Okaloosa County School Board — Workshop Meeting, December 8, 2022 — reading text

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 School Donations, presented by Julie Perry, Chief Financial Officer, and recommended by the Superintendent for approval. Meeting : Dec 8, 2022 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $53,699.60 Budgeted : No Budget Source : Donations Recommended Action : Motion to approve School Donations. Public Content Okaloosa County Schools periodically receives donations over $500.00 from public, private, and anonymous donors. These donations are reported to the School Board for approval/acknowledgement through the Finance Department. Donor(s) specify in writing the name of the school(s) and how they want the donation to be used at that school(s). Donations have assisted Okaloosa County students in many programs, such as Booster Clubs, Band Programs, travel for state competitions, Culinary Programs, Leadership Projects, Softball Programs, and classroom supplies. File Attachments Donations-2022-12-12.pdf (125 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 Payroll Warrant Register and Accounts Payable Warrant Register for October 2022, totaling $23,698,403.44; and Bank Transfers for October 2022, totaling $10,415,000.00, presented by Julie Perry, Chief Financial Officer, and recommended by the Superintendent for approval. Meeting : Dec 8, 2022 - Workshop Meeting Type : Action (Consent) Recommended Action : Motion to approve Warrants in the amount of $23,698,403.44 and Bank Transfers in the amount of $10,415,000.00. Public Content Pursuant to Florida Statute 1001.42, the Payroll Warrant Register and Accounts Payable Warrant Register for October 2022, totaling $23,698,403.44; and Bank Transfers for October 2022, totaling $10,415,000.00 are being presented to the School Board. File Attachments 04 - MIS 3478 - Warrant Register - October 2022.pdf (162 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 Establish Lula J. Edge Elementary Parent Leaders Association, Inc., presented by Julie Perry, Chief Financial Officer, and recommended by the Superintendent for approval. Meeting : Dec 8, 2022 - Workshop Meeting Type : Action (Consent) Fiscal Impact : No Recommended Action : Motion to approve establishment of Lula J. Edge Elementary Parent Leaders Association, Inc. (Edge PLA), a non-profit corporation. Public Content Edge Elementary School's current PTO organization accounts for its funds as part of the school's Internal Funds accounts. This organization has obtained a separate tax identification number as a non-profit corporation under the name of Lula J. Edge Elementary Parent Leaders Association, Inc., (Edge PLA) and is requesting to become a School Board recognized organization that is allowed to raise funds for Edge Elementary School and keep those funds separate from Edge Elementary School's Internal Funds. Any funds currently in Edge Elementary School's Internal Funds account will remain in trust accounts for Edge PLA's use. If approved, future funds raised will be kept in a separate account under the control of Edge PLA following the attached by-laws. These by-laws incorporate the following requirements specified in the School Board of Okaloosa County Internal Funds Accounting Manual: 1. School support organizations may account for their funds outside the internal accounts of the school if the following conditions are met: a. Maintain separate tax identification number and one bank account.  b. Adopt by-laws which shall be approved by the school principal and the School Board. By-laws shall include a provision for an annual audit of funds. c. Provide annual budget, list of officers, and list of check signers to principal at the beginning of each school year. d. May not use the school’s tax-exempt certificate. e. Maintain adequate, auditable financial records at all times. f. Require signatures of two elected officers on all checks. Persons authorized to sign may not be related nor live in the same house. g. Follow District fundraiser approval procedures. h. Ensure that bank statements are sent to the organization at the school’s address. i. Provide monthly financial reports to the school principal in the format prescribed by the principal to include, at a minimum, details of revenue and expenses. j. Annually provide the principal a copy of the financial statement audit. The financial statement audit must be performed in accordance with generally accepted auditing standards and be consistent with The Financial and Program Cost Accounting and Reporting for Florida Schools Manual (“Red Book”) and the Okaloosa County School District Internal Funds Manual. The financial statement audit must be prepared by a CPA licensed in the State of Florida and delivered to the principal within 120 days of the fiscal year end. k. While on duty, School Board employees cannot handle money that is collected for the organization, including fundraisers. File Attachments Edge PLA 2022 By Laws - Nov 30 2022.pdf (78 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 Renewal of ITB 20-08 HVAC Equipment & Parts, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Dec 8, 2022 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Budgeted : Yes Budget Source : District Funds Recommended Action : Motion to approve the renewal of ITB 20-08 HVAC Equipment & Parts, effective through December 9, 2023. Public Content Request approval to renew ITB 20-08 HVAC Equipment & Parts. The awarded vendors are Baker Distributing Company and Wittichen Supply Company, based on fixed pricing per awarded item. Funds will be paid from District Funds, and the contract is effective through December 9, 2023. A copy of the renewal documents are attached. For additional information, please contact Steve Bolton, Program Director, Maintenance Support Services, at (850) 689-7159. File Attachments RENEWAL DOCUMENTS -ITB 20-08.pdf (523 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 Renewal of Tag-On Bid: Annual Agreement for Portable Moving Services, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Dec 8, 2022 - Workshop Meeting Type : Action (Consent) Preferred Date : Dec 12, 2022 Absolute Date : Dec 12, 2022 Fiscal Impact : Yes Budgeted : Yes Budget Source : Capital Funds, Project 2353 DW- Portable Repairs & Relocation Recommended Action : Motion to approve the renewal of Tag- On Bid Annual Agreement for Portable Moving Services, through Escambia County School District, effective through November 16, 2023. Public Content Request approval to renew the Tag-On Bid Annual Agreement for Portable Moving Services, through Escambia County School District, based on fixed pricing, and will be used as needed. The awarded vendor is Ducky Johnson House Movers, Inc. Funding will be paid from Capital Funds, Project 2353 DW-Portable Repairs & Relocation. The contract is effective through November 16, 2023, and a copies of the renewal documents are attached. For