Work Session 12:30PM

3 Tuesday, September 9, 2025 Work Session 12:30PM 12:30PM The School Board of Polk County, Florida 1915 S. Floral Ave Bartow, FL 33830 A. Superintendent's Report Subject 1. Screen Time Meeting Sep 9, 2025 - Work Session 12:30PM Category A. Superintendent's Report Type Superintendent's Report DESCRIPTION: CONTACT: Frederick Heid Superintendent 863.534.0521 WORK SESSION POWERPOINT PRESENTATION: Yes or No FINANCIAL IMPACT: Amount: Funds Reservation Number or Requisition Number: Cost Center: Fund: Functional Area: GL: File Attachments Subject 2. TOP Plans (Turnaround Option Plan) Meeting Sep 9, 2025 - Work Session 12:30PM Category A. Superintendent's Report Type Superintendent's Report DESCRIPTION: The purpose of this document is to guide districts to plan for the implementation of a district-managed turnaround plan to improve the school's grade to a "C" or higher. CONTACT: Nicole Bennett, Regional Assistant Superintendent Polk Transformation Office School Improvement Contact (863) 647-4706 WORK SESSION POWERPOINT PRESENTATION: Yes FINANCIAL IMPACT: Amount: Funds Reservation Number or Requisition Number: Cost Center: Fund: Functional Area: GL: File Attachments SBE_Slide Deck_Polk_8.29.pdf (358 KB) TOP_Step_1_DMT_North Lakeland ES814...pdf (434 KB) TOP_Step_1_DMT_Crystal Lake MS_814...pdf (459 KB) TOP_Step_2_DMT_CLMS_.pdf (471 KB) TOP_Step_2_DMT_North_Lakeland_.pdf (473 KB) Subject 3. Proposed Rule Development for School Board Policies Meeting Sep 9, 2025 - Work Session 12:30PM Category A. Superintendent's Report Type Superintendent's Report DESCRIPTION: Rule development for the following school board policies: Bylaw 0100 - Definitions Bylaw 0124 - Standards of Ethical Conduct Bylaw 0131 - Legislative/Policymaking Bylaw 0131.1 - Technical Corrections Bylaw 0143.1 - Residence Areas Bylaw 0164 - Notice of Meetings Bylaw 0165 - Meetings Bylaw 0165.2 - Regular Meetings Bylaw 0165.3 - Special and Emergency Meetings Bylaw 0166 - Exempt Meetings CONTACT: Teresa Griffin Assistant Director, Policy & Public Records 863-578.8208 WORK SESSION POWERPOINT PRESENTATION: Yes FINANCIAL IMPACT: N/A Amount: Funds Reservation Number or Requisition Number: Cost Center: Fund: Functional Area: GL: File Attachments Policy Updates_9.09.2025_Wk Session_UPDATED.pdf (53 KB) 9.09.25 Work Session_UPDATED.pdf (128 KB) Bylaw 0100 Definitions_revised.pdf (156 KB) Bylaw 0124 Standards of Ethical Conduct_revised.pdf (169 KB) Bylaw 0131 Legislative Policymaking_revised.pdf (149 KB) Bylaw 0131.1 Technical Corrections_revised.pdf (110 KB) Bylaw 0143.1 Residence Areas_revised.pdf (93 KB) Bylaw 0164 Notice of Meetings_revised.pdf (125 KB) Bylaw 0165 Meetings_revised.pdf (167 KB) Bylaw 0165.2 Regular Meetings_RESCIND.pdf (85 KB) Bylaw 0165.3 Special and Emergency Meetings_RESCIND.pdf (109 KB) Bylaw 0166 Exempt Meetings_RESCIND.pdf (105 KB) Subject 4. Purchase of the Lake Marion Site for District Development in the N.E. Area (Proposed High School) Meeting Sep 9, 2025 - Work Session 12:30PM Category A. Superintendent's Report Type Superintendent's Report Goals DESCRIPTION: The purchase of the Lake Marion Road site for a future District development in Northeast Polk County. CONTACT: Amy Little, MPA Assistant Director Real Estate Facilities Planning amy.little@polk-fl.net 863-534-0620 EXT 867 Joshua McLemore Director of Planning and Real Estate 863-534-0620 EXT 489 joshua.mclemore@polk-fl.net WORK SESSION POWERPOINT PRESENTATION: Yes FINANCIAL IMPACT: Amount: Funds Reservation Number or Requisition Number: Cost Center: Fund: Functional Area: GL: File Attachments Lake Marion Site Analysis.pdf (2,398 KB) Subject 5. Zencity Surveys Meeting Sep 9, 2025 - Work Session 12:30PM Category A. Superintendent's Report Type Superintendent's Report DESCRIPTION: Through our new partnership with Zencity, a public perception survey has been developed to help gather feedback about how we can better serve students, their families, employees, and the entire community. We will review the process undertaken to create this public perception survey, which was built using Zencity’s Engage tool. There is no limit to the number of Engage surveys that our school district can create and implement. However, district staff is seeking guidance and recommendations on how to utilize a limited number of more complex surveys (Pulse surveys). This tool’s use is limited to only eight surveys. These surveys follow a stringent survey methodology and have direct support from Zencity survey analysts to compile comprehensive reports analyzing the data. CONTACT: Jeanette Crowley, Director of Strategic Planning and Partnerships jeanette.crowley@polk-fl.net (863) 457-4708 ext. 828 Jason Geary, Senior Director of Communications jason.geary@polk-fl.net (863) 457-4708 ext. 829 WORK SESSION POWERPOINT PRESENTATION: Yes or No FINANCIAL IMPACT: Amount: Funds Reservation Number or Requisition Number: Cost Center: Fund: Functional Area: GL: File Attachments ZencitySurveys_SchoolBoardWorksession.pdf (243 KB) B. Annual Contract Renewals Under 1 Million Subject 1. Renewal of Total Administrative Services Corporation (TASC) Meeting Sep 9, 2025 - Work Session 12:30PM Category B. Annual Contract Renewals Under 1 Million Type Superintendent's Report, Report Goals DESCRIPTION: The School Board of Polk County offers Flexible Spending Accounts (FSA) for its employees in accordance with IRS Code Section 125. The District uses the services of a third-party administrator to manage FSA accounts for medical and dependent care on behalf of its employees, as well as COBRA administration services. TASC has been the administrator of these services through a piggyback with Brevard County Government since 2013. The 2020 contract was approved for a period of five (5) years, with a provision that allowed renewals for an additional two (2) years, each period lasting one year with 2026 being the final year. The option to negotiate fees applies during the two extension years. Current rates are: TASC FSA administrative fee $2.45 per participant per month, COBRA administrative fee $18.00 per qualifying event per month, and COBRA annual renewal fee $106.00. TASC is proposing a five-year renewal at the following rates: TASC FSA administrative fee $2.70 per participant per month, COBRA administrative fee $20.00 per qualifying event per month, and COBRA annual renewal fee $106.00. While we appreciate a renewal offer longer than one year, it is past time to do a full Request for Proposals/Request for Information (RFP/RFI) for these services. Therefore, Risk Management and Avail Benefits recommend a one-year renewal with the intent to initiate a RFP/RFI in March 2026 for coverage beginning in calendar year 2027. This item was presented to the Health Strategy Committee on August 22, 2025. CONTACT: Linda M. King, Senior Director Risk Management & Employee Benefits (863) 519-3858, ext. 477 WORK SESSION POWERPOINT PRESENTATION: No FINANCIAL IMPACT: Amount: Renewal - See Budget Impact Analysis Funds Reservation Number or Requisition Number: 32000103970 TASC FSA and 3200013063 TASC COBRA Cost Center: 9410000000 Fund: 10021500 Functional Area: 7500 GL: 4310000 File Attachments The School Board of Polk County 2026-2030 Rate Agreement.pdf (140 KB) Budget-Impact-Analysis-TASC Renewal.pdf (113 KB) Subject 2. Renewal of Aetna Resources for Living Employee Assistance Program (EAP) Meeting Sep 9, 2025 - Work Session 12:30PM Category B. Annual Contract Renewals Under 1 Million Type Superintendent's Report Goals DESCRIPTION: Aetna Resources for Living Employee Assistance Program has been a longstanding partner of Polk County Public Schools (PCPS), offering behavioral health services at no cost to employees and their household members. In addition to direct support, EAP assists supervisors with employee relations and crisis intervention. Aetna EAP also provides access to onsite behavioral health appointments at PCPS Health Centers. The current EAP rate per employee is $2.19 per month. Aetna has proposed a three-year renewal. Rates: 2026 at $2.30, 2027 at $2.40, and 2028 at $2.50. The renewal includes two onsite counselors providing a maximum of 87 hours per month on a fee-for-service basis at $140 per hour. Aetna EAP Underwriting has confirmed that there are no penalties for initiating a Request for Proposal (RFP) or Request for Information (RFI) prior to the end of the contract period. Due to the age of the contract, we will be conducting a market check of rates and services, or a RFP/RFI. PCPS Risk Management, in collaboration with Avail Benefits, negotiated a 1% commission fee to be paid to Agent of Record. This renewal includes a Bank of nine (9) training hours. This item was presented to the Health Strategy Committee on August 22, 2025. CONTACT: Linda M. King, Senior Director Risk Management & Employee Benefits (863)519-3858 ext. 477 WORK SESSION POWERPOINT PRESENTATION: No FINANCIAL IMPACT: Amount: Renewal - See Budget Impact Analysis Funds Reservation Number or Requisition Number: Cost Center: 9000000000 Fund: 71500000 Functional Area: 7730 GL: 4310000 File Attachments Budget-Impact-Analysis-Aetna EAP Renewal.pdf (114 KB) PowerPoint Presentation.pdf (354 KB) 2010_Horizon EAP agreement.pdf (3,323 KB) Subject 3. Renewal of The Standard Group Term Life/Accidental Death and Dismemberment (AD&D), Short-Term and Long-Term Disability Insurance Policy Renewal Meeting Sep 9, 2025 - Work Session 12:30PM Category B. Annual Contract Renewals Under 1 Million Type Action (Consent) Recommended Action Motion to approve Three-Year Renewal of The Standard Group Term Life/Accidental Death and Dismemberment (AD&D), Short-Term, and Long-Term Disability Insurance Policy Goals DESCRIPTION: The Standard was originally awarded the contract for Basic Life/AD&D, Employee Supplemental Life/AD&D, Retiree Life, Short-Term and Long-Term Disability insurance through RFP# 049-PSC-0515, effective January 1, 2016. The Standard proposed a three-year rate hold renewal, effective January 1, 2026, through December 31, 2028. Polk County Public Schools (PCPS) Risk Management, in collaboration with Avail Benefits, successfully negotiated the continuation of a 3% administrative fee and an additional 2% commission fee. The 3% administrative fee will be added to the commission of 2%, with the entire 5% to be paid to Contract Effectuator/Agent of Record. This item was presented to the Health Strategy Committee on August 22, 2025. CONTACT: Linda M. King, Senior Director Risk Management & Employee Benefits (863)519-3858 ext. 477 WORK SESSION POWERPOINT PRESENTATION: No FINANCIAL IMPACT: Amount: Renewal – No rate change. Employee-funded premiums. Funds Reservation Number or Requisition Number: Cost Center: Fund: Functional Area: GL: File Attachments 625950 School Board of Polk County - 1.1.2026 Renewal Letter (002).pdf (189 KB) 2016 Renewal Letter - Signed.pdf (863 KB) 625950-E Life Amend 1.pdf (57 KB) 625950-E Life Group Policy.pdf (231 KB) 625950-F STD Amend 1.pdf (56 KB) 625950-F STD Group Policy.pdf (125 KB) 625950-G LTD Amend 1.pdf (56 KB) 625950-G LTD Group Policy.pdf (183 KB) Signed_625950_2016 RnwlAmndmnt Rqst Frm.pdf (36 KB) Our adopted rules of Parliamentary Procedure, Roberts Rules, provide for a consent agenda listing several items for approval of the Board by a single motion. Documentation concerning these items has been provided to all board members in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member. Subject 4. Renewal of Group Dental Insurance – Delta Dental Company Meeting Sep 9, 2025 - Work Session 12:30PM Category B. Annual Contract Renewals Under 1 Million Type Superintendent's Report Goals DESCRIPTION: Delta Dental was awarded the contract for voluntary group dental insurance through RFP #048-PLA-0515, effective January 1, 2016. The current contract was only extended for one year to allow the School Board to work on a RFP process in 2025 for 2026. Due to the timing of Avail Benefits and change to the FLEHT trust process effective at the end of July 2025, it was necessary for Risk Management to request an additional renewal with Delta Dental to continue through the end of 2026, to allow time for marketing of the benefit, market check and appointing of a contract effectuator/agent to be appointed for the voluntary benefits in 2026 for 2027. Prior to 2025, most of the School Board’s voluntary vendors reimbursed the School Board for enrollment services with a rebate. Delta Dental’s contract through 2024 paid a 1% rebate. The 2025 renewal excluded this rebate, as we were not pledging a long-term contract, and marketing the business. The negotiations with Delta Dental were conducted with the assistance of Avail Benefits. Those negotiations resulted in a reduced renewal from +6.78% for 2 years down to +5.5% for 1 year. In addition to the renewal increase, it was requested to add a 7.5% commission to the future contract effectuator/agent. Risk Management requested that the additional 1% administrative fee be added back into consideration from Delta Dental, in good faith due to the School Board’s long standing relationship and to be able to add to the contract effectuator/agent’s commission. Thus, the proposed employee rates reflect an increase of 5.5% plus commissions, with the 7.5% commissions and 1% administrative fees being paid by Delta Dental to the contract effectuator/agent of record to support communications, and other administrative work. This item was presented to the Health Strategy Committee on August 22, 2025. CONTACT: Linda M. King, Senior Director Risk Management & Employee Benefits (863)519-3858 ext. 477 WORK SESSION POWERPOINT PRESENTATION: Yes or No FINANCIAL IMPACT: Amount: Renewal – No rate change. Employee-funded premiums. Funds Reservation Number or Requisition Number: Cost Center: Fund: Functional Area: GL: File Attachments 15247Jan-2026_Letter-2025-08-04-REVISED.pdf (381 KB) Delta Dental Renewal Rates Final - Polk Schools.pdf (32 KB) Attachment D-Certificate of Coverage.pdf (154 KB) 048-PLA-0515 RFP-Group Dental Plan .pdf (605 KB) C. Budget & Staffing D. Information Items Subject 1. Donation Report Meeting Sep 9, 2025 - Work Session 12:30PM Category D. Information Items Type Information DESCRIPTION: CONTACT: WORK SESSION POWERPOINT PRESENTATION: Yes or No FINANCIAL IMPACT: Amount: Funds Reservation Number or Requisition Number: Cost Center: Fund: Functional Area: GL: File Attachments Donation Report August 2025.pdf (132 KB) Subject 2. Grants Management Report Meeting Sep 9, 2025 - Work Session 12:30PM Category D. Information Items Type Information Goals DESCRIPTION: Attached are the Grant Applications and Amendments submitted as per Policy 6110. These reports have been updated to reflect any new grant applications or amendments submitted between April 10, 2025, and August 15, 2025. (Updates highlighted in yellow.) CONTACT: Dawn Robertson Director, Grants And Acquisitions 863-457-4707 ext. 627 Andrew Baldwin Senior Director, Federal Programs 863-457-4707 ext. 613 WORK SESSION POWERPOINT PRESENTATION: No FINANCIAL IMPACT: Amount: Funds Reservation Number or Requisition Number: Cost Center: Fund: Functional Area: GL: File Attachments PCPS Quarterly Grant Summary Report - 2024-2025 September 2025.pdf (267 KB) Quarterly Grant Report Amendments.pdf (96 KB) Subject 3. Private School Contracts for Speech & Tutoring Services Meeting Sep 9, 2025 - Work Session 12:30PM Category D. Information Items Type Information DESCRIPTION: Private school contracts for speech and tutoring services, for Learning Resource Center, HealthPro, Orange Tree Staffing. CONTACT: Frederick Heid Superintendent 863.534.0521 WORK SESSION POWERPOINT PRESENTATION: No FINANCIAL IMPACT: Amount: Funds Reservation Number or Requisition Number: Cost Center: Fund: Functional Area: GL: File Attachments Finance - CONTRACTS - LEARNING RESOURCE CENTER, INC - TUTORING THE CYGNET SCHOOL (PRIV....pdf (10,904 KB) Finance - CONTRACTS - LEARNING RESOURCE CENTER, INC - TUTRING PATHWAYS SCHOOL OF EXCEL....pdf (12,152 KB) Finance - CONTRACTS - LEARNING RESOURCE CENTER, INC - TUTORING CES ACADEMY (PRIVATE).pdf (11,451 KB) Finance - CONTRACTS - HEALTHPRO PEDIATRICS, LLC, SPEECH THE ROBERTS ACADEMY (PRIVATE).pdf (12,097 KB) Finance - CONTRACTS - LEARNING RESOURCE CENTER TUTORING - THE ROBERTS ACADEMY (PRIVATE....pdf (11,846 KB) Finance - CONTRACTS - HEALTHPRO PEDIATRICS, LLC - SPEECH - PATHWAYS SCHOOL OF EXCELLEN....pdf (12,037 KB) Finance - CONTRACTS - HEALTHPRO PEDIATRICS LLC - SPEECH CES ACADEMY (PRIVATE).pdf (11,990 KB) Finance - CONTRACTS - LEARNING RESOURCE CENTER, TUTORING - SAINT JOSEPH CATHOLIC SCHOO....pdf (11,448 KB) Finance - CONTRACTS - ORANGE TREE STAFFING, LLC SPRRCH - SAINT JOSEPH CATHOLIC (PRIVAT....pdf (10,599 KB) Finance - CONTRACTS - LEARNING RESOURCE CENTER, INC TUTORING WORLD OF LIFE CHRISTIAN S....pdf (11,169 KB) Finance - CONTRACTS - HEALTHPRO PEDIATRICS LLC, SPEECH, DAVENPORT CHRISTIAN PREPARTORY....pdf (11,112 KB) Finance - CONTRACTS - HEALTHPRO PEDIATRICS LLC - SPEECH POINCIANA CHRISTIAN PREPARATOR....pdf (11,152 KB) Finance - CONTRACTS - LEARNING RESOURCE CENTER - TUTORING RESURRECTION CATHOLIC SCHOOL....pdf (12,223 KB) Finance - CONTRACTS - HEALTHPRO PEDIATRICS LLC - SPEECH POLK CHRISTIAN PREPARATORY SCH....pdf (11,932 KB) E. Board Agenda Review Subject 1. Board Meeting Agenda Meeting Sep 9, 2025 - Work Session 12:30PM Category E. Board Agenda Review Type Information DESCRIPTION: CONTACT: WORK SESSION POWERPOINT PRESENTATION: Yes or No FINANCIAL IMPACT: Amount: Funds Reservation Number or Requisition Number: Cost Center: Fund: Functional Area: GL: File Attachments 9.9.25 Board Agenda Simple.pdf (136 KB) F. Unfinished Business G. New Business H. Board Comments Subject 1. Board Member Comments Meeting Sep 9, 2025 - Work Session 12:30PM Category H. Board Comments Type DESCRIPTION: CONTACT: FINANCIAL IMPACT: Amount: Funds Reservation Number or Requisition Number: Cost Center: Fund: Functional Area: GL: File Attachments