Projector: June 21, 2016 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".

1.C. Budget Revisions

1.D. Wire Transfers

1.E. Investment Transactions

1.F. APU Projections

1.G. Fundraisers

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

2.A. Bids

2.B. R.F.P.s

2.B.1) RFP - 304 - East High School Annual Yearbook
Request for Proposals for Annual Yearbooks were advertised and sent to four (4) known vendors. Jostens has been successful in providing local representation with quality service over the past fifteen (15) years.

2.B.2) RFP - 305- Denfeld High School Annual Yearbook
Request for Proposals for Annual Yearbooks were advertised and sent to four (4) known vendors. Jostens has been successful in providing local representation with quality service over the past fifteen (15) years.

2.C. Quotes

2.C.1) Quote #4239 – Refuse Removal and Recycling Services
Quotes were solicited from two contractors for the District-wide Refuse Removal and Recycling Services. It is recommended the Duluth School Board approve entering into a contract with Waste Management based on their quote with an estimated value of $69,299.49.

2.C.2) Quote #4240 – Carpentry Labor
Quotes were solicited from eight (8) contractors for the District-wide Carpentry Labor. Two quotes were received in response to the School District's request for quotes covering the period from July 1, 2016 through June 30, 2017. Donald Holm Construction Company, Inc., 3211 West 3rd Street, Duluth, MN 55806 submitted the lowest responsible quote with an estimated value of $28,137.00.

3. Policies and Regulations

3.A. New Policy 708 - Transportation of Nonpublic School Students
Attached is MSBA model policy 708 - Transportation of Nonpublic School Students for the first reading. There is no corresponding current policy that correlates with this new policy.

3.B. New Policy 711- Video Recording on School Buses
Attached is MSBA model policy 711 - Video Recording on School Buses for the first reading. There is no corresponding current policy that correlates with this new policy.

4. Contracts, Change Orders, and Leases

4.A. Contracts

4.A.1) Duluth Heritage Sports Center Renewal
Attached is an extension to the Second Addendum to the Program Agreement from September 1, 2016 to June 30, 2017 without any additional changes in the terms and conditions defined within that agreement. Also attached is a similar extension for the Duluth Amateur Hockey Association that requires our consent.

4.A.2) Contract to Purchase/Lease Vehicles for Drivers Education Program - Freeway Auto Center, LLC
Attached is an example for three vehicles to be used in the District's Driver's Education program. This agreement will have a three year cost of approximately $33,024.

4.B. Change Orders

4.B.1) PLACEHOLDER - Related to Facilities Projects

4.C. Leases

5. Resolutions

5.A. B-6-16-3375- Acceptance of Donations to Duluth Public Schools.

5.B. B-6-16-3376- Adoption of FY 17 Budget

5.C. B-6-16-3377 - Minnesota State High School League (MSHSL) Resolution for Membership

5.D. B-6-16-3378- Resolution Authorizing the Issuance of Full Term Refunding Certificates of Participation, Series 2016A

5.E. B-6-16-3381 - Playground Rubber Mulch Replacement

5.F. 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 CFO/Executive Director of Business and Finance has signed the following contracts during the month of May 2016.

6.B. Revenue Contracts
Superintendent Gronseth or the CFO/Executive Director of Business and Finance has signed the following contracts during the month of May 2016.

6.C. Other Contracts
Superintendent Gronseth or the CFO/Executive Director of Business and Finance has signed the following contracts during the month of May 2016.

6.D. Change Orders Signed-None

6.E. Facilities Management & Capital Project Status Report

7. Future Items

7.A. Property/Liability/Auto Insurance Renewal

7.B. Policy Updates

Agenda Item

Agenda Item Details Reload Your Meeting
Meeting:	June 21, 2016 at 6:30 PM - Business Committee - Regular School Board Meeting
Subject:	1. Financial Report
Subject:	1.A. Financial Report
Attachments: Financial Report Financial Report 6/15/2016 at 10:16 AM
Subject:	1.B. Approval of Payment of Claims This item is attached as an "extra".
Subject:	1.C. Budget Revisions
Attachments: Apr 2016 Budget Changes Report Apr 2016 Budget Changes Report 6/15/2016 at 10:16 AM
Subject:	1.D. Wire Transfers
Attachments: Apr 2016 Wire Transfers Apr 2016 Wire Transfers 6/15/2016 at 10:16 AM
Subject:	1.E. Investment Transactions
Attachments: Investment Activity 0416 Investment Activity 0416 6/15/2016 at 10:16 AM
Subject:	1.F. APU Projections
Attachments: 1516 Monthly PU Report June (1) 1516 Monthly PU Report June (1) 6/15/2016 at 10:16 AM
Subject:	1.G. Fundraisers
Attachments: Fund Raisers Fund Raisers 6/15/2016 at 10:16 AM
Subject:	2. Bids, R.F.P.s and Quotes Reports
Subject:	2.A. Bids
Subject:	2.B. R.F.P.s
Subject:	2.B.1) RFP - 304 - East High School Annual Yearbook Request for Proposals for Annual Yearbooks were advertised and sent to four (4) known vendors. Jostens has been successful in providing local representation with quality service over the past fifteen (15) years.
Description: Recommendation: It is recommended that the Duluth School Board approve the RFP proposal from Jostens for the period July 1, 2016 through June 30, 2020, with annual renewals by mutual agreement.
Attachments: RFP 304 East Yearbook RFP 304 East Yearbook 6/15/2016 at 10:16 AM
Subject:	2.B.2) RFP - 305- Denfeld High School Annual Yearbook Request for Proposals for Annual Yearbooks were advertised and sent to four (4) known vendors. Jostens has been successful in providing local representation with quality service over the past fifteen (15) years.
Description: Recommendation: It is recommended that the Duluth School Board approve the RFP proposal from Jostens for the period July 1, 2016 through June 30, 2020, with annual renewals by mutual agreement.
Attachments: RFP 305 Denfeld Yearbook RFP 305 Denfeld Yearbook 6/15/2016 at 10:16 AM
Subject:	2.C. Quotes
Subject:	2.C.1) Quote #4239 – Refuse Removal and Recycling Services Quotes were solicited from two contractors for the District-wide Refuse Removal and Recycling Services. It is recommended the Duluth School Board approve entering into a contract with Waste Management based on their quote with an estimated value of $69,299.49.
Description: Recommendation: It is recommended that the Duluth School Board approve entering into a contract with Waste Management for a total estimated value of $69,299.49 for the Period July 1, 2016 through June 30, 2017. It is also recommended that the Duluth School Board approve two additional contract extensions through June 30, 2019 , if the amount is determined acceptable by the Director of Business Services and the Property and Risk Manager.
Attachments: 4239- SB Memo -Recommendation Letter - Recycling Services - Waste Management 4239- SB Memo -Recommendation Letter - Recycling Services - Waste Management 6/15/2016 at 10:16 AM 4239 - Refuse Recycling Quote Tab (1) 4239 - Refuse Recycling Quote Tab (1) 6/15/2016 at 10:16 AM 4239 - Refuse Recycling Comparison 4239 - Refuse Recycling Comparison 6/15/2016 at 10:16 AM
Subject:	2.C.2) Quote #4240 – Carpentry Labor Quotes were solicited from eight (8) contractors for the District-wide Carpentry Labor. Two quotes were received in response to the School District's request for quotes covering the period from July 1, 2016 through June 30, 2017. Donald Holm Construction Company, Inc., 3211 West 3rd Street, Duluth, MN 55806 submitted the lowest responsible quote with an estimated value of $28,137.00.
Description: Recommendation: It is recommended the Duluth School Board approve entering into a contract with Donald Holm Construction Company, Inc. for a total estimated value of $28,137.00. It is further recommended the Duluth School Board approve two (2) additional contract extension options through June 30, 2019, if the amount is determined acceptable by the Director of Business Services and the Property and Risk Manager.
Attachments: 4240- SB Memo -Recommendation Letter - Carpentry Labor - Donald Holm Construction 4240- SB Memo -Recommendation Letter - Carpentry Labor - Donald Holm Construction 6/15/2016 at 10:16 AM 4240 - Carpentry Labor Quote Tab 4240 - Carpentry Labor Quote Tab 6/15/2016 at 10:16 AM 4240 - Carpentry Labor Comparison 4240 - Carpentry Labor Comparison 6/15/2016 at 10:16 AM
Subject:	3. Policies and Regulations
Subject:	3.A. New Policy 708 - Transportation of Nonpublic School Students Attached is MSBA model policy 708 - Transportation of Nonpublic School Students for the first reading. There is no corresponding current policy that correlates with this new policy.
Description: Recommendation: It is recommended that the Duluth School Board approve Policy 708 for the first reading.
Attachments: 708-Transportation of Non-Public School Students 708-Transportation of Non-Public School Students 6/15/2016 at 10:16 AM
Subject:	3.B. New Policy 711- Video Recording on School Buses Attached is MSBA model policy 711 - Video Recording on School Buses for the first reading. There is no corresponding current policy that correlates with this new policy.
Description: Recommendation: It is recommended that the Duluth School Board approve Policy 711 for the first reading.
Attachments: 711-Video Recording on School Buses 711-Video Recording on School Buses 6/15/2016 at 10:16 AM
Subject:	4. Contracts, Change Orders, and Leases
Subject:	4.A. Contracts
Subject:	4.A.1) Duluth Heritage Sports Center Renewal Attached is an extension to the Second Addendum to the Program Agreement from September 1, 2016 to June 30, 2017 without any additional changes in the terms and conditions defined within that agreement. Also attached is a similar extension for the Duluth Amateur Hockey Association that requires our consent.
Description: Recommendation: It is recommended that the Duluth school Board approve renewing the contract with the Duluth Heritage Sports Center, and approve the consent required for the DAHA renewal.
Attachments: Heritage Center Agreement Heritage Center Agreement 6/15/2016 at 10:22 AM
Subject:	4.A.2) Contract to Purchase/Lease Vehicles for Drivers Education Program - Freeway Auto Center, LLC Attached is an example for three vehicles to be used in the District's Driver's Education program. This agreement will have a three year cost of approximately $33,024.
Description: Recommendation: It is recommended that the Duluth School Board approve these purchase/lease agreements with Freeway Auto Center, LLC in the approximate amount of $33,024. The school Board also authorizes the CFO/Executive Director of Business Services to sign and process all necessary documents.
Attachments: Drivers Ed Lease Agreements Item 4.A.2 Drivers Ed Lease Agreements Item 4.A.2 6/27/2016 at 9:14 AM
Subject:	4.B. Change Orders
Subject:	4.B.1) PLACEHOLDER - Related to Facilities Projects
Subject:	4.C. Leases
Subject:	5. Resolutions
Subject:	5.A. B-6-16-3375- Acceptance of Donations to Duluth Public Schools.
Description: Recommendation: It is recommended that the Duluth School Board approve Resolution B-6-16-3375.
Attachments: Donation Resolution Donation Resolution 6/15/2016 at 10:16 AM
Subject:	5.B. B-6-16-3376- Adoption of FY 17 Budget
Description: Recommendation: It is recommended that the Duluth School Board approve Resolution B-6-16-3376.
Attachments: FY17 Budget Resolution FY17 Budget Resolution 6/15/2016 at 10:16 AM
Subject:	5.C. B-6-16-3377 - Minnesota State High School League (MSHSL) Resolution for Membership
Description: Recommendation: It is recommended that the Duluth School Board approve Resolution B-6-16-3377 - Minnesota State High School League (MSHSL) Resolution for Membership.
Attachments: MSHSL Resolution MSHSL Resolution 6/15/2016 at 10:16 AM
Subject:	5.D. B-6-16-3378- Resolution Authorizing the Issuance of Full Term Refunding Certificates of Participation, Series 2016A
Description: Recommendation: It is recommended that the Duluth School Board approve Resolution B-6-16-3378.
Attachments: 2016A Bond Refunding 2016A Bond Refunding 6/15/2016 at 10:24 AM
Subject:	5.E. B-6-16-3381 - Playground Rubber Mulch Replacement
Description: Recommendation: It is recommended that the Duluth School Board approve resolution B-6-16-3381.
Attachments: Playgound - Rubber Mulch Resolution Playgound - Rubber Mulch Resolution 6/29/2016 at 9:52 AM
Subject:	5.F. 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 CFO/Executive Director of Business and Finance has signed the following contracts during the month of May 2016.
Attachments: Expenditure Contracts Expenditure Contracts 6/15/2016 at 10:16 AM Expenditure Contracts Expenditure Contracts 6/15/2016 at 10:16 AM
Subject:	6.B. Revenue Contracts Superintendent Gronseth or the CFO/Executive Director of Business and Finance has signed the following contracts during the month of May 2016.
Attachments: Revenue Contracts Revenue Contracts 6/15/2016 at 10:16 AM Revenue Contracts Revenue Contracts 6/15/2016 at 10:16 AM
Subject:	6.C. Other Contracts Superintendent Gronseth or the CFO/Executive Director of Business and Finance has signed the following contracts during the month of May 2016.
Attachments: Other Contracts Other Contracts 6/15/2016 at 10:16 AM Other Contracts Other Contracts 6/15/2016 at 10:16 AM
Subject:	6.D. Change Orders Signed-None
Subject:	6.E. Facilities Management & Capital Project Status Report
Attachments: May FACILITIES_MANAGEMENT_&_CAPITAL_PROJECT_STATUS_REPORT May FACILITIES_MANAGEMENT_&_CAPITAL_PROJECT_STATUS_REPORT 6/15/2016 at 10:16 AM Apr 2016 Fund 6 Apr 2016 Fund 6 6/15/2016 at 10:16 AM
Subject:	7. Future Items
Subject:	7.A. Property/Liability/Auto Insurance Renewal
Subject:	7.B. Policy Updates

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