Projector: June 18, 2013 at 6:30 PM - Business Committee Regular School Board Meeting

Meeting Agenda

1. Financial Report

1.A. Financial Report

1.B. Approval of Payment of Claims
This item is attached as an "extra" on board book.

1.C. Budget Revisions

1.D. Wire Transfers

1.E. Investment Transactions

1.F. WADM Projections

1.G. Fund Raisers

1.H. Investments in School Children

2. Bids, R.F.P.s and Quotes Reports

2.A. Bids

2.A.1) PLACEHOLDER - for Bids Related to the LRFP

2.B. R.F.P.s

2.C. Quotes

2.C.1) PLACEHOLDER - for Quotes Related to the LRFP

3. Policies and Regulations

3.A. Policies

3.A.1) Policy 3136 - Travel In-District, In-State, and Out-of-State
Administration is requesting that Policy 3136 - Travel In-District, In-State, and Out-of-State be suspended in order to allow the purchase of airfare outside the policy parameters for the Duluth HOSA Team and travel for staff at Laura MacArthur through a school improvement grant.

3.B. Regulations

4. Contracts, Change Orders, and Leases

4.A. Contracts

4.A.1) PEIP Insurance Renewal
Attached is a renewal of the group application for the Minnesota Public Employees Insurance Program for the period 7/1/2013 through 6/30/2014. Please note that the corresponding rates are increasing by 5.4%.

4.A.2) Grant School Community Collaborative - Summer COMPASS
Attached is a contract with the Grant School Community Collaborative for a Summer COMPASS Program in the amount of $3,000.00.

4.A.3) Grant School Community Collaborative - Play - All Aboard the Peace Train
Attached is a contract with the Grant School Community Collaborative for a summer play "All Aboard the Peace Train" in the amount of $3,000.00.

4.B. Change Orders

4.B.1) Congdon Park Elementary School
a. Congdon Park ES LRFP – Structural Steel – Supply
Change Order #4, Bid #1222, WS #4 – Ben’s Structural Fabrication, Inc.
Change Order decrease to credit the remaining material allowance Deduct: $16,734.00

4.B.2) Eastern Middle School (Ordean East Middle School)
a. Eastern MS LRFP – Structural Steel/Metal Fabrication - Supply
Change Order #17, Bid #1165, WS #5 – Duluth Steel Fabricators, Inc.
Change Order increase for mechanical access ladder revisions     Add: $5,982.00

b. Eastern MS LRFP – Structural Steel/Metal Fabrication - Supply
Change Order #18, Bid #1165, WS #5 – Duluth Steel Fabricators, Inc.
Change Order decrease to back charge for costs incurred by Northland Concrete and Masonry, Inc. and Northern Industrial Erectors, Inc. due to steel delivery delays. With the offsetting costs, the net result will be no cost to the District.      Deduct: $1,722.00

c. Eastern MS LRFP – Structural Steel/Metal Fabrication - Supply
Change Order #19, Bid #1165, WS #5 – Duluth Steel Fabricators, Inc.
Change Order decrease for deleting the steel framed platform and stairs at area B attic access     Deduct: $2,027.00

d. Eastern MS LRFP – Carpentry Materials and Installation
Change Order #30, Bid #1165, WS #7 – Lipe Brothers Construction, Inc.
Change Order increase to complete Gladstone Construction Inc’s outstanding punch list items related to shelf installation. With the offsetting back charge to Gladstone, the net result will be no cost to the District     Add: $2,398.00

e.  Eastern MS LRFP – Paint and Coating/Wall Covering
Change Order #17, Bid #1165, WS #21 – Fransen Decorating, Inc
Change Order increase for additional painting and block filling of existing walls, which will be back charged to Gladstone Construction, Inc. With the offsetting back charge, the net result will be no cost to the District     Add: $3,325.00

f. Eastern MS LRFP – Visual Display Boards
Change Order #2, Bid #1165, WS #22 – W.E. Neal Slate Company
Change Order increase for marker board changes required due to final Smartboard locations     Add: $3,513.00

4.B.3) PLACEHOLDER - for Change Orders Related to the LRFP

4.C. Leases

4.C.1) Merritt Creek Academy Lease
Attached is the lease with Merritt Creek Academy. The proposal for the new lease is for a 3 year period with a zero percent increase for all 3 years.

5. Resolutions

5.A. Resolution B-6-13-3106 - MSHSL Membership Renewal

5.B. Resolution B-6-13-3107 - Adoption of the Fiscal Year 2014 Budget

5.C. PLACEHOLDER – Resolution authorizing the sale of properties relating to the Long-range Facilities Plan and relocation expenses that apply to these properties

6. Informational - These items are provided for informational purposes only and no action is required.

6.A. Expenditure Contracts
Superintendent Gronseth or the Director of Business and Finance has signed the following contracts during the month of May 2013

6.B. Revenue Contracts
Superintendent Gronseth or the Director of Business and Finance has signed the following contracts during the month of May 2013

6.C. Other Contracts
Superintendent Gronseth or the Director of Business and Finance has signed the following contracts, at no cost to the District, during the month of May 2013

6.D. Facilities Management & Capital Project Status Report
Kerry Leider will be present to answer questions regarding the attached report.

6.E. Johnson Controls, Inc. Long-Range Facilities Plan Status Report
Kerry Leider will be present to answer questions regarding the attached report.

6.F. Change Orders Pertaining to the Long-range Facilities Plan
Kerry Leider will be in attendance to answer questions regarding the attached report.

6.G. Contracts Signed in Relation to the Long-range Facilities Plan
Kerry Leider will be in attendance to answer questions regarding the attached report.

6.H. Verizon Tower at East High School
Discussion was held on this item and adminstration continues to pursue a contract with input given by the board.

7. Future Items

7.A. Workers’ Compensation and Property Liability Insurance Policies and Premium Designation

Agenda Item

Agenda Item Details Reload Your Meeting
Meeting:	June 18, 2013 at 6:30 PM - Business Committee Regular School Board Meeting
Subject:	1. Financial Report
Subject:	1.A. Financial Report
Attachments: April 2013 Cash Flow April 2013 Cash Flow 6/4/2013 at 2:41 PM April 2013 Black and White April 2013 Black and White 6/4/2013 at 2:42 PM
Subject:	1.B. Approval of Payment of Claims This item is attached as an "extra" on board book.
Subject:	1.C. Budget Revisions
Attachments: April 2013 Budget Changes Report April 2013 Budget Changes Report 6/4/2013 at 2:38 PM
Subject:	1.D. Wire Transfers
Attachments: April 2013 Wire Transfer Report April 2013 Wire Transfer Report 6/4/2013 at 2:38 PM
Subject:	1.E. Investment Transactions
Attachments: Investment Activity 0413 Investment Activity 0413 6/4/2013 at 2:38 PM
Subject:	1.F. WADM Projections
Attachments: 1213 Monthly WADM Report June 1213 Monthly WADM Report June 6/4/2013 at 3:43 PM
Subject:	1.G. Fund Raisers
Attachments: Fund Raisers Fund Raisers 6/4/2013 at 2:39 PM
Subject:	1.H. Investments in School Children
Attachments: Donations Donations 6/4/2013 at 2:40 PM
Subject:	2. Bids, R.F.P.s and Quotes Reports
Subject:	2.A. Bids
Subject:	2.A.1) PLACEHOLDER - for Bids Related to the LRFP
Subject:	2.B. R.F.P.s
Subject:	2.C. Quotes
Subject:	2.C.1) PLACEHOLDER - for Quotes Related to the LRFP
Subject:	3. Policies and Regulations
Subject:	3.A. Policies
Subject:	3.A.1) Policy 3136 - Travel In-District, In-State, and Out-of-State Administration is requesting that Policy 3136 - Travel In-District, In-State, and Out-of-State be suspended in order to allow the purchase of airfare outside the policy parameters for the Duluth HOSA Team and travel for staff at Laura MacArthur through a school improvement grant.
Description: Recommendation: It is recommended that the Duluth School Board approve suspending Policy 3136 - Travel In-District, In-State, and Out-of-State.
Attachments: 3136 Policy and Regulation wo Mileage chart 3136 Policy and Regulation wo Mileage chart 6/4/2013 at 2:37 PM
Subject:	3.B. Regulations
Subject:	4. Contracts, Change Orders, and Leases
Subject:	4.A. Contracts
Subject:	4.A.1) PEIP Insurance Renewal Attached is a renewal of the group application for the Minnesota Public Employees Insurance Program for the period 7/1/2013 through 6/30/2014. Please note that the corresponding rates are increasing by 5.4%.
Description: Recommendation: It is recommended that the Duluth School Board approve the group Application for PEIP.
Attachments: PEIP PEIP 6/4/2013 at 3:24 PM
Subject:	4.A.2) Grant School Community Collaborative - Summer COMPASS Attached is a contract with the Grant School Community Collaborative for a Summer COMPASS Program in the amount of $3,000.00.
Description: Recommendation: It is recommended that the Duluth School Board approve the contract with the Grant School Community Collaborative for $3,000.00.
Attachments: Grant Collab - Compass Grant Collab - Compass 6/4/2013 at 3:24 PM
Subject:	4.A.3) Grant School Community Collaborative - Play - All Aboard the Peace Train Attached is a contract with the Grant School Community Collaborative for a summer play "All Aboard the Peace Train" in the amount of $3,000.00.
Description: Recommendation: It is recommended that the Duluth School Board approve the contract with the Grant School Community Collaborative in the amount of $3,000.00.
Attachments: Grant Collab - Play Grant Collab - Play 6/4/2013 at 3:24 PM
Subject:	4.B. Change Orders
Subject:	4.B.1) Congdon Park Elementary School a. Congdon Park ES LRFP – Structural Steel – Supply Change Order #4, Bid #1222, WS #4 – Ben’s Structural Fabrication, Inc. Change Order decrease to credit the remaining material allowance Deduct: $16,734.00
Description: Recommendation: It is recommended the School Board approve the change order as listed above at Congdon Park Elementary School reflecting a total decrease of $16,734.00.
Attachments: 1222-04- CO _5 SB memo-Ben's Structural Fabrication CPES 1222-04- CO _5 SB memo-Ben's Structural Fabrication CPES 6/4/2013 at 2:42 PM 1222-04 - CO _5 Ben's Structural Fabrication CPES 1222-04 - CO _5 Ben's Structural Fabrication CPES 6/4/2013 at 2:43 PM
Subject:	4.B.2) Eastern Middle School (Ordean East Middle School) a. Eastern MS LRFP – Structural Steel/Metal Fabrication - Supply Change Order #17, Bid #1165, WS #5 – Duluth Steel Fabricators, Inc. Change Order increase for mechanical access ladder revisions Add: $5,982.00 b. Eastern MS LRFP – Structural Steel/Metal Fabrication - Supply Change Order #18, Bid #1165, WS #5 – Duluth Steel Fabricators, Inc. Change Order decrease to back charge for costs incurred by Northland Concrete and Masonry, Inc. and Northern Industrial Erectors, Inc. due to steel delivery delays. With the offsetting costs, the net result will be no cost to the District. Deduct: $1,722.00 c. Eastern MS LRFP – Structural Steel/Metal Fabrication - Supply Change Order #19, Bid #1165, WS #5 – Duluth Steel Fabricators, Inc. Change Order decrease for deleting the steel framed platform and stairs at area B attic access Deduct: $2,027.00 d. Eastern MS LRFP – Carpentry Materials and Installation Change Order #30, Bid #1165, WS #7 – Lipe Brothers Construction, Inc. Change Order increase to complete Gladstone Construction Inc’s outstanding punch list items related to shelf installation. With the offsetting back charge to Gladstone, the net result will be no cost to the District Add: $2,398.00 e. Eastern MS LRFP – Paint and Coating/Wall Covering Change Order #17, Bid #1165, WS #21 – Fransen Decorating, Inc Change Order increase for additional painting and block filling of existing walls, which will be back charged to Gladstone Construction, Inc. With the offsetting back charge, the net result will be no cost to the District Add: $3,325.00 f. Eastern MS LRFP – Visual Display Boards Change Order #2, Bid #1165, WS #22 – W.E. Neal Slate Company Change Order increase for marker board changes required due to final Smartboard locations Add: $3,513.00
Description: Recommendation: It is recommended the School Board approve the change order as listed above at Eastern Middle School reflecting a total increase of $11,469.00
Attachments: Eastern Middle School Change Orders Eastern Middle School Change Orders 6/4/2013 at 2:54 PM
Subject:	4.B.3) PLACEHOLDER - for Change Orders Related to the LRFP
Subject:	4.C. Leases
Subject:	4.C.1) Merritt Creek Academy Lease Attached is the lease with Merritt Creek Academy. The proposal for the new lease is for a 3 year period with a zero percent increase for all 3 years.
Description: Recommendation: It is recommended that the Duluth School Board approve the 3 year lease with Merritt Creek Academy with a zero percent increase.
Attachments: Merritt Creek 2013 Merritt Creek 2013 6/4/2013 at 4:15 PM Merritt_Creek_Schedule 2013 Merritt_Creek_Schedule 2013 6/4/2013 at 3:03 PM
Subject:	5. Resolutions
Subject:	5.A. Resolution B-6-13-3106 - MSHSL Membership Renewal
Description: Recommendation: It is recommended the Duluth School Board approve Resolution B-6-13-3106 - MSHSL Membership Renewal.
Attachments: MSHSL Resolution MSHSL Resolution 6/4/2013 at 3:12 PM
Subject:	5.B. Resolution B-6-13-3107 - Adoption of the Fiscal Year 2014 Budget
Description: Recommendation: It is recommended that the Duluth School Board approve Resolution B-6-13-3107 - Adoption of the Fiscal Year 2014 Budget.
Attachments: FY14 Budget Resolution FY14 Budget Resolution 6/4/2013 at 3:13 PM Considerations FY114 June 10 Considerations FY114 June 10 6/12/2013 at 1:34 PM
Subject:	5.C. PLACEHOLDER – Resolution authorizing the sale of properties relating to the Long-range Facilities Plan and relocation expenses that apply to these properties
Subject:	6. Informational - These items are provided for informational purposes only and no action is required.
Subject:	6.A. Expenditure Contracts Superintendent Gronseth or the Director of Business and Finance has signed the following contracts during the month of May 2013
Attachments: Expenditure Contracts Expenditure Contracts 6/4/2013 at 2:48 PM Expenditure Contracts Expenditure Contracts 6/4/2013 at 4:10 PM
Subject:	6.B. Revenue Contracts Superintendent Gronseth or the Director of Business and Finance has signed the following contracts during the month of May 2013
Attachments: Revenue Contracts Revenue Contracts 6/4/2013 at 2:49 PM Harbor City Lunches Harbor City Lunches 6/4/2013 at 3:42 PM
Subject:	6.C. Other Contracts Superintendent Gronseth or the Director of Business and Finance has signed the following contracts, at no cost to the District, during the month of May 2013
Attachments: Other Contracts Other Contracts 6/4/2013 at 2:49 PM WITC WITC 6/4/2013 at 3:42 PM
Subject:	6.D. Facilities Management & Capital Project Status Report Kerry Leider will be present to answer questions regarding the attached report.
Attachments: May FACILITIES_MANAGEMENT_&_CAPITAL_PROJECT_STATUS_REPORT May FACILITIES_MANAGEMENT_&_CAPITAL_PROJECT_STATUS_REPORT 6/5/2013 at 9:28 AM April 2013 Fund 6 April 2013 Fund 6 6/4/2013 at 3:26 PM
Subject:	6.E. Johnson Controls, Inc. Long-Range Facilities Plan Status Report Kerry Leider will be present to answer questions regarding the attached report.
Attachments: JCI LRFP Status Report 053113 JCI LRFP Status Report 053113 6/4/2013 at 2:50 PM
Subject:	6.F. Change Orders Pertaining to the Long-range Facilities Plan Kerry Leider will be in attendance to answer questions regarding the attached report.
Attachments: SB Agenda Attachment re May Change Orders 5-31-13 SB Agenda Attachment re May Change Orders 5-31-13 6/4/2013 at 2:50 PM
Subject:	6.G. Contracts Signed in Relation to the Long-range Facilities Plan Kerry Leider will be in attendance to answer questions regarding the attached report.
Attachments: SB Agenda Attachment re May Contracts SB Agenda Attachment re May Contracts 6/4/2013 at 2:50 PM
Subject:	6.H. Verizon Tower at East High School Discussion was held on this item and adminstration continues to pursue a contract with input given by the board.
Subject:	7. Future Items
Subject:	7.A. Workers’ Compensation and Property Liability Insurance Policies and Premium Designation

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