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March 11, 2021 at 6:00 PM - Bixby Board of Education Regular Meeting

Minutes
Call Meeting to Order/Roll Call
Agenda Item Type:  Procedural Item
Reports to The Board
Agenda Item Type:  Information Item
Special Recognition
Agenda Item Type:  Information Item
  Spartan Coin of Excellence - Aubrey McNeil, Oklahoma Academic All-State
Agenda Item Type:  Action Item
Recognition of Site and District Teacher of the Year(s)
Agenda Item Type:  Information Item
COVID-19 Update - Update and discussion among Board members, Superintendent, and District Staff regarding COVID-19, to include current state and local data and information along with possible implications on school safety, operations, and learning during the pandemic.
Agenda Item Type:  Action Item
Superintendent's Report - Rob Miller
Agenda Item Type:  Action Item
Facilities and Operations Update - Gabe Hayes
Agenda Item Type:  Information Item
Monthly Budget Report - Mike Anthony
Agenda Item Type:  Information Item
Comments from the Public
Agenda Item Type:  Information Item
Speakers must identify themselves.
Agenda Item Type:  Information Item
Each Speaker is given a maximum of three (3) minutes.
Agenda Item Type:  Information Item
In order to avoid repetitious information, a single spokesperson will be selected by groups desiring to address the board.
Agenda Item Type:  Information Item
Total time allocated to this item is thirty (30) minutes.
Agenda Item Type:  Information Item
Speakers may offer objective comments of school operations and programs that concern them. The Board shall not hear personal complaints unless the proper administrative procedures concerning complaints have been followed.
Agenda Item Type:  Information Item
Speakers may not use profanity at a School Board meeting. Patrons conducting themselves in this manner may be asked to leave the meeting.
Agenda Item Type:  Information Item
The president reserves the right to interrupt this section and move to the next item.
Agenda Item Type:  Information Item
In accordance with provisions of the Oklahoma Open Meeting Act, discussion or action by the Board on an item presented under the "Comments from the Public" agenda topic is not permitted. Board members and administrative staff will not respond to questions from the public. The Board appreciates and will seriously consider all comments made during this time. Proper questions from members of the public may be referred to the Superintendent for later report to the Board.
Agenda Item Type:  Information Item
General Consent Agenda - Discussion, consideration and vote to approve or not to approve Items #4.1-4.17. (These items may be approved by one Board motion, unless any board member desires to have a separate vote on any or all of these items.)
Agenda Item Type:  Action Item
Action(s):
Approval of General Consent Items #4.1-4.17 as presented Passed with a motion by Julie Prox and a second by Amanda Stephens.
  • Justin Cheatham: Yea
  • Matt Dotson: Yea
  • Tristy Fryer: Yea
  • Julie Prox: Yea
  • Amanda Stephens: Yea
No Action(s) have been added to this Agenda Item.
Minutes of February 11, 2021 Regularly Scheduled Board Meeting
Agenda Item Type:  Consent Agenda
Attachments: (1)
Activity Fund Summary of Accounts and Transfer Requests
Agenda Item Type:  Consent Agenda
Encumbrances and Change Orders for FY 2021 General Fund, Building Fund, Child Nutrition Fund, Sinking Fund, and Bond Funds 31-39 per attached encumbrance registers
Agenda Item Type:  Consent Agenda
Approval of renewing the Commodity Processing Contract with Barlow Education Management Services for the 2021-2022 fiscal year
Agenda Item Type:  Action Item
Approval of the request by the Bixby JV and Middle School cheer to attend NCA Nationals in Dallas, Texas on March 5-7, 2021
Agenda Item Type:  Consent Item
Approval of the Bixby HS Marching Band request to attend the Marching Competition in St. Louis, Missouri on 10-22-21 to 10-23-21
Agenda Item Type:  Consent Item
FMLA - Support - District - 2/2/21 to 3/12/21
Agenda Item Type:  Consent Item
FMLA - Certified - Middle School - 1/20/21 to 2/1/21
Agenda Item Type:  Consent Item
FMLA - Support - Administration - 1/13/21 to 1/29/21
Agenda Item Type:  Consent Item
FMLA - Support - Transportation - 1/11/21 to 4/27/21
Agenda Item Type:  Consent Item
FMLA - Certified - West Elementary - 2/16/21 to 3/30/21
Agenda Item Type:  Consent Item
Medical Leave - Support - High School - 1/29/21 to 5/3/21
Agenda Item Type:  Consent Item
Medical Leave - Support - Child Nutrition - 3/1/21 to 3/22/21
Agenda Item Type:  Consent Item
FMLA - Support - Child Nutrition - 2/22/21 to 5/7/21
Agenda Item Type:  Consent Item
Medical Leave - Support - District - 2/7/21 to 5/1/21
Agenda Item Type:  Consent Item
Employment, Resignation, Retirement - Certified Personnel - per attached
Agenda Item Type:  Consent Agenda
Attachments: (1)
Employment, Resignation, Retirement - Support Personnel - per attached
Agenda Item Type:  Consent Agenda
Attachments: (1)
Finance
Agenda Item Type:  Action Item
Discussion, consideration and vote to approve or not to approve an agreement with KKT Architects, Inc. for the Bixby High School - Master Plan project at a cost of $32,500.00.
Agenda Item Type:  Action Item
Action(s):
Approval of an agreement with KKT Architects, Inc. for the Bixby High School - Master Plan project at a cost of $32,500.00. Passed with a motion by Matt Dotson and a second by Tristy Fryer.
  • Justin Cheatham: Yea
  • Matt Dotson: Yea
  • Tristy Fryer: Yea
  • Julie Prox: Yea
  • Amanda Stephens: Yea
No Action(s) have been added to this Agenda Item.
Discussion, consideration and vote to approve or not to approve a service agreement with Tyler Technologies for Transportation tracking software at a cost of $59,465.00.
Agenda Item Type:  Action Item
Action(s):
Approval of a service agreement with Tyler Technologies for Transportation tracking software at a cost of $59,465.00. Passed with a motion by Julie Prox and a second by Tristy Fryer.
  • Justin Cheatham: Yea
  • Matt Dotson: Yea
  • Tristy Fryer: Yea
  • Julie Prox: Yea
  • Amanda Stephens: Yea
No Action(s) have been added to this Agenda Item.
Teaching and Learning
Agenda Item Type:  Action Item
Oklahoma State Testing Program (OSTP) Update - Discussion only. No action required by the Board of Education. 
Agenda Item Type:  Action Item
Operations
Agenda Item Type:  Action Item
Discussion, consideration, and vote to approve or not to approve a resolution for a process to be used in the selection of a Construction Management firm. 
Agenda Item Type:  Action Item
Action(s):
I recommend that we approve the following resolution for the selection of construction managers for Bixby Public Schools: "The Bixby Board of Education established the following process for the selection of construction managers to be used by Bixby Public Schools. The process will be conducted in accordance with Title 61, Section 62 of Oklahoma Statute. The  superintendent is responsible for compliance with this process and will chair the selection committee.  A formal Request for Qualifications (RFQ) will be used to solicit proposals from no fewer than two construction firms. Once proposals are received and evaluated, a district committee consisting of the superintendent, two Board members, the district Director of Operations, and the CFO will select no more than four firms to interview. The project architect will be allowed to have representatives present for the interviews yet will not participate in the ranking of candidates. At the end of the interviews, the committee will rank the firms in order of preference based on their professional qualifications and technical experience. Upon selection of the top-ranked firm, the district will enter negotiations on fees related to the proposed construction project. If the two sides are unable to reach an agreement on fees, the district will repeat the process with the second-ranked firm, and so on, until a final agreement with a CM is reached. The committee will then forward their recommendation to the full school board for consideration at the next scheduled board meeting." Passed with a motion by Julie Prox and a second by Justin Cheatham.
  • Justin Cheatham: Yea
  • Matt Dotson: Yea
  • Tristy Fryer: Yea
  • Julie Prox: Yea
  • Amanda Stephens: Yea
No Action(s) have been added to this Agenda Item.
Discussion, consideration and vote to approve or not to approve a Utility Easement agreement with Full Gospel Assembly International Ministries, Inc.
Agenda Item Type:  Action Item
Action(s):
Approval of a Utility Easement agreement with Full Gospel Assembly International Ministries, Inc. Passed with a motion by Matt Dotson and a second by Tristy Fryer.
  • Justin Cheatham: Yea
  • Matt Dotson: Yea
  • Tristy Fryer: Yea
  • Julie Prox: Yea
  • Amanda Stephens: Yea
No Action(s) have been added to this Agenda Item.
Discussion, consideration and vote to approve or not to approve declaring items as surplus to be disposed of in accordance to Oklahoma Statutes.
Agenda Item Type:  Action Item
Action(s):
Approval of declaring items as surplus to be disposed of in accordance to Oklahoma Statutes. Passed with a motion by Tristy Fryer and a second by Amanda Stephens.
  • Justin Cheatham: Yea
  • Matt Dotson: Yea
  • Tristy Fryer: Yea
  • Julie Prox: Yea
  • Amanda Stephens: Yea
No Action(s) have been added to this Agenda Item.
Human Resources
Agenda Item Type:  Action Item
Discussion, consideration and vote to approve or not to approve the Holiday Schedule for all 12 month employees for the 2021-2022 fiscal year.
Agenda Item Type:  Action Item
Action(s):
Approval of the Holiday Schedule for all 12 month employees for the 2021-2022 fiscal year. Passed with a motion by Julie Prox and a second by Tristy Fryer.
  • Justin Cheatham: Yea
  • Matt Dotson: Yea
  • Tristy Fryer: Yea
  • Julie Prox: Yea
  • Amanda Stephens: Yea
No Action(s) have been added to this Agenda Item.
New Business
Agenda Item Type:  Action Item
Vote to adjourn
Agenda Item Type:  Action Item
Action(s):
At 8:23 p.m. approval to adjourn. Passed with a motion by Amanda Stephens and a second by Matt Dotson.
  • Justin Cheatham: Yea
  • Matt Dotson: Yea
  • Tristy Fryer: Yea
  • Julie Prox: Yea
  • Amanda Stephens: Yea
No Action(s) have been added to this Agenda Item.
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