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Superintendent
Dr. Kent Kultgen
324-2001
Business Manager
Kim Harris
324-2007
BOARD OF TRUSTEES WORK SESSION
Helena High School
Library
1300 Billings Avenue
Tuesday, April 28, 2015
4:00 p.m.
I.
CALL TO ORDER – Pledge of Allegiance
II.
REVIEW OF AGENDA:
III.
GENERAL PUBLIC COMMENT:
IV.
HELENA HIGH SCHOOL PRESENTATION:
(See Attached)
V.
BUSINESS
A. Items for Action (The Board of Trustees will accept Public Comment on the Following
Items):
a. School Lunch Management Contract:
A Request for Proposals (RFP) for a Food Service Management Company was issued
on February 13, 2015. The RFP scope and contract is strictly controlled by the
USDA and OPI. The document lists responsibilities of both the district and the food
service contractor. Generally, Helena is responsible for the contract and renewal
documents; free and reduced program applications, certifications, and notices;
program reimbursement requests from OPI; kitchen equipment maintenance and
replacement. In addition, the district provides an office, kitchens, and storage spaces,
and custodial services. The contractor is responsible for the food services including
breakfast, lunch, snack, catering, summer programs and other services that may be
developed by OPI/USDA over the contract period in compliance with USDA
standards. Other than the school secretaries who sell the tickets at the elementary
level, the company is expected to employ and train kitchen and other staff, and
ensuring that the facilities meet health codes and cleanliness standards of the district.
In addition to food preparation and delivery, they are expected to inventory food and
equipment, coordinate services with each school administrator, the maintenance
department, and the business office.
Helena Public Schools foster dynamic educational experiences that prepare all students for life.
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The district received one proposal from Sodexo. As part of the proposal review,
Sodexo was required to prepare supplemental information on a variety of topics. This
is a fixed price contract as permitted by the USDA at $2.581 per meal based on the
entire program costs. The price per meal will be adjusted by 3% each year or
inflation, whichever is higher. The budgeted financial forecast for 2015-16 is a breakeven program and covers all contracted costs except for equipment repair and
maintenance, the Meal Time credit card payment program, and one (1) FTE custodial
staff, which are paid directly by the district from the school lunch fund.
Robert Worthy will present a brief summary of the changes and updates to the
program, the USDA program and answer questions relating to the contract.
Superintendent’s Recommendation: The recommendation is to award the Food
Service Management Company contract to Sodexo.
b. Helena School District #1 Educational Cooperative Agreement – Elementary and High
School Districts
In 2012-13, the trustees for the Elementary and High School districts created an Interlocal fund with the Elementary District designated as the prime agency. Last year the
elementary district transferred funding. This fund can be used to any purposed listed
in the original adoption or “for the purpose of purchasing K-12 curriculum and
resources adoption, professional development, staffing to achieve accreditation
standards, and facility staffing and operation costs for the participating districts.”
These transfers are required to be charged against the respective budgets.
In examining the budget balances remaining at the general fund of each district, the
Superintendent recommends the following transfers not to exceed:
1) Elementary General Fund
2) High School General Fund
$ 250,000
$ 20,000
Superintendent’s Recommendation:
Elementary motion to approve the transfers in the amounts as recommended effective
4/1/2015
High School motion to approve the transfers in the amounts as recommended effective
4/1/2015
B. Consent Items:
a. Contract Award – Jim Darcy Portable Classroom Request for Proposal
The Helena School District publically advertised and solicited proposals from
qualified firms to provide and install a new, reconditioned or used portable classroom
on the Jim Darcy Campus during the summer of 2015. The minimum requirements
for the building included two classrooms, integrated restrooms and an entry foyer.
Proposals were due on or before April 15, 2015.
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The district received one responsive proposal from the US Modular Group located in
Bozeman, Montana. The US Modular Group’s proposal offered the District a used
portable classroom building that is currently leased to Montana State University until
June 1, 2015. The 1,848 square foot classroom unit was constructed in 2012 and
exceeds the minimum requirements of the specifications prepared by Helena Public
Schools. The cost to purchase the building, delivery to Jim Darcy and installation
including the foundation system is $89,193.00 Additional costs to the district include
the extension/connection of water, sewer, electrical, communication, fire alarm and
data services to the portable classroom, site excavation, sidewalk construction and
landscaping. These costs are estimated at $35,000. The final completion date for this
project is July 22, 2015. The Elementary School District Building Reserve fund will
be used to pay for the total estimated project cost of approximately $125,000.
It is the superintendent’s recommendation to award the contract for the purchase,
delivery and installation of the portable classroom per the terms of the RFP to the US
Modular Group of Bozeman, Montana in the amount of Eighty Nine Thousand One
Hundred Ninety Three and 00/100 dollars ($89,193.000).
C. Items for Information:
a. Legislative Report:
b. Superintendent’s Report:
VI.
ADJOURNMENT
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Helena High School Presentation
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Helena Public Schools foster dynamic educational experiences that prepare all students for life.