Okaloosa County School Board — Workshop Meeting, October 18, 2018

Thursday, October 18, 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 : Oct 18, 2018 - Workshop Meeting Type : Procedural 2. Approval of Agenda Subject : 2.1 Changes to Agenda and Approval of Agenda Meeting : Oct 18, 2018 - Workshop Meeting Type : Action Recommended Action : Motion to approve the Agenda as amended: Consent Agenda: Added item 8.17 Service Agreement #19-66 Academic Staffing, Inc., for speech and language services on behalf of Exceptional Student Education. 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 : Oct 18, 2018 - Workshop Meeting Type : Information 7. Committee and Staff Reports (Workshop Only) Subject : 7.1 In-County Travel paid for the period of September 20 – October 3, 2018, presented by Rita R. Scallan, Chief Financial Officer Meeting : Oct 18, 2018 - Workshop Meeting Type : Report Public Content In-County Travel paid for the period of September 20 – October 3, 2018, presented by Rita R. Scallan, Chief Financial Officer File Attachments In-County Travel Sept 20 - Oct 3.pdf (15 KB) 7. Committee and Staff Reports (Workshop Only) Subject : 7.2 Out-of-County Travel paid for the period of September 20 – October 3, 2018, presented by Rita R. Scallan, Chief Financial Officer Meeting : Oct 18, 2018 - Workshop Meeting Type : Report Public Content Out-of-County Travel paid for the period of September 20 – October 3, 2018, presented by Rita R. Scallan, Chief Financial Officer File Attachments Out-of-County Travel Sept 20 - Oct 3.pdf (14 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 : Oct 18, 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 or schools at a value less than $5,000 for the third quarter of 2018, July through September. 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 - JUL - SEPT 2018.pdf (11 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 : Oct 18, 2018 - Workshop Meeting Type : Information Public Content This report contains information regarding Service Agreements entered into by the district or schools at a value less than the $5,000 threshold for Internal Funds and $2,500 for Budgetary Funds for the third quarter of 2018, July through September. 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- JULY THRU SEPT. 2018.pdf (28 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 : Oct 18, 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 third quarter of 2018, July through September. 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 JULY THRU SEPT 2018-2019 SCHOOL YEAR.PDF (33 KB) 8. Consent Agenda Subject : 8.1 Approval of the Consent Agenda Meeting : Oct 18, 2018 - Workshop Meeting Type : Action (Consent) Recommended Action : Motion to approve the Consent Agenda as amended 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 Special Meeting of October 2 and 3, 2018; Minutes of Workshop Meeting of October 4, 2018, recommended by the Superintendent for approval. Meeting : Oct 18, 2018 - Workshop Meeting Type : Action (Consent) Preferred Date : Oct 22, 2018 Absolute Date : Oct 22, 2018 Fiscal Impact : No Recommended Action : Motion to approve the Minutes of the Special Meeting of October 2 and 3, 2018; Minutes of Workshop Meeting of October 4, 2018. File Attachments 10-2 & 10-3 2018 DRAFT Special Meeting.pdf (258 KB) 10-4-18 Workshop Minutes - DRAFT.pdf (246 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 3 School Board Member Capital Outlay Funds to Choctawhatchee High School for lockers for the boys basketball program in the amount of $15,000.00, presented by Rodney Walker and recommended by the Superintendent for approval. Meeting : Oct 18, 2018 - Workshop Meeting Type : Action (Consent) Preferred Date : Oct 22, 2018 Absolute Date : Oct 22, 2018 Fiscal Impact : Yes Dollar Amount : $15,000.00 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 Choctawhatchee High School for lockers for the boys basketball program in the amount of $15,000.00. Public Content District 3 School Board Member Capital Outlay Funds will be appropriated to Choctawhatchee High School for lockers for the basketball program in the amount of $15,000.00. Consent Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of the Board by a single motion. Documentation concerning these items have been provided to all Board members and the public in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member. 8. Consent Agenda Subject : 8.4 Invoices to be approved for payment, presented by Rita R. Scallan, Chief Financial Officer, and recommended by the Superintendent for approval Meeting : Oct 18, 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 10.22.18.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 : 8.5 School Donations presented by Rita R. Scallan, Chief Financial Officer, and recommended by the Superintendent for approval. Meeting : Oct 18, 2018 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $21,950.00 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-2018-10-22.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 : 8.6 Payroll Warrant Register and Accounts Payable Warrant Register for September 2018, totaling $22,455,261.23 and Bank Transfers for September 2018, totaling $10,370,000.00 presented by Rita R. Scallan, Chief Financial Officer, and recommended by the Superintendent for approval. Meeting : Oct 18, 2018 - Workshop Meeting Type : Action (Consent) Recommended Action : Motion to approve Warrants in the amount of $22,455,261.23 and Bank Transfers in the amount of $10,370,000.00. Public Content Pursuant to Florida Statute 1001.42, Payroll Warrant Register and Accounts Payable Warrant Register for September 2018, totaling $22,455,261.23; and Bank Transfers for September 2018, totaling $10,370,000.00, presented by Rita R. Scallan, Chief Financial Officer, and recommended by the Superintendent for approval. File Attachments 03 - MIS 3478 - Warrant Register - September 2018.pdf (547 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 ITB 19-04 Emergency Bid for Installation of New Sewer and Drain Lines, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Oct 18, 2018 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $47,200.00 Budgeted : Yes Budget Source : Capital Funds, Project 3331 Pryor - RR Replumbed Locker Recommended Action : Motion to approve Emergency Bid ITB 19-04 Installation of New Sewer and Drain Lines for Pryor Middle School. The awarded vendor is Harold Gaines, LLC in the amount of $47,200.00. Emergency Bid procedures per School Board Policy 2- 17(A)(12) were used for this solicitation due to sewage overflow  occurring in the men's and women's restrooms located in the gymnasium causing the closure of the restrooms and locker rooms. For the safety of the students and staff the sewer line needed to be repaired as soon as possible requiring the installation of new sewer and drain lines. Public Content Request approval of Emergency Bid ITB 19-04 Installation of New Sewer and Drain Lines for Pryor Middle School. The awarded vendor is Harold Gaines, LLC in the amount of $47,200.00. Emergency Bid procedures per School Board Policy 2-17(A)(12) were used for this solicitation due to sewage overflow occurring in the men's and women's restrooms located in the gymnasium causing the closure of the restrooms and locker rooms. For the safety of the students and staff the sewer line needed to be repaired as soon as possible requiring the installation of new sewer and drain lines. Funding will be paid from Capital Funds, Project 3331 Pryor - RR Replumbed Locker. Copies of the Request for Approval letter, Bid document and Amendment are attached. For additional information, please contact Steve Bolton, Director, Facilities Planning and Maintenance Support Services at (850) 689- 7159. File Attachments REQUEST FOR APPROVAL.pdf (365 KB) ITB 19-04 BID DOCUMENT.pdf (2,117 KB) ITB 19-04 AMENDMENT.PDF (39 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 Renewal of Tag-On Bid 16-0025- MR R1 Park and Playground Equipment, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Oct 18, 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 16-0025 MR R1 Park and  Playground Equipment through School District of Manatee County. Public Content Request approval of the renewal of Tag-On Bid 16-0025-MR R1 Park and Playground Equipment through School Board of Manatee County. The bid is based on fixed prices through multiple vendors and will be used on an as needed basis. The contract is effective through September 9, 2019. Funding will vary. A copy of the renewal documentation is attached. For additional information, please contact Steve Bolton, Director, Facilities Planning and Maintenance Support Services at (850) 689- 7159. File Attachments RENEWAL OF 16-0025-MR RQ PARK AND PLAYGROUND EQUIPMENT.pdf (59 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 Amended Award of ITB 17-01 Fuels: Gasoline and Diesel Contract, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Oct 18, 2018 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $7,144.50 Budgeted : Yes Budget Source : General Funds Recommended Action : Motion to approve the termination of ITB 17-01 Fuels: Gasoline and Diesel Contract with James River Solutions, LLC, effective November 9, 2018 and award the remaining contract term to Mansfield Oil Company of Gainesville, Inc., effective October 23, 2018. Public Content Request approval to terminate ITB 17-01 Fuels: Gasoline and Diesel Contract with James River Solutions, LLC, effective November 9, 2018 and award the remaining contract term to Mansfield Oil Company of Gainesville, Inc., the next overall lowest responsive and responsible bidder, effective October 23, 2018 through March 11, 2019. The contract wil be renewable on an annual basis thereafter, upon mutual agreement of the District and the Contractor, for up to three (3) additional twelve (12) month periods at the same terms and conditions. The contract is for the purchase and delivery of gasoline and diesel fuels on an as needed basis at a fixed fee added to the Oil Price Information Service (OPIS) weekly rack average, Pensacola, Florida PAD 1 Terminal cost per gallon. The annual increase in cost is estimated at $7,144.50 based on actual orders. Copies of the Notice of Termination letter from James River Solutions, LLC, amended award tabulation, and the proposed agreement with Mansfield Oil Company of Gainesville, Inc. are attached. For additional information, please contact Vince Windham, Program Director, Purchasing at (850) 833-5846. File Attachments School Board of Okaloosa County Termination Letter.pdf (330 KB) ITB17-01_AMENDED AWARD RECOMMENDATION_10-15-18.pdf (79 KB) Signed Agreement with Exhibits - Mansfield Oil 10-15-18.pdf (2,953 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 Service Agreement #19-64 Pat Ell, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Oct 18, 2018 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $7,638.00 Budgeted : Yes Budget Source : Special Revenue, Project 9412 Title IX - Homeless Children Recommended Action : Motion to approve Service Agreement #19-64 Pat Ell in the amount of $7,638.00. Public Content Request Approval of Service Agreement #19-64 between Pat Ell and The School Board of Okaloosa County, FL, on behalf of the Title IX Part A Program. The Provider will collaborate with local agencies and community providers on behalf of the Homeless student population, as well as provide education, special programs, training and other resources available to parents of students in transition. The Provider will be paid $19.00 per hour for up to 402 hours, for a total contract amount not to exceed $7,638.00. The contract is effective October 23, 2018 through June 30, 2019. Funding will be paid from Special Revenue, Project 9412 Title IX - Homeless Children. A copy of the agreement is attached. For additional information, please contact Amy Dale, Specialist, Title I/Title IX Part A at (850) 301-3008. File Attachments SA# 19-64.PDF (98 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 Purchase of extreme network gear replacement (ERATE) from PC Solutions & Integration, Inc.. presented by Eric Mitchell, Director, MIS and Instructional Technology, and recommended by the Superintendent for approval. Meeting : Oct 18, 2018 - Workshop Meeting Type : Action (Consent) Preferred Date : Oct 22, 2018 Absolute Date : Oct 22, 2018 Fiscal Impact : Yes Dollar Amount : $271,450.20 Budgeted : Yes Budget Source : Digital Classroom Project Recommended Action : Approval of purchase of extreme network gear replacement (ERATE) from PC Solutions & Integration, Inc., in the amount of $678,625.50. Public Content This is a request for the School Board to authorize the purchase of $678,625.50 from PCS for Extreme network gear for schools. This is a second round of funding from ERATE Category 2. Please note that ERATE will pay the the difference of $407,175.30 directly to PCS and the School Board's commitment is only $271, 450.20. Installation and Support contract (also budgeted) will be at a later meeting. This is coming first to lock in prices prior to new tariff price changes. This purchase is through bid number ITB 16-04 Network Infrastructure Equipment E-Rate which was board approved March 14, 2016 and last renewed on Apr 9, 2018. For additional information, please contact Eric Mitchell, 689-7184. File Attachments USAC_FCC_FORM_471_APPLICATION_181039206_CERTIFIED (3).pdf (117 KB) PC Solutions & Integration, Inc. Funding Commitment Decision Letter.pdf (25 KB) Q54721-erate 2018 rev 10-12-2018.pdf (178 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 Sale and Disposal of Surplus Property, presented by Steve Bolton, Director, Facilities Planning and Maintenance, and recommended by the Superintendent for approval. Meeting : Oct 18, 2018 - Workshop Meeting Type : Action (Consent) Preferred Date : Oct 22, 2018 Absolute Date : Oct 22, 2018 Recommended Action : Motion to approve the sale and disposal of the property listed on the attached surplus list dated October22, 2018. Public Content Approval is requested for the sale and disposal of the property described on the attached list dated October 22, 2018. These items will be sold through the Board approved On-line Auction Program. Please contact Steve Bolton for additional information, 689-7159 File Attachments Surplus Property list for October 22, 2018 Board Meeting.pdf (208 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 School Volunteer List, presented by Henry Kelley, Program Director, Community Affairs, and recommended by the Superintendent for approval. Meeting : Oct 18, 2018 - Workshop Meeting Type : Action (Consent) Preferred Date : Oct 22, 2018 Absolute Date : Oct 22, 2018 Fiscal Impact : No Recommended Action : Motion to approve the Raptor Technologies report of Okaloosa School District volunteers. Public Content Attached is a Raptor Technologies 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 Volunteer List July- September 2018.pdf (1,090 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 Florida Safe Schools Assessment Report, presented by Andy Johnson, Program Director, Safe Schools, Athletics and Discipline, and recommended by the Superintendent for approval. Meeting : Oct 18, 2018 - Workshop Meeting  Type : Action (Consent) Preferred Date : Oct 22, 2018 Absolute Date : Oct 22, 2018 Fiscal Impact : No Recommended Action : Motion to approve the 2018-2019 Florida Safe Schools Report that will be sent to the Florida Department of Education. Public Content The Florida Safe Schools Report is a self assessment of the Okaloosa County School District's safety and security practices. This annual report assess safety policies and procedures currently in place within multiple departments of the School District. For additional information, contact Andy Johnson at 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 : 8.15 2018-2019 SAC Membership for Okaloosa County Schools, presented by Denise McLaughlin, Specialist, Professional Development, and recommended by the Superintendent for approval. Meeting : Oct 18, 2018 - Workshop Meeting Type : Action (Consent) Recommended Action : Motion to approve the 2018-2019 SAC Membership for Okaloosa County Schools. Public Content School Advisory Councils are required to submit their membership annually and have it board approved. For additional information please contact Denise McLaughlin at 833-4208. File Attachments MIS 1411 Antioch to Laurel Hill 2.pdf (4,434 KB) MIS 1411 Lewis to Wright 2.pdf (5,114 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. 8. Consent Agenda Subject : 8.16 School Performance Plans(SPP)/School Improvement Plans(SIP) for 2018-2019, presented by Marcus Chambers, Assistant Superintendent, Curriculum & Instruction, and recommended by the Superintendent for approval. Meeting : Oct 18, 2018 - Workshop Meeting Type : Action (Consent) Recommended Action : Motion to approve the 2018-2019 School Performance Plans (SPP)/School Improvement Plans (SIP) for all Okaloosa County Schools. Public Content Each school has submitted a School Performance Plan/School Improvement Plan for the 2018-2019 school year based on the attached guidelines and timeline. Most schools have elected to use the district template approved by the FLDOE, while Silver Sands School, Okaloosa Technical College - CHOICE High School and Emerald Coast Career Institute North have elected to use the state template. A notebook of all SPPs will be maintained in the Assistant Superintendent of Curriculum's office. School Performance Plans (SPPs) and School Improvement Plans (SIPs) will be filed electronically. You may request a hard copy of any school's SPP or SIP by contacting Amber Floyd at 833-3191. For more information on the SPPs you may contact Sheila Lightbourne or Jeff Palmer at 833-4208. File Attachments Elementary School SPPs 2018.pdf (13,666 KB) Middle School SPPs 2018.pdf (6,451 KB) K-12 - Community Schools 2018.pdf (8,258 KB) High School SPPs 2018.pdf (2,507 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 Service Agreement #19-66 Academic Staffing, Inc., presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Oct 18, 2018 - Workshop Meeting Type : Action (Consent) Preferred Date : Oct 22, 2018 Absolute Date : Oct 22, 2018 Fiscal Impact : Yes Dollar Amount : $128,640.00 Budgeted : Yes Budget Source : General Funds, Project 3008 School Instructional Contracts-District Fund Recommended Action : Motion to approve Service Agreement #19-66 Academic Staffing, Inc., to provide speech and language services, on behalf of Exceptional Student Education, for a total contract amount not to exceed $128,640.00. This agreement commences October 23, 2018 and terminates July 31, 2019. Public Content The Provider will provide Speech and Language Therapy Services on behalf of the Exceptional Student Education Department. The Provider will be paid $64.00 per hour for two (2) Speech and Language Pathologists to work 1005 hours each for a total of 2,010 hours, for a total contract amount not to exceed $128,640.00. Funds will be paid from General Funds, Project 3008 SCHL INSTR CONTRACTS-DIST FUND. The contract is effective October 23, 2018 through July 31, 2019. A copy of the agreement is attached. This item is considered an added emergency item due to the District’s current shortage of speech and language pathologists. Approval of this item will allow speech and language services to begin immediately. For additional information, please contact Melody Sommer, Program Director, Exceptional Student Education (ESE) at (850) 833-3164. File Attachments ESE DEPT. SA# 19-66 ACADEMIC STAFFING, INC..pdf (53 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 Deferred Retirement Option Program (DROP), presented by Marcus Chambers, Assistant Superintendent, Curriculum and Instruction. Meeting : Oct 18, 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). For more information, contact Marcus Chambers at 850-833-5801. File Attachments DROP.pdf (54 KB) 9. Superintendent's Human Resources Recommendations Subject : 9.2 Forgiveness of days for employees on October 9-11, 2018 due to Hurricane Michael, presented by Marcus Chambers, Assistant Superintendent, Curriculum and Instruction and recommended by the Superintendent for approval. Meeting : Oct 18, 2018 - Workshop Meeting Type : Action Recommended Action : Motion to approve the forgiveness days for employees for October 9-11, 2018 due to Hurricane Michael. Public Content The Superintendent is recommending the attached payroll procedures for the school closings during Hurricane Michael. File Attachments Hurricane Michael.pdf (292 KB) 9. Superintendent's Human Resources Recommendations Subject : 9.3 Personnel Recommendations, presented by Marcus Chambers, Assistant Superintendent, Curriculum and Instruction, and recommended by the Superintendent for approval. Meeting : Oct 18, 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 in the instructional and education support positions or hired for substitute positions. For more information, contact Marcus Chambers at 850-833-5801. File Attachments BOARD REPORT OCTOBER 22, 2018.pdf (9 KB) October 22, 2018 Ed Support Board Report.pdf (113 KB) October 22, 2018 Instructional New Hire Board Report.pdf (109 KB) 9. Superintendent's Human Resources Recommendations Subject : 9.4 Employment Separations, presented by Marcus Chambers, Assistant Superintendent, Curriculum and Instruction, and recommended by the Superintendent for approval. Meeting : Oct 18, 2018 - Workshop Meeting Type : Action Recommended Action : Motion to approve employment separations. Public Content Attached is a list of employees who resigned/retired from the Okaloosa County School District. For more information, contact Marcus Chambers at 850-833-5801. File Attachments SEPARATIONS.pdf (87 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 : Oct 18, 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.For more information, contact Marcus Chambers at 850-833-5801. File Attachments October 22, 2018 Transfer Board Report.pdf (119 KB) 9. Superintendent's Human Resources Recommendations Subject : 9.6 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 : Oct 18, 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. Salvalas Caldwell, OTC, 75.00 hours Elizabeth Clary, Pryor, 75.00 hours Carol Wright, Southside, 1.50 hours For more information, contact Marcus Chambers at 850-833-5801. 9. Superintendent's Human Resources Recommendations Subject : 9.7 Leave Without Pay, presented by Marcus Chambers, Assistant Superintendent, Curriculum and Instruction, and recommended by the Superintendent for approval. Meeting : Oct 18, 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. For more information, contact Marcus Chambers at 850-833-5801. 10. Discussion Agenda Subject : 10.1 RFQU 19-01 Construction Total Program Management (TPM) Services, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. (Tabled at the Regular Meeting of October 8, 2018) Meeting : Oct 18, 2018 - Workshop Meeting Type : Action Fiscal Impact : No Budgeted : No Recommended Action : Motion to approve the evaluation committee's recommendation to enter into contract negotiations with Jacobs/L-3, a Joint Venture, the highest ranked respondent of RFQU 19-01 Construction Total Program Management (TPM) Services. Public Content Request approval of the evaluation committee's ranking of Jacobs/L-3, a Joint Venture as the highest ranked respondent for RFQU 19- 01 Construction Total Program Management (TPM) Services. The evaluation committee recommends entering into contract negotiations with Jacobs/L-3, a Joint Venture. Copies of the RFQU Committee Recommendation, the minutes from the committee meetings, and the Request for Qualifications document are attached. For additional information, please contact Vince Windham, Program Director, Purchasing at (850) 833-7668 or Rodney Walker, Committee Chair at (850) 833-5895. File Attachments RFQU19-01 Committee Recommendation.pdf (16 KB) RFQU19-01_Final.pdf (1,061 KB) Minutes 9-19-2018 RFQU 19-01 Construction TPM.PDF (443 KB) Minutes 9-26-2018 - RFQU 19-01 Construction TPM.pdf (154 KB) 10. Discussion Agenda Subject : 10.2 Tag-On Bid Over $25,000: Alan Jay Fleet Sales, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. ((Tabled at the Regular Meeting of October 8, 2018) Meeting : Oct 18, 2018 - Workshop Meeting Type : Action Fiscal Impact : Yes Dollar Amount : $191,420.00 Budgeted : Yes Budget Source : Capital Funds, Project 0369 Districtwide Maintenance Vehicle Recommended Action : Motion to approve the purchase of five (5) vehicles for Maintenance Support Services from Alan Jay Fleet Sales for a grand total of $191,420.00. Public Content Request approval to purchase five (5) vehicles for Maintenance Support Services from Alan Jay Fleet Sales, three (3) ultility service trucks in the amount of $31,434.00 each and two (2) gooseneck trucks in the amount of $48,559.00 each, for a grand total of $191,420.00. The purchases are made through Sourcewell Contract #2019-120716-NAF. Funding will be paid from Capital Funds, Project 0369. 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 ALAN JAY QUOTES.pdf (165 KB) 10. Discussion Agenda Subject : 10.3 Tag-On Bid Purchase Over $25,000: Jerry Pate Turf & Irrigation, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. (Tabled at the Regular Meeting of October 8, 2018) Meeting : Oct 18, 2018 - Workshop Meeting Type : Action Fiscal Impact : Yes Dollar Amount : $50,005.78 Budgeted : Yes Budget Source : Capital Funds, Project 2386 District Department Equipment Recommended Action : Motion to approve the purchase of equipment from Jerry Pate Turf & Irrigation in the amount of $50,005.78. Public Content Request approval to purchase equipment from Jerry Pate Turf & Irrigation in the amount of $50,005.78. The purchase is made from National IPA Contract R141201. Funds will be paid from Capital Funds, Project 2386 District Department Equipment . 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 JERRY PATE QUOTE.pdf (44 KB) 10. Discussion Agenda Subject : 10.4 Items Moved from the Consent Agenda (if any) Meeting : Oct 18, 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 : Oct 18, 2018 - Workshop Meeting Type : Action, Information 12. Information Technology Seat Management Contract Subject : 12.1 CACI Task Order No. 2-121, Fort Walton Beach High School, for the installation of data drops, presented by Dustin Keith, Specialist, Seat Management, and recommended by the Superintendent for approval. Meeting : Oct 18, 2018 - Workshop Meeting Type : Action Preferred Date : Oct 22, 2018 Absolute Date : Oct 22, 2018 Fiscal Impact : Yes Dollar Amount : $6,100.80 Budgeted : Yes Budget Source : Fort Walton Beach High School CAPE funds. Recommended Action : Motion to approve CACI Task Order No. 2-121, Fort Walton Beach High School, for the installation of data drops. Public Content Install (4) data drops on the outside of the (8) existing power poles in the Lab for a total of (32) data drops. For additional information please contact Dustin Keith @ (850)689-7184. File Attachments Fort Walton Beach HS Task Order 2-121.pdf (235 KB) 13. Attorney's Business Subject : 13.1 Consideration of recommendations, updates, requests, and pending legal matters Meeting : Oct 18, 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 : Oct 18, 2018 - Workshop Meeting Type : Information Public Content Out-of-State student field trips approved by the Superintendent. File Attachments 10-22-2018 Student Trip Requests.pdf (39 KB) 14. Superintendent's Business Subject : 14.2 Correspondence, requests and other matters addressed by the Superintendent Meeting : Oct 18, 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 Board Members' Announcements/Request for Information Meeting : Oct 18, 2018 - Workshop Meeting Type : Action, Information Public Content Board Members may request information or address concerns and other matters. 16. Public Comment Subject : 16.1 Members of the public desiring to address the School Board - Form MIS 5241 Public Input and/or Discussion of Agenda Items Meeting : Oct 18, 2018 - Workshop Meeting Type : Information 17. Public Hearing Subject : 17.1 Public Hearing for adoption of revised School Board Policy 03-14 Home Education, presented by Steve Horton, Assistant Superintendent, MIS, and recommend by the Superintendent for approval. Meeting : Oct 18, 2018 - Workshop Meeting Type : Action Fiscal Impact : No Recommended Action : Motion to approve revised School Board Policy 03-14 Home Education. Public Content A Public Hearing will be held to receive public input and consider approval of revised School Board Policy 03-14 Home Education. Revisions to the policy update the responsibilities of parents/guardians of home education students in accordance with Florida law and to technical amendments or clarification to the exiting rule. Please contact Steve Horton for additional information, 689-7184. File Attachments 03-14 Home Education - Redlined - 8-28-2018.pdf (133 KB) 17. Public Hearing Subject : 17.2 Public Hearing for adoption of a new job description for Assistant Route Coordinator-Transportation, presented by Lindsay Maxey, Program Director, Human Resources, and recommended by the Superintendent for approval. Meeting : Oct 18, 2018 - Workshop Meeting Type : Action Recommended Action : Motion to approve new job description for Assistant Route Coordinator- Transportation, presented by Lindsay  Maxey, Program Director, Human Resources. Public Content A Public Hearing will be held to receive public input and consider approval of new job description for Assistant Route Coordinator- Transportation. The goal of the position of Assistant Route Coordinator, Transportation is to assist Transportation Administrators and the Route Coordinator in administering the school operation section of the transportation program efficiently and to the ultimate benefit of each individual student. Please contact Lindsay Maxey for additional information, 833-5814. File Attachments Assistant Route Coordinator - Transportation - PH 10-22-18.pdf (53 KB) 18. Adjournment Subject : 18.1 Adjournment of the meeting by the Chairman Meeting : Oct 18, 2018 - Workshop Meeting Type : 19. Public Notices Subject : 19.1 Notice of Workshop Meeting : Oct 18, 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 October 18, 2018, beginning at 9:00 a.m. This meeting will be open to the press and public. 19. Public Notices Subject : 19.2 Notice of Public Hearing - 6:15 p.m. Meeting : Oct 18, 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 (date), beginning at (time) 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 the following: Revised School Board Policy 03-14 Home Education New Job Description for Assistant Route Coordinator-Transportation 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. 19. Public Notices Subject : 19.3 Public Notice Meeting : Oct 18, 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.