Okaloosa County School Board — Workshop Meeting, July 9, 2020 — reading text

269,543.35 Total - All Funds $1,281,762.63 File Attachments !BA 09 - May 2020.pdf (1,228 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 Monthly Financial Statement for May 2020 presented by Rita R. Scallan, Chief Financial Officer, and recommended by the Superintendent for approval. Meeting : Jul 9, 2020 - Workshop Meeting Type : Action (Consent) Preferred Date : Jul 13, 2020 Absolute Date : Jul 13, 2020 Fiscal Impact : No Recommended Action : Motion to approve Monthly Financial Statement for May 2020. Public Content The financial statement for the month ending May 31, 2020, is being submitted for use and consideration of the School Board as required by S.B.E. Rule 6A-1.008. File Attachments Financials - 2020-05-31.pdf (726 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 School Donations, presented by Rita R. Scallan, Chief Financial Officer, and recommended by the Superintendent for approval. Meeting : Jul 9, 2020 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $11,807.68 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-2020-07-13.pdf (430 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 Invoices to be approved for payment, presented by Rita R. Scallan, Chief Financial Officer, and recommended by the Superintendent for approval Meeting : Jul 9, 2020 - 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 7-13-20.2.pdf (14 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 Letter of Engagement between the School Board of Okaloosa County and Carr, Riggs & Ingram, L.L.C. to audit School Internal Funds for Year Ended June 30, 2020, presented by Rita R. Scallan, Chief Financial Officer, and recommended by the Superintendent for approval. Meeting : Jul 9, 2020 - Workshop Meeting Type : Action (Consent) Preferred Date : Jul 13, 2020 Absolute Date : Jul 13, 2020 Fiscal Impact : Yes Dollar Amount : $70,000.00 Budgeted : Yes Budget Source : 1010-7100-0310-9015-9015 General Fund Recommended Action : Motion to approve Letter of Engagement between the School Board of Okaloosa County and Carr, Riggs & Ingram, L.L.C. to audit School Internal Funds for Year Ended June 30, 2020. Public Content On May 22, 2017, the School Board approved the Audit Services Selection Committee's recommendation to award the contract to Carr, Riggs & Ingram, L.L.C. to perform the School Internal Funds Audit for fiscal years 2016-2017 through 2020-2021 based on the Request for Proposal (RFP 17-02) issued in fiscal year 2016-2017. A motion to engage the professional auditing services of Carr, Riggs & Ingram, L.L.C., for Fiscal Year Ending June 30, 2020 is requested. The fee remains at $70,000, consistent with previous years, and will be delivered to the School Board no later than October 31, 2020. File Attachments Okaloosa School District Internal Funds Engagement Letter (2020).pdf (207 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 Emergency Purchase: Trane, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Jul 9, 2020 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $106,985.00 Budgeted : Yes Budget Source : Capital Funds, Project 3369 Silver Sands Chiller Replacement Recommended Action : Motion to approve the emergency purchase of HVAC equipment from Trane for Silver Sands School in the amount of $106,985.00. Public Content Request approval of the emergency purchase of HVAC equipment from Trane for Silver Sands ES in the amount of $106,985.00. The emergency purchase was made through School Board Policy 2-17(12)(a). The equipment was purchased through Omnia Contract 15- JLP-023. Funds will be paid from Capital Funds, Project 3369 Silver Sands Chiller Replacement. A copy of the Superintendent's approval of the purchase and the quote are attached. For additional information, please contact Steve Bolton, Program Director, Maintenance Support Services, at (850) 689-7159. File Attachments TRANE QUOTE.pdf (301 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 ITB 20-18 Emergency Bid for Equipment Replacement/Repair Services for Baker Sewer Plant, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Jul 9, 2020 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $27,283.00 Budgeted : Yes Budget Source : Capital Funds, Project 2336 Emergency Maintenance - District Wide Recommended Action : Motion to approve ITB 20-18 Emergency Bid for Equipment Replacement/Repair Services for Baker Sewer Plant. The awarded vendor is Pump and Process Equipment, Inc. in the amount of  $27,283.00. Emergency Bid