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A. CALL TO ORDER

1. Roster
Details
Summary: BOARD MEMBERS:
Mrs. Vickie B. Turner, Board Chair
Mr. Diijon B. DaCosta Sr., Vice Chair
Mrs. Anna Hill
Mrs. Whitney McGinniss
Mrs. Deirdre P. Pierce
Mrs. Allyson Gevertz
Dr. Joyce Morley

Dr. Vasanne S. Tinsley, Interim Superintendent

B. ADJOURN TO AN EXECUTIVE SESSION

1. ADJOURN THE EXECUTIVE SESSION
Details
Summary: It is requested that the DeKalb County Board of Education adjourn the January 9, 2023 executive session and convene the work session and business meeting.

Motion by: ___________
Seconded by: __________
Vote: ________
C. ADOPTION OF THE AGENDA
Details
Summary: It is requested that the DeKalb County Board of Education adopt the January 9, 2023 work session and business meeting agenda.

Motion by: ________________
Seconded by: _____________
Vote: ______________

D. SUPERINTENDENT'S REPORT and COMMITTEE OF THE WHOLE

1. Superintendent's Report (Added 01.09.2023) (1 doc)
Details
Summary: Presented by: Dr. Vasanne S. Tinsley, Interim Superintendent
2. Committee of the Whole Presentation()s)
Details
Summary: Presented by: Dr. Vasanne S. Tinsley, Interim Superintendent

E. REVIEW OF AGENDA ITEMS FOR THE JANUARY 9, 2023 BUSINESS MEETING

1. BOARD OF EDUCATION

a. Election of Chair and Vice Chair for the 2023 Calendar Year
Why: To ensure that all meetings of the DeKalb Board of Education are facilitated according to the Bylaws and Policies of the DeKalb Board of Education and Roberts Rules of Order.
Details
Summary: Presented by: Mrs. Vickie B. Turner, Board Chair
Request: It is requested that the floor be opened to accept nominations for the position of Chair and Vice Chair for 2023.

Election of Chair for 2023 calendar year:

1. Nominee: _________________________ By: _______________

2. Nominee: _________________________ By: _______________

Motion that nominations be closed by: _______________
Seconded by: _______________
Vote: __________

Votes for Nominee #1 __________ Votes for Nominee #2 __________


Election of Vice Chair for the 2023 calendar year:

1. Nominee: _________________________ By: _______________

2. Nominee: _________________________ By: _______________

Motion that nominations be closed by: _______________
Seconded by: _______________
Vote: __________

Votes for Nominee #1 _______________ Votes for Nominee #2 _______________
Status: Attorney Approval Not Required
b. Affirmation of Board Policy, Descriptor Codes BH and BHA and Affirmation of Board Norms (4 docs)
Why: At the first meeting of each calendar year (or as soon thereafter as possible), all Board Members shall publicly swear to or affirm their commitment to comply with the Board Members Ethics Policy, as set forth in Board Policy BH, and the Board Members Conflict of Interest Policy, as set forth in Board Policy BHA, as well as Board Norms, as approved by the Board on May 6, 2013.
Details
Summary: Presented by: Board-Chair Elect
Request: Pursuant to Board Policies BH (Board Member Code of Ethics) and BHA (Board Member Conflict of Interest), it is requested that the members of the Board of Education re-affirm their commitment to comply with Board Policy BH (Board Member Code of Ethics) and Board Policy BHA (Board Member Conflict of Interest). It is also requested that members of the Board of Education affirm to comply with Board Norms approved May 6, 2013.
Details: To enforce the Board Code of Ethics, policy BH authorizes the Board to take various measures if a Board Member is found by a majority vote of the Board to have violated the Code of Ethics. The burden of proof is on the Board to establish the alleged violation by a preponderance of the evidence. If the accused Board Member is found to have committed the alleged violation, the Board is authorized to take several actions.

1. Censure or reprimand the Board Member;

2. Disavow the improper acts or statements of the Board Member;

3. Require a public apology by the Board Member;

4. Initiate a civil action to recover the value of anything received by the Board Member in violation of the Board Member Ethics Policy or the Board Member Conflict of Interest Policy;

5. If warranted by the evidence and findings; report the matter to the law enforcement authorities for possible consideration of criminal charges against the Board Member.
c. Official Functions of the Board of Calendar Year 2023
Why: To establish official functions for the elected officials of the DeKalb Board of Education for the calendar year 2023.
Details
Summary: Presented by: Board Chair-Elect
Request: It is requested that the Board of Education approve travel related to educational conferences, meetings and workshops that address issues, strategies and process which will enable Board decisions to improve student achievement and successful management practices within the District for the calendar year 2023.
Status: Attorney Approval Not Required
d. Approval of 2023 Legislative Priorities (Updated 01.06.2023) (1 doc)
Details
Summary: Presented by: Board-Chair Elect
Request: It is requested that the Board of Education approve the 2023 Legislative Priorities.

2. SUPERINTENDENT

a. Approval of Minutes (3 docs)
Details
Summary: Presented by: Dr. Vasanne S. Tinsley, Interim Superintendent
Status: Attorney Approval Not Required

3. FINANCE

a. MONTHLY FINANCIAL REPORTS

i. F.3.a. Acceptance of the November 2022 Monthly Financial Reports (8 docs)
Details
Summary: Presented by: Mrs. Masana Mailliard, Interim Chief Financial Officer, Division of Finance
Request: It is requested that the Board of Education accept the November 2022 Monthly Financial Report.
Contact: Mrs. Masana Mailliard, Interim Chief Financial Officer, Division of Finance, 678.676.0446
Status: General Counsel approval not required

b. RISK MANAGEMENT - No Agenda Items This Month

4. HUMAN RESOURCES

a. Approval of the Human Resources Monthly Report for December 2022 (Updated 01.06.2023) (1 doc)
Details
Summary: Presented by: Dr. Tekshia Ward-Smith, Administrator, Division of Human Resources.
Request: It is requested that the Board of Education approve the December 2022 Human Resources Report.
Contact: Dr. Tekshia Ward-Smith, Administrator, Division of Human Resources, 678.676.1200.
Status: Attorney approval is not required.
b. Salary and Compensation Study (2 docs)
Why: Per Board Policy CGA-R, the total compensation plan will be reviewed every five years. Based on market data of comparable school districts, our goal is to ensure market/internal structure alignment, appropriate classification structures, and identify paths for career progression thereby enhancing employee engagement/satisfaction, recruitment and retention. The scope of work includes a comprehensive review within job classifications and compensation.
Details
Summary: Presented by: Dr. Tekshia Ward-Smith, Interim HR Administrator, Division of Human Resources
Request: It is requested that the Board of Education approve the award of the Professional Services: Compensation and Classification Study to CBIZ, Inc. in an amount not to exceed $367,237.50 which includes incidentals, travel, or any other unrelated costs that are not a part of the original scope of work.
Details: The DeKalb County School District (“DCSD”) issued a request for professional services from a highly qualified and capable offeror having comprehensive compensation and classification experience with K-12 school districts to include organizations similarly situated to DCSD.

The selected offeror will review and provide an in-depth, detailed recommendation regarding compensation and classification requirements for DCSD which includes modification, updating, and developing position specifications for all positions in the organization compliant with applicable local, state, and federal laws and regulations, as well as policies of the DeKalb County Board of Education (“Board of Education”).

As part of the sourcing for the procurement, four (4) communication contacts were made at key milestone points:


RFP 23-450R was posted to the IonWave website on September 29, 2022
RFP 23-450R was posted to the Georgia Procurement Registry on September 29, 2022
RFP 23-450R was advertised in the Champion Newspaper on September 29, 2022 and October 6, 2022
Electronic notification sent to 62 vendors from the DCSD Vendor Bid List
Electronic notification sent to 1701 vendors through the State of GA Procurement Registry
Electronic notification sent to 243 vendors through IonWave

At the formal request for Professional Services proposals, one proposal was reviewed and deemed responsive to the requirements of the solicitation.


CBIZ, Inc.

After an in-depth evaluation and analysis of the professional service proposal, the recommendation that is in the best interest of the DeKalb County School District is CBIZ, Inc.

Evaluation Process

The evaluation team reviewed the response for inclusion of the requirement submittals and competencies in the areas of Qualification and relevant experience, cost estimates, work plan presented, thoroughness and organization of proposal. Each criterion was weighted (see below) and the vendor's response determined the number of points earned.


Qualification and Relevant Experience - 35%
Cost Estimates - 20%
Work Plan Presented - 35%
Thoroughness and Organization of Proposal - 10%


Qualification and Relevant Experience (Weight - 35%)
Qualification and Relevant Experience was determined by the following sub criteria:




Qualification and experience of Account Team Support Staff
Number of staff assigned to the project
Relevant experience providing similar service for comparable K-12 school districts and government organizations
Financial stability; convenience of travel to DCSD headquarters
Interviews
References



Cost Estimates (Weight - 20%)




Cost was evaluated based on the total cost of the proposed service to include any incidentals, travel, or any other unrelated costs that are not a part of the original scope of work



Work Plan Presented (Weight - 35%)




Plan for fulfilling the proposal according to the Scope of Work
Job analysis procedures
Job classification description writing
Job evaluation methods
Salary study methods
Work experience audits
Indicate experience in reviewing, developing, and establishing policy in:

Compensation policies
Career ladders
Salary Placement Guidelines and procedures (i.e. new hire, rehire, promotion, demotion, transfer)
Pay structures


Training and Implementation

Indicate willingness and ability to train staff
Indicate ability to provide a system that is usable and maintainable by DCSD’s HR staff





Thoroughness and Organization of Proposal (Weight - 10%)




Thoroughness and Organization of Proposal was determined by the following sub-criteria:


Incudes all elements of the proposal
The proposal is organized, concise, and thorough
Demonstrates understanding of the scope of work





Discussion of Ratings

CBIZ, Inc.

CBIZ, Inc. received solid scores in the evaluation area of Qualification and Relevant Experience. CBIZ provides comprehensive solutions and professional services to over 93,000 clients across 25 industries to include experience with K-12, colleges, and government and municipal organizations similarly situated to DCSD. Their list of noteworthy public sector compensation and classification clients include studies with a span of up to 45,000 employees with organizations such as, State of Missouri, Kansas Board of Regents, Pima County, AZ, Harris County, TX, and St. Louis County, MO. CBIZ has the resources, staff, and financial capacity to successfully complete the DCSD study. Finally, CBIZ scored favorably on the evaluation tool regarding the cost estimate criterion having come in below other proposals.

Conclusion

After a careful review of the criteria, CBIZ, Inc. is being proposed to provide the professional service, compensation and classification study, for the DeKalb County School District.
Financial impact: $367,237.50 which includes incidentals, travel, or any other unrelated costs that are not a part of the original scope of work

Charge Code: 101.64.95.00.000101.742.0000
Contact: Dr. Tekshia Ward-Smith, Interim HR Administrator, Division of Human Resources, 678-676-0168
Status: Approved by General Counsel
c. Retention Incentives (Added 01.06.2023) (2 docs)
Details
Summary: Presented by: Dr. Tekshia Ward-Smith, HR Administrator, Division of Human Resources and Masana Mailliard, Interim CFO.
Request: Requested Action
(Part 1)
It is requested that the Board of Education approve the Retention Incentive Program for FY2022-2023 to include: $1,000 for all full-time employees hired on or before October 1, 2022; $500 for all full-time employees hired after October 1, 2022; and $250 for all part-time employees and any substitutes who have worked 25 days or more by January 18, 2023.

(Part 2)

It is requested that the Board approve to increase the pay for the spring 2023 Meritorious Attendance Recognition Program (MARP) Incentive from $300 dollars to $500- for any full-time employee who is absent 2 days or less from January 3, 2023- May 24, 2023.


(Part 3)

It is requested that the Board approve the FY 2023-2024 Retention Incentive- to include incentives for all full-time employees but mainly focus on teachers in regions 5-7; teachers in Horizon Schools; Math, Science and select Special Education positions, Bus Drivers and SROs. This action is contingent upon budget authority for the FY 2023-2024.
Financial impact: (Part 1) $13,000,000.00 - Heart of the District Incentive (General Fund)
(Part 2) $1,000,000.00- MARP (General Fund)
(Part 3) Added cost not to exceed estimated $27,500,000 contingent upon budget authority.
Contact: Dr. Tekshia Ward-Smith, Interim HR Administrator, Division of Human Resources, 678-676-0168.
Status: Attorney approved
5. CURRICULUM & INSTRUCTION - No Agenda Items This Month
Details
Summary: Presented by: Ms. Stacy Stepney, Chief Academic Officer, Division of Curriculum & Instruction
6. EQUITY AND STUDENT EMPOWERMENT - No Agenda Items This Month
Details
Summary: Presented by: Dr. Deborah Moore-Sanders, Deputy Superintendent, Division of Equity and Student Empowerment
7. OFFICE OF CONTINOUS IMPROVEMENT (ACCOUNTABILITY) - No Agenda Items This Month
Details
Summary: Presented by: Office of Continuous Improvement (Accountability)
8. INFORMATION AND INSTRUCTIONAL TECHNOLOGY - No Agenda Items This Month
Details
Summary: Presented by: Ms. Monika Davis, Chief Information Officer, Division of Information and Instructional Technology
9. COMMUNITY EMPOWERMENT, INNOVATION AND PARTNERSHIPS - No Agenda Items This Month
Details
Summary: Presented by: Division of Community Empowerment, Innovation and Partnerships

10. OPERATIONS

a. Athletics - No Agenda Item This Month

b. Facilities Management

i. ITB No. 22-496 Custodial Equipment Budget Adjustment Approval (Americas 1st, Southeast Lin, Veritiv, and WW Grainger for a not to exceed amount of $2,900,000) (2 docs)
Why: This request is a budget adjustment for Americas 1st, Southeast Lin, Veritiv, and WW Grainger to provide additional custodial equipment on an as-needed basis for various locations throughout the district.
Details
Summary: Presented by: Mr. Richard H. Boyd, Director of Design & Construction, Division of Operations
Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the Board of Education approve the budget adjustment to cover additional costs for custodial equipment in the not to exceed amount of $2,900,000. This will bring the total contract amount to $3,400,000.
Details: On Monday, March 14, 2022, the Board of Education approved Custodial Equipment ITB No. 22-496 and its recommended awarded vendors as the most responsive and responsible offeror for custodial equipment for the not to exceed amount of $500,000. It is requested that the budget be increased by $2,900,000 to cover additional expenses for custodial equipment, due to an increase in ESSER funds for various locations throughout the district.
Financial impact: The total additional contract amount for custodial equipment in the amount not to exceed $2,900,000 will be allocated from ESSER funds.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, 678.676.1470
Mr. Richard H. Boyd, Director of Design & Construction, 678.676.1483
Mr. Bobby Moncrief, Director of Facilities, 678.676.1478
Effective: Upon Board Approval
Status: Approved by General Counsel
ii. RFP 22-752-003 Swimming Pool Maintenance Services Budget Adjustment Approval (StandGuard Aquatics, Inc. for the not to exceed amount of $125,000) (2 docs)
Why: This request is a budget adjustment for StandGuard Aquatics, Inc., to the current term of the contract, to provide additional swimming pool maintenance services on an as-needed basis at Chamblee High School, Columbia High School, and Lakeside High School.
Details
Summary: Presented by: Mr. Richard H. Boyd, Director of Design & Construction, Division of Operations
Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the Board of Education approve a budget adjustment to cover additional costs for swimming pool maintenance services in the not to exceed amount of $125,000, to the current term of the contract. This brings the total contract amount for the first service year to $375,000.
Details: On February 14, 2022, the Board of Education approved StandGuard Aquatics, Inc. as the most responsive and responsible offeror for swimming pool maintenance services for the not to exceed amount of $250,000. It is requested that the budget be increased by $125,000, to the current term of the contract, to cover unforeseen additional cost for maintenance services at Chamblee High School, Columbia High School and Lakeside High School. StandGuard Aquatics Inc. is located at 5665 Atlanta Highway Suite 103-168 Alpharetta, GA 30004
Financial impact: The total additional contract amount for swimming pool maintenance services in the amount not to exceed $125,000 will be allocated from the General Fund Budget, Deferred Maintenance (100.2600.541013.00011.7520.9990.8013.040.0000).
Contact: Mr. Erick Hofstetter, Chief Operating Officer, 678.676.1470
Mr. Richard Boyd, Director of Design & Construction, 678.676.1483
Mr. Bobby Moncrief, Director of Facilities, 678-676-1478
Effective: Upon Board Approval
Status: Approved by General Counsel
iii. Electrical Contractor Services, ITB No. 20-752-036 Renewal Approval – Year 2 of 4 (Capital City Electrical Services, D & R Construction and Contracting, Donald Camp, Inc., Mr. Dee’s Electric Service LLC and MWI Electrical Contractors, Inc. for an additional year in the not to exceed amount of $1,500,000) (11 docs)
Why: This request is a contract renewal for Capital City Electrical Services, D & R Construction and Contracting, Donald Camp, Inc., Mr. Dee’s Electric Service LLC and MWI Electrical Contractors, Inc. to provide electrical services on an as-needed basis at various locations throughout the district in a timely and cost-effective manner. This request extends the agreement for an additional year through 2024.
Details
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Mr. Richard H. Boyd, Director of Design & Construction, Division of Operations
Request: It is requested that the Board of Education approve the renewal for ITB 20-752-036 for Electrical Contractor Services to Capital City Electrical Services, Mr. Dee’s Electric Service LLS and MWI Electrical Contractors, Inc. for an additional year January 22, 2023 - January 21, 2024; Donald Camp, Inc. for an additional year March 1, 2023 - February 29, 2024; and D & R Construction and Contracting for an additional year April 1, 2023 - March 31, 2024 in the amount not to exceed $1,500,000. It is requested that the Board of Education approve the renewal for ITB 20-752-036 for Electrical Contractor Services to Capital City Electrical Services, Mr. Dee’s Electric Service LLS and MWI Electrical Contractors, Inc. for an additional year January 22, 2023 - January 21, 2024; Donald Camp, Inc. for an additional year March 1, 2023 - February 29, 2024; and D & R Construction and Contracting for an additional year April 1, 2023 - March 31, 2024 in the amount not to exceed $1,500,000.
Details: On December 7, 2020, the Board of Education approved Capital City Electrical Services, D & R Construction and Contracting, Donald Camp, Inc., LMI Systems LLC, Mr. Dee’s Electric Service LLC and MWI Electrical Contractors, Inc. as the most responsive and responsible offeror to provide district wide electrical services. This request extends the agreement for Capital City Electrical Services, Mr. Dee’s Electric Service LLS and MWI Electrical Contractors, Inc. an additional year January 22, 2023 - January 21, 2024; Donald Camp, Inc. an additional year March 1, 2023 - February 29, 2024; and D & R Construction and Contracting an additional year April 1, 2023 - March 31, 2024. LMI Systems LLC did not respond to the district’s request to renew. This recommendation is for the second of four one-year (1-year) contract renewal options.
Financial impact: The total contract amount for these services in the amount not to exceed $1,500,000 will be allocated from the General Fund Budget, Deferred Maintenance
(100.2600.543013.00011.7520.9990.8013.040.0000).
Contact: Mr. Erick Hofstetter, Chief Operating Officer, 678.676.1470
Mr. Richard H. Boyd, Director of Design & Construction, 678.676.1463
Mr. Bobby Moncrief, Director of Facilities Manager, 678.676.1478
Effective: Upon Board Approval
Status: Approved by General Counsel
iv. Tree Cutting and Trimming Services, ITB No. 21-752-010 Renewal Approval – Year 2 of 4 (Casey Tree Experts and Total Outdoor, LLC for an additional year in the amount not to exceed $1,000,000). (5 docs)
Why: This request is a contract renewal for Casey Tree Experts and Total Outdoor, LLC to provide tree cutting and trimming services at various locations throughout the district on an as-needed basis in a timely and cost-effective manner. This request extends the agreement for an additional year through February 29, 2024.
Details
Summary: Presented by: Mr. Richard Boyd, Director of Design & Construction, Division of Operations
Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the Board of Education approve the renewal for ITB 21-752-010 for tree cutting and trimming services district wide to Casey Tree Experts and Total Outdoor, LLC for an additional year March 1, 2023 - February 29, 2024, in the amount not to exceed $1,000,000.
Details: On January 11, 2021, the Board of Education approved Casey Tree Experts, Richmond Tree Experts, Inc. and Total Outdoor, LLC as the most responsive and responsible offeror to provide tree cutting and trimming services. Richmond Tree Experts, Inc. did not meet the District’s insurance requirements for this second renewal term. This request extends the agreement for Casey Tree Experts and Total Outdoor, LLC for an additional year March 1, 2023 - February 29, 2024. This recommendation is for the second of four one-year (1-year) contract renewal options.
Financial impact: The total contract amount for these services in the amount not to exceed $1,000,000 will be allocated from the General Fund Budget, Deferred Maintenance, (100.2600.543013.00011.7520.9990.8013.040.0000)
Contact: Mr. Erick Hofstetter, Chief Operations Officer, 678.676.1470
Mr. Richard H. Boyd, Director of Design & Construction, 678.676.1483
Mr. Bobby Moncrief, Director of Facilities, 678.676.1478
Effective: Upon Board Approval
Status: Approved by General Counsel

c. Business Services

i. RFP 19-506 Lease Purchase of Digital Printing Equipment for Copy Center Contract Extension Ratification and Approval (Konica Minolta Business Solutions U.S.A., Inc. in the amount not to exceed $103,687.60). This recommendation is for the fourth, and final, one-year (1-year) contract renewal option. (2 docs)
Why: This request is a contract extension for Konica Minolta Business Solutions U.S.A., Inc. for the lease purchase cost of the equipment. This request extends the agreement for an additional year through December 18, 2023.
Details
Summary: Presented by: Mr. Richard H. Boyd, Director of Design & Construction, Division of Operations
Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the Board of Education ratify and approve the contract renewal for RFP No. 19-506 for the lease purchase of digital equipment for the DCSD copy center to Konica Minolta Business Solutions U.S.A., Inc. for an additional year in the amount not to exceed $103,687.60 for all maintenance and supplies excluding paper. This recommendation is for the fourth, and final, one-year (1-year) contract renewal option.
Details: On September 10, 2018, the Board of Education approved Konica Minolta Business Solutions U.S.A, Inc. as the most responsive and responsible bidder to provide a lease purchase option for up-to-date digital equipment for the DCSD Copy Center along with a full-service comprehensive maintenance program. This recommendation is for the fourth of four (4) one-year (1-year) contract renewal options. Konica Minolta Business Solutions U.S.A., Inc. is located at 2727 Paces Ferry Road, Suite 1600, Atlanta, GA 303398.
Financial impact: The total budget for these services is allocated from the cost code 100.2800.561000.00011.7620.9990.8010.040.0000 under the Operations’ Division General Fund Budget in the amount not-to-exceed $103,687.60.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, 678-676-1470
Effective: Upon board approval
Status: Approved by General Counsel

d. Fleet and Transportation Services

i. RFP 23-536R for Initial Contract Approval for Bus AC Retrofit for Yancey Bros. (for a not to exceed amount of $6.925,000) (2 docs)
Why: This request is the initial contract for Yancey Bros Inc., to install air conditioning on 420 DeKalb County School District school buses.
Details
Summary: Presented by: Mr. Richard H. Boyd, Director of Design & Construction, Division of Operations
Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the Board of Education approve the initial contract Bus AC Retrofit­ Service to Yancey Bros Inc., to retrofit approximately 420 school buses with Air Conditioner System in the amount not to exceed $6,925,000.
Details: On November 11, 2022, the Fleet Department and the Purchasing Department formally processed Bid No. 23-536R Bus AC Retrofit. Two (2) bids were reviewed, and one deemed responsive to the requirements of the solicitation. The successful bidder, Yancey Bros Inc., was selected as submitting the best and most efficient service. The contract will begin upon board approval and ends on September 30th, 2023.
Financial impact: This purchase, in an amount not-to-exceed $6,925,000 will be funded using ESSER fund code: 420.2600.543000.31121.7520.4180.8010.040.2021
Contact: Mr. Erick Hofstetter, Chief Operating Officer, 678.676.1470
Mr. Richard H. Boyd, Director of Design & Construction, 678-676-1483
Mr. Cedric A. Burse, Director of Fleet Service Department, 678-676-1385
Effective: Upon board approval
Status: Approved by General Counsel
ii. North Georgia Fuel Cooperative (BL113-20) Contract Extension Approval, (Year 2 of 4) (not to exceed the amount of $8,100,000) (2 docs)
Why: The district is requesting to purchase diesel and gasoline fuel utilizing the buying power of the North Georgia Fuel Cooperative. On March 15, 2021, the DeKalb Board of Education approved the use of this Cooperative Agreement. On October 18, 2021, the DeKalb Board of Education approved the first one-year extension of the North Georgia Fuel Cooperative agreement. On November 14, 2022, the DeKalb Board of Education approved the amendment of the first extension of the North Georgia Fuel
Details
Summary: Presented by: Mr. Richard H. Boyd, Director of Design & Construction, Division of Operations
Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the Board of Education approve the purchase of diesel and gasoline fuel from James River Solutions, LLC as the primary supplier, Petroleum Traders Corporation as the secondary supplier, and Colonial Oil Industries, Inc. as the tertiary, supplier through the North Georgia Fuel Cooperative (BL113-20) in an amount not-to-exceed $8,100,000 for the dates March 1st, 2023 through February 29th, 2024, subject to a renewal of the same period by the Gwinnett County Board of Commissioners.
Details: Pursuant to Board Policy DJE III D(3)(d), Exception to Competitive selection, the Purchasing Department is authorized to make purchases through contracts formally solicited and obtained by the State of Georgia and through “inter-governmental and educational cooperatives, alliances, and consortiums to achieve cost savings and administrative efficiencies based on economies scale”.

As such, the North Georgia Fuel Cooperative (NGFC) agreement is the result of several entities combining their fuel requirements to obtain the advantages of high-volume purchases, including administrative savings and other benefits. It was formed with the specific purpose of purchasing fuels at very high volumes to obtain the best discount and lowest pricing. This renewal is year two (2) of four (4) contract renewal options.

The North Georgia Fuel Cooperative bid was approved on December 9th, 2020, by the Gwinnett County Board of Commissioners, who acted as the Principal Procurement Agency for the North Georgia Fuel Cooperative. On December 14, 2021, the Gwinnett County Board of Commissioners approved a renewal of the contract for the dates March 1, 2022, through February 28th, 2023. We anticipate a similar renewal for the period March 1, 2023, through February 29th, 2024.

This bid was formally solicited and awarded to James River Solutions, LLC as the primary supplier, and Petroleum Traders Corporation and Colonial Oil Industries, Inc. as the secondary. These entities are all approved vendors of the North Georgia Fuel Cooperative. In the event the primary supplier is unable to fulfill their services or cannot provide services, the second and/or third supplier may be used. This allows the District to perform services without impeding the process due to lack of availability by any one vendor.
Financial impact: This purchase in an amount not-to-exceed $8,100,000.00 will be charged to the General Operations Energy fund code: 100.2700.562000.00011.7190.1320.8013.040.0000.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, 678.676.1470
Mr. Richard H. Boyd, Director of Design & Construction, 678.676.1483
Mr. Cedric A. Burse, Director; Fleet and Special Transportation Operations Department, 678.676.1385
Effective: Upon Board Approval
Status: Approved by General Counsel

e. School Nutrition Services - No Agenda Item This Month

f. E-SPLOST Projects - No Agenda Item This Month

11. DONATIONS

a. Lysol and Frontline Impact Project Donation of Lysol Wipes to DeKalb County School District (2 docs)
Why: This school year, Lysol and Frontline Impact Project teamed up with the “Here for Healthy Schools” campaign, to donate Lysol disinfectant wipes to teachers across America aimed at reducing the spread of germs and keeping kids in school.
Details
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: In accordance with Board Policy DFK, Gifts and Bequests, it is requested that the Board of Education accept a donation of Lysol wipes totaling $134,100.00 from Lysol and Frontline Impact to the DeKalb County School District.
Details: Ms. Rebecca Kafka, teacher at Stone Mountain Elementary School, initially nominated her school to receive a donation of Lysol Wipes. As a result, Lysol and the Frontline Impact Project will be donating wipes to all schools in the district. Lysol will deliver one full truckload with 40 pallets of wipes to the school district upon Board of Education acceptance of the donation. The wipes will be distributed to schools/classrooms throughout the district. These wipes will help to reduce the spread of germs and keep our students healthy so that they can be in school.
Financial impact: The funds are donated, so there will be no impact to the general budget.
Contact: Mr. Richard Boyd, Director of Design & Construction, Division of Operations
Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Status: Approved by General Counsel

12. PERSONNEL RECOMMENDATION(S) FROM EXECUTIVE SESSION

a. PERSONNEL RECOMMENDATION(S) FROM EXECUTIVE SESSION (2 docs)
Details
Summary: Presented by: Dr. Tekshia Ward-Smith, Administrator, Division of Human Resources.
Request: It is requested that the Board of Education approve the following personnel recommendation for the Director, GNETS position in Curriculum & Instruction .
Financial impact: There is no impact to the general budget as the position already exists in the general budget.
Contact: Dr. Tekshia Ward-Smith, Administrator, Division of Human Resources, 678.676.1200.
b. PERSONNEL RECOMMENDATION(S) FROM EXECUTIVE SESSION (2 docs)
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Summary: Presented by: Dr. Tekshia Ward-Smith, Administrator, Division of Human Resources.
Request: It is requested that the Board of Education approve the following personnel recommendation for Director, Career Technology & Agricultural position in Curriculum & Instruction .
Financial impact: There is no impact to the general budget as the position already exists in the general budget.
Contact: Dr. Tekshia Ward-Smith, Administrator, Division of Human Resources, 678.676.1200.
Status: Attorney approval is not required.
13. OFFICE OF AUDITS AND COMPLIANCE - No Agenda Items This Month
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Summary: Presented by: Mr. Joel B. Thibodeaux, Director, Office of Audits & Compliance

F. AMENDMENT TO THE BYLAWS & POLICIES

1. READY FOR ACTION – Amendment to the Bylaws and Policies: Board Policy DIB Financial Reports (Capital Asset Capitalization Policy) Revision (3 docs)
Why: Board Policy DIB Financial Reports (Capital Asset Capitalization Policy) is presented for revision. The purpose is to align the policy’s Depreciation/Amortization section to reflect current procedures more accurately.
Details
Summary: Presented by: Mrs. Masana Mailliard, Interim Chief Financial Officer, Division of Finance
Request: It is requested that the Board of Education adopt the Board Policy DIB Financial Reports (Capital Asset Capitalization Policy) that was presented for first read and laid on the table for public comment and Board feedback at the November 14, 2022 meeting.
Details: Board Policy DIB Financial Reports (Capital Asset Capitalization Policy) revision establishes a more detailed Depreciation/Amortization section. The revision notes useful life year ranges that provide more flexibility with the intent of more accurate reporting. An asset's estimated useful life can vary depending on planned use and place in service dates. The capital asset listing is depreciating buildings, vehicles, and buses using ranges to reflect different plans, different vehicles, and different place in service dates.
Financial impact: There is no financial impact to the District.
Effective: Upon Board approval
Status: Attorney approval not required
G. CONVENE THE COMMUNITY INPUT SESSION ~ 5:45pm
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Summary: Convened by: Board Chair-Elect

*Speakers
1. Raegan Williams
2. Deborah Jones
3. Nancy Kelly
4. Ken Schroeder

H. CONVENE THE BUSINESS MEETING

1. Introduction of Student Board Representative ~ No Student Representative This Month
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Summary: Presented by: Dr. Vasanne S. Tinsley, Interim Superintendent

2. Recognition(s) - No Recognitions This Month

I. CONSENT AGENDA
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Summary: It is requested that the DeKalb County Board of Education approve the January 9, 2023, consent agenda items.

Motion by: _____________
Seconded by: ___________
Vote: _______

J. ACTION ITEM(S)

1. APPROVAL OF AN ITEM(S) FROM EXECUTIVE SESSION
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Summary: Presented by: Board Chair-Elect
2. APPROVAL OF AN AGENDA ITEM(S) PULLED FROM THE CONSENT AGENDA
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Summary: Presented by: Board Chair-Elect
K. ADJOURN
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Summary: It is requested that the DeKalb County Board of Education adjourn the January 9, 2023, work session and business meeting.
Motion by: ____________
Seconded by: __________
Vote: _____