CALL MEETING TO ORDER

Teton County School District #1 Board of Education Regular Meeting

Wednesday, March 13th, 2024 Regular Meeting

EXECUTIVE

PLEDGE OF ALLEGIANCE

APPROVAL OF AGENDA

Regular Meeting - 6:00 PM

TCSD#1 Administration Office

1235 Gregory Lane

Suggested Motion: I move to approve the March 13, 2024 Regular Meeting Agenda as presented. 

SUPERINTENDENT'S REPORT

Superintendent Dr. Gillian Chapman

Update / Report

1. Celebrations

• Girls Wrestling State Champion, Tai McBride
• WHSAA Good Sportsmanship Award: Andrew Hanna, Basketball

2. District Leaders' Report 

3. Educational Moment with Dr. Crisp

• Student Agency + Comprehensive Input to Develop a Learner Profile

REPORT

STUDENT SCHOOL BOARD MEMBERS

Cecily Ross - 12th Grade

Andrew Hanna - 12th Grade

Gabriel Kantor - 12th Grade

PRESENTATION

FISCAL MANAGEMENT COMMITTEE REPORT

JENNIFER ZUNG, TRUSTEE

KATE MEAD, TRUSTEE

STEPHAN ABRAMS, TRUSTEE

1. Budget update
2. Updated Income Eligibility Guidelines for Free and Reduced Meals
3. TCSD #1 Application to the TCSD #1 Recreation District FY25
4. New Wyoming Department of Education Grant Award
   1. Stronger Connections, $416,450.00 over two years

OTHER REPORTS

Superintendent Chapman:

• Legislative Update

ACTION ITEM

SELECTION OF DUBBE MOULDER ARCHITECTS

FOR NEW TRANSPORTATION DESIGN SERVICES

Executive Summary: In 2023 the Wyoming School Facilities Department conducted a facilities condition study. The study verified that the current Transportation Facility is undersized and in poor condition, making it more cost effective to replace the building rather than conducting repairs. State funding has been allocated to construct a larger, modernized facility to better meet the district's transportation needs.  

Working with Lance Johnson and Karen Moon of the State Construction Department (SCD) a request for proposal (RFP) was issued on January 03, 2024.  TCSD #1  received proposals from the following 3 firms in response to the RFP.

• Plan One Architects
• Ward Blake Architects
• Dubbe Moulder Architects

The selection committee comprised of TCSD Trustee Jennifer Zung, TCSD Executive Director of Communications and District Services Charlotte Reynolds, TCSD Transportation Director Colby Stevens, TCSD Facilities Director Deanna Harger, SCD Project Manager Lance Johnson, SCD Project Manager Karen Moon,  TCSD Finance Department Linda Grant, and TCSD Project Manager Ian Wolfley used the School Facility Department's qualification-based selection process to evaluate the proposals received.  The selection committee interviewed the three firms and selected Dubbe Moulder Architects based on qualifications.   

Once the three firms had been ranked by the selection committee the financial submittals were opened to confirm the proposals did not exceed the available design budget of $1,461,181.00.  The project will be funded by the State, TCSD is not proposing any district-funded enhancements. 

Since the project will be completed using State appropriated funds,  the State's approved contract will be used.  See attached Exhibit B for the DRAFT contract for the board's review and reference.  Lance Johnson with the SCD and the State's Attorney General's office will facilitate the process of finalizing the contract and then coordinate with the district to have it executed.  

The design scope included evaluation and design services for the demolition of the existing transportation facility upon completion of the new facility.  Per W.S. 21-15-116(a) "Demolition or use, lease or other methods of disposition of surplus buildings and facilities shall be incorporated as part of the district plan, including the disposition of any existing land owned by the district. The plan shall not include the abandonment or demolition of any school facility or building unless there has first been a public hearing on the issue. The plan shall also specify identified alternative methods of building disposition, proposed allocation of costs incurred or revenues resulting from disposition and allocation of disposition revenues to offset any costs paid by the department."  We are seeking any public comment on the demolition of the existing facility.  

Attachments

Exhibit A: Dubbe Moulder Proposal

Exhibit B: SCD Contract Template

Exhibit C: Transportation Center Facility Condition Report

Exhibit D: Dubbe Moulder Leave Behind

1. Staff Report and Questions for Staff
2. Community Input - To provide public comment on this agenda item, please step to the podium or use the Raise Hand function. We will ask all community members in person to step up first, and then we will address the raised hands. 
3. Board Discussion
4. Vote

Suggested Action: I move to approve the selection of Dubbe Moulder Architects for design services of the TCSD #1 new transportation center, not to exceed $1,403,985.00, as presented. 

ACTION ITEM

TRANSPORTATION CENTER PROJECT

DEMOLITION OF EXISTING FACILITY

Executive Summary: The state funded transportation facility includes the demolition of the existing bus barn. Per state requirements, the board must consider the disposal of this facility in a public meeting and accept public comment on this action.  

The design scope included evaluation and design services for the demolition of the existing transportation facility upon completion of the new facility.  Per W.S. 21-15-116(a) "Demolition or use, lease or other methods of disposition of surplus buildings and facilities shall be incorporated as part of the district plan, including the disposition of any existing land owned by the district. The plan shall not include the abandonment or demolition of any school facility or building unless there has first been a public hearing on the issue. The plan shall also specify identified alternative methods of building disposition, proposed allocation of costs incurred or revenues resulting from disposition and allocation of disposition revenues to offset any costs paid by the department."  We are seeking any public comment on the demolition of the existing facility.  

1. Staff Report and Questions for Staff
2. Community Input - To provide public comment on this agenda item, please step to the podium or use the Raise Hand function. We will ask all community members in person to step up first, and then we will address the raised hands. 
3. Board Discussion
4. Vote

Suggested Action: I move to approve the demolition of the existing bus barn upon completion of the new transportation facility.   

ACTION ITEM

SELECTION AND AWARD OF CONTRACT TO GYDE ARCHITECTS

FOR THE DESIGN SERVICES OF THE STABLE PROJECT

Executive Summary: TCSD #1 has been discussing the construction of a locker room facility for several years. Several local donors have committed funding for the project through donations to the Fund for Public Education. A request for proposal (RFP) for design services was issued on January 17, 2024 for a facility that will provide much needed academic/testing space for students as well providing a safe place for students participating in a variety of athletic programs.  

The STABLE: Sports Training And Broncs Learning Extension 

Although there was a strong showing at the pre-proposal conference GYDE Architects was the only firm to submit a proposal in response to the RFP. Firms that had attended the pre-proposal conference but chose not to submit a proposal were contacted in order to gain feedback on the reason for not providing a proposal. The firms contacted indicated that with their current and upcoming workload they would be unable to commit the time and resources needed based on the project's aggressive schedule. 

The selection committee comprised of TCSD Executive Director of Communications and District Services Charlotte Reynolds, TCSD Activities Director Mike Hansen, Fund For Public Education Executive Director Jennifer Jellen, TCSD Assistant Activities Director Jason Huggins, JHHS Golf Coach Ryan Allen and TCSD Project Manager Ian Wolfley, reviewed the GYDE Architects proposal. Based on their submission of qualifications satisfying the RFP requirements and the RFP selection criteria being primarily based on the qualifications of the firms and not based on price, the decision was made to proceed with interviewing GYDE Architects on March 05, 2024. GYDE Architects' price is inline with other proposals that have been received for other recent projects as a percentage of the total budget.

During the interview with GYDE Architects they addressed concerns about the adequacy of the budget and the requested timeline being obtainable. They offered suggestions and provided potential solutions for the team to consider that will help make the project viable based on project schedule and budget that will be fully explored upon execution of the contract.

Attachments

Exhibit A:  GYDE Architects Proposal

Exhibit B:  Proposed Project Contract

1. ​​​Staff Report and Questions for Staff
2. Community Input - To provide public comment on this agenda item, please step to the podium or use the Raise Hand function. We will ask all community members in person to step up first, and then we will address the raised hands. 
3. Board Discussion
4. Vote

Suggested Action: I move to approve the selection and award of contract to GYDE Architects for design services of The STABLE Project, not to exceed $495,025.00 as presented with minor modifications suggested by legal counsel. 

ACTION AGENDA

STAFFING LETTER OF INTENT

Executive Summary: Per Policy GCB -Certified Staff Contracts and Compensation:

Every teacher in the School District shall be issued an individual contract, notice of continuing employment, notice of non-renewal or recommendation of termination by April 15.

Click here to view Policy GCB - Certified Staff Contracts and Compensation

1. Staff Report and Questions for Staff
2. Community Input - To provide public comment on this agenda item, please step to the podium or use the Raise Hand function. We will ask all community members in person to step up first, and then we will address the raised hands. 
3. Board Discussion
4. Vote

Suggested Action: I move to approve the Staffing Letter of Intent for the 2024/2025 School Year as presented.

CONSENT AGENDA

STAFFING CONSIDERATIONS AND REPORTS

Staffing Considerations has been updated as of 3/13/2024

Executive Summary: The Staffing Considerations Report presents personnel actions for certified staff and/or other TCSD #1 staff which required Board action for the 2023-2024 contract year, or are submitted for informational purposes. 

Suggested Action: I move to approve the Staffing Considerations and Reports as presented. 

CONSENT AGENDA

FEBRUARY 2024 CHECK REGISTER

Executive Summary: Check Register for February 2024 will be presented to the Board of Trustees for approval as a Consent Agenda item. 

The Wyoming Uniform Municipal Fiscal Procedures Act provides the legal basis on which all reporting and accounting of school district funds will be conducted.

Suggested Action: I move to approve the February 2024 check register as presented. 

CONSENT AGENDA

EXECUTIVE MEETING MINUTES

Suggested Action: I move to approve Executive Meeting Minutes of February 7, 2024 as presented. 

CONSENT AGENDA

MINUTES OF REGULAR BOARD MEETING

The minutes are considered draft until approved by the Board of Trustees.

Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of the Board of Trustees by a single motion. Most of the items listed under the consent agenda have gone through Board subcommittee review and recommendation. Documentation concerning these items has been provided to all Board Trustees and the public in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member.

Suggested Action: I move to approve minutes of the February 7, 2024 Regular Board Meeting as presented. 

CONSENT AGENDA

2023-24 SCHOOL YEAR RELATED SERVICES AGREEMENTS

REGION V BOCES

Executive Summary: Pursuant to W.S. 21-2-501 through W.S. 21-2-502, and Wyoming Rules and Regulations Governing Services for Children with Disabilities, the District, in order to provide appropriate education for its resident school age children with disabilities, desires the Contractor to render the services described in each agreement, and the Contractor is willing to render the services under the terms provided.

Suggested Action: I move to approve the Region V, BOCES 2023-2024 School Year Related Services Agreement for Special Education, not to exceed $78,157.50, as presented.

CONSENT AGENDA

TRANSPORTATION SERVICE TRUCK PURCHASE

Executive Summary: Staff requests that the Trustees approve and authorize the TCSD #1 Transportation Department to purchase a replacement service truck for the FY24 School Year. The truck has been approved for purchase and will be reimbursed by the Wyoming Department of Education.

Suggested Action: I move to approve the purchase of the proposed Transportation Department service truck from Larry H Miller Dodge Ram Avondale, not to exceed $86,257.00, as presented.

CONSENT AGENDA

BOARD MEMBER TRAVEL

Executive Summary: Reimbursements for travel expenses including transportation, hotel and food. 

Suggested Action: I move to approve board member travel as needed.  

CONSENT AGENDA APPROVAL

Suggested Action: I move to approve the Consent Agenda as presented, with minor modifications deemed necessary by legal counsel. 

PUBLIC COMMENT

The Board of Trustees will receive oral communication at this time. A 3-minute time limit will be given to all members of the public that wish to speak. If the item is scheduled within the agenda, no further discussion will occur at this time.

Give your full name before you begin. While we want to hear everything you have to say, it is important to remember that we also want to hear from everyone. Please try to limit your comments to 3 minutes. Address the Board when speaking, not the audience.

Policy BEDH-R:  Participation at Board Meetings, Regulation

COMMUNICATIONS TO THE BOARD

WRITTEN CORRESPONDENCE

COMMUNICATIONS FROM THE BOARD

The Board of Trustees may use this time to communicate items from the Trustees to the public. Board of Trustees may respond to recognitions, written communications, e-mail and/or community input.

FUTURE AGENDA ITEMS / SCHEDULING / TOPICS

The Board of Trustees may use this time to discuss requests for future agenda items, scheduling changes, or topics to be discussed at future regular meetings.

REVIEW OF MEETING

The Board of Trustees may use this time to discuss this meeting.

ADVANCED PLANNING

ADJOURNMENT