School Board Meeting

1 Tuesday, September 24, 2024 School Board Meeting Orange County Public Schools Ronald Blocker Educational Leadership Center 445 West Amelia Street Orlando, FL 32801 1. Meeting Notes *(PUBLIC CANNOT ADDRESS THESE ITEMS) Subject 1.01 School Board Meeting General Information Meeting Sep 24, 2024 - School Board Meeting Type File Attachments 1. Meeting Notes *(PUBLIC CANNOT ADDRESS THESE ITEMS) Subject 1.02 Changes to the Board Book Meeting Sep 24, 2024 - School Board Meeting Type File Attachments 1. Meeting Notes *(PUBLIC CANNOT ADDRESS THESE ITEMS) Subject 1.03 Chairman's Agenda Meeting Sep 24, 2024 - School Board Meeting Type Information File Attachments 2. Opening *(PUBLIC CANNOT ADDRESS THESE ITEMS) Subject 2.01 Call to Order Meeting Sep 24, 2024 - School Board Meeting Type Action, Information File Attachments Motion & Voting Motion to Adopt the Agenda Motion by Karen Castor Dentel, second by Angela Gallo. Final Resolution: Motion Carries Yea: Teresa Jacobs, Angela Gallo, Maria Salamanca, Alicia Farrant, Pamela Gould, Vicki-Elaine Felder, Karen Castor Dentel, Melissa Byrd 2. Opening *(PUBLIC CANNOT ADDRESS THESE ITEMS) Subject 2.02 Recognitions/Introduction Information Meeting Sep 24, 2024 - School Board Meeting Type Information File Attachments 2. Opening *(PUBLIC CANNOT ADDRESS THESE ITEMS) Subject 2.03 District Associations/Council Reports (CTA/OESPA/OCASA/Superintendent Student Advisory Council) Meeting Sep 24, 2024 - School Board Meeting Type File Attachments 2. Opening *(PUBLIC CANNOT ADDRESS THESE ITEMS) Subject 2.04 Strategic Plan Update Meeting Sep 24, 2024 - School Board Meeting Type Information, Discussion File Attachments AAH and Holocaust Education 9.12.24.pdf (9.24.2024).pdf (1,677 KB) 2. Opening *(PUBLIC CANNOT ADDRESS THESE ITEMS) Subject 2.05 Celebrations/Observations Meeting Sep 24, 2024 - School Board Meeting Type Information, Discussion File Attachments 2024-25 School Board Observations-Celebrations.docx 9.18.pdf (136 KB) 3. Public Hearings - (YELLOW CARD) 4. Consent - Communications & Governmental Relations Items - (YELLOW CARD) 5. Consent - Approve Human Resource Items - (YELLOW CARD) Subject 5.01 Request Approval of the Personnel Agenda Dated September 24, 2024, Including the Designation/Creation of Positions to be Filled, the Minimum Job Qualifications for the Positions, Salary Schedules, Appointments, Reappointments and Terminations of Select Personnel as Shown Thereon (Ongoing revisions and additions will occur - final version will not be available until the date of the meeting) Meeting Sep 24, 2024 - School Board Meeting Type Action (Consent) Recommended Action Approval of the Personnel Agenda Dated September 24, 2024, Including the Designation/Creation of Positions to be Filled, the Minimum Job Qualifications for the Positions, Salary Schedules, Appointments, Reappointments and Terminations of Select Personnel as Shown Thereon (Ongoing revisions and additions will occur - final version will not be available until the date of the meeting) Goals BACKGROUND : Chapter 1012.22 of the Florida Statutes authorizes the School Board to act on personnel actions. These September 24, 2024, personnel actions are requested in order to maintain continuity and enhance educational services delivered to students. These actions will become effective on the specified dates. Attached hereto and incorporated herein is the personnel agenda with the applicable data contained therein. The Employment Services Department has conducted, and the persons recommended for appointment by the Superintendent have passed, the background screenings as required by s. 1012.32, s. 1012.465 and s. 1012.56, Fl. Stat. as appropriate. The Employment Services Department also has determined that all persons recommended for appointment by the Superintendent are at least minimally qualified to perform the job pursuant to the job description for the position to which the employee has been nominated. The hiring of all individuals would comply with applicable state and federal equal employment opportunity laws, including veteran preference and anti-discrimination laws. FISCAL IMPACT STATEMENT : Cost of the personnel actions fall within the approved 2024 – 2025 budget. STUDENT DATA TO BE SHARED: N/A RECOMMENDED RESOLUTION : Approval of the Personnel Agenda Dated September 24 , 2024, Including the Designation/Creation of Positions to be Filled, the Minimum Job Qualifications for the Positions, Salary Schedules, Appointments, Reappointments and Terminations of Select Personnel as Shown Thereon (Ongoing revisions and additions will occur - final version will not be available until the date of the meeting) SUBMITTED AND PREPARED BY: James Preusser, Senior Executive Director, Human Resources Division File Attachments Admin Addendum Final v2.pdf (117 KB) Instruc Class Agenda 9-24-24.pdf (275 KB) Motion & Voting Approval of the Consent Agenda Motion by Angela Gallo, second by Vicki-Elaine Felder. Final Resolution: Motion Carries Yea: Teresa Jacobs, Angela Gallo, Maria Salamanca, Alicia Farrant, Pamela Gould, Vicki-Elaine Felder, Karen Castor Dentel, Melissa Byrd 6. Consent - Approve Student Expulsion Items - (YELLOW CARD) 7. Consent - Approve Grant Application Items - (YELLOW CARD) 8. Consent - Approve Education Services Related Items - (YELLOW CARD) 9. Consent - Approve Career and Technical Education Items - (YELLOW CARD) 10. Consent - Approve ESE and Multilingual Services Items - (YELLOW CARD) Subject 10.01 Request Approval of the Orange County, Florida and The School Board of Orange County, Florida FY 2025 Grant Agreement Meeting Sep 24, 2024 - School Board Meeting Type Action (Consent) Recommended Action Approval of the Orange County, Florida and The School Board of Orange County, Florida FY 2025 Grant Agreement BACKGROUND: This grant is to provide equity, access and opportunity for students through experiential learning. Though, general education students can participate, this grant focuses on ESE students with an emphasis on students from pre-identified zip codes from Orange County Government. FISCAL IMPACT STATEMENT: There will be no financial impact to the school or district operating budget. STUDENT DATA TO BE SHARED: Orange County Government is asking for non-identifiable student demographic information: race, gender, zip code of residence. RECOMMENDED RESOLUTION: Approval of the Orange County, Florida and The School Board of Orange County, Florida FY 2025 Grant Agreement. SUBMITTED AND PREPARED BY: Michael Armbruster, Deputy Superintendent Wendy Ivory, Executive Leader, Exceptional Student Education Ian Gesundheit, Principal Leader, Exceptional Student Education File Attachments Motion & Voting Approval of the Consent Agenda Motion by Angela Gallo, second by Vicki-Elaine Felder. Final Resolution: Motion Carries Yea: Teresa Jacobs, Angela Gallo, Maria Salamanca, Alicia Farrant, Pamela Gould, Vicki-Elaine Felder, Karen Castor Dentel, Melissa Byrd 11. Consent - Approve Operations Items - (YELLOW CARD) Subject 11.01 Request Approval of Procurement Recommendations to be Awarded – September 24, 2024 Meeting Sep 24, 2024 - School Board Meeting Type Action (Consent) Recommended Action Approval of Procurement Recommendations to be Awarded – September 24, 2024 Goals 5. Efficient Operations BACKGROUND: The bid documents and proposals on the following pages have been processed in compliance with the applicable purchasing policies of Orange County Public Schools. Each contract award is to the lowest responsive and responsible bidder meeting specifications and each solicitation is to be awarded to the recommended suppliers as provided on the attached pages for the items and amounts as specified. The purchases are necessary to provide a quality education for all students. FISCAL IMPACT STATEMENT: Procurement Recommendations are for various departments, expending funds as approved in the annual budget. STUDENT DATA TO BE SHARED: N/A RECOMMENDED RESOLUTION: Approval of Procurement Recommendations to be Awarded SUBMITTED AND PREPARED BY: Roberto Pacheco, Chief Operations Officer David Wheeler, Sr. Director, Procurement Services File Attachments Procurement Recommendations 092424.pdf (99 KB) Motion & Voting Approval of the Consent Agenda Motion by Angela Gallo, second by Vicki-Elaine Felder. Final Resolution: Motion Carries Yea: Teresa Jacobs, Angela Gallo, Maria Salamanca, Alicia Farrant, Pamela Gould, Vicki-Elaine Felder, Karen Castor Dentel, Melissa Byrd 12. Consent - Approve Business and Finance Items - (YELLOW CARD) Subject 12.01 Request Approval of the Fixed Asset Deletion and Restoration Report Meeting Sep 24, 2024 - School Board Meeting Type Action (Consent) Recommended Action Approval of the Fixed Asset Deletion and Restoration Report Goals 5. Efficient Operations BACKGROUND: In accordance with Chapter 274.02, Florida Statutes, each governmental unit is required to maintain an adequate record of its fixtures and other TPP (tangible personal property) of a non-consumable nature, the value of which is $1,000 or more and the normal expected life of which is one year or more. The statutes also require a complete physical inventory annually, a comparison of the results of the physical inventory to the perpetual property records, and follow-up action in tracing and reconciling discrepancies. To further strengthen the importance of maintaining property inventories, the Board adopted the Superintendent Document DID which states: loss, damage, theft, or undue depreciation of Board equipment and property will be investigated based on procedures established by a committee comprised of representatives of the Property Accounting, Risk Management, and Legal Services Departments, which will include how to evaluate whether the cause was based on employee, student, or other party’s negligence. If negligence is determined, the employee, student, or other party will be responsible for the expense to the Board for the replacement or repair of the equipment and property. Decisions of this committee are final. For FY25, the district has a total of 282 TPP inventory accounts. District property auditors will conduct the annual physical inventory for changes in property custodians and reviews of inventory records and procedures, including (complete or a random sample) physical inventory of property at selected work locations. Work locations not audited by the district property auditors will conduct a site-based inventory. The Fixed Assets Deletion and Restoration report is submitted to the Board monthly. This report reflects a listing of property transactions reported by various work locations including surplus inventory. These items will need to be deleted from or restored to inventory. A copy of the complete report is available in the office of Property Accounting. FISCAL IMPACT STATEMENT: School Board Policy DID requires that the Superintendent or her designee ensure corporate assets are not unprotected, inadequately maintained, inappropriately used or unnecessarily risked. Accordingly, the Superintendent or her designee shall not fail to establish and maintain adequate procedures for acquisition and disposal of tangible personal property such that controllable loss at any location does not exceed 1%. Surplus Items recommended for deletion July 1, 2024 – September 9, 2024, total a net book value of $19,774.54. These items will be sold, transferred, or otherwise properly disposed of through the surplus warehouse. The FY25 YTD net book value of surplus items total is $19,774.54. Stolen Items recommended for deletion, July 1, 2024– September 9, 2024, total a net book value of $10,413.60. These items were evidenced by forcible entry and reported to the appropriate law enforcement agency. If these assets are recovered, they will be returned to active status. The FY25 YTD net book value of stolen items is $10,413.60. STUDENT DATA TO BE SHARED: There is no student data to be shared. RECOMMENDED RESOLUTION: Approval of the Fixed Asset Deletion and Restoration Report SUBMITTED AND PREPARED BY: Doreen Concolino, Chief Financial Officer Catherine Nguyen Schuessler, Senior Director, Finance File Attachments Motion & Voting Approval of the Consent Agenda Motion by Angela Gallo, second by Vicki-Elaine Felder. Final Resolution: Motion Carries Yea: Teresa Jacobs, Angela Gallo, Maria Salamanca, Alicia Farrant, Pamela Gould, Vicki-Elaine Felder, Karen Castor Dentel, Melissa Byrd 12. Consent - Approve Business and Finance Items - (YELLOW CARD) Subject 12.02 Request Approval of the 2023-24 Impact Fee Report Meeting Sep 24, 2024 - School Board Meeting Type Action (Consent) Recommended Action Approval of the 2023-24 Impact Fee Report Goals 5. Efficient Operations BACKGROUND: In accordance with Section 23-168 of the Orange County Code, a report on the analysis of the impact fee trust funds shall be submitted to the School Board on an annual basis. FISCAL IMPACT STATEMENT: There is no additional fiscal impact in accepting the reports submitted to the Board. STUDENT DATA TO BE SHARED: None RECOMMENDED RESOLUTION: Approval of the 2023-24 Impact Fee Report SUBMITTED AND PREPARED BY: Doreen Concolino, Chief Financial Officer Catherine Nguyen Schuessler, Senior Director, Finance File Attachments Impact Fee Analysis FY 24.pdf (70 KB) Motion & Voting Approval of the Consent Agenda Motion by Angela Gallo, second by Vicki-Elaine Felder. Final Resolution: Motion Carries Yea: Teresa Jacobs, Angela Gallo, Maria Salamanca, Alicia Farrant, Pamela Gould, Vicki-Elaine Felder, Karen Castor Dentel, Melissa Byrd 13. Consent - Approve Construction Related Items - (YELLOW CARD) Subject 13.01 Request Approval of Architectural and Engineering Services for the Orlando Gifted Academy Replacement Project – RFQ 2404PS Meeting Sep 24, 2024 - School Board Meeting Type Action (Consent) Recommended Action Approval of Architectural and Engineering Services for the Orlando Gifted Academy Replacement Project – RFQ 2404PS Goals 4. Positive Climate and Safe Environment 5. Efficient Operations BACKGROUND: The Consultants Competitive Negotiation Act (CCNA) Committee met on August 21, 2024, to select an architectural and engineering firm for the Orlando Gifted Academy Replacement Project. The Committee utilized policies in accordance with Section 287.055 Florida Statutes for the selection of architectural and engineering firms. The CCNA Committee met initially on July 31, 2024, to review proposals submitted by the following firms: Baker Barrios Architects, Inc.* Rowe Architects LLC DLR Group Inc. Schenkel & Shultz, Inc. Harvard Jolly, Inc. Song + Associates, Inc.* Little Diversified Architectural Consulting, Inc. Zyscovich, LLC All proposals were evaluated using the evaluation form contained in the Request for Qualifications package provided to all interested firms. The evaluations were based on each firm’s related experience, proposed project staff and functions and location of the firm, workload, equitable distribution, financial capabilities, and cost control measures, minority and local developing business history, local preference policy score, and completeness of the firm’s response to the District’s Request for Qualifications. Scores were totaled for each firm and a shortlist ranking was established. Zyscovich, LLC Harvard Jolly, Inc. DLR Group Inc. Schenkel & Shultz, Inc. Song + Associates, Inc.* On August 21, 2024, the Committee interviewed the shortlisted firms. The interview results were based on criteria contained in the Request for Qualifications evaluation form. Criteria included the firm’s references, overall approach and methodology, project team, cost control, project scheduling, MWBE, LDB, and VBE implementation plan. After interviews, the Committee members scored each firm’s performance using the established form. The resulting scores were then totaled, and the firms were ranked as follows: Schenkel & Shultz, Inc. Zyscovich, LLC DLR Group Inc. Song + Associates, Inc.* Harvard Jolly, Inc. *MWBE, **LDB, ***MWBE/LDB, ****VBE In light of the above, the Committee recommends the selection of Schenkel & Shultz, Inc. for the Orlando Gifted Academy Replacement Project. FISCAL IMPACT STATEMENT: There is no fiscal impact associated with this selection recommendation. STUDENT DATA TO BE SHARED: N/A RECOMMENDED RESOLUTION: Approval of Architectural and Engineering Services for the Orlando Gifted Academy Replacement Project – RFQ 2404PS SUBMITTED AND PREPARED BY: Rory A. Salimbene, Chief Facilities Officer David R. Wheeler, Senior Director, Procurement Services File Attachments Motion & Voting Approval of the Consent Agenda Motion by Angela Gallo, second by Vicki-Elaine Felder. Final Resolution: Motion Carries Yea: Teresa Jacobs, Angela Gallo, Maria Salamanca, Alicia Farrant, Pamela Gould, Vicki-Elaine Felder, Karen Castor Dentel, Melissa Byrd 14. Consent - Approve Changes, Amendments and Addendums - (YELLOW CARD) 15. Consent - Approve Legal/Audit Items - (YELLOW CARD) 16. Consent - Approve Minutes - School Board Meetings *(PUBLIC CANNOT ADDRESS THESE ITEMS) Subject 16.01 Request Approval of Minutes - Open Public Comment Period - September 10, 2024 Meeting Sep 24, 2024 - School Board Meeting Type Action (Consent) Recommended Action Approval of Minutes - Open Public Comment Period - September 10, 2024 Goals 6. Engaged and Invested Community 5. Efficient Operations File Attachments 09.10.24 Open Public Comment Period Minutes.pdf (231 KB) Motion & Voting Approval of the Consent Agenda Motion by Angela Gallo, second by Vicki-Elaine Felder. Final Resolution: Motion Carries Yea: Teresa Jacobs, Angela Gallo, Maria Salamanca, Alicia Farrant, Pamela Gould, Vicki-Elaine Felder, Karen Castor Dentel, Melissa Byrd 16. Consent - Approve Minutes - School Board Meetings *(PUBLIC CANNOT ADDRESS THESE ITEMS) Subject 16.02 Request Approval of Minutes - School Board Meeting and Budget Public Hearing - September 10, 2024 Meeting Sep 24, 2024 - School Board Meeting Type Action (Consent), Minutes Minutes View Minutes for Sep 10, 2024 - School Board Meeting and Budget Public Hearing Goals 6. Engaged and Invested Community 5. Efficient Operations File Attachments Motion & Voting Approval of the Consent Agenda Motion by Angela Gallo, second by Vicki-Elaine Felder. Final Resolution: Motion Carries Yea: Teresa Jacobs, Angela Gallo, Maria Salamanca, Alicia Farrant, Pamela Gould, Vicki-Elaine Felder, Karen Castor Dentel, Melissa Byrd 16. Consent - Approve Minutes - School Board Meetings *(PUBLIC CANNOT ADDRESS THESE ITEMS) Subject 16.03 Request Approval of Minutes - Work Session - September 17, 2024 Meeting Sep 24, 2024 - School Board Meeting Type Action (Consent) Recommended Action Approval of Minutes - Work Session - September 17, 2024 Goals 6. Engaged and Invested Community 5. Efficient Operations File Attachments 09.17.24 WS Minutes.pdf (171 KB) Motion & Voting Approval of the Consent Agenda Motion by Angela Gallo, second by Vicki-Elaine Felder. Final Resolution: Motion Carries Yea: Teresa Jacobs, Angela Gallo, Maria Salamanca, Alicia Farrant, Pamela Gould, Vicki-Elaine Felder, Karen Castor Dentel, Melissa Byrd 17. Non Consent/Non Consent Emergency Items - (YELLOW CARD) 18. Information - Superintendent *(PUBLIC CANNOT ADDRESS THESE ITEMS) Subject 18.01 Information from Superintendent Meeting Sep 24, 2024 - School Board Meeting Type Information File Attachments 19. Report by School District General Counsel *(PUBLIC CANNOT ADDRESS THESE ITEMS) Subject 19.01 Report by School District General Counsel Meeting Sep 24, 2024 - School Board Meeting Type Report File Attachments 19. Report by School District General Counsel *(PUBLIC CANNOT ADDRESS THESE ITEMS) Subject 19.02 Report from School Board Internal Auditor Meeting Sep 24, 2024 - School Board Meeting Type Information, Report Goals 6. Engaged and Invested Community 4. Positive Climate and Safe Environment 5. Efficient Operations 3. Dedicated and High-Quality Team BACKGROUND: Fuel Management The Internal Audit Department recently completed an audit of fuel management by the Transportation Services Department. The district consumed around 2 million gallons of fuel in each of the past two fiscal years, dispensing it from seven fueling stations located around the county. Fuel inventory is tracked electronically using Veeder-Root software and dispensing is controlled and tracked by Syntech’s FuelMaster software. Our overall conclusion is that internal controls need to be strengthened. We acknowledge a strain on resources, both monetary and human, and considered this in making our recommendations. We found the vendor for unleaded fuel is charging higher prices than called for in their contract and recommend Transportation Services seek refunds of overcharges and closely monitor future invoices to avoid more overpayments. Based on the results of the transactions we sampled, we estimate $59,000 in overpayments to this vendor during the 2023-2024 fiscal year alone. We also noted more employees with Master Prokees (allowing fuel access to the holder) than were on management’s list, discrepancies between fuel consumption records and inventory records, and duplicate fuel transactions in SAP. We made four recommendations, with which management concurred, to address these findings. Our report and management’s response are attached. School Safety and Security This audit was included in our 2023-2024 audit plan. We conducted the field work during the late spring and early summer. In accordance with Florida Statutes, security information is confidential and exempt from public records requests. We discussed our findings with those members of district management who needed to know them We have attached a brief memo describing this engagement. FISCAL IMPACT STATEMENT: No significant fiscal impact. STUDENT DATA TO BE SHARED: N/A RECOMMENDED RESOLUTION: This report requires no action by the School Board. SUBMITTED AND PREPARED BY: Linda J. Lindsey, CPA, CGAP, School Board Internal Auditor File Attachments Fuel Management Audit Report.pdf (311 KB) Fuel Management Audit Management Response.pdf (124 KB) School Safety and Security Audit Memo.pdf (148 KB) 20. Reports (Non Actions Items) by School Board and/or Superintendent *(PUBLIC CANNOT ADDRESS THESE ITEMS) Subject 20.01 Reports by School Board and/or Superintendent Meeting Sep 24, 2024 - School Board Meeting Type Report File Attachments 21. Statement of Policy Level Issues the Board Would Like to Agenda for Subsequent Meetings or Work Sessions *(PUBLIC CANNOT ADDRESS THESE ITEMS) Subject 21.01 Discussion by School Board Members Meeting Sep 24, 2024 - School Board Meeting Type Discussion File Attachments 22. Adjournment *(PUBLIC CANNOT ADDRESS THESE ITEMS) Subject 22.01 Meeting Adjourned Meeting Sep 24, 2024 - School Board Meeting Type File Attachments