Okaloosa County School Board — Workshop Meeting, April 7, 2016

Thursday, April 7, 2016 Workshop Meeting School District Administration Building Fort Walton Beach, Florida 9:00 a.m. Invocation offered by Rev. Chris Yancey Pledge of Allegiance led by Cathy Thigpen 1. Opening of Meeting Subject : 1.1 Call to Order by the Chairman Meeting : Apr 7, 2016 - Workshop Meeting Type : Procedural 2. Approval of Agenda Subject : 2.1 Changes to Agenda and Approval of Agenda Meeting : Apr 7, 2016 - Workshop Meeting Type : Action Recommended Action : Motion to approve the Agenda 3. Recognitions Subject : 3.1 Recognition of Nadia Fingall, Choctawhatchee High School, named The Florida Queen of the Court - The Best Female Basketball Player in the State, and named to the McDonald's All American Team, presented by the Superintendent Meeting : Apr 7, 2016 - Workshop Meeting Type : Recognition 3. Recognitions Subject : 3.2 Recognition of Dr. Diane Kelley Smith on the occasion of her retirement, presented by the Superintendent Meeting : Apr 7, 2016 - Workshop Meeting Type : Recognition 5. Personnel Appointments Subject : 5.1 Appointment of Principal, Choctawhatchee High School, recommended by the Superintendent for approval. Meeting : Apr 7, 2016 - Workshop Meeting Type : Action Recommended Action : Motion to approve the appointment of Principal, Choctawhatchee High School. 5. Personnel Appointments Subject : 5.2 Appointment of Assistant Principal I, Niceville High School, recommended by the Superintendent for approval. Meeting : Apr 7, 2016 - Workshop Meeting Type : Action Recommended Action : Motion to approve the appointment of Assistant Principal I, Niceville High School. 5. Personnel Appointments Subject : 5.3 Appointment of School Board Office Manager, recommended by the Superintendent for approval. Meeting : Apr 7, 2016 - Workshop Meeting Type : Action Recommended Action : Motion to approve the appointment of School Board Office Manager. 6. Committee and Staff Reports (Workshop Only) Subject : 6.1 In-County Travel paid for the period of February 25 - March 16, 2016, presented by Rita R. Scallan, Chief Financial Officer Meeting : Apr 7, 2016 - Workshop Meeting Type : Report Public Content In-County Travel paid for the period of February 25 - March 16, 2016, presented by Rita R. Scallan, Chief Financial Officer File Attachments In-County Travel Feb 25 - Mar 16.pdf (25 KB) 6. Committee and Staff Reports (Workshop Only) Subject : 6.2 Out-of-County Travel paid for the period of February 25 – March 16, 2016, presented by Rita R. Scallan, Chief Financial Officer Meeting : Apr 7, 2016 - Workshop Meeting Type : Report Public Content Out-of-County Travel paid for the period of February 25 – March 16, 2016, presented by Rita R. Scallan, Chief Financial Officer File Attachments Out-of-County Travel Feb 25 - Mar 16.pdf (23 KB) 6. Committee and Staff Reports (Workshop Only) Subject : 6.3 Financial, Operational, and Federal Single Audit for the Fiscal Year Ended June 30, 2015, Report No. 2016-129, March 2016, presented by Rita R. Scallan, Chief Financial Officer Meeting : Apr 7, 2016 - Workshop Meeting Type : Information Public Content The State of Florida, Auditor General has issued Report No. 2016-129, March 2016, Financial, Operational, and Federal Single Audit for Fiscal Year Ended June 30, 2015. The Auditor General requests that this report be presented to the District School Board at its next meeting and that it be filed as a part of the public records of the Board, making mention of this fact in the minutes of the Board. Motion to approve the State of Florida, Auditor General, Audit Report No. 2016-129, March 2016. File Attachments 2016-129 Final Audit Report 3-18-16.pdf (2,434 KB) 6. Committee and Staff Reports (Workshop Only) Subject : 6.4 Self Help Project at Niceville High School to Resurface/Up-grade the Track, presented by Steve Bolton, Director of Facilities Planning and Maintenance, to the Board and Administration for information purposes. Meeting : Apr 7, 2016 - Workshop Meeting Type : Discussion Public Content Niceville High School Self-Help Project to Resurface/Up-grade the Track Funds for the project will be raised through donations and sponsorships. The school will seek approval from the Board when all funds are raised and an account has been established. Attached: NHS Upgrade request, information and drawing. File Attachments NHS Track Resurfacing Project.pdf (183 KB) 7. Consent Agenda Subject : 7.1 Approval of the Consent Agenda Meeting : Apr 7, 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 Workshop Meeting of March 10, 2016; Minutes of the Regular Meeting of March 14, 2016, recommended by the Superintendent for approval. Meeting : Apr 7, 2016 - Workshop Meeting Type : Action (Consent) Recommended Action : Motion to approve the Minutes of the Workshop Meeting of March 10, 2016; Minutes of the Regular Meeting of March 14, 2016. File Attachments 3-10-2016 Workshop.pdf (156 KB) 3-14-2016 Meeting DRAFT.pdf (166 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 3 School Board Member Capital Outlay Funds to Baker School for weightlifting equipment in the amount of $2,679.50, presented by Rodney Walker and recommended by the Superintendent for approval. Meeting : Apr 7, 2016 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $2,679.50 Budgeted : Yes Budget Source : School Board Member Discretionary Capital Outlay Funds Recommended Action : Motion to approve the appropriation of District 3 School Board Member Capital Outlay Funds to Baker School for weightlifting equipment in the amount of $2,679.50. Public Content District 3 School Board Member Capital Outlay Funds will be appropriated to Baker School for weighltifting equipment in the amount of $2,679.50. File Attachments Baker School weightlifting equipment.pdf (593 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 Budget Amendment #6 - Fiscal Year 2015-2016, presented by Rita R. Scallan, Chief Financial Officer, and recommended by the Superintendent for approval. Meeting : Apr 7, 2016 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Budgeted : Yes Budget Source : Various - See Attached Budget Amendment Recommended Action : Motion to approve Budget Amendment #6 - Fiscal Year 2015-2016. Public Content On September 14, 2015, the School Board adopted the budget for fiscal year 2015-2016. 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 February 2016: General Fund $ 365,805.48 Debt Service Funds 303.89 Capital Projects Funds 17,372.63 Other Special Revenue Funds - Federal 350,515.49  Other Special Revenue Funds - Food Service 918.38 Total - All Funds $ 734,915.87 File Attachments !BA 06 - Feb 2016.pdf (1,762 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 Monthly Financial Statement for February 2016, presented by Rita R. Scallan, Chief Financial Officer, and recommended by the Superintendent for approval. Meeting : Apr 7, 2016 - Workshop Meeting Type : Action (Consent) Fiscal Impact : No Recommended Action : Motion to approve Monthly Financial Statement for February 2016. Public Content The financial statement for the month ending February 29, 2016, is being submitted for use and consideration of the School Board as required by S.B.E. Rule 6A-1.008. File Attachments !Financials 2016-02.pdf (565 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 Payroll Warrant Register and Accounts Payable Warrant Register for February 2016, totaling $22,098,708.42; and Bank Transfers for February 2016, totaling $7,200,000.00, presented by Rita R. Scallan, Chief Financial Officer, and recommended by the Superintendent for approval. Meeting : Apr 7, 2016 - Workshop Meeting Type : Action (Consent) Recommended Action : Motion to approve Warrants in the amount of $22,098,708.42 and Bank Transfers in the amount of $7,200,000.00. Public Content Pursuant to Florida Statute 1001.42, Payroll Warrant Register and Accounts Payable Warrant Register for February 2016, totaling $22,098,708.42; and Bank Transfers for February 2016, totaling $7,200,000.00, presented by Rita R. Scallan, Chief Financial Officer, and recommended by the Superintendent for approval. File Attachments MIS 3478 - Warrant Register - February 2016.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 : 7.7 Invoices to be approved for payment, presented by Rita R. Scallan, Chief Financial Officer, and  recommended by the Superintendent for approval. Meeting : Apr 7, 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 4-11-16.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 : 7.8 School Donations, presented by Rita R. Scallan, Chief Financial Officer, and recommended by the Superintendent for approval. Meeting : Apr 7, 2016 - Workshop Meeting Type : Action (Consent) Preferred Date : Apr 11, 2016 Absolute Date : Apr 11, 2016 Fiscal Impact : Yes Dollar Amount : $9,790.00 Budget Source : Donations Recommended Action : Motion to approve acceptance of donations. Public Content Okaloosa County Schools periodically receive donations over $500.00 from public and private donors, some of whom wish to remain anonymous. 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 the purpose of the donation. Donations have assisted Okaloosa County students in many programs, both curricular and extra-curricular. File Attachments Donations 2016-04-11.pdf (226 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 Agreement between The School Board of Okaloosa County, Florida, and Online School Management Systems, Inc., for Merchant Services, presented by Rita R. Scallan, Chief Financial Officer, and recommended by the Superintendent for approval. Meeting : Apr 7, 2016 - Workshop Meeting Type : Action (Consent) Fiscal Impact : No Recommended Action : Motion to approve the agreement between The School Board of Okaloosa County, Florida, and Online School Management Systems, Inc., for merchant services to process online payment transactions for Internal  Funds Activities and Child Care Services. Public Content This agreement will continue to provide the District with merchant services to process online payment transactions for Internal Funds School Activities and Child Care Services. The agreement will cover fiscal year 2016-2017, beginning July 1, 2016, and ending June 30, 2017. The online payment convenience charge will remain 3.50% per transaction. All fees are charged directly to the individual making the payment; therefore, the District will not incur fees for this service. File Attachments !OSMS Services Agreement-OCSD FY 2017.pdf (31 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 Request to close the current Longwood Elementary School Internal Funds checking account at Hancock Bank and open a new account at First City Bank effective April 12, 2016, presented by Rita R. Scallan, Chief Financial Officer, and recommended by the Superintendent for approval. Meeting : Apr 7, 2016 - Workshop Meeting Type : Action (Consent) Fiscal Impact : No Recommended Action : Motion to approve request to close the current Longwood Elementary School Internal Funds checking account at Hancock Bank and open a new account at First City Bank effective April 12, 2016. Public Content Per School Board Policy 2-8(A), the School Board shall approve all depositories of School Board funds including school internal accounts. Depositories must be banks, savings and loan associations, and credit unions which are authorized to conduct business in Florida pursuant to Chapter 280, Florida Statutes. Longwood Elementary School is requesting permission to close their current Internal Funds checking account at Hancock Bank and open a new account at First City Bank. The local Hancock Bank branch on Eglin Parkway no longer accepts deposits; therefore, school employees have to travel to the Niceville bank to make deposits. Statutory Authority: Section 230.22(2), Florida Statutes File Attachments Longwood-BankChange-Agenda 2016-04-11.pdf (264 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 Authorization to appropriate Federal Impact Aid Funds and make a payment in the amount of $13,246.00 to Charter Schools and AMIKids - Emerald Coast, presented by Rita R. Scallan, Chief Financial Officer, and recommended by the Superintendent for approval. Meeting : Apr 7, 2016 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $13,246.00 Budgeted : No Budget Source : Federal Impact Aid Funds Recommended Action : Motion to approve appropriation of Federal Impact Aid Funds and make a payment in the amount of $13,246.00 to Charter Schools and AMIKids - Emerald Coast. Public Content The District received its third Voucher for Impact Aid Section 8003 Payments dated March 9, 2016, in the amount of $399,222.80 for the 2014 Claiming Year (Claim Filed January 2013). The charter schools have made a request to receive Federal Impact Aid Funds for eligible students attending charter schools during the 2014 claiming year. The calculation for the 2014 claiming year is based on the number of eligible student cards submitted during the 2012-2013 school year. The payments to these schools are as follows: • Okaloosa Academy - $444.00 • NWFSC Collegiate High School - $2,281.00 • Liza Jackson Preparatory - $10,521.00 • AMIKids - Emerald Coast - N/A File Attachments Agenda - Fed Impact Aid 2014 Pmt 3 04112016.pdf (120 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 Financial, Operational, and Federal Single Audit for the Fiscal Year Ended June 30, 2015, Report No. 2016-129, March 2016, presented by  Rita R. Scallan, Chief Financial Officer, and recommended for acceptance by the Superintendent Meeting : Apr 7, 2016 - Workshop Meeting Type : Action (Consent) Fiscal Impact : No Recommended Action : Motion to accept the Financial, Operational, and Federal Single Audit for the Fiscal Year Ended June 30, 2015, Report No. 2016-129, March 2016. Public Content The State of Florida, Auditor General has issued Report No. 2016-129, March 2016, Financial, Operational, and Federal Single Audit for Fiscal Year Ended June 30, 2015. The Auditor General requests that this report be presented to the District School Board at its next meeting and that it be filed as a part of the public records of the Board, making mention of this fact in the minutes of the Board. Motion to approve the State of Florida, Auditor General, Audit Report No. 2016-129, March 2016. File Attachments 2016-129 Final Audit Report 3-18-16.pdf (2,434 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 Payroll Calendars for 2016-2017, presented by Rita R. Scallan, Chief Financial Officer, and recommended by the Superintendent for approval. Meeting : Apr 7, 2016 - Workshop Meeting Type : Action (Consent) Preferred Date : Apr 11, 2016 Absolute Date : Apr 11, 2016 Fiscal Impact : No Budgeted : No Recommended Action : Motion to approve the Payroll Calendars for 2016-2017. Public Content Florida School Districts are required to comply with Florida Statutes 1011.60(3)(b) which specifies that “all personnel shall be paid in accordance with payroll period schedules adopted by the School Board and included in the official salary schedule in order to participate in the Florida Education Finance Program.” Fiscal Year 2016-2017 payroll calendars are based on the school calendar which was approved by the School Board at the December 24, 2015 School Board Meeting. File Attachments payroll calendars 2016-17.pdf (114 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 Agreement with Gulf Power Company for the Use of School District Facilities as Storm Restoration Staging Sites, presented by Bill Smith and recommended by the Superintendent for approval. Meeting : Apr 7, 2016 - Workshop Meeting Type : Action (Consent) Preferred Date : Apr 11, 2016 Absolute Date : Apr 11, 2016 Recommended Action : Motion to approve the Agreement with Gulf Power Company for the use of parking lot facilities as storm restoration staging sites. Public Content Gulf Power is requesting use of the parking lot facilities at Crestview High School, Niceville High School, Choctawhatchee High School, Baker School, Meigs Middle School, Laurel Hill School and the Okaloosa County School Bus Barn parking lots to be used as restoration staging areas (to park trucks for dispatch, meeting spot for crews, etc.) The contemplated use of these locations will be for staging of personnel and equipment to support Gulf Power Company's restoration effort. The duration of this agreement shall be from no earlier than June 1, 2016 to December 1, 2018. File Attachments Agreement Storm Restoration Staging Site June 2016-Dec 2018.pdf (79 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 : 7.15 Vehicle Maintenance and Repair Agreement between the School Board of Okaloosa County and Liza Jackson Preparatory School, Inc., presented by Jay McInnis, Program Director, Transportation, and recommended by the Superintendent for approval. Meeting : Apr 7, 2016 - Workshop Meeting Type : Action (Consent) Fiscal Impact : No Recommended Action :  Motion to approve the Vehicle Maintenance and Repair Agreement between the School Board of Okaloosa County and Liza Jackson Preparatory School, Inc., effective March 1, 2016 through June 30, 2017. Public Content Renewal of the annual agreement for the regular maintenance and inspection of buses owned by Liza Jackson Preparatory School by the School Board's Transportation Department. The agreement also provides for Liza Jackson Preparatory School to lease buses from the school Board in the event it needs to temporarily replace a bus while repairs are being made. This agreement commences March 1, 2016 and terminates June 30, 2017. File Attachments Liza Jackson Vehicle Maintenance and Repair Agreement.pdf (1,979 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 Motor Vehicle Lease for Disaster Transportation Services between the School Board of Okaloosa County and Air Force Enlisted Village, Inc. d/b/a Hawthorn House, presented by Jay McInnis, Trasnportation Director, and recommended by the Superintendent for approval. Meeting : Apr 7, 2016 - Workshop Meeting Type : Action (Consent) Fiscal Impact : No Recommended Action : Motion to approve the Motor Vehicle Lease for Disaster Transportation Services between the School Board of Okaloosa County and Air Force Enlisted Village, Inc. d/ b/a Hawthorn House, effective May 1, 2016 through April 30, 2017. Public Content This Motor Vehicle Lease for Disaster Transportation Services provides the terms and conditions for Hawthorn House to lease one motor vehicle during times of disaster when their facilities must be vacated. The vehicle shall be a sixty-five (65) passenger school bus selected by the School District's Transportation Director or designee. Hawthorn House will pay $70 per day for the vehicle for each day the vehicle is in their possession plus $1.35 per mile for all mileage that the vehicle is driven from the point of delivery to the return site. This lease will commence May 1, 2016 and terminates April 30, 2017. File Attachments Motor Vehicle Lease - Hawthorn House.pdf (1,653 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 Renewal of RFB 11-B10 Services and Repairs for Fire Extinguishers and Kitchen Hood Extinguishing Systems, presented by Vince Windham, Program Director, Purchasing, and recommeded by the Superintendent for approval. Meeting : Apr 7, 2016 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Budgeted : Yes Budget Source : District Wide Funding Recommended Action : Motion to approve the renewal of RFB 11-B10 Services and Repairs for Fire Extinguishers and Kitchen Hood Extinguishing Systems, effective May 10, 2016 through May 9, 2017. Public Content Request approval to renew RFB 11-B10 Services and Repairs for Fire Extinguishers and Kitchen Hood Extinguishing Systems, effective May 10, 2016 through May 9, 2017. The vendor is Hiller Systems. Services will be performed on an as needed basis and funding will be provided from District wide funds. Copies of the award tabulation and signed vendor renewal letter are attached. For additional information, please contact Steve Bolton, Director, Facilities Planning and Maintenance Support at (850) 689-7159. File Attachments RENEWAL OF RFB 11-B10.pdf (414 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 : 7.18 Renewal of RFB 13-B02 Session Initiated Protocol (SIP) Trunk & Transport, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Apr 7, 2016 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Budgeted : Yes Budget Source : General Revenue Recommended Action : Motion to approve the renewal of RFB 13-B02 Session Initiated Protocol (SIP) Trunk & Transport. Public Content Request approval to renew RFB 13-B02 Session Initiated Protocol (SIP) Trunk & Transport. The vendor is Cox Business and the recurring monthly cost for services is $1,560, which will be paid from General Revenue. The contract is effective July 1, 2016 though June 30, 2017. Copies of the renewal confirmation letter and Commercial Services Agreement are attached. For additional information, please contact Eric Mitchell, Director, MIS & Information Technology at (850) 689-7184. File Attachments COX RENEWAL DOCUMENTS.pdf (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 : 7.19 Factory Direct Agreement: Gemaire Distributors, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Apr 7, 2016 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Budgeted : Yes Budget Source : Capital and General Funds, Projects Vary Recommended Action : Motion to approve the Factory Direct Agreement with Gemaire Distributors to provide wholesale pricing on parts and equipment. Public Content Request approval of the Factory Direct Agreement with Gemaire Distributors to provide wholesale pricing on parts and equipment. Purchases will be made on an as need basis and funding will be paid from Capital and General Funds, various projects. A copy of the vendor letter is attached. For additional information, please contact Vince Windham, Program Director, Purchasing at (850) 833-7668. File Attachments HVAC-GEMAIRE.pdf (18 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 : 7.20 Tag-On Bid Renewal: 16-968-159 Bleacher Repair & Motorization, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Apr 7, 2016 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Budgeted : Yes Budget Source : Capital Funds, Project 2310 District Wide - Minor Repair & Maintenance Recommended Action : Motion to approve renewing tag-on bid #16-968-529 through the School Board of Pinellas County. Public Content Request approval to renew tag-on bid #16-968-529 through the School Board of Pinellas County, based on fixed prices, to be used on an as needed basis to repair, motorize and refurbish various types of gymnasium bleachers and basketball backstops. Funding will be paid from Capital Funds, Project 2310 District wide - Minor Repair & Maintenance. The contract is effective 3/25/16 through 3/24/17. A copy of the tabulation is attached. For additional information, please contact Steve Bolton, Director, Facilities Planning and Maintenance Support at (850) 689-7159. File Attachments RENEWAL OF 16-968-529.pdf (85 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 Emergency Purchase Over $25,000: Trane, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting :  Apr 7, 2016 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $34,885.00 Budgeted : Yes Budget Source : Capital Funds, Project 0319 Districtwide - HVAC Replacement Recommended Action : Motion to approve the Emergency Purchase from Trane on behalf of Ruckel MS in the amount of $34,885. Public Content Request approval of the Emergency Purchase from Trane in the amount of $34,885 to replace a Heating, Ventilating, and Air Conditioning (HVAC) System at Ruckel MS. Emergency Purchase procedures were used per School Board Policy 2-17 (12). Purchase being made through TCPN Contract. Funding will be paid from Capital Funds, Project 0319 Districtwide - HVAC Replacement. Copies of the letter of explanation and proposal are attached. For additional information, please contact Steve Bolton, Director, Facilities Planning and Maintenance Support at (850) 689-7159. File Attachments TRANE QUOTE-RUCKEL MS.pdf (461 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 Exempted Purchase: Estimated Figures for Advanced International Certificate of Education  (AICE) Examinations and Advanced Placement (AP) Examinations, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Apr 7, 2016 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Budgeted : Yes Budget Source : General Funds, Project 5053 AICE-Bonuses/Exams, 5054- AP-Bonuses/Exams, 3105 Instructional Materials- Textbooks Recommended Action : Motion to approve the purchase of examinations for the estimated number of students who will participate in AICE and AP testing. Public Content Request approval to purchase examinations for the estimated number of students who will participate in AICE and AP testing. The total is based on an estimated number of participants. This is an exempted purchase under 6A-1.012(11)(b) and the vendors are Cambridge University and College Board. Each school has provided their funding source(s). A copy of the AICE/ AP spreadsheet is attached. For additional information, please contact Vince Windham, Program Director, Purchasing at (850) 833-7668. File Attachments 2016 AP AICE All Schools Order Form.pdf (13 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 Amendment to Service Agreement #16-27 Christie Woodard, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Apr 7, 2016 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $700.00 Budgeted : Yes Budget Source : Internal Funds, Band Boosters Recommended Action : Motion to approve the Amendment to Service Agreement #16-27 between Christie Woodard and The School Board of Okaloosa County, FL, on behalf of Niceville High School. Public Content Request approval of the Amendment to Service Agreement #16-27 between Christie Woodard and The School Board of Okaloosa County, FL, on behalf of Niceville High School. The Amendment requests adding $700.00 to the original total contract amount of $9850.00, for a revised total contract amount not to exceed $10,550.00. Funds will be paid from Internal Funds, Band Boosters. All other terms and conditions of the original Agreement shall remain in full force and effect. Copies of the Amendment and Service Agreement #16-27 are attached. For additional information, please contact Dan Wooten, Band Director, Niceville High School at (850) 833-4114. File Attachments Amendment to SA# 16-27.pdf (115 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 Okaloosa Technical College LPN Program and Medical Administrative Technology Summer 2016 Schedule, presented by Jerry Sansom, Director, Okaloosa Technical College, and recommended by the Superintendent for approval. Meeting : Apr 7, 2016 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $28,841.23 Budgeted : Yes Budget Source : FY 2015-2016 Project 5110 Recommended Action : Motion to approve the Okaloosa Technical College LPN Program and Medical Administrative Technology Program Summer 2016 Schedule. Public Content Okaloosa Technical College requests approval for the LPN and the Medical Administrative Technology Departments to teach summer school (adult LPN and AMAT students) per the attached schedule. File Attachments Summer School Okaloosa Technical College 2015-16.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 : 7.25 Cumulus Media, presented by Jerry Sansom, Director, Okaloosa Technical College and Choice High School, and recommended by the Superintendent for approval. Meeting : Apr 7, 2016 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $8,157.60 Budgeted : Yes Budget Source : General Funds, Project 6110 Adult Education Tuition Recommended Action : Motion to approve Okaloosa Technical College and Choice High School purchasing advertising services from Cumulus Media in the amount of $8,157.60. Public Content Request approval for Okaloosa Technical College and Choice High School to purchase advertising services from Cumulus Media in the amount of $8,157.60. Funding will be paid from General Funds, Project 6110 Adult Education Tuition. A copy of the Sales Order is attached. For additional information, please contact Jerry Sansom, Director, Okaloosa Technical College and Choice High School at (850) 833-3130. File Attachments CUMULUS ORDER.pdf (1,761 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 : 7.26 Additional Course Adoptions for the 2016-2017 School Year, presented by Sheila Lightbourne, Secondary Director, and recommended by the Superintendent for approval. Meeting : Apr 7, 2016 - Workshop Meeting Type : Action (Consent) Fiscal Impact : No Recommended Action : Motion to approve the attached course adoptions for the 2016-2017 school year. Public Content Request to adopt the attached courses. Course titles, course numbers, credit, requested weighting, and rational for course adoption and weighting is attached. For questions please contact April Branscome at 833-5858. File Attachments Branscome 2016-2017 REQUEST FOR COURSE ADOPTION April 2016.pdf (138 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 : 7.27 Attendance Waiver List, presented by Nick Kootsouradis, Assistant Superintendent of Operations, and recommended by the Superintendent for approval. Meeting : Apr 7, 2016 - Workshop Meeting Type : Action (Consent) Preferred Date : Apr 11, 2016 Absolute Date : Apr 11, 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 : 7.28 Updated MOU for Global Logistics Associate Certification, presented by Patti Bonezzi, Program Director--Career and Technical Education, and recommended by the Superintendent for approval. Meeting : Apr 7, 2016 - Workshop Meeting Type : Action (Consent) Preferred Date : Apr 15, 2016 Absolute Date : Apr 20, 2016 Fiscal Impact : No Recommended Action : Motion to approve the updated MOU of the original agreement to represent the merger of the two companies  that now sponsor the same certification agreement. Public Content This MOU is a revised edition of the original agreement for the students to continue earning the Global Logistics Associate Certification which is internationally recognized as completion in the logistics and supply chain for entry-level positions. It is listed on the CAPE funding list and results in 12 college credits with the State Articulation Agreement. Contracts to be attached pending signature of principals. Current unsigned contract is attached for your perusal. File Attachments GLS Articulation.pdf (25 KB) Choctawhatchee High School (APICS executed).pdf (235 KB) APICS Letter of Acceptance.pdf (38 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 : 7.29 Personnel recommendations, presented by Stacie Smith, Assistant Superintendent of Human Resources, and recommended by the Superintendent for approval. Meeting : Apr 7, 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 11, 2016 Ed Support Board Report.pdf (117 KB) April 11, 2016 Instructional Board Report.pdf (108 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 : 7.30 Employment Separations, presented by Stacie Smith, Assistant Superintendent of Human Resources, and recommended by the Superintendent for approval. Meeting : Apr 7, 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 SeparationsApril11th2016 (Autosaved).pdf (46 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 : 7.31 Suspension of Employee, presented by Stacie Smith, Assistant Superintendent of Human Resources, and recommended by the Superintendent for approval. Meeting : Apr 7, 2016 - Workshop Meeting Type : Action (Consent) Recommended Action : Motion to approve the suspension of Employee #104256. 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 : 7.32 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 : Apr 7, 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. Racquier, Jeanne, Wright Elementary, 17.50 hours Ford, Angela, Silver Sands School, 7.50 hours Gadsden, Minerva, Wright Elementary, 2.5 hours Lukas, Fiona, Baker School, 7.50 hours Mahan, Lynn, Wright Elementary, 7.50 hours Mapes, Barbara, Wright Elementary, 7.50 hours Mayes, Mary Beth, Elliott Point Elementary, 7.50 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 : 7.33 Leave Without Pay, presented by Stacie Smith, Assistant Superintendent of Human Resources, and recommended by the Superintendent for approval. Meeting : Apr 7, 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. 8. Discussion Agenda Subject : 8.1 Items Moved from the Consent Agenda (if any) Meeting : Apr 7, 2016 - Workshop Meeting Type : Action 9. Construction Program/Owner's Representative's Business Subject : 9.1 Program No. 5, Task Order No. 13, Pre-GMP Roof Replacement Projects for Okaloosa Technology College (Common Campus), Building 11, Carpentry Shop Roof and Edwins Elementary Kitchen Roof, submitted by Steve Bolton, Director of Facilities Planning and Maintenance, and recommended by the Superintendent for approval. Meeting : Apr 7, 2016 - Workshop Meeting Type : Action Preferred Date : Apr 11, 2016 Absolute Date : Apr 11, 2016 Recommended Action : Motion to approve the Pre- GMP for Program 5, Task Order No. 13, Roof Replacement Projects for Okaloosa Technology College (Common Campus), Building  11, Carpentry Shop Roof and Edwins Elementary Kitchen Roof and send a Notice to Proceed. Public Content Pre-GMP Project Description for Task Order #13, roof replacement projects for Okaloosa Technology College (Common Campus), Building 11, Carpentry Shop Roof and Edwins Elementary School Kitchen Roof in the amount of $24, 750.00. Okaloosa Technology College, Building 11, Carpentry Shop Roof; This project consists of the tear off and replacement of the Building 11, Carpentry Shop Roof. There are approximately 65 squares of Built Up Asphalt with Gravel roofing; the new roof will be the District standard of Modified Bitumen roofing with Poly-Iso insulation and all required metal flashings, gutters, etc. Edwins Elementary, Building 2, Kitchen Roof; This project consists of the tear off and replacement of the Kitchen Roof at Building 2. There are approximately 20 squares of Built Up Asphalt with Gravel Roofing covered with Foam; the new roof will be the District standard of Modified Bitumen roofing with Poly-Iso insulation and all required metal flashings, gutters, etc. File Attachments Task Order #13, Prog 5 PreGMP.pdf (69 KB) 9. Construction Program/Owner's Representative's Business Subject : 9.2 Authorization for Professional Services from Faithful + Gould for price validation Program No. 5, Task Order No. 13, Pre-GMP Roof Replacement Projects for Okaloosa Technology College (Common Campus), Building 11, Carpentry Shop Roof and Edwins Elementary Kitchen Roof, submitted by Steve Bolton, Director of Facilities Planning and Maintenance, and recommended by the Superintendent for approval. Meeting : Apr 7, 2016 - Workshop Meeting Type : Action Preferred Date : Apr 11, 2016 Absolute Date : Apr 11, 2016 Recommended Action : Motion to approve the Authorization for Professional Services from Faithful + Gould for Program No. 5, Task Order No. 13, Pre-GMP Roof Replacement Projects Public Content Approval is requested to accept the proposal for the Faithful + Gould Authorization for Professional Services in the amount of $1,192.00 to review the proposed work scope, prepare independent estimates of Construction Costs and Validate TPM's GMP for Program No. 5, Task Order No. 13, Pre-GMP Roof Replacement Projects for Okaloosa Technology College (Common Campus), Building 11, Carpentry Shop Roof and Edwins Elementary, Kitchen Roof, Building 2. File Attachments Faithful + Gould TO #13 Authorization for Professional Services.pdf (68 KB) 10. Information Technology Seat Management Contract Subject : 10.1 Task Order No. 2-44, Ft. Walton Beach High School CCTV Repair, presented by Dustin Keith, Seat Management Specialist, and recommended by the Superintendent for approval. Meeting : Apr 7, 2016 - Workshop Meeting Type : Action Preferred Date : Apr 11, 2016 Absolute Date : Apr 11, 2016 Fiscal Impact : Yes Dollar Amount : $13,080.18 Budgeted : Yes Budget Source : General Operating account. Recommended Action : Motion to approve Task Order No. 2-44, Ft. Walton Beach High School CCTV Repair, in the amount of $13,080.18. Public Content Replace existing DVR’s and add surge protection at the Head End BNC connector ends at the DVR. File Attachments Affidavit - Lightning Loss.pdf (52 KB) Affidavit - Lightning of Loss Pg 2.pdf (35 KB) Task Order # 2-44.pdf (265 KB) 11. Attorney's Business Subject : 11.1 Consideration of recommendations, updates, requests, and pending legal matters Meeting : Apr 7, 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 : Apr 7, 2016 - Workshop Meeting Type : Information File Attachments 4-11-2016 Student Trip Requests.pdf (3,204 KB) 12. Superintendent's Business Subject : 12.2 Correspondence, requests and other matters  addressed by the Superintendent Meeting : Apr 7, 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 Board Members' Announcements/Request for Information Meeting : Apr 7, 2016 - Workshop Meeting Type : Action, Information Public Content Board Members may request information or address concerns and other matters. 14. Adjournment Subject : 14.1 Adjournment of the meeting by the Chairman Meeting : Apr 7, 2016 - Workshop Meeting Type : 15. Public Notices Subject : 15.1 Notice of Workshop Meeting : Apr 7, 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 April 7, 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 : Apr 7, 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.