Board approves purchasing agenda to advance to full board; trustees discuss grant-funded security, Panorama data and bond project costs

The Grand Rapids Public Schools board work session approved a motion to forward the purchasing agenda to the full board after staff answered trustees' questions about several procurement and finance items, including a grant-funded security contract, curriculum and leased space at John Ball Zoo, Panorama survey data use and updated bond project amounts.

During discussion of support materials and services, staff confirmed the lockout/security procurement is fully funded by the Section 31a consolidated grant for school mental health and school security. "It's completely the grant, the Section 31a," a staff member said when asked whether the item would draw on the general fund.

Trustees asked about other vendor relationships included in the purchasing agenda. Staff said PT Arts has provided dance instruction at Coit since 2009 and that GRPS leases classroom and ancillary space from John Ball Zoo for programming; the zoo will begin charging a modest programming fee this year to cover zoo staff time after providing free services for decades, and the district is negotiating an update to that lease and the related contract.

Trustees also questioned how Panorama social-emotional-learning (SEL) and school-climate data are made available and used. Mister Atkins, a student-data systems staff member, described nightly uploads from the district's Student Data Systems (SDS) and access for staff by email-based invitations. "Think of two big categories: scholar competency and well-being, and scholar supports and environments," Atkins said, describing Panorama survey areas such as positive feelings, sense of belonging, self-efficacy and school climate. Staff said building-level PBIS-plus teams use Panorama data to guide interventions; the presentation cited a 17.2% reduction in suspensions last year tied to building-level work informed by Panorama.

The session included questions about bond project budgets and construction management. Trustee questions noted a move from an initial $2,000,000 placeholder for construction manager services to an updated figure of about $33,000,000 as bids and subcontractor pricing were received. "The original, approved amount was just to retain the professional services of our construction manager. Once the project is developed and we go out for bids, and we receive those numbers, then we adjust the construction manager's purchase order to reflect the guaranteed maximum price," said Mister Smart, who spoke about the bond project schedule and budgets. Smart added the project is currently about $2,100,000 under budget and that the owner's control contingency is approximately $3.32 million; if unused, contingency funds would return to the district.

Trustees discussed cash-flow monitoring in the event of delayed state aid from Lansing. Staff noted the district receives 100% of summer property-tax collections, which helps cash flow; however, if state aid payments are delayed past Oct. 20 and into November, staff said they would monitor cash and be prepared to tap prearranged short-term borrowing if necessary. "We're gonna be monitoring cash flow for the next few months to make sure that we're still okay," staff said, noting the county ISD and local districts were exploring preapprovals with banks to shorten borrowing timelines if needed.

Trustees also received a preview of possible debt-refunding savings. Staff said certain 2016 bonds are callable in May and that, if market conditions remain favorable, refunding could save taxpayers an estimated $5 million; staff said board action would likely be required in October or November and that any refunding issuance could occur in February or March.

A motion to approve the purchasing agenda was moved, supported and called for voice vote. The chair asked for ayes and, after no opposition, the purchasing agenda was forwarded to the full board for final action.