July 16, 2019 at 6:30 PM - Business Committee - Regular School Board Meeting
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1. Guest Presentations - None
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2. Financial Report
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2.A. Financial Report
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2.B. Approval of Payment of Claims - Attached as an "extra"
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2.C. Budget Revisions
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2.D. Wire Transfers
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2.E. Investment Transactions
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2.F. APU Projections - Reports resume in October
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2.G. Fundraisers
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3. Bids, R.F.P.s and Quotes Reports
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3.A. Bids - None
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3.B. RFPs - None
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3.C. Quotes - None
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4. Policies and Regulations
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4.A. New Policy 412 - Expense Reimbursement
Attached is MSBA Model Policy 412 - Expense Reimbursement. This policy would replace current district policies 3135 - Mileage Reimbursement for Use of Private Vehicles and and 3136 - Travel In-District, In-State, and Out-of-State. First reading.
Description:
Recommendation: It is recommended that the Duluth School Board approve new policy 412 - first reading.
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4.B. Delete Policy 3135 - Mileage Reimbursement for Use of Private Vehicles
In moving to MSBA model policies, administration is recommending the deletion of policy 3135 which will be replaced with MSBA policy 412. First reading.
Description:
Recommendation: It is recommended that the Duluth School Board approve the deletion of policy 3135.
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4.C. Delete Policy 3136 - Travel In-District, In-State, and Out-of-State
In moving to MSBA model policies, administration is recommending the deletion of policy 3136 which will be replaced with MSBA policy 412. First reading.
Description:
Recommendation: It is recommended that the Duluth School Board approve the deletion of policy 3136 - first reading.
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4.D. Update and Renumber Regulation 3136R - Expenses - Travel In-District, In-State, and Out-of-State
This regulation will be updated and renumbered to accompany new policy 412 - Expense Reimbursement
Description:
This is an informational item only.
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5. Contracts, Change Orders, and Leases
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5.A. Contracts
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5.A.1) Commercial Insurance (Property, Liability, Auto, W/C) Policies and Premium Designation
Representatives from Marsh & McLennan Agency attended the July Business Committee meeting to present premium information, policy changes, coverage, etc. The attached document reflects approximate premium pricing (a few non-materials changes may occur).
Description:
Recommendation: It is recommended that the Duluth Public School Board approve the Workers Compensation, Property, Liability, Auto, Umbrella Insurance Policies and Premium Designation as discussed at the July Business Committee meeting with the understanding that there may be a few non-material changes. It is further recommended that the School Board authorize the Board Chair to sign the final documentation when all the changes have been added.
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5.A.2) University of Minnesota Duluth (UMD) - College in the Schools (CITS)
Attached is a contract with UMD for CITS programming for the 2019-20 school year. It is estimated this agreement will cost an estimated $56,000.00
Description:
Recommendation: It is recommended that the Duluth School Board approve this agreement with UMD for CITS programming for the 2019-20 school year.
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5.A.3) PLACEHOLDER - Other Contracts
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5.B. Change Orders
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5.B.1) PLACEHOLDER - Other Change Orders
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5.C. Leases
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5.C.1) Hoglund Bus Company (Financing by Santander Bank, N.A.)
This lease is for two buses for a three year time span. The District will have the option to purchase these buses at the end of the lease for a minimal amount. The total three year cost for this lease is $186,636.00.
Description:
Recommendation: It is recommended that the Duluth School Board approve this three year lease in the amount of $186,636.00. It is further recommended that the School Board authorizes the CFO/Executive Director of Business Services to sign and process all necessary supporting documents.
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5.C.2) All-Lines Leasing for Hillyard Custodial Equipment
This three year zero percent interest lease-to-own agreement is for replacement of custodial equipment District-wide.The total cost of this three year lease is $238,113.97. The District will have the option for full ownership of this equipment at the cost of a $1.00 buyout at the end of the three year lease period.
Description:
Recommendation: It is recommended that the Duluth School Board approve this three year lease with All-Lines Leasing for Hillyard Custodial Equipment in the amount of $238,113.97. It is further recommended that the School Board authorizes the CFO/Executive Director of Business Services to sign and process all necessary supporting documents.
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5.C.3) Northwood Children's Services - Merritt Creek Academy
Attached is a lease from Northwood Children's Services for Merritt Creek Academy. This three year agreement will have an annual cost of $103,805.00.
Description:
Recommendation: It is recommended that the Duluth School Board approve this three year lease with Northwood Children's Services with an annual cost of $103,805.00.
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5.C.4) PLACEHOLDER - Other Leases
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6. Resolutions
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6.A. B-7-19-3662 - Acceptance of Donations
Description:
Recommendation: It is recommended that the Duluth School Board approve Resolution 6-19-3662.
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6.B. B-7-19-3663 - Authorized Bank Account Signer
Description:
Recommendation: It is recommended that the Duluth School Board approve Resolution 7-19-3663.
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6.C. B-7-19-3664 - Approving Ten-Year Capital Facilities Plan - FY2021 Update
Description:
Recommendation: It is recommended that the Duluth School Board approve Resolution B-7-19-3664.
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6.D. PLACEHOLDER - Other Resolutions
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7. Informational - These items are provided for informational purposes only; no action is required.
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7.A. Expenditure Contracts
The Superintendent or CFO/Executive Director of Business has signed these contracts during the month of June 2019.
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7.B. Extension or Renewal Contracts
The Superintendent or CFO/Executive Director of Business has signed these contracts during the month of June 2019.
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7.C. No Cost Contracts
The Superintendent or CFO/Executive Director of Business has signed these contracts during the month of June 2019.
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7.D. Revenue Contracts
The Superintendent or CFO/Executive Director of Business has signed these contracts during the month of June 2019.
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7.E. Change Orders Signed - None
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7.F. Facilities Management & Capital Project Status Report
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7.G. Property Sale Updates
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7.H. Annual Grants and Donations Summary
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8. Future Items
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8.A. Bus Fleet Update (August 2019)
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8.B. Homecroft Field Update (August 2019)
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8.C. School Board Election Resolution for Election Judges (September 2019)
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8.D. School Board Election Resolution for Polling Places (September 2019)
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8.E. Policy Updates
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