MISSION: TO SERVE EVERY STUDENT WITH EXCELLENCE AS THE STANDARD
Educational Services Facility
9:00 am

August 29, 2023, Work Session
Opening Exercises
1. Opening Exercises

Chairman Susin called the Tuesday, August 29, 2023, Work Session to order at 9am.

Roll Call
2. Roll Call

Chairman Susin ask Mr. Gibbs to take roll call.  Present on August 29, 2023 - Matt Susin, Megan Wright, Katye Campbell, Gene Trent

Pledge of Allegiance
3. Pledge of Allegiance

Chairman Susin invited all to stand for the Pledge.

Order of Business
Topics
4. School Board Policies 1001 Through 1470
po1001 through 1470 for Upload with Executive Summary.pdf

The Board discussed the policies that we have already worked on and what is coming up. Before starting the policy review the Board discussed adding Work Sessions to the Calendar. 

The dates the Board decided on were September 12, 2023, September 26, 2023, and October 3, 2023.  


The Board reviewed the Board Policies 1001 through 1470 and suggest some additions and other changes to Mr. Gibbs.  Ms. Wright would like the language on page 137 - items and reports, to clearly state in case of possible abuse or DCF.  Mr. Gibbs will review the Florida State Statutes and bring it back to the Board for review.  Ms. Campbell said the language needs to be updated for po1242.  Once the language is updated to be brought back for review by the Board.

5. Board Policy 0100 Definitions
po0100 with Coverpages for Upload.pdf

The Board discussed Board Policy 0100 Definitions changes and all agreed update the language to match the contract and then move forward in the process.  

6. Board Policy 0118 Philosophy Of The Board
po0118 Philosophy of the Board - PDF For Upload.pdf

The Board discussed Board Policy 0118 Philosophy Of The Board changes and all agreed to move forward in the process.

7. Board Policy 3232 Political Activities
po3232 Proposed New with Coverpages for Upload.pdf

The Board discussed Board Policy 3232 Political Activities changes and all agreed to move forward in the process.

8. Board Policy 3126 Direct Contact Communicable Diseases
po3126 & ap3126 - Rescind with Coversheets for Upload 7.20.23.pdf

The Board discussed and decided to send it to staff and bring back for review.

9. Board Policy 3575 Candidates For Public Office
po3575 Rescind & Replace with Coverpages for upload.pdf

The Board discussed and decided to repeal this policy due to the language in po3232 is the same.

10. Board Policy 3580 Supporting Political Candidates
po3580 Rescind & Replace - with coverspages for upload.pdf

The Board discussed and decided to repeal due to same language in po3232..

11. 6000 Policy Review
6000 Policies Revised by NEOLA July 2023.pdf
6000 NEOLA Templates.pdf

The Board reviewed and discussed the 6000 policies. NEOLA only in orange.

po6100 – Uniform Records and Accounts

  • The Board recommended to send to Ms. Lesinski and her staff for review and bring back with recommendations.

po6105 – Authorizations to Use Facsimile Signatures

  • The Board reviewed and discussed the 6000 policies. NEOLA only in orange.

po6100 – Uniform Records and Accounts

  • The Board recommended to send to Ms. Lesinski and her staff for review and bring back with recommendations.

po6105 – Authorizations to Use Facsimile Signatures

  • The Board recommended to send to Ms. Lesinski and her staff for review and bring back with recommendations.

po6107 -   V1 - Authorizations to accept and distribute electronic records, to use electronic signature, and make electronic fund transfers.

V2 – Acceptance and Distribution of Electronic Records and Use Electronic Signatures Prohibited

  • The Board recommended to send V1 to Ms. Lesinski and her staff for review and bring back with recommendations. The Board recommended not to adopt V2.

6107.01 - Electronic Funds Transfers

  • The Board recommended to send to Ms. Lesinski and her staff for review and bring back with recommendations.

po6110 – Grant Funds

  • The Board recommended to send to Ms. Lesinski and her staff for review and bring back with recommendations.

po6111 – Internal Controls

  • The Board recommended to send to Ms. Lesinski and her staff for review and bring back with recommendations.

po6112 – Cash Management of Grants

  • The Board recommended to send to Ms. Lesinski and her staff for review and bring back with recommendations.

po6114 - Cost Principals – Spending Federal Funds

  • The Board recommended to send to Ms. Lesinski and her staff for review and bring back with recommendations.

po6116 - Time and Effort Reporting

  • The Board recommended to send to Ms. Lesinski and her staff for review and bring back with recommendations.

po6120 – Safety Deposit Box

  • The Board recommended to send to Ms. Lesinski and her staff for review and bring back with recommendations.
  • Chairman Susin recommends Renumbering it from po6120 to the NEOLA po6235
  • Ms. Campbell recommends we maintain the 3.5 percent language if we do renumber po6120 to po6235.

po6140 - V1 – Public Depository

               V2 – Depository Agreements

  • The Board recommended to send to Ms. Lesinski and her staff for review and bring back with recommendations.
  • the Board recommended move forward with version V1 and not adopting V2

po6144 - Investments

  • The Board recommended to send to Ms. Lesinski and her staff for review and bring back with recommendations.
  • Chairman Susin requested that Ms. Lesinski give a presentation on Investments at the September 19, 2023, Board Meeting. Ms. Lesinski commented that Mr. Ford came and presented two years ago. The Board requested the link to that presentation.
  • Dr. Rendell clarified that:
    • 1. The Board requested the link to the presentation by Mr. Ford.
    • 2. Recommended a presentation on current investments.

po6145 - Borrowing

  • The Board recommended to send to Ms. Lesinski and her staff for review and bring back with recommendations.
  • The Board recommended that her official title be updated on the policies

po6145.01 – Lease-Purchase Agreements – Debt Service Ratio

  • The Board recommended move forward.

po6150 – Nonresident Tuition

  • The Board recommended rescinding this policy.

 


Break taken at 10:02 am to allow Ms. Campbell to get to her car and link her phone to the meeting.

Resumed at 10:11 am Ms. Campbell joined the meeting by phone.


 

po6151 – Bad Checks

  • The Board recommends not to adopt this policy.

po6152 -  V1 – Student Fees, Fines, and Charges

                 V2 – Student Fees, Fines, and Charges

  • The Board discussed updating our policy to V1 language.
  • The Board recommended to send to Ms. Lesinski and her staff for review and bring back with recommendations.

po6152.01 – Waiver of School Fees

  • The Board recommended to send to Ms. Lesinski and her staff for review and bring back with recommendations.

po6180 – Sales Surtax

  • The Board recommended move forward.

po6180.01 – Allocation and Use of Sales Surtax

  • The Board recommended move forward.

po6180.03 – Temporary Transfer of Sales Surtax Cash Between Groups

  • The Board recommended to send to Ms. Lesinski and her staff for review and bring back with recommendations.

po6210 – Fiscal Planning

  • The Board recommended not adopting.

po6220 – Budget Preparation

  • The Board recommended not adopting

po6233 – District Budget

  • The Board recommended to send to Ms. Lesinski and her staff for review and bring back with recommendations.

po6234 – Use of Discretionary Lottery Funds

  • The Board recommended to send to Ms. Lesinski and her staff for review and bring back with recommendations.

po6235 – Fund Balance

  • Renumbering it from 6120 to 6235
  • The Board recommended to send to Ms. Lesinski and her staff for review and bring back with recommendations.

po6320 – Purchasing and Contracting for Commodities and Contractual Services

  • Chairman Susin recommends taking a look at the next 7 policies that BPS does not have, and incorporating any changes that our policy does not have.
  • The Board recommended to send to Ms. Lesinski and her staff for review and bring back with recommendations.
  • Ms. Wright recommended we add the Veteran Preference to this policy.

po6320.01 – Vendor Preference

po6322 – Construction Contracting and Bidding

po6324 – Cone of Silence

po6325 – Procurement – Federal Grants/Funds

po6326 – Bid Protests

po6330 – Acquisition of Professional Architectural, Engineering, Landscape Architecture, or Land Surveying Services

po6334 – Prequalification of Contractors for Educational Facilities Construction

 

po6340 – Modifications and Alterations to School Buildings

  • Ms. Campbell recommended updating the position titles.
  • The Board recommended to send to Ms. Lesinski and her staff for review and bring back with recommendations.

po6345 – Change Orders

  • The Board recommended to send this Ms. Hann and her staff for review and bringing back with recommendations.

po6423 – Use of Credit Cards

  • The Board recommended to send this Ms. Rodriguez and her staff for review and bringing back with recommendations. Possible to condense 6423 and 6424 into one policy.

po6424 – Purchasing Cards

  • The Board recommended to send this Ms. Rodriguez and her staff for review and bringing back with recommendations. Possible to condense 6423 and 6424 into one policy.

po6440 – Cooperative Purchasing

  • The Board recommended to send this Ms. Rodriguez and her staff for review and bringing back with recommendations.

po6450 – Local Purchasing

  • The Board recommended to send this Ms. Rodriguez and her staff for review and bringing back with recommendations.

po6460 – Vendor Relations

  • The Board recommended to send this Ms. Rodriguez and her staff for review and bringing back with recommendations.

po6470 – Payment of Claims

  • The Board recommended to send this Ms. Rodriguez and her staff for review and bringing back with recommendations.

po6480 – Expenditures

  • The Board recommended to send this Ms. Rodriguez and her staff for review and bringing back with recommendations. Ms. Campbell recommended we add a petty cash policy if we do not have one.

po6490 – Legal Services for Employees, Officers, and Public Officials

  • The Board recommended Mr. Gibb review this policy and bring back recommendations.

 


Ms. Campbell left the phone meeting 10:53 am


 

po6510 – Payroll Authorizations

  • The Board recommended that Mr. Dufrain to review and come back with recommendations.

po6520 – V1 Payroll Deductions

                V2 Payroll Deductions

  • The Board recommended moving forward.

po6521 – Tax Sheltered Annuity Plans and Accounts

  • The Board recommended moving forward.

po6530 – Reemployment Assistance

  • The Board recommended a technical change name to NEOLA's.

po6541 – V1 Consultant Agreement

                V2 Employment of Consultants

  • The Board recommended to send to Ms. Rodriguez and her staff for review and bring back with recommendations. The Board recommends adopting V2 to BPS policies.

po6550 – Travel Expenses

  • The Board recommended to send to Ms. Rodriguez and her staff for review and bring back with recommendations. The Board recommends adopting V2 to BPS policies.

po6605 - Crowdfunding

  • The Board recommended to send to Ms. Lesinski and her staff for review and bring back with recommendations.

po6610 – School Internal Funds

  • The Board recommended to send to Ms. Lesinski and her staff for review and bring back with recommendations.

po6620 – Petty Cash Funds

  • Send to staff for review and bring back with recommendations.

po6621 – Change Fund

  • Board recommended not to adopt.

po6625 – Petty Cash Accounts

  • Board recommended not to adopt.
  • Send to staff for review and bring back with recommendations.

po6661 – Instructional Materials Allocation

  • Send to staff for review and bring back with recommendations.

po6670 – Trust and Agency Fund

  • Board recommended not to adopt

po6680 - Recognition

  • Board recommended to move forward

po6685 – Funding for Promotion, Public Relations, and Hospitality

  • Pause on this one until a future Work Session.

po6700 –BPS Audit Committee - NEOLA Fair Labor Standards Act (FLSA)

  • The Board recommended Mr. Gibbs review and bring back recommendations.
  • The Board recommended possibly combining/renaming this policy.

po6705 – Charter of Internal Audit

  • The Board recommended possibly combining/renaming this policy.
  • Look at the following policies 6830, 6835, 6840 and Mr. Gibbs will come back with recommendations.

po6830 – External Financial Audits

po6835 – Internal Audits Office

po6840 – V1 Auditor Selection Committee

                 V2 Auditor selection Committee

Closing Remarks
12. Closing Remarks

The Board discussed various topics to bring back to a future work session.  

  • Chairman Susin reminded to Board that he added the topic of State Legislative Review to the calendar next week. This is a summary of what it will be about: The purpose of this item is to have collaborative discussion with the staff and fellow board members on the direction we wish to give out lobbyists and State Legislators in the upcoming session. The idea is to discuss the variety of viewpoints at the September 10th meeting, and then come back with a finalized list to be approved at the September 19th meeting. Board members should bring their thoughts to the September 9th board meeting for discussion.
  • Chairman Susin recommended bring up the contract 1yr renewal for future discussion when all the Board members are in attendance.
  • Dr. Rendell needs the Board direction if we were to close the schools tomorrow, August 30, 2023.  The Board gave the go ahead for Dr. Rendell to use his descretion on deciding how to make up the minutes needed to complete the semester.  
Adjournment
13. Adjournment

Chairman Susin adjourned the meeting at 11:22 am.

Chairman: __________________________ Secretary: ________________________________

NOTES:  

  • Brevard Public Schools Television (BPS-TV) will broadcast this meeting live on Spectrum cable channel 496.   Board meetings are also available as streaming video on the district web page at www.brevardschools.org and YouTube channel at https://youtube.com/c/BrevardSchools.   
  • Sensory and mobility impaired persons seeking assistance for participation in any meeting, conference, or seminar should contact Gail Williams, Director, Labor Relations, five days prior to the meeting date.  Ms. Williams may be reached at 321-633-1000, ext. 11265 (voice) or williams.gail@brevardschools.org (email).
  • Individuals or groups may address comments to the School Board during the Rule Development portion of the meeting specific to the policy being discussed.  There will be no other opportunity to public comment during workshops.
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