Okaloosa County School Board — Workshop Meeting, May 5, 2016

Thursday, May 5, 2016 Workshop Meeting School District Administration Building Fort Walton Beach, Florida 9:00 a.m. 1. Opening of Meeting Subject : 1.1 Call to Order by the Chairman Meeting : May 5, 2016 - Workshop Meeting Type : Procedural 2. Approval of Agenda Subject : 2.1 Changes to Agenda and Approval of Agenda Meeting : May 5, 2016 - Workshop Meeting Type : Action Recommended Action : Motion to approve the Agenda as amended: Visitors - Added item 4.3, Eric and Shannon Rasmussen; Consent Agenda - Added item 7.28, Grant Application for Year 2 of the Title X, Part C, Education for Homeless Children and Youth Project 2015-2018 3. Recognitions Subject : 3.1 Recognition of Alan Lambert on the occasion of his retirement, presented by the Superintendent. Meeting : May 5, 2016 - Workshop Meeting Type : Recognition Public Content Recognition of Alan Lambert, Principal, Silver Sands School, retiring after 36 years. 3. Recognitions Subject :  3.2 Recognition of Angelyn Vaughan on the occasion of her retirement, presented by the Superintendent. Meeting : May 5, 2016 - Workshop Meeting Type : Recognition Public Content Recognition of Angelyn Vaughan, Principal , Kenwood Elementary School, retiring after 39 years of service. 4. Visitors Subject : 4.1 Sarah Pope - School Starting Time Meeting : May 5, 2016 - Workshop Meeting Type : Information File Attachments Pope - Request to Speak.pdf (35 KB) 4. Visitors Subject : 4.2 Kendall Mullenhour - School Starting Time Meeting : May 5, 2016 - Workshop Meeting Type : Information File Attachments Mullenhour - Request to Speak.pdf (20 KB) Powerpoint - HS belltimes.pptx (1,049 KB) 4. Visitors Subject : 4.3 Eric and Shannon Rasmussen - Student Discipline Meeting : May 5, 2016 - Workshop Meeting Type : Information 5. Personnel Appointments Subject : 5.1 Appointment of Director, Elementary Curriculum, Curriculum Department, recommended by the Superintendent for approval. Meeting : May 5, 2016 - Workshop Meeting Type : Action Recommended Action : Motion to approve the Director, Elementary Curriculum, Curriculum Department. Public Content This position is effective June 1, 2016. 5. Personnel Appointments Subject : 5.2 Appointment of Assistant Principal II, Meigs Middle School, recommended by the Superintendent for approval. Meeting : May 5, 2016 - Workshop Meeting Type : Action Recommended Action : Motion to approve the appointment of Assistant Principal II, Meigs Middle School. 5. Personnel Appointments Subject : 5.3 Appointment of Principal, Kenwood Elementary School, recommended by the Superintendent for approval. Meeting : May 5, 2016 - Workshop Meeting Type : Action Recommended Action : Motion to approve the appointment of Principal, Kenwood Elementary School. Public Content This position is effective June 1, 2016. 5. Personnel Appointments Subject : 5.4 Appointment of Warehouse Manager, School Food Service, recommended by the Superintendent for approval. Meeting : May 5, 2016 - Workshop Meeting Type : Action Recommended Action : Motion to approve the appointment of Warehouse Manager, School Food Service. Public Content This position is effective June 1, 2016. 6. Committee and Staff Reports (Workshop Only) Subject : 6.1 In-County Travel paid for the period of April 7 - 20, 2016, presented by Rita R. Scallan, Chief Financial Officer Meeting : May 5, 2016 - Workshop Meeting Type : Report Public Content In-County Travel paid for the period of April 7 - 20, 2016, presented by Rita R. Scallan, Chief Financial Officer File Attachments In-County Travel Apr 7 - 20.pdf (19 KB) 6. Committee and Staff Reports (Workshop Only) Subject : 6.2 Out-of-County Travel paid for the period of April 7-20, 2016, presented by Rita R. Scallan, Chief Financial Officer Meeting : May 5, 2016 - Workshop Meeting Type : Report Public Content Out-of-County Travel paid for the period of April 7-20, 2016, presented by Rita R. Scallan, Chief Financial Officer File Attachments Out-of-County Travel Apr 7-Apr 20.pdf (13 KB) 6. Committee and Staff Reports (Workshop Only) Subject : 6.3 Fiscal Year 2016-2017 Budget Calendar presented by Rita R. Scallan, Chief Financial Officer Meeting : May 5, 2016 - Workshop Meeting Type : Report Public Content The budget calendar provides the proposed dates for various steps in the fiscal year 2016-2017 budget development process. The calendar includes the following: • Department Operational Budgets and Department Project Budgets, including State Categorical, Federal Entitlement, and Local Projects • School Budgets • Capital Outlay Budget • Comprehensive Budget • Florida Statutes and/or the TRIM (Truth in Millage) Guidelines The Superintendent will request permission to advertise the Preliminary and Tentative Budget and Millage Rate at the July 20, 2016, special School Board meeting. The public hearing and adoption of the Preliminary and Tentative Budget and Millage Rate are scheduled for the July 25, 2016, regular School Board meeting. The regular School Board meeting of September 12, 2016, is set to be the final public hearing and adoption of the Budget and Millage Rate. File Attachments Budget Calendar FY 2017.pdf (164 KB) 7. Consent Agenda Subject : 7.1 Approval of the Consent Agenda Meeting : May 5, 2016 - Workshop Meeting Type : Action (Consent) Recommended Action : Motion to approve the Consent Agenda and all of the Consent Agenda items as recommended by the Superintendent 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 : 7.2 Approval of the Minutes of the Workshop Meeting of April 21, 2016; Minutes of the Regular Meeting of April 25, 2016, recommended by the Superintendent for apprpoval. Meeting : May 5, 2016 - Workshop Meeting Type : Action (Consent) Recommended Action : Motion to approve the Minutes of the Workshop Meeting of April 21, 2016; Minutes of the Regular Meeting of April 25, 2016. File Attachments 4-25-2016 Meeting DRAFT.pdf (162 KB) 4-21-2016 Workshop DRAFT.pdf (165 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 : 7.3 Appropriation of District 5 School Board Member Capital Outlay Funds to Antioch Elementary School to install single entry security access in the amount of $ 9,250.80, presented by Melissa Thrush and recommended by the Superintendent for approval. Meeting : May 5, 2016 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $9,250.80 Budgeted : Yes Budget Source : School Board Member Discretionary Capital Outlay Funds Recommended Action : Motion to approve the appropriation of District 5 School Board Member Capital Outlay Funds to Antioch Elementary School to install single entry security access in the amount of $ 9,250.80. Public Content District 5 School Board Member Capital Outlay Funds will be appropriated to Antioch Elementary School to install single entry security access in the amount of $ 9,250.80. File Attachments Antioch single entry access quote.pdf (64 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 : 7.4 Appropriation of District 5 School Board Member Capital Outlay Funds to Elliott Point Elementary School to install single entry security access in the amount of $9,250.80, presented by Melissa Thrush and recommended by the Superintendent for approval. Meeting : May 5, 2016 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $9,250.80 Budgeted : Yes Budget Source : School Board Member Discretionary Capital Outlay Funds Recommended Action : Motion to approve the appropriation of District 5 School Board Member Capital Outlay Funds to Elliott Point Elementary School to install single entry security access in the amount of $9,250.80. Public Content District 5 School Board Member Capital Outlay Funds will be appropriated to Elliott Point Elementary School to install single entry security access in the amount of $9,250.80 File Attachments Elliott Point ES single entry access quote.pdf (63 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 : 7.5 Appropriation of District 4 School Board Member Capital Outlay Funds to Walker Elementary School for office flooring in the amount of $7,500.00, presented by Cathy Thigpen and recommended by the Superintendent for approval. Meeting : May 5, 2016 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $7,500.00 Budgeted : Yes Budget Source : School Board Member Discretionary Capital Outlay Funds Recommended Action : Motion to approve the appropriation of District 4 School Board Member Capital Outlay Funds to Walker Elementary School for office flooring in the amount of $7,500.00. Public Content District 4 School Board Member Capital Outlay Funds will be appropriated to Walker Elementary School for office flooring in the amount of $7,500.00. The remaining cost will be paid by the school. File Attachments Walker Elementary Office Flooring.pdf (301 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 : 7.6 Invoices to be approved for payment, presented by Rita R. Scallan, Chief Financial Officer, and recommended by the Superintendent for approval Meeting : May 5, 2016 - Workshop Meeting Type : Action (Consent) Recommended Action : Motion to approve invoices for payment. Public Content As required by SBE Rule 6A – 1.012, purchases outside the established State and District guidelines must be approved by the School Board. Invoices to be approved for payment, presented by Rita R. Scallan, Chief Financial Officer, and recommended by the Superintendent for approval. File Attachments Board Bills 5-9-16.pdf (10 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 Proposed School Operational Support Staffing Grid and School Supplement  Grid - Discretionary Budget for fiscal year 2016-2017, presented by Rita R. Scallan, Chief Financial Officer, and recommended by the Superintendent for approval. Meeting : May 5, 2016 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $83,493.00 Budgeted : Yes Budget Source : General Fund Recommended Action : Motion to approve the School Operational Support Staffing Grid and School Supplement Grid - Discretionary Budget for fiscal year 2016-2017. Public Content The School Board approved, in fiscal year 2014-2015, a change in school budget allocation methodologies. The District transitioned from a "Site Based Budget Model" to a "Centralized Hybrid Budget Model". The School Board asked the Superintendent to monitor the functionality and practicality of the approved staffing plan and make any necessary recommended changes to the plan annually. The proposed staffing plan for fiscal year 2016-2017 is attached, and recommended modifications are highlighted in blue. The net fiscal impact will be incorporated within the Preliminary and Tentative Budget for fiscal year 2016-2017 which will be presented to the School Board in July 2016. The estimated increase in cost will be offset through a combination of budget reductions in other components of the District budget and any new state revenue available. The school supplement standards are also being submitted for approval by the School Board. The grid indicates the number of supplemental positions based on school level, any variations are noted at the bottom. File Attachments School Supplements Grid FY 2017 2016-04-26.pdf (94 KB) School Staffing Grid FY 2017 2016-04-26.pdf (134 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 Amended Agreement with TSA Consulting Group for Administrative Service of OCSD 403(b)/457(b) Plans, presented by Russ Frakes, Risk Management Specialist, and recommended by the Superintendent for approval. Meeting : May 5, 2016 - Workshop Meeting Type : Action (Consent) Preferred Date : May 09, 2016 Fiscal Impact : Yes Budgeted : No Recommended Action : Motion to approve the amended Agreement with TSA Consulting Group for Administrative Service of OCSD 403(b)/457(b) Plans. Public Content TSA Consulting Group has presented the attached documents to extend the agreement with Okaloosa County School District for the administration of the 403(b)/457(b) program. The attached notice describes changes to the agreement that will result in an approximate savings of 29% in administrative fees paid by the District. The attached documents include: Document Description  Provides an overview of the amendments to the renewal Notice to District agreement. Discloses the Plan Administrative Fee Schedule – the fees paid to TSACG by the investment providers. This Amended PAA from Contract fee has increased from $12/year/participant to $18/year/ participant but is not paid by OCSD. Shows the fee schedule amendment that changes the Exhibit C Amendment OCSD paid fee from $5.67/employee to $4.08/employee. The agreement entered into with TSACG in November of Current Contract 2010. Provided for reference only. This extended the agreement for 2015-16 and amended Executed Ext Letter the fee from $5.73 to $5.76. Provided for reference only. File Attachments Okaloosa County School District FL Amended PAA_from_Contract_4 8 16 AN (002).pdf (106 KB) Okaloosa County FL_Current Contract 11-2010 (002).pdf (4,550 KB) OCSD Executed Ext Letter 2015-2016.pdf (26 KB) Okaloosa County School District FL Notice to District 4 13 16.pdf (617 KB) Okaloosa County School District _FL Exhibit C Amendment_4 13 16 (002).pdf (82 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 ITB 16-06 Painting Services Multiple Schools, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : May 5, 2016 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Budgeted : Yes Budget Source : Funding varies per school, see attached spreadsheet Recommended Action : Motion to approve committees recommendation to award ITB 16-06 Painting Services Multiple Schools to multiple vendors. Public Content Request approval of committee's recommendation to award ITB 16-06 Painting Services Multiple Schools to multiple vendors. Funding varies per school. Copies of the award tabulation and funding spreadsheet are attached. For additional information, please contact Steve Bolton, Director, Facilities Planning and Maintenance Support at (850) 689-7159. File Attachments ITB_16-06.pdf (124 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 Renewal of ITB 13-09 Carpet & Tile Bid-District Wide, presented by Vince Windham, Program Director,  Purchasing, and recommended by the Superintendent for approval. Meeting : May 5, 2016 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Budgeted : Yes Budget Source : Varies Recommended Action : Motion to approve the renewal of ITB 13-09 Carpet & Tile Bid-District Wide, based on fixed pricing. Public Content Request approval to renew the award of ITB 13-09 Carpet & Tile Bid-District Wide, based on fixed prices. The Primary Service Provider is The Flooring Authority and the Secondary Service Provider is Carpet City. The bid is used on an as needed basis and the effective dates of the contract are June 11, 2016 through June 10, 2017. A copy of the original award tabulation (2013) and approved price increase (2015) are attached. For additional information, please contact Steve Bolton, Director of Facilities Planning and Maintenance Support at (850) 689-7159. File Attachments RENEWAL OF ITB 13-B09.pdf (497 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 Renewal of Tag-On Bid: ITN 9-13-G Copiers, Printers and Multi-Functional Printers, presented by Vince Windham, Program Director, Purchasing,  and recommended by the Superintendent for approval. Meeting : May 5, 2016 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Budgeted : Yes Budget Source : Varies Recommended Action : Motion to approve the renewal of Tag-On Bid ITN 9-13-G Copiers, Printers and Multi-Functional Printers through University of South Florida, based on fixed pricing, for district wide use on an as needed basis. Public Content Request approval to renew Tag-On Bid ITN 9-13-G Copiers, Printers and Multi-Functional Printers through University of South Florida, based on fixed pricing, for district wide use on an as needed basis. Funding will vary. The contract is effective until April 7, 2017. A copy of the renewal document is attached. For additional information, please contact Vince Windham, Program Director, Purchasing at (850) 833-7668. File Attachments Renewal ITN 9-13-G.pdf (237 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 : 7.12 Renewal of Tag-On Bid: ITB-15009-EST Cosmetology Equipment and Related  Supplies, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : May 5, 2016 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Budgeted : Yes Budget Source : Varies Recommended Action : Motion to approve the renewal of tag-on bid through Hillsborough County Public Schools, ITB-15009-EST Cosmetology Equipment and Related Supplies. Public Content Request approval to renew tag-on bid through Hillsborough County Public Schools, ITB-15009-EST Cosmetology Equipment and Related Supplies, based on fixed pricing from multiple vendors. The bid will be used on an as needed basis and funding will vary. The contract is effective until April 22, 2017. Copies of the vendor renewal letters and original tabulation are attached. For additional information, please contact Patti Bonezzi, Program Director, Career & Technical Education at (850) 833-5852. File Attachments RENEWAL OF ITB 15009-2016-17.pdf (883 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 :  7.13 Tag-On Bid Purchase: Trane, presented by Vince Windham, Program Director, Purchasing, and reocmmended by the Superintendent for approval. Meeting : May 5, 2016 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $44,802.00 Budgeted : Yes Budget Source : Capital Funds, Project 0319 District Wide - HVAC Replacement Recommended Action : Motion to approve the purchase of a Rooftop Cooling & Heating Unit in the amount of $44,802 from Trane for Richbourg School. Public Content Request approval to purchase a Rooftop Cooling & Heating Unit from Trane in the amount of $44,802 for Richbourg School. The purchase is made through US Communities Contract #15-JLP-023. Funds will be paid from Capital, Project 0319 District Wide - HVAC Replacement. A copy of the quote is attached. For additional information, please contact Steve Bolton, Director, Facilities Planning and Maintenance Support at (850) 689-7159. File Attachments TRANE QUOTE.pdf (67 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 : 7.14 Surplus and Return Outdated AED (Automated External Defibrillators) Training Devices, presented by Steve Bolton, Director of Facilities Planning and Maintenance, and recommended by the Superintendent for approval. Meeting : May 5, 2016 - Workshop Meeting Type : Action (Consent) Preferred Date : Apr 25, 2016 Absolute Date : Apr 25, 2016 Recommended Action : Motion to approve the surplus and return of outdated AED (Automated External Defibrillators) Training Devices listed. Public Content Approval to surplus the three (3) AEDs (Automated External Defibrillators) Training Devices listed below. Additionally, approval is requested to return these outdated devices to the manufacturer. Model Number 180-4021-001 OCSD Property Number: V31946 V31947 V31948 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 : 7.15 Surplus Non-Asset Items at Baker School, presented by Steve Bolton, Director of Facilities Planning and  Maintenance, and recommended by the Superintendent for approval. Meeting : May 5, 2016 - Workshop Meeting Type : Action (Consent) Preferred Date : Apr 25, 2016 Absolute Date : Apr 25, 2016 Recommended Action : Motion to approve the surplus and disposal of non-asset items at Baker School. Public Content Attached is a list of items that are requested for surplus and disposal. These items would be disposed of directly from the school site. The items listed were left unprotected in the weather, and are not re-usable. File Attachments Surplus_boneyard2016 BakerSchool Agenda 4-25-16.pdf (45 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 : 7.16 School Volunteer List, presented by Henry Kelley, Program Director of Community Affairs, and recommended by the Superintendent for approval. Meeting : May 5, 2016 - Workshop Meeting Type : Action (Consent) Recommended Action : Motion to approve School Volunteer Lists as presented. Public Content Attached are School Volunteer Approval Request forms from various schools. A sexual offender and predator screening has been conducted through the Florida Department of Law Enforcement on each name. File Attachments Binder1 Volunteers.pdf (801 KB) Binder2 Volunteers.pdf (2,365 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 : 7.17 Attendance Waiver List, presented by Nick Kootsouradis, Assistant Superintendent of Operations, and recommended by the Superintendent for approval Meeting : May 5, 2016 - Workshop Meeting Type : Action (Consent) Preferred Date : May 09, 2016 Absolute Date : May 09, 2016 Recommended Action : Motion to approve Attendance Waivers as presented 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 : 7.18 2016 ESOL Newcomers Summer Program Proposal,  presented by Zoila Ganuza, TSA, Student Intervention Services/ESOL, and recommended by the Superintendent for approval Meeting : May 5, 2016 - Workshop Meeting Type : Action (Consent) Preferred Date : May 09, 2016 Fiscal Impact : Yes Dollar Amount : $9,800.00 Budgeted : Yes Budget Source : Title III Part A - Enhanced Instructional Opportunities for Recently Arrived Immigrant Children and Youth Recommended Action : Motion to approve the 2016 ESOL Newcomers Summer Program. Public Content The 2016 ESOL (English for Speakers of Other Languages) Newcomers Summer Program will focus on increasing the academic language needed to succeed in all content areas and facilitate the acculturation process into the U.S. culture for recently arrived English Language Learners (ELLs). File Attachments ESOL 2016 Summer Newcomers Program Proposal.pdf (196 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 : 7.19 Community Education: Summer Driver's Education Program, presented by Sheila Lightbourne, Director of Secondary Education, and  recommended by the Superintendent for approval. Meeting : May 5, 2016 - Workshop Meeting Type : Action (Consent) Recommended Action : Motion to approve the Community Education: Summer Driver's Education Program. Public Content Community Education proposes to offer the summer driver's education program at participating high schools. Community Education is a fee based program. The $150.00 fee will pay for class instruction, including the instructors and materials. Students participating in the program will not receive high school credit for this class. The Driver's Education Fees will be appropriated as follows: Total Fee Paid by Student $150.00 Less Driver's Education Cars/Lease/Rental - 25.00 Equals $125.00 Less 5% Administrative Cost - 6.25 Equal Other Compensation & Benefits $118.75 The Other Compensation & Benefits amount is the total cost of the other compensation paid to the instructor plus the District's portion of FICA and Retirement. 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 :  7.20 2016 Equipment Grant Assistance Application, presented by Rick Norris, Food Service Program Director, and recommended by Superintendent for approval. Meeting : May 5, 2016 - Workshop Meeting Type : Action (Consent) Preferred Date : May 09, 2016 Absolute Date : May 09, 2016 Fiscal Impact : No Dollar Amount : $69,305.41 Budgeted : No Budget Source : Florida Department of Agriculture and Consumer Services, Division of Food, Nutrition and Wellness Grant Funds Recommended Action : Motion to approve Equipment Grant Assistance Application to the Florida Department of Agriculture and Consumer Services Division of Food, Nutrition and Wellness. Public Content 2016 Equipment Grant Assistance Application for School Food Authorities is offered by the Florida Department of Agriculture and Consumer Services Division of Food, Nutrition and Wellness. Schools with a 50% or more free and reduced population are eligible to apply. We chose our highest need schools: Elliott Point, Longwood and Edwins. We asked for a total of $69,305.41 of equipment for these schools. The grant deadline was April 28, 2016, and has been submitted, subject to School Board final approval. must be submitted by April 28, 2016. Equipment grant application and quotes are attached. File Attachments 2016 Equipment Grant Assistance Application.pdf (13,841 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 : 7.21 Change Order to Florida Department of Education for the Okaloosa County School District Digital Classroom Plan presented by Steve Horton, Asst. Superintendent of MIS and recommended by the Superintendent of Schools. Meeting : May 5, 2016 - Workshop Meeting Type : Action (Consent) Preferred Date : May 09, 2016 Absolute Date : May 09, 2016 Fiscal Impact : No Budgeted : No Recommended Action : Motion to approve the Change Order to Florida Department of Education for the Okaloosa County School District Digital Classroom Plan presented by Steve Horton, Asst. Superintendent of MIS. Public Content These proposed changes to the Digital Classroom Plan will allow the Okaloosa County School District to pursue a Single Sign-on Platform that will increase access to the District’s current online programs for all OCSD employees and students. Changes in the acquisition of additional Laptops/Chromebooks and their subsequent support costs (III.B.2 and III.B.3) was made possible by the savings in seat costs with CACI and OCSD. Other funds were able to be moved due to free access to educational sites (TIMS) and an increased use of online IT training. Also, this increase in non-face-to-face training will reduce the need for substitutes, decreasing that cost. File Attachments Okaloosa-District-DCP-Final-2015 with revisions for DOE -- revised.pdf (959 KB) DCP Coversheet.pdf (182 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 : 7.22 Personnel recommendations, presented by Stacie Smith, Assistant Superintendent of Human Resources, and recommended by the Superintendent for approval. Meeting : May 5, 2016 - Workshop Meeting Type : Action (Consent) Recommended Action : Motion to approve personnel recommendations. Public Content The purpose of this item is to present a list of employees who have been hired or transferred in the instructional and educational support positions or hired for substitute positions. File Attachments April 25, 2016 Ed Support Board Report.pdf (113 KB) BOARD REPORT MAY 9, 2016 SUB HIRES.pdf (35 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 : 7.23 Employment Separations, presented by Stacie Smith, Assistant Superintendent of Human Resources, and recommended by the Superintendent for approval. Meeting : May 5, 2016 - Workshop Meeting Type : Action (Consent) Recommended Action : Motion to approve employment seperations. Public Content Attached is a list of employees who resigned/retired from the Okaloosa County School District. File Attachments SeparationsMay9th2016 (3).pdf (44 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 : 7.24 Employee Suspensions, presented by Stacie Smith, Assistant Superintendent of Human Resources, and recommended by the Superintendent for approval. Meeting : May 5, 2016 - Workshop Meeting Type : Action (Consent) Recommended Action : Motion to approve the suspension of employees. Public Content Suspension of employees: EID# 102427 EID#114562 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 : 7.25 Leave Without Pay, presented by Stacie Smith, Assistant Superintendent of Human Resources, and recommended by the Superintendent for approval. Meeting : May 5, 2016 - Workshop Meeting Type : Action (Consent) Recommended Action : Motion to approve leave without pay. Public Content The purpose of this item is to receive approval for employees who took leave and will not be paid for their leave. 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 : 7.26 Reinstatement/ Reimbursement of sick leave due to line-of duty illness/ injury/medical examination, presented by Stacie Smith, Assistant Superintendent of Human Resources, and recommended by the Superintendent for approval. Meeting : May 5, 2016 - Workshop Meeting Type : Action (Consent) Recommended Action : Motion to approve the reinstatement/reimbursement of sick leave due to line-of- duty illness/injury/medical examination. Public Content The purpose of this item for approval is to reinstate/reimburse sick leave to employees who became ill or injured while at work while on duty. Caridad Baker, Wright Elementary, 37.50 hours Julie Bass, Baker School, 9.75 hours April Champion, Transportation, 4.00 hours Deloris Cox, Silver Sands School, 30.00 hours Crystal Gilmour, Transportation, 16.75 hours Carl Maddox, Custodial Services, 7.50 hours Tara Mitchell, Shoal River Middle, 4.75 hours Lois Phillips, Exceptional Student Education, 12.50 hours Brenda Sanders, Transportation, 4.50 hours Leonard Smith, Walker Elementary, 2.00 hours 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 : 7.27 Appropriation of District 1 School Board Member Capital Outlay Funds to Choctawhatchee High School for a wireless microphone sound system in the amount of $4,769.47, presented by Dr. Lamar White and recommended by the Superintendent for approval. Meeting : May 5, 2016 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $4,769.47 Budgeted : Yes Budget Source : School Board Member Discretionary Capital Outlay Funds Recommended Action : Motion to approve the appropriation of District 1 School Board Member Capital Outlay Funds to Choctawhatchee High School for a wireless microphone sound system in the amount of $4,769.47. Public Content District 1 School Board Member Capital Outlay Funds will be appropriated to Choctawhatchee High School for a wireless microphone sound system in the amount of $4,769.47. File Attachments Choctaw Wireless Mic Sound System- Telco #513660.pdf (28 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 : 7.28 Grant Application for Year 2 of the Title X, Part C, Education for Homeless Children and Youth Project 2015-2018, presented by Dr. Sandy Arteaga, Title I Specialist and Title X Liaison, and recommended by the Superintendent for approval. Meeting : May 5, 2016 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $52,250.00 Budgeted : No Budget Source : Title X Recommended Action : Motion to approve the grant application for Year 2 of the Title X, Part C, Education for Homeless Children and Youth Project 2015-2018. Public Content The district was awarded the Title X, Part C Education for Homeless Children and Youth Project grant for the three-year period extending from July 1, 2015 through June 30, 2018. The state requires a submittal of the Title X Grant Application for district receipt of the funds for each year the grant is awarded. This application is effective July 1, 2016 - June 30, 2017. Funds from this grant provides assistance to students who are eligible and identified as homeless. Grant funds provide supplies, books, transportation from homeless shelters or anywhere to their school of origin, etc. File Attachments HEP_OkaloosaCountyDistrictSchoolBoard_2015-2018_Year_2 (1) (002).pdf (557 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. 8. Discussion Agenda Subject : 8.1 Items Moved from the Consent Agenda (if any) Meeting : May 5, 2016 - Workshop Meeting Type : Action 9. Construction Program/Owner's Representative's Business Subject : 9.1 Shared Savings - Jacobs/ L-3 Capital Outlay Program 5 Task Orders 1, 2, 5 & 6 Meeting : May 5, 2016 - Workshop Meeting Type : Action Preferred Date : May 09, 2016 Absolute Date : May 09, 2016 Fiscal Impact : Yes Dollar Amount : $345,000.00 Budgeted : No Budget Source : Capital Outlay Funds Recommended Action : Approve shared savings from Capital Outlay Program 5 Task Orders 1, 2, 5 & 6 in the amount of $575,000. The District will receive 60% or $345,000 and Jacobs/L-3 will recieve 40% or $230,000; authorize the District to use the $345,000 in shared savings to fund Program 5 Task Order 13 GMP for Okaloosa Technical College and CHOICE High School and Edwins Elementary School Roof Replacement. Public Content Combined Jacobs/L-3 District Shared Shared Shared Task Change Savings Savings Savings Order Order Amount - Amount - 40% Amount - 60% 100% 1 1 $50,772.89 $76,126.34 $126,932.23 2 1 124,225.52 186,338.29 310,563.81 5 1 12,334.88 18,502.31 30,837.19 6 1 42,666.71 64,000.06 106,666.77 Total $230,000.00 $345,000.00 $575,000.00 Finance has reviewed the proposed shared savings and agrees with the amount. The District's portion of the shared savings will be used to fund the proposed roof replacements at Okaloosa Technical College and CHOICE High School and Edwins Elementary School, Program 5 Task Orders 1, 2, 5 & 6. File Attachments Shared Savings - 4-29-16.xlsx (11 KB) Shared Savings 5-9-16.pdf (395 KB) 9. Construction Program/Owner's Representative's Business Subject : 9.2 Program No. 5, Task Order No. 13, GMP for Okaloosa Technical College and CHOICE High School and Edwins Elementary School Roof Replacement Projects, presented by Steve Bolton, Director of Facilities Planning & Maintenance and recommended by the Superintendent for approval. Meeting : May 5, 2016 - Workshop Meeting Type : Action Preferred Date : May 09, 2016 Absolute Date : May 09, 2016 Recommended Action : Motion to approve the GMP for Program 5, Task Order No. 13, Roof Replacement Projects, Okaloosa Technical College and CHOICE High School and Edwins Elementary School, in the amount of $345,285.00, and send the Notice to Proceed. Public Content OKALOOSA TECHNICAL COLLEGE AND CHOICE HIGH SCHOOL AND EDWINS ELEMENTARY ROOF REPLACEMENT PROJECTS Okaloosa Technical College and CHOICE High School Building 21 Carpentry Shop Roof - This project consists of the tear off and replacement of the existing Carpentry Shop Roof. There are approximately 65 squares of existing asphalt built-up roofing with gravel ballast. The new roof will be the District Standard Modified Bitumen roofing system with Poly-isocyanurate insulation and all required metal flashings and gutters. Edwins Elementary Building 2 Kitchen Roof - This project consists of the tear off and replacement of the existing Kitchen Roof. There are approximately 20 squares of existing asphalt built-up roofing with gravel ballast covered by foam roofing material. The new roof will be the District Standard Modified Bitumen roofing system with Poly-isocyanurate insulation and all required metal flashings and gutters. File Attachments TO#13 GMP OTC & Choice High School and Edwins ES Roof Replacement Projects & Comparison Spreadsheet.pdf (265 KB) TO#13 GMP Faithful + Gould Validation Letter and Comparison Spreadsheet.pdf (54 KB) 11. Attorney's Business Subject : 11.1 Consideration of recommendations, updates, requests, and pending legal matters Meeting : May 5, 2016 - Workshop Meeting Type : Action, Information Public Content The attorney to the Board may provide updates, recommendations, or make requests regarding legal matters. 12. Superintendent's Business Subject : 12.1 Out-of-State Student Trip Requests Meeting : May 5, 2016 - Workshop Meeting Type : Information File Attachments 5-9-2016 Student Trip Requests.pdf (3,681 KB) 12. Superintendent's Business Subject : 12.2 Correspondence, requests and other matters addressed by the Superintendent Meeting : May 5, 2016 - Workshop Meeting Type : Action, Information Public Content The Superintendent may address correspondence, requests and other matters with the Board. 13. Board Members' Announcements/Request for Information Subject : 13.1 Appointments to the Okaloosa County Value Adjustment Board Meeting : May 5, 2016 - Workshop Meeting Type : Action Recommended Action : Motion to approve the appointment of a school board member, an alternate, and a business representative to the Okaloosa County Value Adjustment Board. Public Content The Board is requested annually to appoint a school board member and one community business person to serve on the Okaloosa County Value Adjustment Board. The Value Adjustment Board cannot meet without a school board representative present; therefore, it is requested that an alternate school board member be appointment. Current representatives are: Melissa Thrush, Lamar White (alternate), and Gloria Frazier (citizen) File Attachments VAB Memo.pdf (11 KB) 13. Board Members' Announcements/Request for Information Subject : 13.2 Board Members' Announcements/Request for Information Meeting : May 5, 2016 - Workshop Meeting Type : Action, Information Public Content Board Members may request information or address concerns and other matters. File Attachments Journal of Sleep; Article Feb 2016.pdf (6,660 KB) 14. Adjournment Subject : 14.1 Adjournment of the meeting by the Chairman Meeting : May 5, 2016 - Workshop Meeting Type : 15. Public Notices Subject : 15.1 Notice of Workshop Meeting : May 5, 2016 - Workshop Meeting Type : Information Public Content NOTICE OF WORKSHOP A Workshop on this Agenda will be held in the School District Administration Building, Fort Walton Beach, on May 5, 2016, beginning at 9:00 a.m. This meeting will be open to the press and public. 15. Public Notices Subject : 15.2 Public Notice Meeting : May 5, 2016 - Workshop Meeting Type : Information Public Content PUBLIC NOTICE This meeting will be open to the press and the public. Any person who decides to appeal any decision made by the Okaloosa County School Board with respect to any matter considered at this meeting will need a record of the proceedings, and for such purpose may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based. This notice does not constitute consent by the School Board for the introduction or admission of otherwise inadmissible or irrelevant evidence, nor does it authorize challenges or appeals not otherwise allowed by law. Pursuant to the provisions of the Americans with Disabilities Act, any person requiring special accommodations to participate in this meeting is asked to advise the School Board at least 48 hours before the meeting by contacting the Superintendent of Schools at the School District Administration Building at (850) 833-3110. Any invocation that may be offered before the official start of the School Board business meeting is and shall be the voluntary offering of a private citizen to and for the benefit of the School Board pursuant to Resolution No. 16-01. The views and beliefs expressed by the Invocation Speaker have not been previously reviewed or approved by the School Board and do not necessarily represent their individual religious beliefs, nor are the views or beliefs expressed intended to express allegiance to or preference for any particular religion, denomination, faith, creed, or belief by the School Board. No person in attendance at this meeting is or shall be required to participate in any invocation and such decision whether or not to participate will have no impact on his or her right to actively participate in the public meeting.