001contract I am joined by Vice Chair member Montgomery, also fellow board members Reverend Gregory Harrison, Vice President Dr. Molnar. We're also joined with by our legal counsel Mr. Sapusik and Superintendent Mary Autley. The first action item on the agenda is to approve the meeting minutes from the last meeting of April 15th. Is there a motion to approve? >> So moved. I and I second. Is all in favor? I. All opposed? Meeting minutes are approved. Is there anybody here for public comment? Seeing no one, we will go ahead and move forward to the first item on the agenda, which is a presentation by Mr. Ruyan, our director of IT, on the OSBA Diligent platform. Go ahead Mr. Director Ruyan. Good evening. Uh good evening Chair Jerose, uh member Montgo- Montgomery, uh Mr. Sapusik, and uh Superintendent
002Autley. Um so, we currently use BoardDocs to host all of our board documents, policies, and relevant information. Uh BoardDocs was purchased by Diligent Community um and Diligent Community is phasing out BoardDocs. So, we will need to migrate to the new Diligent Community platform um by the end of next school year. Uh so, we are currently recommending that we begin that process sooner rather than later, and um we are currently presenting a proposal to begin that process on July 1, 2026. Um ultimately, the annual cost will be a little over 31,000 per year, and it will include a new live stream platform, as well as a significantly um um, user interface for board members and the community. Um, so ultimately, it is an exciting change and uh we're looking forward to it. Thank you. Any questions
003from the committee? Uh I just want to confirm the new live stream is going to be ADA compliant, correct? The live stream will be WCAG 2.1 level 2A compliant. Um we will end up >> a feeling I'm going off with all the letters. Well, just making sure it is It is a lot of lot of letters. Um and then we will partner with a third-party company called Verbit to then professionally transcribe the recorded video. So, once the stream is over, it will then be downloaded and submitted to Verbit and be professionally transcribed along with audio descriptions and then be uploaded to our YouTube channel. Great. I listen, if it were legal to vote twice, I would. I can't wait for this upgrade. Yeah, it will take approximately 90 days for the migration to occur. Um
004so you know, we would start in July and hopefully, you know, by the end of September be on the new platform. Any other questions? Okay. Any questions from the members of the board? Yep. Anyone else? Perfect. And so, what would you recommend the next actions be? Well, in order to meet the July 1 deadline, we would need it to be at a regular board meeting on July 8th. Um because they're They do training cohorts and the cohorts fill up quickly and the vendor did reach out to us last Friday to remind us that their July cohort is filling up. And so, we do need to have the agreement approved by the board hopefully at the July 8th or June 8th meeting. >> June 8th, okay. I would move to move this to the Rules Committee
005on June 1st. Yep, and I will second. And then all in favor? I. All opposed? Hearing none, we'll go to move this to the rules committee for the next meeting. Uh thank you, Director Ryan. Next up, we have the request for van driver contract update, uh Mr. Sapusek. Thank you, Mr. Chair. Um a few weeks ago, we reached out to both uh van transportation companies and initiated uh discussions regarding next year's agreements. Uh the district uh submitted its initial proposal uh to the two companies and has received a counter from one of the companies and expects to receive a counter from the other company by the end of the week. Uh we will then re-engage in discussions uh to try and reach a a final agreement. Okay, thank you. Any questions from the committee? If
006member Montgomery. Uh do these conversations, if you're allowed to say out loud, um have anything to do with the uh agreements on routing and not just the cost, but who I just want to make sure like the who's getting which students and how many and when and all that stuff that we don't go through we went through the last time. So, were were routing and logistics part of those negotiations and conversations? Yes, sir. Okay, thank you. Any other questions? Yes, member Harrison. Uh thank you, Chair DeRose. Uh and I don't want to get into what's in the contract, but but I I want to um kind of express some of the issues that I've seen with the past contract that hopefully we we can address. Um and when we're looking at the finances, I you
007know, the the fact that the vans were less than half filled. I I I would really like to see us define what a minimum number of students constitute a route. Um so um the the the um ideal um of and I know it it will be subjective. But the decisions that made are made, some things are legal but for lack of a better word, they're not totally ethical. They violate the spirit of what we're trying to do. So if we're trying to save money, I would like to see some kind of language that requires the most efficient transportation of children as far as distance um you know, how we're picking up, you know, two routes at at one building um is is probably not following what we are the efficiency of what we require at
008this point. So that those are just a couple of things that as I read the the previous contract, I I would think that would be beneficial for us to have um a clear understanding of. Thank you, Member Harrison. Any other comments or questions regarding the van driver contracts? Seeing and hearing none, we'll move to the next item, which is the the renewal of administrative contracts update. Um Superintendent, did you have anything to share about that update? Uh that was taken care of as part of our rules committee and it'll be moving forward to the board meeting. Excellent. Thank you, Superintendent. Yes, because this is as about personnel, oftentimes the a discussion takes place under the ORC under an executive session, and that is where we'll be having a discussion most likely at the upcoming meeting.
009>> [snorts] >> Next one is going over the the contracts for discussion in Yes, Dr. Molnar? Thank you. I just clarification here because it sounded like you just said that it will be discussed in an executive session in the future meeting, but it sounded like superintendent said that this has already been discussed in a past meeting. So, just a point of clarification on where we are um in regards to this item. Did you want to provide the clarity? Yes, sir. Uh thank you, member Molnar. So, the items that I brought forward was also brought to the rules committee and will be moving forward to the board meeting. Anything extra would have to be discussed in executive session. So, if I'm clear, then unless there's an executive session before next Tuesday's meeting, this item is done
010and was handled during the rules committee and the rules committee only. That is correct. Any other questions? All right, then moving on, we'll move to the contracts for discussion in April, and this is where we'll start discussing more line item contracts. I think it is this is the time for Director Folk to come forward, and we'll just briefly go over the ones that were discussed for April. Good evening, Chairman Jerouse, Vice Chair Montgomery, Superintendent Autley, Legal Counsel Sapusik, and members of the board. Uh the first item under section 304 for April, Ace of Diamonds, we will are seeking quotes on that and it does not need to be a service provided. It lines the field and it does not need to begin until next school year. And Mr. McKinnon is seeking those quotes now. Republic
011Services, it was reported last time that this is a three-year contract. It goes through June 30th, 2028. Uh, there will be a reconciliation of the services for 25-26. That was brought to the Rules Committee on Monday because it started in May uh following April approval in April. It was a 14-month contract, so we have the funding to pay for the reconciliation. We just want to align it and it is on the regular agenda for the meeting of the 26th for the reconciliation. Scholastic Incorporated is they are seeking quotes if they need them in time. These were items purchased for summer school and we have not seen anything at this time to bring forward. Southeast Security, this was a one-off and it could be removed from your future um agenda. This was completed project. It was
012the upgrade of the actual badge system to Brevo and that project was completed last summer. So, it does not need to move forward. And then the YMCA of Akron, Ohio, that is the swim program for the summer and it is on the meeting of the 26th. Thank you, Director Folks. That was the recap of the five contracts from April. Are there any questions from the committee regarding any of those contracts? Any from the members of the board? All right, very good. We'll go ahead and move into the contracts for discussion in May of 2026. Uh, for May of 2026, we have eight items. 806 Technology is part of the agenda for the rule committee of 526. It was it is part of that actual upgrade to its system and you have that is is blue.
013Therefore, if you hit the link, you would have the attachment. Amplify educational process. If it is going to go forward, that would come out of the curriculum division and I understand that Ms. Dr. Lash and her staff are looking at that one to see where it is. That's Amplify Education Incorporated. Yeah, can I get some clarity on more what what does that service provide us with? >> Amplify, if I remember correctly, is the dibbles testing protocol for the student testing materials. All right? >> Item three is Children's Hospital Medical Center. This is the second year of a three-year contract, so no action is needed, but it was presented at the rules committee on Monday that a reconciliation for services which funding is available for increased medical services for the student for the end of the
01425-26 school year. And that one was left on the consent agenda. Edmentum is linked in blue. There are two different contracts for this one and my understanding is one of them is still seeking quotes to make an adjustment. Educational Alternatives is also on the 526 meeting. It was presented. It is a tuition agreement is to where students need to be assigned for their educational through the sped department. Renaissance Learning is also on the 526 meeting. And I am sorry. I do not remember exactly what services it provides, but if I remember correctly, it's on the consent agenda. Is is there anyone that knows that answer or they do? I'm uh we can certainly get that information to you. >> Okay. It's in the agenda, so therefore it is there, but I just I'm sorry I
015didn't write it down on the cheat sheet. Um hang on a minute. It's a quote for 33. Oh, it's part of your testing protocol uh for student testing cuz it's under our testing department. Okay, thank you. Thank you. That was helpful. Um and then Total Education Solutions is also on the 526 meeting. It is also a location in which our sped students are assigned. And then the last item is Xerox Corporation ComDoc and the reason it says times three is there are three print machines in the print shop and this particular contract goes through 630 of 27 and it does not have any action that is needed. Are there any questions from the committee about any of those eight items? Yes, member Hall. Thank you um Chair Dros. Um hi Ms. Folk. Hello. Quick question
016with the testing protocol because we have two of them. Have we ever Can one company do it all or do we have to have multiple? They're different types of systems. I don't know that one company could do them all and that would be an actual question for the testing department. Okay. >> But DIBELS tests one part of protocol and the other one tests um and students advancement. So there are two different items. Okay. >> All righty and I don't want to say it incorrectly cuz I don't oversee it. Okay. All righty. And then one more question. Oh, yes, I'm sorry. Superintendent had a That's okay, member Hall. I was just Yes, go ahead, Superintendent. Thank you. I was just going to add that also the Ohio Department of Education and Workforce provides us with a
017list of which assessments we can use by grade level and content area. And so we align ourselves with the state. Okay. Okay. And just a follow-up Yes, it would be helpful to maybe add like what each grade level covers. We could add that additional information for you. >> You don't have to. I mean, I guess I was just Yes, for our primary grades, but we do have like I promise that is using it as well for their intermediate, yeah. Okay. It was just like when we were going over at the your last committee meeting, policies, I think it was. Um it seemed like a lot of companies that you were running down kind of [clears throat] service the same purpose. And I was like, wow, we have like four companies doing kind of the same
018thing. Can they do it all? But if not, I understand. But just my follow-up question, and I do apologize for being tardy. I just got off work and had to run here. You're here now. It's okay. But to um go back, if we could, when with the YMCA of Akron, Yes. um that's children taking like swim classes and things like that. >> correct. >> Do we do we meet um capacity all the time? Or is there so many kids that take it? So I understand the dollar amount that comes with that. It was like 210 students, I think. Do we have 210 kids that sign up every year? It's offered to all students that are in our 3GG summer program as an extension of their day. And their parents can elect to have them participate
019or not. So we usually do have a full capacity at the end of that particular program. Okay. Thank you. Yes, Superintendent. Um the YMCA does wait until the program is over to actually bill us for how many students participated. Because our goal is not to have any students who are mandated to go to summer school. But um being in partnership with the Y really offers it as a carrot because although the law says we have to offer it, parents do not have to participate in it. And so the Y um several years ago, probably more than 10 years ago, started partnering with us. And um the families do appreciate their students being given cuz they get a swimsuit, the swim lessons, and um and the earlier that they start the swim lessons, the better because
020the goal is to save a life during summer. So, yeah. So, we're not billed for the seats we do not use. Good. Thank you, Madam Superintendent. And yes, Dr. Molnar. Um thank you, Chair Deros. Um I'm just trying to play some catch-up right now. Um I saw item 304 was contract discussion for April, there were five. In 305, where we are now, contract discussion for May, there are eight. And I'm trying to keep track of it to better prepare prepare for these committee meetings um of where to get the information on some of these because I don't see a lot of information here in BoardDocs. So, I saw that I I'm trying to go back and forth from where these items will be on the next um meeting. So, if what we saw in rules
021was correct, I saw it like 806 is item 22.1, Children's was item 22.3, and Alternatives was 22.4, Renaissance was 22.17. Um but like Amplify, I can't find that one or any information on that one. So, I'm just trying to get a general idea of Sure. Thanks. Director Falk, could you clarify which of the eight are on the consent agenda? Actually, if they're highlighted blue on your agenda for this meeting, that means that we have them attached, the information attached, and the correct meeting for them. Amplify has not come forward yet. The last time it was done last year was in the month of May, but it has not come forward yet at this time, and it's my understanding we're seeking quotes. That's why it's still black. Nobody has brought forward a new contract for the
0222026-2027 school year. Did that help? Thank you. It A little bit. It It's a bit confusing to know what from I what within item 305 is already on the consent agenda for next Tuesday, and what is not yet on that consent agenda because for instance, item number three, Children's Hospital Medical Center, it's not in blue. I did think it was already on the consent agenda. So, um It isn't. >> maybe between It wasn't a new contract. It was just a reconciliation cuz it's a contract that's currently in force. So, that's why it's not blue. Okay. So, maybe offline or between meetings someone can help Okay. how to determine what has already been moved out of committee and what [clears throat] is still within committee would be really helpful to see in order to prepare for
023committee meetings. And if I'm correct, Director Falk, it would be items 1, 4, 5, 6, and 7 are on the consent agenda. >> They should Yes, they should be. And then number Is number three is on the consent agenda as a reconciliation? >> It doesn't change the contract. It just updates what we are allowed to service because we had increased services for medical needs. Right. And then number two and number eight are not being brought forward at this time. >> Number two is is not being brought forward and number eight has a contract through June 30th of '27. So, it does not require any further action. Does that help provide clarity on where those items stand? Okay. Yes, member Montgomery. So, then why are they on the agenda? I don't create the agenda. So, I
024I I think we're still learning how to work this agenda. Yeah, they were in the 12-month contract renewal uh document. So, that's why they were there. So, they were put there, so then they were put on the agenda for discussion. Yes, uh Superintendent Outlaw. Just for clarification, um I believe what they were trying to do is create this timeline of what expires each month, but if it's a multiple-year contract and you don't need to bring it that particular year, then you don't have to bring put it on here, correct? Yes. >> And maybe that's that's what Mr. Sapulpa and I have tried to figure out as we move through this. >> Okay. Yes, member Harrison. Thank you, um chair. Uh a couple things. I I think it would be helpful for me because a lot
025of work is done before the committees that if it's on the agenda, the contract is attached. I I mean, we don't have to print all of these contracts, but we certainly can attach them to the agenda. Um and you know, the the agenda also serves as a historical um uh so, we can go back. A- And I understand we may not want to put them on a public agenda, but we still have a executive content in our agendas. That's not available. Correct? Uh which contracts are you saying are not available? I mean, I know number two, three, and eight are not highlighted. The other ones that are on the consent agenda are present on this agenda currently. Okay. Okay. So, so I guess what I'm speaking to is like that would have been my my
026next point to have people here who are actually knowledgeable of the contract. So, if if we're doing testing and testing we have a question for testing and somebody from testing could be here to answer our questions so we're not creating additional emails. But, the if we're going to talk about a contract or have some discussion or if there's a question on the contracts, we probably I well, I need to always have to read the contract before I get here to know what questions to ask. So, I know I seen attorney Sapusik looking so I I I don't know if he has the answer. Can we put those contracts on an executive content? Mr. Sapusik? Yes, whatever the chair and the fellow board members feel is appropriate. The staff will make the adjustments and bring bring
027the additional agreements if they're available and make them available to the members. Any further questions or follow-ups? My my my last one I'll make it today so I don't have to make it Monday. Go ahead. We I had asked a question at the rules committee about a contract and I asked if it had been through committee. And based on the deadline of a contract, it had not been through committee. But, the contract expires before we'll have a chance to enter into a renewal on Tuesday. I think the contract expires that Monday and it we're voting on it Tuesday. We we still have a 14-day window. Um and I asked if it had been through committee because then that would maybe explain why the contract was not presented before our next board meeting. So, that that
028goes into uh If we're going to vote on something, even if it gets to a a late timeline, I still think we need to be able to look at the contract. I agree. Which contract are you referring to? Cuz I'm I know it was in the rules committee, but do you know which one it was? Was it the Admin term one? Was it Was No. No. It It was a It was a IT contract. >> Yes, it actually is in section the next section under new business. Oh, okay. Okay. That's okay. Okay, so it's one it's one under new business. Uh member Montgomery, I know that you had your hand up earlier. Yeah, I just I I think in terms of what's attached and what's not attached, am I right in thinking if we exclude
029the contracts that actually aren't up for renewal, this list will look a lot cleaner and there'll be a lot more attachments in terms of what we actually need to consider. I think a lot of these ones that don't have attachments are ones that we're not considering, correct? So, if we take those off, That is correct. >> that'll clarify some of the issues? >> I think that would be helpful. Okay, thank you. Yes, Dr. Molnar. Thank you. Yeah, I don't think that I I think that's a great step. I don't think that would completely remediate it because there's up for renewal, but there's also um things that have already been sent to the board. So, there might be something that's up for renewal that we have yet to send. So, having an idea of what's already
030been sent to the regular agenda and what is yet to send to the regular agenda would be helpful because for instance, on here even, I think uh number two, Republic Services, it's not blue, and five, YMCA of Akron, Ohio, it's not blue, but I think both of those have also already been sent to the regular agenda. But if they've already been sent to the regular agenda Member Montgomery here. Good. Member Montgomery. Why are we considering them if they're already going to the Why are they on our agenda if they're already on the regular agenda? I don't understand that timeline or timing. Like Okay. >> I can understand why it's confusing because we're going Okay. Director Falk, Um originally, the Republic Services contract came and was approved in the month of April. And it we reported
031at the last meeting that it was a 3-year contract and we didn't need to do anything. But, in closing this out, we need a reconciliation in order to close out the 25-26 year. It's a reconciliation of the funds being spent. That's why it was moved forward so we could close out the services provided. The YMCA, the first time in April will came last year in April, but this year it's now coming in May. So, it's to your point, it fell in two different scenarios. So, as an example, moving forward as with YMCA, the next time it would come up on your rotating agenda would be in a listing for May of '27 going into the summer of '27. So, this was how we were trying to get the information as the superintendent said to give
032you an idea of what was coming at what time. But, they do not always come at the same expected time depending on when we can work with vendors and what services we determine we need. Any other questions? Yes, Member Harrison. Uh I I want to go back to the contracts and kind of maybe um Member Montgomery spoke to the the attachments and and those are the invoices. So, not maybe necessarily the contract, but an a description of what the item is may Uh so I I wanted to flip from the contract cuz I know the contracts can be numerous pages, but if we had a description of this This is what we use them for and as as opposed to attaching a contract. Um I just a description. Uh Superintendent. Thank you. That's what I
033was asking if that would be helpful. If we just gave like make it like a little table with the name of what the item is and then what it's for right next to it. And I think it goes along with what you were asking earlier as well, member Hall. Maybe it would help to clarify it for both for everybody. Yes, Dr. Monar. Thank you, Chair Drus. That would be so helpful, especially um as we have in the regular agenda how we're aligning things to the blueprint. So if there is a contract that we're approving that is a strategic intervention or an item that we are using to move the needle in our strategic plan, that um that's good for us to know that that's what we're investing in. >> [clears throat] >> Yes, and so
034in the email that was sent on May 14th, that was the updated 2025-2026 contract request approval. So it is a uh sheets document that has tabs for each month. And at first I think there was maybe a need for clarity deciding what makes it onto this list, but on this list it says what department, department head, the vendor, the vendor's location, the description, the contract amount for the various contracts, and then whether it's a 1-year, 2-year, is it's the second of 3 years. And I think some of the the initial intention was anything that was needing renewal, but then it becoming what needs board action. So whether it's a reconciliation, whether it's an update, an amendment. And so I think some items are here, and then maybe the administration decided, "Well, we don't have the
035information yet or we want to wait on this for this month. And so, that's where there may be some items that are on this list that may have no board action, but we are discussing them in this committee just to be aware of what is being deliberated and what options are available. Any other questions or comments? Okay. So, to clarify any questions under the May contracts that are on the agenda currently before we move into overviewing the June contracts, which there are a good number of. All right, hearing none, we'll go ahead and move to the June contracts. So, again, this is not having board typically board action right now, but this is to foresee what we may be discussing in a month, so we have some advanced notice as to what are some of
036the contracts we'll be needing to go over. So, uh Director Falk, >> Okay, let's start with item number one, >> [clears throat] >> 34 EDLL Seed Centigics. This contract is good through June 30th of '27. This is your crisis alert system used within your middle and high schools, and there is no action needed at this time going forward. Now, this one's going to get a little confusing, so please be uh understanding. I'm going to give you some numbers cuz this is all the child nutrition contracts that are coming to come forward. Item number two, item number six, item number seven, 10, 12, 13, 15, 6 26, 29, 32, 35, 38 and 40. These are the items that normally come in June to set you up for the services and food for your meal program starting
037July 1st. They are currently seeking quotes. They do usually come in June. You can see them either at the first meeting of June or the second meeting of June, but we wanted you to be aware there will be a volume of these. Thank you. Any questions regarding those? Perfect. Go ahead, Dr. Falk. Uh item number three is AES Building Services. This is your generator services for the generators in the school. This is a three-year contract through June of '28. No further action needs to occur. Item number four is a Marathon American Athletics. These are the service and maintenance of the bleachers in your schools. Again, a three-year contract through June 30th of 2028. No action is required. Item number five is Art Sparks. It is in blue and it is on the consent agenda for
038the meeting of 526, which is next week. So, it was presented at the Rules Committee on Monday. And could you clarify some of the services that they're providing? Art Sparks is actually a program for elementary students and at this time it is going to be housed at Glover and it will be a uh enrichment program for the Glover will act as the hub and students from the schools including Leggett will be allowed to uh it take advantage of that program until the seats are filled. >> Okay. Are there any questions considering this is an item on the consent agenda? Yes, member Hall. Um not about this one, but since we stopped here, the AES Building Services Yes. >> Um that covers our generator. Does that cover our boiler systems, too? >> No, different different items.
039This is generators outside the systems only. Yes. Thank you. >> Seeing no other questions, I feel free to proceed, Director Falk. Thank you. Please go to items eight. Is CDW, this is Cisco Smartnet. To the comment that Mr. Pastor Harrison said earlier, this quote does expire on Monday. We have gone ahead and asked for a an amount not to exceed $40,000 because at this time technology quotes are not any more than 14 days. So, we do need this if this Smartnet keeps your network security secure and going forward, we just want to be able to get the approval. We will obtain a new quote at the time if it doesn't go any longer as long as it does not exceed $40,000 and the board approves it, we will just issue the purchase order out of
040the FY12 funds. Uh item number nine is a similar item. It's CDW. Um this one is a secure quote and it is Palo Alto and it is your network cybersecurity systems as as well. Please go down to item 11. And this is Curriculum Associates LLC. They provide curriculum items and we are seeking quotes at this time. Please move to item 14. Educational Alternatives, this is a tuition agreement for placement of students needing special services outside our district through our sped IEP department. And this is on the 526 agenda. Are there any questions regarding that item, the Educational Alternatives since it's on the consent agenda? Okay, very good. Good. Item 16, please. This is Environmental Controls Fire Protections. This is a three-year agreement. It goes through 6:30 of 28 and this does all the fire protection
041including fire extinguishers, hoods, sprinkler systems, alarms, and back backflow prevention. Yeah, that's required by code. I need you then to go to Frontline, item 17. This is Apple uh Frontline Technology applicant tracking and absence substitute management. This item is on the board agenda for the 20 uh 526 meeting, and this is how we uh have people apply for jobs here in Akron Public Schools, and the absence sub management system is how we put our subs out as they need to as we go through. Seeing no questions, go ahead and proceed. Glazed & Amused is item 18. This is similar to Art Sparks. It is a summer enrichment uh program for our students, and this will be offered the students in our summer enrichment program through Glazed & Amused, who does art items with them. And
042it is on the uh consent agenda for 526. Item 19 is an individual service contract and for Mrs. Rowland, who does support the CCAA program with some of her services, and they're currently seeking quotes to uh determine uh her need for next year. Item 20 is ICC Community Development. This is also on the 526 agenda. And I'm sorry I don't remember what item that is, but it is linked. It is a service contract, I think, for the Office of um uh not special Office of School Improvement, if I remember. Okay. And it may not even be for our school. It is grant-funded. But one was for Case in the other one was for St. Mary's, if I remember. Okay. Any questions at this point? Saying none, go ahead, proceed. Item 21 is Innovative Roofing Solutions.
043This is on this agenda for 526. This is the repair to the roof of Sam Salem. Um it is now over 20 years old because Sam Salem was part of segment one and the cost is $142,000 and this will be 034 funds which is there to repair the CLCs. Um I would like to uh then go to item 22, IRB Pest Control Management. Please be advised this this contract has been canceled. It was this part of the reduction in cost for next year. The vendor has been notified and we are bringing this service in house. Item 23 is what we call JAG Educational Services. Would also you are aware it is the sore program that is housed at um Essex to service students that need the extra support services and uh they're currently working on
044obtaining the quotes for next year. Item 24 is Kronos and it is Shaheer Incorporated from UKG. This is on the consent agenda for the 526 meeting and this is for payroll. It is the time clock system that we are rolling out across the district. Okay, good. Member Hall. Thank you, Chair Drouse. Um Kronos, this is the system that uses our badge to swipe us in and swipe us out as we enter. >> No, that is Brevo. This is the new time clock. So, Ms. Hall, as you come in to the door over by door four, you will see the actual time clock on the wall and those employees that are currently in the system still do use their same ID badge to clock in and clock out. >> Understood. Thank you. >> You're welcome. And
045just for clarity, you mentioned this is a new system. So, what were you using before? Uh it's called paper and pencil. >> Paper and pencil. Okay. >> Or actually, and you would only record your times of absence through the ASAP program. So, this is an actual time clock in time clock out scenario, and we are using a very similar system uh that also connects with MUNIS as where your payroll system is, and have been actively engaged in rolling this out in a similar fashion with Columbus City um who had done this for their whole crew because they also use MUNIS. And I will advise that Columbus advised that it took them 5 years to do their whole system cuz it's bigger than ours. We hope it does not go, but it records hourly employees at
046this time. And is that for all buildings or just the administration building? >> At this point, it is district-wide. Uh currently, the pilot program started with our mechanics and transportation and our warehouse. It is currently used by our technology crew was the next group that came in, and it is moving forward into our HR and treasurer's office next. Okay. But you you will see the clocks as you go in and out anywhere across the district since they had to be installed. Okay. Any further questions? Okay. Go ahead and proceed. Uh the next item is life skills. It's item 25, life skills and career in education with Karen White, and that particular item is under review at this time by the department. Uh please go to item 27. This is multiple vendors uh for the Chromebooks.
047Now, it is on the agenda for 5/26, but there's no individual contract. These are service agreements to have the Chromebooks repaired, and depending on what needs to be done, you have five vendors that provide those services. For our students uh Chromebooks district-wide. And many of those parts do come into the technology department and we do our self-repair. Uh the next >> uh member Hall. Oh, I'm sorry. Just real quick, do we happen to have So, do we keep the parts here? Um cuz I've heard of there's been a few students that I've heard that Chromebooks have been um not working and needed to be repaired and they've been waiting for weeks. So, do we have like the parts already here or do we order parts based on when a Chromebook is down? It depends on
048exact We certainly keep parts here, but it also There's two the ways they work. Elementary Chromebooks are housed at the school. The students do not take them home. They're in the computer carts that are there and the TSSs that service them have extra ones that if one breaks, they just substitute a new one. Middle schools and high schools currently take their books home. If they bring a book in that is not working, they have a stock with their TSS who can hand them a book and bring them back. And then they come back here. So, if you have Say a a TSS might have 10 extras at a school location and 12 come in, it is a possibility they have to come to the building and get one out of stock cuz we have them
049here. We just have to get them transferred back and forth. >> Understood. Thank you. You're welcome. Member uh Harrison. Um thank you, Mr. Chair. I'm not sure if if the answer is here. I see Mr. Rouillon here. Um you know, we all got to participate in the reductions of unnecessary expenses. Do we know how much we are spending a year outside on on Chromebook repairs? Do Do we have a ideal of what we're spending a year. Go ahead, Dr. Ruranya. So, we have over the last couple years um salvaged quite a few parts. So, in many cases there is not an absolute expenditure when a student turns over their broken Chromebook cuz we have extra keyboards and screens. Um so, I can certainly provide any number of data sets um for the board and and
050get back to you. Um No No Nothing specific. I was just wondering about how much we spend going outside, you know, the repairs that we, you know, sticking paper clips in the Chromebook and frying it. How you know, how much is that costing the district? Um outside of what we can do. That was the question and it doesn't have to be specific. I just wonder what number we're at. >> And that would be reflected in this this purchase order agreement would be the parts we feel we would need for a given school year. Um but it is important to know that we have salvaged a large number of parts to help save on having to buy new. Okay, Member Hall? Thank you. Um that I think that would also fall in with Member Harrison of
051us just keeping track of like the dollar amount such as with all equipment, you know, lawn equipment. Toilet paper and paper like as much as we spend out, like those dollar amounts I think it's good to know, especially if we have to send it out and we're spending more money than anticipated. You know, there's a spreadsheet that says, you know, 300 Chromebooks came back this year and had to be repaired. This is the dollar amount. Um So, if we don't have like data like that, >> Yeah. that's part of you know, the the problem when we um have to reduce teachers and we're looking at money to take away. If we're spending $500,000 a year just hypothetically praying God that's not what we're spending, but just hypothetically speaking if we're spending that much money fixing
052Chrome Chromebooks and we could have teachers, we should probably know the dollar amount or the treasurer's office should know how much, you know, we're spending out of the departments on stuff like that. Thank you. Yes, would you like to answer or respond? Sure. We do we do track all of our repairs um and and I can certainly put that in Friday notes if that's what the board would like to provide just some data sets so you can you can take a look at it. I apologize for not having that on hand, but but we do have a tremendous amount of data we can share. Yep. Member Harrison? Yeah, my point to asking that question is I think everyone is responsible for reduction of cost and some of the cost that we incur that's preventable, we
053need the community, we need parents to help us keep our Chromebooks functional. Um and so because as member Hall said, if we're spending money on preventable items, then we're we're really taking money out of classrooms. So we we want you know, I'm sure for the most part parents are responsible and and but but we just I say that as a board member to say we need help when we send equipment home. We need help to keep it in a condition that it can be used. Any other thoughts? Or questions? Yes, Superintendent. Thank you so much. Thank you. We have had this discussion with our senior leadership team, so he does have data he can share with you. And if a student or a parent contacts you about not having a Chromebook, would you let either
054the Well, I wouldn't jump to you yet. >> [laughter] >> Let them go to their school supervisor, which would either be, you know, Mrs. Marcus Kerns, Mr. Johnson, or either Mrs. Carter or Mr. Dawson because one thing it goes back to what member Harrison just said. We do have students who have broken multiple Chromebooks. And that could be the school and there is a fee. They get there there is is a fee scale. And so it needs to be an understanding between the household and the school when we're going to issue another Chromebook cuz I mean they I don't want to exaggerate how many Chromebooks we've given some students, but that is something we're looking into because it is a concern for us as well. Member Hall? Thank you for that. And I do know
055that sometimes families may not have the funding. So have we looked at other courses and maybe we can talk about this offline. Like, okay kid, you broke, you know, too like if my daughter breaks her phone, sorry, you I don't know what to tell you. You go work for it. You know, so I know with the contracts and all of that, how do we get these kids to work off some of this, you know, to help the janitors or the custodians to you know, work and clean the cafeteria or sweep or something to kind of gain that money back to get you know, what they needed although they have to have it. You know, they need the Chromebook to perform. You can't take it home because of this. You know, so I don't know. And
056perhaps we have the discussion about what those consequences could look like. I don't know that's a instructional policy matter if it's about discipline, but I know I think we can >> [laughter] >> But of course, if we could get information about the Chromebooks or the amounts to address that question maybe by the next legal and contracts committee meeting, that would be beneficial. So, Yeah. So, we have about 9 minutes. I think we can do it. So, go ahead, Director follow. >> Uh we have uh item 30, which is project lead the way. This is a contract through the college and career academy model, and they are currently seeking quotes. Uh please go down to item 31, which is just listed as PSST. That is actually a program that we use. It brings what is called
057the Bidas system in, and it allows our call-offs and everything that goes through the ASOP system to literally upload to our Munis payroll system. Um please go to item 33, RJC Computing and uh {slash} Robert Conley. Mr. Conley was a former teacher. We seek his services to support us in the college and career academy model, and they will determine if they need his services for this year. The next one is please go to item 36. Um Oh, no, I'm sorry. Item 34. Uh Scenario Learning LLC. This is also known internally as Vector Solutions. This is the online training program for all staff dis required to meet our standards for required training, including bus drivers, uh sexual, you know, abuse uh items such as that, and this is on your board docket for 526. Um please
058move to item 36, Sterling Data Center. This is the contract for Well, you'll hear us call BlueBridge. This is your disaster recovery location in Cleveland that keeps us up and running when we fail to have it run here. We automatically transfer it using our IT should we have a power failure. Um the item 37 is Summit County Juvenile Detention Center. This is the services and I remember Ms. Hall asking about what we do for them. They are the services we are do provide through our educational system for students that are housed there and we are currently seeking quotes on that. Uh please go to item 39 which is the Transcending Incorporated. It is the survey system that we use to obtain information from students and staff. It is the software that we are currently very
059successful with to get that information and we are seeking quotes for the next school year. Item 41 is Tyler Technologies. You all notice know it as MUNIS. This is the software system that runs our payroll, our accounts payable and has all our employee data. This is the maintenance and service contract for the next school year. And the last one is item 42, Zava Global Partners LLC. We know it internally as Blue Ink. This is a governmental electronic signing program. Many of you probably know it in your industry as DocuSign. We have used this this is a five-year contract that we are recommending. It is on the 526 and we got a very reduced price and got more envelopes, but we use this not only to sign contracts, sign other documents. We've used it for field
060trip forms for parents etc. on other items. So it is a very user-friendly system and they are very good to work with. Thank you, Director Folk. Are there any questions about those remaining contracts? Okay, yes, Dr. Molnar. Thank you, Chair Dziura. I'm noticing we have so many different contracts and so many things obviously a very large district. But I was wondering what the processes or how we determine when it is the contract that is initiated by the vendor or the contract initiated by the district. You know, when when is it their contract, when is it our contract? And I don't know if this might be part of something someone can explain to me later or offline or part of another discussion because it's not about any of these in particular. I'm just curious generally, when
061do when do we take on that? Thank you. Anyone want to answer? >> the Tyler Technology contract. We've had Tyler Technology since uh January 1st of 2011. So, that was a change from what was called the Delta program that ran in what is called Leprechaun, which it was a system that was very user-friendly, but we outgrew it. So, to your uh case at that question, Dr. Molnar, we put an RFP out for that. We sought those kind of uh recommendations. The committee internally reviewed what met our needs and would work with our other softwares, and at that time MUNIS was selected. So, it was started in 2008. It took us 2 years to do this. This one in that case had to go live January 1st of 2011 because it had to align to the
062tax year. So, those it's similar to eSchool. We did the same thing at the same time because Delta actually had both with your student database and your ERP system, but we ended up with two different vendors. So, now that we've successfully used it, we reach out to them each year to see exactly what the quote is to maintain the system that we have. We do the reach out. Go ahead, Dr. Molnar. Thank you. That was not my question. So, >> Oh, I'm so sorry. >> [laughter] >> I apologize. So, a lot of the things that are linked on here look like and Tyler Technologies as our example, it looks like an invoice. Now, I know this is not an invoice because at the very top it says in caps, this is not an invoice. That
063is the quote, so we know what to put for and it will come forth as an invoice later. >> So, but for a lot of the other contracts, we actually have contract language, lots of words, whereas on this day, yada yada, it says Akron Public Schools at the top. So, I was just curious from a workflow perspective, how is it determined or you know, as a district, what do we do when we get one type of contract versus itemized not an invoice type of contract? Just curious. >> In that case, the original Tyler contract is still housed in the information we have upstairs and is referred to if necessary. Does that answer? I'm sorry. >> does have one of those other types of contracts >> it is a It is a massive contract, that is
064correct. >> Thank you. Any other questions from members of the committee or members of the board? Okay. We made it. All right, and with Thank you very much, Director Folk. So, yes, our next Legal and Contracts Committee meeting will be on June 17th, 2026 at 4:30 p.m. at the Reverend Dr. Curtis T. Walker Board Room. Uh with that, is there a motion to adjourn? So moved. We did do the minutes, yes. I did. Yes. Yep. Is there a second for ending the meeting? Second. All right, great. All right, all in favor, say I. I. I, all opposed? All right, meeting is adjourned. Thank you, everyone. >> Mhm.