e e e e e e Miss Falls will you call the role please Dr Mori here Mrs Roberts I'm here Mrs poers here Mrs
Russell here Mrs pett here okay uh board information share does anyone have anything they'd like to share public comment do we have any public comment cards none we'll we'll get right started
with the ebo partnership naming rights presentation with Jennifer disazo if you'll recall uh back in November the school board um you all approved a contract with TBO Partnerships to explore um non-traditional revenue streams and different types of corporate
and business engagements that the district could possibly enter into with regards to its facilities um to to generate some revenue for the district um Brian said Sakowski from TBO Partnerships is here today with us he came to our school district right before
winter break um comprehensively toured all three of our high schools with the principes and athletic directors and started developing some valuations which he's going to share with you today um and then he's going to kind of guide you through some um some steps that we need to take to get some decisions and
direction from the board before we proceed with officially launching this um with this project to our community and business partners so Brian hello thank you uh for having me back appreciate it um shouldn't take 10 minutes to go
through but I definitely wanted to make sure that everyone understood and was aware of the steps we've taken uh to this point and then also where we'd like to go after um in December is Je was saying once we were given approval to come out
we came out right away before the break and we're giv great tours of the schools the high schools uh to get familiar with um and the things that we can't learn from data even though we do access a lot of data when we're um putting these
valuations together but we went through each market which was distinctly different uh and there was a lot of benefits and and challenges for each school like there always is um and we think we've gotten very solid valuations using the formula we've used um successfully for the last 10 years and
so U we have looked into two very specific areas to start these programs off and what I like to use the analogy of is uh kind of like a like build a stock portfolio build one which is the stadium
naming rights which is the one that's a a large partnership it's a big investment for one single group and then on the other side uh you have the opportunity for digital uh marketing digital advertising for companies uh and that is a lower entry point with a lot
more partners that can come in and be a part of it these are the two I just want to explain why we go that route uh and that is to provide the you know analogy home run ball for the the um naming rights for partnership but also uh to
get the early Revenue coming in and build those Partnerships successfully uh with the community and it's a nice entry point because what we found up to this point is this allows us also to send partner opportunities back to the schools right there's going to be
partners that we go reach out to and they're not going to fit either one they're not going to have interest in digital they're not going to have interest in naming rights but they may have interest in a banner uh at a school and so what we'd like to do is is build that up and help get that back to the the school-based Partnerships which can
also be successful and then maybe at a later date we build that partnership out so if it's all right I'd like to just share uh the kind of outline from what we had and just share some information so um as I mentioned we did the valuations for all three high schools uh
and the recommendation the process that we'd like to move forward with on this is to um release one at a time to the to the public to to build a partnership out a lot of reasons for that but uh we find that that would be the successful route
to go um in the first one that we'd like to present is Martin County High School it is school that's most Central in the district uh it has um the benefits that make this a key opportunity for a
partner in the three phases of valuations um sorry first time used a clicker um thanks uh so um we we like to go into the market
first and just measure the media right figure out who the audience is in the market what are the opportunities out there that local companies especially which was a focus of our conversation last time and what we've taken from our last meeting to now as something of of a priority a main priority for us in our
work is to reach out to local companies and understand the market local uh so to do that we wanted to find out like what are the percentages of Market that are reached um and picked up that in most markets um they run pretty similar
to this market right uh radio if you have a number one radio station in the market normally you're hitting around 5% right somewhere around um which is great you know if you buy a couple stations build out your your audience or you Target in on one station uh television
at the most we just saw watch the Super Bowl uh you get up around 35% and then you you have other depending on where they are Billboards direct mailers right those can be scaled out to whatever company would like right um so what we do is we say Hey you know
these traditional Outlets can meet uh can reach this percentage of the local market uh and be successful for you uh but a lot of people don't know in most markets in this market uh that we found from the Census Data uh reach over 40% of the population which is incredible
right for the amount of um opportunity if you add up students parents teacher staff that doesn't even include alumni right that have also uh a potential for loyalty uh ratings in in these audiences so uh what we like to do is point that out first just General market right to
compete with the reach uh and then you start to talk about the audiences and that's where we come down to um doing our due diligence and we lay out hey what areas uh make sense what areas because in this program for it to be successful and long lived we want to
find businesses that make sense for them uh that it's going to work for them and then they're going to continually come back when when uh for the school district and also the companies that are involved so um this is the main stat when we present I just want to share with you so you know what we're out
there uh presenting as well 75% of Brands want uh or parents want Brands support School 64% of parents say they will actually switch Brands uh to a company that is supporting we like to use that and point
that um we also make sure from the naming right side uh this is the first one I'd like to talk about specifically is that everything's laid out we have a we have a contract we've used as as a starting point when we uh
find the right partner and in that it's very specific right that we talk about that upfront so a big important part of a partnership especially if you're asking somebody to come on board for a larger amount of of an investment right significant investment or a significant
amount of time uh you know you'd like five to 10 years in most cases are these agreements uh is you want to make sure that you're very clear up front so everyone's expectations at the starting point uh are together so we lay it out uh this is
pretty much the the major benefits of a partner joining that I don't know if you could see these these need specifically unless you'd like to um but but it it's laid out pretty specific and and there are
certain things when you do a walk through when you find a a partner that's um we the area where I'm like hey again you know Mar County School Board in leadership we have someone that wants to come do a walkth through that's when
we're like hey we done a lot in that uh sales funnel we've reached out to a lot of companies we've had some conversations we don't keep bringing them back unless you'd like to see them happy to do that but when we get to a point where someone's going to walk through that's when we'll go through each of these we'll work with tool based leadership in the in the well um and
have them out there to make sure when it's doable to um of Interest so but this is a good starting point uh it helps um so here's a here's the basic valuation this is what we show
um to present and be public and and um and you when we go out there for starting conversations um if you haven't seen it yet um these numbers are based uh in a way where if someone comes back and wants to go through and if you want to walk through these numbers we can do
it we can go back and and share how we get to these and it's based on three things it's based on traffic around uh facility uh the property it's based on school size and daily interaction uh with the facility and then it's based on event numbers the school provides
us we use that um as evaluation and um this this school comes in uh well positioned uh for a partner and U so this is our initial recommendation to have
conversations with the public on this one this is a a map layout of the numbers that we use for the historical data like I mentioned out of the three this just shows the area outside of the stadium in by
traffic so the second uh part of the programs that we've been working on and and setting up shut um this the second part uh that we've been working on is the digital advertising we've been working with your communication team here to make sure
that the ad serving platform is set up and and ready to go um we're pretty much ready at this point uh we just have to give some more code but we've established the code and prepared the ad server um to be able to deliver digital advertising on the school district and
uh the homepages of school websites as well and um with that um basically just be um an overview we have a one sheet that's actually Sal sheet or a Media Kit sheet where we hand it out and it shows
like the sizes right there's we use I uh IAB standard sizes which are if you're working with a marketing department or an ad agency they already have these sizes prepared companies don't really like to have to go out and custom build ads for one uh so um we set those up um
we position them on the pages and then we give them our contact information out what we've been doing today uh we spent the the day in the market and I think this is very important is we've been going out and talking to companies that make sense because as I mentioned in December you
have a brand that's very uh well positioned as well and and it's important to find those brands that align with District in a good way and so and like I said at the beginning it has to make sense for them it it has to make sense for Their audience to want to come in so
um I won't name specific companies yet but I will prepare a sheet and continually update you on who we are talking to but there are categories that that we start off with and recommend and that's like service providers doctors dentists Optical uh they seem to they
make sense they do well um and then things revolve around homeowners reers insurance uh they do very well as well and then banking um does well actually digital advertising and the uh naming rights so um one of the things
we'd like to do once we have um approval from the school board is uh put out information on social media and then we do a paid uh distribution where we uh Target audiences in the market especially because we're focusing on local uh companies and uh we will Target
them through uh Facebook and Instagram and uh but we have a quick um advertisement that or not advertisement a message that was built by the communications team here if if you can may I show
that in Martin County Education isn't something we do it's who we are it's the foundation upon which our community thrives it's the spark that ignites the potential of our future leaders and now we're taking that commitment to the next level we're launching a groundbreaking
new program that will revolutionalize how local companies can support the educational experience for our students the Martin County School District is looking for the right partner to rename our High School stadium this partnering individual or company will be at the center of our community they will be
with us on Friday nights but more importantly they will be with us for the longterm they will help our students fund the resources to Foster Excellence ignite passion and build Champions on and off the field as a member of this community I know how vital our schools
are they are the heart and soul of Martin County and when business and schools work together the magic happens the community agrees a staggering 75% of people believe brands should support their local schools because investing in
education isn't just good business it's the right thing to do and that's why smart brands are recognizing the power of partnering with education in fact 64% of people say they'll actually switch Brands to support a company that invests in their local schools think about it
over 40% of our community interacts with our schools every single day that's an incredible opportunity to make a real difference this isn't just about sports this is about creating an environment where students can explore their passions develop their skills and reach
their full potential and here's a powerful fact schools command great brand loyalty than even NASCAR that's the kind of impact we're talking [Music]
about so so that would be an example of a tool and that this one thank you again appreciate it but help of the communication staff creating that as well so and that and that's the way we'll reach out with uh email social media and
then direct contact like I did today just stopping in places introducing ourselves talking about the initiatives that are getting ready to to roll out and then finding out interest and answering questions just being visible to the local Advertiser so one of the things that always come up and I think
he talked about here is what do you do when the funds start coming in right where do they go so um I just out laid out a couple ways that I've seen it done um from other districts that we've worked with so I've presented uh three
up there that helpful so when I talk about 50% distributed monthly to all schools um normally that's all schools um so and this is the digital funding because normally the way
it's broken out is a little different from digital funding to athletic Stadium naming right so this is digital funding uh specifically so first one's all schools 50% 50% goes to a general fund that the district holds U second way
I've seen it go where all 100% goes right to the general fund and third is different ways you bit depending on breakout that you choose uh those to on this common is where you know half
goes out to the school because they're maintaining the content on the website it motivates them right because if you're not updating your website and taking advantage of that that tool you're not going to traffic you're not going to have as much value any any questions on this one
or um thank you Brian I have a couple questions so the other the other districts that you're working with I think you're working like with orange and um that's the one that comes to mind right now right away um so when they're Distributing monthly to schools either
in the digital fund distribution or in the stadium fund um option are they do you know if they're delivering it based on FTE or how they're Distributing I mean I wouldn't imagine that they're just taking it and dividing it by the number
of schools you know since yeah actually the the one I'm thinking of specifically orange I believe is just that they just cut it uh by the school so 100 Schools they cut it 100 ways even you I don't think they right and I think if um and I
think if we're saying that money goes to the school I think one of the things we need to discuss as a board is um what the school who makes the de decision at the school base level as to what they do with that money you know does it go straight to the principal and the principal decides are they given
parameters and guard rails if we to stay inside of does it in the stadium case does it go to the sports program or does it go to overall um anything that's happening at this you know I mean I think that's something that we need to kind of um figure out what to do and and
I I think I'm kind of I in my personal view is that um especially with the stadium fund option number one as opposed to option number two looks better because if you're not the host school you know if
you're if you're way down on the list and you're not going to be a h host school for a while you would be getting nothing whereas I think that um everybody should be able to get at least a part so I don't know how the rest of you feel yeah and what can I add something
that there that's great points I've seen um different ways like I said in we we step back from that point but I have seen it and I can offer some here is um a lot of times like you said it seems it and get more involvement when
there is portion going back and then you know who does make that what do they do with it I've seen it uh used for things where I know that there's been funding problems for non-discretionary in funding for like things they can't use it for like lunch for back to school trainings and things like that for their
staff or I've seen it um used from stadiums for wheelchairs for special olymp or for their Special Olympics teams for the the school district I've seen it used to reach their fields so it just depends it's kind of all over the
place with that based on need your direction anyone else have any questions there more of a presentation or is that it okay yeah I'll ask a question at the end okay yeah this just one last part I just kind of want to um go a little deeper from when we were talking earlier
because it's very important to me and I'm sure it's very important to you as well is um going out into the community and what are the brands that we're we're reaching out to again it it should make sense for both uh so the community brands that we see that work out like I mentioned dr's Dennis are a big one um
law firms uh do very well we've seen uh personal finance anything tax preparation um and financial advisor Credit Unions do very that so um the things that we've done up to this point just Del lials uh
deliverables are the asset uh creation that we did in December and January uh January creating the media kit uh putting the ad system in place for digital has been January February uh and working to get the clearances on our end that we need uh and then just putting the the
email together and then now to go further Direction with this in the next steps would be the fund distribution approval the social media posts uh Place putting uh getting an agreement a standardized agreement that we use uh for the advertisers we have a stock one
I'm I'm happy to share out and get looked at and here uh and then we do our work with the paid promotion so when we're on the phone and we're going out to local businesses we're also supporting that with the paid social media PR uh to get the get the awareness
up for these program I wanted to reiterate just so in case you didn't get the direction from what we shared is we are looking for approval or continued discussion on whether or not we can begin with Martin County High School as the first um product that we put out to the community that was the
high school that had the highest valuation so we're kind of seeking that based on what was in the presentation we're also seeking if we can begin the process of securing digit ad placement on our school and District website um that would be the next step for us on the digital side is making sure that we
can position that to companies that would like to make a minimal investment and maybe putting an ad on a sidebar in those locations and we're also asking the board to kind of um begin thinking about if not today but begin thinking about we can bring it back how we would update policy um that's existing related
to naming rights and community and special interest groups to declare how we would um allocate the funding generated from these these proposals so that's kind of where we're at today with the considerations that we would like to have the board make did you have a question yeah I'll
have a question for Brian so what kind of a budget are we looking for all this is this going to be similar to uh what happened in Palm Beach where it's about 150,000 per School naming right and what percentage does your company get of that
is it the same split as they got with the 6535 or is it something different according to the Palm Beach Post didn't you negotiate a deal down there with those schools yeah that was y that was it was hard yeah that was uh I think it was preo um and then that never
launched because the school board never approved for so no school ever sold I don't know if their numbers were accurate I don't recall the article sorry or contract but do you have some kind of a budget of what you think that this could generate estimate yeah yeah we've U put a budget
together I can resend uh yeah I can pull up it was part of the contract that was approved in November and that also contained um the allocation that goes for the services on a continual basis I mean I can pull that up but it was included the valuations as part of the
contract okay thank you if I'm not mistaken this is a stadium naming rights that we're going for here at Martin County High School yes I just wanted to reiterate it was the stadium that we're looking at yes I'm pulling that slide back up so
that you all can see exactly what the first this is kind of like the first sheet that would go out on the physical property side um for prospective businesses that would want to do that and the other schools would phase in but Brian would do you want to explain why
you do a phased approach yeah um normally the the reason we could you come up oh I'm sorry sorry about that normally the reason we'll do a phased approach is one is it allows us to focus in and the Community Partners to focusing on a specific uh property uh at
a school so you know whether it's the stadium at U Martin County high school or the gym at Jensen Beach or theater at South Fork it we like to put those out one by one because it allows for that focus it doesn't inundate the market it
doesn't uh create like sense of clouding over the programs it should be very specific for these programs they do much better before uh and I know that was from the Palm Beach uh they they they put everything out there and it never ended up going anywhere but they hired
us for the valuations but everything went out the market at once this creates a lot of clutter um so my recommendation is to to do one at a time find that partner let them have the the media that comes with it I mean it's a it's a ton of um awareness and brand alignment that
is allowed from that partnership um and then you move on to the next one and then as you go then you start to stack the revenues uh and from the the first Revenue projections that you were looking for um we have that in there where um you know the anticipation on the timeline you know six months you know will be sold the first year
estimated uh and and lay that up over a five year I think a threeyear period for this would only one company be the na the The Stadium named person so one attorney or one
physician yes okay all right from that I'm curious in your experience once people see that so and so has the naming right for the Martin County High School stadium does it generate interest in
them wanting in someone else wanting to do it at another school yeah it it really does I mean I don't know if that's a behavioral psychology uh Theory or what but from that it does seem to create an inary uh
inary secondary options um for for companies wanting to reach out right it it almost says hey we're open for for partners like come here and from that a lot of times we actually even see um the partner that does sign on to the stadium uh start to see that partnership build
with the district and it ends up growing out and in County uh we actually had an orthodontist um he at first was skeptical because he was like man that's a huge chunk of my budget to come out here and and put into one School uh he ended up coming back uh three years into
the agreement and said he he was doing so well with the first off the the the Gratitude he gets from his patients that come in and then the new patients has come to his business he actually bought a second one he had a baseball field and a football field at another school he said he was doing so well with they I
don't know if that's a a test M universally uh but it's good to see on our end and that's the other thing that's really important for us in our valuations and for the school district is you know to find these correct Partnerships how have these Partnerships make sense where you know sometimes
comes up like oh why can't we get a million dollars maybe but from a a marketing and advertising standpoint you have to be able to justify that you have to be able to walk into a market department or an ad agency and say hey look here's where we got these numbers from here's why it's worth to you and
take part of your marketing budget and move it in um you know the the thing that it does with the loyalty and and where your money's going to this schol should be a benefit it should be the icing right like from but from that we want to be able to sell that where at the end of it we see a lot of a very
high renewal rate once someone comes on we're really proud of that and once you get potential people that would be interested in that who makes the final decision on which one you go with in a situation where there might be multiple
people so one of the things we've talked about we've not done to this point but um interested in if putting it out in a way um an auction style delivery where we promote it to the community and people and say hey look
you between now and May 1 you can put a bid in and then from there uh whatever the highest bid is right once someone puts in then you you know add another five % say if someone want come in and you allow that to to go that route
otherwise normally we're presenting to Partners and talking simultaneously with several uh and the first one that comes in with a contract and once you sign uh it comes to you for approval okay so ultimately the board would have
approval thank you go ahead so I guess my question is I know you want to get started but how are we vetting the companies and how what what's that process look like we don't have a policy so um I would be concerned that we don't
have the policy in place before we start at at base level we would be aligning the vetting of the companies with our policies on what is appropriate use for students um that would be the same type of policies that we use when accepting flyers or promotional materials or things of that nature that people want
to put in schools um naturally we would not be accepting any bids or requests to do business with us from companies that whatever their product or service is is not appropriate for miners um I do think that you know when the board originally gave Direction and said that you all
wanted us to look at local companies um I think our community is positioned uniquely where I think that is really going to work for us I think you know going out in the street and when we see the type of businesses that put their banners on our school property already if you drive up and down any of the the
Gates that are facing roadways you see Banner after Banner of local businesses um that are you know appropriate for the market supporting our schools I I don't think we're going to have any problems having to like reach out to huge corporations like some districts might have to do in larger areas where they're
they're you know they're that's just where the mom and pop shops are going to be priced out of the market but I would say that we would be using the same type of vetting that we do with those businesses and making sure that they are appropriate for students in alignment with those policies of already that we have in place for
advertising and how will this impact um the programs that are already happening in our schools like when it's volleyball season and they're selling banners for the gymnasium or LaCrosse or football and those funds are raised pretty much by the parents whose children are in
that program how how is that going to impact them that is an excellent question that we've already started to receive because those are a huge Money Maker for booster clubs ptas and whatnot um by starting this way our aim is to not touch any of those you know smaller
um types of Enterprise that schools have entered into um we want to be really cognizant of that because we know that various different groups have been involved for years in making money that way we really are starting out if if approved to move forward with the stadium at Martin County High which there is another um existing partnership
there that's been in place with that school where they have major advertising on the scoreboard so that that school already has a partnership in place for part of their stadium that would have to be honored and taken into consideration um but with that said our goal is to make sure that we're looking at like physical structures you know things that
aren't so much like transient banners that would be changed when the sports season changes over or you know maybe the PTA does different banners in the fall than they do in the spring we really don't want to touch with anything to do with that we're going to be looking at like major types of you know
naming of a structure naming of you know to the point of the the um company that's on the scoreboard at Martin County high school right now that has a contract for that that's what we would be looking to renew when that comes time at the current valuations and and make sure that we have current numbers when we go out to those
businesses thank you that's what we see often as well is we try to identify that early on is price point um platform right like different differentiator between web advertising and a banner out at an event the
audience is a little different there and then really the decision makers are well uh often different um if somebody's local and with us we working a lot of times with business owners local business owners local end a lot of times especially with
national Brands we're leading ourselves to their ad agencies and their Market requirments sometimes is different and sometimes it comes out of different pockets as well but we don't see a a lot of attrition from that we actually see like I was saying at the beginning try to use ourselves as as well as a good
partner and send the ones that don't make a good fit for the stateum naming rights or the digital um other options and a lot of that school based so we do that as well um if someone calls and says hey um I just had a uh today I just walked into a place and had a meeting
with someone and they said hey we really want to put banners up on this bu but Absolutely I'll I'll you the information make sure that you're out to that so we want to help lead that back even if it's not in our purview we don't want them just to walk away back to not that there's anything wrong with
right but to Brian's point I I personally see this as being another way that we can kind of like understand more about how different even the banner sales that we wouldn't be partaking in how they're happening how they're occurring organically is there a reason why someone's only working with one
school like we really want to get more in touch with our business partners at the district level and understand more about the decisions they're making and if we can offer guidance to booster clubs or PTA groups and maybe help them with valuations and things of that nature we're happy to do it just for the
awareness and understanding more of how that's connecting because that is one of our strategic plan goals is kind of building out the adult Learners and the people in our community how they interact with our schools what they what their experiences is what they need to learn more about and I kind of see that
as being a game Cher for us to have that awareness that we haven't had as a district before about how the business Partnerships are working across each campus so I do have um Martin County High School brings up an interesting point that I don't know um what the really answer is so I know that I think
it's one of their scoreboards or something that has um signage up there for an I think it's an attorney actually I think South Fork scoreboard has it too has not an attorney but has so I don't know I mean I've ever seen a contract for any of
those do Mrs pis do you remember ever seeing a contract for so I don't know I liken it to banners like anything else like well I mean but I look at sponsorships like I look at a banner is something that that
isn't a um more permanent kind of thing you know I mean so I don't know when when somebody decides well I'm going to go do your scoreboard is there any standard to which so I guess I'm asking a mark SEC question is there any standard that we say it's got to be
fixed this way is there any is there a contract that's signed is there anything or are they just I don't know of anything that we currently have employees so and I I think that's something that we probably need to look
at because I don't think um you know that if Brian puts a a sign up on a scoreboard his expertise it putting one up might be a little bit different than my expertise with my hammer and nails yeah and do we have any kind of board policy on any of this basically that
that's my concern is that I see the opportunity I I think it's great just I'm a little hesitant because this is the wild west really like we have controversial businesses in this community and I don't want to make it like a joke if one of them is the
naming right of the stadium with any without any board policy so that's my hesitation I agree with you I think doing a lot of this before we have a policy that vets companies that vets figures out like is it going to be something
controversial um which we don't want to I'm sure they would like the attention but we don't it's not why yeah I mean what is it bad press is good press or whatever that saying any presses good press or and I think we
have the start of a policy that that has a lot of that in it is that correct Mr shazo you do um well you have various policies that touch on different pieces so you have your advertising and relations with commercial activities you
recently updated your naming rights but to Dr Mor arti and Mrs power's Point there's probably more language that at the board's desire we could bring back a recommendation for language that would kind of detail more of what businesses would be accepted aside from just
businesses that would be appropriate for minor that's what's been in place for many years but we could absolutely bring back different parameters under the advertising and Commercial activities policy we could also and would be happy to develop some administrative procedures which will be needed going
forward for if we were to start with this how it would look if someone was going to alter the scoreboard to do their signage um those would be more facilities procedures but that would be carrying out your policy and we'd be happy to do that yeah and I think we we need to do that and I also think we need
to see so if if you put a sign up for a scoreboard I don't know what was promised I don't know whether when I put it up it's like I'm allowed you know I gave you a thousand bucks and I get to have it for 10 years or whether it's I don't know what the and I don't know if
it breaks who's supposed to fix it I don't know any of those things so probably um I I guess that's you right Mark I guess you would or Brian I guess we would help oversee it yeah but I I I whatever is in place
now I mean I think that we need to kind of know what those schools are doing now so that well I don't think there's honestly that there's anything in place I can tell you as a parent involved in athletics all of my kids participated in
different sports throughout the years and um the parents were hanging banners it was there was no like design yes maybe the size of the banner but you pretty much hand it in your artwork and there's a group of volunteers and
they're hanging banners they're getting someone to donate things they're into your point about well why is one company supporting it's really about the relationships that the that company either has to the school or that a parent has to that company um that is
out recruiting and getting those banners for and then they come down they go back up and they get some of them sometimes they get saved sometimes they don't um there's and I can imagine um a banner that and I think it's two
different two separate things I think there's the per more permanent the hammer and nail thing and then there's the tied on banners but I mean it scares me to think that you would have a banner that says if you're heard or injured in an accident here's my phone number and it's on a banner that's like staring at you and somebody falls down and it's
like look there's who I'm G to you know I just think it's a little well that's like there's that's no different than what professional supports do like the I think it's the Tampa Bay Buccaneers stadium is like 1800 call Gary or
whatever it is for a uh we come to you in our mobile yeah and it's that's essentially it is that kind of advertising and I mean there's nothing they're not saying anything vulgar or you know it's it is their business
model super intendent Maine I think this is a perfect opportunity for us to clean all of this up and come back to the board with some recommended language and give us the ability to put some procedural uh things in place because
you asked that question and I'm sitting here thinking to myself I don't know the schools are probably just you know that's that's been around for a while so we need to uh put a process in place and staff is ready to do that we can certainly bring that forward for you all to review and I would think that there would want
to be a standard of what it looked like a template that we would want all of our schools to follow so there's consistency throughout the district uh on all of our signs or whomever is is requesting to put their name on that sign it needs to
fit certain parameters and have certain requirements but we could we could bring that back so would would you bring back a naming rights policy with the language that would cover all of the concerns
stated here today absolutely we can um definitely put together some recommended language that would go deeper into what kind of advertisements or even businesses as a whole would you know be recommended to be considered by the board as perspective um agreements that
we would enter into um I will say to superintendent Main's point you know we would obviously need to start developing some procedures for what we have in place even probably with banners and things so that that can be cleaned up even with our groups that are doing the banners but from the naming rights
perspective um we would have this I don't know if you can see it on your um computer screen but what's on the screen in the presentation um would be kind of what we would recommend for how that would look on it doesn't have the dimensions or anything that would have to be negotiated but how that would look as part of the package if you were
buying at $7,500 a week the rights to Martin County High School stadium that's what you would get and then we'd have the administrative procedures developed with facilities to make sure that if something broke that we were working with the business to correct the deficiencies in their display once the
contract was up Brian would be working with them to see about renewal see if anything needs to be cleaned up even if it needs to be pressure washed updated those kind of things just making sure that everything is on the up and up not only from the contract side but from the display that we're putting forward to the community side of the actual
advertisements so do you do you need something from us today or should we wait for the procedure po the policy to come forward I I do not um we will bring back the policies with um the existing
policies with a little bit more clarification that we're recommending that the board can consider and discuss um and then also next time you know now that you've seen some of the um recommended options for Distributing you know funding that's generated through
this both on the digital advertising side and the um the physical iCal property side you know maybe some more discussion from the board and coming to consensus on on what we're thinking about Distributing the funds because that will have to go into our policy as well to be
memorialized thank you you're welcome thank you thank you Brian chair can I just get a con I would you like to see this policy come forward in the next round or we okay I just we just clarifications yes I I shouldn't have
said that by on my own but I got the impression that we had consensus that we want something in place thank you appreciate it thank you thank you hey Mr Calderone we will now have an update on employee benefit insurance RFP
for fully insured medical and pharmacy okay good afternoon Madame chair members of the board superintendent Maine Don Calderone director of risk management employee benefits with the Martin County School District and alongside me is a familiar face Dustin Kean Senior Benefits consultant with the Garen group
um as you may recall um when we returned from winter break in in January of this year we received the um renewal offer from Florida Blue the district's current medical insurance carrier for the 2526 plan Year and that came in at a 32%
premium increase um at that board Workshop the board directed staff um to work alongside the Garen group for the Garen group to release an RFP for the fully insured medical and Pharmacy um benefit package for the school district
so um we were happy to uh to be here today to present the initial um offers and um respondents to that RFP and I'm going to hand it off to Dustin Kean all right good afternoon um here to
walk you through just a quick update on the RFP process and we'll kind of get into next steps um in a bit but to start um you have three great carriers that came to the table to answer the RFP Sigma your incumbent Florida blue as
well as United Healthcare which are all uh great great carriers um in in the industry so when we look at the initial offers here um great news is that it's coming down from that 30% not to exceed
um down to um Florida Blue is out of 15.9% um on page three you can see their proposal they have an even increase per plan so hmo's 15.9 po 15.9 High deductible 15.9 we'll skip down to Sigma um you'll
see that there are some red and Blues in the plan design Reds are decrements Blues are enhancements for the most part we consider this a plan match um some of the differences just have to do with how Florida Blue sets up their preferred
network and their cost share but uh mostly everything is a planed match the HMO they're proposing is at a 16.3% increase so a little bit higher on the HMO than Florida Blue however on the PO a little bit lower at a
14.1% and on the high deductible at a 0% so overall uh 13.1% increase proposed by Sigma and option number three United healthc care who propose their Neighborhood
Health or nhp networks which we'll get into um a little bit more Reds and blues um biggest disruption here on the plan design is the mental health currently it's no charge for um HMO and the PO for
inpatient outpatient they're proposing calendar year deductible and cost share other than that it's B basically uh a planed match you'll see from a rating structure their HMO is at a 16% increase PO is at a
25.6% decrease and the high deductible Health Plan is at about a 0.4% decrease or basically a flat so net net um altogether their premium increase is a 99.8% increase now getting into kind of the
other caveats or the other funds with these proposals we kind of broke it down into a few categories um on-site rep wise as you know Donna Wilson Florida Blue offers her as an on-site um service to your members all carriers proposed
offering that position um siga and United Healthcare also offered a full-time on-site Wellness coordinator as well rate cap wise um we always ask for this this is to protect the district in year two to make sure that you know
carriers not coming in and buying the business and then increasing the rates dramatically in year two so you'll see that Florida Blue is capping their rates in year two at 11.9% sigma's rate cap is based on loss ratio at the time it's a graded scale um
it could be anywhere from 0% all the way up to 17.9% however after 105% loss ratio there is no more rate cap United Healthcare is at a 133% for year two um as far as funds go uh United
Healthcare is offering a $100,000 discretionary fund and that means the district can use it at your discretion however you want to use those funds implementation and Technology Credit Florida Blue is offering a onetime $50,000 credit siga is offering
a $50,000 per year fund and United Healthcare is offering a 100,000 time credit for implementation and a 50,000 per year fund for Tech Wellness wise Florida BL is offering 150,000 a year which they
currently offer uh siga is offering 200,000 and United Healthcare is offering 150,000 they all offer Wellness programs and they all are great um they all have different names and different programs but they all are um very great programs
participating wise what that means is you're currently on 100% proch share with Florida Blue what that means is if your claims run better than expected the district can get 100% of that Surplus back to the district it's been about six years since you've gotten that because
your claims have been quite high but you have had that in the past Florida Blue's keeping that 100% Pro share agreement siga is offering a 50% share United Healthcare is offering 100% share so the next part that we vet out
when we do these rfps is we look at all of the providers and the facilities that your members have used in the past 12 months we send the carriers that listing of all of those providers and carriers in this case you've had
4,079 providers used past 12 months and then we ask the carriers to say are these providers in network or out of network so we can get a disruption if you were to change carriers so Florida Blue has two networks the pp which also is your high deductible it's the same
network and they they have the HMO Network their in network provider rate for the PO is 91% the HMO is 81% siga oap Network or Open Access Plus
network it's the same for all three plans HMO High deductible has a 97% in network match and United Healthcare with their nhp network has a 70% match um a little bit more on on United Healthcare they have two networks they they
typically lead with one's their choice plus Network which is their national network or nhp which is a little bit of a narrow more Network it started years ago in Broward and and Dade County and it's worked its way up through Florida so out of statewise there is no there is
no coverage so there are about 17 uh retirees out of the state that would lose coverage under their proposal they have also offered three additional choice plus plans if the district wished to consider which would mean you'd offer six plans um but for purposes of this
disruption since this is what affects most your members we're including the nhp network um next part that we want to look at is prescriptions so we looked at plan we looked at rates we looked at Network now we want to look at prescriptions based
upon what your members are utilizing we want to know if switch carriers would those prescriptions be higher cost to your members lower cost would they be excluded included Etc so you'll see positive negative neutral impact positive impact means your prescription
is going from a higher cost tier to a lower cost new negative impact means it's going from a lower cost to a higher cost or the prescription is excluded completely and neutral means it's covered it's staying in the same tier same C share so Florida blue youna
because there's no disruption that's currently covered as it's covered Sigma has a 3.9% positive 3.1% negative about a 93% neutral and United Healthcare has a 4% positive
22.5% negative impact and a 73.5% neutral so this is based on 32,000 prescriptions that your members have used over the past 12 months um side notes you do have condition RX which is a z Z cost formulary that's separate
that's not included in this you have about 1,500 members that utilize that program with Florida Blue currently so one of our recommendations in the best and final round is asks each carrier to propose what their zeroc cost formula looks like so we can then come back and
give you kind of a comparison of how that looked well now from a scoring um criteria B and with the help of your your procurement Department uh siga is ranking number one with 98.86% and United Healthcare at 92.8 to
and third um if you want to see the scoring methodology that is on the next page and how we Define um everything included in that um and for next steps um we are
really looking for your direction on which care carers to be shortlisted and included in the best and final negotiation round you can do all three two Etc um the insurance committee did recommend yesterday to include all um
carriers in the best and final rounds um and they also uh from a request standpoint uh wanted to concentrate on page this page page six which are you know the the the rates as well as kind
of the other caveats with the rate cap and wellness funds Etc asking them to sweeten the pot as much as they can um so with that I will turn it over to you for questions have question um this onsite
Wellness coordinator could you just talk a little bit more about what they would be doing yeah so um you know your wellness program which you know currently we Garing group gr also has two on-site reps and we help with
that um with Donna wison as well and your staff so this Wellness Coordinator would be an addition to those resources and would help with Wellness fairs developing your wellness program if they wanted to offer you know different incentives and metrics and it it really
is just an open umbrella on how you wanted to use that does the district currently do anything like that with Wellness or would superintendent maybe or or Don or yeah so Dr Mar like um Dustin stated we do
have a very robust and um healthy no pun intended uh wellness program in place through um a collaboration between our on-site rep uh from Florida Blue Donna Wilson our two on-site benefits Specialists from the Garen group as well
as staff um so we currently have and have been managing our wellness program through that Arrangement okay so do you feel like that's a a big advantage to have someone dedicated to that or not really not really not really nope thank
you Lee have anything um yeah so my first question is um congratulations well I guess we should be congratulating ourselves I guess our loss ratio went down to 88% um and then when we get do when they're working on their best and final
we're going to be able to have um February I guess so that will if it either stays the same or Trends we'll probably be able to knock some piece of that down correct right we depending on what that looks like right uh the insurance committee meeting Insurance
committee met yesterday um afternoon into the early evening and we did get some positive news our January 2025 claims came in better than expected we had a loss ratio of 88% um which dropped off I believe 100%
or 109% from January 2024 so um around March 18th the Garen group will be releasing the February 2025 um claims to the best and final carriers um hopefully it'll be in a better position for
negotiations yes so so I have a couple question so um so I see that with Florida Blue it's across the board 15.9 for year one and then with let's just look at siga siga is a 13.1 and I'm assuming that's a weighted
average depending on the number of participants per plan correct right okay um and so when we're doing that when you're looking at this increase you're looking at a 16.3 increase for the first plan and the correct I mean I'm looking
at three and I'm looking at what that looks like which is a a deviation from what Florida Blue was always willing to do where they wanted to spread it out all over so my question is when they're saying that if our um loss ratio if it hits over
105% are they saying 105% per plan or are they saying 105% for the the weighted average weighted average total amongst all three plant So currently you're at a 100% loss ratio
right so then I think it's important to note what the weighted average loss ratio has been historically for those for our for the overall piece to see how
many times we've gone above the 105 do do you see what I'm asking you yeah um and I'll say you're trending up um over the years used to be in the 70s and that because of these competitive RFP processes your premium comes back down
loss ratio goes up um but we can certainly give you that I don't think you've been at 105% for a rolling 12 month period very long and right and I and I think that when we're looking at where we are around bid time
um we're it improves so remember after the holidays when we when we get January's numbers it typically improves so my next question is when they're saying 105% as a loss ratio when is there cut off on that so when they so when we hit
year two are they going to cut us off in December they cutting us off in Jan I mean you know when is their um program going to be Computing that loss ratio so yeah so I'm looking at you know when siga is saying that um there is no cap
if it's 105% and the 105% is waited when are they planning on Computing their 105 yeah so they would need claims through January so next February we would have the final calculation to see where that rate cap
would fall so it would be through January not through February it would be through January correct correct correct okay so that no rate cap if loss ratio is over 105% um as of the February 26 numbers which
would include the January 26 loss ratio correct y okay um and then I'm looking so whether I look at United Healthcare or whether I look at any of these other ones that's not Florida Blue then what that saying is those are
saying that they're willing to let the premium increase or decrease be Silo to the particular plan is that correct am I reading that correctly so what they mean by 11.9% for example on Florida Blue that is weighted
average amongst all three plan no you're missing what I'm asking you so if I look on page 22 and I look at Option One for Florida blue and it's 15 15.9 which is the weighted average but it's 15.9 across the board so when I
look at what the increase decrease in premium is it's 159 for each of the three of them when I look at page 23 and I'm looking at Sigma and I'm seeing that the weighted average is 13.1% but I'm seeing that the first plan
the Open Access plus oap n which I'm assuming is the HMO correct that would be increasing it 16.3% the next one would be 14.1 and the next and the third one would have no increase so across the
board the average is going to be 13.1 but they're willing to to assign those increase or decrease to that number so when I'm looking at page 24 and I'm looking in particular that um I've got six I've got an average of 9.8
and I'm assuming that United Healthcare is doing the same thing I've got a weighted average of 9.8 but the first plan which is the HMO is the 16.1% increase correct the next plan which is
a poo correct has a decrease of 15.6% 25.6% 25.6% for that to go down and a decrease also in the high deductible correct correct um that then that brings
me to my next question when I'm looking at your scoring methodology and your looking at disruption and you're obviously Florida Blue isn't disrupting their own thing because they are what they already are and that's who we're comparing them to my question when I'm
looking at the sigma and the United healthc Care disruption is I know that we've had a problem in the past say with um certain Specialties so say Dermatology yeah and so then my question goes to as you're looking at an overall disruption um I'm a little bit
interested in is the disruption in a certain field like is the disruption across the board you know so remember we had the Dermatology problem needed to add more providers for Dermatology etc etc um and I'm looking at let's say United Health Care with their disruption
number but is their disruption number all centered in one specialty meaning that it's going to be a nightmare for anybody who was in that so if you can um drill down on that maybe next time I think that would be somewhat helpful to
kind of know for our highest use um specialty items what that actually looks like okay does that make sense there yeah and when we're talking oh good good I'm
sorry is she are you done with me yeah okay um so I just I just have to get this off my chest because it's really um disheartening to trust the process when we get such a high renewal rate from
from Blue Cross Blue Shield and then we get we go out to Bid And it cuts in half so why why how is it why didn't we get that to be to start with so that's just I it just makes me not trust the process
um I I I would like to see I don't like the 15.9% it on our High deductible plan because that is something we've always tried to do is offer a zero cost option to our employees
and it it this doesn't allow us to do that because of our our cap is 6,500 so for employee only I mean and so I I'm not we need an option that we can offer
our employees that is a zero cost to them that's just and I think it's the high deductible plan I think probably if you rated that plan you the high deductible plan T more healthy people tend to go into that plan because there
is more out-of pocket expenses um so I don't know what the loss ratio is by plan but I'd like to kind of see what that looks like um and I think it's really important for us to be able to offer that to our employees um it's
just just makes me like I just can't even employees cannot afford to Ure their families which is terrible talk about it all the time our our employees that have a spouse and
a child or maybe they're not even covering their spouse spous the employee and the family and I don't know how they afford this they would be working some employees get paid so little that would they would strictly be working for
insurance um and they could pretty pretty much put their whole paycheck towards it it's just if if you look on if you look on page 10 it's got the loss ratios by plan for the last which one Mrs Roberts I I believe you're referring to the
insurance committee um booklet that you may have um didn't everyone get this that was uh we did run the copies upstairs that is the hard copy from the insurance committee meeting um that has additional information in there based on
current loss ratio our presentation to the board that is uploaded into bordo is strictly based on the RFP we can but we page 10 if you look at page 10 it's got the rolling um well it's got claims experience
through June of 2024 and it's by plan the top one being the HMO but the middle one being the High deductible with a 23 24 number of 65% and and I think that's something that you know um I understand your
scoring methodology and everything but I really think that as they look at their best and final and they look at that they need to understand that one of our priorities is a no cost option you know and no cost meaning that
the 65 100 that the board is putting in for the employee pays for that plan right but do you see what I'm looking at mar mar and that was requested in the best or actually in the original RFB was uh
the board's uh interest to keep that plan at a 0.0% so we will reiterate that in the best final request so which part of that did Florida Blue not understand that I can't them but we will go back
and and ask um and also to answer your question on the loss ratio the HMO is at 101% loss ratio for this plan year 47% for the high deductible and 165% for the pp um have we looked at any I mean
obviously the PO is just the loss ratio is this is driving a lot of the increase AC especially when you apply it across the board at 100 well this one says 178% but what is it now with February I guess
do you have well this is only through June of 24 so yeah if you go to page eight it gives you a more update on this current plan year oh okay okay so you're at a 165%
loss ratio year plan year-to date on the PO and most of that is because you know most of your high cost claimants high utilizers are in that plan um you know there was discussion in the past on getting rid of the PO but what that
would do is those high cost claimants would go in the HMO or the high deductible and adversely affect those plans and increase the rates so that's why we grandfathered them so that it wouldn't impact all of your plans because most of your enrollment is in
that HMO plan right but I'm talking what about any plan design changes for the PO not the high deductible but the one obviously that would more out of
pocket obviously for the for the employees that choose that plan but they're also getting I mean we're paying a lot in claims for what is it um a fraction of the
employees that are are participating in it and it's just it's driving these increases across the board yeah and we have marked up that PO so much over time I know it's almost a high deductible Health Plan at this
point so really the most impact you'll get on rates is carving up the HMO that's most of your where your enrollment sits and that's kind of we haven't touched that plan in quite a bit so we issued this requesting proposals
to match your plan design because it's very difficult to look at plan alts and carrier changes at the same time um so where we are right now at the 15% and we think we can get them lower actually through the best and final is based upon your current plan isn't
it done power okay Dr Mari already yeah I share Mrs power's frustration I'll be honest with you because I mean I had a teacher com in my office a few weeks ago and literally broke down crying that she's basically paying to to get insurance for her family and why is she
even doing it and now we're going to come back to them and say hey guess what the best we got is a 15% increase so you know it's it's frustrating I know this isn't the last round I know we have the best and final and hopefully a miracle happens in there but
I just want to state that I still think this District should look into taking steps to becoming a self-insured plan like the county and like so many other large organizations in this area but uh in the in the short
term I will ask one final question um in terms of your evaluation criteria number four about the proposer ability to complete compete in these networks about why you had Sigma at 15 and Florida Blue at
13.47% in network match on the network whereas Florida Blue had a 91% or an 81% depending on the your HMO Network um on the pharmacy side Florida Blue obviously had a higher um percentage than Sigma uh
but based upon when we weighted those two together siga had the the the lowest disruption because of that higher Network um reap so they got Max points for that that criteria thank
you do anyone else have any comments I I know you talked to us over the years you've repeatedly told us that when we adjust the hoo that we're going to have plan migration and it's going to negatively affect and it's going to
bleed over to the other plans but the the data that you're presenting us doesn't necessarily support that it's still showing that 6.7% of the participants who are in the uh po are
the ones that are driving the loss ratio and making that loss ratio and and I don't care whether I look at the whole year for the last year you know last year's data or if I look at year to date but I'm not seeing you know it's it's
right around 100% for the HMO but it's not you know I mean I think that when you um gave us your migration thoughts several years ago it was like yeah you got 150 160% here but
it's going to make those go way up over 100% and we're not not seeing that so I mean I think it's um just just as an aside I mean I think that that that's a yeah and you know our recommendation always was to not get rid of the PO
because that would certainly migrate those high cost claimants our recommendation was to slowly increase the benefits over time so that you get people migrating but it's not drastic year one or year two what we're seeing is still high utilizers are staying in that plan and I think that's just
because of the nature of thep even though the benefits are becoming higher cost share they want the expanded reach of network and they're staying there so that's mostly why we're still seeing High loss thank you and just I know the
numbers are in front of you we're we're down to just 127 employees in the PO which is substantially lower than it has been in the past and our high deductible Health Plan like Mrs Powers has pointed out um is very attractive at the zero PR premium um employee only cost and we
have seen quite a bit of enrollment over over the last 3 four years in there so um like like Dustin stated you know we're kind of at a point where the people that are in the PO are willing to pay the higher cost for their premium and the higher cost for when they
utilize it um we feel like we've we've done a a strong job of educating employees as to the benefits of the high deductible and the HMO right but it's when they have a 176% loss ratio they're
not paying the premium the the premium doesn't match the claims at almost double what they're paying so that means everybody else is picking up the slack that's paying premiums in the district so those 12 120 people or whatever it
is they're they're getting a bargain because the the the premium doesn't reflect the cost that they're causing and incurring for the district you're 100% correct and I feel like we've had this conversation here
with our current carrier and the fact that they they spread across an even increase rather than rating the plans individually where you saw that um you know Signa did that United Health did it but they have a 25% decrease on the pp I don't know how they came up with that
I'm not a math major but but um it's always been the direction and the you know the the wishes of the board to have the current carrier properly uh and and individually rate those increases so it can be proportionate to the loss
ratio and just one more thing to add on that your HMO is at 101% loss ratio year to date that's very high as well that plan is actually contributing more towards your overall in increase than the pp so even though your PO is a
higher loss ratio because you have 70% of your enrollment in the HMO and targeted loss ratio is 80% you're 20% over that so that's where actually most of the weight is driven which is why most of your carriers are rating that plan
higher what if we only had the high deductible um po as opposed to the other po as well I mean I know it will drive the cost higher for the the high deductible p po
but I mean I know surrounding counties do that um like St Lucy County only offers a high deductible plan they don't offer anything that's not and are you referring to getting rid of the HMO as well no no no no not the HMO so when we did this exercise in
previous years getting rid of the PO it's actually increased the price of the other two and it's because they're assuming that risk goes one or two places so again that's why we've always recommend grandfathering them because
your HMO wouldn't be adversely affected in Dustin what do you think the chances are of Florida Blue coming down further than 15.9 based upon other bids and we do quite a bit of these I would say very
very high going down yes like 2% 3% I'm not going to give you numbers but I would say come on I I would say they they they would most likely want to retain your business and they know where your competitors are so at least that if not more where their competitors so with
Sigma being at at 13.1 it's they might at least come down to to there in the world of they know what the others are doing is that a fair assessment I'm not asking you to commit I'm saying they're seeing what the other
the other two biders are offering right they're going to want to come down to at least what one of them has that's better to retain our business correct I would say that's a a high probability in addition to that your January claims were very good so that helps your case
okay and hopefully fingers crossed February comes in well well good as well I think 104% drops off of your rolling 12 so as long as it's under that it should improve your circumstances okay um I believe we need
to um tell you whether to go with three or two is that correct what is the consensus of the board to do the best and final yeah to do the baffo you I'm fine with them all submitting a best and final that's what the insurance
committee recommended and and are we on okay so go with all three and can I just ask one other question I wanted to I want to know kind of whoever we decide to go with if we start um I know as um
Dr M already mentioned we talked about for a really long time and we have a little fund set aside for you know self-insure Insurance um potentially going to that in the future but what I'm curious about is can we whoever the
carrier is if we can manage some cost similar to like what our um sheriff's office they have an office specific to them they're able to manage some of the cost with um a
specific facility like to go in for checkups and certain um Pharmacy products like what's the possibility of that like actually in putting something in place that we've
been talking about for ever um probably more than 10 years and we bring it up every year about this time because it's this is like really hard um to pass along to our employees where what what is the
likelihood of being able to implement something and I'm not talking about um our own Clinic I'm talking about Contracting with a a a doctor or a doctors a suite of doctors that um you know that way we could manage those
costs a little bit better yep um good question so what you're referring to is an On-Site Health Center and we do the Consulting for the county and the board in St Lucy sheriff and the constitutionals there as well so we're well versed in your area um we'll say
99% of our clients are self-insured first before they put a health center in in order to get the return on investment so we've been talking about self as you know for 15 years plus um that would be the first step um after this bid select
a carrier um potentially next year look at self-insured again Implement self-insured if it looks good and then from there because you can build a reserve over what the office of insurance regulation requires which is 60 days of claims that will then allow
you to fund a clinic um and hopefully then after year one that's when we start to see a 2 to1 Roi if you get the utilization above 75% so we can help you with that we have a kind of three-year plan in that regards but it does start
with being self-insured you guys been talking about that for 15 years yes well I thought I just came up with that at least what are we waiting on let's go and we have been setting aside you know the the pr share dollarss and the things that when we do
get a a pro share which like uh Dustin said it's been a while but um it's I don't know what else I don't we've got it we have to do something we cannot have double digit increases every
year it's just not sustainable I don't know how we um we can't continue to P we just we just can't do it we we just can't I I I don't know what what we what would we what is
our other option and I don't know what our financial position is right at this moment to be able to offer that um or to move forward with that now we've got to control these expenses in some
way whether it's in whether it's Pharmacy or you know doctors thank you you have something I have one more thing as um our chair was talking about the 131 point. one for Sigma um I'd also
like to point out that the United Health care if you average the two years this year's 9.8 to the 133% cap for next year that's like 11.4 so I think we're actually getting very close to a single
digit increase percentage as opposed to a double digit just pointing thanks Just One Last Thing Before we move on um I just want to just let you know that um the insurance committee will be meeting
um in three weeks on March 24th with the results of the best and final we will be here the following day at the school board meeting on March 25th um hopefully the board will make a decision on which carrier they would like to move forward with but there's also two other pieces of information I just want the board to
be prepared um and if you need additional information from staff we'd be more than happy to meet with you between now and then um but each year whether we're out to bid or not the school board does make a decision on funding uh two separate items for Budget
um the F the employee plus family prior to 7120 they get an additional subsidy towards their medical insurance premium as well as a the health savings account contribution for those employees that are on the high deductible Health Plan
so those would be two other things as as well we would look for recommendations um three weeks thank you very much thank you okay Carter Morrison budget Workshop number one
good afterno good afternoon Madame chair board members superintendent members of the public staff and attendance and those watching us over the worldwide web um just want welcome everyone to the budget Workshop number one which is the first in the series of budget workshops
designed to update the board and the public in our development budget development process for the fiscal year 2526 um in front of you you should have just to double check you should have a copy of this afternoon's presentation along with several handouts ranging from
alphabet at the top attachment a all the way through attachment D and also what I'm going to refer to as a long long spreadsheet that is a colorcoded um spreadsheet that shows the history of the the district's unweighted FTE final
numbers um through the U preliminary numbers in October of last year so with that on this afternoon's agenda um we will be looking at where we are in the budget cycle discuss a little bit about the legislative session the
calendar of course session started today uh we'll talk a little bit about the history of the district's unweighted FTE some look at some Trend data um K12 Public School 2425 update look at um the estimated impact um of the October FTE
in comparison to our projections as well as what we um had for last year and just run through some of the agenda items with respect to budgetary approaches challenges and finally close off with the executive order as issued by the
governor so in the in the fiscal 2526 budget process um you can see the arrow that says we are here um actually we're a little bit ahead because we um today I believe the team um discussed with the superintendent our projected FTE for
next year which I believe is due to the state this Friday um in addition to that um we are uh we have met with the principls in the second or third week of February to um dispense our allocation their allocations for next year so
within the FTE projection budget meetings and Staffing allocations to schools um area of our budget cycle as I mentioned today uh March 4 on the um legislative calendar session
starts today and con the um session convened convened pursuant to article 3 section B of the State Constitution and at the bottom of the slide I just wanted to kind of point out a little bit where the new Speaker of the House Mr Perez hinted that budget
cuts coming into the fiscal year expect expect some fiscal belt tightening in the Florida house um the house typically is the chamber that controls the per strings in the legislature Senate is more on the policy side although at the end of the the end of the session both
Chambers will get together and negotiate what we call a final conference report between the two between the two Chambers the next couple of slides will just give you a peak inside the Florida Department of education's database that we use for our FTE projections for coming up for
next fiscal year 2526 a couple of graphs from that um database on the left hand side shows Martin all which includes your Charter Schools your scholarships and your traditional
schools so if one were to look at that if one were look at that model you would think that overall that the school school district is incre increasing our FTE or when you when you look to the right you'll notice that the traditional
FTE for for Martin County Schools we have a declining model and all and the model there also forecasts a further decline in our 24 2526 FTE so at this point I wanted to also
point out that we did did not receive a third calculation which is the October count um until late yesterday afternoon so you've heard before um that the truth does have a um date and time stamp on it so some of these numbers I will refer to
you when we go through the actual detail of the numbers that they have not been certified by the doe but preliminarily what we've received back in terms of the data that we have sent all other models that we looked at not only Model 9 predict a further
decline in the school district traditional FTE on the next slide you'll see Charter Schools Charter Schools again are projected to increase through about 66006 currently in our preliminary date as as of October um they came in at
around 1540 1547 um this accounts for addition of um some students at Clark Advanced Learning Center as you may recall the board did increase the cap for Clark as well as Indiantown high school so that is accommodated within that 16006 and then
virtual remains um pretty much flat but we do have a slide to talk a little bit about further on slide 25 about a new initiative that we will be utilizing to try to get some more FTE on slide eight as I mentioned before I just wanted to give you a historical timeline of when we typically receive
our reports from the state for the the October um FTE count um in 20156 which is typically what we're used to we would receive the report right after we leave for break for the for the winter break and um as you can see we received that in
January of each year pretty much for the last several years and we just simply we just received the third calculation for October not even to mention February um yesterday at four o'clock and staff is currently going through those numbers to see exactly
um what we call the bomb damage assessment to see where we are particularly on the on the traditional side that will affect um our comparisons to third calculation to what the final legislative conference report when that
is issued to make sure that we have an accurate gauge on either funding increases or decreases as we move forward so again just to note that as of February 26 when we put this together we did not receive um a third calculation
that is certified so the numbers I'm about to share with you are preliminary numbers so we've been tracking um our FTE by survey from around 20 February of 2021 as you know we count our students twice February and October as you can
see if I go back to February of 2021 our district overall was 1805 7.40 if you jump all the way to October off 2024 it's 18984 N5 so you would think that we would be growing but when you look at
the traditional Charters and scholarships and stratify that you can see that in February of 2021 we were at 16455 23 and preliminarily as of October we're at 16 62.3 five now the big I
would say downward Trend occurred right around in October of 2023 where we were at 16 46947 dropped to 161 146.4 and we pretty much have not really recovered from from that loss of FTE in
that time time frame so the total F unweighted FTE including Charters traditional Charters scholarships decreased by 134.5 overall but the traditionals from February of of 2024 through October of
2024 decreased by that 109.5 3 so graphically when you look at a graph you can see um the bars that since and and what I did was I colorcoded anything that is an increase you would
see um in green whereas a decrease would be in Red so the school district of um Martin County traditional schools has not increased our FTE since February of 20167 gone through all those C
surveys so looking at a school by school analysis you can see for example in elementary which was very nice to see that we've actually had some overall growth in elementary um from February of 24 to October preliminary of 24 of about
175.2 n FTE so that was very very good to see um that there was some growth where Warfield Elementary had your largest growth of 5 3.53 FTE and unfortunately Pinewood had the largest loss of 20.7
Fe at middle school middle school all middle schools lost lost FTE as you can see we lost 272.50 FTE with your largest Lo with your largest loss at Hidden NOS Middle School
um further in the presentation I do I will talk about some of the um things that we're looking at for Middle School to try to not only retain some of our students who are moving from fifth grade forward as well as some surveys and things that we're um the instructional
services department has been discussing in terms of trying to get some of that FTE back high schools um Mar um Jensen Beach High School continues to grow matter of fact um last Friday I met with the operations team looking at some drawings
where we're looking at um converting some of their lab spaces and other spaces to classrooms to accommodate the future growth uh but as you can see Martin County High School lost 52.3 for FTE from again from February of last year to
October overall I would say 26.7 is Prim fairly flat or if not flat um excuse me so at high school we're we're fairly stable there virtual program um we started the Martin
County um virtual franchise picked up about 5.67 FTE again we'll I'll go into further detail on a further slide yet to come looking at special centers um Spectrum picked up 23.73 FTE while
Willoughby lost 20.18 FTE your largest gain and your largest loss over the oct over the February um FTE occurred at those two two areas when you look at your Charters Indiantown High School um they're at
about 91.0 one FTE as of October as I mentioned we will be in our projections for next year we'll be adding a few more students there um and at Treasure Co Classical Academy they actually lost about 14.85% download our reports from back from the state because they have
recalibrated the information but from what we're seeing it's it's not very far off all when you look at scholarships again scholarships have exploded um our preliminary number for October is 13747 five when you look at the graph
you see $18.6 million but that is based on 1, 1970. 75 unweighted FTE and not the 1374 but I wanted to give everyone a sense of the flow of funds through the district but
with respect to um our scholarship or voucher programs so coming into this this afternoon's presentation I wanted to give the board and the public a sense of what the budgetary impact is for not
making our projections as well as on top of that losing FTE so if you look at the first the box at the very top you'll see we projected to the state 19754 that is the uh document that we signed off and submitted to the state
last year similar to what we're doing this year in terms of looking at our FTE so when you look at the preliminary October 2425 for example we projected to the state in a traditional 16135 where we came in at 1662 so we so
we're short of projection about 73 using total f funds per student of about 9,541 which is a combination of state and local funds together um we will be looking at a loss of about $696,000 Charters would be the same thing at
about 74 44,1 198 I'm going to pause and explain myself with respect to vouchers and I put that in red the voucher program as you notice is 1375 which was our preliminary number
and the projection to the state was 1993 so because those funds are a pass through to the district and we don't see a dollar of those funds in planning the 2425 budget we took out all those
revenues we know we're not going to get any of that 18 million that you saw in the previous slide so we dropped our revenues It came it came down to about 11.7 million so because it's a pass through I'm not standing in front of the board this afternoon to say we got to
cut $7.3 million because that Revenue was never included in our so when you look at combination of where I put the letter a and letter B it adds up to about $1.4 million however referring to budget book page 160 and
going back to last year we always set aside those funds until we see what we call internally the whites of their eyes so the student doesn't materialize we've already set those monies aside to make sure that when we don't make our projection then those funds can be
returned to the state so I set aside about $1.3 million so we're short about 100,000 which we will surgically go into the budget and make that adjustment the second box that you see on the bottom is not only did we not
make projection but we went in Reverse we lost 110 students based on what we had in 2324 in February at 16172 rounded and we came in at 16062 in the traditional Public School sector however
we don't have to cut that million dollars that I'm showing the million 49510 because coming into the fiscal year we had already started the process of reducing our allocations to offset that anticipated loss So based on those two we had already reduced our allocations we know that there's some
adjustment to come um once we get the third Cal and we will we're going through that but we do have those funds reserved and set aside to protect us budgetary challenges as we approach this budgetary year uh we we are seeing
some movement in the uh property casualty um sovereign immunity um caps it's a little premature at this point because this is still being discussed in the legislature obviously we still have challenges with declining enrollment in
the um in declining ft unweighted FTE in our Traditional School schools um we also again we're still there's a lot of work been done with the off blocks but we still have some more work to to be done there and I know Mr labarba and his
team are still looking at at various options um as you saw a moment ago um the FTE at middle schools is particularly of a concern and I know just in Broad terms that Mr labarber and his team are also looking at the virtual and Martin County School District
virtual franchise um looking at at those fifth graders um on the 14th of March uh next Friday I believe it is we'll be going up to bravard uh to take a look at their program and how they're administering it to get some of those
best practices uh we're looking at doing some Outreach to students via VIA some surveys to looking at you know current students past students marketing our specialty programs looking at feeder schools and maybe even having signing nights going on moving on from fifth
grade to Middle School um some of the other challenges of course are um inflationary impacts on the pricing of goods and equipment I just put a little excerpt of an article where the transportation director from Marian County was um talking about that a 77
seat seater um passenger bus is now about $160,000 whereas in 2020 it was about $105,000 so we continue to see those price escalations hit us as we go through the subsequent years and not to
forget that next year we also have the 2526 um textbook adoption next year we'll be looking at personal financial literacy from 9 through 12 the ELA intervention materials from K through three and math
intervention materials through K through four um I know the the adoption committee is in the process of meeting and once we have some numbers um from the Publishers we be bringing those numbers back to the board hopefully by the next time uh we talk about this next
month I'm going to jump if you mind to slide number 21 and then come back to 20 um again I mentioned this is maybe a little bit premature but in the with the sovereign immunity caps um the current caps are 200 200,000 for individual
claim per incident 300,000 from multiple claims arising from the same incident and the proposed is to move that to 1 million3 million so what we've done is that we've given you a worst case scenario that based on the district's proportionate share in our scrimp pool
it would be about 157 $146,000 which is in house bill 301 and um going back to slide 20 it was just a um possibility of
looking at a legislative change to include some um words in the definition of what casualty actually means it is referred to on your attachment D in your handout on where item number B reliability
Insurance could be included at some point again it's a little premature because this is being discussed in the legislature and going through the process as developments happen we will update you on that the next slide is on slide 22 uh
what we we did was we wanted to give the board a sense of what the governor's recommend recommended budget uh what that would mean for Martin County School District however as I mentioned we did not have the October count yet we just received that late yet late yesterday
afternoon and so what we did we did some backwards math we took out all the voucher unweighted FTE we knew what the base student allocation was we worked our way back into it typically the governor's recommended Budget on a yearly basis this is the most
Rosy um forecast going into the session um so if you go to slide number 23 you can see an overall increase of about $5.8 million which again is typically the the largest
forecast interestingly enough on the previous slide they they are reducing the ESC guaranteed allocation that we're going to talk a little bit about once I go through further through the process on slide 24 this is for the benefit of
the newer board members that um the state we don't really control our own millage rate the state actually sets our own millage rate and if you notice the tax role in 2425 uh that alone went up by 8% but you
can see the inverse relationship between the tax role and the required local effort which is part of the reason why we had to go out to our voters in 2018 and ask for the authority to Levy up to
0.50 um Mills for operational purposes so as I mentioned before um with respect to the virtual program we worked with stepup for students um they had a charter school um conference between November 19th and
21st last year where they discussed this issue where school districts now have the opportunity to bill um parents that have taken a voucher for their students who attend private school home school
you know that sort of thing and so what we did was we worked through the process we sent set up a banking put in all a new bank account um to set up the banking information and right now the step the next steps that we're going through is to determine the appropriate
courses for 5 26 and we're currently uh Mr BL Barbara again once again and his team are um collecting data on the appropriate courses that we could be able to offer next year going forward so I wanted to share that with the board that that has been done so the
2526 um budget is under construction all departments the budget files have been distributed to leaders we have received some of them back uh we're requesting a 30% reduction in expenses but I wanted to point out um a special
exception which is special education um a couple things there and I know that's a lot of um writing there but the code of Federal Regulation 3.2 203 which is attachment a in your in
your packet looks like this it shows the it says that the the state educational agency the sea must determine if the local Education Agency budgets for the education of children with disabilities at least the same amount from at least the following sources so you can do your
test using local funds only you can do the combination of state state and local funds and then you can do local funds on a per capita basis or state and local combined on a per capita basis which the per capita calculation is the most generous um calculation the compliance
standard is um compliance standard is on the same document and we meet the standard if we do not reduce the level of expenditures for the education of childr with disability at least from the following sources as I mentioned there are two
exceptions in the law um 204 and 205 204 is an attachment B and it it talks about the exceptions where you may have a voluntary departure or retirement or departure for just cause of special education related
person related Services Personnel a decline in your FTE or maybe you had some high costs in the prior year maybe you purchase some equipment that you don't have that you're not purchasing in the subsequent year then those are allowed as
exceptions and finally in in um item attachment C is another adjustment for f local fiscal effort that you can pursue which is in English all of that means is if your idea budget goes up from one
year to the next let's say just for math purposes it goes up by $100,000 year-over-year then you are allowed to decrease your local effort by 50% of the increase when you look at the IDE the special education budget however they
have about a $3.4 million budget and 3.1 of it is specifically for outside services such as speech and language Etc so be very difficult to do that in particular given the guard rails and the protections that are in the federal law when we looked at ESC we went all the
way back in our budget booked to 20134 and the ESC population is still around 18% of the total unweighted ft so that that would present a challenge um but I know that Dr Estes and and her team are still looking at their
budget um the website is being developed actually we we set it up there set it up this afternoon for the website under Finance it says fiscal fiscal year budget reductions and it
says 2526 budget reduction presentations coming soon so what the the thought there is for every presentation that I come before you we will have a slide that details Finance operations whatever and show show our budget reductions to be very transparent and this is in in
compliance with the superintendent's order to track and as publicly said to track and be transparent about our budget reductions for next year the allocations methodology as Dr Miller had recently spoke at a board meeting the allocations methodology has
been changed from an enrollment based to FTE based in other words um for from a account of noses to the actual funds that we receive from the state in order to run the school district all positions are being reviewed to ensure that Staffing is Right sized and efficient as
possible contracts for services are being evaluated for rebidding um you're doing some of that this afternoon with your um medical insurance but we have already gathered some numbers based on looking at districtwide Landscaping we we're seeing some potential savings
there and we'll bring that back at the next um budget Workshop as well as local Printing and when we say local printing we're talking about a full manag um print solution that would include for example toner Services support per copy
charges so I'll be working with um the procurement department and the ET department to get that done um different Focus actually this year with expenditure accountability being enforc we're also asking for return on investment for some of the expend es
that departments are are undergoing for example software we want to know are we using it how many users do we have what is what is the benefit that the district receiving from these expenditures of taxpayer dollars and finally I would encourage all board members to re review
the 2425 budget book that shows all departments all expenditures by fund every single penny for the last since 201819 you can see a historical um depiction of all the expenditures for all all all projects
and all programs on February 24th we received some information from the Florida Department of Education this then in your in your packet is a copy of the um Governor's executive order for your bedtime reading and we received this
information and in there it highlights amongst other issues establishing the Florida those those task force unused federal dollars and I wanted to give the board and the public a sense of what kind of what would that kind of look like so when you look at the chart you
can see Title One title three Ida Part B and all the various programs and where those numbers are coming from is at the end of the grant period we're required to send in a report to the Florida Department of Education called a fa 399 so one would be tempted to look at
that and says well this is the UN balance at the end of the fiscal year however it's very important for us for the board and the public to know that these roll forward balances contained contain planned spending and the role forwards are applied for and included in
the subsequent Year's funding these undisturbed undistributed balances could also include hardto fill positions positions that we've advertised for and are unable to fill them and vacant positions indirect costs um and I know
know that grants management through again through Mr La Barber's office meets with um the schools and in January about each year and they they switch to their alternative planning okay we got a plan B so now we got to see how we can best utilize those
funds on the final slide legislative um Senate Bill 166 which was actually heard yesterday and passed through the prek through 12 education committee line 1274 of Senator Simon's bill says that the doe shall make funds from
title one two and three available to the leas which is us for the full fear full period of availability for federal funds what I did was I just took a sample to the right of one of our grant award letters and I know it's very small but I
can just tell you it's for only one year the full period of availability under Federal the code of federal regulations is 24 months so that's two years so that gives us more time to spend these funds and I would say that if after two years we we have these funds that we don't
spend them all that's on us so I just wanted to to show that in addition I've also given you some roll forward numbers for title one two and three in the in the box to the left as well as to let you know that sometimes we don't actually get these award letters until
we're actually in the fiscal year and it makes it difficult to plan when you're in the fiscal year and you're now being awarded those funds so you can see from 21 122 all the way through 2425 in 2425 we got our title on award letter in October and you know we start
our our fiscal year on July 1 so Madame chair board members members of the public thank you for having me this afternoon what I'd also like to do if you have any questions on the what I call the long spreadsheet you will notice that there's a slight variation
between some of the numbers that you see in the February um FTE calculations but you you notice at the top of the chart it says final because sometimes the doe makes adjustments to our FTE after the fiscal year is over and we're still and
we are actually into the next fiscal year they do a little final adjustment so but again the trend is the same if you go all the way down to subtotal traditional Public Schools you will see we have not had any greens since around fiscal year two
201617 and we've lost traditional we have lost FTE traditionally over the last several years once we have the final numbers I will bring those back to you next month and we will be able to do that reconciliation and I will show you the full impact but from what we're
seeing um it appears that we do have enough Reserve at this point in our budget so I don't have to come back with any drastic cut pow did you have a question I'm just um because it's a Federal Grant and their fiscal year doesn't start in
October we're never going to get in notice of award prior to their fiscal year beginning so h i mean we deal with that too because our fiscal year is they 101 yes ju July 1 to June 30th but the
way the notice of award comes we get our notice of award in June but it's like already calculated not I'm not saying you oh I'm just talking about how doe Works in other areas with the Federal grant we're we're never going to know
truly because you're working within two fiscal years it's not we're always going to get that notice of award in October because which makes it ex even more difficult to plan because you never know what that final number will be so I'm
I'm just making that point to show that there is correct a a time difference between when we actually have our numbers okay this is what I'm working with versus um trying to figure out okay maybe I going to get this role forward and okay they're going to take a 15%
maybe so it's it's difficult to to administer the Grant I think with a full 24 months and you know exactly what your numbers are then you can make more plans you can then strategically decide okay I've got more time to spend this so now
I know exactly how to administer the F do you have any questions I have one yes in your smaller presentation you talked about losses at Willoughby and Spectrum yes were they absorbed into other schools in the
district or did those students leave our district completely i' would have to follow up and find that out for you but as of the October count and you know during survey week as long as you show up once then you're counted so at that specific point in time that FTE those
students were at those locations but I can follow up with you and see if they went back to their home schools cuz then if they did it wasn't really a loss in the district it was just a loss at those schools exactly okay thank you Carter I appreciate it well and just for those
schools like spectrum that typically the bad behavior starts because a lot of kids that go there are going there because of their behavior so you tend to see enrollment higher later in the year not in the beginning of the
year right school year okay thank you hey thank you thank you ma'am we are up we're up to discussion items but I did want to say that um with the board's uh approval to
perhaps discuss some uh percent reductions in our school board budget as well so I just wanted to put that out out there maybe we can come up with some ideas at a later at a later board meeting to discuss that maybe come
at the next Workshop Diane maybe a discussion if if if everyone else is amenable to that some things that we can do to pitch in as well well I think if it's a 30% across the board it's across the board including our whatever I mean
whatever our budget is it should be the same for our budget as well right but don't we have to as a board decide what those cuts should be or do does the district make that decision yeah I mean we we have we have authority over the entire budget if we said okay
we want to cut travel or we want to cut you know certain areas that are okay so I I don't want to I don't want to make a blanket decision I want everybody to weigh in and and decide what we what areas we can uh cut so
thank you uh very briefly I wanted to bring back up um I had spoken back in I believe November when we were discussing the Veterans Day that I I would like to see a proclamation for the month of November
be veterans month and have the district schools across the board do projects have assemblies events planned for the entire month have the teachers be creat creative and honor our veterans
because I just think it's the right thing to do so I wanted to know if you all were willing to support that um I would have Jen bring it up to an agenda because I did I did furnish her with a
framework of what one look like but by all means I think we should all have the the language that that we like but in addition I'm asking each of you if you have any proclamations that you would like to bring forward for specific
months of the year something something to think about um I I think it's a it's well worth the time and effort for you know a multitude of things we could have a parents appreciation month we could have a teachers appreci whatever we want
to do um Bring It Forward and we can discuss it and and assign months of uh dedication into specific things in our district thank you we're going to move right along here
to Schoolboard policies before I begin is there anyone in the audience that would like to public comment on any of these policies that we are bringing forward seeing none 6.01 1231 outside activities of
Administrators anybody care to make a motion no we're not voting oh okay we're just moving through these okay I'll get the hang of it okay um okay so no discussion on that
all right so 16002 2420 school patrol this uh policy is being rescinded any discussion seeing none 6.03
3231 outside activities of Staff this is a new policy do I have any comments or discussion on this I I have one question for um Miss Mrs Falls so normally the the thousands the 300s and the 4 thousands go together
but there's no 4,000 to this one okay thanks okay thanks okay 6.04 54101 promotion acceleration placement
and retention any discussion on this none 6.05 5505 academic honesty this is a new policy any discussion I have one thing on that one
um I know that it talks about in here that it's supposed to be included violation of the policy supposed to be included in the code of conduct so I just wanted to um be sure that we had the heads up on that because if this Moves In accordance with the calendar it will be approved if it
manages to get approved before the code of conduct is done for next year need to keep that in mind microphone sorry thank you thanks everyone we were made aware that that could be coming
along so should that pass or when that passes we would bring that back for an amendment okay thank you okay we have 6.06 5610 removal out of school suspension disciplinary placement and expulsion of
students any comments on this policy sure okay so on page three so it talks about um one of the things that I know we've talked a lot about is Parental involvement and um
there is an informal hearing but no notifying parents before suspension and I think it says somewhere in the statute that we'll make every effort to um work with parents on behavior before we start suspending children but there is no um
there's nothing in here about notifying the parent so I think that that's important I also have a have a problem and we've had this in the past and brought it up is that when you have a um like if you
have an infraction and there have been some crazy things that we have that children have been suspended for and if you start the suspension the very next day there is no time to even involve the parent um to
intervene so they go home the parent is notified in writing what I think that I agree with every single option that says if they get if they agree to get email or text messages they need to be and a phone call needs to be um they need to
be contacted other than um sending a letter by mail because I think a lot of the statute says that um by mail and we know that it probably would take a week to get to them but I'm just really concerned about the lack of notifying the parent before we're suspending
child um that was that and then there was one other oh it's there is some discrepancy in the completing their work in one and I didn't write down the paragraph but in one place it says that if you're if you get out out
of school suspension you can make up your work as long as you do it within five days and then there's another one that says it doesn't even give the number of days so if you're if you if this principal does the maximum suspension of 10 days and we're only going to give them five days to make up
their work I mean but we're sending them home the very next day how are they going to get their work to do the work while they're on the Sy suspension and then they only have 5 days to do it when they get back I think we need to think that through a little bit more um would you like it to be consistent
with that five days or is there discussion for a different number of days so that we can when we update it to bring it back should it be five days five days because the other place I I've notated where it doesn't say any days your point so I just want to be well I I
think I think it's really tough to put in those very very limiting it should be at the discretion I mean there should be a little bit of discretion but there should be something because um if a student is out for five days and they
didn't get any of their work to do while they were gone and then they come back to school and they're doing their work that to keep up in the class plus making up work what is reasonable I don't know I don't want kids to
fail because they couldn't get everything done in five days when they come back so I think it depends on circumstance if they get their work were they going to I I don't know I just think we need to think through that a little bit more so my question is when
they are suspended is there something that they are sent home is that a is that something that happens in the schools or it's different at every don't know Madam
chair we're just looking at the approved student progression plan and there is a section it just queued me I remembered it was it was changed a little while ago makeup assignments and assessments students who are absent from class regardless of Reason will be required to
make up classwork and or tests according to Schoolboard policy 5200 the student will have a reasonable amount of time up to one day for each day of absence to complete makeup work principles May Grant extensions to the makeup time limit for extenuating circumstances
students assigned to in school suspension it continues that they're all to make up work and I seem to recall principles sharing a concern they wanted to make sure that students had ample time but also were held to the standard of when you miss work you need to make it up and so that was something that had
been adjusted not too long ago I think we should mimic that language in the in this policy as well so that it's consistent because there is another place where it doesn't even have days just says you can make it up doesn't
give the very okay I I I am fine with that language was that all you had on that policy Miss Powers yes ahead so that's on page three of seven down towards the bottom the next
to the last paragraph that starts with that and then it's in the middle of um page four of seven um also on page three of seven it has that the principal will send formal written notice to the student parent or Guardian by US mail
you did not indicate whether you wanted us to check or other method agreed to by the parent you had had said in other policies that are in this deck that you wanted that box checked or other method agreed to by the parent so I'm assuming
that you want that checked um my my question is when and how does a parent agree to this other method is that something when they're doing their forms at the beginning of the year that says yeah yeah send me a text message send me an
email message Etc so if that's the case um and I'm sure that somehow we're tracking that if we get bounced back emails if we get something and I don't know whether there's a way to track delivery of that email to be sure that
that email actually gets to them so that if we're using the other method agreed to by the parent and the parent says yeah you can use an email um in all the cases in these policies I hope that we're going to be able to document that
they actually opened it or that they received it and did something so that we know that they actually got the notification is that we can certainly track if we' if people that work in the district have opened emails but to be able to confirm
it with other maril like Gmail or Yahoo providers that would be a challenge so I I can I can ask our um Network team to look into that further but that would be a challenge to um assume that they did indeed open
it Mr Adrian when I'm sorry madam chair can I asked Dr ad question go when and I and I'm actually looking to you but I also look over to the other side over here in focus when we if a parent puts in an email address and we send them an
email notification of some sort using that email address that they provided if it bounces back that it did not go go through because it's an incorrect email address or they're no longer using that email are we notified of that we could see that yes okay so like if they if
their email address had a 23 and we put a 22 and we sent it we we would get a bounce back if it was not delivered to that specific email address provided it's not a legit email address so essentially we could run a report of emails that were bounced back and staff
at the school could contact those parents for either an updated email address or a different form of method of communication yes okay thank you so and I go to Mrs power's comment of the as you're starting an a
suspension um and not letting the parent know that you know obviously if you use the mail that's going to take a couple days to get to them but you probably have a pretty good chance of it getting to them um and I'm concerned with this and or other method agreed to by the
parent um that they're just going to and I realize that yeah a parent has to open it but I mean I think that it's um well and I I I don't I think that is
wording is I I think we have to say that we will make every effort to contact the parent via phone email regular mail like if your child's being suspended you're going to want to know that I would want
to receive a call at work or on my cell phone or get a text message that said this is what's happening do you want to come the school right now um it it just gives parents the opportunity to be involved in that process and to
understand it because I know that um a lot of kids they don't get the full story unless yeah and I'm just worried when it's a formal written notice and it's a we can either use US mail or we can send
if the parent said send me an email we can send an email and it never and they never really get notified I mean it's and I I almost feel like that paragraph on page three besides the formal written notice it does say AB in
the above paragraph the principal make a good faith effort to contact the students parent or Guardian by telephone immediately after making the decision to suspend but the formal notice um I I don't know about a formal notice that's going by email I just don't know
well I think that and to your point about that language the phone call should be made before the decision is made to suspend because the statute says that we will make every effort to work not work with a parent to
avoid picking kids out of school um which you know again off off this topic but I would really like to see our our out of school suspension data but also our in school suspension data and how how that is going and we used to get
ceser data too that's reported and I I think I'd like to see that data and what's what we're you know I know it's reported so whenever it's reported if we could get a copy if everybody's interested in that can we send this back
to Neola and ultimately Terry harm in this particular because I don't think it complies with what the statute says with the language of after instead of the the statute language that's talking about you're supposed to make an
attempt um and work with parents it it doesn't mean that a principal is supposed to suspend a kid then make a phone call and say by the way I suspended your kid and a formal notice is coming to you by email it's yes ma'am we will do that and I'm getting confirmation from Dr parendo that the
directive is they are to make a phone call before any student is suspended and that that call would be documented we cannot have a student suspended without apparent um notification and input so we do need to get this language updated at
the very least to be in alignment with what we're doing so is everybody else okay with throwing this one back yeah anybody else 6.07 5611 doe process rights any
comments so I would just add again the parental notification um before we're the informal hearing and the decision is made so that the parent can be involved in that process I before
a decision is made to suspend a student and I I will say I I don't want it to take away from you know the discretion of the principal if it's something that the student needs to be immediately removed from the school
that's not for safety reasons but um I think our our goal should be to not suspend students and the more parental involvement we have the better if they choose not to be involved that that's okay too but um I think we have to give
parents the option be a part of the solution I also have a question on this one in paragraph a it was stricken so in paragraph a for students subject to suspension um the students going to get a written or oral notice of the charges
and an explanation of why they're subject to maybe be suspended but then we've crossed out the line that says the principal or design will make a good faith effort to inform a student's parents by telephone of the suspension
and reasons for it so it's that just seems a little yeah we'll we we will have Mr Harmon take a look at these because that was obviously strucken through by niola so um and it needs to be in alignment with okay statute so well and I do think
it's kind of odd that the principal holds the hearing and makes the decision and then does the appeal as well just um they've already made the decision once going to go against themselves I I just those two okay okay
6.08 5730 equal access for non-district sponsored student clubs and activities any comments hold on I don't why I put a note um about on E it says non School persons
do not direct conduct control or regularly attend the activity I I I'm not like a parent couldn't come I I don't I don't understand the purpose of that is it to to prevent um like a group from
coming in and organizing students or I don't yeah I just think it's kind of weird but if there I if I understood what the intent was to check or whatever
I would I I took the intent to be the same as C the same way that the a district employee isn't promoting leading or participating that we don't want non-school people to be able to do the same thing does that but if you have
a volunteer that comes in because you don't want eighth graders to or you know to be on the campus by themselves if if it's a parent they can't regularly attend a meeting or be there that's what I just didn't
understand I can I can definitely say that non-school persons um will not promote lead or participate in the meeting but that they can't attend or be in the room how do you have Girl Scouts then
yeah look at that 6.09 5780 student parent rights go ahead um note says it's on page this is another one that has
um at the very top of the page a student may be suspended only as provided in the policy of the district a good faith effort must be to immediately inform the parent by telephone of the student suspension in the reason which goes back to the and within
24 hours let the parent know by mail or by a method agreed to by the parent I think that goes to the same in 24 hours their kid will have served their one day suspension and now what like what's the point in telling them after all of that
it's like yeah I think that paragraph needs some help that the discipline a suspension piece it on that 6.10
5860 safety patrol this is a new policy see any comments 6.11 6210 fiscal planning any comments
6.12 6310 procurement code of ethics resend anyone 6.1 3 6322 construction Contracting and bidding this is a new policy any
comments I do on page two um item F which talks about day labor contracts not to exceed raising it from 280 to 600 I don't have an issue with that I have
an issue with the next in parenthesis thing that says said amount may be adjusted annually based on changes in the CP I um I'm kind of H who's going to do that how's that I mean so you it's almost
like you need to Peg the 600 as of a certain date and then say something because otherwise you're never going to you know if you pass a policy that says 600 but we can change it according to the CPI and then it just
organically happens I think is a does that make sense to you Mr Morrison I guess I would be asking just the wording on that yes um I'm actually looking over to Mr Carver but I do understand your point with respect to
the annual adjustment based on the CPI and it puts me in the um mind of the cost per student station that is in the in the in the Florida Statutes that they actually release a chart each year that shows the CPI adjustment to that amount
but let us take that back and just research to make make sure yeah I just think it needs you know it needs to be pegged and then changed from there and if it's not just the CPI if it's the thing that's being given to us by Doe I think we need to reference that that's where it's coming from and it's not
somebody looking up online what's the CPI for thanks 6.14 6334 pre-qualification of contractors for educational facilities construction
this is a new policy any comments 6.15 661 0.01 contracts for operation of vending machines on school property this is a
policy that's being rended so does that mean there will be no policy for um commercially owned or leased vending machines 854 I think we have a new policy the bottom
6.32 okay we're not there yet although I'd love to be okay thanks sorry 6.16 instructional materials allocation
6.17 6685 funding for promotion public relations and Hospitality this is a new policy do I have any comments I don't know why the green word says and instead of or
um because then it makes it seem like you have to hit all those hurdles it's not giving you a choice of those hurdles or the of those categories is that so if if maybe if Mrs Falls can check with niola and see why they
decided to use and instead of or it just grammatically doesn't seem to well it does say may include but not limited to yeah and then it gives a whole list and it says and so it's like we're lumping all those together it's like it's not
limited to I think it's limited to any of those individually I don't think it's and 6.18 6700 Fair labor standards act FL
LSA any comments 6.19 pre-qualification of contractors this policy is being rescinded 6.20 74301 environmental health program
6.21 74403 small unmanned aircraft systems 6.22 75 4.08 artificial intelligence AI this is a new policy
6.23 8110 business office resend 6.24 8130 z school hours resend
6.25 a215 media centers resend the language about out um in K of objectionable materials being brought to the attention of the Su principal that's being rescinded yeah so that's all going
away coming back this spe this specific Martin policy is going away because we can pick up the Neola policy for the instructional materials it was just this one's listed in here specifically about the hours of
the media center the scheduled use the number of books there's the there's the Neola policy that picks up the actual process which one was so do we consider Media Center books instructional
materials you're specifically talking Mrs Roberts about K objectionable materials yeah or J select both J and K yeah I'm okay with the a the B the C the D okay let us check to make sure that J
and are covered somewhere else and then we will get back to you because I don't I want we just let us check on that okay thank you 6.26 822 school day this is a new policy
6.27 8310 public records 6.28 8350 .01 social security number management this policy is being rescinded 6.29
8401 safety and health loss control program resend 6.30 School Safety and Security 6.31 84 8406 reports of suspicious activity and potential threats to
schools I have a question on that one on page two it talks about annually the district will make make available a training for parents and Guardians for use on the Florida fortify Florida prior to the start of each school year or at the time of a
students's enrollment if during the school year just wanted to highlight that that's something that we need to be sure that we're doing yes I've got the thumbs up from Chief in the back and I do know that we had a pretty lengthy discussion about
that executive cabinet on how we are proceeding forward with that staff watches different videos and then we also have a training at each of the school sites on how to activate fortify which is why we've received an increase
in the number of usage and students using it because that training was conducted this year yeah so I'm I'm questioning about the training for parents and Guardians prior to the school year and done via video with Mr Chief rangela
and the Sheriff's Office together combined and the video was pushed out uh via social media on all of our platforms Frank is there any other area other than social media where it was pushed out and it met the statutory requirement for
parent training on how to activate that as well and so also if during the year we get a student who enrolls we're giving that to them at the same time is that part of the procedure that um Brian's my son I sign him up in November
he starts coming to school and now Brian's parents need to be given that training that's a good question so right Chief new students coming in in that did not receive the initial training on fortify well it says they're only required to do it within the first five
days of each school year Frank frelo chief of Safety and Security so we do have the video on my website on the school district platform that we can make available to parents yeah I just want to be sure that if this says that um it's available and
we're telling them at a time of a student's enrollment of during the school year that we're that we're somehow checking that piece and making sure that that actually happens I think that that five days of the school year has to do with students so cor I think that's the first one but then the second
part about the annual training for parents and Guardians um we may be able to link that on the registration and focus as one of the requirements that a parent does during the registration process similar to the way we do with
the ement forms so let us take a look at that Mrs Roberts that's a that's a good point and that would be make it very easy and you can track if they did in fact watch the video
yeah okay and finally 6.32 8540 vending machines Madam chair can I make a comment about that one sure so in e it says food items and
it goes on to say there's a USDA smart snacks in schools regulations and if you look and I little I did a little digging to actually pull up that list of what the smart snacks in schools are and there are some okay
options some different baked options in there but some of the options on here I noticed are very sugary type snacks there is all kinds of cookies on there there is breakfast cookies I never knew that cookies would be for breakfast uh frosted poptarts Cocoa
Krispies granola bars I think that that list uh we could do better so I didn't know if our nutrition team could audit that list and take out some of the especially sugary snacks that would be wonderful we actually had a a meeting Dr
morard with our our monthly PTA meeting and one of the moms I think if not two brought this forward to our attention and uh Laura hamal was in ATT attendance at that meeting and she did say that she was going to be looking into their questions uh very similar to yours in
regards to that and we'll be presenting back out again to the at our next month's meeting so hopefully something will come of that and we can take a look at streamlining that list a little bit tighter thank you a comment on that we also had two parents come to our sha
meeting they also com well we've had also in the past specifically uh red dye products with red dye that they were you know serving like slushy kind of things and a lot of parents
um red dye impacts their ch um child's energy level can adversely affect them and cause behavioral issues so I think we're going to see more come more guidelines on what on things like that
from the new Administration as well great do you think um Miss Hamad would give us a presentation certainly absolutely we'll make sure that we'll we'll make arrangements if everyone would like that I think that would be a good idea a lot
of great information and if you don't if you should go and have lunch at the schools it is so impressive what they do and how beautiful it looks I'm so impressed by it like honestly and the healthy snacks and the kids are actually
eating it is there so the carrots and the celery and all the stuff the Cucumbers that they make into ghosts and stars and it's they do a really really good job I'm thoroughly impressed I think maybe maybe they'll
bring some snacks well I think that's when they bring snack great idea Dr Miller will arrange for that um I do know too that she did a very great job in explaining the options to parents to be able to log into the system and place notes in their system's online account
their their child's online account for restrictions so if there's dietary restrictions or if there's red dye restrictions or anything else that a parent does not want their student it Flags it at the register so that the cashier is monitoring what's on the tray before it's taken out of the line or
paid for um I think though she would love that opportunity to present and I think that's also an opportunity too for her on the record to explain that to a larger audience as well that there's that option there we just don't have that for the vending machines I think
the vending machines are a yeah it's a it's a nutrition issue but it's separate from what they're serving at the schools I don't know that they're monitoring what the kids are taking out of vending machines and who knows I mean I used to like Pop-Tarts but they're bad
for you it's a good point and I think through our process of cleaning up some of our contracts um and the vending machines that are on our campuses and I we we did note Dr Mori AR's concern with the energy drinks that are available through the vending
machines not from us but based on what our our vendors are placing in those machines to possibly come up with some restrictions on what we will allow or not allow in those machines so all coming so so you're going to pull 8540 and bring it back with a with
different language then because otherwise if we it if we leave it at this because right now all it says as long as you satisfy these conditions the next paragraph doesn't even give you the right to override those conditions we will do that so if you pull that one and
thank you Mr robs yes we might want to put we might want to put um let dentists know they could advertise on our bending [Laughter] machine or a red alarm goes off when
they take a certain snack right all right well thank you everyone this was a long one I am going to adjourn this meeting for