be made available for commercial use, subject to FCC approval. The district will receive a monthly compensation beginning at $4,000.00 per month for the first 5 years, with an increase to the monthly payment to occur every 5 years for 30 years.
 
  Recommendation:
Approve
 
31. Accept and approve the RENEWAL agreement between Broken Arrow Public Schools and TwoTrees Technologies, LLC., for the purchase of Lenovo - Unified Workspace in the amount of $20,975.00 and will be paid using Bond Funds. A. Bowser
Action
  Summary:
Unified Workspace software is the Single Sign-On (SSO) the district is currently using. This is the 4th year of a 3-year agreement, renewed annually, years 1-3 at a cost of $32,399.00. Year 4 will cost $20,975.00.
 
  Funding:
Bond Fund
 
 
Attachments:
 
  Recommendation:
Approve
 
32. Accept and approve the Revisions to the NEW and RENEWAL agreements between Broken Arrow Public Schools and E-Rate bid awarded vendors for the 2021-2022 school year. Approval requested for the updated, annual renewal for multi-year MIBS between BAPS and Peak UpTime. Approval also requested for the updated new MIBS contract between BAPS and Peak UpTime. Cost to the District is $146,657.28 and will be paid with Bond Funds and General Funds less the E-Rate discount. A. Bowser
Action
  Summary:
E-Rate requires annual re-bid of all vendors wanting to participate in the program, including existing services. Accepted bid summaries and authorization is required by E-Rate after the bid closing date. All services listed are the awarded bid service contracts and two annual renewal contracts to Peak UpTime original multi-year contracts. The total dollar amount for each service will be discounted by a rate determined when the final certified package and award has been determined in April, 2021.
 
  Funding:
Bond Fund
General Fund
E-Rate Discount
 
 
Attachments:
 
  Recommendation:
Approve
 
33. Accept and approve the NEW agreement between Broken Arrow Public Schools and PowerSchool Group, LLC., for the purchase of PowerSchool eSchoolPlus SIS (Student Information System) Seminars for $1,000.00. Due to a credit with PowerSchool there will be no cost to the District. A. Bowser
Action
  Summary:
PowerSchool eSchoolPlus SIS Seminars 3/1/2021 - 2/28/2022 school year.
 
  Funding:
Not Applicable
 
 
Attachments:
 
  Recommendation:
Approve
 
F) Business Services
34. Accept and approve the Activity Fund Guidelines. C. Mitchem
Action
  Summary:
Per Board of Education policy, at the beginning of each fiscal year, and as needed during each fiscal year, the Board of Education shall approve all school activity sub-accounts, all sub-account revenue sources (including fundraising activities, fees, etc.), and all purposes for which the monies collected in each sub-account can be expended.

Guidelines have been compiled containing submitted sub-account information for various school activity funds, including proposed sources of revenue and purposes for which funds may be expended.
 
  Funding:
Activity Funds
 
 
Attachments:
 
  Recommendation:
Approve
 
35. Accept and approve the Treasurer's Reports ending January 31, 2021. D. Dollahon
Action
  Summary:
Attached are the monthly Treasurer's Reports for January, 2021.
 
  Funding:
Not Applicable
 
 
Attachments:
 
  Recommendation:
Information Only
 
36. Accept and approve the Activity Fund Reports for January 2021. D. Dollahon
Action
  Summary:
Monthly Activity Fund Summary 01/31/21
 
  Funding:
Not Applicable
 
 
Attachments:
 
  Recommendation:
Information Only
 
37. Accept and approve the Change Order Reports for All Funds for the 2020-2021 fiscal year. C. Metevelis
Action
  Summary:
Attached are the Change Orders totaling ($247,643.73) to the General, Building, Child Nutrition, Gift, Workers' Compensation and Bond Funds for January 7, 2021 through February 3, 2021, for the 2020-2021 fiscal year funds.
 
  Funding:
All Funds
 
 
Attachments:
 
  Recommendation:
Approve
 
38. Accept and approve the Encumbrance Reports for All Funds for the 2020-2021 fiscal year. The encumbrance reports are available for review 24 hours in advance of this meeting at the first floor reception desk in the Education Service Center located at 701 S. Main Street, Broken Arrow, OK. C. Metevelis
Action
  Summary:
Attached are the Encumbrance Orders totaling $397,225.49 for the General, Building, Child Nutrition, Workers' Compensation, Bond and Gift Funds effective January 7, 2021 through February 3, 2021, from the 2020-2021 fiscal year funds.
 
  Funding:
All Funds
 
 
Attachments:
 
  Recommendation:
Approve
 
39. Accept and approve the NEW agreement between Broken Arrow Public Schools and Jenkins & Kemper Certified Public Accountants, P.C., to perform the 2020-2021 fiscal year audit. Total cost to the District is not to exceed $30,050.00 and will be paid from the General Fund. N. Eneff
Action
  Summary:
Jenkins & Kemper will audit the financial statements of the governmental activities, the business-type activities, each major fund, and the aggregate remaining fund information, including the related notes to the financial statements, which collectively comprise the basic financial statements, or Broken Arrow School District as of and for the year ended June 30, 2021. The fees will not exceed $30,050.00.
 
  Funding:
General Fund
 
 
Attachments:
 
  Recommendation:
Approve
 
40. Accept and approve the RENEWAL agreement between Broken Arrow Public Schools and Hilltop Securities Asset Management, LLC, to provide arbitrage rebate compliance services annually on bond issuances. Cost to the District is not to exceed $20,000.00 and will be paid with General Funds. N. Eneff
Action
  Funding:
General Fund
 
 
Attachments:
 
  Recommendation:
Approve
 
10.0 Operations
41. Discussion, motion and vote on motion to approve or disapprove the NEW agreement between Broken Arrow Public Schools and the City of Broken Arrow for a Memorandum of Understanding. M. Bergwall Action
  Summary:
The City of Broken Arrow and Broken Arrow Public Schools wish to enter into an agreement whereby each agrees to support activities of the other and to contribute, to the extent set forth herein, its facilities and services to the other for the common benefit of the citizens of the City and patrons of BAPS.
 
 
Attachments:
 
  Recommendation:
Approve
 
42. Discussion, motion and vote on motion to reject the bids for the District Lawn Maintenance Services. The bids received would increase $180,000 to the district. At this time, we would like to explore other options. M. Bergwall Action
  Summary:
The Lawn Maintenance Services bids were received and opened at 10:00AM, CST, Thursday, January 28, 2021 at the Education Service Center.
 
  Recommendation:
Approve
 
43. Discussion, motion and vote on motion to approve or disapprove the contract to GS Helms and Associates for design services for the demolition of a portion of the BA Academy and authorize the Chief Operating Officer to negotiate the terms of the contracts. Total cost to the District will be $23,500.00. M. Bergwall Action
  Summary:
GS Helms and Associates will provide construction administration and architectural services for the demolition of the original portion of the Haskell Campus (see attached floor plans) at Broken Arrow Academy. This will include architectural, structural, electrical, mechanical, plumbing, low voltage, schedules, details and specifications.
 
 
Attachments:
 
  Recommendation:
Approve
 
44. Discussion, motion and vote on motion to approve or disapprove the Purchase of student furniture for Vanguard Academy through Krueger International, Inc. Cost to the District is $511,702.50 and will be paid with Bond Funds. M. Bergwall Action
  Summary:
Request for Proposals were received from various furniture vendors to allow districts to select the items that best fir the needs of the district. This proposal was accepted by the BOE on November 4, 2019.
 
  Funding:
Bond Fund
 
  Recommendation:
Approve
 
45. Discussion, motion and vote on motion to approve or disapprove the Purchase of office and teacher furniture for Vanguard Academy through L&M Office Furniture. Cost to the District is $91,686.00 and will be paid with Bond Funds. M. Bergwall Action
  Summary:
We are purchasing HON furniture from the Union Public Schools purchasing RFP received April 11, 2017.
 
  Funding:
Bond Fund
 
  Recommendation:
Approve
 
46. Discussion, motion and vote on motion to approve or disapprove the Addendum and extension of the Cenergistic's contract with Broken Arrow Public Schools. M. Bergwall Action
  Summary:
This is an addendum to the contract currently in place. The change is in the fee structure - it will be going from a shared savings to a monthly fixed rate fee.
 
  Funding:
Building Fund
 
 
Attachments:
 
  Recommendation:
Approve
 
11.0 Business Services
47. Presentation and discussion of the monthly financial reports through January 31, 2021. N. Eneff Info
  Summary:
The monthly financial reports showing the Expenditures year-to-date by Project for all funds; the Expenditures year-to-date by Function and Object 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.
 
  Funding:
Not Applicable
 
 
Attachments:
 
  Recommendation:
Information Only
 
48. Discussion, motion and vote on motion to approve or disapprove the preliminary official statement on $30,000,000.00 taxable general obligation combined purpose bonds of 2021 for the Broken Arrow Board of Education, Independent School District No. 3, Tulsa County, Oklahoma. N. Eneff Action
  Summary:
The Board took action on a resolution determining the maturities of, and setting a date, time and place for the sale of $30,000,000 taxable general obligation combined purpose bonds of this school district, and designating bond counsel for this issuance of bonds, on January 11, 2021 at the regular Board of Education meeting. At that meeting, we asked that a special board meeting to be held at noon on the determined sale date be set, to allow the Board members opportunity to consider and take action on the sale of general obligation combined purpose bonds. February 23, 2021 was the date selected. At this time, we ask that the preliminary official statement (concluding statement) be approved.
 
  Funding:
Not Applicable
 
 
Attachments:
 
  Recommendation:
Approve
 
12.0 New Business
49. Consideration and possible action 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. Info
13.0 Executive Session
50. Discussion, motion and vote on motion to approve or disapprove moving into executive session to discuss the employment contract of the Superintendent of Schools as authorized by Title 25, O.S. Section 307(B)(1). And to discuss the purchase of certain real property per Title 25 O.S., Section 307(B)(3). Action
  Recommendation:
Approve
 
14.0 Return to Open Session
51. Acknowledge the Board has returned to open session and reading of the statement of executive session minutes by Board Clerk. Info
52. Discussion and possible board action to approve or disapprove the purchase and contractual terms of a real estate transaction. Action
  Recommendation:
Approve
 
15.0 Adjourn
53. Adjournment. Action
  Recommendation:
Approve
 
Next regular board meeting is March 8, 2021