Projector: April 21, 2015 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. Fundraisers

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

2.A. Bids

2.A.1) Bid #1238 – Historic Old Central High School Retaining Wall Improvements
Historic Old Central High School Retaining Wall Improvements - Hovland, Inc. - $375,000.00

2.B. R.F.P.s

2.C. Quotes

2.C.1) Quote #4198 – District-Wide Annual Inspection and Service to Boilers
District-Wide Annual Inspection and Service to Boilers - The Jamar Company - $18,360.00

2.C.2) Quote #4199 – District-Wide Cement Masons Labor
District-wide Cement Masons Labor – Hovland, Inc. - $17,710.00

2.C.3) Quote #4202 – District-Wide Annual Inspection and Testing of Fire Alarm Systems
Annual Inspection and Testing of Fire Alarm Systems - Northland Fire and Safety - $16,898.00

2.C.4) Quote #4203 - District-Wide Glass Replacement Services
District-Wide Glass Replacement Services – Superior Glass, Inc. - $21,600.00

2.C.5) Quote #4205 – District-Wide Annual Testing and Maintenance of Sprinkler Systems
Annual Testing and Maintenance of Sprinkler Systems - Brothers Fire Protection - $5,005.00

2.C.6) Quote #4206 – Replacement Roller Shade Material at Various Schools
Replacement Roller Shade Material at Various Schools - Belanger, Inc. - $99,663.00

2.C.7) PLACEHOLDER – Quote #4207 – Historic Old Central High School Access Control System
(Quote opening – April 16, 2015 at 2:00 p.m.) Information to be distributed when available.

3. Policies and Regulations

3.A. Policy 1098 - Gifts to Employees and School Board Members
Attached is Policy 1098 for the second reading.

3.B. Policy 3215 - State Auditor's Review of Finances
Attached are the recommended changes to Policy 3215 - State Auditor's Review of Finances for the second reading.

3.C. Bylaw 9115 - School District Elections
Attached are recommended changes to Bylaw 9115 - School District Elections for the first reading.

4. Contracts, Change Orders, and Leases

4.A. Contracts

4.A.1) Canvas
Attached is a Letter of Implementation and order form with Canvas for Learning Management System Software in the amount of $126,360., for a five year period July 1, 2015 through June 30, 2020.

4.A.2) Fueleducation
Attached is a contract with Fueleducation for online educational products and services in the amount of $42,000.00 for the period August 1, 2015 through July 31, 2016.

4.B. Change Orders

4.C. Leases

5. Resolutions

5.A. B-4-15-3257- Acceptance of Donations to Duluth Public Schools

5.B. B-4-15-3258 - Release and Pledge of Collateral

5.C. Resolution # B-4-15-3256 - Authorizing a Joint Powers Agreement with the City of Duluth for the Construction of the Multi-use Duluth Traverse Trail on Lincoln Park Middle School Property

5.D. PLACEHOLDER - Sale of Property

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 March 2015

6.B. Revenue Contracts-None

6.C. Other Contracts
Superintendent Gronseth or the Director of Business and Finance has signed the following contracts during the month of March 2015

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

6.E. Contracts Signed in Relation to the LRFP
Kerry Leider will be present to answers questions regarding the attached report.

6.F. Westminster Church Property Acquisition Status/Denfeld Area Land Use Update

7. Future Items

7.A. Woodland Hills Lease Agreement

7.B. FY16 Budget Approval

7.C. Resolution for Election Year Change

7.D. Discussion Regarding Community Use of Facilities

Agenda Item

Agenda Item Details Reload Your Meeting
Meeting:	April 21, 2015 at 6:30 PM - Business Committee - Regular School Board Meeting
Subject:	1. Financial Report
Subject:	1.A. Financial Report
Attachments: Feb 2015 Cash Flow Page 1 Financial Statements Feb 2015 Cash Flow Page 1 Financial Statements 4/1/2015 at 11:48 AM Feb15 Financials 2-14 BW Feb15 Financials 2-14 BW 4/1/2015 at 11:48 AM Feb15 Financials 15-25 BW Feb15 Financials 15-25 BW 4/1/2015 at 11:49 AM
Subject:	1.B. Approval of Payment of Claims This item is attached as an "extra" on board book.
Subject:	1.C. Budget Revisions
Attachments: Feb 2015 Budget Changes Feb 2015 Budget Changes 4/1/2015 at 11:52 AM
Subject:	1.D. Wire Transfers
Attachments: Feb 2015 Wire Transfers Report Feb 2015 Wire Transfers Report 4/1/2015 at 11:52 AM
Subject:	1.E. Investment Transactions
Attachments: Investment Activity 0215 Investment Activity 0215 4/15/2015 at 8:32 AM
Subject:	1.F. WADM Projections
Attachments: 1415 Monthly WADM Report April 1415 Monthly WADM Report April 4/8/2015 at 2:01 PM
Subject:	1.G. Fundraisers
Attachments: Fund Raisers Fund Raisers 4/1/2015 at 3:06 PM
Subject:	2. Bids, R.F.P.s and Quotes Reports
Subject:	2.A. Bids
Subject:	2.A.1) Bid #1238 – Historic Old Central High School Retaining Wall Improvements Historic Old Central High School Retaining Wall Improvements - Hovland, Inc. - $375,000.00
Description: Recommendation: It is recommended the School Board approve entering into a contract with the firm listed above based on their low responsive bid as shown on the Bid Tab and Letter of Recommendation, as provided in response to Bid #1238 – Historic Old Central High School Retaining Wall Improvements.
Attachments: 1238 - Hanson Memo - HOCHS Retaining Wall Improvements 1238 - Hanson Memo - HOCHS Retaining Wall Improvements 4/15/2015 at 9:43 AM 1238 - LHB Letter of Recommendation & Bid Tab 1238 - LHB Letter of Recommendation & Bid Tab 4/15/2015 at 9:44 AM
Subject:	2.B. R.F.P.s
Subject:	2.C. Quotes
Subject:	2.C.1) Quote #4198 – District-Wide Annual Inspection and Service to Boilers District-Wide Annual Inspection and Service to Boilers - The Jamar Company - $18,360.00
Description: Recommendation: It is recommended the Duluth School Board approve entering into a contract with The Jamar Company for a total estimated annual amount of $18,360.00. It is further recommended the Duluth School Board approve two (2) additional contract extension options through June 30, 2018, if the amount is determined acceptable by the Director of Business Services and the Property and Risk Manager.
Attachments: 4198 - Hanson Memo-D-W Inspection and Service to Boilers 4198 - Hanson Memo-D-W Inspection and Service to Boilers 4/1/2015 at 11:58 AM 4198 - Boiler Service Quote Tab 4198 - Boiler Service Quote Tab 4/1/2015 at 11:59 AM 4198 - Boiler Service Comparison 4198 - Boiler Service Comparison 4/1/2015 at 11:59 AM
Subject:	2.C.2) Quote #4199 – District-Wide Cement Masons Labor District-wide Cement Masons Labor – Hovland, Inc. - $17,710.00
Description: Recommendation: It is recommended the School Board approve entering into a contract with Hovland, Inc. for District-Wide Cement Masons Labor. It is further recommended the Duluth School Board approve two (2) additional contract extension options through June 2018, if the amount is determined acceptable by the Director of Business Services and the Property and Risk Manager.
Attachments: 4199 - Hanson Memo-D-W Cement Mason Labor 4199 - Hanson Memo-D-W Cement Mason Labor 4/1/2015 at 11:59 AM 4199 - Cement Masons Labor Quote Tab 4199 - Cement Masons Labor Quote Tab 4/1/2015 at 12:00 PM 4199 - Cement Masons Labor Comparison 4199 - Cement Masons Labor Comparison 4/1/2015 at 12:00 PM
Subject:	2.C.3) Quote #4202 – District-Wide Annual Inspection and Testing of Fire Alarm Systems Annual Inspection and Testing of Fire Alarm Systems - Northland Fire and Safety - $16,898.00
Description: Recommendation: It is recommended the School Board approve entering into a contract with Northland Fire and Safety for the District-wide Annual Inspection and Testing of Fire Alarm Systems. It is further recommended the Duluth School Board approve two (2) additional contract extension options through June 2018, if the amount is determined acceptable by the Director of Business Services and the Property and Risk Manager.
Attachments: 4202 - Hanson Memo-D-W Inspection & Testing of Fire Alarm Systems 4202 - Hanson Memo-D-W Inspection & Testing of Fire Alarm Systems 4/1/2015 at 2:42 PM 4202 - Fire Alarm System Quote Tab 4202 - Fire Alarm System Quote Tab 4/1/2015 at 2:43 PM 4202 - Fire Alarm System Comparison 4202 - Fire Alarm System Comparison 4/1/2015 at 2:43 PM
Subject:	2.C.4) Quote #4203 - District-Wide Glass Replacement Services District-Wide Glass Replacement Services – Superior Glass, Inc. - $21,600.00
Description: Recommendation: It is recommended the School Board approve entering into a contract with Superior Glass, Inc. for District-wide Glass Replacement Services. It is further recommended the Duluth School Board approve two (2) additional contract extension options through June 2018, if the amount is determined acceptable by the Director of Business Services and the Property and Risk Manager.
Attachments: 4203- Hanson Memo-D-W Glass Replacement Services 4203- Hanson Memo-D-W Glass Replacement Services 4/1/2015 at 2:44 PM 4203 - Glass Replacement Quote Tab 4203 - Glass Replacement Quote Tab 4/1/2015 at 2:44 PM 4203 - Glass Replacement Comparison 4203 - Glass Replacement Comparison 4/1/2015 at 2:44 PM
Subject:	2.C.5) Quote #4205 – District-Wide Annual Testing and Maintenance of Sprinkler Systems Annual Testing and Maintenance of Sprinkler Systems - Brothers Fire Protection - $5,005.00
Description: Recommendation: It is recommended the School Board approve entering into a contract with Brothers Fire Protection for District-wide Annual Testing and Maintenance of Sprinkler Systems. It is further recommended the Duluth School Board approve two (2) additional contract extension options through June 2018, if the amount is determined acceptable by the Director of Business Services and the Property and Risk Manager.
Attachments: 4205 - Hanson Memo-D-W Testing & Maintenance of Sprinkler Systems 4205 - Hanson Memo-D-W Testing & Maintenance of Sprinkler Systems 4/1/2015 at 2:41 PM 4205 - Sprinkler Service Quote Tab 4205 - Sprinkler Service Quote Tab 4/1/2015 at 2:41 PM 4205 - Sprinkler Service Comparison 4205 - Sprinkler Service Comparison 4/1/2015 at 2:41 PM
Subject:	2.C.6) Quote #4206 – Replacement Roller Shade Material at Various Schools Replacement Roller Shade Material at Various Schools - Belanger, Inc. - $99,663.00
Description: Recommendation: It is recommended the School Board approve entering into a contract with the firm listed above based on their low responsive quote as shown on the Quote Tab and Letter of Recommendation, as provided in response to Quote #4206 – Replacement Roller Shade Material at Various Schools
Attachments: 4206- Hanson Memo-Replacement Roller Shade Material - Belanger 4206- Hanson Memo-Replacement Roller Shade Material - Belanger 4/15/2015 at 9:46 AM 4206 - Shade Material Replacement Quote Tab 4206 - Shade Material Replacement Quote Tab 4/15/2015 at 9:46 AM
Subject:	2.C.7) PLACEHOLDER – Quote #4207 – Historic Old Central High School Access Control System (Quote opening – April 16, 2015 at 2:00 p.m.) Information to be distributed when available.
Subject:	3. Policies and Regulations
Subject:	3.A. Policy 1098 - Gifts to Employees and School Board Members Attached is Policy 1098 for the second reading.
Description: Recommendation: It is recommended that the Duluth School Board approve Policy 1098 - Gifts to Employees and School Board Members with recommended changes for the second reading.
Attachments: 1098 Gifts to Employees and School Board Members 1098 Gifts to Employees and School Board Members 4/15/2015 at 3:06 PM
Subject:	3.B. Policy 3215 - State Auditor's Review of Finances Attached are the recommended changes to Policy 3215 - State Auditor's Review of Finances for the second reading.
Description: Recommendation: It is recommended that the Duluth School Board approve Policy 3215 - State Auditor's Review of Finances with recommended changes for the second reading.
Attachments: 3215 - State Auditors Review of Finances - Second Reading 3215 - State Auditors Review of Finances - Second Reading 4/15/2015 at 3:12 PM MN Statute 123B.77 MN Statute 123B.77 4/15/2015 at 3:12 PM
Subject:	3.C. Bylaw 9115 - School District Elections Attached are recommended changes to Bylaw 9115 - School District Elections for the first reading.
Description: Recommendation: It is recommended that the Duluth School Board approve the recommended changes to Bylaw 9115 - School District Elections for the first reading.
Attachments: 9115 Elections 9115 Elections 4/6/2015 at 10:57 AM
Subject:	4. Contracts, Change Orders, and Leases
Subject:	4.A. Contracts
Subject:	4.A.1) Canvas Attached is a Letter of Implementation and order form with Canvas for Learning Management System Software in the amount of $126,360., for a five year period July 1, 2015 through June 30, 2020.
Description: Recommendation: It is recommended that the Duluth School Board approve the purchase of Learning Management Software for $126,360.00.
Attachments: Canvas Contract Canvas Contract 4/1/2015 at 12:16 PM
Subject:	4.A.2) Fueleducation Attached is a contract with Fueleducation for online educational products and services in the amount of $42,000.00 for the period August 1, 2015 through July 31, 2016.
Description: Recommendation: It is recommended that the Duluth School Board approve the contract with Fueleducation for $42,000.00.
Attachments: Fueleducation Contract Fueleducation Contract 4/1/2015 at 12:21 PM
Subject:	4.B. Change Orders
Subject:	4.C. Leases
Subject:	5. Resolutions
Subject:	5.A. B-4-15-3257- Acceptance of Donations to Duluth Public Schools
Description: Recommendation: It is recommended that the Duluth School Board approve resolution B-4-15-3257- Acceptance of Donations to Duluth Public Schools.
Attachments: Donation Resolution Donation Resolution 4/1/2015 at 12:27 PM
Subject:	5.B. B-4-15-3258 - Release and Pledge of Collateral
Description: Recommendation: It is recommended that the Duluth School Board approve Resolution B-4-15-3258 - Release and Pledge of Collateral.
Attachments: Collateral resolution April 2015 NSBofC Collateral resolution April 2015 NSBofC 4/1/2015 at 12:29 PM
Subject:	5.C. Resolution # B-4-15-3256 - Authorizing a Joint Powers Agreement with the City of Duluth for the Construction of the Multi-use Duluth Traverse Trail on Lincoln Park Middle School Property
Description: Recommendation: It is recommended the Duluth School Board approve Resolution B-4-15-3256 – Authorizing a Joint Powers Agreement with the City of Duluth for the Construction of the Multi-use Duluth Traverse Trail on Lincoln Park Middle School Property
Attachments: R E S O L U T I O N - Joint Powers Agreement-Duluth Traverse Trail for City of Duluth R E S O L U T I O N - Joint Powers Agreement-Duluth Traverse Trail for City of Duluth 4/3/2015 at 2:03 PM Lincoln Park School COGGS Bike Trail_Joint_Powers_Agreement BD Action 042115 Lincoln Park School COGGS Bike Trail_Joint_Powers_Agreement BD Action 042115 4/3/2015 at 2:04 PM
Subject:	5.D. PLACEHOLDER - Sale of Property
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 March 2015
Attachments: Expenditure Contracts Expenditure Contracts 4/1/2015 at 12:30 PM Expenditure Contracts Expenditure Contracts 4/1/2015 at 12:37 PM
Subject:	6.B. Revenue Contracts-None
Subject:	6.C. Other Contracts Superintendent Gronseth or the Director of Business and Finance has signed the following contracts during the month of March 2015
Attachments: Other Contracts Other Contracts 4/1/2015 at 12:30 PM Other Contracts Other Contracts 4/1/2015 at 12:37 PM
Subject:	6.D. Facilities Management & Capital Project Status Report Kerry Leider will be present to answer questions regarding the attached report.
Attachments: March FACILITIES_MANAGEMENT_&_CAPITAL_PROJECT_STATUS_REPORT March FACILITIES_MANAGEMENT_&_CAPITAL_PROJECT_STATUS_REPORT 4/3/2015 at 3:09 PM Feb 2015 Fund 6 Feb 2015 Fund 6 4/1/2015 at 11:38 AM
Subject:	6.E. Contracts Signed in Relation to the LRFP Kerry Leider will be present to answers questions regarding the attached report.
Attachments: SB Agenda Attachment re March Contracts SB Agenda Attachment re March Contracts 4/1/2015 at 11:38 AM
Subject:	6.F. Westminster Church Property Acquisition Status/Denfeld Area Land Use Update
Subject:	7. Future Items
Subject:	7.A. Woodland Hills Lease Agreement
Subject:	7.B. FY16 Budget Approval
Subject:	7.C. Resolution for Election Year Change
Subject:	7.D. Discussion Regarding Community Use of Facilities

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