Okaloosa County School Board — Workshop Meeting, March 13, 2023 — reading text

Programs, Leadership Projects, Softball Programs, and classroom supplies. File Attachments Donations-2023-03-13 Donations.pdf (100 KB) Consent Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of the Board by a single motion. Documentation concerning these items have been provided to all Board members and the public in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member. 7. Consent Agenda Subject : 7.7 Authorize Choctaw Touchdown Club, Inc., presented by Julie Perry, Chief Financial Officer, and recommended by the Superintendent for approval. Meeting : Mar 13, 2023 - Workshop Meeting Type : Action (Consent) Preferred Date : Mar 13, 2023 Absolute Date : Mar 13, 2023 Fiscal Impact : No Recommended Action : Motion to approve Choctaw Touchdown Club, Inc. Public Content Choctaw High School's current Touchdown Club accounts for its funds as part of the school's Internal Funds accounts. This organization has obtained a separate tax identification number as a non-profit corporation under the name of Choctaw Touchdown Club, Inc., and is requesting to become a School Board recognized organization that is allowed to raise funds for Choctaw High School football program and keep those funds separate from Choctaw High School's Internal Funds. Any funds currently in Choctaw High School's Internal Funds account will remain in trust accounts for Choctaw Touchdown Club's use. If approved, future funds raised will be kept in a separate account under the control of Choctaw Touchdown Club following the attached by-laws. These by-laws incorporate the following requirements specified in the School Board of Okaloosa County Internal Funds Accounting Manual: School support organizations may account for their funds outside the internal accounts of the school if the following conditions are met: Maintain separate tax identification number and one bank account. Adopt by-laws which shall be approved by the school principal and the School Board. By-laws shall include a provision for an annual audit of funds. Provide annual budget, list of officers, and list of check signers to principal at the beginning of each school year. May not use the school’s tax-exempt certificate. Maintain adequate, auditable financial records at all times. Require signatures of two elected officers on all checks. Persons authorized to sign may not be related nor live in the same house. Follow District fundraiser approval procedures. Ensure that bank statements are sent to the organization at the school’s address. Provide monthly financial reports to the school principal in the format prescribed by the principal to include, at a minimum, details of revenue and expenses. Annually provide the principal a copy of the financial statement audit. The financial statement audit must be performed in accordance with generally accepted auditing standards and be consistent with The Financial and Program Cost Accounting and Reporting for Florida Schools Manual (“Red Book”) and the Okaloosa County School District Internal Funds Manual. The financial statement audit must be prepared by a CPA licensed in the State of Florida and delivered to the principal within 120 days of the fiscal year end.  While on duty, School Board employees cannot handle money that is collected for the organization, including fundraisers. File Attachments Choctaw HS Touchdown Club By-Laws 2023-02-17.pdf (261 KB) Consent Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of the Board by a single motion. Documentation concerning these items have been provided to all Board members and the public in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member. 7. Consent Agenda Subject : 7.8 RFQ 23-35 School Readiness Bundles, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Mar 13, 2023 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $62,782.26 Budgeted : Yes Budget Source : Federal Funds, Project 3401 Title I Part A Recommended Action : Motion to approve the award of RFQ 23-35 School Readiness Bundles to Scholastic Inc. in the amount of $62,782.26 Public Content Request approval to award RFQ 23-35 School Readiness Bundles to Scholastic Inc. in the amount of $62,782.26. Because Federal Funds are being used the quote process was required for this purchase per Federal requirements 2CFR 200.317-200.326. Funds will be paid from Federal Funds, Project 3401 Title I Part A and a copy of the quote is attached. For additional information, please contact Amy Dale, Specialist, Title I, at (850) 301-3008. File Attachments SCHOLASTIC QUOTE.pdf (224 KB) Consent Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of the Board by a single motion. Documentation concerning these items have been provided to all Board members and the public in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member. 7. Consent Agenda Subject : 7.9 Sole Source Purchase #23-21 Over $50,000: Teacher Created Materials, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Mar 13, 2023 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $85,942.68 Budgeted : Yes Budget Source : Federal Funds, Project 3401 Title I Part A Recommended Action : Motion to approve the purchase of books and supplies from Teacher Created Materials in the amount of $85,942.68. Public Content Request approval to purchase books and supplies from Teacher Created Materials in the amount of $85,942.68. The purchase is made through Sole Source 6A-1.012(12)(d). Funds will be paid from Federal Funds, Project 3401 Title I Part A and a copy of the quote is attached. For additional information, please contact Amy Dale, Specialist, Title I, at (850) 301-3008. File Attachments TCM QUOTE.pdf (235 KB) Consent Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of the Board by a single motion. Documentation concerning these items have been provided to all Board members and the public in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member. 7. Consent Agenda Subject : 7.10 ITB 23-05 Lattice Services for Portable-District Wide, presented by Vince Windham, Program Director,  Purchasing, and recommended by the Superintendent for approval. Meeting : Mar 13, 2023 - Workshop Meeting Type : Action (Consent) Preferred Date : Mar 13, 2023 Absolute Date : Mar 13, 2023 Fiscal Impact : Yes Budgeted : Yes Budget Source : Capital Funds, Project 2353 DW - Portable Repairs and Relocation Recommended Action : Motion to approve the committee's recommendation to award ITB 23-05 Lattice Services for Portable-District Wide to Ferrin Campbell Construction, LLC in the amount of $25.00 per linear foot. Public Content Request approval of the committee's recommendation to award ITB 23-05 Lattice Services for Portable-District Wide to Ferrin Campbell Construction, LLC. The contract will be used as needed and will be based on $25.00 per linear foot. Funds will be paid from Capital Funds, Project 2353 DW - Portable Repairs and Relocation, and copies of the bid and award tabulations are attached. For additional information, please contact Steve Bolton, Program Director, Maintenance Services, at (850) 689-7159. File Attachments ITB 23-05.pdf (1,190 KB) AWARD TABLULATION.pdf (90 KB) Consent Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of the Board by a single motion. Documentation concerning these items have been provided to all Board members and the public in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member. 7. Consent Agenda Subject : 7.11 CACI Task Order # 202 for Installation of Federal eRate purchased network gear, presented by Eric Mitchell, Director I, MIS/IT, and recommended by the Superintendent for approval. Meeting : Mar 13, 2023 - Workshop Meeting Type : Action (Consent) Preferred Date : Feb 13, 2023 Absolute Date :