##VIDEO ID:2tRo_gGfBqA## of play County take this I want to take this opportunity to thank you for taking your time um out of your busy schedule to join us for this morning School Board Workshop I don't believe we have any strangers to our community and we have guests here who are going to be presenting to us so just to comment if you public comment will not be allowed but if you wish to ask a question you may always feel allowed of comment card and drop it with us so without further Ado I want to make a note that miss gilhousen is not here today she wasn't able to join us and so therefore I'm sharing the meeting as the vice chair and welcome everyone Mr bobsky take it away hi good morning we get a lot of great stuff for you today but always the tradition of hospitality in Clay County we're going to let our guests go first so this this morning we have uh Matthew blondelle and Clara Ying from RSN RSM is an internal auditing company this has been a topic that the board has been discussing for weeks or not months this point and so with that in mind Matthew and clar it's all yours go right ahead hi everyone all right I'm Clara Ying I'm a managing director with RSM and I'll talk about RSM on the next slide um I lead our internal audit services for what we do for in public sector nationally we the fifth largest firm I'm located here in Florida when I made the switch to public sector SLG government services industry about 15 years ago I was in commercial School District was my first internal audit client and I never looked back into another industry so this is what I've been doing day in and day out for the last 15 years I have with myself Matthew blondelle I'm still his Thunder for a minute he's an alumni of Cl johy schools woohoo Matthew what year was that issued what year oh come on 2006 my husband was on the board then the Matthew and I work very closely together a lot of school districts a lot of other government services entities so when I was telling him about Klay County Schools he's like I wanted I want to be part of this one I graduated from there I want to be in I said come on you're in um so this is what we do day in and day out Matthew and I have been working together for a long time now we're both like located here in Florida we work on a lot of school districts and a lot of government entities here in Florida RSM I'm not going to read off the slide completely but our slogan is the power of being understood so we're really focusing on our entities missions our Visions again we this is what we do day in and day out for public sector and government services you all live in a very transparent World a lot of political things going on you have your your constituency you have your parents Etc the reports and everything that we do we're not gotcha Auditors we want to make sure that we're providing value to what we're doing for you all um there's the statute that has to come into play this is a great thing to have internal audit it helps just provide another lens another another piece of transparency for you all we're the fifth largest professional accounting firm in the in the US 7eventh internationally so we have a wide bandwidth of strength of credentials of experience that we're able to bring to our clients I'm a CIA certified internal auditor Matthew is a CPA public accountant but we also on our team we have certified fraud examiners we have Information Systems payment card industry um security and privacy all kinds of credentials that we're able to bring to the table Matthews side the hustle I want to say is construction he does a lot on our construction side as well again my focus is internal audit overall I don't know everything but I'm able to bring in the other Professionals for those topic areas that maybe that we don't have the bandwidth or the expertise around school districts are near and dear especially to our hearts here in Florida um I think you're going to be our nth 10th 10 10th School District that we are performing internal audit services for our team they only perform internal audit services so that's a little bit different how we approach what we're doing um other firms their teams may do external Audits and internal audits we do internal audit we have a whole other team that does external audits that's another side of the house this is our side of the house for our expertise and what we're doing we're out here in the area with you all the fsfoa the fgfoa we are tending for CPE and we're also presenting to be able to provide CPE to to you all as well again this is our focus on internal audit it is our largest industry in the East it is our largest industry here in the State of Florida for RSM our public Serv our public sector practice we got our start here in Florida especially in South Florida and we just kind of just started to to merge up now we're all over the East we're going to different other GEOS we have Houston Independent School District that we work with with Boston public schools that we work with so a lot of school districts that we're working with again to provide these Services too ready for me to turn this just kind of a listing of where we are this currently this is a partial listing this is not all inclusive this is where your proposed team is so Matthew and I have worked with all of these school districts and members of our team have worked with all your school districts as well I'm going to turn it over to map we're going to start talking about the statute and start talking about our approach sure so as I believe you are aware there was a statute that was uh added to the to the statutes in 2019 that required school districts that receive an excess of $500 million to employ an internal waterit um shortly after and we'll talk a little bit about all the different types of audits that that would go on and that may apply to the school district because there are many an internal a of just one of several but um in in 2020 the Department of Education actually provided some I letters to some different school districts on well what does that mean to employ an internal OT because some school districts prior to the uh statutory requirement actually had internal audit uh we have been serving as the internal audit for Bard school since the late 90s as RSM is they were already using firms and some had their own in-house internal OT that they had that they had brought on board and so they were asking hey how can we satisfy this requirement does it have to be a person or can it be a firm the doe confirmed that it can be satisfying the stat with uh hiring an outside firm so in the statute it requires the internal auditor to be able to have uh access and availability to all documentation and throughout the entire school system um it requires every 5 years at a minimum for the internal auditor to perform a risk assessment which was then used to drive what the internal audit plan looks like and then that internal audit is is to be reporting directly to the board uh and not functionally through management but directly to the board so even if it was an internal employee they would still have access directly to the board rather than going through the reporting lines of say like a CFO or the superintendent in that way so I mentioned that there's lots of different types of audits so you have all probably heard these terms Audits and there's probably uh you know some like what is all that mean um so first and foremost uh what you're probably most used to seeing is the external financial statement audit so you'll have a CPA firm come in and they will issue an opinion on the financial statements of the district to say that these statements are presented fairly and accurately according to their testing procedures it's solely focused on the presentation of the financial statements you also may have a single audit If you're receiv receiving federal funds which I know you do um that is a single audit will focus directly on the administration of those funds or the of the federal funds or the program so it it can look at internal controls it can also look at uh the financial reporting but it's it's specifically focused on the utilization of the federal funds and doesn't really go beyond that um then there's the internal accounts audit this is required by the Department of Education uh their red book guidance provides this uh this internal funds where that it has to be audited every year there has to be a report that's produced um it is not specific on how what that quote unquote audit means it can be satisfied either through the financial statement audit uh there can be an opinion issued that the internal funds are presented fairly and accurately or it can also be satisfied through an internal audit function we see some school districts do that as well where it's more it's less focused on was the balance in the in the bank account stated accurately did the financial statements were they prepared accurately and when it's an internal audit it's usually more focused on do the controls work do the bookkeepers understand what they're supposed to be doing are we getting dual signatures on checks is there appropriate segregation of Duties um when the controls are being performed in terms of collecting cash and depositing cash and and and those sorts of things so it's a bit of a different lens uh that it can be focused on through an internal audit but needless to say it has to be done and um it can be satisfied through either the external audit an opinion based audit or an internal audit which brings us to the last part here which is the internal audit which is what so internal audits instead of only focusing on financial processes or financial statements really focus on Broad what we call internal controls so when we think about what could go wrong at the district if there it could just be human error it could of course be you know there's always the risk of Fraud and things like that but really it's what are the controls that the district has put in place to mitigate those risks and that's what internal audit focuses on so it it's broad Reaching Across the entire organization it can include Financial controls in terms of how the financial statements are put together but it can also look at things that impact finances but have no bearing on actually the statements are presented like uh operations how how is a construction project run from from start to finish what does payroll look like what does your accounts payable process look like so it really looks at the function of the process focuses on the internal controls and identifies whether or not there are weaknesses in those controls and making sure that they're being performed effectively throughout the course of whatever scope is is being looked at in that audit so that's really what we're talking about today is is internal audit but also being cognizant of the fact that we know that we're not operating in a in a in a vacuum there are many Auditors looking at various different things throughout the school district and so um often what we do is uh you know you also have the auditor general that's going to come in every few years and do an operational audit we look at those to make sure we're not duplicating efforts we read those reports and sometimes where it makes sense we actually will discuss whatever is going on in our world with the external Auditors who are doing the financial statement audits um to talk about if they have questions for us or sometimes if we have questions for them we we will work with them um to make sure that we're not duplicating things and doing and and being certainly cognizant of what we call like audit fatigue if a if a department director has been audited eight times in a year that would be audit fatigue and we you know we try to be mindful of that as we're developing our audit plans as well so a little bit about the internal audit process we've talked a little bit uh about this previously we'll we'll expand on several of these areas in the in the slides that follow but it all starts with the risk assessment process the statute requires this to be done every five years at least but the risk assessment is where we would meet with every member of the board uh if you had an audit committee uh or or particular committees that would be relevant to the function we would interview the AIT committee members would also interview the superintendent and uh executive leadership uh throughout the district so usually Department director levels uh and above assistant superintendant that sort of thing depending on the structure where we understand what are what are the things that you all are thinking about what are the risks that you perceive what are the areas that you maybe have a blind spot in or that you think could be beneficial to have an internal audit come in and and look at and then we use that to combine that into a report that basically develops a proposed audit plan so that's where we say Okay based on the conversations that we've had here at the district also taking into account the conversations that we're having at all the other school districts that we serve specifically in Florida but also nationally if there are National things that are that are affecting school districts um we combine all that information into what we would say okay these are your highest risk areas this is where we think it would make the most sense this year to spend on on internal audits in in the plan that plan gets brought to the board and then approved and then we would begin executing those Audits and so it's like it really kind of it's an annual cycle we look we have a risk assessment that can last for a couple of years um we come up with an annual audit plan discuss that with the board pick which ones we think you know fit fit the risk profile but also fit the budget and every year we kind of reassess that and then set the plan for the following year um so we execute on our internal audits uh through collaboration with District staff uh requires quite a bit of their time um and then we also that we we'll talk a little bit more about these in the following slides but we also make sure that we are we understand like CL mentioned that everything that's being done and and our reports eventually all become public record and this is something that the newspaper can get a hold of this is something that the community often times reads and cares about and so we understand that that has an impact and that that matters to you and to the district and to the employees and so we understand that environment and we work really hard to make sure that we're presenting factually accurate information and that we don't have a significant um you know that we're recommending things that make sense for the district not something that you could never afford or that doesn't make sense or you know we really work hard to to make sure that we're doing and we're providing recommendations that you can actually act upon um not just Pie in the Sky um then that brings us round to communication so uh we would report to directly to the board sometimes that's through an audit committee I believe you be talking about a little bit about that later today sometimes it's through an audit committee sometimes it's directly to the board sometimes it's both it really just depends on um how the board wants to structure that that interaction um and uh it can be a full report to the audit committee a condens report to the board it can be a four report to both it really just depends on you all and what you're looking for and then we'll talk a bit a bit more about follow-up too but that's where we actually go back and look at old audit plan old audit reports and follow up on them so we made a recommendation the district provides a response then a year or two later we'll come back and look at it and sayy was this was this fixed was the Gap that we identified and Management's action plan in terms of what they were going to do what's the update on it and we provide that through an official reporting stream uh usually annually once it gets rolling um in a followup report where we look back at all our reports to close the loop on that and then the cycle starts again um so this this lays out our approach and our methodology uh as claa mentioned we're we have inputs from the F we speak to we also have inputs from many of the organizations that we attend the U the networking organizations that we attend and often present that uh like our our standard setting body The Institute of internal Waters just generally what's going on in the internal audit World um the the government and Florida government Finance officers and then Florida school Finance officers associations we're regular members at many of those conferences often times speaking um and and presenting on internal controls and internal audit and what that looks like um and so we take all of that as a holistic approach to internal audits with every school district that we that we work with um we often will set an audit plan maybe something comes up in the middle of the Year where it makes more sense to Pivot um we we always look at the audit plan as a living document it's never static it's you know we talk about it at one point in time and that's when the board approves the audit plan but if something comes up we often will take an audit off and move something up just because of something that happened if it was you know uh unexpected turnover or something was discovered or even just you know just a lot of angst in in some areas we will you know we can we can shift and cover that to make sure that we're being uh topical and pres providing internal audit areas uh that are relevant at the time so uh it starts with the planning risk assessment we talked about that and strategy and execution we know that we are talking to management and having to interact with them to a to a pretty significant degree to ask questions understand the process request documentation and actually perform our testing um so and man agement obviously also has day jobs and other Auditors that are asking for various other things so we try to be cognizant of that we we really when we set out our schedule and when we're going to start we try to make sure that we've got buyin from the superintendent and and the superintendent's team on hey that doesn't make a lot of sense we're going to have the forward auditor general here for those couple of months can we not do that audit this time can we do that in a few months sure we can we can manipulate the audit plan in the timing of that to make sure that it makes sense and we're well versed in doing that with with management but still you know making through the audit plan but making the timing makes the most sense for the for the staff so that we're not getting into an audit fatigue or taxing too much of the staff time um in a particular area um and then like I said in reporting our reports and and generally internal audit reports will have if we've identified an observation we will explain that observation and give context for why we're writing uh writing that observation a second section provides a recommendation based on what we understand about the district what's for you here's how we think you can best mitigate that risk sometimes um mitigating the risk might be a very long-term thing if you were implementing a new Erp system that might be something that's many years down the road so we're going to have recommendations that make sense in the interum how do we mitigate that risk knowing that that may be coming 5 years from now how do we mitigate it with the controls and with the staff that we have in place today how do we address that so that it's not as big of a risk perhaps there's still a little bit there that we accept but if at least mitigating it to an acceptable level so that's in our recommendation and then the third section in in every observation is Management's response so that is where uh we would identify specifically the department that would be responsible for responding to this that department head Andor the superintendant will provide a response to that to say here's what we're going to do um and then and here's when we think we're going to have it done by and that timeline is what drives our followup so after that time has passed if they say yep we're going to have this done by December 2024 we'll come back and look at it in March of 2025 after it's been in place for a few months to make sure that it's operating effectively and then we can report back to say hey this issue that we raised in this audit report a year ago um this is what management said they were going to do we've done some testing we can validate that they've Chang the process we agree that it's now no longer an issue and so we close that issue out uh in that report and so that it provides that kind of Full Circle back to the board on on those issues and we continuously do that because not everything's going to be finished quickly sometimes it takes a little bit of time to to work through that process and so we come back every year and look at anything that's still open and provide that update just sorry I I my brain works when I think of a question I got to ask it I'll forget do you um do you help the district um set realistic goals for like if you need some well well for a variety of things so let's just say you find the issue and and they say okay well I and it's I don't know I'm just giving an example it's small it could be done in a month from what you've seen across the state and they say well okay here's our goal this is what we're going to do and it'll be done in a year um would you tell them hey no that's a little bit unrealistic like we need it done in 3 months versus a year um same with documentation if you don't get documentation within I don't know maybe it's simple and you can have it within a week and you don't get it for a month I'm just saying like do you help hold them like at what point I guess would you go back to your committee or your board and say hey I'm not getting these documents it's unrealistic timing I'm just curious how all this works sure so the second part of your question about getting documentation we would have an escalation procedure that we would work through with management so if we were going to be doing um let's say an audit in in the cfo's area and we knew that she was the primary person that was responsible for providing this information but it was someone on her team that we had been interacting with we would first go to her and say hey we haven't been able to get this if that didn't get resolved we' go to the superintendent and say hey we haven't been able to get this we really try to escalate it and we don't wait if if it's something that we think is something simple to provide if there's not a reason that's been given as to why it can't be provided right now we'll start that escalation procedure we work really hard to to work that out to not have to bring those those issues to a committee or to a board if for some reason we went through that whole escalation process still never received anything yeah then probably a month would have passed and we'd say okay hey we we've tried we've waited a week we've waited a week and hey we don't we're not getting this we would escalate that it's exceedingly rare that something like that would happen um and then in terms of estimated completion dates on audit on audit issues and management action plans yes if we're looking at something and it seems that there's no particular reason why it shouldn't why it should take longer than a month or two months we will have that conversation and the exit meeting with management and with the superintendent to say Hey you know this is a pretty long uh estimated completion date you're you know what are the reasons for that ultimately it has to be Management's decision on when that's going to be done but we will try to say you may want to look at that because the committee or the board is probably going to ask some questions about why that's going to take so long so just make sure you're prepared for that and then often and then in those meetings if that's again that's pretty rare that that happens too but if it does the committee might ask us what do you think about the estimated completion dates based on your experience and you know we provide our commentary on it at that point but generally we're trying to avoid those conversations um in a committee we want to make sure that it makes sense for everybody and and that it's it's a pretty clear we thought out response from management um because often times that it's you know AUD commit will ask us do you feel like Management's responses were adequate and the timing was adequate we want to be able to say Yes um and so we we work hard to make sure that manag understands why we think it may be different so that we're all on all on the same page I just want to the process sure and just to expand upon um the second part of your question once an internal audit plan has been approved and we're executing what we've done for some of our school boards is we'll provide a monthly highlevel dashboard too so our school board members you know they just don't see us once or twice a year they're seeing every month you know where we are on these projects if there's movement Etc where we are in the various phases when it comes to executing a project but based on Miss Skipper's comment or question you have a lot of experience so let's say you were going to audit internal accounts to say right and you can look back at all these different experiences you have across different School boards and you would know that typically takes 6 months or that typically takes four months right so you I guess you have a a stick that you can tell whether or not things are moving along or not is what I I guess I'm hearing absolutely yeah and if and we know when it's the appropriate time to esate issues again it's pretty rare that we're going to a board saying hey we're not getting cooperation for management because that would be I mean management doesn't want that to happen so it's pretty rare that we're to that point um and and yes to to your point there yet we if we're getting responses or we're getting comments back from management that we just think don't don't really answer the issue I mean we're going to try to raise that with them and if they if they say he this is what we want to do then we'll have that conversation you know in the and then the board can set Direction too with some of that say Hey you know we really want you to go back and and sharpen your pencil on your response on that one because we just don't think that that's a reasonable timeline and then that's your prog to do that cuz time is time is money and money is taxpayer dollars I just want to make sure that we're doing it effectively and efficiently right and that's why we we try to make recommendations that are actionable that you can actually do in a reasonable amount of time implementing an Erp system we know is a multi-year process it's tens of millions of dollars and in many cases and it's not feasible for us to just come in and say well we found all these issues you need a new ARP that doesn't help anybody in in the immediacy I mean maybe that's a a goal you know that you can start to save for and figure out how you're going to fund that in a few years but for the immediate term here's what you can do to mitigate the risk that we've identified either shuffling around some responsibilities talking to you know we can talk to our it folks and say like is there some kind of an automated control that we can add in here to to reduce this risk something that's acceptable until the Erp comes along on the same vein though when you find things that are working properly you also tell us when they're working properly and that there are no issues so it's a good question our reports are all exception based so we're only really going to report on the problem areas often times if we're if we have a report that only has like one or two observations you'll hear that in the verbal commentary when we're presenting it to you or to the committee hey this is a really really solid audit report you know the fact that we've seen this uh here these are the only two issues we have many other school districts have lots more issues you're going to get that feedback in the reporting phase um but traditionally and sometimes we might put something in like the executive summary but traditionally our reports are exception based so you could perhaps read into the the health of the of the process by how many audit uh uh observations there are um but we we will discuss that I have another quick follow-up question you were talking about the proposed audit plan is similar to like a strategic plan where you tell us you suggest or make recommendations for certain audits over a long period of time or is it more immediate the first audit that we're going to recommend is going to be this followed by this followed by this they sort of lead into each other what we typically do especially for you know let use clay as the example new to internal audit new to having dysfunction we'll come up with your top 10 this so we call it especially when we're just kicking this off we call the ABCs and the one 123s of internal controls so there's certain processes that we want to make sure that you have sound internal controls over whether it's timekeeping whether it's peard procurement Etc because are your those are your fundamental processes so if you have a great tone of the top great controls for those processes typically we'll start to see that elsewhere with facilities maintenance Etc so we usually propose a top 10 because this is the board's function or the you know or through the audit committee so we want to be able to to provide that opportunity to say hey I think it should be these three or these two again it's going to be dependent on the funding M because we're not sure what the funding is going to be because we can't go in all areas the first year right so the top 10 kind of helps to be that multi-year plan which each year we focus on what are the kind of the top two or three for this year top two or three for next year but sometimes it does change like Matthew said it's a living document there may be a process process that we didn't include in the top 10 right now in two years down the line it needs to be included because of changes whether it's people process technology legislation whatever yeah so we try to keep it fluid we try to keep it as flexible as possible great thank you all right I mentioned this briefly uh but internal uh clear mentioned we have certified Information Systems auditor so inherent in kind of our approach to everything we're looking at the it control controls I'm not an IT professional but we have it professionals that we kind of bring in we're always Consulting them as we're talking about what are the controls that are happening if they are automated or if they're in a system we have that team help us test those controls because that's where they're experience and then we can provide feedback on whatever Erp you're using we have um I mean there it's almost as many school districts as our employer there's that many different Erp systems because they just there hasn't been one firm that has you know found that Niche quite yet but we have a lot of experience working with the different erps that are in school districts in Florida and so we could say here's where maybe we saw one school district doing it this way or another one doing it that way and so we can we we integrate all of that the it component is integrated kind of throughout all of our audits we also have Specialists that will do actually we have I think on another slide specific it audits where Claire and I will be kind of overseeing it we're going to be the ones that are at the board meeting and you'll you you'll see us consistently but we're going to bring in those experts to do those specific scopes of work as it makes sense um and like I said some sample a so just to give you an idea of kind of where we are um so the different types of audits that we can do an internal audit uh Grant compliance student discipline Charter Schools budgeting Self Insurance um facilities PE cards Fleet Maintenance uh Building Maintenance HR uh these are the kind of areas that we've been doing these are all I mean we've probably done all of those within the last two years or three years at at the various school districts that we've been working at um we also have uh it audit uh and security specialist so we have um we can look at it General controls change management specific penetration testing those sorts of things um that we can look at through the internal audit uh uh function um but it's again specializing on those specialist areas uh and then of course special projects as they kind of come up so we've you know sometimes we help with fraud uh fraud investigations it's rare but they do happen um or other specific special investigations that may come that there may be a need for um and then um some sometimes real time real time feedback so we really can kind of cover cover it all um and and this was just to kind of provide you an example of what you would see so when CLA mentioned the top 10 the top 10 would have one of these as a a name and then a definition and then an example of an approach that we would have usually from that top 10 you know we narrow it down to two or three to really talk about for the current year and then we work through it uh I just want to say I'm personally very grateful for this slide because I remember when I went to the training and I first realized that there was a state law most people really think it's just about money you know and when I was in the training I realized it's really not about that it's really about what we're doing with that and this is a great slide for me to carry around to show people exactly what it is because it's not a financial audit it's a whole bunch of things that help us be better at what we're doing so thank you for having that slide all right um some final internal audit considerations um you know we follow standards that are set by the aicpa their Consulting standards so they have standards for financial audits they also have standards for non-financial audits which falls under their Consulting standards and then we also have our standard setting body The Institute of internal Auditors which has its own um guidance on performing internal audit so all of that is baked in from our firmwide resources perspective our firmwide internal audit practice our approach is all rooted in those um and then part of that we spoke a little bit about this the key kind of components within a lot of those standards are the risk assessment to develop the audit plan so that there's actually a methodology for how you come up with what you're going to audit followup which we talked about briefly where you just you can't just issue an audit and walk away and never talk about it again we actually have to come back and make sure that it's been done um and provide that followup to the governing body and then lastly is quality controls this is more internal for us but we have a pretty robust Quality Control Department even the Auditors get audited uh so U and and we also have you know peer reviews that are being performed by other firms uh internal things and and and and uh even parts of our internal aut practice other have other Regulators that come in public sector isn't so heavy on that but like Banking and other parts of our practice have Regulators come in and actually review the work behind us and so it's all inherent in everything that we do and in the way that we approach everything it's all rooted in standards that are set by U bodies and um it it it follows kind of their their methodology and lastly um the budget so we would start out with a risk assessment uh my understanding is that district is going to be or would like to piggy back uh The Bard schools uh agreement which has hourly rates just to give you an idea of kind of what the risk assessment would look like are we typically just start even though we build at hourly rates we would say we want everybody to understand what the budget's going to be not just an we know it's not an endless bucket of money and so we say okay our budget for a firsttime risk assessment of a school district is right around $40,000 this is the typical breakdown of hours that you'd see so it's a lot of time from Clara and me and our manager to really have that high level interaction with the board members and the committee members that they're there and Senior leadership to really put that together um obviously as we move into executing an audit um it's going to shift where you know we'll have seniors and and Associates that are going to be doing a lot of the testing with our oversight and then of course in the reporting and that's when we start to get more involved so um just to to provide that I know that was a question that we had earlier so try that context and that's it so really appreciate you all this things certainly happy to answer any questions that you all have well thank you for explaining the difference of the external because pleasure in that world and you know the citizens the more they understand the different types of better things thank you this I just wanted to I guess when you were talking about um I know this isn't really y's wheelhouse I I don't know how it works cuz we've never had this so um as far as your findings or um if you you know when you say you implement a plan to solve the findings um to fix them would you recommend at that point hey you lack policy on this or is that something we would have to do is that something like um I know we would have to implement the policy but as far as like policies and procedures and how they're not being carried out or hey you know you're really at risk over here because your procedures are not what they're supposed to be or your policy you don't even have a policy that stops this from happening and if this does happen um what are you going to do are are you guys is that something that you do on top of your finding it's all part of it okay so um we would when we're identifying an observation we're trying to get to the root cause so if issues are happening if we have things that didn't go right there's a reason why that didn't go right and we try to figure out what is the reason that that didn't happen correctly and how do we fix that often times it's policy based or procedure based if we're getting feedback from the process owners yeah I mean this is just how we've always done it and and or maybe maybe they're new and they go I just kind of figured it out that's an indicative of well there's no policy or procedure here so that's going to help policies and procedures don't solve everything and we know that too um so while there may be some observation or some recommendations to to enhance a policy or to provide more guidance through a procedure we know that's not going to fix it necessarily um and so we're going to also be looking at how is the department set up what are the reporting structure like that sort of thing I mean all that is we're trying to consider all of that when we're figuring out why why do we find these issues and what is what makes the most sense in terms of a recommendation yeah it's part of our planning process for for for any topic kind of the first area that we turn to is what are the regulations what is for statute and what are the policies procedures around this topic area and that way we can start to get gain our understanding and then we have those discussions with the stakeholders the process owners to get the further understanding and walkthroughs to see how things are working so policies procedures are brought into everything that we look at especially the for statute of the regulations as well can I just a quick question for Mr Locker yes we're currently undergoing a policy revision Neola and we haven't seen or done any Finance policies as far as I'm concerned yet so how do how does that work let's say they come up with something after our revisions or we miss something then we just as a living document redo it or start working on it oh well that that's correct M what's normally what would happen because we're going to have legislative changes throughout you know the calendar year so the Neola process is to really streamline and get all our proc all our our policies organized a certain way yeah if um you know RSM identifies a potential you know policy Gap we use that terminology then the board can always you know address that specifically or you know kind of highlight that as the area that we go through because NE the process is a multi-month and multi-year process but there's nothing and we've done that with some other policies where we' identified there's a change regarding safety you we're have a briefing about some of that later you we had to go ahead and make those changes even though Neola is going to be bringing additional recommended changes does that make sense explain it's just kind of like a coordination correct yes ma'am that's correct in our experience what we've typically see I'm not saying that we haven't had suggestions to policy but it's rare it's more about the procedures implementing those policies right and I just want to say um thank you guys for that presentation and the penal back off of what Miss Hansen said especially about the one slide um I know when Miss Hansen and I had pushed for this there was I don't know the word chaos a little little push back and people wanting to know um I know a lot of people in the public wanted this um not just for financial transparency but like you guys are saying a whole internal um checkup if you will of you know um program that we're using um things that we can do better things that we need to fix things that um just need tweaking so um I I am proud and of our board and moving in that direction um because it is something that is just going to better our our district it's going to be a little little bit of a work little bit of a hul and and and some work um but I think it will be what's best for us in this District so one of the just a reminder before we were able to do our half cent sales tax we went through an OP aaga audit which was when you said risk assessment audit and start that whole process I was sitting here thinking I remember that well being interviewed being asked specific questions about what do you feel about your policies what do you feel about this where did you see this where did you see that at on an individual basis as a school board member and everybody went through that process I don't believe any of you were on the board at that time so we have done risk assessments of this nature we're required by law to do that before we were able to um advertise or even ask for a half cent sales tax and going through that was extremely beneficial because we did see some errors in our ways but we also saw a lot of that's why I was asking about but if we're doing things right will you be telling us that as well because in many many times we do have yeah there are going to be glitches in every one of our Audits and for one reason or another um but the process as you said the procedures the tuning up of that was also discussed in the apaga audit and very helpful very intuitive there's a rarity that we have an audit report we don't have observations we're not gacha Auditors that's not our methodology that's it's not fun for us we wanted we want to provide value add the value back we enjoy what we do I we enjoy working in the public sector this is why this is all that we do so again we try to make sure that the the reports yes we're going to have observations how are we providing value back to Clay County Schools not schools districts in general Clay County schools and that's what's most important to us I think the biggest compliment that we can receive as an internal audit function is when a department calls us to say hey can you help us with X Y and Z that's when we know that they see it as a valued function and as a function that that that can help them you know I was having a conversation yesterday with one of my managers for another school district we trying to determine our internal audit plan and they're having a discussion with the IT director today I said you know see if this topic if this is something that's going to help him does he think that this is going to help him if we put it on the audit plan for this year that's how we approach things and I also appreciated your comment about audit fatigue cuz I'm certain there are certain departments and and I'm just going to use Ethan as an example it with all the concerns obviously with it in the news and in everything it's a continuous are you doing this are we doing this are we doing this um just to make certain that we are ahead of the game so to say and I want to say it's it's our job to point out what's done right and our superintendent does a great job of that oh absolutely we do he districts across the state enjoy talking about what we do right and that's really not what this is in my in my vision it's not about what's right and what's wrong it's about doing the best we can with taxpayer dollars and so for me the emotions and feelings are out of it it's literally like me talking to a computer you look for something you find something and you make it right I'm a military wife so that's the way it works you look for something find something and you make it right okay and so for people to understand that that's what this is about and it's really and we need to count on the superintendent to make sure that we know what's done right and and that is important to a district and we do a lot right but this isn't about who's right or wrong it's about doing better and and that's the way I'm going to stand so thank you okay any questions for them before I bring a little closure to this so so let's kind of review if you recall issue issue was brought up and then we we discussed three different ways and we can go about this either through the RFP process we can interview or we can go to direct contract this is an example a direct contract so so there is a contract it is on the posted 14 days prior to the voting on any such contract and part of this process and the reason why I'm pushing this forward is we want to develop this plan and have it implemented and ideally during the school year by June have this in order to do that there's some things we need to do in order to be in that position to do that um and uh you know it out I think I think we had 12 different audits that I've counted um recently and the most recent is the office of Inspector General which there were three findings and I think it's totally natural in the process that there are going to be findings and those findings should be used in order to improve what we do uh as as a district and so looking forward to getting the ball going part of that was the development of an internal audit committee so the uh board attorney has developed uh internal audit committee guidelines if you want to kind of present that sure that to them absolutely but thank you thank you Mr that because we want to get that going as soon as possible in order to start this process sure can I just ask real quick what line item is the contract what item number yes what item number is that like should be C2 but let me do a quick I'm just going for memory here sorry that's okay yeah okay you're right it is is it okay good memory um yeah but doing the same thing again so I'll just talk to you about it after I just wanted to see if I can actually because you know the committee is is the one that um that collaborates on the work plan for that with representation from the board it's important that we get that committee established which is why the the board attorneys know these guidelines so without further Ado absolutely if I could what I'd like to do if it's U agreeable with each of you I'd like to go through the actual draft and kind of go over each section of it not to be repetitive I know you yall can read and go through it but I want us to all understand the the legal framework for the committee cuz the committee will be one of the more important components of this we have an outside um auditor uh independent auditor R RCM but the framework for the committee basically helps provide you know the outside the independence and the component and we also have um some kind of some criteria here I'd like to go over with yall an application so we could if if yall have the draft um FR we can just kind of go through that and stop me any point um no one likes to listen to lawyers go on and on so I'll try to keep this brief I appreciate that um we've already heard from the CPA of the WW to to to riveting subjects um right I'm sure you know would agree so again the purpose the purpose is very important because we want to make sure that we encapsulate your intent as a board and make sure that we're clear with Florida law so I'll just read it the purpose of the committee is to make recommendations to the board and the board selection of its board internal auditor the creation of of the annual audit work plan which is critical to to this component and recommendations concerning audits the committee will maintain a high level of accountability and fiscal responsibility to the board at Citi so right here the audit committee will be reporting to the board so as you heard from our representative from RCM you there are different ways that can happen where the the audit the Auditors can perform the audits turn that over to the committee who will do its own vetting or they could maybe make some you know additional recommendations or Identify some other areas then either that report could be forwarded to yall and yall would always have access to the report or there could be a summary that's submitted to yall but the committee is responsible to the board it acts outside the perview of the superintendent my myself as general counsel y all as board members they're acting independently they receive the information they do their own discussions and then they provide it to yall so that yes ma'am sorry I don't want to cut you off but this is uh so as far as this committee is concerned it'll be one board member do we decide on this one board member how many staffers it's in the last section it's in the last section I know you're going to go through this but the reason I say this is because I don't know if we need to change that or add that here but I know as a single board member um that's great that the committee reports but I kind of like the idea that um that all board members are PR privy to um what the committee is is yes ma'am so I guess what I'm saying is I want the board to be included completely understand so the report that the Auditors are so RCM creates that will always you you as board members will always have access to this right the committee could provide they could just simply forward that on but the purpose of the committee would be to you know one of the I think it was miss you mentioned a question about are they going to highlight the positive things that were done as they point out they as part of the right right they're generally when they're doing these audits they are briefing by exception right they're identifying errors and then reporting those errors the committee could U provide some additional feedback on that say look you know hey great job we're doing a good job in this area we improved from from point A to point B so but but the but yall would still receive you you're still going to get the complete report from from the Auditors this just the committee provides oversight over that process does does that make sense the way I'm explaining that this is traditionally how it's done in most districts we can watch they go in and sit and listen you can be you can that's corre these are public meetings public meetings be there okay yeah that's what I want to make sure because I just don't want the committee deciding for the board as a majority even though there's one board member on there that hey okay that's great we're going to tackle this even the board majority wants to tackle this over here um and doesn't each one of us get a representation anyway we've choose one person to represent what correct but they don't always think like we do so that's what I I'm just trying to make sure that we don't have a problem before we have a problem is what I'm saying I want to make sure complet understand as long as I can be present at these if I want to be and then I want to have full a full report because I don't want people to pick and choose what they want to tell me no understood and Mr skpp you may be the the liaison I mean the board the board's going to pick liaison so you may be required to be president as well as voluntarily but what one of the reasons for having one board member as liaison and then different staff representations is if the whole board was on there then we'd have another layer of of sunshine um so as ex officio member of this board you're there to observe and maybe make recommendations to the board SE separate maybe on the organization structure but the content and as we get and get through it I don't want to jump ahead too much but I want to address kind of what you brought up so there will be full transparency full accountability there will be full observation um but we also want to keep some independence with the committee is as well where they are receiving the information U But ultimately at the end of the day the board gets the final decision on accepting can you say that again so so so at the end of the day the board the last part at the end of the day yeah yeah well the board would be the final I just want to make sure that even though it's here that the board still has a final thing of course and that's what the law actually says that's actually in the law I just want to make sure that we we don't have a problem before we have a problem of board wants to move this way I want to make sure that the board can Trump the committee of course absolutely be clear there are some legal requirements that like if you're over 500 million you you have to set up this process but you'll have some additional but what's what's important is we want to identify best practices and work within that and I think this really kind of encapsulates some of the best practices obviously y'all can we can tweak it as we go through it here but um does that answer that question yes sorry no no no that's fine please we on it no AB this is a workshop I want to make sure we're answering your questions so the uh the second U paragraph here the Committee Member shall receive no financial compensation I think that goes without saying our renumeration of their efforts and labor the committee has made up of volunteers so again we want to make sure that you this is not necessarily uh you know for political appointees or whether we want to keep this as Professionals in the field and we'll kind of get more into that um because this is dealing with the the transparency the accountability of the district we want to make sure we're putting the best uh people people on there uh the committee shall advise Council inform brief and illuminate the Board District staff and the public on findings resulting from the performance of his duties so as an example of that would be if RCM identified which it it's unlikely they would not find some deficiencies that's just we could just be candidate about that when you have an organization that's large one of the reasons we have the statutory is to identify deficiencies we can improve so that would be fored to the committee the committee would then have the responsibility of informing the board informing staff notifying the public again that's that's the transparency part of this they would have a a unique role in that so it doesn't appear that there's any type of effort by any elected official or staff to conceal or for political reasons we want to make sure there's the full transparency and accountability of that uh the committee shall work uh cooperatively with the board the superintendent of school Schools District employees to accomplish this goals and objectives so one of the things I was pointing up earlier was a great question I think you asked it Mrs Skipper of documents being provided to to you know our uh internal Auditors we there also be the same flow of information the committee could ask for information as well the board would need to cooperate with that um the superintendent you know legal counsel we would need to cooperate and be responsive to that as well that way we can kind of preserve again the kind of that Independence and transparency that they could ask for petition clarification or or so forth uh the committee should comply with all all federal and state law that's fairly straightforward you know so annually the committee shall submit to the school board a report on its activities for the proceeding year so this is this is where the board will receive from the committee a report which that y'all would could go on the consent agenda but y'all would accept it and accept the findings or kind of provide some feedback um and that's kind of where you would you would weigh in directly as a board on kind of the the committee's uh feedback So the appointment of committee members so there there shall be five active committee members each board member shall appoint shall nominate or appoint one active Committee Member all of whom shall be full-time Clay County residents of the nominating board members District now this often comes up why do they have to be Klay County residents fairly fairly obvious this is a Klay County School District we want to have Clay County residents here sometimes School District employees can can live somewhere else but for a committee a sunshine committee that's advising the board you have to have there's a residency requir to be a Clay County resident so we we' want to make sure that's that's clear um do we have to keep it as a board member district like do I have to have an accountant from District Community I might have because that might be a problem for some of us for sure yes cuz we're I'm dead serious we don't run some districts do run some counties do run it by District we run by county that's correct be County well we can we can certainly we can certainly make that mod modification I don't think there's a we they have to be a Clay County resident right right I can I make a recommendation that we start attempting to get someone from our district and should there not be someone available based on the application process at that point it will be harder for people and and let's not assume that it's going to be hard because I mean there a variety of different areas but once the application process is completed if if let's say there's not an applicant from my district that's going to be a problem and at that point then that's I'm saying we need to determine how many people at yeah for sure so so we could so so we can add some language right so and we can add some language in here that the board has discretion if no one's available then the board can difference between like 10,000 people and 100,000 people correct absolutely that's just different so so these are going to these are going to be all's board policies for this committee so we can modify we can we can put a line in there that you know if no if no applicants are available on a particular District the board can look outside that District that way there's some flexibility um you know then youall work can kind of work with with you at this point we don't necessarily know who's going to apply so we may that problem may solve itself or may not so that way we have some built-in flexibility did that Mr BR your ass did that make sense AB absolutely L Nora how how do we get help advertising for our district so I think what we would do is we would look up uh related jobs such as um internal Auditors corporate tax accountants Etc there's a list of jobs and then I'm going to work through the Chamber of Commerce put this out to those groups to encourage them to apply and then have them apply in the application process because honestly I don't really know who would qualify right I know a CPA somebody who's in and auditing but there's other folks I'm assuming yeah that ma'am that could apply well everybody I know my district Works in my district but they live ining is it makes it a little tough the chamber think what we should do so you guys will develop that I think I think what we would do you know if I could please would be to go through the process put out the application well advertised to all of those groups to see who encouraging people to apply because really it's people donating their time right so you don't know who you're going to get then we would know how many people have applied we would know what district they're from right and then we can better make that determination Mak abely adse out and get the people who are willing to anyway yeah point just clarification also when we did the halfs sales tax committee similar uh very very typ very similar sort of process and when I received the applications I didn't know any of my applicants and it was my responsibility as a board member then to interview each of them and I want to say I had probably five or six a little different it is it sense we want people with expertise well and that's that's the clar I mean they have to pass this process first hopefully before we get their names absolutely but there may be I may get you know two or three or four accountants or financial advisors or whatever the CL you know that area is out of the Oakleaf area I may not know them personally but in follow through in follow through I got to know them based on some of the questions that I asked them and meeting with them and just sitting and talking with them and and none of them I know them better now but I didn't know them personally beforeand we have to rely on the district because I don't know any of these kind of people so I'm glad that we have a process with with people who are willing to volunteers AB in the expertise area so that's we have to absolutely if I can just comment just briefly on what what both you ladies said you the Optics of of appointing someone that you don't know is is a positive as well because we're we're dealing with not that the sales tax is not but it's a different level of of involvement if I can pause here briefly I'd like to pull up and I I should have presented this to put up to you guys so this is the draft School uh School Board of clay can my glasses audit committee application so this is important the questions on here we worked at looking at what some other committees have done because this is such a unique specialized committee because you're dealing with you're you're essentially appointing a committee that's providing oversight not just for the district but the board as well so it's very important to remove any potential poliy the reason I keep saying that is because you know I've I've been an elected official before I understand there's always a desire to appoint you know people that we know we respect to these committees but this is such a unique difference so let me let me kind of go through this so we have kind of the the opening you know your name last name address City State uh ZIP code phone number so kind of the basics of that email you know what is your your county of residence hopefully they put Clay County um are you a current or former license certified public accountant in good standing so CPAs as our friends who briefed us earlier CPAs have a special licensing that uh that equips them to to be able to do certain things that the average person is not able to do just like a doctor or an attorney so it's important we want to identify people that have that that important credential not because we want to have a committee full of CPAs but that is a relevant experience set in Li insuring criteria to be able to perform these duties so that's that's important to have that so we want to make sure that we identify that so after we get their biographical information that is the first question that we're trying to identify is who's a CPA and you may be surprised you may have people that have retired here you may have people that um you know have that background are you a current or former internal or external auditor in good standing I think that's important as well the reason I believe that's important I'd like for youall to consider consider that is because you may have people in the private sector that have also performed either internal or external audits that have relevant experience that could weigh in on and give give relevant advice to the board uh so that's important to kind of identify that up front uh what is your current or previous occupation obviously that's that's important um you know we just don't we just don't want people that are retired or or or active we want kind of a wide sampling of of public experience how many years of experience uh do you have working in finance you that that way we want to identify what that is you may have someone that's has great qualifications but maybe you know it's only been in a role for a year or so that that could potentially be a limiting factor compared to to others or or us how many years of experience do you have working with audits again if you notice these questiones are geared towards identifying experience of Finance with auditing with with with you know that background do you have school district or government governmental related Finance or audit experience not having it is not a disqualifier but it' be relevant to know that if you have someone that's maybe come from another school district that's maybe now living in in our great County here and says hey look you know I came from St John's County Klay county is so much better we're going to uh you know but I had this great experience because I used to do internal audits over in in St John's County so that experience whether it's a local or or some other you know municipality that could be relevant and and absolutely something that youall would want to identify especially if you don't know the person so we kind of identifies as school district government other public sector private sector no experience um you noce the flow of this this is very easy to fill out this is not a gotcha we're not you know this is not an application of the Florida bar it's a very straightforward easy to fill out process user friendly so on 16 describe your experience working in finance specify school or government related uh were applicable so here we want them to actually in their own words describe to us kind of what their experience is you know why it's relevant uh describe your experience working in audits uh specifying school or government related we applicable highest level of Education area of study again we want people to actually write this down and kind of explain what that is because you may have someone that has no college experience that simply graduate high school but that doesn't mean that person would potentially have Great Value if they've worked as an internal auditor or worked worked for a local government entity but again every question here as you know is framed towards having a finance background having an audit background having some type of experience that we can draw draw from uh 19 please provide information regarding any special degrees certificates expertise or experience you possess in business finance accounting internal external controls and related fields that would Aid as you as a Committee Member so you may ask like why these specific we're really we're really narrowing down to to a couple of specific things we're not asking for a bunch of lawyers we're not asking for you know doctors we're asking for very specific business related because the school district has different departments that function according to good business practices according to financial principles so we want to make sure we're capturing individuals with those relevant experiences other qualifications to be considered you know we as we sit here today we can't think of every single certificate that may be be applicable but if it falls within this category we want them to share that with us we have that relevant information so that we can make an informed so you all can make an informed decision when you when you go into it are you currently serving any other uh board advisory committee this is important because we want to identify people that are not serving under other board advisory committees part of the reason for that is if it is a board that is advising or has any connection to the school district and they cannot serve on two committees that so there's some limitations on that uh why are you interested in serving on this Comm committee that's that's important again we want to design this a way yall have the most information um if someone's putting on here like hey you know I want to serve on this committee because I want to run for Schoolboard one day that's that's interesting but that may not be relevant to why we you want to select that person here well may be more beneficial and I'm not trying to you know coach the audience here but hey I got grandkids that live in Klay County I'm interested transparency and accountability I want to be a public servant and give back to my community that might be more enlightening and more helpful to yall as you make a make a decision um do you commit to attend at least four meetings per year the reason that's important is because and we're going to get into this there are at least four quarterly meetings and we want people that are going to show up and and participate life happens people take vacation they have family issues but there's nothing worse than yall going through the you know this process this vetting process picking somebody and then they can't serve you know more than once a year that doesn't help our process that doesn't help youall as board members so we want a commitment up front that they're able to attend these meetings participate in these meetings and be an active participant in these meetings um are you a district employee that's important to know right um are you currently in business relationship with Klay County school districts if yes please describe so some of these questions getting into potential conflicts of interest potential you know challenges with that you we we obviously you know that's that's relevant information if if someone potentially is doing business with the school district and then they're auditing the playing a part auditing the finance do you have a contractual relationship with a company or individual currently doing business with the school district or Clay County or the clay clay district schools if yes please describe again some of these are repetitive questions but they're they're getting at kind of some of the the meat and potatoes of potential conflicts of interest so they may not even realize that you could just have citizens that are generally interested because I heard about it through the Chamber of Commerce and they're you know but they like wait a minute I might have a conflict cuz you know my my son or daughter or family member committee members must be free from conflicts of interest including having no current direct or indirect financial interest in the school district's finances or operations having no business or contractual relationship with the district or direct interest in the implementation or operation of the district internal controls I hear by certified I comply with the above statement that's important because we want people to actually put from from other conversations I've had with you all it's very important for people to attest what their they're signing especially when you have something this important that involves oversight of our finances and procedures so on and so forth um this is my favorite part of this I got to be honest uh please be advised that the information you provide your application once submitted is a public record under chapter 119 Florida Statutes record acts commonly known as the Sunshine Law so it goes through that hole and then we want to you know kind of kind of make sure people understand because that gets people's attention now the the other the other important part it's not going to be in in in this but when you join these committees you're selected for this committee not only you have to have willingness to serve but there disclosure aspects as well so we talked about some of the financial disclosure aspects this is again why we want to make sure we're identifying a certain class of professional because generally people that are in CP a that have a finance background are familiar with those regulations understand the disclosure responsibilities that may not be as obvious to to you know I don't want to identify any other you know occupation but um you know that's that's that's relevant because being on this committee there are Financial disclosures that you have to make so Florida has tighten its finan Financial disclosure laws and that's that's important for people to understand that so this is the draft what I'm going to come back to the draft M what I'd like to get from the board is your feedback on this because we would like to move forward basically y'all's Direction and start out with with this application just clarification so if somebody wants to be on this committee they have to be willing to fill out a form six it would dep uh they would have to fill out a financial disclosure I'd have to look and see if it's a form six so and the reason I raised that is that has been a barrier to to some people serving y um now I I I will get back to you on what the specific form is for committees it's not as extensive as the one that yall have to elected officials they but they it doesn't matter because they're because they're because they're auditing finan they're potentially in a role they still would have to fill out uh because remember the law fla changed recently up to this point it was it was like you know the basic now it's changed I will get back to you this B what the specific form is um but I I would like to the sense of urgency from my perspective is we I would like to get this based on y'all's speaking with each of you individually I would like to kind of get this moving so I would at least like to get this approved so we can start collecting applications so do we have more consensus on as okay okay perfect so Mr superintendent we sorry did you not okay excuse me I'm sorry M thank you so we will we will move forward with this with y'all's permission I know I'm doing a lot of lot of talking right now so my apologies let me come back to this to to the draft so we're going to revisit the first page of the draft uh getting to the appointed members so for the first paragraph under under Section B we're going to make the change as to Mr Skipper um okay so number two it shall be the responsib of each board member to determine which clay cany citizen they want to nominate a point to the committee to obtain a commit commitment from the set individual Committee Member search process application process including application shall be posted on the board's website so I know we had some discussion um I think there was a question of Mrs Nora and the superintendent um is going to is going to look into different ways again but at a minimum with this requirement we'll post on the website we we'll kind of widely disseminate it but ultimately it's each of yall's decision you know who you kind of you know identify but but we want to make sure that's people that filled out this application that have been V and we've kind of done conflict checks and I will be assisting in that process as well so what happen is and and we don't necessarily spell this out here but once all these are collected I will I will work with um kind of review make sure there's not a conflicts check and because you know if someone makes a mistake or feel something wrong we don't want to embarrass them and put you all as board members in a position where you're having to call someone say Hey you know there's a conflict let let us handle that so yall yall are just in the role of just inviting people to you're talking about it's not a political thing and and I 100% agree if you guys are going through the application process we just get the ultimate decision to pick is there a way to make it look like it's not a political thing like maybe before it comes to us maybe somebody ranks them by U most qualified maybe out of the applicants for people who know nothing about internal auditing so so there's a variety of jobs that are related to that and I've got listing of those whether it's budget analyst Etc so my plan would be that once approved next Thursday or meeting let's assume everything goes well there the vot I'm reaching out to the Chamber of Commerce to get a listing of those sending a communication to them encouraging them to to apply for this then the application process should be open for 30 days process which I think the timing would work out because let's assume we approve RSM uh contract at the board meeting and they're doing their risk assessment piece of that we're advertising for the committee I think the timing of that would all work out the ultimate goal would be to have the risk assessment and and a work the work plan part of that with the committee would be after the assessment piece anyway which will take them mo because I think it would be detrimental to the the committee if if it looked like it was like a political committee that we need to do everything possible very they're going to have to have those credentials that those credentials and then maybe some people stand up more than others this J is very unique anyway likeing and stuff I know there's a wide I mean there's a whole College section for all of this but I don't not I don't well I'm saying if you get five applicants and they're all qualified how do as a board member know which is best qualified I guess well you I think I think your point so what I've seen recently with without divulging the the the city uh government you had a board member for a city council basically asking for an audit committee asking people what their party affiliation with if they associate with a particular political party that is not what we were looking for that that got that city councilman in trouble got the city in trouble not what we not what we want to see here so there's a natural tendency to because you elected officials they're people that we we almost I think it was brought up by you L's not not knowing the people is almost better um so we almost want people to apply that don't know any of y'all you never met them they're completely um because part of this this is not a a I don't know how to frame this uh appropriately but this is not a it's a high visibility committee but it's not like you're you're probably going to have you know hey man I want to jump on that committee because because it's going to be it's a lot of work it's going to be a lot of work and there's a lot of pressure to get the right information done that's why again you want to you know attract professionals who are familiar with this and kind of understand this because this is not you know this this is not normally people think of when they're trying to you know that's why I mention you know someone putting on their I want to be a Schoolboard member you know they're probably not going to try to get on this committee this is not the high visibility you know committee that people in politics and I know this a delicate subject but we are in election season yes I have a quick question what if I'm just throwing this out let's say we have a recent college grad he's Business Degree has an accounting degree got their CPA met with a bunch of other guys women whatever to form their own little practice and they get this and they say hey this is something we can all do and you're sitting here looking at two or three committee members from the same firm so we would we would yes ma'am I didn't think of that before until that's that's a great that's a great point and we can um so some of the the language that I would rely on to to obstruct that if you will um down to number 27 committee members must be free from conflicts of interest including having know current or direct Financial Insurance and the district's finances it goes on so at first glance that strikes as hey doing business with the district but committee members that are in the same firm that could be a financial interest as well if if you have two people on a committee that work in the same business are financially tied to each other that also and it was attorney general's opinion that also could be a conflict so even though the language is kind of you know first glance is it's it's any conflict so that's also where we want people to put where they work where they're current employeed someone had just left a firm and we gone to a different firm and again we don't know who's all going to apply right now which is a good thing so we could have you know we could have a scenario where you have someone brand new that's that's applying um that's up to y'all as a board to determine what y'all feel is relevant experience I would only ask that just to protect the board in the district that we try to like limit it to people you know I used that example earlier and that's not to criticize another local government but it was so obvious that people you know were trying to do the right thing you know point the head of whe there was a Democrat Party or Republican party and that you know State committee men and women and you that's all fine and good there other committees where that those that experience could be better served this is there too much on the line for this which you all have recognized by by bringing this process forward so again I don't want to keep harping on that but you're I'm confident we're going to have one or two that are going to pop up and I just want yall to keep that frame in mind if we just stick to the the process then we'll get everyone what y'all will arrive at the right people I there's no no question in my mind so we'll we will get there I'm sorry for the long winded answer but um okay so so we're going to advertise on the website down number three see here the board members shall choose individuals with appropriate qualifications background to succeed in this position such as a certified public accountant or certified internal auditor the board shall choose individuals with industry knowledge such as having experience of internal external controls and understanding um of accounting policy so basically what's what's there we've kind of capsulated in this that youall agreed to um I realiz there's a there's an error here that should be the next line should be number four then go through six but we'll we'll fix that um so the committed members shall be independent from the district that's important we need to have independence from the district the district staff's involved there has to be independence from the board and the district has to be or else this process is is going to look like home cooking to begin with you um Independence is defined as someone who is not an employee of thect district is not an immediate family member of a district employee and does not have a financial interest and or a business interest of the district so some people may ask why uh family members of District employees because even though you could argue that is not a direct conflict it is a perceived conflict to have a staff members family members sit on there because it's inevitable that there will be departments that will be visited looked at so to avoid the appearance of impropriety it's just better to eliminate that that's asking the questionnaire we try to identify that again that's not to make anyone feel awkward we want people to volunteer but this is not the the booster club at a high school this is this is reviewing Audits and identifying potential issues that need to be brought to you the superintendent's attention uh terms of committee members each nominating official shall appoint one active Committee Member to serve an initial term for the duration of that board member's term so as an example if if um for so those those that are have completed two years of a four-year term the Committee Member that you slip will stay on for the duration of of your term so I'm going to use Mrs Clark as as an example Mrs Clark was just reelected to a four-year term so who she picks will be there for the remainder of a four-year term uh Mrs B you're in the unique situation that sorry you'll be here shortly so in that case it it would probably be your predecessor that would make the the selection just cuz you we wouldn't want to point point someone to but if I just using this as an example say I had already appointed a member of this committee and my my whoever replaces me looks at this and says well this is a perfect person to stay on this committee that person can then be selected for additional four years if the Committee Member is that's absolutely correct that that's absolutely correct and this is just the fairest way of doing it that way it's it's because we want each board member's flavor for you know their perspective on on there even though that you're removed and independent and separated and and and cannot influence the committee members you know we we do you know y'all are elected that's why we have for you know Trustees of the school district that are elected to provide their perspective yes ma'am so if we F if we have two years and we like this person they're doing a great job we can then reappoint them do you have to find a brand new person every time so so they would say for the duration of your term so right so like in 2 years let's say they've only been on there one year can we reappoint them or do we have to remove them so so no ma'am so if you run if you choose to run for re-election or reelected you would that person uh would save for the duration of your term so you would be starting a new term so you could just simply reappoint that person yes ma'am that's correct so there's no there's no bar on that but you would be starting a new a new term yes ma'am that's correct now obviously school board members are limited by Florida statue you can only run for so many terms at some point there would be a conclusion to that did did you have some oh no oh okay I thought you well I don't have my glass on so um did that make sense no appreciate there a little much better on me than the ones I were but I I I appreciate so okay so the terms of of so vacancies if a vacancy should occur before the expiration of any regular member's term the nominating official for the seat shall nominate a qualified successor to fill the position following the procedure outlined in section B of this guideline in the school board shall appoint the successor uh regular member to fill the UN unexpired balance of the board memb term so what that's saying a roundabout way obviously is uh Mr Skipper I'll use you as example if you have two years if you're running for re-election if someone um you know prior to to to you know the conclusion of your term for family reasons or health whatever uh was unable to continue then you would simply nominate someone else and and they would they would kind of trct with your your term does that make sense everybody yes so I do have a question about this though let's just say um my person can't do it anymore and it's like in the middle of my term are we going to we're obviously going to have to put this back out right to reapp I'm hoping to get a list robust enough where we would have first second third choices and and try to keep those people interested in it because it is a commitment for sure on their part yeah and just put in Pro we'll get into this they're going to be at least four meetings a year which doesn't seem like a lot but our expectation is to be there for every meeting um obviously life happens but the expectation is to be there for every meeting this is the stakes are too important here so if people are unable to fulfill that which does happen then we want to be able to quickly identify a replacement and get them ready to go uh because audits are going to be coming you based on you know um you know we are from RCN they have a robust schedule and they're going to need input from the committee from time to time then who has a report this do to Y all once a year so there we can't have gaps in that process if we're going to if if we're going to do this we need to do it the right way effective way and make sure it's it's working um so okay so officers and organization so this is under paragraph e here uh E1 the newly appointed committee members shall me to organize on a date and time determined by the board following the appointment of the committee members by the board during this organization organization meeting the committee shall choose a chair and a vice chair from among its voting membership the board attorney shall assist with this process so I will be there to to uh handle voting and to make sure that that that everything kind of flows appropriately if I can make a recommendation now we don't need a codify in this we can kind of leave this open ined generally the best practice is to do this mirror this when youall have your reorganizational meeting they would do it generally within the same time frame maybe you know a week after that or their next quarterly meeting they would follow that that way everything kind of keeps in the same flow and we'll make sure that that's that's important as we're seeing today it's important to have a vice uh because you know people have commitments and things come up so we have you know so you want to have those those roles in place to the board attorney should also provide information Robert's Rules of Order Sunshine Law and other laws that may affect the committee so y'all's elected officials you all have a lot of resources available to you not just through through office but just as you these committee members have less exposure to that some of them may not have direct experience as elected officials so that is on us at at at the legal office to make sure that we do just like we offer to yall you know the ethics training you know so they got to have annual ethics training just just part of it and even more so because of this type of committee and we need to make sure that that there's a robust understanding of the Sunshine Law because that can be an absolutely can be a a a impediment so the Sunshine Law can be a great it can be empowering it can be effective it also can create um if you don't understand it or don't know how to apply it can be a problem so we'll make sure we will handle that and make sure each Committee Member is versed on it that I will sit with them one onone we'll go through the training and make sure that they're comfortable and good to go and if you notice Robert's Rules is on here Robert's Rules is just time tested it's it's it's it's straightforward it's it's you know 95% of the boards and committees and government us it Congress uses it's just easy to follow now and again if we run into issues of Roberts rules like I've told you all you can always kind of you know uh there's a workarounds to that but Roberts rules is just a good starting point it's easily accessible and we'll go from there um after the election of officers the committee shall determine a schedule of meeting dates and may outline such other organizational uh committee duties procedures processes as a committee deems necessary Carri out its duties so there are some things that yall are just going to kind of hand over to them that they'll do internally and kind of you know that way y'all y'all are not in the Weeds on that so moving down to uh section F here paragraph F committee meetings the committee chair shall guide and conduct each committee meeting the chair will ensure that this that the committee at each of its meetings maintains its focus abides by its directive sets its agenda completes this the work set forth for its uh for it pursuant to its agenda a portion of the agenda of each committee shall shall be assigned to the board liaison to provide an update as to the board Affairs that may impact the work of the committee during this portion of the meeting the board liaison may bring forth issues for committee input as directed by the board the vice chair shall conduct meetings in absence of the chair so one of the one of the important issues here is as you all identify potential uh things that youall want to bring up you yall is a board in your Workshop so let's say this Workshop today at the committee was already in place whoever the board Le a on is would carry back okay we discussed this in a workshop this is something that you know the the the board has identified as as something that we're concerned about we want to bring it to the attention of the committee so you all can be tracking it so that would kind of be the opportunity for for the board liaison to to address that and again we want to keep this kind of confined to you the very strict narrow guard rails of of of what they're uh focus and committe is I've seen some committees where you the board L AIS on is you know we're going all different dire which is great but we want to keep this very narrow and specific to you all have identified whatever the issue is and you want the committee to you know that that's the liaison would kind of report to the committee and convey what the board's wishes are um if if there's a particular area um the all right let me see here cat counter two here the committee shall meet quarterly notice of committee meeting shall be published on the district's website at least one week in advance along with other public meetings on the school board so just as as other public meetings are noticed we'll go through the same process uh special additional meetings may be called by the committee chair meetings shall be conducted under Robert's Rules of Order for small boards or committees minutes shall be taken at each meeting and maintained as a public record minutes need not be exact verbatim accounting of what was said but a general summary of the topics that were discussed the minute shall be uh should record the attendance at the meeting votes of each Committee Member or any other matters committee took a vote any decision reached by consensus draft minutes shall be considered for approval at the committee's next meeting approval minutes may be posted at The District's website um committees meetings shall be conducted with professional deorum that is supportive of the school board's vision mission values and strategic plan all committee members will be expected to conduct themselves at meetings in a manner that contributes to the committee support of the school board's directive committee members who fail to meet this responsibility whose conduct distraction accomplishments of the mission of this committee will be removed from memberships that would be a board decision to so if there is you know let's say uh there was a there was a Committee Member that there was some let's say they're arrested for something you know God forbid that's something that would be brought to the attention of the board and the board could for cause orve person the other thing did not put this in here but I think goes out saying so because this is governed by the Sunshine Law Public comment will be um allowed at these meetings so there there'll be a process similar to your El's process where people can because in sunshine you have to have a public notice it's got to be in public place you got to keep a record of it and so that will be kind of I would say leave that internally to the you know we'll work with with the committee behind the scenes on issue of that uh not to digress there's a a recent Federal uh ruling that has changed how public com is conducted at at meetings uh actually the group moms for Liberty sued a local school board and part of that is is it used to be up to this point that all comments had to be directed at the board uh this particular group sued in federal court over that did did not want that in place that has now been removed so public comment so we this is not it's this Cas is being appealed at this point But there again I don't want yall to get caught up in the weeds of that that's kind of our job to make sure that we protect you all and bring that forward but we'll make sure the committee kind of has those guidelines because some of this is is kind of the public comment is kind of in flux right now in Florida kind of based on that still be a public comment on the agenda correct right yes ma'am so that so general public comment is not required so so general public comment is completely it's not required by Statute it's completely discretionary you have to give the public an opportunity to talk about a issue that's going to be voted on at that at that meeting okay um all all the ruling change was to cuz part of this if someone came up to the podium uh you they really worked to address the board as a whole not individual board memb so now now that's federal court said you know that that they can't come up and and address so we'll we'll deal with we get to sign back exactly you know who who who they're talking to right Le at least we'll know who they're upset at so um so the Quorum the three members of the committee shall constitute a quum for its meetings committee meetings May proceed without a quorum of the membership present however Quorum is required to take any Committee Action uh there will be no voting by proxy voting by proxy is not allowed you can do it in your HOA in Condominium Association you cannot do it in local government so there'll be no voting by proxy committee members may not be absent for more than one meeting per calendar year voting members may be removed should they miss two consecutive meetings without good cause upon a majority vote of the committee there some things that are left unsaid here that's because we do want the committee to kind of come up with their own internal controls one of the ways we have absence is the chair of the committee can send a letter with the support of staff and saying hey look you've missed you know one meeting you got two more and they kind of let but at some point if someone misses more without good CA there'll be a recommendation through the superintendent to the board say look they've missed you know three or four meetings you we need to remove them that's important because we we want people to to come and show up and do their role um the other thing that we have not addressed here in Quorum but uh goes without saying is so Florida has very since uh since uh 2020 there's been some changes and you know apping by by video and so PE as long as we have three members present an absent member can can call or or video conference in so I would leave that up to the committee how they do that there's some things they have to allow how they do it whether it's by phone or whatever that's not really that's too much in the we for yall we can work with them on that what's important is we want to State what kind of what the law is on that so we have that that here so Sunshine Law and public record I'm not going to bore yall with reading verbatim the statute but I think I think we've all talked individually and publicly about you the the sunshine law requirements and whenever you know that and we'll make sure that when youall select uh members of this committee that they're Avers on this and and familiar with it as well the committee shall comply with Florida's public records act chapter 119 Florida Statutes um ex officio members so this this is this is uh kind of the conclusion of this but I want to make sure that that we highlight this the board shall elect one of its own board members who shall serve as an ex officio member of and as a board lays on the committee and serve an advisory capacity so that board member's responsibility and that's that's up to you all to choose who among you will will serve in this additional duty uh that that will as liaison from the committee to to the board and vice versa so the committee has specific you know these are public meetings so you can hear what they're saying but that will be the official the official liaison will be that board member the assistant superintendent business AFF you'll serve as ex official member of and as a district Le onto the committee and serve an advisory capacity this is relevant because this is kind of encapsulates you know the finances and and and kind of the the business portion of of the board um if you notice it's not I don't mean to be Co here but we're not putting like the transportation super Transportation because that's not relevant to this committee right we want to have uh you know we're building this on kind of other examples we want to make sure that we're putting the right ex officio M um the superintendent or his design Shall Serve as an ex official member attend committee meetings and serve in advisory capacity so uh that that's up to the superintendent as an elected official he can decide whether he comes or he sends he so he can delegate one of his staff members to serve in that capacity so either be him or or who he designates the attorney for the school board shall be designated as an ex officio member of the committee solely for the purpose of providing legal advice you know we have this extra explanation for attorneys you got always do that providing legal advice to the committee chairman and the committee as a whole Primary in the areas of procedure Robert's Rules public meeting at Sunshine Law Public Records law questions on other matters which pose little likelihood conflict of interest shall be entertained in the event of a conflict of interest between the committee and the board the attorney shall shall decline any request to assist the committee so a couple points here what we're not seeing here is that uh legal council is going to weigh in on his or her opinion on any of this because it's not relevant the attorney's role is purely to make uh advise the committee as as to the very specific things that are in here the other I want to draw your attention to is they're highly unlikely but there could be a conflict that develops between the committee and the board uh as a board attorney we would not be able to advise the committee at that point we would need to step back and this is highly unlikely this would ever happen but we would have to step back and have another attorney temporarily advis on that issue which we'd be prepared to do that is on us as the attorneys to identify we are governed by the Florida bar so we are trained hopefully um to identify these conflicts and then but our primary role responsibility is always to to the board um but I just want to highlight that because there are some ethical implications for us as attorneys that don't attach to yall as board members youall have enough on your plate so that's that's on us so again you that's just want to make sure that's clear position of Secretary of the committee shall be an ex official position which shall be filled by the superintendent the secretary shall be in attendance add and prepare official minutes of all internal audit committee meetings that secretary uh may be asked to assist in setting and property notice of committee meetings um ex official members are non- voting participants in this committee um so again that that goes without saying so just to kind of wrap this up um and I want to make sure I've answered all your questions so you're from RSM which you know if you speak to any attorney that that works and this you they have a great reputation I'm not just saying because they're sitting here I don't know any of these people but I know a lot of the school districts that they work with and a lot of the staff or rather attorneys that work with them so they they really approach this this from a a a great perspective we're kind of viewed as kind of the the the leading experts on this so we mentioned a piggyback contract the piggyback contract makes the most sense uh going forward ultimately that's that's the decision since the board has given um it is providing oversight and is creating this policy ultimately the superintendent has to identify the best contractual process to do so Mr Brodsky Consulting with me we've agreed that the piggyback is the best process to go forward financially now at some point piggyback contracts are limited you can't go on forever and duration so at some point we would we would look at a different framework for that but if the if the desire of the board is to move forward a deliberate manner an expeditious manner um to get this in place then I would like some direction from y'all today now we've made some amendments and some corrections to this but I'd like I'd like consensus today on moving forward with with this draft thank you Mr blocker M Clark any comment I think it's been laid out very well and I think we've selected a company that obviously has the expertise in this field and and I know the people that are on this committee are professionals so I don't think we have to worry about going to show up at meetings so um in fact I'm mulling over do we do like other committees where we have an alternate keeping them you know robustly involved do we even consider that that that's something we can but anyway I'm very happy with what's been made out Miss Hansen I just want to thank the superintendent and our attorney for getting everything ready in such an expeditious Manner and I appreciate it it's very important I'm very proud of the the work you did and very excited about the board taking steps forward Miss Skipper no I'm happy with it it sounds Andor I got some good notes sounds like good consensus so thank you yes ma'am thank you all thank you so much the record reflect of them are happy jul down a little happy face emoji so here be the the nuts and bement on the on the board agenda there's the contract uh we'll go ahead we put it the application onto the website the day after the board the day after the board vote I'll try to call a list of people that will contact to say hey are you interested in serving your community this will be going to CPA fors and those jobs are directly tied to the criteria that you stipulated we'll try to must up a group for 30 days and then at that point we would know how many we have that we can report back I think the timing tracks because after you approve the contract it'll take a little while to uh to do the risk assessment and to do that piece of the puzzle before you're to the point where the audit committee is really involved in that process so I feel like there's a good plan moving forward to get this thing going here um any other questions before we move to another topic we want to thank you you can St for you want to hear the rest of you that's only that's only item one of seven stay for the other section inste but if not we do appreciate thank you so much for your was excellent and welcome excited to come back thank you thank you for having us thank you another one of our success stories there we go there all right so on to the next topic and we'll try to keep in mind the time frame that we have now one of the things that the board was interested in want to hear more information about was volunteers what's happening with volunteer process I'll remind the board that one of your strategic goals and I've heard many times from many of the board members were related to family engagement parent involvement in schools so we we have a family community engagement folks that are involved in this a lot of work has been done in order to to uh more robustly involved parents within our organization um Paula and Karen represent that group and they have a a a presentation for you now on this so go ahead all right thank you Mr Bry um and we know we're a highly successful district and the one of the key foundational pieces to our successful district is the partnering with our parents and our families and our community and Miss Clark I appreciate the requests to highlight this again okay so we have three different ways that we bring the outside world into our schools we have visitors visitors come for a oneand done event this might be the awards ceremony eating lunch with your kid um coming and seeing the play we have love one volunteers these are people who actually want to give back to the school give their time Excuse me give their time to the school they come for specific tasks to complete with the teacher might be helping at picture day it might be helping in the cafeteria um but at all times they are within sight of it of a school district employee we have level two volunteers this is chaping a field trip mentoring assistant coaching driving kids outside of the purview of a district employee or a volunteer coach so what each of these processes looks like is during the school day if you were just a visitor coming to the play eating with your kid coming and seeing an event you'd bring your ID to the front desk you sign in they they print you up a temporary badge you would stay in these designated areas participate in the event and then and then sign out level one volunteers you would register and Raptor can either do it at home or at the front desk you're going to get a printed badge again stay in sight of a school district employee be it in the classroom in the cafeteria or wherever ever you are doing your task then again once you're done you check out at the front office that way we know who's on campus who's off campus and we can also clock the number of hours that our volunteers are putting in lastly our level two volunteers again they would register in Raptor they would complete the level 24 they would make arrangements to get fingerprinted a permanent bad gets printed up for them to wear when they're at their events they would wear their badge when they're volunteering and then they would also check in or out at the front office or sometimes these level two volunteers are working outside of the school day so they would check in or out with a designated School employee what does their badge look like I'm just curious that is a good question it it looks um very similar to to the style of the employee badge it does say it has a green sticker on it that says ccds volunteer so it's a bright green sticker it's very visible easy to see when they're coming in and all the front desk ladies and men and women know that what they look like as well yes okay yes we're providing that training to them and I and Paula Summers has been actually going out to the schools and working with the front desk secretaries working with the Raptor system and what what everything looks like in all of these processes we're going all that in a very Hands-On method yeah so they're learning all that so when our volunteers register this is all through the Raptor system um this has really streamlined the process for our front office Personnel to have everything in one place through Raptor for volunteers so the volunteers registered through the link which is on the website the link is available in both English and Spanish so the application is there in English and Spanish we know at this time we've had about 25 individuals fill it out that indicate their primary language is Spanish so we do know that this is is being useful to our community um they fill out this application online if they should have a technology Challenger issue they can fill it out at the school but most are doing it at home that's easy for them um when they register as a level one volunteer they automatically get an email confirming their registration and in the body of that email it provides them all the information about what they would need to do if they wish to be a level two volunteer so they have that in their records even if they don't want want to be a level two volunteer right away they have that information to refer back to that includes the level two form and the fingerprinting process and both of those documents are also provided in English and Spanish so the fingerprinting information is here the finger printing is through Field Print it's 8375 valid for 5 years and this covers all ccbs events in schools our employees our Kelly subs and active vendors who are on record is fingerprinted already have their fingerprints with HR they will not need to ref fingerprint um the importance of the fingerprinting and and the reason that that this is an important step for our level two volunteers is because this does require this does provide not only a look back at their history at the time that they fingerprint but also a tie to the district for 5 years so if an individual has signed up to chaper a field trip and they've been fingerprinted and for some reason they're arrested over weekend we are going to know that instantly and so the HR can take appropriate steps with that volunteer based on the current situation not just on the situation when they completed their registration as a volunteer where do you get fingerprinted so fieldprint uh when they register with fieldprint it provides a variety of locations there there are quite a few options also who who's paying for that the volunteer pays for the fingerprint excellent yeah and so here is the board policy on volunteering I'll give you a second to look at that so as you can see here um your your question about cost is addressed there in the first paragraph but uh as we know with the Jessica lford act vendors are required to be fingerprinted to do work on our campuses uh but Klay county has has put in policy this additional layer of protection for our students by requiring anyone who has the potential to be along with a student to be fingerprinted and that's what this policy reflects um in the past you know six weeks or so that we've been having the Raptor system live and running um we've had a lot of positive support for this from our community there have been a lot of parents that are very happy to know that they can trust that when their child is along with someone that they know that person has been fingerprinted and been through a background check and here's our current numbers in the Raptor system actually these are current as of yesterday and as of this uh probably by the end of today we will be at 3,800 the number is is growing rapidly in the registration for volunteers we have around 30 individuals that are scheduled to fingerprint and add to this number just in the next week alone so that it's a lot of people are responding to this and it's going very well with the registration processing after I have a question but I don't know if you might have to answer this I went to a high school day with my arms full of things and somebody opened the door for me and I went into the front desk she had swarms of students around and said could you please go scan your badge at the door and let yourself in like you normally do but mine didn't work right and then they said I need you to go over to the Raptor right well she didn't think I really should have had to go to the Raptor but my badge didn't work anymore so I went over to the Raptor and it did let me in but is that the process for us yes go directly to the Raptor so okay I just didn't know so yeah we're going to we have an executive session right after this meeting we're going to discuss okay that so I guess I I can get with you on my procedure yeah I I'll be happy to go over that with you guys in the shade I didn't know if that was yeah okay all right but it works great I got right in yeah said I was okay yeah our have been very helpful in supporting our front desk secretaries getting people in and out um I will tell you that all of this information that we shared is available on our district website we've created there's a link to a handbook that has all of the information that anybody who wants to volunteer in our school system can access um our contact information is also available there so just wear a phone call or an email away Paula has answered she gets back to people typically within an hour but she I mean she is she's amazing problem soling with our schools and with our community members and our fam so thank you guys for your well thanks for being amazing because it's really working well there were people over there using the Raptor there seem to be a lot of excitement about coming and going and I really think what you've done has really moved us forward in a big way we appreciate that okay thank you so so let me thank these ladies now now don't want to say anything but the board brought this topic up up the time inter plan and here's the the fruits of that and admittedly this was an area of growth for us through tracking of volunteers and all that and I'll just say i' been out to 37 schools so far and I've run into PA in many of them me like she's at the front desk sitting arm to arm looking at the computer explaining to people you know one of the challenges when you have a large organization is that sometimes people move jobs right so you have you have to constantly be training people in order to to get the system right they're doing an amazing amazing job so we thank you for that well and we know that the child's success is when the parent is involv it is and the more more that we can get to come and and share that'll be great I think the question came up over the cost as well some people can afford it some can't and so I think we you know somebody says they want to volunteer chaperon on a peel trip and they can't afford it then somehow we need to address that on a oneto one right but clarification a chaperon on a field trip would have to go through the fingerprints it depends on the field trip yeah there are a lot of field trips that can be done with level one volunteers right as long as they're going to be in the presence of an employee so so certainly not all field trips require SeaWorld fifth grade that would require F printing clarification it would unless they're going to assign you know a larger group that includes an employee and they're going to be yeah so kind of numbers be used like for Grants and things it's like real data right because sometimes grants come up where you can actually pull up all that data and use that absolutely for funding there's a question from the audience um so to miss Clark's point I was also thinking of that like in my experience like you have some just Stellar level volunteers like they're pcture day they're always there they're helping in The Home Room if there's a situation where they can't afford fingerprinting is there a process for a scholarship or who would they appeal to for that so we're letting schools and programs make those decisions as necessary we you know we' we've looked into some options and opportunities and if something comes our way we'll definitely act on it but for right now it's sight based so it go to the principal first and the principal then bring it to you possibly right I think it's very similar to just having dealt with field trips for how long um there were parents who want in the past who wanted to volunteer and if there was a cost for the field trip to the to the um chaperon there were every once in a while we had to help supplement that cost particularly if the parent had twins that was that was and if they can't afford they can be in a group with someone who is an employee too so no and and it's not the fingerprinting it's the actual I mean they can always be assigned to a group with an employe but there are ways of helping that yeah so what's nice too is that that Paula has done many field trips and is just coming out of that ever a person that has expertise work would be sure and I'm sure Oakley Village is still warning your their LW okay I'm sorry yes Miss Skipper no I just wanted to say thank you and thank you for helping Implement um this I know as a board member this is very important for me um getting our our parents back involved especially since we closed school for for Co and stuff and there's so many eager and anxious parents the feedback that I'm getting from this um they absolutely love it it's positive I know you're probably getting the same feedback I know um several months ago I brought the concern about fingerprinting and who comes in on and off of our campuses so I want to thank you guys for addressing that as well um cuz I know we were still working in that with that policy and whatnot but um the overwhelming amount of support as far as the fingerprinting and the Raptor system parents are so thankful for that especially with the the safety layer um so again I can't think you guys enough I really do appreciate that and getting our parents um involved as they want to be with their kids I know there are some some areas we could probably work on with different schools but I am overall very very very happy with this and and other parents are too so and thank and kudos to HR and Safety and Security who has guided us through all of this process as well so thank you guys that's another four plus just make not of that four board members are very happy record Bonnie please smiley emoji thank you all right next on the on the list is uh 2025 legislative priorities we've done this for a couple of months now gave up the latest gra just wanted to have discussion to see if there was other items that you wanted added uh to that um and have discussion Miss flad is is here to kind of record those and have some sort of consensus related to this so is there is there any additional ones that you want add it I wanted to I actually um I sit on the fsba legislative platform we actually voted had a quorum the other day and I just I have it pulled up here because I wanted to just say kind of how it matches and from their perspective where we at especially with transportation and buses um we had detailed lengthy conversations and I won't take long I promise about a couple of things um adamant about funding if they're going to do anything about VPK it's been adamant about funding in our priorities as well as fsba um and there were concerns on my part from being a teacher whether or not the fundings would if you get them be for half some parents don't want their kids in full day funding right and so the onus would fall on the district to figure out how to run half day and or and or a full day program which say a little bit they're talking about different locations so nothing is as simple on when you look at it from the fsba side you look at it and I and you get a full understanding of how difficult any one of these changes can be for a district so they don't know how that would really work they said that part would fall on a district as for the busing the new bus schedule that's coming out um it is an actual tossup um I they believe it was speaker rener who was most important this and he is just now retiring uh leaving that position and a lot of people are not wanting to rock his boat right away and so she said um on this committee they had a speaker say that we really need to move forward with things like surveying our parents because they have no idea if it would change at all um there is some swing towards the side of changing there's kind of like a momentum after he leaves that may happen but at the very least the school district um the board should prepare by getting some parental feedback uh surveys things like that a lot of districts have started that and move forward with that part but after that moving forward is we have to wait um that's the only part they thought the district should move forward with is actually getting some feedback because that would be added to that that legislation and so those were the two major things um we did um they added a hurricane relief so not to whole counties um responsible for all the paperwork you do and all the reporting you do and all the funding reporting for those districts that were demolished that was added and then lastly under administrative efficiency and a lot of these match what we're doing here was funding for the um student funding to be increased of course every year and I think the attendance since we're in the midst of doing that they wanted uh one of their items are for not waiting for the 10th unexcused absence but starting the process this is on their J January legislative um going to them in January starting the process after 10 absences period not 10 unexcused absences most people um super intendant across the state felt like 10 unexcused absences is a lot before you move forward so on there I'll read it for for you Mr blocker Empower districts to address chronic absenteeism by initiating intervention processes after 10 absences not waiting for 10 unexcused absences currently districts were limited to initiating interventions um and there is a a good feel about this one actually passing it doesn't really require much funding so and that was it so not to interrupt what you're doing but a lot of it um is the same and any of you guys can sit in on these meetings on Friday mornings if you'd like so thank you and I believe did you all receive the fsba legislative list as well everybody should have they should have because I know every thank you um the last item on under funding I don't know it really makes a difference but to me the first word continue if you change it to increase good yeah that good and I think in front of Portables we ought to put unsafe Portables I think we I don't think people recognize when they say portable I just think of it as an extended classroom but we we Rec the word separate it's a separate building and Mr this right could you explain something to me real quick sure part of this that we approve say cap um calculate capital outlay FTE for both Charter traditional Public Schools currently pre kindergarten students and Adult Ed and virtual Ed they're not do they not we don't get funding for them for which one it said currently pre kindergart adult ad and uh virtual education students who participate in the classroom are not included in calculating well like virtual ad you receive a a lesser amount is that so they're talking about funding them in full yes okay and I think the challenge there is that you still have some of the same overhead why you don't have the building involved right you're still hiring the teacher to do that in fact their their case loads are usually higher okay teacher in the classroom and is 3K is not a fully funded program so that's that's and they take up space into building well not just take up space but they go to Resource they have a regular full classroom or full schedule okay that encompasses all of the different per actually didn't know that that's why I was curious I didn't want to ask in front of all those people I would like to add one sure and you can tell me I'm crazy or not um I would like to add the thought of providing funding as in 20 other states for preschool rating ready is in Zer to five such as we have with a dollar many they help in 20 other states I think we've got 37 counties that participate in the state so we've got a majority um if larda is really in the black we know that a child getting to kindergarten is already behind if you're not reading ready and I just I think we ought to ask so additional funding to support programs that enhance student Readiness yeah for school not not additional School tacked on RK well but but the preparation of students before they get to us correct and my last would be the Workforce Development I don't know if we could after salary increase allocations if we could put especially for our experienced teachers I think we just need to emphasize okay got something the board and consensus so maintain and increase unrestricted we that down there are you talking about that last bullet okay tsia especially for veteran teachers mhm yes anything else hearing non through the magic of Kelly watch make those Direction back to that's that's what we go I'm consider that item to be done unless there something else that that comes forward later on all right next we have the uh Aaron fece Guardian program information Mr boy ask make your way up here we were asked by a board member provide some information this is this is more or less general information about the guardian program I want to remind the word that there's a safety and and security component here and certain information shouldn't be spoken in public regarding how we currently Implement our Guardian program and the safety measures that we have we do have an executive session right after these these items that would be the appropriate time to bring those types of questions up this is meant just to give you the general gist of the Guardian program according to the Florida Department of Education Mr Bo thank you Mr barosi honorable board I just wanted to to take the time to go through I actually pull the majority of this presentation right off of the Doe's website uh because again as Mr brosi mentioned this is to give a general education on what the Guardian program can be in the State of Florida so I'm going to give you all the different options as far as what that what that looks like but again as he said uh we have a shade meeting afterwards that if we want to talk about how exactly we are employing the guardian broker program in clay we'll have those conversations um in in private so all right so this is your guardian program there's basically two different categories within the guardian program uh one is that somebody who is already employed in our district uh they have other jobs this could be a teacher this could be a secretary this could be a custodian this could be anyone El else uh who would volunteer to serve as a school Guardian in addition to his or her official job duties and then the other one is a full-time School Guardian somebody who is employed solely for that purpose uh within our school district so those are your two different types uh of Guardians that are allowed underneath uh doe uh rules so where did all this come from okay so this came from uh the martyy stonan dou Douglas uh Public Safety commission uh what they realized during this time period is that the best way way to respond to active as salent situations is through the use of highly trained Personnel AKA Guardians uh that having those folks on our campus was the best way to immediately respond to those types of situations obviously that was an absolute tragedy um at margerie Stoneman Douglas uh in back on Valentine's Day 2018 17 people lost their lives the name for this program actually comes from three of the staff members that lost their lives on that tragic day Chris hick hickon Aaron Fe and Scott beagle uh were were permanently etched uh into to Florida history as a result of this tragedy and and we remember them through the the creation and the employment of the Guardian program all right so some of the specific powers and duties that are within this is that we work hand in hand the guardian program Works hand in hand with our local sheriff's office uh the Sheriff's Office certifies the Sheriff's Office trains um and ultimately they provide that service in in unison right you wouldn't want a separate tactics being employed by a guardian program than what was being employed by the Sheriff's Office who was able to respond to these situations so so they work very very close and involved with this but the other thing to note with this is that a guardian does not have any law enforcement capabilities other than to Aid and abet within or prevent and aate uh an active as salent incident they are not able to arrest they're not able to do any of those things they're they're solely to prevent those active as salent and respond to those active as salent incidents um but that's that's important to note that they train alongside those Sheriff's Office as well so if the local school board has voted to implement the guardian program the sheriff in that county shall establish what that program looks like I'm going to get into exactly what goes into the training of a guardian um but ultimately it is set there's minimum standards that are set by the state and then each local sheriff's office can add add additional things in there as well uh and this is available for Charter Schools as well um if sheriff for some reason denies that request I don't think that that that would happen in clay uh but the governing board may be able to to contract with other sheriff's offices as well okay so a couple of attestations based on the guardian program uh former superintendent Sher rollerson uh said that our community is very thankful for these individuals and their dedication to the safety of our students and employees and that's the important thing is that the majority all of these all of these Guardians are there to try to keep students and employees safe all right that's what they're there for that's what their lens is viewed through um and we can talk about full-time uh versus part-time Guardians as well uh here's one from a sheriff a phenomenal working relationship because we train together our tactics are the same the procedures are the same if God God forbid that worst day happens we're in the best possible scenario to protect students uh and our staff and then finally uh Swani uh County the benefit to our community is that folks in our County realize that we are serious about school security and we are serious about protecting our students we've had great success with the program and that's one of the things that I'm proud about here in Clay is that that student safety is our number one priority right and this board's priorities and this superintendent's priorities are to protect our Stu students school um in in staff members for sure so uh the the the emphasis and the the importance of a guardian program in conjunction with local law enforcement um cannot be understated in these situations so go getting into some of the training um the training program is 144 hours all right 144 hours training program and it has specific things that are allocated within that 12 hours of training to improve the school guardian's Knowledge and Skills necessary to respond and deescalate those situations right we want to try to deescalate any of those situations prior to an active a salent situation occurring and 132 hours of comprehensive firearm ship safety the thing to note with guardians is they graduate and are certified through the guardian Pro program they are well-trained individuals and the majority of the folks that are interested in these Guardian programs and that we employ in these Guardian programs our former military law enforcement have very extensive backgrounds uh in public safety uh those are the minimum requirements like I said Sheriff's Office had the ability to add in additional training into those programs as well all right statutory requirements 80 hours of firearms instruction based on the criminal justice standards and training commissions Law Enforcement Academy which must include this is an important part to know at least 10% but no more than 20% more rounds fired than with Academy training so again the emphasis here is that these are very well trained individuals are they are firing more rounds than your Traditional Academy training is and they must achieve at least an 85% pass rate or they don't pass and this does happen all right we do we do put people out to train and they don't pass in which case we don't have an employee in that situation because at the end of the day they have to be well trained right safety is that number one priority if they can't pass at at least an 85% pass rate we do not want to put them in in our schools okay so there are high requirements for this program uh 8 hours of discretionary shooting instructions using state-of-the-art simulator exercises okay 16 hours of active ass salance or active shooter scenarios 8 hours in defensive tactics 4 hours in legal issues and 16 hours of instruction in Precision P pistol again these are some of the specific requirements that is outlawed in state law what else other than that training do they have to pass they must pass a psychological evaluation by a licensed psychologist uh that is basically designated by the Department of Law Enforcement uh and submit to the results of those EV evaluation to the Sheriff's Office okay submit and pass initial drug tests and subsequent drug tests all right Miss Lawson over an HR emails us uh quite frequently hey this person needs to come take their random drug test this person so so this is something that we are constantly monitoring and then ongoing training weapons inspections and firearm qualific every summer they have to recertify to prove that they can still pass those shooting tests that they they are still um qualified uh for this particular pos position training is ultimately done by the Sheriff's Office I've mentioned that a few times and then there's ultimately a guardian certificate all right over the summer any of our new Guardians that pass we held a guardian graduation and again we emphasize the importance of their position and let them know the the responsibility that goes with it right at the end of the day we want to make sure they're as well trained as possible and hope that they never have to use what they were trained for okay uh and the sheriff is going to maintain the documentation weapons and equipment uh inspections as well as training certification inspection qualification all there's a grant program that goes along with this that the sheriff can basically request reimbursement for the state for for all of their expenses that come from the training program okay they must be recertified on an annual basis any EXP is incurred by the sheriff's office again we just talked about that and then recertification requirements are determined by the sheriff's office they determine what they need to see in order to recertify this person uh as a guardian and that has happened as well all right the skills have gotten Rusty haven't kept up with their stuff they don't pass that means they don't work for us as a guardian uh going forward they have to pass those high level of of expectations so that's just a little general information about what the guardian program is so so again to recap a couple things are you can have full-time that are SOL uh safety specialist uh Guardians and you can have part-time that have other jobs within uh within the school system work very very closely High training uh requirements and expectations uh with the sheriff's office so that's your general uh conversation in regards to Guardians does anybody have any general questions uh that don't involve how we we deploy our our Guardians in clct so is this what we do now so we do have a guardian program in place now um yes so we have an active group that is running right now how we deploy them and where they are and and what they do I can explain to you uh more in the shape so this is we we okay we have that program in place yes we do have this going right now M and they are in our schools right now okay any other um questions about the guardian program grant funding or anything along along those lines I think the the grant of course goes to the Sheriff's Office the only thing as a district we have to consider for expenses equipment repairs and um liability insurance yes so in salary salary and and and obviously training um there there's a number of expenses that go with the program um but at the end of the day uh making sure our students are are safe and secure within and our staff members are safe and secure in our schools uh you can't really put a price on that yes we have a question from the audience um and this might be confidential I don't know but I'm just wondering like what factors are involved in where you might employ Guardian because I know we already have our officers here is it size of school so so I I would be happy to to discuss that situation um once I get advice from Mr Blocker on on the the confidential nature of that I wouldn't want to kind of put out there hey we've got some at this school and not this school and and those sorts of questions um but uh like I said whatever I can discuss with with you miss kid I'll be happy to discuss that with you but we do have very intentional uh determinations as far as where we place our Guardians okay any other questions all thank you thank you guys okay next next we have a growth management options for oakle and Lake adbury Paul be and Lance Addison look like they're getting enough to speak on this toic this will be one that um you know that one of the things that we point out is that there's a time frame invol we one have of our discussions our community meetings and all of that prior to the beginning of the new year uh because that's what we start with Staffing and other stuff but right now is the time to be talking about this topic uh and and moving forward so Paul Paul or Lance Who start I'll start thank you madam chair board members um thank you for having us up here today as you all know growth management has been my baby for years now so I am kind of turning my baby over to Mr Paul beer he's going to be my new nanny but I assure you that I am watching through the Danny K but he's been he's been doing a wonderful job um uh he has great presentation for you it's beautiful um I think you'll enjoy it as you we have some challenges ahead of us with growth management and um hopefully we can address some of those challenges and give you direction or or you can choose a direction to go would without further Ado Mr Paul be I know what you're all thinking uh oh it's the new guy well uh rest sure I think you'll enjoy this presentation um to get started I'll have the clicker but the PL of the introduction so one thing I wanted to ask or or tell say is as we went through this analysis that we're about to show you we considered the board's input now uh I personally don't have a whole lot of tenure yet with the school board a couple months but I was able to do dwell on the skill and knowledge of glance Bry and and deep understanding of your wishes and what you're what you'd like to do and as you boil these down please keep in mind that that those are all Tak into account i' also uh have two favors one is please ask questions two please if you could wait to the end and the reason for that is uh short amount of a lot of information and a short amount of time and uh the presentation builds continuity wise and I just think it there's a lot of uh information on the slides and uh we happen answer anything at the end but thank you very much so we're going talk about growth growth management how we balance the school's capacities and uh and Rel the the school capacity problems where where they exist currently talk a little bit about simplifying trans Transportation routes uh Hot Topic portable reduction um how do we do all this with fiscal responsibility and at the end we'll talk about a timeline for all this on this particular slide you'll see some clusters of of colored shapes down here and over here these are areas of active construction in clay counting and you can see there's a lot of focus a lot of activity down here and and in nor in North well up there that's that's Oakleaf and in Oakleaf we have six Active developments that are occurring down here this is Lake Hasbury so anybody who lives or works or lives in Lake as knows about this construction and the effect that's had on in s r and various Transportation routes 14 just in this area alone so that's a lot of act developments and we have some challenges with that in the uh looking at the Oak we elementary junior feeder pattern these are the elementary schools that feed up into Oakley you can see that uh we have some utilization and enrollment so what looking from left to right we have enrollment which is the number of students in these this does fluctuate slightly every every because students come and go but generally it's it's a this amount the capacity uh and I'll talk about that in a minute the utilization the permanent capacity and the permanent utilization let me tell you the difference between uh capacity and perent capacity so school capacity is the brick and Border structure plus all the the uh classroom space and in portable or relocatable buildings the permanent capacity is just brick and water so what we're going to focus on this in this uh presentation is permanent capacity so when you're going to see some numbers that might be a little startling remember this is permanent capacity isn't taking into accountables but we do that because we know ultimately your goal and your desire and I think we all want is to reduce the number of relocatable buildings in in the clay count School District so as you can see here we are Perman utiliz a three three Street schools all three of them greater than 100% here's a satellite view of of uh this these developments and it gets a little more detail about what we're facing now and in the future we have uh you know over 1,00 homes that are coming probably more new developments come in every day I know personally I get request for what call applications for concurrency from new developers so there's a lot of land available so I think this is just the beginning right now we have four almost 500 new students that come in and you may not may ask yourself how does these how do we come up with these numbers well we have what are called generation rates so every time there's a new dwelling unit so a home an apartment a mobile home uh there's a factor we apply and we're able to calculate how many students will come from that development so it's a it's a it's very precise and we're able to do this estimate of course this is not growth that's happening tomorrow it's growth that's going to be happening over the next three and possibly seven eight year years so it's not uh this is just I kind of give you a projection in the lake Hasbury area it gets a lot more noisy from a uh not only from the middle Elementary School standpoint but from the amount of of active um building that's taken place now one number that you probably see on here and the prim utilization for Lake Asbury is 240% utilization first of all remember that's permanent capacity so that's the brick and Mort structure and one thing that Lake Asbury Elementary School has That's Unique is that it has a lot of reloc buildings so that's why that number seems a little bit uh dis startling to say the least uh when you take away the the portable here's a same uh view from a satellite uh standpoint 7,000 homes uh more than 2,000 students are anticipated uh in this zone so we're more and more coming in we know that Clay County is a popular place to live uh and we have the factors of of uh people coming into Florida and them stopping and living here permanently so we want to try to get ahead of it and that's our challenge how do we do that so how do we but how do we take our school district resources and uh maximize them maximize them while prioritizing the community and its wellbe well thinking about this topic it's pretty emotional right anytime you talk about maybe a rezone or where my child is going to go to School you get get emotions to flare up there's a lot involved so when we thought about how do we valuate all the choices we have came up with called metric scorecard and and these are the five factors that that we wanted to measure or just check against to make sure that that the option that we recommend meets these criteria so we're going to do so with just a simple check green or thumbs down X on each of these and and I want to just one more time say as we go through these These Are all uh these these options are all Tak into account um Direction we've received from from this this body and there are we've identified three of them okay the first one option A is status quo so uh someone would say hey do it nothing right we don't do anything right now that's we're literally kicking the can down the road we're choosing not to act and some might say well that's not an option well it's a choice right we're deciding we're not going to take this information and what we see the slow train coming down the track we're just going to we're not going to to address it right now and that's that's it's a viable option does it address growth no does it relieve capacity it doesn't do anything for capacity is it fiscally responsible no some might argue well doing nothing is going to be pretty cheap right we don't have to spend any money we don't have to uh we can use it for something else that might be in demand well uh when each of you have you ever uh had an issue where if you didn't address it it just got cheaper to fix all right how about that roof leak or that that uh water leak in your bathroom no matter how much you jiggle that handle boy and then you a month later you get a huge water bill so it's it only gets more expensive and the cost of growth in building is only going up so uh that's why we felt that being this was not a fiscally responsible option it doesn't do anything for transportation however there is hope for option A and with this option we could reduce Portables so um and I'm going you say well how are we going to do that why don't we just get rid now Paul why are we even having this conversation well I'll talk about that in a minute why that number exists and why we we do that option b build a new school so we've uh uh I mean I think we all know that building a new school is a length and complicated process in addition to attaining State approval there's the land due diligence of preparation uh and the construction timeline Wetland mitigation and various other things to just draw out the process it's expensive right now it takes 30 a minimum of 30 acres for an elementary school and uh and that number is only grown as different requirements for storm water mitigation uh car stacking and things of that nature uh brought to our attention as a district so we need 30 Acres it has to have 862 students in it and uh at a cost of a $62,000 per student uh gets pretty expensive uh one estimate from Dual County front Elementary School is a 53 million for one school so it's got a pretty high huge price tag in addition new schools much have a 70% utilization so one enrollment and that it doesn't make sense to put a building if it's going to be empty so we have at least 70% of the enrollment there for the building to be viable but you know this is not something that me the facilities of planning are are not considering I mean we have land uh we we uh and we do have in the uh efp we have the um which is educational facilities plan we do have a proposed schools uh to be built in the future if the you know as as other long range factors and actual growth come into play so building a school is going to occur but as we'll see from our metrics okay I me you can argue a new school does address growth but it's not going to fix the problem we have right now with Lake Asbury and Oakleaf we could build one uh but it and it but it's not going to Rel immediate capacity it's we I think we explain right now it's not fiscally responsible and mainly that's because it really only fixes one area of uh at a time and in the same with addressing growth and capacity it doesn't really fix the whole problem it's kind of a a very surgical uh solution does it simplify Transportation not really and it doesn't reduce Portables because we're not addressing Portables in this particular uh option at all but how how does it not I know you said keep the questions to the end but I'm confused that if you build a new school you resol you move those people you're allevi alleviating population you can reduce those tort than other schools well you're you're right Miss I mean in the long in the long on it would allow us to reduce Portables but we're because when I frame this this problem this is a problem we need to take care of now we feel that needs to be addressed now um we would not be again guess you could call it a check minus as well but it wouldn't reduce Portables in the long term so these short term these these options are for immediate like right a second using the resources that we currently have available you know because it's kind of point that out resources that are already in place that have already been started would be an option just cuz I'm looking at these numbers and I I mean it would be over 70% according to all these other schools that are overp populated if you a new school one challenge would be it would be in one community be another Community not you agree okay and if it's in the it's the new but if it's in the new community there may not be any redistricting because those are all new homes what through versus anyways okay I'm just trying I mean in my mind I'm thinking that this okay um M Skipper we do have in the long range plan as Paul mentioned we do have K through 8 on the long range plan for certain larger communities that are coming into play K8 we usually want to go between 1 1200 75500 students so to answer your question yes for some of the larger new developments that will come into play Governor's part Sarat Saratoga Springs later on down the road uh we we always want to watch the economy to make sure that that development is going to come in however right now as of right now if we were to build a new school could they in 3 years could we reduce Portables in that new school yes but I think overall you won't reduce as many Portables as you think you would just by building a new school as you have seen from other schools that we've built recently if you look at Spring Park Elementary we weren't able to reduce any Portables by opening that school so um I think Paul is correct in his determination to say yes we can probably reduce some here and there but you have to remember we're addressing growth as growth comes on we will open up a school however those other schools are still growing that's what I'm saying we did take I'm I'm just trying to understand I'm not like arguing no no no I understand just the k through eight that would alleviate the junior high too on top of yeah it it it it addresses some of the growth factors in that area normally if we were to open up a Ka we would probably program it to about 8 or 900 Elementary and about 4 or 500 junior high so the junior high would be a little bit smaller overall the elementary would probably be a fullsize elementary school but the junior high would be cut in half so yes it will address in these larger neighborhoods that we're that we're speaking of but um like I said it is an option we we're not taking any options off the table it is an option if if that's a a way for that you all like to go so um all options are on the table and that's why we're making this presentation is it maybe I'm very simple mind but I look at this as we are talking about growth so when you put a a number up there of the plus right so these 4,000 homes have a plus of 850 students it doesn't mean that we might not take a few students from here here or here but these these actual slides are based on projected growth not the kids that are sitting in a classroom right now right is that too simple that is correct and so it may eliminate some port right before when we maybe change Transportation routes or reone but when you're talking about this particular event you're addressing the new growth only right and I and that's a very good point and I kind of and when I'm speaking to Paul or I'm speaking to Bryce or talking to my department I always want to be very very cautious when we say we're going to reduce this many Portables because as we start knocking those Portables off if we do build a school yes we are going to alleviate some crowding however we have to remember that they are still growing and and as you can see from the maps you only see the active development in this area however all of this green someday 10 years 15 years from now will all be homes so I very cautious to just knock away Portables when we know that all of this will be all hes someday well if you can you will absolutely absolutely absolutely yes ma'am that's my point I'm trying to make is I'm not I I I I want to look at this a bigger picture because we don't know what the economy is going to be in a couple years especially depending on how things go but my point is it's already overcrowded what I mean we need a school there whether it's tomorrow or a couple years from now like you said because of growth that that is that is correct that is a possibility I would like to say if we can let him finish the next option cuz I think it'll answer a lot of questions um especially with financially um so if we can continue the next one and then I think it'll help answer some of your questions thank you Bryce and Skipper we have three options we covered two this last one I think will Bryce mentioned talk to talk to your point about the current capacity issues Let's uh go through this uh okay I heard the word District I know that's a tough word but the uh the this is what option C is about redistricting the high growth areas only so if you look at uh the oaklea Zone the lake ASB Zone I've got the feeder schools here again along with uh and both and you can see that oakle and L Asbury Junior highes are both uh 9992 uh 9299 respectively see so that's uh you'll say well that's pretty high well okay this is a permanent the permanent capacity and um this is without some construction is taking place there now which I'll talk about in a moment but uh what we would say we this re this option we brings is we take this sixth grade at the Peter School and move them into the junior highs so that would relieve some of the Capac capacity issues at the elementary school level and it would uh shift shift some of that uh over to the junior high which can absorb that capacity so you solve the problem at the elementary level this would affect 24 20 this would affect 24 25 fifth graders so that means next year when they move into sixth grade those those uh Rising fifth would be part of this program if you should agree to move forward with it the benefit is really at the end of the day students just go to their junior high school one year earlier so I am sure you're all aware both Junior Oakleaf junr and Lake Asbury junr are getting a new 32 classroom Edition the construction is underway and both of those will be ready for the 25 26 school year so this uh as has a lot of capacity to uh to both of these junior high schools this is this is an investment that the county has already the district has already made in those areas and uh it'll be ready in time uh to not only relieve any capacity issues at the jior high currently but also absorb the the sixth grade student body when it if it should come over here's some pictures of the construction this is oak leaf um U facility currently being built the both of these wings are identical I mean they're they're the same um structure at at both locations so um it is a try to standardize to make maintenance the support easier so let's take a look at this from a numbers point of view on this slide we have rep feat elementary schools on the left hand side and we have the sixth grade student body so this is rising fifth this is the next year what what it looks like at Oak Leaf and I also want to call out that this is total enrollment and Perman utilization oh um what next year in the oaklea zone oaklea Junior High 428 students would go to Oakleaf and it would become Oakleaf 6 through 8 and uh the capacity with the new additions would it be 90% of permanent capacity on the far side we have those same elementary schools you see the substantial drop in uh capacity at those at those schools now one one thing I I forgot to mention that I think is important in none of our schools are we what's considered out of compliance we allow for 110% of current capacity uh at uh by that's our standard and we're we're not there's no school that's out of compliance in that respect so um when you see a number like a 100 well there still there're still there and once again this is permanent utilization without relocatable so but with this approach there's a potential that potential that we can eliminate 21 portabl in the Oakleaf area Lake asber gets a little more comp at cuz there's a lot more elementary schools so same model applies here to this slide on the left hand side you've got the schools and this this the sixth grade body and uh then going to the right to Lake Asbury junr which become Lake Asbury 6 through 8 and then you can see that its capacity is it it's even after this move U there's substantial room there left for the future future growth things and things of that nature the the uh housing developments that we anticipate pay that 3 to 8year growth that we saw on the slide earlier and then we have the result over on the right hand side now with this we feel that there's a potential for 19 um reduction of 19 school picles which is good news and um but I want to call out there's a couple problem areas in Oakley we had 100% migration all of the sixth graders went over to the Junior High in Lake asur Zone it's a little more complicated how the boundaries lie and things of that nature so uh first of all the the biggest number you'll see over here is well there still 58 folks dr's Inlet and there's still 87 in middleberg well in those particular cases both of those schools that's enough of a student population to maintain a sixth grade and and the reason why is that part of doctor's Inlet Falls in another Junior High School Zone uh in Lakeside and part of it uh Falls in Lake asber so rather than reone uh talk about instructional 58 is is manageable number we just continue sixth grade at a doctor's Inlet and those students will will stay there mberg as you can see there's only six folks six students that fall in the uh um zone of Lake Asbury so that results in 87 same situation applies here I probably just made sense to maintain the sixth grade at middleberg elementary when the when the middleberg Elementary School the the children go to seventh grade they would be going to wil consent Junior High which is already at a pretty high capacity uh right now okay well that leaves two praries that leaves Coppergate and ride out and uh I going to talk to you a little bit more about those in the plan because those are 30 students is just not enough to more in sixth grade at that school and the same right out 15 is just not enough so here is what we're we're planning or sorry not planning proposing for a ride out so what's a challenge on on the left hand side you see our beloved Clay County School dist you know and you see where uh I'm sorry not Clay County this is not it's this is a Lake Asbury Junior High Zone and then you have the blue is Right Out Elementary Zone and you got this little what I'm calling right out north this little prong that sticks out here this is where our 15 students line that's in that slide now uh what what do we do with that um it borders U Blanding and right out on the North and and uh East respectively and then this this particular boundary right here this this pink coming down through here that's a that's actually a tributary Black Creek so it's a geographical uh feature with no no housing so what we're proposing is that we redistrict Lake asur Junior to include this what I'm calling ride out north and what that means is 100% of all the sixth graders are ride out will go to Lake Asbury Jr um seventh graders in that zone will go to Lake Asbury Jr and then eighth graders will go to Lake ASB J if they want but because those those those children are zoned for Lakeside if they decide they want to stay at Lakeside we'd allow them to stay we propose they'd be allowed to stay for one more for one more year so that solves uh The Rite out issue in our mind Coppergate this one is a is a little more complicated so uh tried to explain it pictures because it's uh uh as you'll see it gets a little more involved so Coppergate you see our pink line going right through almost the heart of Coppergate Elementary you've got 21 in Coppergate North and 50 and uh uh and then there you also got 15 seventh graders the majority the rest of them all are in the border of Lake Asbury Junior High Coppergate or lake this is the Wilkinson Junior High zone so I'm going to zoom out one more click and this gives you kind of a large picture of the kind of the layout from an elementary school and Junior High perspective we got our copper Gate North that we just spoke about in the blue uh light blue in 's elementary which kind of fills in that gap between Oakleaf and the copper Gate North in times East as I'm calling there's 36th graders and 367th graders one more we'll call establishment shot on this idea is Wilkinson Junior High Wilkinson is a huge Zone and it incorporates in the junior high both times East and Coppergate North so this uh students in these two zones would go to as it stands right now will go to uh Wilkinson for 7th and e8th grade and there's 41 of those students in those zones so what we propose and uh is that we adjust lick Asbury Junior High Zone okay to incorporate the those two areas so we have our Coppergate North our times East and we adjust the wil junor High boundary to to exclude so in this particular case the tollway 23 is the divisional Factor Blanding down here and this is a stream and and other natural natural features that uh compasses the the right hand side of this particular District the uh we talked about Transportation earlier this this would make it Transportation much easier for the students that are located in these two zones because uh they will cut their their transportation to the time they spend the transportation to Wilkinson is uh would be much shorter if they were able to go to Oakleaf Junior High because the buses would come right down the the tollway and pick them up once again in this in this particular reson 100% of Coppergate would go to sixth grade so granted a portion of those sixth graders would go to OakLeaf in a portion would go to Lake Asbury but 100% of them would be transitioned to uh the sixth grade at a junior high seventh graders would um in this particular areas would go to Oakleaf junr and the eighth graders would stay at wi getent unless they wanted to go to O junr as well so this is a kind of a solution summary for deal and then here these are the new zones redrawn uh at a high level map so we have the 100% of uh students sixth graders at Coppergate ride out are addressed transportation is simplified and we also get the added benefit that Tes and Elementary and whon junr also get a capacity relief which they're they're uh also a uh affected by slightly by a a capacity issue I take that prior the prior slide and kind of summarize it with the result you can see that we've we've now addressed all the the uh the sixth graders with the exception of middleberg and Dr Z which we spoke about we're uh we're okay with that and 856 sixth graders would now be part of uh the go to school in their respective junior high so let's check out our scorecard this does it address the growth it does does it relieve the capacity it it does relieve the capacity it's phisically responsible we're taking advantage of the uh the new um uh wings that are being built at Lake Asbury and Oakland and uh we simplify transportation and reduces Portables we're thinking proposed up to maybe as many as 85 Portables and Al finally this is not something we're not you know we're not splitting Adam here this is a a a system that's been used by 6 65 67 school districts in the State of Florida so uh we're not carving new ground here it's an accepted practice um if this is option that you choose so if we pulled and we take a look at all three status quo okay we felt like yeah we could do some portable reduction and swing back on that real quick because of the new wings at oakle Jr and Lake Asbury Jr we could if there the choic is to stay status quo could be a reduction in portable because of that additional space that's being added there Elementary School we spoke to that sure reliefs capacity but not right now uh it's very focus in one area same with the growth but option C does checks all all the boxes so this is your decision uh I hope we give you the information that you needed to to help make that decision I appreciate your time and here to talk a little bit about the instructional benefits um is uh don't come to me sorry good morning thank you for giving me I'm only going to take a few minutes I promise um before I get started I want to introduce two exceptional leaders that are joining us today um I have wira Dixon from Oakleaf Junior High School yes and last year's principal of the year for our district and lyia creel the principal at Lake Aur J so as we are investigating and developing these options um their expertise their knowledge and insight are going to be tremendously important to ensure that we are thinking about all aspects of what is happening with our students when they transition when they move on to the next grade level and go into the junior high school so my goal today is again to be brief um and to provide some you know information regarding some benefits as well as some considerations in regards to this option but before I get started I really think it's really important to say this you're hearing about options and zoning and districts and numbers and projections but really what at the heart of this conversation is our most precious asset to our community and that's our children and that's where these ladies myself treasure picket um the chief of secondary are going to be working tightly with um a community of other Vision leaders to ensure that at the at the Forefront that this is team this is our priority our team is going to be working on making sure that this is going to be as seamless as possible but again at the heart of this is our kids so when we look at some of the benefits we've already had some conversation I'm not going to rehash I know that many of you are excited about affordable reduction so my um and this obviously addresses a lot of the overc capacity issues that we have at our elementary schools but one of the things that we want I want to mention as well is that um really I think we're one of two districts in the entire State of Florida that actually has sixth grade in the elementary school so when we think about the variety of curriculum that's offered this will open up some opportunities for students to explore other electives and curriculum options so also at both schools at Lake gbur Junior High School they have the steam Institute and at um Oakleaf Junior High School they have the preas program so students will have the opportunity to apply for these programs and have this you know be able to be have that option as well so also a lot of people don't realize this our curricula is actually designed around a k to5 model a 6 to8 model and a 9 to2 model so this will not be a stretch for the junior high school to take on sixth graders because it's already embedded in that model already because it's developmentally appropriate for that stage so I like to think about my own children and what they need and I will tell you I have two boys they're amazing and you know Junior High School was a challenge um however one of the things that I noticed was that that was also an opportunity in their life that they built those executive executive functioning skills where they worked on organization and Independence so that's something else to consider as we look at this now the fun stuff right everybody likes a good sports team so students will have the opportunity to um participate in fhsa regulated um teams and that means that like looking across fall spring and um fall winter and spring Sports and obviously if you you know builds lifelong teamwork and skills there now I was a band Mom I had two I had a clarinet a clarinet saxophone drums they all lived in my house um so and then I found out my son's senior year he could sing and I wish I would have known that because in the junior high school um you have options like band chorus art clubs and ultimately I think from you know a leadership standpoint and an instructional standpoint it would be nice to have a longer investment period with these kids of 3 years versus 2 years so these are just some of the benefits that we explored with our team now let's think about some of the considerations there's going to be a lot of planning behind the scenes with with with this option one is thinking about the resource allocations um that we need to ensure that we have both at the junior high and the elementary schools so that's going to be a lot of work treasure picket and I are already you know strategizing on what that could look like because we're looking at not just instructional staff but counseling service and administrative Services additionally it's also thinking about again like I said what's that scheduling going to look like at the at the sixth grade level and also how does that affect teacher assignments cuz if at the heart also of our community is our teachers so trying to put them at ease ensuring them that we're going to be doing our best efforts to make something you know H how to support them in whatever this transition looks like and then lastly how are we going to get our administrators ready at all of these schools as well as the junior high schools and thinking about that's going to require like you know meeting frequently you know talking about the resource needs having really good open lines of communication and collaboration and that's where we talk about now we talk about our families and our community that's where we will be working together as as a team to like and that will be with facilities Mr Addison and I have spent a lot of time over the last six months just we have a great relationship over Spring Park we we spend a lot of time talking planning and that's where we think about having hosting regular meetings for parents and Guardians to discuss this change thinking about sharing Resources address any kind of questions or concerns and that's where feed back is really important as well so how are we going to survey how are we going to get some forums together so we can hear the voices of our parents students and we can help problem solve them through um this change but I told you I would be quick um that is essentially kind of what we're working on on our end when we look at this as an option but I just want to thank you for your time today can I just say a couple of things yes for probably three years I've just been before I was this when I was a teacher I was super excited about something like this and my reasoning I actually taught seven through eight many many years but then moved to sixth grade in my last four years these kids are not only maturity wise ready to be in a school with older children the curriculum gaps that were occurring between sixth and seventh grade will become seamless which absolutely is a positive thing for our reading and for our teachers for vertical alignment and lastly when you take sixth graders out of elementary school resource teachers in elementary school will no longer have to serve those sixth grade students which means maybe a little bit more time than 30 minute resource I don't know I would love to come talk to you about that because the biggest bum of Elementary is you have to get these kids into one resource teacher um well the the four and then the run walk on Friday but with less numbers at the elementary school I think it it may work out for resource as well in the elementary so there'll be benefits there as well that's that's a really valuable point and that's been a conversation that we've had um with Master scheduling is how can we provide more minutes for you know teachers to have more planning so I appreciate that feedback because it is it is critical um so I agree with you that's a that's a whole area that we could have a lot of positive a question for you Pa is Wilkinson will then be under your the the option C Wilkinson then will have um let the kids be moved out of there helping with that overcrowding if we redo that portion of that which makes sense the district will help that overcrowding at Wilkinson yeah slightly y a little bit but every little bit helps at well they they tend to tap right at about 99 100% so every little bit will help if we taking 30 kids out of that's a CL I mean that does help out of the percentage wise well that's awesome thank you so I think this is the proposed timeline for the adoption um if anybody from facilities wanted to mention is there anything that you wanted to mention about that well um The Next Step it would be for you guys to render your opinion on which way to go and uh if it is we do if we do decide to go with the the migration we need to let parents know so we had planned in advance just just to get ready because there's a there's a a tight timeline on this uh that if uh so at November 18th we would meet with parents at Lake Asbury Jr and on November 20th at Oak Leaf Jr we have a open town hall meeting with parents there with Heather myself Lance Bryce Mr Broski and possibly some of the board member will be there to answer questions with the public the uh the the ultimate goal by uh this is to have the board approve the final approval and uh incorporate this in the 25 26 school year plan uh January is the goal so that the allocations can be done uh for this new model so so just kind of wrap it all up if kind of looking at at where we are with high growth areas in like gbury and Oakley we looked at this every Every Which Way like this is like the fifth time that I've seen this presentation to get to this to get to this point um I will remind the board that anytime you move a single student from a single attendant zone for some parents very challenging to deal with that we we've been down this road before we've had three rezoning or redistricting during my Administration all three of them were met with a small group of people that were not happy with with doing that that's a fact of life uh I can remember years years ago we talked about rezoning Patterson and fling Island Elementary and parents were quite upset and Fleming Island Elementary is the top elementary school in the state it didn't matter because if you move somebody from one location to another it be it becomes a a personal thing just as a CH having children that have gone through a another school systems uh school system they were rezoned four times during their during their time as a parent um and so I totally get that and understand that the reality is the board's going to have to make decisions and part of those decisions with the matrics that you saw there there's a financial component to this I mean when you look at at it it was the most fiscally responsible thing to do also I would also kind of point out the idea configuration of schools is nothing new Oakleaf during its short time Oakleaf junior high was a K8 it was a 68 at one point exact same configuration we talk here boards uh you know we need to be flexible in our approach based on the resources we have and the growth that we're facing and so this is this is the best plan moving forward for me it's about timing we have to get uh this this uh resolved by January because once you go into January we're we're like half into next year and half into this year which means allocations and all of that what are those programs look like at those schools all of that needs to be done by that point the board we have to then vote at the December at the December meeting on that that would be the finalization point now each time that we've done it we better a format that proved to be successful one is we gain consensus of the board this is what the board wants to do to the plan moving forward two then we have a community meeting we send out information to every student that's affected every parent of a student that's affected we receive notification of this meeting people will show up at this meeting now do the people that show up the meeting show up at the meeting to support the idea no that's not the way that meeting works okay these will be people that are not supporting that that would show up so that we can then relieve and provide information to them about that and we've seen that very successfully that's why Miss KR and Miss Dixon are here they understand what the mission mission is me these are two individuals that are Professionals in our business that that uh have a high degree of regard by everyone that's ever been around these two individuals I think parents need to meet their new principal see the new school that they'll be going to see the programs that will be involved and that cuts the number down of people concerned does it eliminate every person concerned he answerers no will anything we do eliminate that to zero the answer is no but we were here for shadon and we did a great job this District did great go I went to the meetings with you and we did such a good job I was I was a new board member I was overwhelmingly surprised at how few people had a problem once they know they get all the information I think there's always the Facebook Brigade that starts off with the conversation and then it kind of works its way to real information and truth because we did a good job all of a sudden it gets to that point so for me it's about how do we get to the December vote well we need consensus to move forward yes and then we need to have Community meetings to engage those individuals that are involved and then we need a final vote and then January that would enable us to do all of the work that needs to be done in order to be prepare for the next year now miss now I'm not going to put Miss Ellis on the spot but I am she assured me these buildings are going to be done in on time right so she's going be out there personally with any uh any materials that are needed to Ure that's I'm sure she sleeps like a baby at night with that in with that in mind can can I get consensus of the board have the board uh kind of share their ideas related to this topic so that we can move forward you can kind of see the timeline like to speak any comments I think we will be receive with much better positive attitude with this scenario over I think I think there'll be little nuances that'll come out and people that'll want something or or another I think that that's natural when you're in the human business that we're in right so but I appreciate that but with a great principles are going this is exceptional Miss Hansen it's a yes I've had people ask me about this don't know how they know but um mostly like will they be together will it be sixth gradey will it be this all I say is they're in good hands and we'll let you know when I know so the answers are resounding yes Miss Skipper um I just want to say a couple things my phone's going to blow up after this I already know um I've had one individual actually call me about this and I don't know how they know cuz I was like we haven't discussed any of this yet um but um I just know that from that same group um their concern which would also be my concern as a mom of two daughters um I do believe that sixth grade is somewhat too mature for kindergarten um my mom could have t for that actually with a few stories but I will also say that I think that some a lot um might be too mature for e um being being inter and mixed and and I know most will say that those maturities will align and whatnot um as a mother that would be my concern so I don't know if that's something maybe we want to address or um especially to these parents that are coming out how are you going um I'm not saying um keeping their kids safe from the maturities of an eighth grader um that's going happen because of the world that being in the world that we live in but what are we going to do to facilitate that um and the best ability you know the best way that we know how to do it I just know that that's going to be a concern of many um many parents because actually the one that reached out has two girls themselves so um I don't know if we we girl moms are more uh protective or what but um we do it at Keystone though and I know I know I know it's isn't A New Concept I know that they do it across the State of Florida I'm just saying um that that is going to be concerned concerns so maybe we need to talk about that or or speak on that um it is the best option for now I do believe um but I'm still looking at these numbers we're still really high in Lake Asbury we're still having um a crowding issue shadon goes down but then all of that land near shadon is going to grow it is um if you don't mind Mr Mr tender Madam chair um there's a reason we brought those 95 Acres cuz Lance Addison looked at the long range he said we might need that someday so I hear you no your concerns are are well noted and and like I said there's a reason we bought those 95 acres and and and I do believe within the next 10 years we probably will need them however we have some schools that we really need to address right now right now right so I just want to make sure that we as a board you know My Philosophy being um proactive instead of reactive so I do appreciate Mr Addison and looking at those 95 acres and and US purchasing them being that way I just want to make sure that that's on our radar because I feel like it's going to be sooner than 10 years it it could be it very well could be but we also always in my department we always have to look at the economic factors economies change quickly and if the bottom drops out and we ran into this well it's been almost 20 years now right 17 years ago with Shadow line where they built a school bottom dropped out the school couldn't be filled so we really don't want to run into that and spend $60 million so we have to be fiscally responsible make sure the economy is correct but that doesn't mean we don't plan for it that does not mean we don't plan for it well and also we need to maximize the facilities we have so the junior highs right now they can accommodate the extra students because of the size of the cafeteria there so it's cheaper to build a wing and wings at other schools and maximize rather and reduce Portables rather than at this point in time building a whole new school and then having a whole new staff Administration custodial um Food Service staff um all of that just you know adds up right so I mean like I said I do believe that that is a better option but I do have two questions really quick did we not alleviate Portables when we built the new school a few a handful we were supposed to get rid of some at um Patterson there's a handful there that that we're trying to get rid of um but it wasn't like 20 or or and this is this will be 85 you said that will and that's at all the elementaries and um including the junior high affordables there as well as if you remember we are building classroom Wings it right out in Lake atber Elementary um so those are forthcoming in 2728 or 26 27 they those will be opening okay and that helps address some of the 240% that you're seeing right now that that and that's why those classroom wings were put on the plan um because of that heavy heavy growth and I call it the triangle the the Russell Rose sandre Henley triangle that heavy growth right there really really overwhelms our schools so that's why we put those other two Wings coming in right out and Lake Hasbury Elementary to continue to help that that flow that's coming out I I guess I want to also ask because you're talking about portable reduction I don't know if sometimes we keep a portable but I know when I was the fifth and sixth grade inclusion teacher out at McCrae Elementary there were reading teachers in closets there were speech therapists in closets I was in a closet I did sips in a closet like is it necessary always just to get rid of them or maybe make it better for other teachers do we reuse them if it's probable to maybe make a better classroom setting for ESC kids I mean I don't do is it always the goal just to get rid of it and keep it reading teacher in a closet or do we think about that sometimes we do we shift programs with ESC if we say hey we've got some space over here now we we coordinate with ESC and and shift programs if if we can if we need to accommodate some of those well just it's a waste I guess I of course I also want Portables gone like Miss Skipper but I I believe a portable is better for a speech room than a closet or a sips room you know sips teaching kindergart where what closet huh they're in a main room there's about I could show you about about that big about or in a a they're literally like a little work closet and and I could take you to show you one I in the past we've had schools like a negative net 16 classrooms which mean teachers have no classroom yeah and they rotate in and out of out of oh I did rotate one year as well with my cart on a c but so I guess I was just thinking it's not always the worst of two evils like get rid of every portable because I can tell you when I was teaching sips to 12 kindergarteners on carpets fing you know it's like hurting fire ants on the on the carpets right that having a portable would have been better than a classroom so I just want to make sure we're also when you talked about utilizing utilizing space our resources that we have maybe it's not always just the best thing just to say get rid of all those Portables like I hope we're thinking about making classrooms better for some students and speech therapists and occupational therapists that don't have a space so so in conclusion we've got we've got four positives um in reference to your comment Miss Skipper Argy Elementary is a perfect example we started in that situation where we were using every available space for a classroom an office a meeting room whatever and then they started building the Oakleaf schools in fact Oakleaf Junior High at the K3 then we were regular K through 6 school and then with all of the other elementary schools opening our sixth grade went to Junior High and that is by far the biggest concern that you will all hear from parents I don't want my sixth grader to go to Junior High having taught fifth grade and sixth grade we generally have those elementary kids the first quarter first semester of sixth grade and after Christmas they are truly junior high students they are ready to be out there ready to go having visited both of these schools having talked with Miss Miss pardon me Dixon SP it out one of the things that absolutely just relieved a lot of pressure for me about kids going to Junior High was the fact that it's a climate and culture thing not just with the kids but also with the teachers and when she told me I meet with my teachers and I tell them that they're going to be teaching in seventh grade they're going to be teaching kids who are used to elementary school they're going to we're going to make this transition slowly it's not a bang you're in junior high and you're going to be running into and no seventh and eighth graders do not necessarily share the same hallways or share the same buildings at the same time it is it's a dance of getting the sixth graders in and working with them of getting the seventh graders on their own and getting the eighth graders ready to step into that High School curriculum cuz I think those eighth grade parents feel the same way no leave them in junior high for a little while cuz I don't want to go to the big bad high school you know what I mean and it's truly and we also lived with the experience by the way of having the sixth grade Le Oak Leaf and come back to the elementary school and that was as much of a culture shock for our school as it was to lose them initially and I just for the any of the parents who are going to be hearing about this and perhaps tuning into this meeting as to the wise and the wherefores to The Faculty members who are going to be concerned about oh my God am I still going to have a job each of those schools each of these schools I have full assurance that each of these schools will work with the faculty members they'll work with the staff members we did in fact um have the opportunity to expand our resource time and it stayed that way yes after the sixth grade came back and after the sixth grade left it wasn't a it wasn't a tradeoff it is something that can be realized each School is unque unque and different in this however they work so closely and I can't think the two of you enough um because you're going to be possibly taking something on that's going to be rough but I know you can both you're both just ready for it I mean you're it's it's it's going to be it's going to be a learning experience for your faculty again but they're already prepared they bring in those seventh graders who are still young and inexperienced in junior high I want to add on Miss B your comment about their their elementary students for a quarter yeah totally because any if you've had teenagers I know Miss Tito sixth grade during their the process of their life their physical changes and emotional changes during those years are identical sixth through eth grade it's like it's natural right there's a reason that 65 Counties have moved their sixth graders up and if if we message it right and we help parents understand that as a teacher I tell every single person who asked me the gazillion benefits including you're going to watch your own child grow into a junior high school student in sixth grade and then you're going to really see the natural progression of that and um it's it's a really great thing that you said that they're elementary students for the first quarter and from a curricular standpoint sixth grade is totally different from elementary completely different and it really very beneficial for them to be in the so you got four people from what I hear please write this down stick it on my refrigerator this stick it up so so just process wise have work there'll be an agenda item for um for um for advertising a vote would occur in December there'll be the community meetings as we outline there contact parents uh of those uh affected uh to to come to the meeting they'll be at the schools with the principal so they'll get to see like what is this school all points well think this about that I mean that's a lot of discussion and all of those meetings were sented around that very fact that we that cas M B's point about hey we we've done this before six or seven times both as a district and um and so that's the plan moving forward so so if I if I could rather than going through the last item just here the only items that I would call attention to of course you can always call call me on any of these items that were there was the RSM P this here there'll be an additional item added uh related to the advertising that just discussed related to that there's the normal sorts of stuff but if you see something in there that you think needs to be reviewed be glad to do that now before we end this meeting if you could Kelly Kelly's going to pass out to you there was one uh a board member wanted me to give an update on uh wireless communication devices and we were at on that and so this is my attempt to do that one side has a picture on that and you receive the picture I'm just going to review that side of it uh quickly uh you know that the board actually implemented policy two years ago this would be the second year that we've had uh cell phone policy related to that you could see the consequences and the referral process for that you can see on the right side is bulleted points how we communicate that both to parents and to students related uh to that particular issue the number of violations you can see at the bottom I compared 1 to quarter 1 of 23 24 remember 2324 it would make sense to me that there's more uh referrals there because that's the first time that they ever had a policy so obviously a lot more people uh got in trouble for that you can see the full year for 23 24 was split over 2,000 um and then 600 roughly in the first quarter we're at 304 for quarter one we broke it up by elementary junior high high school I also thought I would just remind you what the policy actually States and that's your policy on the back so it's just for for informational purposes and just to kind of speed this along we do have one other one other meeting after this one right um that has to happen so I'll just kind of make my ending comments uh we've had 21 School Improvement walks out where we go out to individual schools and evaluate programs there we've done 4,100 classroom observations so far uh as a district uh we're recently named a high performing District which is what that is at 11 Schools of Excellence we've named our principal of the year was Sarah Brandon at T our AP of the year is Christina Thompson at oakle this is a great time of year things are are moving right right along and so with that I'm going to turn it back over to you board comments and then when we when we end this we're going to have to clear this room and I I would suggest a 10-minute time frame believe that we can then have our executive meeting did you want to mention the December meeting Mr BR yeah the question of the December 12th or December 5th board meeting I'm get either way the issue became an issue of uh when would we do the uh Workshop related to that so so if the meeting was held on on December 12th the board Workshop will be December 3rd if the meeting was held December 5th then it becomes either Tuesday the 9th 19 which is the morning of the organizational meeting that night yeah uh and that could be challenging because the new board member wouldn't be uh sworn in but we found a way to do that prior to that meeting or Wednesday November 20th which has a rdge view CPA CP Community tour in the morning so we'd have to have it later that day if that was the case for Thursday the 21st um M at 9:00 I would provide 7 days prior to voting versus the 9 days so either way so um what did you what did you need just for advertising purposes I i' love so what is it if we do it the the not the 5ifth but the 12th we did it on the 12th the only reason why the 12th was a consideration was because fsba is during that that time frame week of December whether the new board member would want to be going to those uh to those sessions um I think there's a conflict if anybody wants to do the um going to say that great regard is I may miss the meeting on the 12th but I stand with the board on any decisions they make but I won't make that mistake again what I'm going to ask is we can think about this before the organizational meeting um f SBA puts their schedule out really early and I would like to get um the December dates actually on the calendar if we can a little earlier um because two years in a row we do make our minds up in plenty of time here but for planning purposes if we could look at that and and say hey I think that's a bad week because I think we should probably do that for like because we got the July 4th yeah we have it for two different meetings so that cuz I missed a meeting once because of that and so we have two different meetings um as the advocacy person I feel like I need to be going to those meetings but we don't have to do anything based on just me I'm just saying maybe we could plan it ahead of time and that way I could pick or choose or so why don't we do the 12th that way it gives the option I would suggest the 12th because the new school board members should attend the new school board Academy right and they both are with the and I don't know what the new school board member like I went the first three days and left I could have been here for that Thursday night so I don't know but either way I'm okay can we just get a consensus that body knows what I'm good with it well thank you well Miss Clark I'm good with either CU I've now undone for the 12th and cl for the 5th so either work undone for the so you're I just available for the 12th or not I'm available for I didn't know ahead of time so you want to phone in I might be able to phone in I don't know I just didn't know ahead of time so I feel bad about making those plans with my and then the workshop would then be the be de of December and that what time is organizational meeting the same time the 19th organizational meeting right so all I was coms yeah any any comments from our Legal Eagles no comments at this time CL misser any comments mine will be there U Miss Hansen any comments okay there is one comment that I would like to make um we are going to be part of the consent agenda is the sespa contract and one of the concerns that I have is and I've been hearing from a variety of people um we've made some great accommodations for our secretaries our budget secretaries um the folks who are doing bookkeeping we've done good concessions for our ESC secretaries in the past one of the groups that we I would encourage us to think about in the future are the principal secretaries because they do a double job they are both the bookkeeper and the principal secretary and depending on the and it's not so much much the number of students in the school but the number of programs in the school so when you're talking talking about a group that that is um to fix it covering a lot of different responsibilities within one school and within one area and they are one person and yes that person does step in for the record secretary frequently or steps in for the front office secretary or even steps into the clinic if necessary or the ESC secretary and working with families please consider that group in the future for budgeting purposes um and compensation purposes in the past they have not been a they are not a voting representative of cespa they've not been allowed to be because of their positions in the future it's my understanding that they will have that opportunity to be able to at least vote if nothing else but all or I shouldn't say voting member cuz they can vote on the contract but to be able to be members of cesa if they want to be so um but there's nobody that that in essence steps in for them so please consider that in the future or possibly even in looking at allocations if there is a need in a school to have two separate allocations for a principal secretary and a bookkeeper secretary I just would encourage that for the future any other comments or questions yes we we have I'm sorry the December 3rd Workshop will be a conflict because of the joint conference that we're we're back to looking in November but the and here's my question there's a workshop on Tuesday that is probably for um new and new school board members corre as well as anyone who wants to be chairman or vice chair they go over Robert's Rules of Order and things of that nature I think in the past we have asked to move that to a Monday about how about the second as as the workshop the second as the workshop okay have it that Monday morning that we've done that in the past I don't know if that's available or whatever um instead of moving it to a because the week before that is Thanksgiving so it really so we would so for the people traveling down Mrs Hansen and Mrs Clark if we workshop on the second you'd be leaving on the second the is that Monday correct second is Monday I'd be driving to Tampa that day so you're okay with attending a workshop and then doing not really but okay okay thank you I need to tell you a story no I'm kidding would you be okay with that Miss Hansen for the second yeah I just I that's and it would with a request because of that particular timing perhaps no um not too many formal yeah um presentations for that particular day so that it's a you know a reasonable length Workshop do that so the workshop would be on the 2 December second at and the and the meeting will be December 12 K doie we are not going to adjourn this meeting we are going to recess this meeting now and I'm going are we going to meet meet right here so I'm going to ask politely ask you please thank you for being because