Board of Education Official Meeting Minutes

UTICA COMMUNITY SCHOOLS
BOARD OF EDUCATION MINUTES
Joan C. Sergent
Instructional Resource Center
14201 Canal Road
Sterling Heights, MI  48313

UTICA COMMUNITY SCHOOLS
BOARD OF EDUCATION
Joan C. Sergent Instructional Resource Center
14201 Canal Road
Sterling Heights, MI  48313
June 23, 2014

Attending: G. Klida, R. Ross, K. Krolczyk, M. Templeton
Absent: C. Klenow, J. Prybys

1-2       Meeting Called to Order
Board Vice President Mrs. Gene Klida called the meeting to order at 7:00 p.m. followed by The Pledge of Allegiance.

3.         Minutes
Motion by Ross, support by Krolczyk, that the minutes be approved as presented.

Motion carried. 

4.         Superintendent’s Report
Superintendent Dr. Christine Johns stated that the close of the 2013-2014 school year was successful. The district is now focusing full attention on school readiness. An important decision that set the stage for school readiness activities was the adoption of the 2014-2015 budget at the June 9 Board of Education meeting. Later that week state lawmakers adopted the school aid bill that will impact the 2014-2015 approved budget. 

Dr. Johns stressed that Utica Community Schools has an approved and balanced 2014-2015 budget through a strategic use of fund equity and a minimal foundation allowance increase of $50 per pupil. In addition, this balanced budget provides stability for students by allowing the district to maintain existing programs and services.

Ms. Jill Tomyn, Executive Director of Business and Finance, presented information on the budget as adopted by the Board of Education on June 9 and the effect of the newly adopted school aid bill.

Dr. Johns also stated that Velocity Jr. was recognized by the White House through an initiative targeting innovation and entrepreneurship in the manufacturing industry. The district’s Velocity Jr. partnership with the city of Sterling Heights was cited as an example for how it benefits not only students, but their future employers who have a critical need for the science, technology, engineering and math STEM skill set. Now in its third summer, Velocity Jr. is offering more than 20 STEM-related camps for students in kindergarten through high school.

As this was the last official meeting of the 2013-2014 school year, Dr. Johns thanked the Board of Education once again for their exemplary leadership. She stated that she is fortunate to work for a board that puts student achievement at the forefront of every decision.

5.         Community Correspondence
There was no community correspondence to acknowledge. 

6.         Public Communication
There were no requests for public communication presented.


7A.      Michigan High School Athletic Association (MHSAA)
Mr. Robert Monroe, Assistant Superintendent for Teaching and Learning, discussed the MHSAA membership resolution that was submitted for approval. He stated that school districts throughout Michigan have worked with the MHSAA to establish a common set of rules for the orderly administration of an interscholastic athletic program which promotes academic integrity and competitive equity. The membership resolution requires the listed schools in our district to follow the standardized rules and obligates the administration and Board of Education to enforce those rules.

Motion by Ross, support by Krolczyk, that the Board of Education adopt the Michigan High School Athletic Association membership for the year, August 1, 2014 through July 31, 2015 as presented. Mrs. Templeton called the roll.

Yeas: R. Ross, K. Krolczyk, G. Klida, M. Templeton
Absent: C. Klenow, J. Prybys

Motion carried. 

7B.      Summer Collection of Taxes
Ms. Tomyn stated that the summer collection of taxes resolution for the 2015-2016 fiscal year was submitted for consideration by the Board of Education. This resolution will impose a summer tax levy to collect one-half of school property taxes, including debt services, upon property located within the school district and will request each city and/or township in which the district is located to collect such taxes.

Motion by Templeton, support by Ross, that the Board of Education approve the Summer Collection of Taxes Resolution for the 2015-2016 fiscal year. Mrs. Templeton called the roll.

Yeas: M. Templeton, R. Ross, K. Krolczyk, G. Klida
Absent: C. Klenow, J. Prybys

Motion carried. 

8A       Elementary Reading Series-Second Reading
Mr. Monroe stated that this spring, a reading series was reviewed for instructional value at the elementary level. This study involved roughly 100 teachers from all grade levels as well as Special Education and English Learners. Participants had the opportunity to use materials from two vendors over the span of 12 weeks, McGraw Hill and Houghton Mifflin. At the end of the study, participants completed rubrics to evaluate the essential elements of a high quality literacy plan, as well as the necessary technology components. The McGraw Hill series entitled Wonders was recommended by the participants. This request has been reviewed by the Curriculum Leadership Council and the Curriculum Subcommittee of the Board of Education.

Motion by Templeton, support by Ross, that the Board of Education approve the Elementary Reading Series Wonders by McGraw Hill as presented.

Motion carried. 

8B1.     Policy 3300-Food Service Program
Ms. Tomyn presented Policy 3300-Food Service Program for a second reading and recommended its deletion. Food Service must comply with state and federal regulations thus eliminating the need for District policy relating to the aforementioned topic.

Motion by Ross, support by Krolczyk, that the Board of Education approve the deletion of Policy 3300-Food Service Program.

Motion carried. 

8B2.    Policy 3305-Free School Lunch
Ms. Tomyn presented Policy 3305-Free School Lunch for a second reading and recommended its deletion. Food Service must comply with state and federal regulations thus eliminating the need for District policy relating to the aforementioned topic.

Motion by Templeton, support by Ross, that the Board of Education approve the deletion of Policy 3305-Free School Lunch.

Motion carried.

8B3.    Policy 4310 Compensation for Non-Affiliated Employees
Mr. Michael Sturm, Executive Director for Human Resources, presented Policy 4310-Compensation for Non-Affiliated Employees for a second reading and recommended approval of the Policy 4310, which is reviewed annually.

Motion by Templeton, support by Ross, that the Board of Education approve Policy 4310 – Compensation for Non-Affiliated Employees as presented.

Motion carried.

8C1.     Authorization for Investment of School District Funds
Ms. Tomyn stated that the Utica Community Schools investment officer is authorized annually to invest school district funds and make fund and wire transfers for investments. For the 2014-2015 year, the Assistant Superintendent for Business and Employee Services is recommended as the authorized investment officer.

Motion by Ross, support by Templeton, that the Assistant Superintendent for Business and Employee Services be appointed as the investment officer for the 2014-2015 year.

Motion carried.

8C2.    Set Bond for Various Officials
Ms. Tomyn stated that it is recommended on an annual basis that the District’s Board President, Board Treasurer, Superintendent, Assistant Superintendent for Business and Employee Services, Executive Director of Business and Finance, and Controller are each bonded in the amount of $1,000,000.

Motion by Templeton, support by Krolczyk, that the Board of Education authorize the bonding of the Board President, Board Treasurer, Superintendent, Assistant Superintendent for Business and Employee Services, Executive Director of Business and Finance, and Controller in the amount of $1,000,000 for the 2014-2015 year.

Motion carried.

The following two items (8C3 & 8C4) were approved in a consent agenda:

8C3.    Authorization of Banks for Deposit
Annual authorization occurs for banks as depositories for Utica Community Schools.  The 2014-2015 banks recommended for authorization of deposits for Utica Community Schools:

Bank of America
Charter One
Comerica Bank
Credit Union One
Fifth Third Bank
Flagstar Bank
Huntington National Bank
J.P. Morgan Chase & Co.
Michigan Schools and Government Credit Union
PFM Asset Management/Michigan School District Liquid Asset Fund

8C4.    Authorization of Firms for Purchase of Commercial Paper Investments
Annual authorization occurs for firms for the purchase of commercial paper investments.  The 2014-15 firms recommended for authorization for the purchase of commercial paper:

Bank of America
CitiGroup Global Markets, Inc.
Comerica Bank
J.P. Morgan Chase Securities, Inc.
Merrill Lynch
PFM Asset Management/Michigan School District Liquid Asset Fund

Motion by Ross, support Templeton by, that the Board of Education authorize the recommended banks as depositories for the funds of Utica Community Schools for 2014-2015 as presented and that the Board of Education authorize the recommended firms for the purchase of commercial paper investments for 2014-2015 as presented.

Motion carried.

8C5.    Authorization of Legal Counsel
Annual authorization occurs for firms for the provision of legal counsel and services. The 2014-2015 firms recommended for authorization for legal counsel and services:

Butzel Long
Clark Hill, P.L.C.
Cummings, McClorey, Davis & Acho, P.L.C.
Dickinson, Wright, P.L.C.
Keller Thoma
LaPointe & Associates, P.C.
Lusk & Albertson, P.C.
Miller, Canfield, Paddock and Stone
O’Reilly Rancilo, P.C.
Plunkett & Cookey
Thrun Law Firm, P.C.
Secrest, Wardle, Lynch, Hampton, Truex & Morley

Motion by Ross, support by Templeton, that the Board of Education authorize the recommended firms to provide legal counsel and services for Utica Community Schools for 2014-2015 as presented.

Motion carried. 

8C6.    Authorization of Auditing Firm
Annual authorization occurs for a firm to perform the audit. The 2014-2015 firm recommended for the Utica Community Schools 2014-2015 audit is Plante & Moran, PLLC.

Motion by Templeton, support by Ross, that the Board of Education authorize the recommended auditing firm, Plante & Moran, PLLC to perform the 2014-2015 Utica Community Schools audit.

Motion carried. 

8D.      Change in Regular Board of Education Meeting Schedule
Mrs. Klida made the recommendation to cancel the regularly scheduled Board of Education meetings on July 14 and July 28, 2014. The change to the regular meeting schedule will be posted in accordance with the Open Meetings Act.

Motion by Ross, support by Krolczyk, that the Board of Education cancel the Monday,
July 14, 2014 and Monday, July 28, 2014 regularly scheduled meetings.

Motion carried.

9A.      Changes in Certified Personnel
Mr. Sturm presented the changes in certified personnel since the last presentation to the Board of Education on June 9, 2014.

Motion by Templeton, support by Ross, that the Board of Education approve the changes in certified personnel as presented.

Motion carried. 

9B1.      Utica Federation of Teachers
Mr. Sturm reported that an agreement was reached between the Utica Federation of Teachers and the Utica Community Schools Board of Education. The new contract is a one (1) year contract, commencing July 1, 2014 and expiring June 30, 2015. The details of the agreement were reported to the Board of Education and are within the economic parameters established by the Board.

Motion by Templeton, support by Ross, that the Board of Education ratify the agreement between Utica Community Schools and the Utica Federation of Teachers effective July 1, 2014 through June 30, 2015.

Motion carried. 

9B2.      Mechanics Association-Local 1664
Mr. Sturm reported that the membership of Mechanics Association-Local 1664 represented by the American Federation of School and Municipal Employees, Chapter 25, ratified the Tentative Agreement reached between it and the Board of Education. The new contract is a two (2) year contract, commencing July 1, 2014 and expiring June 30, 2016. The details of the agreement were reported to the Board of Education and are within the economic parameters established by the Board.

Motion by Ross, support by Krolczyk, that the Board of Education ratify the agreement between Utica Community Schools and Mechanics Association – Local 1664 effective July 1, 2014 through June 30, 2016.

Motion carried.

9C1.      Elementary Principal
Dr. Johns made the recommendation to appoint Jennifer M. Kleiner to the position of Elementary School Principal. Mrs. Kleiner’s credentials were reviewed.
Motion by Templeton, support by Ross, that the Board of Education appoint Ms. Jennifer M. Kleiner to the position of Elementary School Principal.

Motion carried.

10A.      Financial Report - Part II
Ms. Tomyn reviewed Part II of the Financial Report for Utica Community Schools as of May 31, 2014. Inquiries regarding this report may be directed to Ms. Stephanie Eagen, Assistant Superintendent for Business and Employee Services, or Ms. Tomyn.

The Board of Education accepted the report as presented. 
10B.      Schedule of Bills Report
Ms. Tomyn reviewed information on the schedule of bills for the General Fund.

Prior to the Board of Education meeting, all pertinent information necessary to process payment of the bills was reviewed by Dr. Robert A. Ross, Treasurer of the Board of Education, in conjunction with Ms. Evelyn Bihl, Controller. Inquiries concerning the schedule of bills may be directed to Ms. Eagen or Ms. Tomyn.

General Fund:
GENERAL FUND (06/11/14) ......................................... $ 1,570,361.36
GENERAL FUND (06/18/14) ......................................... $ 545,841.70
General Fund Total                                                        $ 2,116,203.06

The Board of Education accepted the report as presented. 

10C1.     McGraw Hill Reading Series 3-6
Mr. Monroe presented the information on the reading series Wonders by McGraw Hill. He stated the series was recommended for purchase to continue the focus on a comprehensive literacy program that integrates phonics, phonemic awareness, vocabulary, fluency and comprehension. This purchase will enable teachers of grades 3 through 6 to provide 21st century learning skills with a focus on critical reading, writing, thinking, speaking, and listening. Students will have the opportunity to access information in print and digital formats and allow them to be self-directed and accountable both from school and home. This request was reviewed by the Curriculum Leadership Council, Business and Finance department and Curriculum Subcommittee of the Board of Education.

Motion by Templeton, support by Ross, that the Board of Education approve the purchase of the reading series Wonders by McGraw Hill for grades 3 through 6 in the amount of $579,546.00 to be implemented in the 2014-2015 school year as presented.

Motion carried.

10C2.    Custodial Supplies
Mr. Mark Davey, Assistant Superintendent for Auxiliary Services, reviewed competitive bids for custodial supplies that will be direct-shipped from the vendors to each school on an as needed basis. The bids were evaluated based on the vendors’ offerings of the best mix of products, pricing and order size requirements. In addition to the items through the bid, a variety of floor care products will be recommended for purchase through GCA Services Group in an amount not to exceed $68,000.

Results of the bid were reviewed by the Operations and Security department, the Business/Finance department and the Capital Projects Subcommittee of the Board of Education. Overall, unit prices increased an average of 5.75 percent compared to last year. Funding for the supplies and floor care products is provided by the General Fund and is estimated at $326,250. 

Motion by Ross, support by Krolczyk, that the Board of Education award the purchase of custodial supplies based on the unit price schedules submitted through September 30, 2015 and to approve the purchase of floor-care products from GCA Services Group in an amount not to exceed $68,000.

Motion carried. 

10C3.    Workers’ Compensation-Claims Service Provider
Ms. Tomyn stated that Utica Community Schools is self-insured in the area of workers’ compensation. The district utilizes a third party, Broadspire Services Inc., to administer claims. The current service contract with Broadspire Services Inc. expires on August 31, 2014. The district has been satisfied with the administration of claims by its current provider and is recommending a two-year contract renewal for a fee of $39,170 per year.

Motion by Ross, support by Templeton, that the Board of Education approve Broadspire Services Inc., the Workers’ Compensation claims service provider, for two years beginning September 1, 2014 and ending in August 31, 2016 in an amount equal to $39,170 per year.

Motion carried. 


10C4.    Workers’ Compensation-Excess Insurance Coverage
Ms. Tomyn also stated that a component of being self-insured is obtaining excess insurance coverage to cover significant work-related injury claims. Quotes were requested from the claims service provider, Broadspire Services Inc., for the excess coverage portion of the program. Our current carrier, Midwest Employers Casualty Company, submitted the lowest quote. The cost of the recommended excess coverage at a $400,000 retention level per occurrence is $64,066 per year. This rate is fixed for the two-year period September 1, 2014 through August 31, 2016.

Motion by Templeton, support by Ross, that the Board of Education approve Midwest Employers Casualty Company as the Excess Insurance carrier effective September 1, 2014 through August 31, 2016 for $64,066 per year.

Motion carried. 

10C5.    Food Service Products
Ms. Tomyn stated that competitive bids were received from six vendors for Food Service products for the 2014-15 school year. The bids were reviewed by the Food Services department, the Business/Finance department and Capital Projects Subcommittee of the Board of Education.  These products represent an expenditure of approximately $1,716,750 for the year. A sampling of the unit prices reflects an increase of about eight percent compared to last year. 

Motion by Ross, support by Templeton, that the Board of Education accept the bids for Food Service Products based on the unit prices submitted by Van Eerden Food Service, US Foods, and Knickerbocker Baking, Inc.

Motion carried. 

10C6.    Food Service Produce
Ms. Tomyn stated that competitive bids were received from eight vendors for Food Service produce for the 2014-2015 school year. The bids were evaluated by the Food Services department, Business/Finance department and Capital Projects Sub-Committee of the Board of Education. These products represent an expenditure of approximately $379,500 for the year. A sampling of the unit prices reflects an increase of about seven percent compared to last year.

Motion by Templeton, support by Krolczyk, that the Board of Education accept the bid for Food Service Produce based on the unit prices submitted by Lumetta Distribution LLC.

Motion carried.

10C7.    Miscellaneous Food Service Equipment – Phase II
Ms. Tomyn stated that competitive bids were received from three vendors for the purchase of a variety of kitchen equipment, which includes freezers, refrigerators, milk coolers, carts and other items. This purchase will utilize Food Service Funds and has been reviewed by the Food Services Department, the Business/Finance Office, and the Capital Projects Sub-Committee of the Board of Education.  The district has purchased equipment from the recommended vendors in the past.


Motion by Ross, support by Krolczyk, that the Board of Education accept the bids from the following vendors:
Stafford Smith, Inc.                             $343,162.80
Great Lakes Hotel Supply Co.             $231,546.00
TOTAL                                               $574,708.80

Motion carried.

11.        Board Announcements
Mrs. Klida acknowledged that this was the last Board of Education meeting for both Mr. Davey and Mrs. Diana Yurgalonis, Administrative Assistant to the Superintendent. She thanked them for their service and presented each with a retirement gift on behalf of the Board of Education.

12.        Adjournment
Motion by Ross, support by Krolczyk, to adjourn at 7:50 p.m.

Motion carried.

Respectfully submitted,

 

Mrs. Michele Templeton, Secretary

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