Okaloosa County School Board — Workshop Meeting, January 6, 2022 — reading text

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 November 2021: General Fund $193,141.63 Debt Service Funds 0.00 Capital Project Funds 10,666.46 Other Special Revenue Funds - Federal 511,514.30 Other Special Revenue Funds - Food Service 2,417.32 Total - All Funds $717,739.71 File Attachments !BA 03 - Nov 2021.pdf (1,257 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 : 8.10 School Donations, presented by Julie Perry, Interim Chief Financial Officer/Budgeting Director, and recommended by the Superintendent for approval. Meeting : Jan 6, 2022 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $33,105.00 Budgeted : No Budget Source : Donations Recommended Action : Motion to approve School Donations. Public Content Okaloosa County Schools periodically receive donations over $500.00 from public, private and anonymous donors. These donations are reported to the School Board for approval/acknowledgement through the Finance Department. Donor(s) specify in writing the name of the school(s) and how they want the donation to be used at that school(s). Donations have assisted Okaloosa County students in many programs, such as Booster Clubs, Band Programs, travel for state competitions, Culinary Programs, Leadership Projects, Softball Programs and classroom supplies. File Attachments Donations-2022-01-10.pdf (439 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 : 8.11 Monthly Financial Statement for November 2021, presented by Julie Perry, Interim Chief Financial Officer/Budgeting Director, and recommended by the Superintendent for approval. Meeting : Jan 6, 2022 - Workshop Meeting Type : Action (Consent) Fiscal Impact : No Recommended Action : Motion to approve Monthly Financial Statement for November 2021. Public Content The financial statement for the month ending November 30, 2021, is being submitted for use and consideration of the School Board as required by S.B.E. Rule 6A-1.008. File Attachments !Financials - 2021-11-30.pdf (727 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 : 8.12 Heartland Payment Solutions/My School Bucks Program Fee Increase, presented by Julie Perry, Interim Chief Financial Officer/Budgeting Director, and recommended by the Superintendent for approval. Meeting : Jan 6, 2022 - Workshop Meeting Type : Action (Consent) Fiscal Impact : No Recommended Action : Motion to approve Heartland Payment Solutions/My School Bucks program fee increase. Public Content On June 25, 2018, the School Board approved an agreement with Heartland Payment Solutions, Inc., to provide merchant online payment services for school food service student lunch accounts, child care services, school internal funds, and all other district-wide payment activities. Payments are made through the company's My School Bucks application. This agreement specified that Heartland may amend their fees based on card scheme or third party fee changes. We have received a notification that the program fee for child care services, school internal funds, and all other district-wide payment activities will increase from 3.95% to 4.95% per transaction effective January 19, 2022. The school food service student lunch account fees will remain unchanged. We learned that Focus has the ability to provide merchant online payment services; however, their provider charges 10%. We recommend continuing to provide this online payment option through My School Bucks at the requested rate of 4.95% and have provided a proposed fee structure comparison. The convenience fee is paid directly by the user/purchaser for the convenience of making payments online. The District does not generate any revenue nor incur any cost from the convenience fee transaction. Proposed Fee Structure Comparison Amount Current - 3.95% Proposed - 4.95% Increase $20.00 $0.79 $0.99 $0.20 $40.00 $1.58 $1.98 $0.40 $60.00 $2.37 $2.97 $0.60 $80.00 $3.16 $3.96 $0.80 $100.00 $3.95 $4.95 $1.00 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 : 8.13 Emergency Purchase Over $25,000: Paradise Paper, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Jan 6, 2022 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $26,600.00 Budgeted : Yes Budget Source : Federal Funds Recommended Action : Motion to approve the emergency purchase of 700 cases of school lunch trays from Paradise Paper for a total of $26,600.00. Public Content Request approval of the emergency purchase of 700 cases of school lunch trays from Paradise Paper for a total of $26,600.00. The purchase was made through School Board Policy 2-17 (12)(d). Funds were paid from Federal Funds, and copies of the Superintendent's approval of the purchase, quote, and purchase order are attached. For additional information, please contact Steve Anderson, Program Director, School Food Service, at (850) 301-3020. File Attachments LETTER REQUESTING APPROVAL.PDF (287 KB) PARADISE PAPER QUOTE.pdf (27 KB) PURCHASE ORDER.pdf (36 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 : 8.14 ITB 22-05 Network Infrastructure E-RATE, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Jan 6, 2022 - Workshop Meeting Type : Action (Consent) Preferred Date : Jan 10, 2022 Absolute Date : Jan 10, 2022 Fiscal Impact : Yes Budgeted : Yes Budget Source : Federal Funds As Available Recommended Action : Motion to approve the committee's recommendation to award ITB 22-05 Network Infrastructure E-RATE to PC Solutions and Integration, Inc., effective May 1, 2022, through April 30, 2025. Public Content Request approval of the committee's recommendation to award ITB 22-05 Network Infrastructure E-RATE to PC Solutions, based on fixed pricing as needed throughout the contract, effective May 1, 2022, through April 30, 2025. Funds will be paid from Federal Funds. Copies of the bid and award tabulation are attached. For additional information, please contact Eric Mitchell, Director, Information Systems at (850) 689-7153. File Attachments ITB 22-05 Network Infrastructure E-RATE.pdf (1,233 KB) ITB 22-05_TAB.pdf (165 KB) Consent Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of