03-14-2018 Board-Cabinet Retreat

The School Board of Brevard County, Florida met for a Board Retreat in conjunction with Cabinet members on Wednesday, March 14, 2018 at Florida City Gas, 4180 US1, Rockledge, FL. Notice of the meeting was advertised in the Eagle newspaper on Thursday, March 1, 2018. The affidavit of publication with a copy of the ad attached is filed in the Affidavit File in the Board Office.

Opening Exercises
1. Opening Exercises


The work session began at 9:18 a.m.

Tiffany Rodriguez, Energy Efficiency Program Manager for Florida City Gas, welcomed the Board and cabinet and provided some brief comments about the company and ways they partner with Brevard Public Schools.

Both Cabinet and Board members expressed appreciation for allowing the utilization of the meeting space in their Rockledge office as well as providing snacks and lunch. 

Roll Call
2. Roll Call


Board Members Present:  Misty Belford, John Craig, Tina Descovich, Matt Susin and Andy Ziegler

Cabinet Members Present: Stephanie Archer, Desmond Blackburn, Russell Cheatham, Jane Cline, Amy Envall, Mark Mullins, Matt Reed, Stephanie Soliven, Beth Thedy, Dane Theodore, Carol Kindt and Pennie Zuercher

Pledge of Allegiance
Order of Business
3. FEFP Conference Report - Pennie Zuercher
Attachment: 2018-19 Conference Report to 3rd Calc..pdf
Attachment: 2017-18 Student Membership.pdf
Attachment: Use of Funds.pdf
Attachment: 3rd calc vs. second.pdf

Discussion ensued and Board members had various questions regarding different avenues the district could pursue regarding taxes.  Chairman Craig asked for Ms. Envall and Ms. Zuercher to put together revenue options for the board to review.



4. School Staffing Allocation Changes-Zuercher, Kindt, Soliven, Cline
Attachment: 2018-19 Factors.pdf
Attachment: Par Comparisons.pdf
Attachment: 2017-18 Student Membership.pdf
Attachment: Summary of Change in FTE and Units.pdf
Attachment: 2017-18 Allocated Units Pre-six Day Count.pdf
Attachment: 2018-19 Second Par.pdf
Minutes: Information was presented to Board members on school staffing allocation changes/PAR.  Staff continues to look at efficiencies to fund priorities. 
6. Pharmacy Services-Keenan, Cigna, RFP - Zuercher
Attachment: Keenan v Cigna Draft - 3-13-2017 w graph Option 2 _1 page.pdf
Attachment: CIGNA Proposal.pdf

There continues to be questions about what has happened to pharmacy rebates from previous years.  Also discussion ensued about doing an RFP for pharmacy services.  Consensus from the Board is that pursuing the RFP was the direction they wanted to go.


7. Changes in School Board Art Show - Soliven


Dr. Soliven had questions about the manner in which Board members wished to see awards presentations such as the School Board Art Show.  It was determined the recognitions would be discussed during the Board Retreat the following day. 

8. School Health Program
Attachment: Executive Summary.pdf

Dr. Thedy explained the difficulty the district is having keeping school health employees in our schools through the Department of Health. She provided some recommended solutions and the estimated costs associated with each. 

It recommended that we maintain the status quo. 

9. Signatory Thresholds Limits Recommendation
Attachment: Printable - Signatory Authority Thresholds 3_12_18 (003) (002).pdf

Dr. Mullins provided on overview of current processes for consultant and sales & service agreements that do not require board approval and signature authority levels for agreements that do not require board approval.

He presented his recommendation for authority levels to increase from greater than $25,000 total to greater than $50,000 for board signature.

Board members agreed with his recommendation and rationale.

10. Outsourcing Study Update
Attachment: Board Update - Outsourcing Study.pdf
Attachment: Outsource Services Survey - Update 3-9-18.pdf

Dr. Mullins presented an update of  the outsourcing study.  His proposed recommendation is to postpone due to major initiatives across many operational divisions.

Conversation took place about custodial expectations.  Mr. Theodore said he has found the expectations to vary by principal.  He said we need to set a standard of anticipated outcomes and this will equip current employees to perform better.

The district needs to look at ways to tighten and improve existing processes.

Board members and staff took a break at 12:50 p.m.
They reassembled at 1:05 p.m.


11. Substitute Services


Dr. Kindt offered board members some statistics on recent substitute fill rates:  February - 87.6% coverage and March to date - 89.8%. 

Noted were some things that we can do right now such as looking at ways to incentivize substitutes as well as teachers to work on Fridays.

The Board asked for suggestions of ways to get more substitutes.

  • HR will provide tools to use to improve sub pool.
  • Ask for a legislative push next year to streamline hiring retirees for substitutes.
12. Board Member Topics


403 7 457 Plans - Matt Susin

  • Mr. Susin felt that if the district had less providers, employees would receive more services. 
  • Ms. Zuercher expressed her opinion that multiple vendors is the best option for employees.
  • Mr. Susin said it wouldn't take too much to go to an RFI.

Athletic Trainers - Andy Ziegler

  • Mr. Ziegler wanted some discussion about the possibility of full time athletic trainers. There was also some clarification surrounding the duties of athletic trainers and the fact that there are ambulances at each game in the event of an emergency.

Closed School/Principals Discretion- Matt Susin

  • Mr. Susin believed that in many cases a school may be closed, but due to various students taking dual enrollment, dropping out or transferring, that there may actually be seats available in the upper classes, thus making room for a student to transfer in. He was curious whether or not a policy could be written to address such situations. Dr. Soliven provided some feedback and there was no determination to move forward with any policy changes or enhancements at this time.

DROP Criteria - Andy Ziegler

  • Ms. Zuercher had answered his questions prior to the retreat.

Closing Remarks
13. Next Steps


Three action items came as a result of the work session:

  • Action:  Have a workshop on Revenue
  • Action:  Request for pharmacy RFP
  • Action:   Push for legislature to streamline rehire of retirees to use for substitutes.

14. Adjournment


Chairman Craig thanked everyone in attendance for their continued collaborative efforts.

The workshop ended at 1:52 p.m.