Okaloosa County School Board — Workshop Meeting, November 8, 2018 — reading text

School Board Member Discretionary Capital Outlay Funds Recommended Action : Motion to approve the appropriation of District 2 School Board Member Capital Outlay Funds to Richbourg School for items for the life skills room to include a three-compartment sink, sink faucet, and freezer in the amount of $1,618.94. Public Content Appropriation of District 2 School Board Member Capital Outlay Funds will be appropriated to Richbourg School for items for the life skills room to include a three-compartment sink, sink faucet, and freezer in the amount of $1,618.94. File Attachments Richbourg School - Life Skills Room request.pdf (41 KB) Quotes - sink, faucet, freezer - Richbourg.pdf (190 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. Consent Agenda Subject : 8.5 Budget Amendment #1 - Fiscal Year 2018-2019, presented by Rita R. Scallan, Chief Financial Officer, and recommended by the Superintendent for approval. Meeting : Nov 8, 2018 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $2,246,518.71 Budgeted : Yes Budget Source : Various - See Attached Budget Amendment Recommended Action : Motion to approve Budget Amendment #1 - Fiscal Year 2018- 2019 Public Content On September 10, 2018, the School Board adopted the budget for fiscal year 2018-2019. As the fiscal year progresses, we ask the School Board to amend the budget to more accurately reflect estimated revenues and appropriations. The amendments are results of various factors including: increases or decreases in estimated revenues to more accurately reflect revenues, and increases or decreases in appropriations to more accurately reflect estimated expenditures and/or better utilize funds for schools, departments, and projects. These amendments facilitate district operations to occur in a positive manner. These amendments properly reflect the estimated revenue and appropriations. The amendments show the estimated revenue and appropriations for each fund and provide a description of the amendments. Required by S.B.E. rule 6A-1.006. New Revenue Appropriated/(Adjusted) During the Month of September 2018: General Fund $ 897,381.25 Debt Service Funds 0.00 Capital Projects Funds 819,812.52 Other Special Revenue Funds - Federal 522,770.89 Other Special Revenue Funds - School Food Service 6,554.05 Total - All Funds $2,246,518.71 File Attachments !BA 01 - Sept 2018.pdf (916 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. Consent Agenda Subject : 8.6 Monthly Financial Statement for September 2018, presented by Rita R. Scallan, Chief Financial Officer, and recommended by the Superintendent for approval. Meeting : Nov 8, 2018 - Workshop Meeting Type : Action (Consent) Fiscal Impact : No Recommended Action : Motion to approve Monthly Financial Statement for September 2018 Public Content The financial statement for the month ending September 30, 2018, is being submitted for use and consideration of the School Board as required by S.B.E. Rule 6A-1.008. File Attachments !Financials 2018-09.pdf (695 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. Consent Agenda Subject : 8.7 Invoices to be approved for payment, presented by Rita R. Scallan, Chief Financial Officer, and recommended by the Superintendent for approval Meeting : Nov 8, 2018 - 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.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 11.13.18.pdf (22 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. Consent Agenda Subject : 8.8 School Donations presented by Rita R. Scallan, Chief Financial Officer, and recommended by the Superintendent for approval. Meeting : Nov 8, 2018 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $8,000.00 Budgeted : No Budget Source : Donations Recommended Action : Motion to approve School Donations. File Attachments Donations-2018-11-13.pdf (422 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. Consent Agenda Subject : 8.9 Budgetary Service Agreement Threshold Increase, presented by Rita R. Scallan, Chief Financial Officer, and recommended by the Superintendent for approval. Meeting : Nov 8, 2018 - Workshop Meeting Type : Action (Consent) Preferred Date : Nov 13, 2018 Absolute Date : Nov 13, 2018 Fiscal Impact : No Recommended Action : Approval Public Content Request approval to increase the budgetary service agreement threshold from a cumulative total of $2,500 to a cumulative total of $5,000 per vendor per fiscal year. Approval of this request would provide a single standard, consistency, and improve efficiency within District Departments. Once the cumulative budgetary threshold of $5,000 for an individual vendor is reached, all service agreements for the current fiscal year for that vendor will be presented to the School Board for approval, which will parallel the same process currently in effect for Internal Funds service agreements. The Purchasing Department will continue to provide a quarterly report listing for all service agreements which the department has processed under the $5,000 threshold. All service agreements, regardless of amount, are reviewed and approved by the School Board Attorney, Chief Financial Officer, Risk Management Program Director, and the Purchasing Program Director prior to the agreement being approved for processing. 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. Consent Agenda Subject : 8.10 Agreement between The School Board of Okaloosa County, FL and  Jacobs/L-3, a Joint Venture, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Nov 8, 2018 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Budgeted : Yes Budget Source : Capital Outlay Recommended Action : Motion to approve the