Board Finance & Facilities Committee Minutes – June 1, 2020

District Mission: The Sioux City Community School District exists to educate students to believe in their talents and skills, achieve academic excellence, and succeed in reaching their potential.

Facilitator: Dr. Paul Gausman

Secretary: Patty Pageler

The Board Finance & Facilities Committee (BF&F) met on Monday, June 1, 2020 in the
Educational Service Center Board Room. Copies of the Agenda and the following Executive
Summaries were available:

  • Acceptance of Property/Casualty & Workers’ Compensation Insurance Renewal
  • USDA Equipment Assistance Grant for Nutrition Services-East Middle School
  • Raptor Visitor Management System Purchase Agreement · K-12 Insight Renewal Agreement
  • Meltwater Renewal Agreement
  • Agreement Among the Jackson Recovery Centers, Inc., the Sioux City Community School District and Northwest Area Education Agency
  • Memorandum of Understanding Between Counseling and Support Services and the Sioux City Community School District
  • Memorandum of Understanding Between Siouxland Mental Health Center and the Sioux City Community School District
  • Memorandum of Understanding Between Family Solutions Services and the Sioux City Community School District
  • Agreement Among the Boys and Girls Home, the Sioux City Community School District and Northwest Area Education Agency
  • Memorandum of Understanding Between Sanford Center and the Sioux City Community School District
  • Memorandum of Understanding Between Siouxland Human Investment Partnership and the Sioux City Community School District
  • Agreement Between the Sioux City Community School District and Boys and Girls Home and Family Services, Inc. for Alternative Placement Programs
  • Student and Teacher Device Lifecycle Purchase
  • Student iPads Purchase for Fall 2020
  • Preschool, Kindergarten, and Secondary Classrooms Furniture Purchase
  • FY20 Protective and Safety Equipment Resolution
  • Resolution Fixing Date for a Hearing on the Proposed Issuance of Approximately $36,000,000 School Infrastructure Sales, Services and Use Tax Revenue Refunding Bonds
  • FY21 Break Fix Insurance Program Renewal · ISFIS GASB 75 Participant Agreement
  • District HVAC Maintenance Program
  • Hail Damaged Metal Window Sills Replacement Project
  • Listing Agreement to Sell District Property – Former Lincoln Elementary School
  • Food and Nutrition Bids Annual Review
  • FY21 Annual District Truck Replacement
  • Finance Report for April-Revenue and Expenditures

Committee Members Present: Dr. Paul Gausman, Patty Blankenship, Patty Pageler
(virtually), Brian Fahrendholz (virtually), Ron Colling, Dan Greenwell and Taylor Goodvin

Committee Members Absent: None

Guests / Visitors: Dr. Rita Vannatta, Larry Moser (AJG), Rich Luze (Virtually), Mandie Mayo,
Dr. Kim Buryanek, John Pritchard, Troy Thomas, Tim Oswald (Piper Sandler)

Call to Order: Dr. Paul Gausman called the meeting to order at 3:00 p.m.

Acceptance of Property/Casualty & Workers’ Compensation Insurance Renewal: Dr. Rita Vannatta, Patty Blankenship, Larry Moser

  • Larry Moser summarized the property/casualty and workers’ compensation renewal pricing and addressed questions regarding the renewals.
  • The property/casualty premium increased by 20.4%. Total package premium is $1,069,093.
  • The workers’ compensation premium decreased by 3%. Total premium is $748,844.
  • The experience mod increased from .83 to .91. · The estimated payroll increased by 2.5%.
  • There was discussion of increasing the deductible to offset some of the premium increase.
  • This item will be included on the agenda of the June 8, 2020 Board meeting.

USDA Equipment Assistance Grant for Nutrition Services-East Middle School: Rich Luze

  • To request the Committee to approve the USDA Equipment Assistance Grant Award for Nutrition Services – East Middle School.
  • The grant is for $68,457.
  • The low bid on the equipment is for $63,456.
  • The Committee approved the request.

Raptor Visitor Management System Purchase Agreement: Mandie Mayo

  • The Raptor Visitor Management System allows school to screen and track everyone coming into the schools.
  • Perry Creek Elementary and Riverside Elementary piloted the system in the 2019- 2020 school year.
  • In the 2020-2021 school year, the system will be implemented in all 14 elementary/preschool buildings.
  • The recommendation is to approve the purchase agreement for $23,469.13.
  • The committee recommended the administration have an additional conversation with the vendor regarding the price and bring the item back to the next meeting.

K-12 Insight Renewal Agreement: Mandie Mayo

  • To request approval of a three-year agreement with K-12 Insight.
  • Annual renewal cost for FY21 is $47,085.
  • The agreement includes three services; managed survey administration, Let’s Talk interaction tool, and Engage software platform for in-house survey design and distribution.
  • This item will be included on the agenda of the June 8, 2020 Board meeting.

Meltwater Renewal Agreement: Mandie Mayo

  • To request approval of a two-year agreement with Meltwater.
  • Total renewal cost is $21,160. Annual renewal is $10,580.
  • Meltwater’s innovative Al-driven media monitoring technology enables the District to automatically uncover relevant brand coverage, including online media monitoring, broadcast media monitoring, and social media monitoring.
  • Meltwater’s engage tool is a social media management tool that allows the District to monitor, manage and administer content for the main social media accounts for each school and the District.
  • This item will be included on the agenda of the June 8, 2020 Board meeting.

Agreement among the Jackson Recovery Centers, Inc., the Sioux City Community School District and Northwest Area Education Agency: Dr. Kim Buryanek

  • To request approval to renew the agreement among the District, Jackson Recovery Centers and Northwest AEA for the provision of alternative school services and to allow the District to provide billing services on behalf of Jackson Recovery Centers.
  • This item will be included on the agenda of the June 8, 2020 Board meeting.

Memorandum of Understanding between Counseling and Support Services and the Sioux City Community School District: Dr. Kim Buryanek

  • To request approval of an agreement between the District and Counseling and Support Services for licensed clinicians to provide therapy, consultation, and crisis support for the 2020-21 school year.
  • This item will be included on the agenda of the June 8, 2020 Board meeting.

Memorandum of Understanding between Siouxland Mental Health Center and the Sioux City Community School District: Dr. Kim Buryanek

  • To request approval of an agreement between the District and Siouxland Mental Health Center for licensed clinicians to provide therapy, consultation, and crisis support for the 2020-21 school year.
  • This item will be included on the agenda of the June 8, 2020 Board meeting.

Memorandum of Understanding between Family Solutions Services and the Sioux City Community School District: Dr. Kim Buryanek

  • To request approval of an agreement between the District and Family Solutions for licensed clinicians to provide therapy, consultation, and crisis support for the 2020-21 school year.
  • This item will be included on the agenda of the June 8, 2020 Board meeting.

Agreement among the Boys and Girls Home, the Sioux City Community School District and Northwest Area Education Agency: Dr. Kim Buryanek

  • To request approval to renew the agreement among the Boys and Girls Home, the District and Northwest AEA for the provision of alternative school services and to allow the District to provide billing services on behalf of Boys and Girls Home.
  • This item will be included on the agenda of the June 8, 2020 Board meeting.

Memorandum of Understanding between Sanford Center and the Sioux City Community School District: Dr. Kim Buryanek

  • To request approval of an agreement between the Sanford Center and the District for outreach workers to provide mentoring, tutoring and other supports to at-risk students.
  • The Sanford Center will provide three outreach workers for the 2020-2021 school year.
  • Total cost is $30,000 and will be funded with at-risk funds.
  • This item will be included on the agenda of the June 8, 2020 Board meeting.

Memorandum of Understanding between Siouxland Human Investment Partnership and the Sioux City Community School: Dr. Kim Buryanek

  • To request approval to renew the agreement between Siouxland Human Investment Partnership and the District for Beyond the Bell before school, after-school and summer programming.
  • The District will provide Beyond the Bell classroom space, common space and playground/physical education equipment, technical support, funding up to $148,000 for certified teachers and scholarships for students, and other support.
  • The agreement will be funded with at-risk funds.
  • This item will be included on the agenda of the June 8, 2020 Board meeting.

Agreement between the Sioux City Community School District and Boys and Girls Home and Family Services, Inc. for Alternative Placement Programs: Dr. Kim Buryanek

  • To request approval of an agreement between the District and Boys and Girls Home and Family Services for the provision of alternate placement programs.
  • The total cost of the agreement is $119,218 and will be funded with at-risk funds.
  • This item will be included on the agenda of the June 8, 2020 Board meeting.

Student and Teacher Device Lifecycle Purchase: John Pritchard

  • To request approval to purchase 2,000 Dell Latitude 3190 laptops ($294/unit) for students for a total of $588,000 and 100 Dell Latitude 3390 2-in-1 laptops ($634/unit) for teachers for a total of $63,400.
  • Total purchase of $651,400.
  • The devices will be purchased from Sterling Computers based on the “Acceptance of the Student, Staff and Teacher Device Contract” approved by the Board at the March 9, 2020 meeting.
  • This item will be included on the agenda of the June 8, 2020 Board meeting.

Student iPads Purchase for Fall 2020: John Pritchard

  • To request approval to purchase 200 Apple iPads ($294/unit) for students for a total cost of $58,800.
  • This item will be included on the agenda of the June 8, 2020 Board meeting.

Preschool, Kindergarten, and Secondary Classrooms Furniture Purchase: Troy Thomas

  • The recommendation is that the Board of Directors accepts the furniture quotes from School Specialty for $49,108.62, Office Elements for $19,577.65 and Eakes Office Solutions for $15,345.24.
  • The total purchase is $84,031.51 and will be funded by the PPEL Fund.
  • This item will be included on the agenda of the June 8, 2020 Board meeting.

FY20 Protective and Safety Equipment Resolution: Patty Blankenship

  • Iowa code allows school districts, by board resolution, to transfer funds from the General Fund to the Student Activity Fund to purchase or recondition protective and safety equipment required for extracurricular activities.
  • The recommendation is that the Board of Directors approves the resolution to transfer $15,000 from the General Fund to the Student Activity Fund for expenditures that occurred between July 1, 2019 and May 31, 2020 for purchases or reconditioning of protective and safety equipment.
  • This item will be included on the agenda of the June 8, 2020 Board meeting.

Resolution Fixing Date for a Hearing on the Proposed Issuance of Approximately $36,000,000 School Infrastructure Sales, Services and Use Tax Revenue Refunding Bonds: Patty Blankenship

  • Iowa Code Section 423F.4(2) requires that the Board of Directors hold a public hearing on the proposed issuance of sales tax refunding bonds and that the electors be given fourteen days following the hearing in which to file a petition with the Board Secretary requesting an election on the bond issuance.
  • The bonds will be issued for the purpose to refund outstanding School Infrastructure Sales, Services and Use Tax Revenue Bonds, Series 2014 and Series 2015A.
  • The estimated savings is approximately $500,000 at this time. · The District will proceed with the refunding if market conditions are favorable.
  • The recommendation is that the Board adopts the resolution and sets the date for the hearing.
  • The recommendation is that the Board of Directors approves the Private Placement engagement letter with Piper Sandler & Co., and the Engagement Agreement with Ahlers & Cooney, P.C. related to the proposed issuance.
  • This item will be included on the agenda of the June 8, 2020 Board meeting.

FY21 Break Fix Insurance Program Renewal: Patty Blankenship

  • The FY20 break fix premium was $589,672.
  • The District is estimating $600,000 of spending authority was either conserved or utilized in other programs because of this program.
  • This is significantly above the estimated amount of $400,000.
  • The FY21 break fix premium is $887,580 (quote received from Specialty Underwriters).
  • The increase is due to additional claims in the current year and a significant increase in the number of computers that will be included in the program.
  • The District is estimating $600,000 of spending authority will be either conserved or utilized in other programs because of this program.
  • This item will be included on the agenda of the June 8, 2020 Board meeting.

ISFIS GASB 75 Participant Agreement: Patty Blankenship

  • To request Board approval to enter into an agreement with Iowa School Information Services (ISFIS) to provide an actuarial valuation report meeting the requirements of GASB Statement No. 75, Accounting and Financial Reporting for Postemployment Benefits Other Than Pensions.
  • The total cost of the services as outlined in the ISFIS Participation Agreement is $4,425.
  • This item will be included on the agenda of the June 8, 2020 Board meeting.

District HVAC Maintenance Program: Brian Fahrendholz

  • The District received two proposals for the HVAC maintenance program.
  • The proposals are for a three-year fixed cost maintenance agreement.
  • The recommendation is that the Board of Directors accepts the bid from Daikin Applied and awards the three-year contract for $103,976.
  • This item will be included on the agenda of the June 8, 2020 Board meeting.

Hail Damaged Metal Window Sills Replacement Project: Brian Fahrendholz

  • Sealed bids were received for repairing and replacing hail damaged metal window sills at Loess Hills, Morningside and Spalding Elementary Schools.
  • The recommendation is that the Board of Directors accepts the low bid from Interstate Mechanical Systems and awards the contract for $48,400.
  • This item will be included on the agenda of the June 8, 2020 Board meeting.

Listing Agreement to Sell District Property – Former Lincoln Elementary School: Brian Fahrendholz

  • The District is proposing to enter into an agreement with Century 21 Pro Link to list the Lincoln Elementary School building.
  • The recommendation is that the Board of Directors approves the listing agreement.
  • This item will be included on the agenda of the June 8, 2020 Board meeting.

Food and Nutrition Bids Annual Review: Brian Fahrendholz

  • A five-year bid was awarded in FY18 to provide product for food service.
  • The pricing related to this contract is reviewed annually.
  • The recommendation is that the Committee award the food and nutrition annual renewal to US Foods, Martin Brother’s, Greenberg Fruit Company, Dairy Farmers of America, and Bimbo Bakeries.
  • The Committee approved the renewal of the contracts with the above vendors.
  • The contracts will be included on the agenda of the June 22, 2020 Board meeting.

FY21 Annual District Truck Replacement: Brian Fahrendholz

  • To request approval to purchase an O&M replacement ¾ ton extended cab 4×4 truck.
  • The purchase will be funded by the FY21 PPEL budget.
  • The recommendation is to accept the low bid of $28,671 from Karl Chevrolet Inc.
  • This item will be included on the agenda of the June 8, 2020 Board meeting.

Finance Report for April – Revenues and Expenditures: Patty Blankenship

  • The April Finance report was briefly discussed.
  • The FY20 expenditures were re-estimated due to COVID-19.
  • The expenditure budget was decreased by $1,284,288 largely due to expected decreases in substitute pay and extra pay for teachers, instructional assistants, and bus drivers, contracted nursing services, contracted transportation, staff training, local mileage, natural gas, and diesel.
  • It is anticipated that most of the ESSER funds will be unspent grant proceeds (deferred revenue) on June 30, 2020.

Other Items:

A preliminary tax rate of $13.52919 was received from the Iowa Department of Management.
The tax rate adopted by the Board of Directors on April 14, 2020 was $13.52558. The
difference is $0.00361. Adjustments to the preliminary rate are due to the Iowa Department
of Management by June 10, 2020. The recommendation is to decrease the Management
Fund levy by $0.00361, keeping the tax rate at $13.52558 as approved by the Board on April
14, 2020. The Committee agreed with the recommendation.

The next meeting of the Board Finance & Facilities Committee will be Monday, June 15, 2020
at 3:00 p.m. in the ESC Board Room.