Okaloosa County School Board — Workshop Meeting, March 27, 2023 — reading text

estimated revenues and appropriations. The amendments are results of various factors including: increases or decreases in estimated revenues to more accurately reflect revenues, and increases or decreases in appropriations to more accurately reflect estimated expenditures and/or better utilize funds for schools, departments, and projects. These amendments facilitate district operations to occur in a positive manner. These amendments properly reflect the estimated revenue and appropriations. The amendments show the estimated revenue and appropriations for each fund and provide a description of the amendments. Required by S.B.E. rule 6A-1.006. New Revenue Appropriated/(Adjusted) During the Month of February 2023: General Fund $(13,441,709.47) Debt Service Funds 60.45 Capital Project Funds 196,133.19 Other Special Revenue Funds - Federal 0.00 Other Special Revenue Funds - Food Service 14,377.60 Internal Service Funds (Self-Insured Medical) 24,000,405.00 Total - All Funds $ 10,769,266.77 Notes: 1. The estimated budget for Other Special Revenue Funds - Miscellaneous (Internal Funds) was estimated to be $10.0 million in the District Summary Budget. This was an entry for District Summary Budget purposes only. Internal Funds are accounted for on a cash basis in a separate software program - School Funds Online. The estimated budget will not be adjusted through the year. The actual revenue and expenditures for Internal Funds will be reported on the Annual Financial Report at year end and through the Internal Funds audit process. 2. Projected Family Empowerment Scholarships were allocated to Function 5100 in the General Fund at the beginning of the fiscal year. When the 3rd FEFP was received from DOE, the Family Empowerment Scholarship funds were moved from Function 5100 - Basic Education to Function 9890 - FTE Reserves in order to facilitate the revenue reduction required. File Attachments !BA 06 - Feb 2023.pdf (753 KB) Consent Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of the Board by a single motion. Documentation concerning these items have been provided to all Board members and the public in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member. 7. Consent Agenda Subject : 7.9 Monthly Financial Statement for February 2023, presented by Julie Perry, Chief Financial Officer, and recommended by the Superintendent for approval. Meeting : Mar 27, 2023 - Workshop Meeting Type : Action (Consent) Preferred Date : Mar 27, 2023 Absolute Date : Mar 27, 2023 Fiscal Impact : No Recommended Action : Motion to approve Monthly Financial Statement for February 2023. Public Content The financial statement for the month ending February 28, 2023, is being submitted for use and consideration of the School Board as required by S.B.E. Rule 6A-1.008. File Attachments Financial Statement 2023-02.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. 7. Consent Agenda Subject : 7.10 Invoices to be approved for payment, presented by Julie Perry, Chief Financial Officer, and recommended by the Superintendent for approval. Meeting : Mar 27, 2023 - 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 Julie Perry, Chief Financial Officer, and recommended by the Superintendent for approval. File Attachments Board Bills 3-27-23.pdf (29 KB) Consent Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of the Board by a single motion. Documentation concerning these items have been provided to all Board members and the public in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member. 7. Consent Agenda Subject : 7.11 School Donations, presented by Julie Perry, Chief Financial Officer, and recommended by the Superintendent for approval. Meeting : Mar 27, 2023 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $4,000.00 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-2023-03-27.pdf (108 KB) Consent Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of the Board by a single motion. Documentation concerning these items have been provided to all Board members and the public in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member. 7. Consent Agenda Subject : 7.12 Payroll Warrant Register and Accounts Payable Warrant Register totaling $26,872,289.76; Self Health Insurance Claims and Fees totaling $1,304,067.24; and Bank Transfers  totaling $0 for February 2023, presented by Julie Perry, Chief Financial Officer, and recommended by the Superintendent for approval. Meeting : Mar 27, 2023 - Workshop Meeting Type : Action (Consent) Recommended Action : Motion to approve Warrants in the amount of $26,872,289.76, Self Health Insurance Claims and Fees in the amount of $1,304,067.24, and Bank Transfers in the amount of $0. Public Content Pursuant to Florida Statute 1001.42, Payroll Warrant Register and Accounts Payable Warrant Register totaling $26,872,289.76; Self Health Insurance Claims and Fees totaling $1,304,067.24; and Bank Transfers totaling $0 for February 2023 are being presented to the School Board. File Attachments 08 - MIS 3478 - Warrant Register - February 2023.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. 7. Consent Agenda Subject : 7.13 Agreement between The School Board of Okaloosa County, Florida, and KEV Group, Inc., presented by Julie Perry, Chief Financial Officer, and recommended by the Superintendent for approval. Meeting : Mar 27, 2023 - Workshop Meeting Type : Action (Consent) Preferred Date : Mar 27, 2023 Absolute Date : Mar 27, 2023 Fiscal Impact : Yes Dollar Amount : $53,930.00 Budgeted : Yes Budget Source : General Fund Fixed Charges Recommended Action : Motion to approve agreement between The School Board of Okaloosa  County, Florida, and KEV Group, Inc. Public Content School Funds Online is the bookkeeping software used by schools for Internal Funds and is a part of KEV Group, Inc. Schools currently have the ability to collect online payments through My School Bucks which are automatically posted to the correct Internal Funds account; however, School Funds Online will no longer support automatic posting of payments through My School Bucks beginning July 1, 2023. Food Service will continue to use My School Bucks because this software posts directly to student accounts. The debit/credit card processing fee for food service is 3.95% plus 35 cents and is paid by the purchaser as a convenience fee. Child Care fees and District Activities will also continue to use My School Bucks with purchasers paying a convenience fee of 4.95%. KEV Group, Inc., has online payment software known as School Cash Management Solution. We recommend changing Internal Funds online payments to the School Cash Management Solution software as automatic posting to Internal Funds accounts is extremely important. The current debit/credit card processing fee for Internal Funds in My School