001We have just ended the retreat. We'll now be starting the special meeting of the board of education for August 19th, 2025. Is now called to order. All items being considered this evening are posted on the PPS website under the board of meetings tab. This meeting is being streamed live on PPS TV services website and on channel 28. It will be replayed throughout the next two weeks. Please check the district website for replay times. Uh good evening and welcome. today's special meeting is to vote on a consent agenda. Um, please let me know if there's any objections otherwise on this. >> I had something I wanted to check and I'm like clicking through here. One of the contracts was it for a million. I don't know if I'm right. I just generally do which one I'm
002trying to >> Yeah, it's the um the cap the taxi. >> Oh, the radio. Was that one, sorry, my homework? Um, does that one u go back up RFP every year? Is one of the ones that auto renews? >> I'm looking forward to >> radio. It is 96870. And one thing, oh, I don't want to interrupt, but I have a rough question and you're done. Go >> ahead. That's such a casual environment. It's like, right, this is >> No, no, please. >> Excuse me. Um, one thing that we've maybe picked up on recently is that when this contract term columns, this option to renew, that doesn't mean that you all can skip procurement. It means you can skip us, it sounds like. So, I just also want to make sure that everyone knows that you
003see that contract term option to renew. That means that for the next however many years it says there, they wouldn't have to come to us to get um to get it sounds like a a change perhaps that now when you see that language there or maybe it's always been that way, but >> May I May I clarify? >> Yeah, sure. >> Um it means the contract might be renewed, but the total amount that you're approving, it cannot go above that without coming back to you. So they in this hypothetical of a million dollar contract, it can't be another million dollars without coming back to you. >> I'm not under that one million that initial. >> Exactly. If you approve a million dollars, the district can spend >> and this one doesn't have that language for
004what it's worth. But I'm just reminding us all because I had seen that language in the past and assume we would still see it. It just would skip procurement. But it sounds like it would both skip procurement and skip us for those ones that say you >> that's what I'm trying to clarify if if it it it can't skip you if it's over $150,000. >> So I will get a renewal. We do not need to talk about this tonight, but we really need to figure out why some a bunch of the personal services contracts that were supposed to come into June just skipped us because we got totally skipped us because they have that language in this column. >> So, we can talk about that. >> I'm happy to have no information other than the
005packet we usually do in this are service contracts and we did not see them and got told they bought over because of that language. Yeah, it is the radio. >> Yeah. Okay. Thank you. >> So, >> I just wanted to make a quick comment about some of our uh translation services that they a lot of them most of them aren't local and I know that we have translation services locally and I would just like to see some local spending when we can. Right. >> Can I just go back to the other one? I just want to clarify that the transportation ones that you see, I know that there isn't a question, but they're spend up contracts, meaning up to a million. They're still the low bid process and they're for students who are identified as
006the Kenny Vento homeless for our students with IEPs that need specialized transportation. But that doesn't mean that $1 million in transportation is going to be spent. And I think you all know that we're reimbursed at the state level um 70% on transportation. So we pay 30% and we're working hard to um bring those costs down and explore a variety of uh different options. >> My concern about what Christie was talking about would be if they keep auto that we're not sending out an RFP um regularly when I think there were some that came in the last backup that were like you know number 11 or something like that. So I think that might be something for an upcoming meeting that we discuss. >> So you're talking about the res contracts. >> Yeah. >> And we
007can clarify what happened with that um at another meeting. But for this would be something that we would bring forth um every year. So one says um option to renew for up to three additional one-year terms. Will that come up again next year for additional two-year terms? Um like for the personal services hourly >> for the translation. Yeah, that's a that's a good question. I'm going to turn to >> Again, I'm not sure which one she's looking at. The first hour it says it may be renewed for another year but just some exceeds that spendal that's four years. So, >> so next year, >> can I suggest that we put this an agenda item uh for a future board meeting where we can talk and have somebody who some of our staff are experts on
008this so that people aren't just guessing and we can go through and talk about um >> contracts and procurement and all that. have that be an item for a conversation >> and she's come before the board before and she does a great job and so yeah, >> perfect. And just to follow up and say that we wouldn't guess in the in a public meeting on some items, but I do agree that it would be great to be able to bring some staff before you that has some experience and um around uh some of the things that you all are asking >> because I'm sure that decided but when you're just saying yes and it's all this money and you don't appropely know how it's it would be nice. >> Yeah. And I think this will
009probably bring in procurement and maybe Michelle Morrison. Some of the decisions on the way in which it is uh set up isn't necessarily with the person who's listed on here as um the responsible person. It could be, you know, because it's um something that's going to happen over the next several years. But um even if that is the case, we still have to put what that total amount is. all that. So, >> thank you. >> Which is what brings it before you. So, so just to just to be clear, right? So, the the original term the 60,000, you know, that wouldn't necessarily be something that you would approve. But if we're saying like through um August 2029, just looking at one of the translation services one through all those renewals that then brings the amount
010up to 240,000 which is why it's on the board um agenda. So that would be one that you wouldn't see again because you're saying like, hey, I know that then for the next, you know, four years. >> Yes. >> This is the amount that would be covered and then seeing what that annual amount is of 60,000 for uh the couple of different um translation service companies. >> Can I ask a question? >> Sure. So, um, as I understand it, if it's less than 150, it doesn't come before us anyway. So, tell me what the benefit is because if it was just 60 renewing every year, you're not bringing it to us anyway. You're just doing it. So, what is the benefit to you or to us to doing it this way where we're seeing something
011that's going to auto renew that obviously is triggering some it's new everybody? You know, why are we doing why this way? Why not just you do it independently for 60,000 and we never see it? Is it a transparency? Is it a >> It's typically a um cost-saving strategy. So some companies will say, "Hey, if you make a three-year commitment or four-year commitment, we'll be able to lock you in at this particular price as opposed to what it would be if you just do it annually." So it brings in some guarantee. And I know for the team just because of our budget reduction in the climate we're in, I think we're at a place where we don't have binding contracts. Some of them over at my chief of comms who is the responsible person for this.
012Meaning that if after year three um or year two we decide that that service didn't meet our needs, we would be able to cancel and we won't even touch the the 240. But do you know off hand if they're binding or nonbinding? >> This is for >> translation service. Yeah. Sir. >> Okay. So, there one way binding. You get to review it at that locked in rate, but they're not binding to us to review if we decide not to. >> Absolutely. >> Okay. Okay. Thank you. [Laughter] Oh, well my first question is to make sure is there anything on the consent agenda that any board member would like to have uh to move off the consent agenda for a separate vote? >> No. All right. Do I have a motion and a second to adopt
013the consent agenda? Second. Thank you. Director Split moves and pass right seconds on the consent agenda. Uh I forgot to ask is there was there any changes to consent agenda? >> Yes. Um resolution 7163 was revised earlier today to exclude the minutes from August 5th. So time so it only includes the July 22. All right. Everyone noted concerns. >> Great. Any discussion? >> I was going to say, >> well, I just want to say I appreciate Director Depass's um insight that shopping locally is always a good idea for so I I I like that and I hope we continue to do that. >> Thank you. That's a big strong value of mine as well. So, >> yeah. >> Great. The board will now vote on resolution 71632. Sorry, 7162 through 7163. All in favor, please
014indicate by saying yes. >> Yes. >> All opposed. Extensions. All right. The consent agenda as a as amended is approved by a vote of 7 to zero. Thank you everyone for being here and for being inside on a beautiful day. Um this meeting is adjourned. The next regular meeting of the board will take place September 20th.