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Home My WebLink About2018_01_12 Board Minutes IDAHO FALLS SCHOOL DISTRICT NO. 91 BOARD OF TRUSTEES – WORK SESSION DISTRICT OFFICE BOARD ROOM – 10:00 A.M. 690 JOHN ADAMS PARKWAY FRIDAY, JANUARY 12, 2018 Present from the Board of Trustees: Present from the Administration: Lisa Burtenshaw, Chair George Boland, Superintendent Dave Lent, Trustee Kelly Coughenour, Director of Elementary Education Deidre Warden, Clerk Sarah Sanders, Director of Secondary Education Larry Haws, Vice Chair Carrie Smith, Director of HR & Finance Larry Wilson, Treasurer Jennifer Jackson, Director of Curriculum Gail Rochelle, Director of Student Achievement & School Improvement Others: Margaret Wimborne, Director of Communications and Mike Clements, Bateman-Hall Community Engagement Scott Strauhbar, Hummel Architects Debbie Wilkie, Board Secretary, Recording Mandy Boam, Hummel Architects Mike Hicks, Owner, Mike Hicks Reality Group Blake Mueller, Bonneville County Assessor John Conquergood, IFEA Designee Chairman Burtenshaw called the meeting to order at 10:04 AM. ADOPT AGENDA Trustee Warden made a motion to amend the agenda to include Action Item a. Replacement and New Fuel Equipment and Software. Trustee Haws provided the second. Motion carried 5 ayes and 0 nays. Trustee Haws made a motion to adopt the agenda as amended. Trustee Wilson provided the second. Motion carried, 5 ayes, 0 nays. ACTION ITEM a. Replacement and New Fuel Equipment and Software Superintendent Boland stated this is the item that was tabled at the previous meeting. A new summary of the total cost of $34,684.77 for equipment, software and installation was provided as requested. There is an annual ongoing cost of $1,275.00 for software support that would be included in the annual budgets. Trustee Warden made a motion to approve the Replacement and New Fuel Equipment and Software purchase from Leonard Petroleum as presented. Trustee Wilson provided the second. No further discussion. Motion carried 5 ayes, 0 nays. 01/12/2018 D91 Board Minutes Page 1 of 3 WORK SESSION a. Facilities and Bond Discussion Chairman Lisa Burtenshaw stated this is the first work session since the failed bond election on November 7, 2017. The Board wanted to discuss what it is going to take to get the 66% needed to pass a bond. The objective for today is to discuss a path for moving forward, after all, we did receive 58% yes votes. Chairman Burtenshaw provided Board members with a copy of the framework for today’s discussions. Superintendent Boland introduced Mike Hicks, a real estate professional, and Bonneville County Assessor Blake Mueller who the Board invited to join the discussion today (Matt Morgan, a local contractor, was unable to attend). Mr. Hicks shared information about housing developments being planned within the City, shifting populations and declining home inventory. Mr. Hicks suggested the district provide tours of the existing IFHS facility to get people in it to see what is really there. Review the financial aspects of the proposal often, it’s important to inform patrons of the financials, the more information you can provide the better. Mr. Mueller shared that patrons came into his office on a daily basis to find out how much would their property taxes go up if the bond passed, and explain to them how levies worked. Discussions were held regarding the no tax rate increase, scope of work and the overall cost. Chairman Burtenshaw stated the tax rate approach didn’t really work well, people got confused by tax rate verses taxes. Mr. Hicks shared that people want to know if you are planning to finance $150 million over 20 years what would their payment be. Trustee Lent reviewed that the Board started this process almost two years ago, the Board is looking for validation and to reconcile as a community to come up with a viable solution. Chairman Burtenshaw thanked Mr. Hicks and Mr. Mueller for their time and expertise. Scott Strauhbar and Mandy Boam, Hummel Architects, and Mike Clements, Bateman-Hall, shared information regarding standard cost per square foot when building a high school facility. Discussions were held regarding possible revisions to the current design to lower the overall bond amount, 4% building escalation costs and comparisons from surrounding district’s that have built new high schools. Superintendent Boland then reviewed other district facility needs, stating the new transportation facility is on schedule with the bid opening to be held on February 7, 2018. The district office remodel has been put on hold, still have the issue of not enough space, but will need to look at other options. The Career Technical Education Center is in need of a central location to house all of their programs. Board members asked for another meeting to be scheduled so they can discuss options for the Career Technical programs. The superintendent stated the district is also in the process of purchasing land north of town for another elementary school, and will continue looking for land in the southeast portion of the district for an elementary school location in the future. The superintendent stated the district will definitely be looking at extensive elementary school boundary changes if we are not looking to build a new elementary within the next five years. The discussion also included what to do about the proposal for wheelchair lifts at Ravsten Stadium. 01/12/2018 D91 Board Minutes Page 2 of 3 Carrie Smith, Director of HR & Business, provided and reviewed a financial report for the current fund balance and budget reserves. A brief discussion was held. Chairman Burtenshaw asked board members if they were to run the bond again when do they feel would be the best time to run it? Discussions included the patron polling information being gathered in early February and the deadlines for getting it on the ballot in either May, August or November. Chairman Burtenshaw asked board members to give it some thought. The next meeting is scheduled for February 14, 2018. Trustee Wilson made a motion to adjourn. Trustee Lent provided the second. The meeting adjourned at 2:09 PM. 01/12/2018 D91 Board Minutes Page 3 of 3 -Idaho Falls ^ School District 91 A World Class Education January, 11, 2018 Board Members and Superintendent Boland, I will start by apologizing for not being clearer on the price quotes for the new fueling systems. I have summarized the totals for each location below. I will be at the work session Friday but feel free to call me if you have any questions. Replacing the Current Fuel Control System • $15,044—FuelMaster parts, software, and shipping fee from Syntech • $2700—Labor to install and program new system by Leonard Petroleum Equipment. • $4000—Labor to install and train school district mechanics on installing AIMS devices on vehicles.Training takes 2-3 days. Provided by Leonard Petroleum Equipment. $ 21,744—Total to replace current fuel control system,software and training. Fuel Control System for New Bus Lot • $10,240.77—FuelMaster parts and shipping from Syntech. • $2700—Labor to install and program new system by Leonard Petroleum Equipment. $12,940.77—Total for fuel control system at new bus lot. $34,684.77—Grand total for new fuel control systems at both locations. $1275.00 Annual fee for extended maintenance and software support after the first year provided by Syntech. Thank you, Ralph Frost 208-525-7580 Ext.4 690 John Adams Parkway, Idaho Falls, Id 83401 •208-525-7500 • FAX(208)525-7596 www.d91.k12.id.us 01/08/2018 s yntech NJPA Estimate Date: Customer PO# Salesperson: ENTER PO# Kevin Buhr Northwest . . To: • Browning End User: Idaho Falls S.D.(or through Leonard Petroleum) Idaho Falls School District 91 690 John Adams Parkway Idaho Falls JID 183401 Idaho Falls JID 83401 208-525-7580 frosralp@d9l.kl2.id.us Shipping: :n ,Installed by: Leonard Petroleum Equipment-Idaho Falls Idaho Fails JID 183401 SELECT ACCOUNT TYPE This ESTIMATE is good for 45 days from 01/08/2018 Item Qty Per Unit Price FMU3505PIusG:>Prokee 2.4 FMU-Gray 1 $8,570.00 10.0% $7,713.00 Generic Prox Card Reader:>HID PROXIMITY CARD READER 1 $985.00 10.0% $886.50 227838A:>FUELMASTERO PLUS WINDOWS SOFTWARE(Both SQL 1 $2,250.00 10.0% $2,025.00 Server&Access) 202002A:>TANK MONITOR INTERFACE 1 $685.00 10.0% $616.50 172405:>Prokee®-Black 100 $5.85 10.0% $526.50 941 D0120:>Prokee 0 Encoder,USB 1 $585.00 10.0% $526.50 941B0700:>AIM 2.4 Module Assy Kit 10 $270.00 10.0% $2,430.00 Select A Product Select A Product Select A Product AIM module Installer/Training(for your shop-8-10 vehicles,2-3 days) $ 0.00% $ AND $ - 0.00% $ FuelMaster FMU installation and Software Set-up(days to be confirmed $ 0.00% $ THESE WILL BE QUOTED BY JOE Q LEONARD PETROLEUM of Idaho Falls $ $ AIM2.4 Ready FMU,HID,for 2-hoses,Dist.IT to handle List Price Subtotal $16,360.00 wireless communications to bldg of FMU/Tank Interface(ie: Less Discount of: -$1,636.00 LigoWave DeliberanUZ-Link),Second site can be added in Estimated Shipping&Handling Charges $320.00 later,Install to be quoted separate)y(may require site visit) Total This Order: $15,044.00 Please submit order form to:salesordersAfliyfuelmaster.com 6u� 40 --r 01/08/2018 WAV, syntech NJPA Estimate Date: Customer PO# Salesperson: ENTER PO# Kevin Buhr Northwest End User: Idaho FallsS.D.(or through Leonard Petroleum) Idaho Falls School District 91 7S. 2nd-NEW SITE-To Be Confirmed Idaho Falls JID 83401 Idaho Falls JID 183401 1 .208-525-7580 frosralp@d91.k12Jd.us 'Installed by: Shipping: TED Leonard Petroleum Equipment-Idaho Falls Idaho Falls ID 183401 SELECT ACCOUNT TYPE This ESTIMATE is good for 45 days from 01/08/2018 Item Qty Per Unit Price FMU3505PIusG:>Prokee 2.4 FMU-Gray 1 $8,570.00 10.0% $7,713.00 Generic Prox Card Reader:>HID PROXIMITY CARD READER 1 $985.00 10.0% $886.50 94180700:>AIM 2.4 Module Assy Kit 1 $270.00 10.0% $243.00 202002A:>TANK MONITOR INTERFACE 1 $685.00 140% $616.50 172405:>ProkeeO-Black 1 $5.85 10.0% $5.27 941 D0120:Wrokee 0 Encoder,USB 1 $585.00 10,0% $526.50 Select A Product Select A Product Select A Product Select A Product Order AIM2.4 module assy kits&Prokee's as needed $ 0.00% $ $ 0.00% $ $ 0.00% $ AIM2.4 Ready FIVIU,HID,for 2-hoses,Dist.IT to handle List Price Subtotal $11'100.85 wireless communications to bldg of FMU/Tank Interface(ie: Less Discount of: 41,110.09 LigoWave DeliberanUZ-Link),Second site can be added in Estimated Shipping&Handling Charges $250.00 later,Install to be quoted separately(may require site visit) Total This Order: $10,240.77 Please submit order form to:salesorders0myfuelmaster.corn Leonard Po Box 2318 ESTIMATE REMOL IfU 3901 N.Yellowstone DATE QUOTE# Idaho Falls,ID 83401 �t Phone(208)522-7547 Fax(208)522-0660 E4wii�e Sales@LEPetro.com 1/10/2018 IFE5T1604 Of Idaho Falls Name/Address Job Address IDAHO FALLS SCHOOL DIST.91 IDAHO FALLS SCHOOL DIST.91 690 JOHN ADAMS PARKWAY 640 SOUTH LEE IDAHO FALLS,IDAHO 83401 IDAHO FALLS,IDAHO 83401 Terms PO#/Person to Contact Net 10 Qty Part Number U/M Description i Total 1 LABOR hr ON SITE CERTIFIED LABOR TO TRAIN AND PROGRAM AIM 4,000.00 SYSTEM,SETTING UP AND INSTALLING 8-10 AIMS ON VEHICLES AND TRAINING TAKES 2-3 DAYS 1 LABOR hr LABOR TO REMOVE EXISTING FUEL CONTROLLER AND 2,700.00 INSTALL NEW FUELMASTER- FMU,PROGRAM AND TEST FOR PROPER OPERATION WITH PROKEE AND AIM. —NOTE--CUSTOMER TO SUPPLY A WIRELESS SYSTEM TO USE WITH NEW FUELMASTER FMU. I Subtotal $6,700.00 Sales Tax (0.0%) $0.00 JOE BROWNING-LEONARD PETROLEUM EQUIPMENT OF IDAHO FALLS Total $6,700.00 ALL SPECIAL ORDER EQUIPMENT WILL REQUIRE A 50%DEPOSIT.ALL DISPENSERS MUST SE PAID IN FULL WITHIN 10 DAYS OF SHIPPING FROM THE FACTORY. THIS QUOTE IS GOOD FOR 30 DAYS Payments using credit cards are subject to additional 4%fee.N terms are not met,a 15%service charge will be added to unpaid balance.Any alterations or deviations from the attached quote involving extra costs will be executed only upon written orders,and will become an extra charge over and above the quote price.All agreements contingent upon strikes,accidents or delays beyond our control.Any costs associated with hidden or unforeseen rock formations,buried piping and/or buried utilities,or such are also beyond our control and are separate and apart from this agreement Any liability Incurred or consequence are the sole responsibility of the owner of location and or business.Our workers are fully covered by Workman's Compensation Insurance. PLEASE DATE&SIGN IF QUOTE IS ACCEPTED. Date Signature Framework for Work Session Jan. 12 Objective: Lay out path forward Goals: • Examine the best ways to reconcile what the community wants with what the community 3is willing to support Due diligence in response to the objections/concerns raised during the bond campaign Work Session: Community Experts:... 30 minutes o Provide perspective on growth and rising property values in D91. • 1. Are you familiar with specific criticisms made during the recent bond election related to your area of expertise? 2. Please provide your opinion concerning the validity of these criticism and the basis of that opinion. 3. Please provide the Board any other information that would be helpful to the Board in developing a path forward for the next bond election. • Growth: • Mike Hicks: Real estate/subdivisions/housing developments * Maft Morgan: Commercial developments • Rising Property Values: * Blake Mueller, Bonneville County Assessor Discussion on Scope: ... 1 Hour o Insight from Bateman -Hall and Hummel on scope/costs • Are we overbuilding our buildings? Are we spending too much on our buildings? • Comparative costs of other high school building projects adjusted for inflation and escalation of costs ... • Madison/Rigby/ Twin Falls/Thunder Ridge/ Meridian • How can we reconcile what the community wants with what the community will support? • Can we reduce costs/make changes to scope but still meet objectives? • Could we get high school projects to less than $100 million? $90 million?) • Can we structure bond to provide voters with choices/options? (ie: base schools w/additional question on extras such as auditoriums/sport facilities, etc.) • Better Define The Repurposing IFHS/CTEC Facility:... 30 minutes o Input from Bobbi Crosser on specific needs/projects need to transform IFHS into CTEC. o Begin process to identify preliminary projects/costs for IFHS re -purposing • Other Needs In The Next 3 to 5 Years:... 30 minutes o Transportation Center o District Office Project a New Elementary Schools - South & North • Update on Fund Balance:... 30 minutes a How much do we currently have in our fund balance? o How much of the fund balance is currently committed to proposed projects? a What other future needs do we need to plan for? • Next Steps/Timeline:... 30 minutes a Identify other work/research that needs to be done o Identify a general timeline for decisions/action Current Estimated Fund Balance Updated January 9, 2018 General Fund Status Reserves on fund balance Leadership Premiums 81,320 College and Career 20,139 K-3 Reading 94,161 State LEP 45,808 EL Learning 204,833 Community Resource Workers 93,559 Tech M & 0 24,136 Other Carryover 94,623 School Budget Carryover 73,370 Non -spendable Inventories 285,417 Less Assigned for Encumbrances 449,295 INOVA 50,000 *Reserved for Land Purchases 3,100,000 **Est Fund Balance less Est Reserves 11,132,501 Budgeted Contingency Reserves at 5% 2,998,308 * New high school site and two elementary sites **We spend about $5 million per month, so $11,132,501 is equivalent to 2.26 months of expenses. Future Considerations Transportation Hub 2,300,000.00 IT Expansion Needs/District Office Remodel CTEC Facilities New Elementary School(s)