Public Agenda
TYPE: Regular Meeting - New Format
DATE: 3/8/2021 TIME: 6:00 PM
LOCATION: Education Service Center Board Room, 701 S. Main
DETAILS:
March 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 February 8, 2021 Regular 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 February 23, 2021 Special Board Meeting Minutes, which may be approved as presented or approved following modifications. Action
 
Attachments:
 
  Recommendation:
Approve
 
5.0 Summary of Awards & Achievements
6. Comments from the Board of Education. S. Allen, Board President Info
  Recommendation:
Information Only
 
7. Presentation and recognition of the BAHS Girls Wrestling team for winning the 2021 OSSAA State Championship. S. Dunn Info
  Recommendation:
Information Only
 
6.0 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
 
7.0 Approve or Disapprove General Consent Agenda Items Action
9. CONSENT AGENDA ITEMS - #10 - #38 Action
  Recommendation:
Approve
 
A) Superintendent
10. Accept and approve the NEW agreement between Broken Arrow Public Schools and Heather Lisle Co., LLC to facilitate a strategic planning meeting on March 12, 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
11. Accept and approve the attached new employment, employment revisions and employment separations for certified staff. L. Kerns
Action
  Funding:
Not Applicable
 
 
Attachments:
 
  Recommendation:
Approve
 
12. Accept and approve the attached new employment, employment revisions and employment separations for support staff. L. Kerns
Action
  Funding:
Not Applicable
 
 
Attachments:
 
  Recommendation:
Approve
 
13. Accept and approve the RENEWAL agreement between Broken Arrow Public Schools and Background Investigation Bureau, LLC for performing background checks for the District. Cost is $13.95 per background check and will be paid with General Funds. R. Stecker
Action
  Funding:
General Fund
 
 
Attachments:
 
  Recommendation:
Approve
 
C) Instructional Services
14. Accept and approve the NEW agreement between Broken Arrow Public Schools and World's Finest Chocolates to provide an opportunity for Oak Crest 5th graders to sell candy bars as part of a fundraiser. Oak Crest will receive 50% profit to help pay for activities on 5th Grade Day. There is no cost to the District but funds will flow through Oak Crest Activity Fund. J. Williams
Action
  Funding:
Oak Crest Activity Fund
 
 
Attachments:
 
  Recommendation:
Approve
 
15. Accept and approve the NEW agreement between Broken Arrow Public Schools and School Mate to provide Take-Home Folders for K - 5th grades at Oak Crest Elementary. Cost is quoted at $309.00 and will be paid with Oak Crest Activity Funds. J. Williams
Action
  Summary:
These will be used beginning with the 2021-2022 school year.
 
  Funding:
Oak Crest Activity Fund
 
 
Attachments:
 
  Recommendation:
Approve
 
16. Accept and approve the NEW agreement between Broken Arrow Public Schools and Read-a-Thon.com to provide an online fundraising opportunity for students at Rosewood Elementary. The vendor will provide the profit-sharing opportunity, all communication materials, donation platform and prizes. Read-a-Thon will receive 25% of all donations and Rosewood will receive 75% of those donations through the online system. There is no cost to the District. N. Hutchings
Action
  Summary:
Dates of service are March 22 - April 2, 2021.
 
  Funding:
Not Applicable
 
 
Attachments:
 
  Recommendation:
Approve
 
17. Accept and approve the NEW agreement between Broken Arrow Public Schools and Bounce Pro Inflatables to provide inflatables for Super Kids Day at Rosewood Elementary. Cost for services are quoted at $791.00 and will be paid with Rosewood Activity Funds. N. Hutchings
Action
  Summary:
Dates of service will be May 14, 2021.
 
  Funding:
Rosewood Elementary Activity Fund
 
 
Attachments:
 
  Recommendation:
Approve
 
18. Accept and approve the NEW agreement between Broken Arrow Public Schools and PBL Works-Buck Institute for Education to provide professional development for the Vanguard Academy. Cost to the District is $11,250.00 and will be paid with STEM Grants. J. Jedamski
Action
  Funding:
STEM Grant
 
 
Attachments:
 
  Recommendation:
Approve
 
19. Accept and approve the NEW agreement between Broken Arrow Public Schools and Trafera for Lightspeed to provide protection and monitors student's online activity while on their District supplied Chromebook. Cost to the District is $49,410.00 and will be paid with Chromedesk Activity Funds. B. Chitty
Action
  Funding:
Chromedesk Activity Fund
 
 
Attachments:
 
  Recommendation:
Approve
 
20. Accept and approve the RENEWAL agreement between Broken Arrow Public Schools and Lee's School Supplies to provide the pencil machine at Lynn Wood Elementary with the understanding that all supplies used in the dispenser be purchased from Lee's School Supplies, Inc. Cost is to be determined and will be paid through Lynn Wood's Activity Fund. C. England
Action
  Funding:
Lynn Wood Activity Fund
 
 
Attachments:
 
  Recommendation:
Approve
 
21. Accept and approve the NEW agreement between Broken Arrow Public Schools and Just Gotta Jump to provide inflatables for Super Kids Day at Spring Creek Elementary. Cost to the District is quoted at $2,200.00 and will be paid with Spring Creek Elementary Activity Funds. S. Troutman
Action
  Funding:
Spring Creek Activity Fund
 
 
Attachments:
 
  Recommendation:
Approve
 
22. Accept and approve the NEW agreement between Broken Arrow Public Schools and Store House Printing to provide fundraising opportunities for students at Spring Creek Elementary to raise money for Super Kids Day activities. Cost to the District is quoted at $1,650.00 and will be paid with Spring Creek Activity Funds. S. Troutman
Action
  Funding:
Spring Creek Activity Fund
 
 
Attachments:
 
  Recommendation:
Approve
 
23. Accept and approve the NEW agreement between Broken Arrow Public Schools and Classroom Tees to instruct 3rd grade students at Highland Park Elementary on screen printing of t-shirts. Cost is $10.00 per shirt, paid by the students. Funds will flow through the Activity Funds at Highland Park. B. Schmidt
Action
  Summary:
Date of service is April 19, 2021.
 
  Funding:
Activity Fund
 
 
Attachments:
 
  Recommendation:
Approve
 
24. Accept and approve the Contract and Statement of Work from the Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) in lieu of the grant award approved at the February 8, 2021 Board of Education meeting. J. Brassfield
Action
 
Attachments:
 
  Recommendation:
Approve
 
D) Student Services
25. Accept and approve the NEW agreement between Broken Arrow Public Schools and Leon May Visual Design, Inc. to provide consulting services to the band. Cost to the District is $15,000.00 and will be paid with Instructional Funds. R. Dale
Action
  Funding:
Instructional Fund
 
 
Attachments:
 
  Recommendation:
Approve
 
26. Accept and approve the RENEWAL agreement between Broken Arrow Public Schools and Clear Marketing Concepts, LLC, providing a professional, customizable radio station for use during home sporting events. Cost to the District is $3,600.00 and will be paid with General Funds. S. Dunn
Action
  Summary:
This agreement is for all 2021-2022 home sporting events.
 
  Funding:
General Fund
 
 
Attachments:
 
  Recommendation:
Approve
 
27. Accept and approve the NEW agreement between Broken Arrow Public Schools and Bartlesville Public Schools to provide an opportunity for the BAHS girls basketball team to participate in the ConocoPhillips/Arvest Bank Invitational January 6 - 8, 2022. There is no cost to the District. S. Dunn
Action
 
Attachments:
 
  Recommendation:
Approve
 
28. Accept and approve the NEW agreement between Broken Arrow Public Schools and At Your Service Rentals to provide setup and rental of 4 portable restrooms, including a handicap model, for the BA Relay Track meet on March 19, 2021, also at the BA Middle School Track meet on March 30, 2021 and the BA Tiger Track meet on April 3, 2021. Total cost to the District will $735.00 and will be paid with Athletic Funds. S. Dunn
Action
  Funding:
Athletic Fund
 
 
Attachments:
 
  Recommendation:
Approve
 
29. Accept and approve the NEW agreement between Broken Arrow Public Schools and Enduro Group, LLC, to provide timing service for the BA Track meets scheduled for March 19, March 30 and April 3, 2021. Cost to the District is $2,190.00 and will be paid with Athletic Funds. S. Dunn
Action
  Funding:
Athletic Fund
 
 
Attachments:
 
  Recommendation:
Approve
 
30. Accept and approve the NEW agreement between Broken Arrow Public Schools and Elite Custom Photo Booth, LLC to provide photo booth rental for Prom. Cost to the District is $1,275.00 and will be paid with Junior Board Activity Funds. C. Welborn
Action
  Funding:
Junior Board Activity Fund
 
 
Attachments:
 
  Recommendation:
Approve
 
31. Accept and approve the Standard Master Agreements between Broken Arrow Public Schools and various portrait and photography studios to provide school photography services, including yearbooks, during the 2021-2022 school year. There is no cost to the District. C. Perry
Action
  Funding:
Not Applicable
 
 
Attachments:
 
  Recommendation:
Approve
 
E) Technology Services
32. Accept and approve the RENEWAL agreement between Broken Arrow Public Schools and Pluralsight, LLC for Pluralsight One-Amplify subscription and training. Cost to the District is $1,695.75 and will be paid with General Funds. A. Bowser
Action
  Summary:
Training will include 15 IT department employees.
 
  Funding:
General Fund
 
 
Attachments:
 
  Recommendation:
Approve
 
F) Business Services
33. 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
 
34. Accept and approve the Treasurer's Reports ending February 28, 2021. D. Dollahon
Action
  Summary:
Attached are the monthly Treasurer's Reports ending February 28, 2021.
 
  Funding:
Not Applicable
 
 
Attachments:
 
  Recommendation:
Information Only
 
35. Accept and approve the Activity Fund Reports for February 2021. D. Dollahon
Action
  Summary:
Monthly Activity Fund Summary 02/28/21
 
  Funding:
Not Applicable
 
 
Attachments:
 
  Recommendation:
Information Only
 
36. 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 ($12,313.11) to the General, Building, Child Nutrition, Gift, Workers' Compensation and Bond Funds for February 4, 2021 through March 3, 2021, for the 2020-2021 fiscal year funds.
 
  Funding:
All Funds
 
 
Attachments:
 
  Recommendation:
Approve
 
37. 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 $713,067.64 for the General, Building, Child Nutrition, Workers' Compensation, Bond and Gift Funds effective February 3, 2021 through March 3, 2021, from the 2020-2021 fiscal year funds.
 
  Funding:
All Funds
 
 
Attachments:
 
  Recommendation:
Approve
 
38. Accept and approve the RENEWAL agreement between Broken Arrow Public Schools and Municipal Accounting Systems (MAS) providing financial and human resource software system services for the District. Cost to the District is $47,478.45 and will be paid with General Funds. N. Eneff
Action
  Summary:
MAS is utilized by the District for financial and human resources software system services: Appropriated Funds, Payroll System, Treasurer System, Activity Funds, Personnel Systems, Purchase Requisitions and Fixed Asset System. This renewal is for the 2021-2022 school year.
 
  Funding:
General Fund
 
 
Attachments:
 
  Recommendation:
Approve
 
8.0 Operations
39. Discussion, motion and vote on motion to approve or disapprove the Purchase of furniture for teachers at Oliver Middle School through L&M Office Furniture. Cost to the district is $94,557.45 and will be paid with Bond Funds. M. Bergwall Action
  Summary:
We are purchasing HON furniture off of the Union Public Schools purchasing RFP received April 11, 2017. This proposal was accepted by the BOE on November 4, 2019.
 
  Funding:
Bond Funds
 
  Recommendation:
Approve
 
40. Discussion, motion and vote on motion to approve or disapprove the Bid for the District lawn maintenance services from Verde Vista Resources, Inc. for a price not to exceed $478,780.00 and will be paid with Building Funds. B. Tolomeo Action
  Summary:
The lawn maintenance services bids were received and opened at 10:00AM, CST, Thursday, January 28, 2021 at the Education Service Center. They were rejected at the February 8, 2021 Board Of Education Meeting. After reviewing and looking at bids we are going to accept the general mowing services portion of the bid. We will not be accepting the following line items: spring mulch replacement ($39,675), areate & overseed ($7,700), and curb & gutter Sweeping ($33,450).
Base Bid: $559,605.00
Deducts: $ 80,825.00
Total: $478,780.00
 
  Funding:
Building Fund
 
  Recommendation:
Approve
 
9.0 Instructional Services
41. Discussion, motion and vote on motion to approve or disapprove the NEW agreement between Broken Arrow Public Schools and Trafera to purchase 1,600 Chromebooks. Cost to the District is $483,200.00 and will be paid with Instructional Bond Funds. B. Chitty Action
  Summary:
This purchase will supply the incoming 7th grade class with their 1:1 device they will retain until graduation. The devices will continue to update through Google until June 2021. The 5 year ADP will ensure that the district does not incur fleet repair cost for 5 years on accidental damage. White glove service ensures the devices are delivered in accessible packaging, enrolled in our environment and uploaded to our wifi infrastructure.
 
  Funding:
Instructional Bond Funds
 
 
Attachments:
 
  Recommendation:
Approve
 
10.0 Business Services
42. Presentation and discussion of the monthly financial reports through February 28, 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 Objects 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
 
43. Discussion, motion and vote on motion to approve or disapprove The Application for Temporary Appropriations for 2021-2022 Fiscal Year for the General Fund, Building Fund, Child Nutrition Fund, Gift Fund, Endowment Fund, Workers' Compensation Fund, Arbitrage Fund and Bond Funds (31-39). N. Eneff Action
  Summary:
Application for Temporary Appropriations must first be approved by the Board of Education before submitting to the County Clerk. The County Clerk will present the application to the County Excise Board for approval.
 
  Funding:
All Funds
 
 
Attachments:
 
  Recommendation:
Approve
 
11.0 New Business
44. 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
12.0 Adjourn
45. Adjournment. Action
  Recommendation:
Approve
 
Next regular board meeting is April 12, 2021