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
March 9, 2015
7:00 p.m.

Attending:  C. Klenow, G. Klida, R. Ross, M. Templeton, J. Prybys, M. Thomas

Absent:        K. Krolczyk

1-2.      Meeting Called to Order
Board President Dr. Carol Klenow called the meeting to order at 7:00 p.m. followed by The Pledge of Allegiance.

3.         Minutes
Motion by Klida, support by Prybys, that the minutes be approved as presented.

Motion carried unanimously.

4A.      Recognition – Eisenhower High School Academic Scholars
Executive Administrator of Schools Mr. Mike Bender stated that Utica Community Schools was pleased to recognize 156 Academic Scholars from Eisenhower High School.  He said these seniors distinguished themselves by engaging in a rigorous program of study and achieving high academic standing during the past seven semesters. In addition to their commitment to academic excellence, these students have participated in many curricular and extracurricular activities and have contributed countless hours of community service.

Mr. Bender also said that for their accomplishments, many students received county, state and national honors.  All of these outstanding students plan to continue their education in the fall at the university level. Principal Nanette Chesney announced each of the Eisenhower Academic Scholars in attendance.  Board of Education members congratulated the students individually and commented on their achievements.

4B.      Recognition – 2015 Scholastic Art Awards
Executive Director of Innovation, Federal and State Programs and Curriculum Dr. Mary Johnston stated the Scholastic Art Awards Festival is the country’s largest and longest-running recognition program for creative young people.  She said Macomb Community College and College for Creative Studies sponsor this program in the Michigan thumb region.  More than 2,600 works of art and 70 art portfolios were received from middle and high school students in Huron, Lapeer, Macomb, Sanilac and St. Clair counties.  She introduced art teacher Lisa Grunewald who announced each of the winners in attendance and the awards they received.  Board of Education members congratulated the students individually and commented on their achievements.

5.         Superintendent’s Report
Dr. Christine M. Johns stated that all 25 elementary schools will host kindergarten open houses on March 18.  Registration materials and more information are available on the UCS Web site.  She added that another important event for parents will take place March 11 as the district sponsors an informational meeting called “Leaving a Positive Digital Footprint: Teaching Children Safe and Effective Ways to Use Technology.”  Dr. Johns concluded by sharing one more important calendar event for UCS families, the annual Career Expo, set for March 19 at Eisenhower High School.  This event is free and features approximately 100 business representatives providing information on their line of work, how they prepared for their jobs and the importance of post-secondary education.

6.         Community Correspondence
There was no community correspondence to be acknowledged.

7.         Public Communication
There were no requests for public communication.

8.         Resolution Authorizing 2015 School Building and Site and Refunding Bonds
Assistant Superintendent for Business Services Ms. Stephanie Eagen stated the 2015 School Building and Site and Refunding Bonds resolution authorizes the issuance of bonds in an amount not to exceed $28,000,000.  The purpose of this transaction is to provide funding for remodeling or additions at existing buildings, acquiring and installing technology equipment and infrastructure, acquiring school buses; and other purposes as permitted by the 2009 Bond election.  This resolution will also provide for the refunding of a portion of the 2006 School Building and Site Bonds.

This resolution has been prepared by bond counsel Miller, Canfield, Paddock and Stone, P.L.C. with parameters established by financial advisors Stauder, Barch & Associates, Inc.  It was reviewed by the Business Services Department and the Capital Projects Subcommittee of the Board of Education.

Motion by Ross, support by Klida, that the Board of Education approve the Resolution Authorizing 2015 School Building and Site and Refunding Bonds as presented.  Mrs. Templeton called the roll.

Yeas:  Ross, Klida, Thomas, Prybys, Klenow, Templeton

Motion carried unanimously.

9.           Student Expulsion
Dr. Johns stated that based on review of the case, she affirmed the recommendation of the principal for permanent expulsion of student #100018499.  The act was in violation of Board of Education Policies 5100 and 5105.

Motion by Templeton, support by Prybys, that the Board of Education permanently expel student #100018499 from Utica Community Schools.

Motion carried unanimously.

10A.     Changes in Certified Personnel
Changes in certified personnel since the Board of Education meeting on February 9, 2015 were presented for approval.

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

Motion carried unanimously.

10B.     Administrative Appointment - Controller
A recommendation was made on behalf of Dr. Johns to appoint Ms. Vicki Malinowski to the position of Controller. Ms. Malinowski’s credentials were reviewed.
Motion by Ross, support by Klida, that the Board of Education appoint Ms. Vicki Malinowski to the position of Controller.

Motion carried unanimously.

11A.       Financial Report – Part I & II
Executive Director of Business and Finance Ms. Jill Tomyn reviewed Financial Report Part I, General Fund as of February 28, 2015 and Financial Report Part II as of January 31, 2015 including reports on the status of the following funds:

                        Capital Projects                                   Food Service
Trust and Agency                    Internal Service
Enrichment

Inquiries concerning these reports may be directed to Ms. Eagen or Ms. Tomyn.

The Board of Education accepted the report as presented. 

11B.       Schedule of Bills Report
Ms. Tomyn presented the schedule of bills for the General Fund and Capital Projects 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 (February) - SPECIAL .......................... $18,852,899.68 
GENERAL FUND (02/11/15) ................................................ $461,956.50 
GENERAL FUND (02/18/15) ................................................ $441,784.16 
GENERAL FUND (02/25/15) ............................................. $3,047,307.04 
GENERAL FUND (03/04/15) ................................................ $797,498.70 
General Fund Total                                                      $23,601,446.08

BOND 2009:
CAPITAL PROJECTS 2009 – January 2015............................... $59,060.52
CAPITAL PROJECTS 2012 – January 2015............................... $59,117.00
CAPITAL PROJECTS 2013 – January 2015............................... $90,376.71
CAPITAL PROJECTS 2014 – January 2015............................... $19,302.91
Bond 2009 Total                                                               $227,857.14

The Board of Education accepted the report as presented. 

11C1.     Contract Award – Local Exchange Carrier Services
Ms. Eagen stated that competitive bids were received for Local Exchange Carrier Services including local, local toll and long distance services for the district’s telecommunications system.  This bid was sent to six vendors and posted on the Universal Service Administrative Company (USAC) website in accordance with USAC rules and regulations for federal E-Rate reimbursement eligibility.

This bid package includes nine voice circuits and requires that the selected vendor maintain the district’s current block of 8,000 consecutive phone numbers.  Analysis of the monthly costs of the current circuits and the proposed circuits shows that as a result of this bid, the district will benefit from a cost reduction of approximately 14 percent.  The new pricing will result in a savings of approximately $8,300 annually.  This project has been reviewed by the Capital Projects Subcommittee of the Board of Education and will be funded from the General Fund.

The recommended vendor, Windstream Communications, is the current provider of these services to Utica Community Schools and has performed well for the past five years.  Windstream has agreed to provide UCS with a five-year contract term commencing on July 1, 2015.

Motion by Ross, support by Templeton, that the Board of Education award Bid B-1959-15, estimated at approximately $49,140 annually for Local Exchange Carrier Services at the presented unit prices, to Windstream Communications for a five-year term from July 1, 2015 through June 30, 2020.

Motion carried unanimously.

11C2.   Contract Award – Fluorescent Lighting Retrofit
Assistant Superintendent for Auxiliary Services Mr. Robert Kelly stated that as a result of the Energy and Security Independence Act of 2007 the commonly used T12 linear fluorescent lamp is no longer in production.  The purpose of this legislation was to reduce the nation’s electrical consumption by replacing the T12 lamps with more energy efficient models.  T12 lamps were typically installed with the original construction of our buildings.

In response to this legislation and continuing district efforts to update our facilities, competitive bids were received to retrofit T12 fixtures in selected areas of Henry Ford II High School and Jeannette Junior High School.  The scope includes removing and disposing of the original fixtures, installing new T8 fixtures and the associated wiring necessary for fixtures to function properly.

The bids were reviewed by the Business Services Department and Auxiliary Services Department.  The summary and plans were reviewed by the Capital Projects Subcommittee of the Board of Education.  Project funding is through the 2009 Bond Issue.  The associated purchase order process will be initiated on March 10, 2015 and conclude once the vendors satisfactorily complete the project, resolve punch list items and submit close-out documentation.  It is anticipated this close out will be completed by December 31, 2015.

Motion by Prybys, support by Thomas, that the Board of Education accept bids for the fluorescent lighting retrofit project as listed in the amount of $66,315.46 commencing on March 10, 2015 and concluding on December 31, 2015.

BUILDING                             CONTRACTOR                                             AMOUNT
Henry Ford II High                 Metro Electric Engineering Tech. Inc.                        $24,500.00
Jeannette Junior High              Allied Building Service                                    $41,815.46

Total Recommended Award                       $66,315.46

Motion carried unanimously.
11C3.   Contract Award – 2015 Door Replacements
Mr. Kelly stated that various doors throughout the district have deteriorated beyond the point of economical repair.  Door integrity is crucial for managing security, facilitating building operations and maintaining heating and cooling conditions.  The doors selected for replacement were based on maintenance history.  The schools scheduled for door replacement are Burr, Collins, Crissman, DeKeyser, Messmore, Morgan, Oakbrook, Roberts, Schwarzkoff and Walsh Elementary schools and Davis Junior High School.

Integrated Design Solutions (IDS) generated the associated design package and Barton Malow facilitated the bidding process.  Bids were reviewed by the Auxiliary Services Department, IDS and Barton Malow.  A bid summary was reviewed by the Capital Projects Subcommittee of the Board of Education.  Project funding is through the 2009 Bond Issue.  The associated purchase order process will be initiated on March 10, 2015 and conclude once the vendors satisfactorily complete the project, resolve punch list items, and submit close-out documentation.  It is anticipated this close out will be completed by December 31, 2015.

Motion by Thomas, support by Klida, that the Board of Education award the 2015 door replacements to E&L Construction Group in the amount of $221,000.00 commencing on March 10, 2015 and concluding on December 31, 2015.

Motion carried unanimously.

11C4.   Contract Award – Schwarzkoff Elementary Lighting Replacement
Mr. Kelly stated that competitive bids were received for the lighting replacement project at Schwarzkoff Elementary School.  Similar to the fluorescent lighting retrofit discussed earlier, the current fixtures are no longer in production.  This project replaces the light fixtures in classrooms and corridors throughout the buildings.  The new fixtures will reduce the electrical consumption by utilizing a more energy efficient type of fluorescent lamp.  Additional efficiency will be gained by utilizing occupancy sensors that will turn off the lights in unoccupied rooms.

Integrated Design Solutions (IDS) generated the associated design package and Barton Malow facilitated the bidding process.  Bids were reviewed by the Auxiliary Services Department, IDS and Barton Malow.  A bid summary was reviewed by the Capital Projects Subcommittee of the Board of Education.  Project funding is through the 2009 Bond Issue.  The associated purchase order process will be initiated on March 10, 2015 and conclude once the vendors satisfactorily complete the project, resolve punch list items and submit close-out documentation.  It is anticipated this close out will be completed by December 31, 2015.

Motion by Templeton, support by Ross, that the Board of Education accept the following bids for the Schwarzkoff Elementary lighting replacement as listed in the amount of $458,400.00 commencing on March 10, 2015 and concluding on December 31, 2015.

CATEGORY                          CONTRACTOR                                   AMOUNT
Ceilings                                    JFS Company                                         $68,400.00
Electrical                                 DeHondt Electric                                $390,000.00

                                                Total Recommended Award                       $458,400.00

Motion carried unanimously.

11D.     Technology Change Order
Ms. Eagen stated that the 2009 Bond Issue Technology Change Order #5 was provided to Board of Education members.  The document reflected the recommended changes to current outstanding technology contracts.  The changes were reviewed in detail with the Capital Projects Subcommittee of the Board of Education.
Motion by Ross, support by Thomas, that the Board of Education approve the 2009 Bond Issue Technology Change Order #5 as submitted.
Motion carried unanimously.

12A.     Board Items – Macomb Intermediate School District Annual Budget Designee
Dr. Klenow designated Board Vice President Mrs. Gene Klida as the Board of Education representative attending the March 26 Macomb Intermediate School District presentation regarding county services, programs and budget review.

12B.     Board Items – Executive Session
Before entertaining the motion to enter into executive session, Dr. Klenow recognized the success of the Arts & Idols Gala and acknowledged Mrs. Klida as the driving force of the event.  She also presented a pet portrait session she purchased at the event to Dr. Johns.  Mrs. Klida thanked everyone for going to and helping with the event.

Motion by Klida, support by Ross, at 8:10 p.m. to enter into executive session for the purpose of discussing negotiations.

Dr. Klenow resumed the Board of Education meeting at 8:35 p.m.

13.                    Adjournment
Motion by Klida, support by Thomas, to adjourn at 8:36 p.m.

Motion carried unanimously.

Respectfully submitted,

 

Mrs. Michele Templeton, Secretary
Utica Community Schools
Board of Education


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