Work Session 12:30PM

3 Tuesday, March 26, 2024 Work Session 12:30PM Address: The School Board of Polk County, Florida 1915 S. Floral Ave Bartow, FL 33830 A. Superintendent's Report Subject 1. 12:30PM-12:45PM Haines City Community Redevelopment Association (CRA) Meeting Mar 26, 2024 - Work Session 12:30PM Category A. Superintendent's Report Type Superintendent's Report DESCRIPTION: Haines City Community Redevelopment Association's (CRA) partnership with Polk County Public Schools. CONTACT: Haines City Community Redevelopment Association (CRA) Jane Waters Murphy Jane.murphy@hainescity.com / 863.514.8015 WORK SESSION POWERPOINT PRESENTATION: No FINANCIAL IMPACT: Amount: Funds Reservation Number or Requisition Number: Cost Center: Fund: Functional Area: GL: File Attachments Subject 2. 12:45PM-1:15PM Fiscal Year 2022/2023 Annual Comprehensive Financial Report and Audit Meeting Mar 26, 2024 - Work Session 12:30PM Category A. Superintendent's Report Type Superintendent's Report DESCRIPTION: The Annual Comprehensive Financial Report (ACFR) is prepared annually following year-end closeout. This is the financial document that is audited by the Florida Auditor General every third year and by an independent auditor the other two offsetting years. The FY 2022/2023 ACFR was audited by CliftonLarsonAllen LLP. Following the completion of the audit, the final ACFR including the audit report, are presented to the School Board. Following the completion of the audit, the results of the audit report are presented to the School Board. CONTACT: Heather Jenkins, Associate Superintendent, CFO, 863.457.4704, heather.jenkins@polk-fl.net Alain Nuñez, Senior Director of Accounting, 863.457.4704, alain.nunez@polk-fl.net WORK SESSION POWERPOINT PRESENTATION: Yes Presenters: Lance Schmidt, CPA Managing Principal, and Brad Wenninger, Senior Associate, with CliftonLarsonAllen LLP FINANCIAL IMPACT: Amount: Funds Reservation Number or Requisition Number: Cost Center: Fund: Functional Area: GL: File Attachments PCSB - CLA Audit Presentation FY22-23.pptx (4,344 KB) School Board of Polk County FL_FY2022-2023_Final ACFR - Secured.pdf (4,867 KB) PCSB Signed Governance Letter - FY23.pdf (272 KB) Subject 3. 1:15PM-1:30PM 2024 and Future May Work Session/Board Meeting Date Meeting Mar 26, 2024 - Work Session 12:30PM Category A. Superintendent's Report Type Superintendent's Report DESCRIPTION: Request to consider changing the May Work Session and Board Meeting to the first Tuesday of each month. This request would affect all future Work Session and Board Meeting dates. Current dates out for public view are listed below. This request is to assist our Public Relations team with breaking down and setting up for graduations. May 14, 2024 would change to May 7th, 2024 May 13, 2025 would change to May 6th 2025 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 Subject 4. 1:30PM-1:45PM Polk Pre-Collegiate Contract Modification Meeting Mar 26, 2024 - Work Session 12:30PM Category A. Superintendent's Report Type Superintendent's Report DESCRIPTION: The Governing Board of Polk Pre-Collegiate Academy approved on November 13, 2023, the expansion of the scope of the school to include grades 6,7,8,11 and 12. Enrollment of 11th grade students is anticipated to begin in Academic Year 2024-2025. A contract modification amending the schools grade structure from its original grade structure of ninth through tenth grade to sixth through twelfth grade will be brought forward at the next board meeting. All other provisions of the charter contract will remain the same. As a high-performing charter school as defined in Florida Statute Section 1002.331 (2), the school is authorized to expand its grade levels within Kindergarten through grade 12 to add grade levels not already served, not to exceed the school's enrollment capacity. CONTACT: Candy Amato Sr. Director-Office of Charter Schools 863-534-0625 candy.amato@polk-fl.net WORK SESSION POWERPOINT PRESENTATION: No FINANCIAL IMPACT: The per student allocation is based on FTE and categorical funds as calculated by charter school funding set out by state law and contract. File Attachments 1002.331_High Performing Charter.pdf (136 KB) Polk Pre Collegiate Academy.pdf (187 KB) PPCA Board Meeting Minutes 11132023.docx.pdf (164 KB) _PPCA Proposal for School Year 2024-2025 B.pdf (341 KB) Subject 5. 1:45PM-2:15PM Polk County Public Schools Health Plan - 2023 Plan Year - Annual Financial Review (112.08) Meeting Mar 26, 2024 - Work Session 12:30PM Category A. Superintendent's Report Type Superintendent's Report DESCRIPTION: This is the annual financial review of the District's self-insured health plan. The District is required to provide to the State of Florida Office of Insurance Regulation (OIR) an annual report on the Group Health Plan. The report is due to the State of Florida 90 days after the Plan Year ends. The District's health plan year is January 1 - December 31; the PCPS Group Health Plan's 2023 report is due to the State by March 31, 2024. The 112.08 is required to include certification from an actuary on the soundness of the plan that certifies the net assets of the plan at the end of the plan year are adequate to fully fund the outstanding claim liabilities, the rate structure of the Plan appears adequate to support the projected claims and other expenses of the Plan for the upcoming plan year and the actuary considers the School Board of Polk County Self-funded Employee Health Plan is actuarially sound. CONTACT: Linda M. King, Senior Director Risk Management and Benefits (863) 519-3858 WORK SESSION POWERPOINT PRESENTATION: Yes FINANCIAL IMPACT: Amount: Funds Reservation Number or Requisition Number: N/A Cost Center: Fund: Functional Area: GL: File Attachments 2023 Actuarial Review Board Presentation-rev.pdf (425 KB) Polk County SB_Draft Exhibits_2024.03.04.pdf (1,016 KB) Subject 6. 2:15PM-2:30PM 3DE Expansion Meeting Mar 26, 2024 - Work Session 12:30PM Category A. Superintendent's Report Type Superintendent's Report DESCRIPTION: 3DE Expansion CONTACT: Frederick Heid Superintendent 863.534.0521 WORK SESSION POWERPOINT PRESENTATION: Yes FINANCIAL IMPACT: Amount: Funds Reservation Number or Requisition Number: Cost Center: Fund: Functional Area: GL: File Attachments 3DE Case for Impact.pptx (3,729 KB) 2023 3DE Polk County_prelim data 2023.pdf (577 KB) 3DE Polk County Public Schools LOI for LRHS.pdf (213 KB) B. Budget & Staffing Subject 1. 2:30PM-2:50PM Staff/District Updates Meeting Mar 26, 2024 - Work Session 12:30PM Category B. Budget & Staffing Type Budget & Staffing DESCRIPTION: Staff/District Updates as presented. CONTACT: Jason Pitts, Chief of Staff 863-534-0521 jason.pitts@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 March 26 District Staffing Update.pdf (1,059 KB) Microsoft Word - Director Polk Education Foundation - Job Description.pdf (834 KB) March 26 District Staffing update.pdf (2,845 KB) C. Information Items Subject 1. Donation Report Meeting Mar 26, 2024 - Work Session 12:30PM Category C. Information Items Type Information DESCRIPTION: CONTACT: Frederick Heid, Superintendent, 863-534-0521 FINANCIAL IMPACT: Amount: Funds Reservation Number or Requisition Number: Cost Center: Fund: Functional Area: GL: File Attachments Donations February 2024.pdf (90 KB) Subject 2. Head Start Services Report Meeting Mar 26, 2024 - Work Session 12:30PM Category C. Information Items Type Information DESCRIPTION: The Polk County School Board is the governing board for the Polk Head Start Administration Grant. Federal regulations require the governing board be provided with the following monthly updates and information for fiscal, HR/Staffing, enrollment/absenteeism, ESE, and meal services. CONTACT: Karie Barquin, Director Preschool Programs, 863-648-3051 WORK SESSION POWERPOINT PRESENTATION: No FINANCIAL IMPACT: Amount: N/A Funds Reservation Number or Requisition Number: Cost Center:9310000000 Fund:42060024 Functional Area:5500 GL: File Attachments Board Executive Summary Report for February 2024.pdf (179 KB) 24HSA - Head Start Financial Report as of 01-31-2024.pdf (199 KB) Subject 3. January 2024 Financial Statements Meeting Mar 26, 2024 - Work Session 12:30PM Category C. Information Items Type Information DESCRIPTION: Financial Statements for the period ending January 31, 2024. CONTACT: Alain Nuñez, Senior Director of Accounting, 863-467-4710, alain.nunez@polk-fl.net Heather Jenkins, Chief Financial Officer, 863-457-4704, heather.jenkins@polk-fl.net WORK SESSION POWERPOINT PRESENTATION: No FINANCIAL IMPACT: Amount: Funds Reservation Number or Requisition Number: Cost Center: Fund: Functional Area: GL: File Attachments JAN 2024 Financial Statements.pdf (2,750 KB) D. Board Agenda Review Subject 1. Board Meeting Agenda Meeting Mar 26, 2024 - Work Session 12:30PM Category D. Board Agenda Review Type Information DESCRIPTION: CONTACT: FINANCIAL IMPACT: Amount: Funds Reservation Number or Requisition Number: Cost Center: Fund: Functional Area: GL: File Attachments 3.26.24 Board Meeting Agenda Simple.pdf (112 KB) E. Old Business F. New Business G. Board Comments Subject 1. Board Member Comments Meeting Mar 26, 2024 - Work Session 12:30PM Category G. Board Comments Type Information DESCRIPTION: CONTACT: FINANCIAL IMPACT: Amount: Funds Reservation Number or Requisition Number: Cost Center: Fund: Functional Area: GL: File Attachments