Good afternoon everyone. Hope you're all doing well. Um, I'd like to call to order this November 18th meeting in the Finance and Operations Committee. My name is Arban Refi. I'm the chair of this committee. I'm joined by Chair Mansfield and Mrs. Griffiths, um, who are also part of the committee. And we'll go ahead and get started with any public comment for this afternoon. So I see there's no public comments, so we'll move on to item three, which is our, um, approval of the draft meeting minutes from the November 4th meeting. Um, do I have a motion to approve the meeting minutes? Ms. I'd like to make a motion to approve. Motion has been made by Mrs. Griffiths. Do I have a second?
Second. Seconded by Chair Mansfield. Um, is there any discussion? Seeing no discussion? We will go ahead and vote to approve the meeting minutes. All those in favor, please say aye. Aye. Aye. And that motion will pass unanimously. The many minutes have been approved and we'll move on to the approval of the consent agenda. Um, do you have a motion to approve the consent agenda? Yes. Chairman Mansfield, I move to approve the consent agenda. Do I have a second? Second. Seconded Motion has been made by Chairman Mansfield and it has been properly seconded by Mrs.
Griffiths. Um, is there any discussion? Seeing no discussion? Um, we'll go ahead and vote. All those in favor. For the approval of the consent agenda, please say, aye. Aye. Aye. Aye. And that motion will also pass unanimously. The consent agenda has been approved and now we'll move on to our information items. Um, we'll start with 5.01 Business and Financial Services budget transfer request Communities in Schools. I believe this is presented by Casey Jones, director of Budget and Financial Analytics. Good afternoon. During last week's school board meeting,
the Division of Family and Community Engagement presented an update on of their team and how they support our students, families, and communities every day. Ms. Dawson presented this overview and she's joining us this evening. One of the many powerful supports discussed in that overview is the Communities and Schools Program. Communities and Schools is a nationwide initiative focused on helping students stay in school and succeed in life by removing academic and knock non-academic barriers. LCPS is currently engaged with the organization to provide support to Seneca Ridge Middle School and Dominion High School. The terms of our agreement include an even 50 50 cost share
of the program between communities and schools and LCPS with neither party contributing more than $190,000 annually for the LCPS component, LEF is committed to fundraise four and provides $65,000. If LCPS provides the remaining 125,000, our request this evening is for f and o to recommend that the school board approve per policy 41 20 management of funds, the transfer of $125,000 from the Department of Teaching and Learnings textbook program to the Department of Communications and Community Engagement to be used for the Community and School's partnership.
We are glad to answer any questions you may have and unless otherwise directed, this item will be included on the f and o committee's consent agenda during your meeting on December 9th, 2025. Thank you. Thank you very much. Uh, board members, do we have any questions or discussion? Yes, chairman Mansfield. Okay. So, um, this was supposed to be all in Virginia funding. Um, looking on VDOE, we were supposed to have 70% of the funding was to have tutoring, learning acceleration with focus on grades three through eight. Category two 20% of our funding was preparation
for an implementation of the Virginia Literacy Act. Uh, category three, 10% of the funding was supposed to go to student attendance recovery addressing chronic absenteeism. So I guess I'm wondering, oh, in category four, additionally operating and infrastructure support expenditures. So I guess I'm wondering where in the percentage is this coming from? Is it coming from materials and supplies for tutoring, learning acceleration, or for preparation and implementation of the Virginia Literacy Act?
Uh, thank you for the question. The funds are actually coming out of the operating fund instead of the grant fund. Uh, the all in Virginia Fund are compartmentalized in the grant fund. Uh, and when originally contemplated and submitted that grant application included a large dollar amount for tutoring services in that first program, uh, within the school board's FY 26 adopted budget, there were additional funds for tutoring, which meant that the, uh, LCPS could apply additional, uh, tutoring dollars in that grant to help LE or ELA adoption
and speed up the process there. So that freed up dollars in our textbook fund and it's textbook dollars that are being, uh, that we're proposing to use for CIS. So what are we taking away from? I mean, I, that's kind of harsh. Didn't mean it that way, but, um, are we, so there's OG tutoring that could be happening. There's, um, Orton-Gillingham cohorts, there's QE uh, training, all those kinds of things. So I, I'm having a hard time,
Ms. Mansfield, since this is an information item, we could, um, take this back and get, basically I think we were looking for is, you know, what, where is the give on the All in Virginia Grant side? Why did we have, since that was the first domino to fall, why do we have surplus in the All in Virginia Grant that then led to the surplus to be able to provide the matching funds for, for this grant? So we can go back and outline and identify exactly which area as you were, um, describing and the why that we have had some additional funds available there and bring that, um, when this returns as action.
If that's fine, That's fine. It's not like I, I I do like Communities in schools. In fact, I volunteered for them when I was in college myself, but, which was many years ago in Texas. But it, it's just, I I have this, um, there's a little knee jerk reaction when I know something was supposed to be for all in Virginia Funds for Learning loss and then we're, although I will, I will admit that there is family engagement and homework help, social emotional. I, I will admit that. However, we don't know what they're going to do until they do their assessment.
Is that correct? Like they do an assessment of what they need. And so we don't know exactly Ms. Dawson. Yes, they, they have already done their comm, they've already done the comprehensive needs assessment and based off of the needs assessment for both Seneca Ridge and Dominion, they have created school support plans for both of them. So for example, in the Dominion, um, needs assessment, they looked at attendance as one of the areas that they wanted to focus on. And so the coordinators created a plan to have, um,
targeted activities and things like that to support increasing school connectedness and attendance. So they have for both of those, um, schools done the comprehensive needs assessment and created support plans. And what did, what did, uh, Seneca Ridge Middle School, was that the same for attendance? They are doing attendance as well. Okay. Thanks. Any other discussion on my side? I, um, very much curious, um, on, on the line of, uh, discussion that Chairman Mansfield brought up, but also, first of all, I love the Communities and Schools initiative.
Um, for me, um, I just had some questions about the partnership and I know that the cost is 380,000 per year. Um, how long is that program or how long will, um, CIS Nova continue to match or LEF continue to fundraise per year? What, what was envisioned for that? They have committed to three years this year being the first year. Okay, thank you. So, so then LCPS would have to provide 125,000 for the next two years and then LEF has to fundraise 65,000 for the next two years?
That is correct. Okay. Thanks. Got it. Okay. Any other questions or discussion? Seeing none. Um, this will go to action at the next, uh, finance and operations committee meeting and we'll move on to item 5.02, business financial services RFPR 2 5 2 7 1 Enterprise Resource Planning Software and implementation, uh, services. And I believe this is presented by Ms. Philia. Good evening and thank you. I'm happy to be here this evening. To present to you who we have selected to award the contract for replacement of our current Oracle EBS system.
We went through a rigorous evaluation solicitation process that began on February 4th, 2025 and included seven several evaluation sessions. We originally received responses from seven vendors. We cut that list down to four vendors. Those four vendors were then elevated to our software demonstration and implementation interviews. Following those interviews, we then selected the top two vendors to move into our discovery session following extensive negotiations as well. As we continue to work through the contractual requirements
of this project, we are re recommending award for the implementation services to International Business Machines or IBM and to Oracle for the provision of Oracle Fusion as the software. This will give us a SaaS based ERP system. And in addition, we are also looking to award a contract at time clocks plus to provide hardware for the recording of hours worked. This is very high level information, but a presentation will be provided as an overview of the project at a future finance and operations committee meeting in
January, February timeframe. We've also included for your review a draft ERP strategic roadmap timeline outlining the implementation of the various software components. This project is scheduled to commence in January, 2026 with full final phase going live in October, 2028. In addition to the various enhancements that we will receive through this replacement, this application will actually separate us from the county of Loudoun. As you may recall, right now we're sharing a system with the county of Loudoun who then themselves are going
through an upgrade of their current system. The total dollar amount of this contract is $22,464,093. And that is for the implementation of the application. We are asking that, um, you approve this to be put on action item or consent on your December 9th meeting. And on the school board consent agenda on December 16th, this is a time sensitive request as prices only remain firm through December 31 with the contract start date being January 2nd, 2026.
Thank you, Ms. Eo, uh, questions or discussion? Um, maybe just one or two quick questions from me. Um, the discovery phase, uh, with the two vendors, that was just a shortlist, was that a separate scope of work that we implemented or some other RFP or is just a That was part of the RFP? In the RFP? It clearly spelled out the various phases at which we would be doing evaluation. The way this evaluation process worked is phase one, they were scored to move into phase two. They started at ground zero for phase two. Got it.
Phase three, they started at ground zero. So they were only evaluated based on what they provided in the demo session or the discovery session. And that was all spelled out in the solicitation. Okay. I appreciate that. And then, um, the, the dollar amount for the contract, the value of the contract, um, the 22 million and um, 22.5 almost million. Is that, that is, that is when you say implementation, um, oh and software. Okay. Got it. So it's the licensing as well? That is correct for the project. Yes. And what does support look like?
Is there support o obviously involved for a period of time, um, from the vendor, I imagine? Yes. It includes, um, the out, it includes the out years, but there's also support at the end of each phase where they will support us as we continue to utilize the application. Sounds good. Exciting. Yes. Ms. Griffiths? Thank you Chair Stree. Um, I'm just wondering if this decision is financially sound, um, this application would no longer be shared with the county of Loudoun and LCPS would be fully responsible for all the maintenance.
Um, I'm just not quite sure. I I want to, I would like to do a little more research un unless you have some more information for me. I think I would actually ask Mr. Smith to perhaps describe the situation that we are in with the county as well as how they are no longer going to support us as well. So while we definitely support having our own system that we can completely manage, um, there are other indication, other factors as well to take into account. The county informed us in 2023 that they were, uh, sunsetting their existing system
and would be moving forward with their own separate system. So LCPS is in a position to have to get our own system. Um, also since we've had a shared system in place, um, you could think two completely different business units trying to share one common business practice. Uh, kind of the easy example we always give is the county of Loudin has one calendar. We have 30 calendars that we pay on. And so there's so much manual work that goes into outside of the system. 'cause the system isn't designed to meet the LCPS business needs. So once the system is implemented, we'll be able to have automation throughout our buildings.
We'll be able to have automation with our time clock collection. Right now time clocks are manual punch record and send this will automate that entire process with a badge scanning system for everyone. So, um, we envision this as like a revolutionary next step for us to kind of revamp operational items and really get out of all that manual work that's going on now and then really align our ERP with our business processes that, um, part of this endeavor. Um, we used GFOA who came in for a year and helped us build requirements and process map and then evolve our process mapping so
that we could actually have a modern system implemented. So, um, we're very excited that this is going to kind of help us shift into much more modern processing of, um, you know, 20,000 employees and everything that goes into from hiring to onboarding to applicant tracking, to budget to accounting, general ledger, everything that's kind of behind the scenes. And lastly, if I can just add on at the end, knowing, um, the situation that the county was, you know, putting us in, they allocated $18 million in our CIP um, towards this project. Obviously this is, um, a little about four
and a half million over and we've already had conversations with the county related to um, potentially tapping into the CIP contingency to address the overage. I really appreciate, um, the details. Thank you. Now that Ms. Griffith's got my brain going, um, just one or two more questions. So just out of curiosity, the ERP system, does it have any touch points to our student records management systems or other systems specifically? We always, we're always talking about data, um, like enterprise reporting and what, what other, um, efficiencies
or opportunities could we leverage through this new implementation? So our current environment shared with the county is really limiting 'cause we do not manage that system or control that system. So we are kind of like more of a user level of that system. So integrations are limited as into what the county will support for us and how we've kind of built those. So moving forward, there's going to be over a hundred data integrations with this system. Data feeds to the data warehouse, um, as well as integrations for, um, you know, uh, human, uh, HR record keeping, all of the other aspects
that go into this, that's also a document in data management. Um, so there's an entire process built into this for data management, uh, to make sure that that's aligned with how LCPS is doing our data governance and our data governance framework. Um, so there's really, this is our opportunity to really embed that work versus it being kind of a silo system that we've built a lot of bridges to. This will allow it to be directly integrated with a lot of those processes. Super helpful. Thank you. Any other discussion? Seeing none, um, this will, um, is there, uh, does the board, would, would the board like to put this on consent for December 9th?
Yes. And this would be f and o consent, correct? Yes. So this item will go on consent for the December 9th. Um, I'm sorry, um, consent to the next f and o meeting. We'll move on. Mm-hmm. Yes, real Quickly, just and just to confirm, we had identified, um, this going then to consent at the school board on the 16th. So for this to go straight to the full, Full board consent, it's consent committee consent, um, school board, so long as there's an action taken at the school board, um, I'm just wanting
to make sure if it's, you know, consent or if you would like to have it as action. I see. Oh, because of the, the uh, Because of the, of the, the, the timeframe that we're the deadline up against. Yeah. So then yeah, let's, uh, So would we have to suspend the rules here so that it goes straight to, are you sure? Because normally it would go to consent here, then it would go to consent to the board. But if we're gonna not take an action here are you said Can I speak sir? I uh, I believe Ms. Willoughby said the 16th. Our next meeting is this December 2nd. So actually, So that is the process. The process is correct.
It would go here first then to action. Yes. On the board on the 16th. Correct. Staff is proposing that this goes straight to either consent or action at the next full board meeting. Is that correct? No, actually if you read the item in the item it, we would bring this back as action or consent to your December 9th finance committee, finance and operations meeting and school board consent on December 16th. If the decision is made to pull it, we would need to pull it as action on December 16th to ensure action is taken in time
for the signing of the contract and the locking in of the pricing. Okay. Okay. I'm sorry. Thank you. I just heard that they wanted it straight to the 16th and I was like, okay. Yeah. Did I, okay. Sorry. Okay, So the next it'll be consent for the next f and l meeting. Yes. Um, and so we're all okay with that? So that'll, yes, that'll continue on consent. Okay, wonderful. Um, so we'll move on to 5.03 business financial services R 2 4 2 5 2 Legionella water management programs renewal. And I believe this is also presented by Ms. Philia.
So we're jumping from the ERP system to now Legionella water management system. This particular renewal is for to establish the multi-term contract for full legionella water management programs for the school system on an as needed basis. This is the second renewal option on this contract and the current contract expires on January 3rd, 31st, 2026. We are recommending that the board or that the finance committee either approve as an action or consent item on their December 9th agenda to renew this agreement with um,
water Chemistry Incorporated. Thank you. Um, any questions or discussion? Seeing none. Would we like this also to go on consent for the next f and o committee meeting? Thumbs up. So that will item will also go on consent. Thank you. So we'll move on to 5.04 business and financial services. IFBI 2, 4, 3 2 2 box trucks renewal. And I believe this one is also Ms. Lia. Thank you. This is our contract to renew the purchase of box trucks with Kay Neal International truck. We are looking to purchase nine box trucks on this contract
and would be using lease purchase funding for the purchase of these vehicles Board members. Any discussion? Yes, Uh, I'm sorry, what are the box trucks used for again? I'm sorry. Mr. Davies can answer that. I believe it's for the distribution center, but I'm not sure, but he can answer it. Yes ma'am. Um, both the uh, distribution center and our facility services, uh, teams use box trucks, uh, throughout the county For supplies or what? Uh, supplies, uh, preventative maintenance items and, and uh, and distribution of warehouse items. Okay. And it was how many trucks? It was eight. You said nine.
Nine. Nine trucks. Okay. Alright, thank you. Any other discussion? Seeing none, would we like to put this on consent for the next f and o meeting? So yes, that will item will go on consent as well. And then our last, um, information item is business and financial services, R 2 4 2 5 1 automotive and special vehicle parts renewal presented by Ms. Philia. This is another contract for the Department of Transportation Services to provide the parts needed for the ongoing needs of the low county public school system.
This RFP, the current contract term expires on December 31st, 2025. We're looking to renew with the vendors as listed on your attachment. There was only one vendor that requested a 2% increase in their pricing and that was advanced auto parts and that the total value of this contract is $3.4 million. We're bringing it to you this evening for your approval as either an action or consent item on your December 9th, 2025 finance committee meeting agenda. Thank you. Any discussion or questions? Seeing none. Would we like to have this item also go on
consent for our next f and o meeting? Yes. So that item will also go on consent and I believe that is it for our action and information items. Is there any new business seeing no new business? Um, this November 18th meeting of the finance and operations committee is now adjourned. Thank you all very much.