Special Meeting of the Board of Education

MINUTES

SPECIAL MEETING OF THE BOARD OF EDUCATION

BROKEN ARROW PUBLIC SCHOOLS

Monday, June 28, 2010 (5:00 p.m.)

THE MEETING OF THE BOARD OF EDUCATION OF BROKEN ARROW PUBLIC SCHOOLS, BROKEN ARROW, OKLAHOMA, WAS CALLED TO ORDER AT CENTRAL ON MAIN, 210 NORTH MAIN, BROKEN ARROW, OKLAHOMA, BY Mrs. Sharon Whelpley.

ROLL CALL

UPON THE ROLL BEING CALLED, THE FOLLOWING WERE PRESENT:

BOARD MEMBERS:

Mrs. Sharon Whelpley

Mrs. Shari Wilkins

Mrs. Cheryl Kelly

Mr. Terry Stover

Mr. Jerry Denton

ALSO IN ATTENDANCE: Dr. Gary Gerber, Mr. Jarod Mendenhall, Amy Fichtner, Paulette Coulter, Melissa Addison, Keith Isbell, Ann Wade, Cathy Metevelis, Rob Armstrong, Curtis Green, Michelle Bergwall, Bruce Schutte, Nancy Romas, Kaye Wyly, Carla Lopez English, Gordon Moeller, and Nour Habib-BA Ledger.

Meeting Call to Order

1. Call to Order

Meeting was called to by Mrs. Sharon Whelpley, President, at 5:00 p.m. Mr. Stover joined the meeting at 5:15 p.m.

Formal Adoption of Agenda

2. Formal Adoption of Agenda

RECOMMENDATION: Approve

Motion was made and seconded to approve the agenda as presented.

ORIGINAL - Motion

Member (Mrs. Cheryl Kelly) Moved, Member (Mrs. Shari Wilkins) seconded to approve the ORIGINAL motion 'Approve'. Upon a roll call vote being taken, the vote was: Yes: 4 No: 0. The motion CARRIED. 4 - 0

Construction Services

3. Contract for architectural services with Beck Design for renovations, Supplemental Schedule No.10 includes architectural services, engineering, bidding and construction administration: Discussion, motion and vote on motion to approve or disapprove the proposed contract with Beck Design for a fee of $22,765. J. Moburg

RECOMMENDATION: Approve

Michelle Bergwall, Chief Operating Officer for the School District, presented item for approval. Motion was made and seconded to approve the proposed contract with Beck Design for a fee of $22,765 for renovations.

ORIGINAL - Motion

Member (Mrs. Cheryl Kelly) Moved, Member (Mr. Jerry Denton) seconded to approve the ORIGINAL motion 'Approve'. Upon a roll call vote being taken, the vote was: Yes: 4 No: 0. The motion CARRIED. 4 - 0

Superintendent/Board of Education/Communications

4. Discussion, motion and vote on motion to approve or disapprove payment of $5,000 to come from bond fund (32) for closing costs, including surveys, environmental inspections, and other related costs on real property; Legal Description being: Lots Eleven (11), Twelve (12), and Thirteen (13) Block Nineteen Original Town of Broken Arrow. G. Gerber

RECOMMENDATION: Approve

Motion was made and seconded to approve payment of $5,000 to come from bond fund (32) for closing costs, including surveys, environmental inspections, and other related costs on real property; Legal Description being: Lots Eleven (11), Twelve (12), and Thirteen (13) Block Nineteen Original Town of Broken Arrow.

ORIGINAL - Motion

5. Discussion, motion and vote on motion to approve or disapprove an amendment of bond fund (33) to bond fund (32) found in item 20, approved at Board of Education regular meeting of 6.21.10 for the amount of $95,000.00.

RECOMMENDATION: Approve

Motion was made and seconded to approve an amendment of bond fund (33) to bond fund (32) found in item 20, approved at Board of Education regular meeting of 6.21.10 for the amount of $95,000.00.

ORIGINAL - Motion

Member (Mr. Jerry Denton) Moved, Member (Mrs. Cheryl Kelly) seconded to approve the ORIGINAL motion 'Approve'. Upon a roll call vote being taken, the vote was: Yes: 4 No: 0. The motion CARRIED. 4 - 0

Approve General Consent Agenda Items

RECOMMENDATION: Approve

Motion was made and seconded to approve General Consent Agenda Items #6 and #7.

ORIGINAL - Motion

Member (Mrs. Cheryl Kelly) Moved, Member (Mr. Jerry Denton) seconded to approve the ORIGINAL motion 'Approve'. Upon a roll call vote being taken, the vote was: Yes: 4 No: 0. The motion CARRIED. 4 - 0

6. Ratification of Encumbrance Orders totaling $3,331,667.49, for the General, Building, Child Nutrition, Bond and Gift Funds for June 16, 2010 through June 24, 2010, from the 2009-2010 fiscal year funds. Item is pending Board approval and is posted on the district website at www.baschools.org

7. Ratification of Encumbrance Change Orders for the General, Building, Child Nutrition and Bond Funds for the 2009-2010 fiscal year funds totaling $(59,317.16) Item is pending Board approval and is posted on the Broken Arrow Public Schools district website at www.baschools.org

Administrative Services

8. Discussion, motion and vote on motion to approve or disapprove Tulsa Harvest Church for an additional six-month extension from July 4 to December 26, 2010 for Sunday services at Centennial Middle School. C. Williamson

RECOMMENDATION: Approve

Motion was made and seconded to approve Tulsa Harvest Church for an additional six-month extension from July 4 to December 26, 2010 for Sunday services at Centennial Middle School.

ORIGINAL - Motion

Member (Mrs. Shari Wilkins) Moved, Member (Mr. Jerry Denton) seconded to approve the ORIGINAL motion 'Approve'. Upon a roll call vote being taken, the vote was: Yes: 4 No: 0. The motion CARRIED. 4 - 0

Curriculum and Instruction

9. Discussion, motion and vote on motion to approve or disapprove a contract with Bo Belcher for the sale of advertising space in the athletic program for Broken Arrow High School athletic events. R. Armstrong

RECOMMENDATION: Approve

Motion was made and seconded to approve a contract with Bo Belcher for the sale of advertising space in the athletic program for Broken Arrow High School athletic events.

ORIGINAL - Motion

Member (Mrs. Shari Wilkins) Moved, Member (Mrs. Cheryl Kelly) seconded to approve the ORIGINAL motion 'Approve'. Upon a roll call vote being taken, the vote was: Yes: 4 No: 0. The motion CARRIED. 4 - 0

Human Resources

10. Discussion, motion and vote on motion to approve or disapprove a contract renewal with Consolidated Benefits Resources for FY2011.

RECOMMENDATION: Approve

Motion was made and seconded to approve a contract renewal with Consolidated Benefits Resources for FY2011. Mr. Terry Stover arrived during this motion and abstained during the vote.

ORIGINAL - Motion

Member (Mrs. Shari Wilkins) Moved, Member (Mr. Jerry Denton) seconded to approve the ORIGINAL motion 'Approve'. Upon a roll call vote being taken, the vote was: Yes: 4 Abstain: 1 No: 0. The motion ( ) 4 – 1– 0

11. Discussion, motion and vote on motion to approve or disapprove the District's Excess Workers Compensation Coverage policy.

The District is successfully self-insured for workers compensation. An excess workers compensation policy is purchased annually to protect the District from catastrophic claims and as required by the Workers Compensation Court. This policy has a $300,000 specific retention limit for a single claim/occurrence and a $1,000,000 plan aggregate. This policy is a 2-year policy which allows the premium rate of 5.05% to be locked in. It is subject to annual approval by the Board of Education consistent with fiscal year. FY2011 deposit premium is $52,707.

RECOMMENDATION: Approve

Motion was made and seconded to approve the District's Excess Workers Compensation Coverage policy, Quote "C" for 2 year period with annual Board approval.

ORIGINAL - Motion

Member (Mrs. Shari Wilkins) Moved, Member (Mr. Jerry Denton) seconded to approve the ORIGINAL motion 'Approve'. Upon a roll call vote being taken, the vote was: Yes: 5 No: 0. The motion CARRIED. 5 - 0

12. Discussion, motion and vote on motion to approve or disapprove Property, Liability and Vehicle Insurance Policies for FY2011.

The renewal date for the District's property, liability and vehicle insurance policies is July 1, 2010. Several companies received quote information from Mr. Bruce Schutte, agent of record representing the district. Two companies declined to quote for 2010-11. It is recommended that the District renew with Greenwich for property, liability and vehicle insurance.

RECOMMENDATION: That the Board of Education move to approve the property, liability and vehicle insurance policies premium for 2010-11 fiscal year for the amount of $632,916 to Greenwich Insurance.

Motion was made and seconded to approve that the Board of Education move to approve the property, liability and vehicle insurance policies premium for 2010-11 fiscal year for the amount of $632,916 to Greenwich Insurance.

ORIGINAL - Motion

Member (Mrs. Cheryl Kelly) Moved, Member (Mrs. Shari Wilkins) seconded to approve the ORIGINAL motion ‘Approve’. Upon a roll call vote being taken, the vote was: Yes: 4 No: 1. The motion ( ). 4 – 1. Yes: Mrs. Sharon Whelpley, Mrs. Shari Wilkins, Mrs. Cheryl Kelly, and Mr. Jerry Denton. No: Mr. Terry Stover.

Technology

13. Discussion, motion and vote on motion to approve or disapprove utilizing Mizuni Inc. as the SIF compliance agent for the State WAVE reporting program at a total cost of $195,950 to be paid for from technology bond funds.

RECOMMENDATION: Approve

Motion was made and seconded to approve utilizing Mizuni Inc. as the SIF compliance agent for the State WAVE reporting program at a total cost of $195,950 to be paid for from technology bond funds.

ORIGINAL - Motion

Member (Mr. Jerry Denton) Moved, Member (Mrs. Shari Wilkins) seconded to approve the ORIGINAL motion 'Approve'. Upon a roll call vote being taken, the vote was: Yes: 5 No: 0. The motion CARRIED. 5 - 0

14. Discussion, motion and vote on motion to approve or disapprove the purchase order number 2010-34-61 to Mizuni Inc. in the amount of $195,950.

RECOMMENDATION: Approve

Motion was made and seconded to approve the purchase order number 2010-34-61 to Mizuni Inc. in the amount of $195,950.

ORIGINAL - Motion

Member (Mrs. Cheryl Kelly) Moved, Member (Mrs. Shari Wilkins) seconded to approve the ORIGINAL motion 'Approve'. Upon a roll call vote being taken, the vote was: Yes: 5 No: 0. The motion CARRIED. 5 - 0

Board of Education

15. Challenged Materials Training. Information only

Amy Fichtner, incoming Assistant Superintendent for Instruction, provided the training to the Board members.

Executive Session

16. Discussion, consideration and vote to go into executive session for the purpose of discussing the possible appointment or reassignment of duties for any central office administrator or principal and the 2010-2011 organizational chart as authorized by Title 25, O.S. ( 2008 Supp ) Sections 307 B. 1 and 7.

RECOMMENDATION: Approve

Motion was made and seconded to enter into executive session at 5:59 p.m. for the purpose of discussing the possible appointment or reassignment of duties for any central office administrator or principal and the 2010-2011 organizational chart as authorized by Title 25, O.S. ( 2008 Supp ) Sections 307 B. 1 and 7.

ORIGINAL - Motion

Member (Mr. Terry Stover) Moved, Member (Mr. Jerry Denton) seconded to approve the ORIGINAL motion 'Approve'. Upon a roll call vote being taken, the vote was: Yes: 5 No: 0. The motion CARRIED. 5 - 0

Return to Open Session

17. Vote to acknowledge that the board has returned to open session and to acknowledge the board clerk's statement of the minutes of the executive session.

RECOMMENDATION: Approve

Motion was made and seconded to return to open session 6:39 p.m. The Board of Education, Dr. Gary Gerber, and Jarod Mendenhall entered into Executive Session at 5:59 p.m. for the purpose of discussing the possible appointment or reassignment of duties for any central office administrator or principal and the 2010-2011 organizational chart as authorized by Title 25, O.S. ( 2008 Supp ) Sections 307 B. 1 and 7. This constitutes the minutes of executive session.

ORIGINAL - Motion

Member (Mrs. Shari Wilkins) Moved, Member (Mr. Terry Stover) seconded to approve the ORIGINAL motion 'Approve'. Upon a roll call vote being taken, the vote was: Yes: 5 No: 0. The motion CARRIED. 5 - 0

Adjourn

18. Adjournment

RECOMMENDATION: Approve

The motion was made and seconded to adjourn the meeting at 6:39 p.m.

ORIGINAL - Motion

Member (Mr. Terry Stover) Moved, Member (Mr. Jerry Denton) seconded to approve the ORIGINAL motion 'Approve'. Upon a roll call vote being taken, the vote was: Yes: 5 No: 0. The motion CARRIED. 5 - 0

Board of Education Special Meeting

June 28, 2010