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5:30 p.m.

November 16, 2021 Organization of the Board/Regular School Board Meeting

The School Board of Brevard County met for its Organizational Meeting followed by its regular School Board Meeting on Tuesday, November 16, 2021.  Notice of the meetings was advertised in the Thursday, November 4, 2021 edition of the Eagle.  An affadavit of publication is available in the Board office.

A-1. Call to Order
1. Call to Order

Superintendent Mark Mullins chaired the Board meeting until such time as chair was elected.  He called the meeting to order at: 5:30 p.m.

A-2. Roll Call
2. Roll Call

Members present:  Misty Belford, Cheryl McDougall, Jennifer Jenkins, Matt Susin and Katye Campbell

A-3. Moment of Silence
3. Moment of Silence

Superintendent Mullins asked to hold a moment of silent reflection and invited everyone to join.

A-4. Pledge of Allegiance
4. Pledge of Allegiance

Superintendent Mullins led the Pledge of Allegiance.

A-5. Organization of the Board
I. Superintendent Presiding
5. Election of School Board Chairman

With Superintendent Mullins presiding until the election of a Chair, the Board proceeded to organize in compliance with Section 1001.371, Florida Statutes.  General Counsel Paul Gibbs explained the process for the election of the Chair of the Board.

Cheryl McDougall nominated Misty Belford as Chair. Hearing no further nominations, a motion was made to close the nominations by Cheryl McDougall and seconded by Jennifer Jenkins. The motion carried unanimously. The Superintendent called for a vote for the nomination of Misty Belford, who was elected Chair for 2022 four to one.  Mr. Susin was the nay vote.

Chair Belford presided from this point forward.

Motion
Approve the motion to close the nominations.
Vote Results ( Approved )
Motion: Cheryl Mcdougall
Second: JenniferD Jenkins
Misty Belford - Aye
Katye Campbell - Aye
JenniferD Jenkins - Aye
Cheryl Mcdougall - Aye
Matthew Susin - Aye
II. Chairman Presiding
6. Election of School Board Vice-Chair

Chair Belford opened the floor to nominations for Vice Chair.  Ms. Jenkins nominated Ms. McDougall.  Mr. Susin nominated Ms. Campbell. Hearing no further nominations, a motion was made by Ms. Jenkins and seconded by Ms. McDougall to close the nominations. The motion passed unanimously. A vote was called for Ms. McDougall to be named the 2022 Vice Chair and passed three to two (Belford, Jenkins and McDougall - aye votes; Susin and Campbell - nay votes).

Motion
Approve the motion to close the nominations.
Vote Results ( Approved )
Motion: JenniferD Jenkins
Second: Cheryl Mcdougall
Misty Belford - Aye
Katye Campbell - Aye
JenniferD Jenkins - Aye
Cheryl Mcdougall - Aye
Matthew Susin - Aye
7. Designate Dates, Times and Locations of School Board Meetings
Board Approved Meeting Dates 2022 (Draft).pdf
Motion
Approve the Superintendent's recommendation for the Board to to adopt the dates, times, and place for the 2022 School Board meetings.
Vote Results ( Approved )
Motion: Matthew Susin
Second: Katye Campbell
Misty Belford - Aye
Katye Campbell - Aye
JenniferD Jenkins - Aye
Cheryl Mcdougall - Aye
Matthew Susin - Aye
8. Board Authorization
Motion
Authorize the Superintendent to have signature facsimiles made of the Chairman and Superintendent to be used for the signing of checks and approve the continued use of the current signature facsimiles for district checks until such time the new facsimiles are received.
Vote Results ( Approved )
Motion: Matthew Susin
Second: JenniferD Jenkins
Misty Belford - Aye
Katye Campbell - Aye
JenniferD Jenkins - Aye
Cheryl Mcdougall - Aye
Matthew Susin - Aye
III. Chairman Appointments of Board Representatives
9. Appointment of Board Representatives

Board members agreed upon the following:

  1. League of Cities Jennifer Jenkins (Alternate-Katye Campbell)
  2. Brevard County Values Adjustment Board – Matthew Susin (Alternate Cheryl McDougall)
  3. Brevard Cultural Alliance – Jennifer Jenkins (Alternate-Cheryl McDougall)
  4. Central Florida Public School Boards Coalition –Misty Belford (Alternate –Cheryl McDougall)
  5. Brevard Schools Foundation – Matt Susin (Alternate-Cheryl McDougall)
  6. Choice/Charter School Liaison – Katye Campbell
  7. Capital Outlay Committee - Matthew Susin
  8. SIAC Committee–Katye Campbell (Alternate-Jennifer Jenkins)
  9. School Health and Safety- Cheryl McDougall
  10. Palm Bay Youth Advisory Board – Katye Campbell (Alternate-Jennifer Jenkins)
  11. AMI Kids – Matt Susin
Motion
Authorize signature facimilies
Vote Results ( Approved )
Motion: Matthew Susin
Second: JenniferD Jenkins
Misty Belford - Aye
Katye Campbell - Aye
JenniferD Jenkins - Aye
Cheryl Mcdougall - Aye
Matthew Susin - Aye
V. Recess School Board Meeting - Time Certain
10. Recess School Board Meeting - Time Certain (6:00 p.m.)

Chair Belford recessed the meeting in order to covene the Leasing Corporation Meeting at: 6:00 p.m.

 

Chair Belford read the reminder that the meeting is a business meeting of the Board held in the public and of the orderly conduct and proper decorum expected.  She also explained possible consequences should rules and policies not be followed.

A-6. Entertainment
A-7. Adoption of Agenda
11. Adoption of the Meeting

Superintendent Mullins read into record the changes made to the agenda since it was first released to the public on Tuesday, November 9, 2021.  

Revisions

  • A-12 - Administrative Staff Recommendations
  • F-14. Student Expulsions
  • F-22- 2021-2022 Calendar Amendment - Adding November 22-24, 2021 as Holidays for All

Addtion

  • Discussion Item - Atheltic ESSER 3 Funds

Deletion

  • Appoint School Board Representative to the City of Melbourne Local Planning Agency
Motion
Adopt the November 16, 2021 School Board meeting agenda and its revisions.
Vote Results ( Approved )
Motion:
Second: Cheryl Mcdougall
Misty Belford - Aye
Katye Campbell - Aye
JenniferD Jenkins - Aye
Cheryl Mcdougall - Aye
Matthew Susin - Aye
A-8. Administrative Staff Recommendations
12. Administrative Staff Recommendations

Superintendent Mullins read into the record the changes to the agenda since it was first released to the public on November 9, 2021.

Revisions

  • A-12. Administrative Staff Recommendations
  • F-14 Student Expulsions  (Confidentail attachments added)
  • F-22 Calendar Amendment - Adding November 22-24, 2021 as Holidays for All

Additions

  • Discussion Item on Athletic Esser 3 Funds

Deletion

  • Appoint School Board Representative to the City of Melbourne Local Planning Agency

 

Motion
Approve the listed administrative staff recommendations: Accept the resignation of Michael L. Fredenburg from the position of Assistant Principal (10 month) at Port Malabar Elementary School, effective November 12, 2021. Accept the position change of Alicia M. Lenderman from the position of Interim Assistant Principal (10 month), board approved on September 9, 2021, to the position of Assistant Principal (10 month) at Endeavour Elementary School, effective on the issuance date of her certification of November 4, 2021. The reclassification/transfer of Debra J. Crannell from the position of Assistant Principal (12 month) in Elementary Leading and Learning to the position of Acting Principal at Apollo Elementary School, on annual salary, effective December 1, 2021. Annual salary based on grade 26 of the Nonbargaining Salary Administration Program.
Vote Results ( Approved )
Motion: Matthew Susin
Second: Katye Campbell
Misty Belford - Aye
Katye Campbell - Aye
JenniferD Jenkins - Aye
Cheryl Mcdougall - Aye
Matthew Susin - Aye
B. Recognition of Visitors/Guests/Staff
C. Resolutions/Proclamations
D. Presentations
E. Public Discussion
13. Public Comments - Agenda Items

As there were only six speakers signed up to speak to agenda items; each speaker was given three minutes. Chair Belford reminded speakers of the decorum expected while speaking. There was some confusion whether or not speakers were addressing agenda items.  If speakers were not speaking on agenda items, they were moved to the public comment portion of the meeting on non-agenda items.  

Katie Delaney - F-21 Teacher Shortage (Ms. Delaney addressed teacher shortages and student discipline.  F-21 was regarding Critical Teacher Shortage Subject Areas 21-22).

Karen Colby - A-5 Chairman Selection - (She added that she wanted to speak about sports equity

Diana Haines - H-61  Public Participation (Chair Belford asked her for clarification whether or not it was on policy 0169.01).  

Sophia Patterson - (Ms. Patterson signed up to speak on Oath of Office.  There was not an agenda item for Oath of Office on this agenda.  Ms. Patterson referenced 1001.42 which was not an agenda item, but authority for action on some agenda items.  She was told she could have time to speak with non-agenda items.)

Sara Mirsky - Ms. Mirsky only listed F on Construction.  She addressed several items and indicated her approval for the repair issues at Endeavour.  She began to speak about inappropriate books in the school.  At that time Chair Belford said she could address that non-agenda item during the non-agenda public comments. Ms. Mirsky then spoke briefly about public participation. 

Julia Anton - H-56 Policy 2520 Curriculum Adoption (When she veered off topic - Chair Belford reminded her to address curriculum adoption)

 

r

F. Consent
F. Board Office
14. Student Expulsion(s)
15. Meeting Minutes
2021-1026 BWS.pdf
2021-1026 SB Meeting.pdf
2021-1019-attorney-client-sessions-minutes (1).pdf
2021-1019 PWS.pdf
F. Financial Services
16. General Fund Budget Amendment for September 30, 2021
General Fund Budget Amendment #1 - September 30, 2021.pdf
17. Property Disposal
Board Report 11-16-2021.pdf
Board Report Letters 11-16-2021.pdf
F. Human Resources
18. Instructional Staff Recommendations
Instructional Staff 11-16-21.pdf
19. Support Staff Recommendations
Support Staff 11-16-21.pdf
20. The School Board's Medical Stop-Loss Insurance Policy Renewal or Replacement
2021 Board Agenda Item Stop Loss Insurance - 11.16.2021.pdf
F. Labor Relations
21. Critical Teacher Shortage Subject Areas - 2021-22
2021-22-critical-shortage-areas.pdf
F. Office of Professional Learning and Development
22. 2021-2022 Calendar Amendment-Adding November 22-24, 2021 as Holiday for All
2021-2022 District Calendar FINAL BA 11-16-2021-.pdf
F. Secondary Office of Leading and Learning
23. Field Trip - Melbourne High School Wrestling to the Coastal Clash Wrestling Tournament in Hilton Head, South Carolina
Melbourne HS Wrestling to Hilton Head, SC Information & Itinerary - December 2021.pdf
24. Field Trip - Space Coast Jr/Sr High School's Wrestling Team to HIlton Head, South Carolina
Space Coast Jr-Sr HS Wrestling Team Information and Tentative Itinerary.pdf
25. Adult Education and Family Literacy Adult General Education and Integrated English Literacy/Civics Education Grants
F. Project Management
26. Atlantis Elementary School - Construction Management Services - SALES SURTAX RENEWAL
Atlantis Canopy GMP Attachments.pdf
27. Educational Services Facility - HVAC Renewal - Construction Management Services - SALES SURTAX
ESF HVAC Renewal GMP Attachments.pdf
28. Roof Design Services (Roosevelt, Cocoa Beach, Titusville) - SALES SURTAX RENEWAL
Cocoa Beach Roof Design Attachments.pdf
Roosevelt Roof Design Attachments.pdf
Titusville Roof Design Attachments.pdf
29. Manatee Elementary School - Construction Management Services - SALES SURTAX
Manatee Chilled Water Pipe GMP Attachments.pdf
30. Independent Citizens Oversight Committee - Reappointment of Member
James Green ICOC Member Application.pdf
ICOC Membership and Terms October 2021.pdf
ICOC Charter Update - Executed 201215.pdf
31. Saturn Elementary School - Construction Management Services - SALES SURTAX RENEWAL
Saturn Classrooms GMP Attachments.pdf
32. Croton Elementary School - Construction Management Services - SALES SURTAX AND SALES SURTAX RENEWAL
Croton Intercom GMP Attachments.pdf
33. Lockmar Elementary School - Construction Management Services - SALES SURTAX AND SALES SURTAX RENEWAL
Lockmar Intercom GMP Attachments.pdf
34. Cocoa Jr./Sr. High School - Design Services - SALES SURTAX RENEWAL
Cocoa Electrical Renewal Design Attachments.pdf
35. Viera High School Facility Renewal - Close Out
Viera HS FR OEF 209 Board Complete 211019.pdf
36. Suntree Elementary Facility Renewal - Close Out
Suntree OEF 209 for BAI.pdf
37. Eau Gallie High School Locker Room HVAC Replacement - Closeout
EGHS LR HVAC OEF 209 for BAI 211027.pdf
38. Merritt Island High School Facility Renewal - Close Out
MIHS FR OEF 209 Ready for BAI 211027.pdf
39. Eau Gallie High School - Construction Management Services - SALES SURTAX RENEWAL
Eau Gallie Track GMP Attachments.pdf
40. Melbourne High School - Construction Management Services - SALES SURTAX RENEWAL
Melbourne Track GMP Attachments.pdf
41. Rockledge High School - Construction Management Services - SALES SURTAX RENEWAL
Rockledge Track GMP Attachments.pdf
42. McNair Magnet Middle School Facility Renewal - Close Out
McNair FR OEF 209 for BAI 211022.pdf
43. Satellite High School - Cafeteria Renovation - Design Services
Satellite Cafeteria Design Change Order No. 1.pdf
44. Educational Services Facility - Additional Design Services - SALES SURTAX
ESF Design CO Attachments.pdf
F. School Board Attorney
45. Contract - Outside Counsel - Widerman Malek
2021-09-20_Outside Counsel Contract Widerman Malek.pdf
F. Approval of Consent
46. Approval of Consent
Motion
Approve the November 16, 2021 School Board Meeting Consent Agenda items with the exception of those items pulled for discussion.
Vote Results ( Approved )
Motion: Matthew Susin
Second: Katye Campbell
Misty Belford - Aye
Katye Campbell - Aye
JenniferD Jenkins - Aye
Cheryl Mcdougall - Aye
Matthew Susin - Aye
Items Pulled for Discussion
G. Action
G. Purchasing & Warehouse
47. Department/School Initiated Agreements
a - 22-218-A-MC - Goddard Foodservices.pdf
b - 22-263-A-WH - TNTP Surveys.pdf
Motion
Approve the Agreement below: a - 22-218-A-MC - Goddard Foodservice - Food & Nutrition Services - $Variable - Special Revenue b - 22-263-A-WH - TNTP Surveys - Human Resources - $85,915.00 - Operating Other
Vote Results ( Approved )
Motion: Matthew Susin
Second: Katye Campbell
Misty Belford - Aye
Katye Campbell - Aye
JenniferD Jenkins - Aye
Cheryl Mcdougall - Aye
Matthew Susin - Aye
48. Procurement Solicitations
a - ITB 19-599-B-SH - Elevator Maint. and Svc.pdf
b - ITB 21-311-B-JW - Replacement Repair Svcs.pdf
c - PB 22-130-PB-JW - Stage Rigging Inspections and Repairs.pdf
d - PB 22-248-PB-JW - HVAC Filters and Frames.pdf
e - PB-22-253-JW - Elevator Equip, Svc, Repair and Related Svcs.pdf
f - RFP 21-499-P-KR - Extrnl Independent Audit.pdf
g -21-522-Q-JE - Mntl Hlth, Sbstnc Abuse.pdf
Motion
Approve the Invitations To Bid (ITBs) below: a - ITB 19-599-B-SH - Elevator Maintenance & Service - Cancellation - Facilities Services - $N/A - Operating Other b - ITB 21-311-B-JW - Replacement & Repair Services for Windows, Doors, Cabinets & Store Fronts - Facilities Services - $Variable - Operating Other Approve the Piggy Backs (PBs) below: c - PB 22-130-PB-JW - Stage Rigging Inspections and Repairs - Facilities Services - $50,000.00 - Operating Other d - PB 22-248-PB-JW - HVAC Filters & Frames - Facilities Services - $Variable - Operating Other e - PB 22-253-PB-JW - Elevator Equipment, Service, Repair and Related Services - Facilities Services - $Variable - Operating Other Approve the Request for Proposal (RFP) below: f - RFP 21-499-P-KR - External Independent Auditing Services - Financial Services - $Variable - Operating Other Approve the Request for Qualification (RFQ) below: g - RFQ 21-522-Q-JE - Mental Health, Substance Abuse, and/or Case Management - Student Services - $N/A
Vote Results ( Approved )
Motion: Katye Campbell
Second: Matthew Susin
Misty Belford - Aye
Katye Campbell - Aye
JenniferD Jenkins - Aye
Cheryl Mcdougall - Aye
Matthew Susin - Aye
G. Secondary Office of Leading and Learning
49. Viera High School Media Center Naming
Dr. David J. Mumford - supporting documents.pdf
Motion
Approve the naming of the Viera High School Media Center to the Dr. David J. Mumford Media Center.
Vote Results ( Approved )
Motion: Matthew Susin
Second: Katye Campbell
Misty Belford - Aye
Katye Campbell - Aye
JenniferD Jenkins - Aye
Cheryl Mcdougall - Aye
Matthew Susin - Aye
G. Elementary Office of Leading and Learning
50. Renewal of the Charter School Contract for Emma Jewel Charter Academy
2022 Renewal Program Review Report Emma Jewel.docx
Emma Jewel Annual Charter School Report 2021.pdf
Motion
Recommend the renewal of Emma Jewel Charter Academy contract.
Vote Results ( Approved )
Motion: Cheryl Mcdougall
Second: Matthew Susin
Misty Belford - Aye
Katye Campbell - Aye
JenniferD Jenkins - Aye
Cheryl Mcdougall - Aye
Matthew Susin - Aye
51. Renewal of the Charter School Contract for Pineapple Cove Classical Academy-West Melbourne
Pineapple Cove West Melbourne Annual Charter School Report 2020-21(2).pdf
2022 Renewal Program Review Report Pineapple Cove Classical-West Melbourne.docx
Motion
Recommend the renewal of Pineapple Cove Classical Academy-West Melbourne's contract.
Vote Results ( Approved )
Motion: JenniferD Jenkins
Second: Katye Campbell
Misty Belford - Aye
Katye Campbell - Aye
JenniferD Jenkins - Aye
Cheryl Mcdougall - Aye
Matthew Susin - Aye
52. Approval of Florida High School for Accelerated Learning-Brevard County
10.27.21 Florida High School for Accelerated Learning - Brevard Inc. (Clean 10.27.21).pdf
Motion
Authorize the superintendent to advertise for a public hearing to approve the charter contract for Florida High School for Accelerated Learning-Brevard County to be held on December 14, 2021.
Vote Results ( Approved )
Motion: Matthew Susin
Second: Cheryl Mcdougall
Misty Belford - Aye
Katye Campbell - Aye
JenniferD Jenkins - Aye
Cheryl Mcdougall - Aye
Matthew Susin - Aye
H. Information
H. Human Resources
53. Policy 3220 - Evaluation of Personnel
Policy 3220 Packet for Upload (ap under separate cover).pdf
54. Policy 8141 - Mandatory Reporting of Misconduct by Employees
Policy 8141 with Coverpages For Upload.pdf
55. Policy 8710 - Insurance
8710 - Policy Package to Upload.pdf
H. Elementary Office of Leading and Learning
56. Policy 2520 - Selection and Adoption of Instructional Materials
Policy 2520 with Coverpages to Upload.pdf
57. Policy 2521 - Instructional Materials / AP2521 New Worlds Reading Initiative
2521 ap2521 Policy AP Package to Upload.pdf
58. School Improvement Plan
21-22-school-improvement-plan-roster.pdf
59. Approval of Florida High School for Accelerated Learning-Brevard County
10.27.21 Florida High School for Accelerated Learning - Brevard Inc. (Clean 10.27.21).pdf
H. Project Management
60. Attendance Boundary Change Proposals
Heritage to Bayside - Excerpt from Workshop Presentation.pdf
Apollo to Imperial - Excerpt from Workshop Presentation.pdf
DeLaura Satellite to Cocoa Beach - Excerpt from Workshop Presentation.pdf
Meadowlanes to Discovery - Excerpt from Workshop Presentation.pdf
H. School Board Attorney
61. Board Policy 0169.1 Public Participation at Board Meetings
0169.1 Public Participation at Board Meetings - Updated Agenda Package 2nd Rev 11.2.21.pdf
I. Staff Reports
J. Additional Public Presentations (If Required)
K. Board Member Reports/Discussion Points
62. Board Member Reports
63. Discussion Point - Athletic ESSER 3 Funds (Susin)

Mr. Susin was happy to report an update to utilization of  Athletic ESSER funds. He wants a MOA with the County to work with swimming pools.He suggested adding  Beach volleyball as a sport.

 

Chair Belford said that part of problems with pools is lack of lighting.  The Board approved pool lighting several months ago, but are waiting for equipment to become available.

L. Superintendent's Report
64. Superintendent's Report
M. Public Comments - Non-Agenda Items
65. Non-Agenda Public Comments

Chair Belford explained to the speakers that they had one minute in which to make comments and also of the decorum expected while speaking.

Speakers in order of appearance:

Katie Delaney - Equity

Karen Colby - Sports Equity

Diana Haines - Cameras in classrooms,cell phone usage at dais and cost of lawsuits

Sophia Patterson - She read a portion of policy 1001.42 and said that limiting public comments was unconstitutional.

Wyatt Stumbo - He had questions about the portion of the agenda that says: Items pulled for Discussion.  For clarification - that portion of the agenda is to be used in the event Board members wish to discuss a specific item under the Consent Agenda allowing them to vote on those items not pulled for discussion and ultimately voting on the item(s) pulled for discussion individually.  There were no items pulled for discussion. He spoke to some items on G-47(a) and indicated that the district neglected to select some liability insurance which he feels is necessary. He had concerns with the costing of goods.

Sara Mirsky- Inappropriate books in school libraries.

Chair Belford reminded the public that the Board is available to discuss items with them via phone, email or in person.

 

 

Motion
Approve the motion to allow the cameras to remain on during the non-agenda public comments.
Vote Results ( Approved )
Motion: Katye Campbell
Second: Cheryl Mcdougall
Misty Belford - Aye
Katye Campbell - Aye
JenniferD Jenkins - Aye
Cheryl Mcdougall - Aye
Matthew Susin - Aye
N. Adjournment
66. Adjournment

Chair Belford adjourned the meeting at: 7:01 p.m.

For further details regarding this meeting, please visit the published video found at:  www.brevardschools.org

Chair: _________________________ Secretary: ______________________

INSTITUTION:  ARTICLE IX - SECTION 1.  Public education. - The education of children is a fundamental value of the people of the State of Florida. It is, therefore, a paramount duty of the state to make adequate provision for the education of all children residing within its borders. Adequate provision shall be made by law for a uniform, efficient, safe, secure, and high quality system of free public schools that allows students to obtain a high quality education and for the establishment, maintenance, and operation of institutions of higher learning and other public education programs that the needs of the people may require.

ADDRESSING THE BOARD:
Individuals or groups may address comments to the School Board at any regular meeting by following established procedures:  Agenda Items (10 speakers or less will have three minutes; 11-20 speakers will have two minutes; and 21 or more speakers will have one minute.  Non-Agenda Items (Each speaker will have one minute.)   A speaker's time may not be allocated to others.  All attendees must register his or her intention to speak in the public portion of the meeting upon arrival by completing a speaker's form.  The signup period for all public comments, both agenda and non-agenda, will close at the start of the Board meeting.

NOTE:  Sensory and mobility impaired persons seeking assistance for participation in any meeting, conference, or seminar should contact Tina Snyder, Manager, Professional Standards, five days prior to the meeting date.  Ms. Snyder may be reached at 321-631-1000, ext. 11226 (voice) or snyder.tina@brevardschools.org (email).

NOTE:  This publication can be made available to persons with disabilities in a variety of formats, including large print, DVDs and Braille.  Telephone or written requests should include your name, address, and telephone number.  Requests should be made to School Board Office, 2700 Judge Fran Jamieson Way, Viera, FL  32940-6699, (321) 633-1000, ext. 11412 at least two (2) weeks prior to the time you need the publication.
NOTE:  We respectfully request that ALL ELECTRONIC ITEMS AND CELL PHONES REMAIN OFF while the School Board is in session.

NOTE:  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.   

NOTE: Any person who decides to appeal a decision made by the School Board with respect to any matter considered at such meeting or hearing is hereby advised that he or she will need a record of the proceedings, and that, for such purpose, he or she 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.

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