Lake County Schools - Regular School Board Meeting-REVISED

1 Monday, December 14, 2020 Lake County Schools - Regular School Board Meeting-REVISED 6:00 PM Board Room Lake County School District 201 W. Burleigh Blvd., Tavares, FL "We are 5,000 strong serving 42,000 students." 1. OPENING ITEMS Subject 1.01 Call to Order - Followed by a Moment of Silence and the Pledge of Allegiance (Bill Mathias, Chairman) Meeting Dec 14, 2020 - Lake County Schools - Regular School Board Meeting-REVISED Type File Attachments 2. CHANGES, AMENDMENTS, ADDITIONS OR DELETIONS TO AGENDA 3. APPROVAL OF MINUTES Subject 3.01 Minutes from the Employee Hearing held pursuant to Florida Statutes Section 1012.33(6)(a)1, October 26, 2020, Continuation of Hearing held Pursuant to Florida Statutes Section 1012.33(6)(a)1, November 5, 2020, Regular School Board Meeting, November 9, 2020, Special Meeting Investiture and Organization of the Board, November 17, 2020 and Executive Session for Collective Bargaining, November 30, 2020 (Diane Kornegay, Superintendent) Meeting Dec 14, 2020 - Lake County Schools - Regular School Board Meeting-REVISED Type Action File Attachments MINhearing2020.10.26.pdf (70 KB) MINhearingcontd2020.11.05.pdf (70 KB) MINregntg,2020.11.09.pdf (107 KB) MINspecmtg.2020.11.17.pdf (88 KB) ExecSessCB2020.11.30.pdf (12 KB) Motion & Voting to approve the minutes as recommended by the Superintendent Motion by Stephanie Luke, second by Marc Dodd. Final Resolution: Motion Carries Yea: Bill Mathias, Stephanie Luke, Marc Dodd, Kristi L Burns, Mollie Cunningham 4. REPRESENTATION 5. PUBLIC INPUT: The meeting can be viewed online and the District will comply with current CDC guidelines. Any person may request permission of the chairperson to speak to an item on the agenda by coming to the meeting in person or by sending an email to: PublicInput@lake.k12.fl.us containing the speaker's full name, email address, phone number and the agenda item to be discussed. Emailed requests will be accepted through 4 p.m. the day of the board meeting. A link will be sent to those speakers and they will be allowed to address the board virtually through the Zoom web application on meeting day. A three minute time limit will be imposed for each Public Input speaker. 6. REPORTS Subject 6.01 Education Foundation (Carman Cullen-Batt, Executive Director) Meeting Dec 14, 2020 - Lake County Schools - Regular School Board Meeting-REVISED Type File Attachments 6. REPORTS Subject 6.02 Attorney Report (Stephen Johnson, School Board Attorney) Meeting Dec 14, 2020 - Lake County Schools - Regular School Board Meeting-REVISED Type File Attachments 7. UNFINISHED BUSINESS 8. NEW BUSINESS-CONSENT AGENDA-BUSINESS AND SUPPORT ITEMS Subject 8.01 Acceptance of the Florida Auditor General’s Operational Audit Report #2021-049 of the District School Board of Lake County for the Fiscal Year Ended June 30, 2020 into the public record (Scott Ward, Assistant Superintendent of Business Services) Fiscal Impact: None Meeting Dec 14, 2020 - Lake County Schools - Regular School Board Meeting-REVISED Type Action (Consent) BACKGROUND AND RATIONALE: This audit is conducted by the Florida Auditor General’s Office every three years in connection with the audit of the District’s Financial Statements. The Operational and Compliance portion of the audit includes a summary of operational or compliance matters identified by the auditors during the course of the audit, which if improved, would result in more efficient and effective operations. We have thoroughly discussed all matters noted. Most matters involved policy and procedural issues recommended to improving the overall effective and efficient operation of the School District. Several items had been corrected prior to the issuance of the report and require no further action by the District. We have implemented most of the corrective actions identified in the written response and are in the process of completing the balance in a timely manner. We look at the audit recommendations as guidance and use them to focus on areas of needed improvement in our policies and procedures and appreciate the work the auditors do for the District. Generally Accepted Auditing Standards require that the audit report be presented to the Board for acceptance into the official records. ALTERNATIVES: 1. Accept the Florida Auditor General’s Audit Report #2021-049 Financial, Operational and Federal Single Audit of the District School Board of Lake County for the Fiscal Year Ended June 30, 2020 into the public record as requested and submitted by the Finance Department. 2. Not accept the Florida Auditor General’s Audit Report #2021-0490 Financial, Operational and Federal Single Audit of the District School Board of Lake County for the Fiscal Year Ended June 30, 2020 into the public record as requested and submitted by the Finance Department. RECOMMENDATION: I recommend the Board accept the Florida Auditor General’s Audit Report #2021-049 Financial, Operational and Federal Single Audit of the District School Board of Lake County for the Fiscal Year Ended June 30, 2020 into the public record as requested and submitted by the Finance Department. FISCAL IMPACT: There is no fiscal impact for this item. DATA SOURCE: This agenda item was prepared and submitted by the Assistant Superintendent of Business Services, Scott Ward. Any questions or comments in this matter should be directed to her at 253-6566. File Attachments 2021-049 Lake County Schools AG Operational Audit October 2020.pdf (383 KB) Motion & Voting to approve the Superintendent's recommendation of the Consent Agenda Motion by Kristi L Burns, second by Stephanie Luke. Final Resolution: Motion Carries Yea: Bill Mathias, Stephanie Luke, Marc Dodd, Kristi L Burns, Mollie Cunningham 8. NEW BUSINESS-CONSENT AGENDA-BUSINESS AND SUPPORT ITEMS Subject 8.02 2020-2021 Bus Maintenance Agreement with Round Lake Charter School (John Carr, Assistant Superintendent Operations & Facilities) Fiscal Impact: Reimbursement for services and parts rendered Meeting Dec 14, 2020 - Lake County Schools - Regular School Board Meeting-REVISED Type Action (Consent) BACKGROUND and RATIONALE: The Charter Contract with the School Board requires that the Charter School transport Lake County Students to and from its school. Round Lake Charter School provides transportation using its own buses, but the School Board has provided bus maintenance services for the school's buses. The purpose of this Agreement is to provide terms and conditions by which the School Board will provide bus maintenance services to Round Lake Charter's buses. This item supports Goal 5B of the School Board's Strategic Plan and is beneficial to support the safe, efficient and effective transportation of students to the charter school. ALTERNATIVES: 1. Approve the Agreement to provide bus maintenance services. 2. Do not approve and discontinue maintenance and services. RECOMMENDATION: I recommend that the Board approve the Bus Maintenance Agreement with Round Lake Charter School. FISCAL IMPACT: This Agreement will provide terms and conditions by which the School Board will receive reimbursement for services and parts rendered. DATA SOURCE: This agenda item was prepared by Scott Pfender, Director of Transportation, and John Carr, Assistant Superintendent Operations-Facilities. For questions please contact Mr. Pfender at 352-253-8079 or Mr. Carr at 352-253-6514. File Attachments Bus Maintenance Agreement-RLE.pdf (200 KB) Motion & Voting to approve the Superintendent's recommendation of the Consent Agenda Motion by Kristi L Burns, second by Stephanie Luke. Final Resolution: Motion Carries Yea: Bill Mathias, Stephanie Luke, Marc Dodd, Kristi L Burns, Mollie Cunningham 8. NEW BUSINESS-CONSENT AGENDA-BUSINESS AND SUPPORT ITEMS Subject 8.03 Renewal (2 of 2) Bid #4745AR Disposable Paper Products for Warehouse Stock (John Carr, Assistant Superintendent Operations & Facilities) Fiscal Impact: $200,000 from General Fund-Central Warehouse Stock (Various School Budgets) Meeting Dec 14, 2020 - Lake County Schools - Regular School Board Meeting-REVISED Type Action (Consent) BACKGROUND and RATIONALE: Pursuant to the competitive bid process, award of Bid #4745AR Disposable Paper Products for Warehouse Stock was approved by the Board on November 25, 2018. Included in the terms and conditions of this agreement are the options to renew for two (2) additional 12 month periods. To retain these agreements, the party extended the agreement terms through December 26, 2020. The Board Attorney has reviewed the attached agreement. Dade Paper and Bag LLC dba Imperial Dade, located in Orlando, FL has indicated their desire to renew their agreement for the final renewal term. If renewal is approved by the Board, the expiration of the agreement would be November 24, 2021. This item supports Strategic Plan Goal #5 – Ensure all students have a safe and positive environment. ALTERNATIVES: Approve the recommendation to renew Bid #4745AR - Disposable Paper Products for Warehouse Stock. Do not approve at this time. RECOMMENDATION: I recommend the Board approve the renewal of Bid #4745AR – Disposable Paper Products for Warehouse Stock. FISCAL IMPACT: The estimated impact will be $200,000 funded through the General Funds - Central Warehouse Stock (Various School Budget). DATA SOURCE: This agenda item was prepared by Procurement Service and the Central Warehouse, in accordance with School Board Policy 6320. Questions may be directed to Procurement Services at 352-253-6762 or Central Warehouse at 325-253-6755. File Attachments 4745AR- Dade Paper & Bag Company signed Agreement (1).pdf (73 KB) Motion & Voting to approve the Superintendent's recommendation of the Consent Agenda Motion by Kristi L Burns, second by Stephanie Luke. Final Resolution: Motion Carries Yea: Bill Mathias, Stephanie Luke, Marc Dodd, Kristi L Burns, Mollie Cunningham 8. NEW BUSINESS-CONSENT AGENDA-BUSINESS AND SUPPORT ITEMS Subject 8.04 Renewal (2 of 4) 4823PB-Utilization per Hillsborough County Public Schools ITN #18021-MST-IV Disaster Remediation Services (John Carr, Assistant Superintendent Operations and Facilities) Fiscal Impact: $50,000 from General Funds- Facilities and Maintenance Budget Meeting Dec 14, 2020 - Lake County Schools - Regular School Board Meeting-REVISED Type Action (Consent) BACKGROUND and RATIONALE: On September 11, 2018 Hillsborough County Public Schools awarded ITN #18021-MST-IV Disaster Remediation Services to multiple vendors. The intent of this bid is to establish firm pricing for disaster remediation services including fire restoration, flood/water damage and drying services, storm and debris removal and vandalism throughout the District. Utilizing this contract would allow the School Board to take advantage of the competitive pricing established within this agreement. If approved, this agreement will become effective immediately and will provide firm prices through September 11, 2021, with the option of four (4) additional one (1) year renewals. The Board Attorney has reviewed the attached agreements. This item supports Strategic Plan Goal #5 – Ensure all students have a safe and positive environment. ALTERNATIVES: 1. Approve the utilization of the Hillsborough County Public Schools, ITN #18021-MST-IV Disaster Remediation Services and execute the agreements to the following vendors: Simpson Environmental Services, Inc., located in Trilby, Florida Advanced Drying Systems, Inc. located in Tampa, Florida Cross Environmental Service, Inc., located in Zephyrhills, Florida 2. Do not approve at this time. RECOMMENDATION: I recommend the board approve the utilization of the Hillsborough County Public Schools ITN #18021-MST-IV Disaster Remediation Services with the following vendors: Simpson Environmental Services, Inc., located in Trilby, Florida Advanced Drying Systems, Inc. located in Tampa, Florida Cross Environmental Service, Inc., located in Zephyrhills, Florida FISCAL IMPACT: The estimated financial impact will be $50,000 funded through the General Funds- Facilities and Maintenance Budget. DATA SOURCE: The agenda for this item was prepared by Procurement and Facilities and Maintenance in accordance with School Board Policy 6320. Questions may be directed to Procurement Services at 352-253-6762 or Facilities and Maintenance at 352-253-5202. File Attachments Complete Contract ITN-#18021-MST-IV Disaster Remediation Services.pdf (26,332 KB) Signed Agreement for Advanced Drying System.pdf (354 KB) Signed Agreement for Cross Environmental.pdf (294 KB) Signed Agreement for Simpson Environmental.pdf (231 KB) Motion & Voting to approve the Superintendent's recommendation of the Consent Agenda Motion by Kristi L Burns, second by Stephanie Luke. Final Resolution: Motion Carries Yea: Bill Mathias, Stephanie Luke, Marc Dodd, Kristi L Burns, Mollie Cunningham 8. NEW BUSINESS-CONSENT AGENDA-BUSINESS AND SUPPORT ITEMS Subject 8.05 Contract #4828PB – Volusia County Bid #19-B-26HO HVAC Supplies (John Carr, Assistant Superintendent Operations & Facilities) Increased Fiscal Impact: $969,702.90 from District Capital Funds Meeting Dec 14, 2020 - Lake County Schools - Regular School Board Meeting-REVISED Type Action (Consent) BACKGROUND and RATIONALE: On September 23, 2019, the Board awarded the utilization of 4828PB - Volusia County Bid #19-B-26HO HVAC Supplies to various vendors. The estimated fiscal impact at that time was $150,000 annually. Operations is requesting to u tilize the agreement with Johnstone Supply, located in Daytona Beach FL for the School Board to purchase, at firm discount pricing, devices known as, needle point bipolar ionization (NPBI). These will greatly improve the indoor air quality whereby reducing pathogens and particulate matter by as much as 95 percent. The location and size/rating of the NPBI units shall be approved by School Board personnel prior to purchase. The goal is to significantly improve air quality, reduce illness, and produce a better learning environment. This item supports Strategic Plan Goal #5 – Ensure all students have a safe and positive environment. ALTERNATIVES: 1. Approve the increased fiscal impact of $969,702.90 utilizing Johnstone Supply contract 4828PB Volusia County Bid #19-B-26HO HVAC Supplies 2. Do not approve the increased fiscal impact . RECOMMENDATION: I recommend the School Board approve the increased fiscal impact of $969,702.90 utilizing Johnstone Supply contract 4828PB Volusia County Bid #19-B-26HO HVAC Supplies . FISCAL IMPACT: The increased financial impact to our district should be $969,702.90 funded through District Capital Funds. DATA SOURCE: The agenda for this item was prepared and facilitated by Operations and Facilities in accordance with School Board Policy 6320. Questions may be directed to Procurement Services at 352-253-6762 or Operations at 352-742-6560. File Attachments Johnstone Supply Piggback Agreement approved 9-23-19.pdf (102 KB) Motion & Voting to approve the Superintendent's recommendation of the Consent Agenda Motion by Kristi L Burns, second by Stephanie Luke. Final Resolution: Motion Carries Yea: Bill Mathias, Stephanie Luke, Marc Dodd, Kristi L Burns, Mollie Cunningham 8. NEW BUSINESS-CONSENT AGENDA-BUSINESS AND SUPPORT ITEMS Subject 8.06 ITB #19-0611-B-AR-Site Work-Contractor Services (John Carr, Assistant Superintendent Operations & Facilities) Fiscal Impact: $200,000 from General Fund-Grounds Budget Meeting Dec 14, 2020 - Lake County Schools - Regular School Board Meeting-REVISED Type Action (Consent) BACKGROUND and RATIONALE: Site work – contractor services are reviewed on an annual basis. Due to the anticipated volume required, of this need, they are purchased from a competitive bid. VendorLink, the Districts’ electronic notification system notified 43 prospective bidders with four (4 ) companies submitting their proposals for consideration. Each submittal was reviewed for award by Procurement Services and Grounds . T he bids received are available for review in the Procurement Department. These agreements will become effective immediately after Board approval and will provide firm prices for a twelve-month period. These agreements may be renewed for two additional twelve-month periods if mutually agreed to in writing. This item supports Strategic Plan Goal #5 – Ensure all students have a safe and positive environment. ALTERNATIVES: 1. Approve the recommendation to award ITB # 19-0611-B-DG – Site Work – Contractor Services as shown below and on the attached tabulation sheet. Primary……………………………………………….……….Lem Bryant Land Clearing Co. Inc. Located in Tavares, FL 32778 Alternate………………………………………………………Grove Construction Corporation, located in Kissimmee, FL 34746 2. Do not approve at this time. RECOMMENDATION: I recommend the Board approve ITB # 19-0611-B-AR – Site Work – Contractor Services as indicated on the attached tabulation sheet. FISCAL IMPACT: The estimated impact to our district will be $200,000 and funded from General Fund – Grounds Budget. DATA SOURCE : The bid process for this item was prepared by Procurement Services and Maintenance in accordance with School Board Policy 6320. Questions may be directed to Procurement Services at 352-253-6762 or Grounds at 352-253-6744. “Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under chapter 120, Florida Statutes.” File Attachments 19-0611-B-AR Site Work Tabulation sheet - Copy.pdf (29 KB) 19-0611-B-AR Grove Construction Signed Agreement.pdf (154 KB) 19-0611-B-AR Lem Bryant Signed Agreement.pdf (247 KB) Motion & Voting to approve the Superintendent's recommendation of the Consent Agenda Motion by Kristi L Burns, second by Stephanie Luke. Final Resolution: Motion Carries Yea: Bill Mathias, Stephanie Luke, Marc Dodd, Kristi L Burns, Mollie Cunningham 8. NEW BUSINESS-CONSENT AGENDA-BUSINESS AND SUPPORT ITEMS Subject 8.07 Contract #20-907-PB-AR-Utilization per The State of Florida, Department of Management Services-Bid #56120000-19-ACS– Furniture, All Types (Scott Ward, Assistant Superintendent Business Services) Fiscal Impact: To be determined by various departments Meeting Dec 14, 2020 - Lake County Schools - Regular School Board Meeting-REVISED Type Action (Consent) BACKGROUND and RATIONALE: On June 14, 2019, the State of Florida awarded Bid #56120000-19-ACS Furniture to several vendors. Utilizing this contract would allow the School Board to take advantage of the competitive pricing established with this agreement for Furniture, all types, Classroom, Conference, Library, Office, School, Specialty Seating and Systems (no installation) to various vendors (statewide) throughout the District. If approved, this agreement will become effective immediately and will provide firm prices through December 1, 2023. This item supports Strategic Plan Goal #5 – Ensure all students have a safe and positive environment. ALTERNATIVES: 1. Approve the utilization of The State of Florida, Department of Management Services, Bid #56120000-19-ACS - Furniture, All Types. 2. Do not approve at this time. RECOMMENDATION: I recommend the Board approve utilizing The State of Florida, Department of Management Services Bid# Bid #56120000-19-ACS - Furninture, All Types. FISCAL IMPACT: The financial impact to our district will be determined and funded through the various departments. DATA SOURCE: This agenda item was prepared by Procurement Services in accordance with School Board Policy 6320. Questions may be directed to Procurement Services at 352-253-6762. File Attachments 56120000-19-ACS How to Use.pdf (434 KB) Motion & Voting to approve the Superintendent's recommendation of the Consent Agenda Motion by Kristi L Burns, second by Stephanie Luke. Final Resolution: Motion Carries Yea: Bill Mathias, Stephanie Luke, Marc Dodd, Kristi L Burns, Mollie Cunningham 8. NEW BUSINESS-CONSENT AGENDA-BUSINESS AND SUPPORT ITEMS Subject 8.08 Contract #20-908-PB-AR Utilization per the School District of Lee County Bid #B187337RC Furniture: Classroom, Office & Specialty (John Carr, Assistant Superintendent of Operations & Facilities) Fiscal Impact: $150,000 from General Fund-Food Services Budget and $350,000 from General Fund-Central Warehouse/Various Department Budgets Meeting Dec 14, 2020 - Lake County Schools - Regular School Board Meeting-REVISED Type Action (Consent) BACKGROUND and RATIONALE: On October 23, 2018, The School District of Lee County, Florida, awarded Bid #B187337RC Furniture: Classroom, Office & Specialty to multiple vendors. Utilizing this contract would allow the School Board to take advantage of the competitive pricing established within this agreement for furniture: classroom, office & specialty throughout the District. If approved, this agreement will become effective immediately and will provide firm prices through October 22, 2021. Included in the terms and conditions of this agreement is the option to renew for three (3) additional one (1) year periods. The Board Attorney has reviewed the attached agreement. This Item Supports Strategic Plan Goal #5 – Ensure all students have a safe and positive environment. ALTERNATIVES: 1. Approve the utilization of the Lee County Public Schools Bid #B187337RC for Furniture: Classroom, Office & Specialty. 2. Do not approve at this time. RECOMMENDATION: I recommend the Board approve the utilization of the Lee County Public Schools Bid #B187337RC for Furniture: Classroom, Office & Specialty. FISCAL IMPACT: This estimated impact will be $150,000, funded through the General Funds - Food Services Budget and $350,000 funded through the General Funds - Central Warehouse/Various Department Budgets. DATA SOURCE: The renewal process was prepared by Procurement Services, Food Services and Central Warehouse in accordance with School Board Policy 6320. Questions may be directed to Procurement at 352-253-6762, Food Services Department at 352-253-6802 and Central Warehouse at 352-253-6755. File Attachments Complete Contract B187337RC Furniture - Classroom, Office & Specialty.pdf (1,579 KB) Tabulation B187337RC Furniture- Classroom, Office & Specialty.pdf (692 KB) Motion & Voting to approve the Superintendent's recommendation of the Consent Agenda Motion by Kristi L Burns, second by Stephanie Luke. Final Resolution: Motion Carries Yea: Bill Mathias, Stephanie Luke, Marc Dodd, Kristi L Burns, Mollie Cunningham 8. NEW BUSINESS-CONSENT AGENDA-BUSINESS AND SUPPORT ITEMS Subject 8.09 Contract #20-1106-PB-AR-Utilization per The State of Florida, Department of Management Services-Bid #55000000-20-NY-ACS-Books and Non-Print Library Materials & Related Ancillary Services (Scott Ward, Assistant Superintendent Business Services) Fiscal Impact: To be determined by various departments Meeting Dec 14, 2020 - Lake County Schools - Regular School Board Meeting-REVISED Type Action (Consent) BACKGROUND and RATIONALE: On June 1, 2015, the State of Florida awarded Bid #55000000-20-NY-ACS - Books and Non-Print Library Materials & Related Ancillary Services (Statewide) to several vendors. Utilizing this contract would allow the School Board to take advantage of the competitive pricing established with this agreement for books and non-print library materials & related ancillary services (statewide) throughout the District and, will become effective immediately and will provide firm prices through May 31, 2022. This item supports Strategic Plan Goal #5 – Ensure all students have a safe and positive environment.. ALTERNATIVES: 1. Approve the utilization of The State of Florida, Department of Management Services, Bid #55000000-20-NY-ACS - Books and Non-Print Library Materials & Related Ancillary Services (Statewide). 2. Do not approve at this time. RECOMMENDATION: I recommend the Board approve utilizing The State of Florida, Department of Management Services Bid# Bid #55000000-20-NY-ACS - Books and Non-Print Library Materials & Related Ancillary Services (Statewide). FISCAL IMPACT: The financial impact to our district will be determined and funded through the various departments. DATA SOURCE: This agenda item was prepared by Procurement Services in accordance with School Board Policy 6320. Questions may be directed to Procurement Services at 352-253-6762. File Attachments 55000000-20-NY-ACS How to Use- Books.pdf (226 KB) 55000000-20-NY-ACS Awards- Books (State Contract).pdf (2,361 KB) 55000000-20-NY-ACS Price Lists.pdf (208 KB) Motion & Voting to approve the Superintendent's recommendation of the Consent Agenda Motion by Kristi L Burns, second by Stephanie Luke. Final Resolution: Motion Carries Yea: Bill Mathias, Stephanie Luke, Marc Dodd, Kristi L Burns, Mollie Cunningham 8. NEW BUSINESS-CONSENT AGENDA-BUSINESS AND SUPPORT ITEMS Subject 8.10 ITB #19-0618-B-DG-Concrete Flatwork (John Carr, Assistant Superintendent Operations & Facilities) Fiscal Impact: $100,000 from General Fund-Capital Funds Transfer Meeting Dec 14, 2020 - Lake County Schools - Regular School Board Meeting-REVISED Type Action (Consent) BACKGROUND and RATIONALE: Concrete flatwork services are reviewed on an annual basis. Due to the anticipated volume required, of this need, they are purchased from a competitive bid. VendorLink, the Districts’ electronic notification system notified 1,876 prospective bidders with four (4 ) companies submitting their proposals for consideration. Each submittal was reviewed for award by Procurement and Maintenance . T he bids received are available for review in the Procurement Department. These agreements will become effective immediately after Board approval and will provide firm prices for a twelve-month period. These agreements may be renewed for two additional twelve-month periods if mutually agreed to in writing. This item supports Strategic Plan Goal #5 – Ensure all students have a safe and positive environment. ALTERNATIVES: 1. Approve the recommendation to award ITB # 19-0618-B-DG – Concrete Flatwork as shown below and on the attached tabulation sheet. Krystal Companies, LLC dba Krystal Klean..........................................located in Jacksonville Beach, FL 32240 Professional Services Group, LLC..................................................................... located in Deland, FL 32724 Ryan Fitzgerald Construction, Inc........................................................................ located in Eustis, FL 32737 Sparks Concrete, LLC................................................................................ located in Port Orange, FL 32127 2. Do not approve at this time. RECOMMENDATION: I recommend the Board approve ITB # 19-0618-B-DG – Concrete Flatwork as indicated on the attached tabulation sheet. FISCAL IMPACT: The estimated impact to our district will be $100,000 and funded from General Fund – Capital Funds Transfer. DATA SOURCE : The bid process for this item was prepared by Procurement Services and Maintenance in accordance with School Board Policy 6320. Questions may be directed to Procurement Services at 352-253-6762 or Maintenance at 352-253-6842. “Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under chapter 120, Florida Statutes.” File Attachments 19-0618-B-DG Tabulation -.pdf (71 KB) 19-0618-B-DG Krystal Companies Contract.pdf (622 KB) 19-0618-B-DG Ryan Contract.pdf (10,833 KB) 19-0618-B-DG PSG Contract -.pdf (454 KB) Sparks Concrete.pdf (489 KB) Motion & Voting to approve the Superintendent's recommendation of the Consent Agenda Motion by Kristi L Burns, second by Stephanie Luke. Final Resolution: Motion Carries Yea: Bill Mathias, Stephanie Luke, Marc Dodd, Kristi L Burns, Mollie Cunningham 8. NEW BUSINESS-CONSENT AGENDA-BUSINESS AND SUPPORT ITEMS Subject 8.11 Contract #20-911-PB-AR-Utilization per Volusia County Public Schools, Bid #TR-21-004MB Recapped & New Tires and Related Tire Services (John Carr, Assistant Superintendent Operations & Facilities) Fiscal Impact: $50,000 from General Fund-Transportation Budget Meeting Dec 14, 2020 - Lake County Schools - Regular School Board Meeting-REVISED Type Action (Consent) BACKGROUND and RATIONALE: On October 13, 2020, Volusia County Public Schools awarded Bid #TR-21-004MB Recapped & New Tires and Related Tire Services. Utilizing this contract would allow the School Board to take advantage of the competitive pricing established with this agreement for recapped and new tires, throughout the District. If approved, this agreement will become effective immediately and will provide firm prices through October 13, 2023. The attached agreements have been reviewed by the Board Attorney, Procurement Services and Transportation. This item support Strategic Plan Goal #5 – Ensure all students have a safe and positive environment. ALTERNATIVES : 1. Approve the utilization of Volusia County Public Schools, Bid #TR-21-004MB to Boulevard Tire Center, located in Deland, FL 2. Do not approve at this time. RECOMMENDATION: I recommend the Board approve utilizing Volusia County Public Schools, Bid #TR-21-004MB Recapped & New Tires with Boulevard Tire Center, located in Deland, FL. FISCAL IMPACT: The estimated impact will be $50,000 and funded through General Funds – Transportation Budget. DATA SOURCE: This agenda item was prepared by Procurement Services and the Transportation Department, in accordance with School Board Policy 6320. Questions may be directed to Procurement Services at 352-253-6762 or Edward Pfender at 352-536-8079. File Attachments #TR-21-004-MB Volusia Public Sch. Complete Contract.pdf (1,184 KB) Signed agreement ltr for Boulevard Tires.pdf (68 KB) Signed agreement for Boulevard Tires.pdf (238 KB) Motion & Voting to approve the Superintendent's recommendation of the Consent Agenda Motion by Kristi L Burns, second by Stephanie Luke. Final Resolution: Motion Carries Yea: Bill Mathias, Stephanie Luke, Marc Dodd, Kristi L Burns, Mollie Cunningham 8. NEW BUSINESS-CONSENT AGENDA-BUSINESS AND SUPPORT ITEMS Subject 8.12 ITB #19-0506-B-AR-Security & Electronic Door Access-Award Recommendation (John Carr, Assistant Superintendent Operations & Facilities) Fiscal Impact: $150,000 from General Fund-School Safety Grant Meeting Dec 14, 2020 - Lake County Schools - Regular School Board Meeting-REVISED Type Action (Consent) BACKGROUND and RATIONALE: Safety and Security Services, Operations Department requested a contract to establish fixed pricing for security & electronic Door Access, including door access hardware, cameras and related equipment to be used districtwide. Due to the anticipated volume required, of this need, they are purchased from a competitive bid. VendorLink, the Districts’ electronic notification system notified 5010 prospective bidders and ten (10) companies submitted their proposals for consideration. Procurement Services and the Safety and Security Services, reviewed each submittal for award. These agreements will become effective December 14, 2020 after Board approval and will provide firm prices for a twelve-month period and may be renewed for four (4) additional twelve-month periods if mutually agreed to in writing. Copies of the bids received are available for review in Procurement Services. In accordance with School Board Policy 6320 all vendors are required to identify the state in which their principal place of business is located. Florida vendors are allowed a pricing preference equal to any preferences allowed by the out of state vendor or 5% if no such preference exists. This is demonstrated on the tabulation sheet as an adjusted unit price for all of the Florida vendors. The adjusted unit price was used for evaluation purposes only in determining the lowest and best cost. This item supports Strategic Plan Goal #1 – Ensure high quality, equitable, standards-based instruction for all students. ALTERNATIVES : 1. Approve the recommendation to award ITB #19-0506-B-AR – Security & Electronic Door Access as shown below and on the attached tabulation sheet. Vendor Name and Location Award Recommendation AN Systems Marketing LLC dba A.N. Systems, located in Port St. Lucie, FL Items 1,36,37,41-45, 48-50, 52-65, 69-73, 75-97 & 99-102 Bazon-Cox & Associates Inc., located in Chesapeake, VA Items 39,51,74 & 107-109 Central Florida Wiring Inc., located in Clermont, FL Items 47 & 103-106 Convergint Technologies, located in Schaumburg, IL Items 17-20 & Section G Fried Brothers Inc., located in Philadelphia, PA Items 16, 40 & Section G Independent Hardware South Inc. located in West Palm Bch. FL Items 30-35 & Section G NetPlanner Systems Inc., located in Norcross, GA Section G, H & I Secured Technologies, located in North Miami, FL Items 38 , 66-68, 107-109 & Sections G, H & I Silmar Electronics, located in Miami, FL Items 2,12,14,22, 25 & Section G Electronics Access Specialist dba Southern Lock and Supply Co., located in Clearwater, FL Items 3-11, 13,15,21, 23-24, 26-29, 46 & Section G & H 2. Do not approve ITB#19-0506-B-AR – Security & Electronic Door Access at this time. RECOMMENDATION: I recommend the Board approve ITB #19-0506-B-AR – Security & Electronic Door Access as shown below. Vendor Name and Location Award Recommendation AN Systems Marketing LLC dba A.N. Systems, located in Port St. Lucie, FL Items 1,36,37,41-45, 48-50, 52-65, 69-73, 75-97 & 99-102 Bazon-Cox & Associates Inc., located in Chesapeake, VA Items 39,51,74 & 107-109 Central Florida Wiring Inc., located in Clermont, FL Items 47 & 103-106 Convergint Technologies, located in Schaumburg, IL Items 17-20 & Section G Fried Brothers Inc., located in Philadelphia, PA Items 16, 40 & Section G Independent Hardware South Inc. located in West Palm Bch. FL Items 30-35 & Section G NetPlanner Systems Inc., located in Norcross, GA Section G, H & I Secured Technologies, located in North Miami, FL Items 38, 66-68, 107-109 & Sections G, H & I Silmar Electronics, located in Miami, FL Items 2,12,14,22, 25 & Section G Electronics Access Specialist dba Southern Lock and Supply Co., located in Clearwater, FL Items 3-11, 13,15,21, 23-24, 26-29, 46 & Section G & H FISCAL IMPACT: The estimated impact to the District will be $150,000 and funded through the General Fund-School Safety Grant. DATA SOURCE: The bidding process for this item was prepared by Procurement Services, in accordance with School Board Policy 6320. Questions may be directed to Procurement Services at 352-253-6762 or Safety and Security Services at 352-253-6679. “Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under chapter 120, Florida Statutes.” File Attachments 19-0506-B-AR Tabulation Posting.pdf (379 KB) 19-0611-B-AR Bazon-Cox signed Agreement- Installation.pdf (234 KB) 19-0611-B-AR Secured signed agreement - Installation.pdf (613 KB) Motion & Voting to approve the Superintendent's recommendation of the Consent Agenda Motion by Kristi L Burns, second by Stephanie Luke. Final Resolution: Motion Carries Yea: Bill Mathias, Stephanie Luke, Marc Dodd, Kristi L Burns, Mollie Cunningham 8. NEW BUSINESS-CONSENT AGENDA-BUSINESS AND SUPPORT ITEMS Subject 8.13 Contract #20-1102-C-RP-Security Camera Network Drops (John Carr, Assistant Superintendent Operations & Facilities) Fiscal Impact: $80,000 from General Fund-School Safety Grant & Safety & Security Budget Meeting Dec 14, 2020 - Lake County Schools - Regular School Board Meeting-REVISED Type Action (Consent) BACKGROUND and RATIONALE: On March 25, 2019 & July 8, 2019, ITB #4792DG –Campus Hardening Security Cameras was awarded to Structured Cabling & Advanced Cable Connection. However, due to Covid-19 both vendors are unable to complete the project and have terminated their contracts with School Board. In order to complete projects at the (4) remaining schools, it is requested to award the balance of Lot #3 & Item #73 to the next lowest bidders, Archis Inc. dba Archis Technologies & RJM Solutions, Inc. Both Vendors have agreed to honor their original bid prices. The Board attorney has reviewed these agreements. If approved, these agreements will become effective immediately through April 30, 2021 or completion of project whichever arises first. This item supports Strategic Plan Goal #5 – Ensure all students have a safe and positive environment. ALTERNATIVES : 1. Approve the recommendation to award balance of contract to Primary Vendor Archis Inc. dba Archis Technologies located in Winter Garden, FL & Alternate Vendor RJM Solutions located in Spring Hill, FL. 2. Do not approve or execute these agreements at this time. RECOMMENDATION: I recommend the Board award balance of contract to Primary Vendor Archis Inc. dba Archis Technologies located in Winter Garden, FL & Alternate Vendor RJM Solutions located in Spring Hill, FL. FISCAL IMPACT: The financial impact to our district is $80,000 and will be funded through the General Fund-School Safety Grant & Safety & Security Budget. DATA SOURCE: The process for this item was prepared and facilitated by Procurement, in accordance with School Board Policy 6320 Questions may be directed to Procurement at 352-253-6762 or Safety and Security at 352-253-6677. File Attachments Original Bid Prices-Lot #3 & Item #73 .pdf (95 KB) 20-1102-C-RP Archis Technologies Agreeement.pdf (314 KB) 20-1102-C-RP RJM Solutions Agreement.pdf (312 KB) Motion & Voting to approve the Superintendent's recommendation of the Consent Agenda Motion by Kristi L Burns, second by Stephanie Luke. Final Resolution: Motion Carries Yea: Bill Mathias, Stephanie Luke, Marc Dodd, Kristi L Burns, Mollie Cunningham 8. NEW BUSINESS-CONSENT AGENDA-BUSINESS AND SUPPORT ITEMS Subject 8.14 20-1105-PB-CP HPS-Milk and Dairy Products-Utilization of HPS Dietary Contract 580 (John Carr, Assistant Superintendent Operations & Facilities) Fiscal Impact: $1,500,000 from Special Revenue-Food Service Budget Meeting Dec 14, 2020 - Lake County Schools - Regular School Board Meeting-REVISED Type Action (Consent) BACKGROUND and RATIONALE: Food Services is requesting to utilize the contract HPS Dietary Contract 580 (Rev #1), Milk and Dairy Products has with Dean Food Dairy located in Orlando, FL. HPS Contract 580 establishes firm pricing and delivery of milk and dairy products. Utilizing this contract would allow the School Board to take advantage of the competitive pricing established within this agreement. If approved, this agreement will become effective immediately and will provide firm prices through June 30, 2021. This item supports Goal #2 of the School Board's Strategic Plan and is beneficial to the students because it will provide students with additional choices and increased participation in the Food Services Program. ALTERNATIVES: 1. Approve the utilization of HPS Dietary Contract 580 – Milk and Dairy Products with Dean Foods Dairy located in Orlando, FL. 2. Do not approve at this time. RECOMMENDATION: I recommend the Board approve utilizing HPS Dietary Contract 580 – Milk and Dairy Products with Dean Foods Dairy located in Orlando, FL. FISCAL IMPACT: The estimated impact to our district will be $1 ,500,000.00 and will be funded through General Funds – Food Service Budget DATA SOURCE: The contract process for this item was prepared by Procurement Services and Food Service Department in accordance with School Board Policy 6320. Questions may be directed to Food Services at 352-253-6802. “Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under chapter 120, Florida Statutes.” File Attachments 580-Contract.pdf (235 KB) 580-price.pdf (55 KB) Motion & Voting to approve the Superintendent's recommendation of the Consent Agenda Motion by Kristi L Burns, second by Stephanie Luke. Final Resolution: Motion Carries Yea: Bill Mathias, Stephanie Luke, Marc Dodd, Kristi L Burns, Mollie Cunningham 8. NEW BUSINESS-CONSENT AGENDA-BUSINESS AND SUPPORT ITEMS Subject 8.15 School Concurrency Proportionate Share Mitigation Agreement for Phillips Landing Residential Development (John Carr, Assistant Superintendent Operations & Facilities) Fiscal Impact : None Meeting Dec 14, 2020 - Lake County Schools - Regular School Board Meeting-REVISED Type Action (Consent) BACKGROUND AND RATIONALE: The First Amended Interlocal Agreement between Lake County and Lake County School Board and Municipalities for School Planning and Siting states that “ if the School Board determines that adequate capacity does not exist but that mitigation is an acceptable alternative, the development application will remain active pending the conclusion of the mitigation negotiation period .” On September 1, 2020, the applicant for the Phillips Landing residential development project was notified that high school capacity was not available to serve the proposed residential development and was offered the option to mitigate for the needed capacity. Subsequently, the applicant agreed to payment of the proportionate share mitigation for the high school capacity as outlined in the School Planning and Siting Interlocal Agreement. The agreement was reviewed and approved by Steve Johnson, Board Attorney. This item supports Goal #3 of the School Board's Strategic Plan by providing funding resources for future facilities and capital outlay needs. ALTERNATIVES: 1. Approve the proportionate share mitigation agreement for the Phillips Landing residential development. 2. Do not approve the proportionate share mitigation agreement for the Phillips Landing residential development. RECOMMENDATIONS : I recommend approval of the proportionate share mitigation agreement for the Phillips Landing residential development. FISCAL IMPACT: There is no fiscal impact. DATA SOURCE : This agenda item was prepared by Helen LaValley, Senior Planner, Growth Planning Department. Additional information can be obtained by calling 352-253-6694. File Attachments PhillipsLanding_PSM-AgreemntF_wExhs_11232020.pdf (7,048 KB) Motion & Voting to approve the Superintendent's recommendation of the Consent Agenda Motion by Kristi L Burns, second by Stephanie Luke. Final Resolution: Motion Carries Yea: Bill Mathias, Stephanie Luke, Marc Dodd, Kristi L Burns, Mollie Cunningham 8. NEW BUSINESS-CONSENT AGENDA-BUSINESS AND SUPPORT ITEMS Subject 8.16 Renewal of ClassLink License (Duane Weeks, Executive Director of Information and Instructional Technology) Fiscal Impact: $105,620.00 from Capital Fund Transfer Meeting Dec 14, 2020 - Lake County Schools - Regular School Board Meeting-REVISED Type Action (Consent) BACKGROUND and RATIONALE: On November 12, 2018, the School Board of Lake County, Florida, approved utilizing ClassLink for its single sign-on platform as well its One Roster solution for rostering various educational software programs with required information ( http://go.boarddocs.com/fla/lake/Board.nsf/goto?open&id=B5VKWU5233D4 ). This is the renewal of the ClassLink software solution for 2020-21 in the amount of $105,620.00 The renewal of ClassLink supports the Strategic Plan Goals and Strategies of Student Success; Community Engagement and Governance; and Fiscal Responsibility as presented by the Superintendent. The renewal has been reviewed by legal counsel. ALTERNATIVES: 1. Approve the renewal of the license of ClassLink in the amount of $105,620.00. 2. Not approve the renewal of the license of ClassLink in the amount of $105,620.00 RECOMMENDATION: It is recommended the Board approve the renewal of the license of ClassLink in the amount of $105,620.00 FISCAL IMPACT: The renewal license of ClassLink will be funded from Capital Fund Transfer. DATA SOURCE: The agenda item was prepared by Duane Weeks, Executive Director for Information and Instructional Technology. Information can be obtained by calling him at (352) 253-6710. File Attachments ClassLink Invoice12.09.2020.pdf (41 KB) ClassLink License SLA and NDA Agreement 12.09.2020.pdf (270 KB) Motion & Voting to approve the Superintendent's recommendation of the Consent Agenda Motion by Kristi L Burns, second by Stephanie Luke. Final Resolution: Motion Carries Yea: Bill Mathias, Stephanie Luke, Marc Dodd, Kristi L Burns, Mollie Cunningham 8. NEW BUSINESS-CONSENT AGENDA-BUSINESS AND SUPPORT ITEMS Subject 8.17 Renewal of Microsoft Enrollment for Education Agreement (Duane Weeks, Executive Director of Information and Instructional Technology) Fiscal Impact: $352,964.77 from Capital Funds Transfer Meeting Dec 14, 2020 - Lake County Schools - Regular School Board Meeting-REVISED Type Action (Consent) BACKGROUND and RATIONALE: Lake County Schools utilizes several Microsoft Applications that are essential to the core function of the business operations of the district. These applications are critical to the operation of device and network services and are generally exclusive to Microsoft. This agreement with SHI is utilizing the Florida State Contract to renew the Microsoft Enrollment for Education Solutions agreement. Last year’s agreement on BoardDocs is listed at the following link: http://go.boarddocs.com/fla/lake/Board.nsf/goto?open&id=B6QLQ656240C An explanation of this year’s quote from SHI follows: Line 1 – M365 EDU A3 ShrdSvr ALNG SubsVL MVL PerUsr This is for Microsoft Operating Systems on all end point devices, Microsoft Endpoint Protection (Anti- Virus), Email and Archiving for all knowledge workers, and Microsoft Office including desktop version for all devices capable of running Microsoft Office. Line 2 – SQLSvrEntCore ALNG LicSAPK MVL 2 Lic CoreLic This includes licenses for all Microsoft SQL Server Databases and Clusters that provide database services for enterprise server solutions such as SQL Data Warehouse, Food Service, GIS, Optiview, Tools4Ever, and Web Compass. Line 3 – M365 EDU A3 ShrdSvr ALNG SubsVL MVL PerUSR STUUseBnft Email and Archiving for all students and Microsoft Office for students at home and school. Line 4 – Azure prepaymen t Cloud based virtual servers that we utilize for active directory synchronization and authentication. Line 5 - CISSteDCCore ALNG LicSAPk MVL 2Lic CoreLic Server System Center, Backup Protection and Data Protection Manager. Line 6 – VSEntSubMSDN ALNG LicSAPk MVL Licenses for Microsoft Visual Studio. Line 7 – Power Bi Pro – Subscription License – 1 user – hosted – academic – Campus, School, EES – All Languages. Data-driven collaboration Line 8 CISSteStdCore ALNG LicSAPk MVL 2Lic CoreLic Server Operating Systems (OS) by core Processors (Physical and Virtual) that provide server OF for servers such as school servers, domain controllers, file synchronization servers, Skyward, Data Warehouse, Food Services, GIS, Optiview, Tolls4Ever, Web Compass and Camera Servers. Line 9 – VisioPro ALNG LicSAPkMVL Licenses for Microsoft Visio Pro. Line 10 M365AppsForEntForDevicesEDU ShrdSvr ALNG SubsVL MVL AddOn Microsoft apps for various devices. ALTERNATIVES: 1. Approve the recommendation to renew the Microsoft Enrollment for Education agreement in the amount of $352,964.77. 2. Not approve the recommendation to renew the Microsoft Enrollment for Education agreement in the amount of $352,964.77. RECOMMENDATION: It is recommended that the Board approve the renewal of the Microsoft Enrollment for Education agreement in the amount of $352,964.77. FISCAL IMPACT: Capital Funds transfer will be utilized to purchase the Microsoft for Enrollment for Education agreement in the amount of $352,964.77. DATA SOURCE: The agenda item was prepared by Duane Weeks, Director of Information and Instructional Technology. Additional information can be obtained by calling him at (352) 253-6710. File Attachments SHI Quote for Microsoft EES12.14.2020.pdf (138 KB) Motion & Voting to approve the Superintendent's recommendation of the Consent Agenda Motion by Kristi L Burns, second by Stephanie Luke. Final Resolution: Motion Carries Yea: Bill Mathias, Stephanie Luke, Marc Dodd, Kristi L Burns, Mollie Cunningham 8. NEW BUSINESS-CONSENT AGENDA-BUSINESS AND SUPPORT ITEMS Subject 8.18 Contract #20-1005-PB-RP Chromebook Parts Utilization per The Interlocal Purchasing System (TIPS) Contract RFP #180306 Technology Solutions Products and Services (Duane Weeks, Executive Director of Information and Instruction Technology) Fiscal Impact: $250,000 from General Funds-Information and Instructional Technology budget Meeting Dec 14, 2020 - Lake County Schools - Regular School Board Meeting-REVISED Type Action (Consent) BACKGROUND and RATIONALE: On June 5, 2018, The Interlocal Purchasing System ( TIPS) awarded RFP #180306 Technology Solutions Products and Services to PC Parts Plus, LLC dba Chromebookparts.com. Utilizing this contract will provide Information and Instructional Technology department with aftermarket and OEM parts that will allow District to prolong the life of the existing Chromebook Fleet. During the past two years, Lake County has seen a dramatic increase in the number of student devices available. The COVID Pandemic of 2020 triggered the district to adopt a 1:1 model in order to accommodate Distance Learning (Spring) and Innovative Learning Options (Fall). As a result, the district’s need to provide replacement devices such as screens, batteries, keyboards, casings, etc. has significantly increased. If approved, this agreement will become effective immediately and be consistent with the terms of The Interlocal Purchasing System (TIPS) Contract RFP #180306 Technology Solutions Products and Services which expires on May 26, 2021. This agreement has been reviewed by the Board Attorney and Executive Director of Information and Instruction Technology. ALTERNATIVES: Approve the utilization of The Interlocal Purchasing System (TIPS) Contract RFP #180306 Technology Solutions Products and Services and execute the agreement with PC Parts Plus, LLC dba Chromebookparts.com. Do not approve or execute the utilization agreement at this time. RECOMMENDATION: I recommend the School Board approve the utilization of The Interlocal Purchasing System (TIPS) Contract RFP #180306 Technology Solutions Products and Services and execute the agreement with PC Parts Plus, LLC dba Chromebookparts.com FISCAL IMPACT: The estimated financial impact to the District is $250,000 and funded through General Funds- Information and Instructional Technology budget . DATA SOURCE: The agenda item was prepared by Procurement Services & Information Technology in accordance with School Board Policy 6320. Questions may be directed to Procurement Services at 352-253-6762 or Duane Weeks, Director of Information Technology at 352-253-6710. File Attachments Bid Solicitation 180306_RFP (5).pdf (284 KB) RFP 180306 Contract_Chromebookparts_com.pdf (1,430 KB) Chromeobookparts.com Pricing .pdf (199 KB) 20-1005-PB-RP Agreement Chromebooks parts.pdf (378 KB) Motion & Voting to approve the Superintendent's recommendation of the Consent Agenda Motion by Kristi L Burns, second by Stephanie Luke. Final Resolution: Motion Carries Yea: Bill Mathias, Stephanie Luke, Marc Dodd, Kristi L Burns, Mollie Cunningham 8. NEW BUSINESS-CONSENT AGENDA-BUSINESS AND SUPPORT ITEMS Subject 8.19 Temporary Duty Leave-Out of State Travel for James Neiford to St. Louis, MO on December 17-18, 2020 (Duane Weeks, Executive Director of Information & Instructional Technology) Fiscal Impact: $1527 from General Fund-Information & Technology Budget Meeting Dec 14, 2020 - Lake County Schools - Regular School Board Meeting-REVISED Type Action (Consent) BACKGROUND and RATIONALE: On September 28, 2020, Lake County Schools approved the conversion of the legacy AS400 that is housed internally at Information and Instructional Technology to be relocated to a cloud based service. In order to facilitate the safe and secure transfer of this tape which contains critical information, Information and Instructional Technology will be sending a designee (James Neiford, Manager of Business Systems) to the offices of Connectria, LLC, located at 210 N Tucker Blvd Suite 1030 , St. Louis , Missouri, 63141. Approval of the travel and transport of the data tape supports the Strategic Plans and Goals of Fiscal Responsibility and School Safety, Security and Student Support as presented by the Superintendent. ALTERNATIVES: 1. Approve the travel and transport of the tape to St. Louis using a representative of Lake County Schools. 2. Do not approve the travel and transport of the tape to St. Louis using a representative of Lake County Schools. RECOMMENDATION: I recommend the School Board approve the travel and transport of the tape to the offices of Connectria, LLC, in St Louis, Missouri. FISCAL IMPACT: The estimated financial impact to the District is $1,527.00, and is funded from General Fund-Information & Technology budget. Estimates of mileage and lodging are included in backup documentation for this agenda item. DATA SOURCE: The agenda item was prepared by Duane Weeks, Director of Information Technology. Questions may be directed to him at 352-253-6710. File Attachments Approved Leave Request 12.14.2020.pdf (15 KB) Motion & Voting to approve the Superintendent's recommendation of the Consent Agenda Motion by Kristi L Burns, second by Stephanie Luke. Final Resolution: Motion Carries Yea: Bill Mathias, Stephanie Luke, Marc Dodd, Kristi L Burns, Mollie Cunningham 8. NEW BUSINESS-CONSENT AGENDA-BUSINESS AND SUPPORT ITEMS Subject 8.20 Renewal of Intergovernmental Agreement with the City of Tavares (Scott Ward, Assistant Superintendent Business Services) Fiscal Impact: None Meeting Dec 14, 2020 - Lake County Schools - Regular School Board Meeting-REVISED Type Action (Consent) BACKGROUND and RATIONALE : on September 8, 2014 the Board approved an Intergovernmental Agreement with the City of Tavares that provided for use of City facilities by the School Board and vise-versa. On October 17, 2018 the agreement was renewed by the Board. On January 13, 2020, the Board approve a minor revision to the agreement allowing for the installation of permanent fencing at Fred Stover Field, which is used by Tavares High School. We now ask the Board to approve renewal of the existing agreement extending it through September 30, 2021 This item supports Goal #1 of the School Board’s Strategic Plan and is beneficial to the students because it will provide a safe, secure and convenient athletic facility. It also supports Goal #4, Community Engagement and Governance, by providing citizens and students with reasonable access to facilities. ALTERNATIVES : 1. Approve renewal of the Intergovernmental Agreement with the City of Tavares. 2. Do not approve renewal of the Intergovernmental Agreement with the City of Tavares. RECOMMENDATION : I recommend the Board approve renewal of the Intergovernmental Agreement with the City of Tavares FISCAL IMPACT : No fiscal impact is anticipated. DATA SOURCE : This agenda item was prepared by Lauren DeRidder on behalf of Scott Ward, Assistant Superintendent Business Services. The agreement has been reviewed and approved by Elizabeth Turner, Esquire. Additional information may be obtained by calling Lauren at 352-253-6663. File Attachments Renewal of Intergovernmental Agreement - City of Tavares.pdf (1,232 KB) Motion & Voting to approve the Superintendent's recommendation of the Consent Agenda Motion by Kristi L Burns, second by Stephanie Luke. Final Resolution: Motion Carries Yea: Bill Mathias, Stephanie Luke, Marc Dodd, Kristi L Burns, Mollie Cunningham 8. NEW BUSINESS-CONSENT AGENDA-BUSINESS AND SUPPORT ITEMS Subject 8.21 Board and Employee Contributions for the 2020-2021 Fiscal Year (Scott Ward, Assistant Superintendent Business Services) Fiscal Impact: None Meeting Dec 14, 2020 - Lake County Schools - Regular School Board Meeting-REVISED Type Action (Consent) BACKGROUND and RATIONALE : The Joint Insurance Advisory Committee voted unanimously on December 2, 2020 that no changes be made to the Board and Employee Health Contributions for the remaining 2020-2021 Fiscal Year, ending on June 30, 2021. The current Board Health Contributions are as follows: Health Insurance for Individual Employee's Full Time $9,444.40 Annually or $472.22 per paycheck for 20 paychecks Part Time $4,722.20 Annually or $236.11 per paycheck for 20 paychecks This item supports Goal 3B to Promote Financial Transparency and awareness for all Internal and External Stakeholders and Goal 4A - Community Engagement and Governance to promote positive and proactive communication of information to all stakeholders. ALTERNATIVES: 1. Approve the Board and Employee Health Contribution Costs remaining the same effective immediately through June 30, 2021 2. Do not approve the Board and Employee Health Contribution Costs remaining the same effective immediately through June 30, 2021 RECOMMENDATION : I recommend the Board approve that Board and Employee Health Contributions remain the same through June 30, 2021 FISCAL IMPACT : There is no fiscal impact. DATA SOURCE : This agenda item was prepared by Lauren DeRidder on behalf of Scott Ward, Assistant Superintendent of Business Services. Additional information may be obtained by calling Lauren at 352-253-6663. File Attachments Motion & Voting to approve the Superintendent's recommendation of the Consent Agenda Motion by Kristi L Burns, second by Stephanie Luke. Final Resolution: Motion Carries Yea: Bill Mathias, Stephanie Luke, Marc Dodd, Kristi L Burns, Mollie Cunningham 8. NEW BUSINESS-CONSENT AGENDA-BUSINESS AND SUPPORT ITEMS Subject 8.22 Fixed Asset Inventory Report (John Carr, Assistant Superintendent Operations & Facilities) Fiscal Impact: None Meeting Dec 14, 2020 - Lake County Schools - Regular School Board Meeting-REVISED Type Action (Consent) BACKGROUND and RATIONALE: A complete inventory was conducted for the following cost centers: Clermont Middle, East Ridge High, Mount Dora Middle and Seminole Springs Elementary. This item supports Goal 3B inventory of fixed assets ensures accountability and efficient use of district funds. ALTERNATIVES: 1. Approve the Property Inventory reviews and responses presented. 2. Do not approve the Property Inventory reviews and responses. RECOMMENDATION: I recommend that the Board approve the Property Inventory reviews and responses presented. FISCAL IMPACT: The schools could lose their funding sources if these Property Inventories are not completed. DATA SOURCE: This agenda item was prepared by Jane Crowe, Property Control Specialist. Additional information may be obtained by calling 253-6752 File Attachments inv 121420.pdf (159 KB) Motion & Voting to approve the Superintendent's recommendation of the Consent Agenda Motion by Kristi L Burns, second by Stephanie Luke. Final Resolution: Motion Carries Yea: Bill Mathias, Stephanie Luke, Marc Dodd, Kristi L Burns, Mollie Cunningham 8. NEW BUSINESS-CONSENT AGENDA-BUSINESS AND SUPPORT ITEMS Subject 8.23 Removal of Fixed Assets from Inventory (John Carr, Assistant Superintendent Operations & Facilities) Fiscal Impact: None Meeting Dec 14, 2020 - Lake County Schools - Regular School Board Meeting-REVISED Type Action (Consent) BACKGROUND and RATIONALE: Fixed assets are items purchased for $1000.00 or more. The attached list contains items that cost centers are requesting to have removed from their inventory. These items are no longer of use to their cost center and will be picked up for surplus. First, we will look at