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Meeting Agenda
1. Financial Report
1.A. Financial Report - Financial statements only (Cash Flow report will resume later this year)
1.B. Approval of Payment of Claims - 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.A.1) Bid-1261 Data Center Co-location Services
Bid requests for Data Center Co-location Services were advertised and sent to two (2) known vendors for the period of July 1, 2018 through June 30, 2023.  In order to allow for flexibility in configurations based on Technology needs during the five (5) year period, a minimum and maximum range was asked for in the bid.
2.B. RFPs - None
2.C. Quotes - None
3. Policies and Regulations
3.A. New Policy 204 - School Board Meeting Minutes
Attached is MSBA model policy 204 - School Board Meeting Minutes for the first reading.  This policy would replace policies 8090, 8095, 8110, 9105, and 9110.
3.B. 8090 - Preparation for Meetings - Deletion
In moving to MSBA Model Policies, administration is recommending the deletion of Policy 8090, which will be replaced with MSBA policy 204.
3.C. 8095 - Procedures During Meetings - Deletion
In moving to MSBA Model Policies, administration is recommending the deletion of Policy 8095, which will be replaced with MSBA policy 204.
3.D. 8110 - School Board Records - Deletion
In moving to MSBA Model Policies, administration is recommending the deletion of Policy 8110, which will be replaced with MSBA policy 204.
3.E. 9105 - Official Publications - Deletion
In moving to MSBA Model Policies, administration is recommending the deletion of Policy 9105, which will be replaced with MSBA policy 204.
3.F. 9110 - Minutes of Meetings - Deletion
In moving to MSBA Model Policies, administration is recommending the deletion of Policy 9110, which will be replaced with MSBA policy 204.
3.G. New Policy XXX - Data Practices
Attached is a data practices policy drafted by administration.
3.H. 1016 - Information Requests - Deletion
Attached is policy 1016.
4. Contracts, Change Orders, and Leases
4.A. Contracts - None
4.B. Change Orders
4.B.1) Change Order #1 for Bid 1258-1 District Wide Playground Rubber Mulch Replacement
This deductive change order in the amount of $60,899.00 reflects a reduced scope of work, and results in a new contract sum of $980,365.00.
4.B.2) Change Order #2 for RFP #306 - Removal of Rubber Mulch from Playgrounds for SAS+ Associates Phase II  ** Postponed Definitely from the September 2017 Board meeting **
RFP #306 – Phase II Removal of Rubber Mulch from Playgrounds was approved February 28, 2017, for a not to exceed fee of $46,500.00. CO #1 was approved June 20, 2017, for a new contract total amount of $55,950.00 as related to the re-bid process. However, once work began, it was quickly realized that there were many unknown conditions at all sites. Sites were not constructed as plans showed, and resulted in much more construction observation and design effort to “individualize” the specification and the plan to each site. This condition as well as the fact that this type of work has not been done before with no baseline for the consultant to base fee’s upon has led to the need for CO #2. Further details are attached as related to this change order from our consultant. Change order #2 to the RFP results in an increase of $12,475.00, to the previously awarded base bid and CO #1 for a new not to exceed contract total of $68,425.00.
4.B.3) PLACEHOLDER - Other Change Orders
4.C. Leases
4.C.1) PLACEHOLDER - The Hills (formerly Woodland Hills) Lease
5. Resolutions
5.A. B-11-17-3492 - Acceptance of Donations
5.B. B-11-17-3493 - Authorizing an Amendment to the Joint Powers Agreement with the State of Minnesota/Perpich Center for Arts Education
Attached is an amendment to the Joint Powers Agreement between the State of Minnesota/Perpich Center for Arts Education and ISD 709, which was approved and signed at the August 22, 2017 School Board meeting.  The amendment lengthens the agreement terms and increases the reimbursement. 
5.C. B-11-17-3494 - Providing for the Issuance, Sale and Delivery of Taxable General Obligation Facilities Maintenance Bonds, Series 2017A
5.D. B-11-17-3495 - Providing for the Issuance, Sale and Delivery of Taxable General Obligation Capital Facilities Bonds, Series 2017B
5.E. 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 has signed the following contracts during the month of October 2017.
6.B. No Cost Contracts
Superintendent Gronseth or the CFO/Executive Director of Business has signed the following contracts during the month of October 2017.
6.C. Change Orders Signed - None
6.D. Facilities Management & Capital Project Status Report 
6.E. Contracts Signed in Relation to LTFMR
The attached agreement was signed by the School Board Chair pursuant to Resolution B-9-17-3484.  This agreement is available for review by School Board members upon request.
7. Future Items
7.A. Final Levy Approval (December)
7.B. FY 2016-17 Audit Results (December)
7.C. Policy Updates
Agenda Item Details Reload Your Meeting
Meeting: November 21, 2017 at 6:30 PM - Business Committee - Regular School Board Meeting
Subject:
1. Financial Report
Subject:
1.A. Financial Report - Financial statements only (Cash Flow report will resume later this year)
Attachments:
Subject:
1.B. Approval of Payment of Claims - Attached as an "extra"
Subject:
1.C. Budget Revisions
Attachments:
Subject:
1.D. Wire Transfers
Attachments:
Subject:
1.E. Investment Transactions 
Attachments:
Subject:
1.F. APU Projections
Attachments:
Subject:
1.G. Fundraisers
Attachments:
Subject:
2. Bids, R.F.P.s and Quotes Reports
Subject:
2.A. Bids 
Subject:
2.A.1) Bid-1261 Data Center Co-location Services
Bid requests for Data Center Co-location Services were advertised and sent to two (2) known vendors for the period of July 1, 2018 through June 30, 2023.  In order to allow for flexibility in configurations based on Technology needs during the five (5) year period, a minimum and maximum range was asked for in the bid.
Description:

Recommendation:  It is recommended that the bid as submitted by Involta, in the maximum anticipated setup amount of $189,600.00 be accepted.
Attachments:
Subject:
2.B. RFPs - None
Subject:
2.C. Quotes - None
Subject:
3. Policies and Regulations
Subject:
3.A. New Policy 204 - School Board Meeting Minutes
Attached is MSBA model policy 204 - School Board Meeting Minutes for the first reading.  This policy would replace policies 8090, 8095, 8110, 9105, and 9110.
Description:

Recommendation:  It is recommended that the Duluth School Board approve Policy 204 - first reading.
Attachments:
Subject:
3.B. 8090 - Preparation for Meetings - Deletion
In moving to MSBA Model Policies, administration is recommending the deletion of Policy 8090, which will be replaced with MSBA policy 204.
Description:

Recommendation: It is recommended that the Duluth School Board approve the deletion of Policy 8090 - first reading.
Attachments:
Subject:
3.C. 8095 - Procedures During Meetings - Deletion
In moving to MSBA Model Policies, administration is recommending the deletion of Policy 8095, which will be replaced with MSBA policy 204.
Description:

Recommendation: It is recommended that the Duluth School Board approve the deletion of Policy 8095 - first reading.
Attachments:
Subject:
3.D. 8110 - School Board Records - Deletion
In moving to MSBA Model Policies, administration is recommending the deletion of Policy 8110, which will be replaced with MSBA policy 204.
Description:

Recommendation: It is recommended that the Duluth School Board approve the deletion of Policy 8110 - first reading.
Attachments:
Subject:
3.E. 9105 - Official Publications - Deletion
In moving to MSBA Model Policies, administration is recommending the deletion of Policy 9105, which will be replaced with MSBA policy 204.
Description:

Recommendation: It is recommended that the Duluth School Board approve the deletion of Policy 9105 - first reading.
Attachments:
Subject:
3.F. 9110 - Minutes of Meetings - Deletion
In moving to MSBA Model Policies, administration is recommending the deletion of Policy 9110, which will be replaced with MSBA policy 204.
Description:

Recommendation: It is recommended that the Duluth School Board approve the deletion of Policy 9110 - first reading.
Attachments:
Subject:
3.G. New Policy XXX - Data Practices
Attached is a data practices policy drafted by administration.
Description:

Recommendation:  It is recommended that the Duluth School Board table this policy in anticipation of the MSBA model data policy being published in or about December, 2017.
Attachments:
Subject:
3.H. 1016 - Information Requests - Deletion
Attached is policy 1016.
Description:

Recommendation: It is recommended that the Duluth School Board table the deletion of Policy 1016 until review of the MSBA Model Policy on data practices which should be published in or about December, 2017.
Attachments:
Subject:
4. Contracts, Change Orders, and Leases
Subject:
4.A. Contracts - None
Subject:
4.B. Change Orders
Subject:
4.B.1) Change Order #1 for Bid 1258-1 District Wide Playground Rubber Mulch Replacement
This deductive change order in the amount of $60,899.00 reflects a reduced scope of work, and results in a new contract sum of $980,365.00.
Description:

Recommendation:  It is recommended that the Duluth School Board approve deduct Change Order #1 with A Plus Landscaping, LLC, in the amount of $60,899.00, for a new contract sum of $980,365.00.
Attachments:
Subject:
4.B.2) Change Order #2 for RFP #306 - Removal of Rubber Mulch from Playgrounds for SAS+ Associates Phase II  ** Postponed Definitely from the September 2017 Board meeting **
RFP #306 – Phase II Removal of Rubber Mulch from Playgrounds was approved February 28, 2017, for a not to exceed fee of $46,500.00. CO #1 was approved June 20, 2017, for a new contract total amount of $55,950.00 as related to the re-bid process. However, once work began, it was quickly realized that there were many unknown conditions at all sites. Sites were not constructed as plans showed, and resulted in much more construction observation and design effort to “individualize” the specification and the plan to each site. This condition as well as the fact that this type of work has not been done before with no baseline for the consultant to base fee’s upon has led to the need for CO #2. Further details are attached as related to this change order from our consultant. Change order #2 to the RFP results in an increase of $12,475.00, to the previously awarded base bid and CO #1 for a new not to exceed contract total of $68,425.00.
Description:
 
Recommendation: It is recommended that the Duluth Public Schools approve the change order as listed pertaining RFP #306 - Removal of Rubber Mulch from Playgrounds. This change order adds $12,475.00 to the previously awarded base bid plus CO#1 for a new contract sum of $68,425.00.
Attachments:
Subject:
4.B.3) PLACEHOLDER - Other Change Orders
Subject:
4.C. Leases
Subject:
4.C.1) PLACEHOLDER - The Hills (formerly Woodland Hills) Lease
Subject:
5. Resolutions
Subject:
5.A. B-11-17-3492 - Acceptance of Donations
Description:

Recommendation:  It is recommended that the Duluth School Board approve Resolution B-11-17-3492.
Attachments:
Subject:
5.B. B-11-17-3493 - Authorizing an Amendment to the Joint Powers Agreement with the State of Minnesota/Perpich Center for Arts Education
Attached is an amendment to the Joint Powers Agreement between the State of Minnesota/Perpich Center for Arts Education and ISD 709, which was approved and signed at the August 22, 2017 School Board meeting.  The amendment lengthens the agreement terms and increases the reimbursement. 
Description:

Recommendation:  It is recommended that the Duluth School Board accept the amendment to the Joint Powers Agreement between the State of Minnesota/Perpich Center for Arts Education and ISD 709. 
Attachments:
Subject:
5.C. B-11-17-3494 - Providing for the Issuance, Sale and Delivery of Taxable General Obligation Facilities Maintenance Bonds, Series 2017A
Description:

Recommendation: It is recommended that the Duluth School Board approve Resolution B-11-17-3494.
Attachments:
Subject:
5.D. B-11-17-3495 - Providing for the Issuance, Sale and Delivery of Taxable General Obligation Capital Facilities Bonds, Series 2017B
Description:

Recommendation:  It is recommended that the Duluth School Board approve Resolution B-11-17-3495.
Attachments:
Subject:
5.E. 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 has signed the following contracts during the month of October 2017.
Attachments:
Subject:
6.B. No Cost Contracts
Superintendent Gronseth or the CFO/Executive Director of Business has signed the following contracts during the month of October 2017.
Attachments:
Subject:
6.C. Change Orders Signed - None
Subject:
6.D. Facilities Management & Capital Project Status Report 
Attachments:
Subject:
6.E. Contracts Signed in Relation to LTFMR
The attached agreement was signed by the School Board Chair pursuant to Resolution B-9-17-3484.  This agreement is available for review by School Board members upon request.
Attachments:
Subject:
7. Future Items
Subject:
7.A. Final Levy Approval (December)
Subject:
7.B. FY 2016-17 Audit Results (December)
Subject:
7.C. Policy Updates

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