Okaloosa County School Board — Workshop Meeting, April 19, 2018

Thursday, April 19, 2018 Workshop Meeting School District Central Administration Complex Niceville, Florida Training Room 9:00 a.m. 1. Opening of Meeting Subject : 1.1 Call to Order by the Chairman Meeting : Apr 19, 2018 - Workshop Meeting Type : Procedural 2. Approval of Agenda Subject : 2.1 Changes to Agenda and Approval of Agenda Meeting : Apr 19, 2018 - Workshop Meeting Type : Action Recommended Action : Motion to approve the Agenda 3. Recognitions Subject : 3.1 Recognition of Daevon Burns, Student at Crestview High School, for taking action to save a teacher from choking Meeting : Apr 19, 2018 - Workshop Meeting Type : 3. Recognitions Subject : 3.2 Recognition of the 2017-2018 Kids Tag Art Program Winners, presented by Ben Anderson, Okaloosa County Tax Collector Meeting : Apr 19, 2018 - Workshop Meeting Type : Recognition Public Content The Kids Tag Art program is a county-wide art project and fundraiser for elementary school art programs in Okaloosa County. All profits generated from the sale of tags benefit each school's art program and helps in providing classroom art supplies. File Attachments 2017-18 KTA Award Winners and Totals.pdf (407 KB) 5. Public Comment Subject : 5.1 Members of the public desiring to address the School Board - Form MIS 5241 Public Input and/or Discussion of Agenda Items Meeting : Apr 19, 2018 - Workshop Meeting Type : Information 7. Committee and Staff Reports (Workshop Only) Subject : 7.1 In-County Travel paid for the period of March 22 – April 4, 2018, presented by Rita R. Scallan, Chief Financial Officer Meeting : Apr 19, 2018 - Workshop Meeting Type : Report Public Content In-County Travel paid for the period of March 22 – April 4, 2018, presented by Rita R. Scallan, Chief Financial Officer File Attachments In-County Travel Mar 22 - Apr 4.pdf (21 KB) 7. Committee and Staff Reports (Workshop Only) Subject : 7.2 Out-of-County Travel paid for the period of March 22 – April 4, 2018, presented by  Rita R. Scallan, Chief Financial Officer Meeting : Apr 19, 2018 - Workshop Meeting Type : Report Public Content Out-of-County Travel paid for the period of March 22 – April 4, 2018, presented by Rita R. Scallan, Chief Financial Officer File Attachments Out-of-County Travel Mar 22 - Apr 4.pdf (19 KB) 7. Committee and Staff Reports (Workshop Only) Subject : 7.3 Quarterly Report; Short Term Facility Use Contracts and Lease Agreements Under the $5,000 Threshold, presented by Vince Windham, Program Director, Purchasing. Meeting : Apr 19, 2018 - Workshop Meeting Type : Information Public Content This report contains information regarding Short Term Facility Use Contracts and Lease Agreements entered into by the district and schools at a value less than $5,000 for the first quarter of 2018, January through March. A copy of the report is attached. For additional information, please contact Vince Windham, Program Director, Purchasing at (850) 833-7668. File Attachments CONTRACT LEASES - JAN - MAR 2018.pdf (7 KB) 7. Committee and Staff Reports (Workshop Only) Subject : 7.4 Quarterly Report: Service Agreements Under the $5,000 Threshold for Internal Funds and $2,500 for Budgetary Funds, presented by Vince Windham, Program Director, Purchasing. Meeting : Apr 19, 2018 - Workshop Meeting Type : Information Public Content This report contains information regarding Service Agreements entered into by district schools at a value less than the $5,000 threshold for Internal Funds and $2,500 for Budgetary Funds for the first quarter of 2018, January through March. A copy of the report is attached. For additional information, please contact Vince Windham, Program Director, Purchasing at (850) 833-7668. File Attachments S.A. s UNDER THRESHOLD- JAN THRU MARCH, 2018.pdf (13 KB) 7. Committee and Staff Reports (Workshop Only) Subject : 7.5 Quarterly Report: Service Agreements for Law Enforcement, presented by Vince Windham, Program Director, Purchasing. Meeting : Apr 19, 2018 - Workshop Meeting Type : Information Public Content This report contains information regarding Service Agreements for Law Enforcement entered into by district schools at a value up to $5,000 for the first quarter of 2018, January through March. A copy of the report is attached. For additional information, please contact Vince Windham, Program Director, Purchasing at (850) 833-7668. File Attachments S.A. LE TOTALS JANUARY THRU MARCH 2017-2018 SCHOOL YEAR.PDF (12 KB) 8. Consent Agenda Subject : 8.1 Approval of the Consent Agenda Meeting : Apr 19, 2018 - 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. 8. Consent Agenda Subject : 8.2 Approval of the Minutes of the Special Meeting of April 5, 2018; Minutes of Workshop Meeting of April 5, 2018; Minutes of the Regular Meeting of April 9, 2018, recommended by the Superintendent. Meeting : Apr 19, 2018 - Workshop Meeting Type : Action (Consent) Recommended Action : Motion to approve the Minutes of the Special Meeting of April 5, 2018; Minutes of the Workshop Meeting of April 5, 2018; Minutes of the Regular Meeting of April 9, 2018 File Attachments 4-5-2018 DRAFT Special Meeting.pdf (340 KB) 4-5-2018 DRAFT Workshop.pdf (270 KB) 4-9-2018 DRAFT Meeting.pdf (278 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 : 8.3 Appropriation of District 4 School Board Member Capital Outlay Funds to Shoal River Middle School for the purchase of lockers in the amount of $4,964.00, presented by Tim Bryant and recommended by the Superintendent for approval. Meeting : Apr 19, 2018 - Workshop Meeting Type : Action (Consent) Preferred Date : Apr 23, 2018 Fiscal Impact : Yes Dollar Amount : $4,964.00 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 Shoal River Middle School for the purchase of lockers in the amount of $4,964.00. Public Content District 4 School Board Member Capital Outlay Funds will be appropriated to Shoal River Middle School for lockers in the amount of $4,964.00. File Attachments Shoal River MS - NewLockers 2018.pdf (500 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 : 8.4 Appropriation of District 4 School Board Capital Outlay Funds to Laurel Hill School for one iMac in the amount of $1,248.99, presented by Tim Bryant and recommended by the Superintendent for approval. Meeting : Apr 19, 2018 - Workshop Meeting Type : Action (Consent) Preferred Date : Apr 23, 2018 Fiscal Impact : Yes Dollar Amount : $1,248.99 Budgeted : Yes Budget Source : Board Member Discretionary Capital Outlay Funds Recommended Action : Motion to approve the appropriation of District 4 School Board Capital Outlay Funds to Laurel Hill School for one iMac in the amount of $1,248.99. Public Content District 4 School Board Capital Outlay Funds will be appropriated to Laurel Hill School for one iMac in the amount of $1,248.99. File Attachments Laurel Hill - computer quote.pdf (21 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 Appropriation of District 4 School Board Member Capital Outlay Funds to Southside Primary for iPads, a Mimio, and a Projector in the amount of $6,292.00, presented by Tim Bryant and recommended by the Superintendent for approval. Meeting : Apr 19, 2018 - Workshop Meeting Type : Action (Consent) Preferred Date : Apr 23, 2018 Absolute Date : Apr 23, 2018 Fiscal Impact : Yes Dollar Amount : $6,292.00 Budgeted : Yes Budget Source : Board Member Discretionary Capital Outlay Funds Recommended Action : Motion to approve the appropriation of District 4 School Board Member Capital Outlay Funds to Southside Primary for iPads, a Mimio, and a Projector in the amount of $6,292.00. Public Content District 4 School Board Member Capital Outlay Funds will be appropriated to Southside Primary for iPads, a Mimio, and a Projector in the amount of $6,292.00. File Attachments Southside PreKD- ipad quote.pdf (1,890 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 Appropriation of District 5 School Board Member Capital Outlay Funds to Niceville High School for the Re- insulation of Chilled/Heating Water Piping and Ducts in the amount of $79,047.00, presented by Melissa Thrush and recommended by the Superintendent for approval. Meeting : Apr 19, 2018 - Workshop Meeting Type : Action (Consent) Preferred Date : Apr 23, 2018 Absolute Date : Apr 23, 2018 Fiscal Impact : Yes Dollar Amount : $79,047.00 Budgeted : Yes Budget Source : Board Member Discretionary Capital Outlay Funds Recommended Action : Motion to approve the appropriation of District 5 School Board Member Capital Outlay Funds to Niceville High School for the Re-  insulation of Chilled/Heating Water Piping and Ducts in the amount of $79,047.00. Public Content District 5 School Board Member Capital Outlay Funds will be appropriated to Niceville High School for the Re-insulation of Chilled/Heating Water Piping and Ducts in the amount of $79,047.00. File Attachments NHS - Reinsulation Chilled-Heated Water Piping.pdf (16 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 Budget Amendment #7 - Fiscal Year 2017-2018 presented by Rita R. Scallan, Chief Financial Officer, and recommended by the Superintendent for approval. Meeting : Apr 19, 2018 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $745,568.09 Budgeted : Yes Budget Source : Various - See Attached Budget Amendment Recommended Action : Motion to approve Budget Amendment #7 - Fiscal Year 2017-2018 Public Content On September 11, 2017, the School Board adopted the budget for fiscal year 2017-2018. 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 March 2018: General Fund $206,330.20 Debt Service Funds 0.00 Capital Projects Funds 18,735.64 Other Special Revenue Funds - Federal 520,502.25 Other Special Revenue Funds - Food Service 0.00 Total - All Funds $745,568.09 File Attachments !BA 07 - March 2018.pdf (1,082 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 Monthly Financial Statement for March 2018 presented by Rita R. Scallan, Chief Financial Officer, and recommended by the Superintendent for approval. Meeting : Apr 19, 2018 - Workshop Meeting Type : Action (Consent) Fiscal Impact : No Recommended Action : Motion to approve Monthly Financial Statement for March 2018 Public Content The financial statement for the month ending March 31, 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 March 2018.pdf (720 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 Invoices to be approved for payment, presented by Rita R. Scallan, Chief Financial Officer, and recommended by the Superintendent for approval Meeting : Apr 19, 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. File Attachments Board Bills 04-23-18.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. 8. Consent Agenda Subject : 8.10 School Donations presented by Rita R. Scallan, Chief Financial Officer, and recommended by the Superintendent for approval. Meeting : Apr 19, 2018 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $9,200.00 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 2018-04-23.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. 8. Consent Agenda Subject : 8.11 Payroll Warrant Register and Accounts Payable Warrant Register for March 2018, totaling $27,090,851.66; and Bank Transfers for March 2018, totaling $70,230,000.00, presented by Rita R. Scallan, Chief Financial Officer, and recommended by the Superintendent for approval. Meeting : Apr 19, 2018 - Workshop Meeting Type : Action (Consent) Recommended Action : Motion to approve Warrants in the amount of $27,090,851.66 and Bank Transfers in the amount of $70,230,000.00. Public Content Pursuant to Florida Statute 1001.42, Payroll Warrant Register and Accounts Payable Warrant Register for March 2018, totaling $27,090,851.66; and Bank Transfers for March 2018, totaling $70,230,000.00, presented by Rita R. Scallan, Chief Financial Officer, and recommended by the Superintendent for approval. File Attachments 09 - MIS 3478 - Warrant Register - March 2018.pdf (337 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 Proposed School Operational Support Staffing  Grid and School Supplement Grid - Discretionary Budget for fiscal year 2018-2019 presented by Rita R. Scallan, Chief Financial Officer, and recommended by the Superintendent for approval. Meeting : Apr 19, 2018 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $368,750.00 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 2018-2019. 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 2018-2019 is attached. The net fiscal impact will be incorporated within the Preliminary and Tentative Budget for fiscal year 2018-2019 which will be presented to the School Board in July 2018. 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 Staffing Grid FY 2019.pdf (95 KB) School Supplements Grid FY 2019.pdf (71 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 : 8.13 ITB 18-16 Remove Existing Insulation & Re- Insulate Chilled/Heating Water Piping & Ducts at Niceville High School, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Apr 19, 2018 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $79,047.00 Budgeted : Yes Budget Source : Capital Funds Pending School Board Approval of Board Discrectionary Funds Recommended Action : Motion to approve the committee's recommendation to award ITB 18-16 Remove Existing Insulation & Re- Insulate Chilled/Heating Water Piping & Ducts at Niceville High School in the amount of $79,047.00. Public Content Request approval of the committee's recommendation to award ITB 18-16 Remove Existing Insulation & Re-Insulate Chilled/Heating Water Piping & Ducts at Niceville High School to WDR Mechanical Contractors, Inc. in the amount of $79,047.00. Funds will be paid from Capital Funds pending School Board approval of Board Discretionary Funds. A copy of the quote is attached. For additional information, please contact Steve Bolton, Director, Facilities Planning and Maintenance Support Services at (850) 689-7159. File Attachments ITB_18-16.pdf (16 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 Renewal of Tag-On Bid 16-0036 Basketball/Tennis/ Play Courts Resurfacing with Line Striping and Repairs, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Apr 19, 2018 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Budgeted : Yes Budget Source : Varies Recommended Action : Motion to approve the renewal of Tag-On Bid 16-0036 Basketball/Tennis/ Play Courts Resurfacing with Line Striping and Repairs. Public Content Request approval to renew Tag-On Bid 16-0036 Basketball/Tennis/Play Courts Resurfacing with Line Striping and Repairs through Sarasota County Schools. The bid offers fixed pricing and will be used on an as needed basis throughout the district. Funding will vary and the contract is effective May 3, 2018 through May 2, 2019. Copies of the renewal letter and original tabulation are attached. For additional information, please contact Steve Bolton, Director, Facilities Planning and Maintenance Support Services, at (850) 689-7159. File Attachments RENEWAL OF TAG-ON BID ITB 16-0036.pdf (429 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 : 8.15 Tag-On Bid Purchase Over $25,000: Playmore Recreational Products & Services, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Apr 19, 2018 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $26,428.45 Budgeted : Yes Budget Source : General Funds Recommended Action : Motion to approve the purchase of playground equipment from Playmore Recreational Products & Services in the amount of $26,428.45 for Bob Sikes Elementary School. Public Content Request approval to purchase playground equipment from Playmore Recreational Products & Services in the amount of $26,428.45 for Bob Sikes Elementary School. The purchase is made through School District of Manatee County Tag-On Bid 16-0025-MR. Funds will be paid from General Funds and a copy of the quote is attached. For additional information, please contact Victoria Hayden, Principal, Bob Sikes Elementary School at (850) 689-7268. File Attachments PLAYMORE QUOTE.PDF (482 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 : 8.16 Tag-On Bid Purchase Over $25,000: NorthStar Demolition and Remediation, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Apr 19, 2018 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $25,400.00 Budgeted : Yes Budget Source : Capital Funds, Project 2313 Environmental/IAQ/T & B -District Wide Recommended Action : Motion to approve the purchase of asbestos abatement services from NorthStar Demolition and Remediation in the amount of $25,400.00. Public Content Request approval to purchase asbestos abatement services from NorthStar Demolition and Remediation, $12,700.00 for Bob Sikes Elementary School and $12,700.00 for Elliot Point Elementary School, for a total amount of $25,400.00. The purchase is made through Tag-On Bid Annual Agreement for Indefinite Quantity Environmental Contracting Services, Escambia County School District. Funds will be paid from Capital Funds, Project 2313 Environmental/IAQ/T & B - District Wide. Copies of the quotes are attached. For additional information, please contact Steve Bolton, Director, Facilities Planning and Maintenance Support Services at (850) 689-7159. File Attachments NORTHSTAR QUOTE-BOB SIKES.pdf (219 KB) NORTHSTAR QUOTE-ELLIOT PT.pdf (216 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 : 8.17 Tag-On Bid RFQu 18-968-525 Bleacher Repair & Motorization, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Apr 19, 2018 - 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 tagging on to RFQu 18-968-525-MR Bleacher Repair & Motorization through Pinellas County Schools. Public Content Request approval to tag on to RFQu 18-968-525-MR Bleacher Repair & Motorization through Pinellas County Schools. The bid offers fixed prices and will 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 March 25, 2018 through March 24, 2019. A copy of the award tabulation is attached. For additional information, please contact Steve Bolton, Director, Facilities Planning and Maintenance Support Services at (850) 689-7159. File Attachments TAG-ON BID RFQu 18-968-525 BLEACHER REPAIR & MOTORIZATION.pdf (197 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 : 8.18 Exempted Purchase Over $25,000: Edgenuity, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Apr 19, 2018 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $507,195.00 Budgeted : Yes Budget Source : General Funds, Project 7110 SAI - Education Options Recommended Action : Motion to approve the three (3) year contract with Edgenuity in the amount of $507,195.00 to provide unlimited Virtual Classroom  and Web Administrator Site Licenses for all 6-12 sites and courses. The contract will be paid in three (3) annual installments of $169,065. Public Content Request approval of the three (3) year contract with Edgenuity in the amount of $507,195.00 to provide unlimited Virtual Classroom and Web Administrator Site Licenses for all 6-12 sites and courses. The contract is effective July 1, 2018 through June 30, 2021 and will be paid in three (3) annual installments of $169,065. Year one (1) will be paid from FY19 funds, year two (2) paid from FY20 and year three (3) paid from FY21 All funds will be paid from General Funds, Project 7110 SAI - Education Options. The purchase is exempt through 6A-1.012(11)(b). Copies of the quote and supporting documents are attached. For additional information, please contact Steve Horton, Assistant Superintendent, Information Systems at (850) 689-7184. File Attachments EDGENUITY QUOTE.pdf (5,068 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 : 8.19 Contract Change Order for Riggs Stadium Turf Replacement at Fort Walton Beach High School, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Apr 19, 2018 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $17,700.00 Budgeted : Yes Budget Source : Capital Funds, Project 2354 FWBHS - Stadium Turf Replace Recommended Action : Motion to approve the contract change order to FieldTurf USA, Inc. for Riggs Stadium Turf Replacement contract previously approved at the March 12, 2018 School Board Meeting. Public Content Request the School Board to approve a contract change order in the amount of $17,700 for Riggs Stadium Turf Replacement at Fort Walton Beach High School. The contract change order provides for adding 100 tons of finished stone to the foundation to ensure base planarity prior to installing the new turf. The original contract, approved by the School Board at the March 12, 2018 meeting, was for $407,474.30. The new revised contract amount including the change order is $425,174.30. Capital Outlay funds will be utilized to provide the required funding. A copy of the contract change order is attached. For additional information, please contact Steve Bolton, Director, Facilities Planning and Maintenance Support Services at (850) 689-7159. File Attachments FIELDTURF CONTRACT CHANGE ORDER.pdf (387 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 : 8.20 Agreement between the School Board of Okaloosa County and Clemons Rutherford & Associates, Inc., for the Educational Plant Survey and FISH Inventory  Validation, presented by Steve Bolton, Director, Facilities Planning and Maintenance, and recommended by the Superintendent for approval. Meeting : Apr 19, 2018 - Workshop Meeting Type : Action (Consent) Preferred Date : Apr 23, 2018 Absolute Date : Apr 23, 2018 Recommended Action : Motion to approve the Agreement between Clemons Rutherford & Associates and the School Board for an Educational School Plant Survey and FISH validation, in the amount of $49,920.00 Public Content Approval is requested to enter into an agreement with Clemons Rutherford and Associates, Inc. (CRA) for their services to provide an Educational Plant Survey and FISH validation. The scope of services/ tasks are outlined on Schedule I of the attached agreement. The Agreement is in the amount of $49,920. An educational Plant Survey is required at least once every five (5) years. The School district formally advertised RFQU 18-02 requesting proposals. The two firms submitting proposals were evaluated by a selection committee. The committee's recommendation was made to the School Board on March 12, 2018. The School Board approved contract negotiations with the highest ranked proposer Clemons Rutherford and Associates. File Attachments AGREEMENT BETWEEN CRA and OCSD 2018 with CRA signature.pdf (2,811 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 : 8.21 School Volunteer List, presented by Henry Kelley, Program Director of Community Affairs, and recommended by the Superintendent for approval. Meeting : Apr 19, 2018 - Workshop Meeting Type : Action (Consent) Fiscal Impact : No Recommended Action : Motion to approve the School Check-In report of Okaloosa School District volunteers. Public Content Attached is a School Check In report of Okaloosa District volunteers for approval. A sexual offender and predator screening has been conducted on each. For additional information, please contact Henry Kelley at 833-9999. File Attachments March 2018 Volunteers.pdf (222 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 : 8.22 Community Education: Summer Driver's Education Program, presented by Andy Johnson, Specialist, Safe Schools, Athletics & Discipline, and recommended by the Superintendent for approval. Meeting : Apr 19, 2018 - Workshop Meeting Type : Action (Consent) Preferred Date : Apr 23, 2018 Absolute Date : Apr 23, 2018 Fiscal Impact : No Recommended Action : Motion to approve 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 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 Costs: $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. Please contact Andy Johnson for additional information, 689-7198. 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 : 8.23 Exceptional Student Education Policies and Procedures Manual, presented by Melody Sommer, Program Director for Exceptional Student Education, and recommended by the Superintendent for approval Meeting : Apr 19, 2018 - Workshop Meeting Type : Action (Consent) Preferred Date : Apr 24, 2018 Absolute Date : Apr 24, 2018 Fiscal Impact : No Budgeted : No Budget Source : N/A Recommended Action : Motion to approve Exceptional Student Education Policies and Procedures Manual effective 2017-2018 through 2019-2020. Public Content The Special Programs and Procedures Manual outlines district procedures for Exceptional Student Education based on State Board Rule and the Code of Federal Regulations. This document requires approval by the State's Bureau of Exceptional Student Education and Student Services Department (BEESS) prior to local approval. For additional information, please contact Melody Sommer at 833-5899. File Attachments Special Programs and Procedures 207-18 through 2019-20.pdf (8,084 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 : 8.24 Cooperative Agreement between Florida Diagnostic Learning Resource System (FDLRS) FLDOE Discretionary Project and Escambia, Santa Rosa, and Okaloosa Counties, submitted by Melody Sommer, Program Director, Exceptional Student Education, and recommended by the Superintendent for approval. Meeting : Apr 19, 2018 - Workshop Meeting Type : Action (Consent) Preferred Date : Apr 24, 2018 Absolute Date : Apr 24, 2018 Fiscal Impact : Yes Dollar Amount : $1,085,520.00 Budgeted : Yes Budget Source : FLDOE Discretionary Project (Escambia County is fiscal agent) Recommended Action : Motion to approve the Cooperative Agreement between Florida Diagnostic Learning Resource System (FDLRS) FLDOE Discretionary Project and Escambia, Santa Rosa, and Okaloosa Counties. Public Content FDLRS Emerald Coast Associate Center provides diagnostic and learning resources for exceptional students, assists in educational evaluations, and facilitates the provision of instruction and services to exceptional students and their families. These funds benefit Escambia, Santa Rosa, and Okaloosa counties. The four functions of FDLRS are: Child Find, Human Resource Development, Parent Services, and Assistive Technology. The total dollar amount reflects services provided across all three districts, according to need. File Attachments FDLRS Cooperative Agreement 2018-19.pdf (3,976 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. 9. Superintendent's Human Resources Recommendations Subject : 9.1 Employees on Administrative Leave, presented by Marcus Chambers, Assistant Superintendent, Curriculum and Instruction, and recommended by the Superintendent for approval. Meeting : Apr 19, 2018 - Workshop Meeting Type : Information Public Content The following employees have been placed on/or removed from Administrative Leave: 117086 119403 120637 119852 121784 9. Superintendent's Human Resources Recommendations Subject : 9.2 Deferred Retirement Option Program (DROP), presented by Marcus Chambers, Assistant  Superintendent, Curriculum and Instruction, and recommended by the Superintendent for approval. Meeting : Apr 19, 2018 - Workshop Meeting Type : Information Public Content The purpose of this item is to present a list of employees who have elected to participate in the Deferred Retirement Option Program (DROP). File Attachments April 23, 2018 DROP Board Report.pdf (204 KB) 9. Superintendent's Human Resources Recommendations Subject : 9.3 Employment Separations, presented by Marcus Chambers, Assistant Superintendent, Curriculum and Instruction, and recommended by the Superintendent for approval. Meeting : Apr 19, 2018 - Workshop Meeting Type : Action 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 SeparationApril23rd 2018.pdf (44 KB) 9. Superintendent's Human Resources Recommendations Subject : 9.4 Personnel Recommendations, presented  by Marcus Chambers, Assistant Superintendent, Curriculum and Instruction, and recommended by the Superintendent for approval. Meeting : Apr 19, 2018 - Workshop Meeting Type : Action 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 education support positions or hired for substitute positions. File Attachments BOARD REPORT APRIL 23, 2018.pdf (6 KB) April 23, 2018 Ed Support Board Report.pdf (112 KB) 9. Superintendent's Human Resources Recommendations Subject : 9.5 Employee Transfers, presented by Marcus Chambers, Assistant Superintendent, Curriculum and Instruction, and recommended by the Superintendent for approval. Meeting : Apr 19, 2018 - Workshop Meeting Type : Action Recommended Action : Motion to approve employee transfers. Public Content The purpose of this item is to present a list of employees who have been transferred in instructional and education support positions. File Attachments April 23, 2018 Transfer Board Report.pdf (115 KB) 9. Superintendent's Human Resources Recommendations Subject : 9.6 Employee Suspension, presented by Marcus Chambers, Assistant Superintendent, Curriculum and Instruction, and recommended by the Superintendent for approval. Meeting : Apr 19, 2018 - Workshop Meeting Type : Action Recommended Action : Motion to approve the suspension of employee for a period of one (1) day. Public Content Suspension of the following employee: EID# 117086 9. Superintendent's Human Resources Recommendations Subject : 9.7 Reinstatement/ Reimbursement of sick leave due to line-of duty illness/ injury/medical examination, presented by Marcus Chambers, Assistant Superintendent, Curriculum and Instruction, and recommended by the Superintendent for approval. Meeting : Apr 19, 2018 - Workshop Meeting Type : Action 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. Suzzanne Barber, Pryor, 60.00 hours Kathleen Wilson, Edwins, 15.00 hours 9. Superintendent's Human Resources Recommendations Subject : 9.8 Leave Without Pay, presented by Marcus Chambers, Assistant Superintendent, Curriculum and Instruction, and recommended by the Superintendent for approval. Meeting : Apr 19, 2018 - Workshop Meeting Type : Action 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. 10. Discussion Agenda Subject : 10.1 Resolution No. 18-01, calling for a one-half cent per dollar sales surtax for a period of 10 years subject to approval in a referendum on the November 2018 general election ballot, presented by Mary Beth Jackson, Superintendent Meeting : Apr 19, 2018 - Workshop Meeting Type : Action Recommended Action : Motion to approve Resolution No. 18-01, calling for a one- half cent per dollar sales surtax for a period of 10 years subject to approval in a referendum on the November 2018 general election ballot. Public Content Resolution No. 18-01 is a resolution ordering and providing for the holding of a referendum on the November 2018 general election ballot to determine if the electors in the School District of Okaloosa County, Florida, approve the levy by the School Board of Okaloosa County, Florida of a one-half cent per dollar sales surtax for ten (10) years in order to finance a comprehensive plan to construct, replace, expand, and modernize school facilities and campuses countywide to include facility safety enhancements, and purchase equipment, including technology and school buses, land acquisition, and to service bond indebtedness therefor, if any; providing for proper notice of such election; providing certain other matters in connection therewith; and providing an effective date. File Attachments 18-01 Okaloosa County Surtax Resolution DRAFT.pdf (52 KB) Exhibit A to Resolution 18-01.pdf (101 KB) 10. Discussion Agenda Subject : 10.2 Items Moved from the Consent Agenda (if any) Meeting : Apr 19, 2018 - Workshop Meeting Type : Action 11. Construction Program/Owner's Representative's Business Subject : 11.1 Program Status Report by the Board's Representative to the Construction Program Meeting : Apr 19, 2018 - Workshop Meeting Type : Action, Information 12. Information Technology Seat Management Contract Subject : 12.1 Task Order No. 2-99, Okaloosa Technical College/ CHOICE High School, for 2 SALTO Doors, presented by  Dustin Keith, Specialist, Seat Management, and recommended by the Superintendent for approval. Meeting : Apr 19, 2018 - Workshop Meeting Type : Action Preferred Date : Apr 23, 2018 Absolute Date : Apr 23, 2018 Fiscal Impact : Yes Dollar Amount : $5,928.59 Budgeted : Yes Budget Source : OTC Adult Funds Recommended Action : Motion to approve Task Order No. 2-99, Okaloosa Technical College/CHOICE High School, for 2 SALTO Doors, in the amount of $5,928.59. Public Content Install 2 additional doors to existing SALTO system-connection to customer provided/installed electronic crash bars and lock power supplies, in the amount of $5,928.59. File Attachments OTC Choice 2 SALTO Doors, Task Order # 2-99.pdf (238 KB) 13. Attorney's Business Subject : 13.1 Consideration of recommendations, updates, requests, and pending legal matters Meeting : Apr 19, 2018 - Workshop Meeting Type : Action, Information Public Content The attorney to the Board may provide updates, recommendations, or make requests regarding legal matters. 14. Superintendent's Business Subject : 14.1 Out-of-State Student Trip Requests Approved by the Superintendent Meeting : Apr 19, 2018 - Workshop Meeting Type : Information Public Content Out-of-State student trip requests approved by the Superintendent. File Attachments 4-23-2018 Studenet Trip Requests.pdf (3,125 KB) 14. Superintendent's Business Subject : 14.2 Correspondence, requests and other matters addressed by the Superintendent Meeting : Apr 19, 2018 - Workshop Meeting Type : Action, Information Public Content The Superintendent may address correspondence, requests and other matters with the Board. 15. Board Members' Announcements/Request for Information Subject : 15.1 Appointments to the Okaloosa County Value Adjustment Board Meeting : Apr 19, 2018 - Workshop Meeting Type : Action Fiscal Impact : No 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 School 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 appointed. File Attachments 2018 Memo from VAB.pdf (183 KB) Explanation of appointed members.pdf (118 KB) 15. Board Members' Announcements/Request for Information Subject : 15.2 Board Members' Announcements/Request for Information Meeting : Apr 19, 2018 - Workshop Meeting Type : Action, Information Public Content Board Members may request information or address concerns and other matters. 16. Public Hearing Subject : 16.1 Public Hearing for adoption of new School Board Policy 1-25 Public Records Requests, presented by Eric Mitchell, Director, MIS, and recommended by the Superintendent for approval. Meeting : Apr 19, 2018 - Workshop Meeting Type : Action Preferred Date : Apr 23, 2018 Absolute Date : Apr 23, 2018 Fiscal Impact : No Recommended Action : Motion to approve adoption of new School Board Policy 1-25 Public Records Requests. File Attachments 01-25 Public Records Requests - Revised 03-05-18 (2).pdf (276 KB) 17. Adjournment Subject : 17.1 Adjournment of the meeting by the Chairman Meeting : Apr 19, 2018 - Workshop Meeting Type : 18. Public Notices Subject : 18.1 Notice of Student Disciplinary Hearing Meeting : Apr 19, 2018 - Workshop Meeting Type : Information Public Content NOTICE OF STUDENT DISCIPLINARY HEARING The School Board of Okaloosa County will conduct a Student Disciplinary Hearing on April 23, 2018, beginning at 5:15:p.m. or as soon thereafter as may be heard, in the Training Room at the School District Central Administration Complex, Niceville. In accordance with Florida law, this hearing may be closed to the press and public at the request of the parents of the affected student. 18. Public Notices Subject : 18.2 Notice of Public Hearing - 6:15 p.m. Meeting : Apr 19, 2018 - Workshop Meeting Type : Information Public Content NOTICE OF PUBLIC HEARING Notice is hereby given that the School Board of Okaloosa County will conduct a Public Hearing on April 23, 2018, beginning at 6:15 p.m. or as soon thereafter as may be heard, in the Training Room at the School District Central Administration Complex, Niceville. The purpose of the Hearing is to receive public input and consider approval of: • New School Board Policy 01-25 Public Records Requests Any interested party who decides to appeal any decision made by the Okaloosa County School Board with respect to any matter considered during this meeting, will need a record of 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 irrelevent evidence, nor does it authorize challenges or appeals not otherwise allowed by law. Any person requiring special accommodation at this meeting because of a disability or physical impairment should contact the Superintendent at (850) 689-7185 prior to this meeting. 18. Public Notices Subject : 18.3 Notice of Workshop Meeting : Apr 19, 2018 - Workshop Meeting Type : Information Public Content NOTICE OF WORKSHOP A Workshop on this Agenda will be held in the Training Room at the School District Central Administration Complex, Niceville, on April 19, 2018, beginning at 9:00 a.m. This meeting will be open to the press and public. 18. Public Notices Subject : 18.4 Public Notice Meeting : Apr 19, 2018 - 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 (850) 689-7185. 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.