001[music] >> Good afternoon and welcome to the Polk County School Boards work session. We will now call the work session for March 24th, 2026 to order. Thank you to our staff who are available and accessible to help and address any questions. As a board, we strive to work with you to ensure that we achieve our mission to provide a high quality education for all students. I would like to start by reading our who are we statement. We are the Polk County Leadership Governance team. If we were to pick one phrase that to define us, it would be student-centered because when we come together to work, we lean on our diverse backgrounds and experiences to ensure that our decisions are focused on providing a high quality education for all students. The four most important things to
002our governance team are operating with integrity, respecting our students, staff, families, and each other, establishing a culture where stakeholders feel valued, supported, and have opportunities for personal and professional growth, and supporting an approach of continuous improvement to ensure student outcomes. Collectively, we need to work on behalf of the children we serve and find avenues of agreement so that we can govern the district in an effective manner. There is no acceptable alternative. We will always collaborate in a respectful manner in order to enhance opportunities for each student and staff member. We will not disparage others. Our students will thrive because we will remain committed to supporting the whole child. We hope to engage and empower our students and stakeholders to create a community of lifelong learners. At this time, I would like to turn it over
003to Superintendent Hyde to lead us in our work session today. Good afternoon, Mr. Chair, members of the board, and members of the community staff. I apologize for my muffled voice, but I've started a cold and I don't want to get everybody else sick, so we will try and make it through workshop and the board meeting. Um the first item before us today is the charter school annual enrollment capacity update. Each year in March, our charter schools are required to submit enrollment modifications and or justifications for an increase request. Um so, Ms. Olmedo will come forward and she will provide a summary. Good afternoon. All right. So, before you is um the attachment with all of the schools' requests, whether it be for an increase or a decrease, and there's justification outlined if there is an
004increase. Uh currently, all of the annual enrollment capacities are in alignment with either their current application or approved contract, a building expansion, they have high-performing status, or it is supported by growth in the current community in which the school resides. Dr. Allen. Thank you, Superintendent. Um Ms. Olmedo, I was just curious, when a decrease is noted, is that something that's requested by the school or is it some other method uh to determine when that decrease is happening? >> all of these increases and decreases are dictated by the school. Mhm. When they do ask for a decrease, we do follow up to remind the school, "Hey, this is a decrease of uh students. Is Are you still want to move to move forward?" And they normally have a justification. And we just when they give us
005the okay, they want a decrease, we we roll with it. Okay. Great. And then secondly, I noticed uh Navigators uh expansion. Just want to make sure that their building has capacity to handle that increase. Correct, it does. Okay. >> Increase the 500 students on their program, they do have the building capacity. Okay. Thank you. That's all I have, Superintendent. Thank you. I was just waiting to see if anyone else had a question or comment. Seeing none, Mr. Motto, thank you very much. Board members, the next item is going to be presented by Mr. Talbot. Uh so, Mr. Talbot can go ahead and make his way to the front. Board members, we have established a pattern of creating partnerships with our local municipalities when it comes to program expansion, creating opportunities, shared facilities. In some instances,
006we've done it with colleges and universities. In other instances, we've done it through via municipality agreements. So, Mr. Talbot is here today to present a proposal uh that we would collaborate with both the city of Lakeland and with Florida Southern on a track facility. So, Mr. Talbot. Thank you. I appreciate the honor to speak here today. Um Is the PowerPoint coming up? >> [clears throat] >> Yes, sir. All right, there you go. All right, so we have a unique a unique opportunity to um forge a a great relationship not only with Florida Southern College. Um with me from Florida Southern College is the athletic director, Drew Howard. And then also representing um Polk County uh is Mark Zimmerman. He's the senior economic uh development manager for Visit Central Florida Sports. So, it's going to be
007a partnership with them as well as the city of Lakeland. Um city of Lakeland's also part. So, we're we're calling it the South Lakeland Sports Cluster facility. Um if you've been out to Holloway Park where we host it's Holloway Park currently is probably the second best cross country facility in the state of Florida. And then the city of Lakeland's going to do about a $3 million renovation to probably turn it into one of the premier cross country courses. So, we want to add that. Currently at that facility, Florida Southern has a a lacrosse practice field um that we already have access to if if we need it. Um other things out there is a Holloway Park disc course, McGee Park, which is a soccer field. And what we want to do is add a state
008of the art track facility um for Florida Southern with the partnership. Um we're looking at a 6,000 seat stadium with a multi-purpose practice field with locker room, concession stand, and training room. Um part of working on that situation uh with that facility is we wanted some designated classroom space um for a classroom where we could host events out there or if we have um high schools that want to go out there and do a class with our sports management people, things like that, we would have access to that classroom facility for us out at the facility, which they could turn into a banquet room >> [cough] >> or another room when we're hosting um major events. We're looking to host about 20 to 25 events annually in the estimated economic impact roughly about 8 to
00910 million depending on those for that county. So, bringing those events in is a great thing for our community. And the total project we're looking at right now is about $6 million. Um some of the event projections, obviously 17 to 20 track and field events and then 12 high school and middle school track events. So, the nice thing is is we will be able to host our county championships there, our middle school championships there. Um We are going to also make it available to all the schools in Polk County, but we're doing a specific target on Lakeland High School and Kathleen High School because they're close in the vicinity. Jenkins will also have availability, but they do have a very nice track of their own. So, we don't foresee them wanting to use it, but
010it'll be available for all schools. If you think about Kathleen and Lakeland High School, their tracks were built a long, long time ago when it was in yards. And trying to expand those tracks would you're looking at moving build buildings and bleachers to make the track acceptable. So, this will be one way to enhance their track programs and track facilities. Um with all the events that are coming in, we'll have collegiate events there. Our student athletes will have access to, you know, inspire to go on to the the college level to run track. We're going to have access to those meets, >> [cough] >> um band competitions, [clears throat] um the turf field, the games, the stadium. One of the great things about it is obviously, you know, we lost FHA basketball this year for
011a 3-year contract, but this will give us another avenue to go after the state um track and field events for the FHA. Um if you think about the impact of hosting state championship, it's a lot of work. But if you think about the loss this year, um Winter Haven girls basketball qualified for the state tournament. They won in the semifinals and then advanced to the finals where unfortunately uh they fell just a little bit short. The estimated um financial cost is about $6,000 to get them. And that's a cost we haven't incurred in 25 years that we've been hosting the state championship. So, we're excited to um for this project to go. Um this is just another layout. If you've been down on Lakeland Highlands Road near um Lowe's and the the Sam's Club, it's
012right down off that road. Uh and it'll be a state of the art facility located right off there in conjunction with Holloway Park. We're also looking at a design where when we host major cross country events, we can modify the track to where they finish inside the stadium. Um so, that's one unique thing in our with the city our partnership with the city of Lakeland, we have access to the Holloway Park facility. So, how's the partnership going to look? Um basically, the Polk County's looking uh $6 million over 2-year period. Um Florida Southern is going to take the brunt of the project since it'll be their facility. Um they're going to put $6 million up front. They're going to take care of the maintenance and the scheduling. So, facilities don't have to uh worry about
013diving into another project. I know they're overwhelmed and we appreciate our facilities department in the day-to-day operations. Uh our responsibility we're looking at a $6 million commitment over a 3-year period. So, it's something that we can spread out over 3-year period to flourish that partnership. Um and I'll be honest with you, the 23-year agreement was just a number we put out. That's a safe number that none of us will be here. So, um Uh you know, but it it you know, we want we we enjoy our partnerships with our communities. We have a partnership with Southeastern out at Tenoroc and that is that's going great. Our student athletes out at Tenoroc having access to those collegiate athletes. And if you think about all the other partnerships that we have, we think this is uh It
014wasn't an opportunity we wanted to to slip by and bring to the school board. Um so, we think it's unique opportunity. So. Well, and the reality of it is to replicate this on our own with the lack of space, we'd have to procure land, which would be far more expensive. And then we'd have to construct a facility and then maintain it. So, these types of shared municipal partnerships, especially with our colleges and universities, goes one step further to provide our kids with an excellent opportunity and the district a a very good ROI. >> [snorts] >> Additionally, as Mr. Talbot touched on initially in his comments, um he spoke about the fact that there would be a a classroom facility there for our use. So, think about that during events. And we've talked about this with
015the Homeland property. So, as the county moves forward with the equestrian center, there is an we anticipate having classroom space there as our students move into the potential as we look as a district to launch an events academy um for our students. So, so they learn how to coordinate all the logistics, scheduling, and support large scale activities and events, which there are quite a few in Polk County. It also creates um space for ROTC because for a lot of these events, our students can get pick up some of those volunteer hours and our ROTCs can get additional experience with traffic control and and other things while they're on that site. So, it makes a great deal of sense for us. It's ideally located um because it's not far from the highway. And it creates again,
016as as Mr. Talbot pointed out, for several of our schools, it does create a much better facility for their use and our ability to replicate that at six or seven high schools is far more expensive than what this project proposal would incur. So, Mr. Sharpless. >> [clears throat] >> Thank you. Mr. Talbot, thank you for bringing this in. Sir. Uh Mr. Zimmerman. Mr. For your name from Florida Southern? Drew Howard. And Mr. Howard, thank you all for being here. Um I just have [clears throat] a couple questions. Uh my first one is I've dealt with this uh between cities and and uh high schools and different things. We've there's issues with scheduling. And I notice that scheduling is a uh has Florida Southern uh logo there. Uh so, I'm assuming it's Florida Southern responsibility on
017the scheduling end. So, how So, how So, how do we how do we get like priority usage, that kind of thing? We're going to have priority usage. The nice thing is Drew and I have known each other for a long time and we currently uh they use Bryant Stadium on on the days that it's a lot of rain and stuff like that. So, they're going to handle the scheduling. And if you think about our track meets versus their track meets, there's very little crossover. Um and a lot of the collegiate events will be held during the week and we'll have access on the weekend. So, we don't anticipate any scheduling issues or anything like that. I think it's just one of those deals where, you know, it's a great relationship. The scheduling's going to be,
018you know, and obviously we've already discussed like, you know, give us the events that you got to have there, right? And so, we're going to have >> [cough] >> just as much access as they are. And it's going to be a shared facility with we don't anticipate any issues. And we want to make sure when we sign and legal goes over that, you know, it's important for, you know, our relationship. Too Too many times the handshake agreements can cause issues when one part one part of the partnership leaves. So, we want to make sure that everything's in writing, so when um you know, we have that down, it'll be in writing, so cuz we this facility, we want it to be a um a very shining light for Polk County, but we want to make
019sure that that the intentions of the facility carries on long after we're gone. Excellent. I have only have one more question. Um we're talking about facility life cycle, right? We talked about having to make major up upkeep uh and upgrades. I know we have a 23-year agreement. Um is there any major capital that needs to be put into this after initial built within that first 23 years? And if there is, who's on the hook for that? So, if you're looking at basically you know, Florida's weather is very tough on tracks. Um you're looking at probably a restriping [clears throat] probably what, Drew, every 5 years? Maybe po- potentially, but uh currently we're negotiating the contract. I believe the original in the contract would be that Florida Southern will handle the maintenance of it. All right.
020Thank you. That's all I have. Yes, sir. Ms. Fields. Yes, thank you. Um when I was reviewing this last night, I got excited about [snorts] the possibility and how it's going to definitely allow Kathleen and other schools opportunity to expand and to offer kids some things right now that they might not be able to receive. >> [snorts] >> I think the one of the questions that I had you answer was in writing, making sure that uh well beyond when we're here, that the uh partnership will continue without any any flaws. Yes, ma'am. I mean, it it was important for, you know, a school like Kathleen that, like you said, you know, they have the bleachers there, but then they also have the facility right behind the bleachers, so the financial cost to to redo Kathleen
021would be astronomical because it like if you move the bleachers back, then you got to move the building back, and if you move the building back, then you got to then you got to build a brand new baseball field, so it was like a domino effect. So, this will be, you know, a very special time for Kathleen High School to have, you know, shared use for this, and obviously Kathleen is one of the priority schools as well as Lakeland because of the proximity of the event as as well as Jenkins, but we're going to put things in writing, and and we're excited as well. And you know, and then like our relationship with Florida Southern has been you know, nothing's ever truly been in writing, but you know, Drew's been at Florida Southern a while,
022and I've been in the district, and we're always working together, you know, and and the thing I love about Florida Southern and ourselves is we do what's best for students, and whether it's a collegiate level or the high school level or middle school, so it's great. Well, thank you for bringing it uh before us, >> Thank you. and I wholeheartedly support it. Appreciate that. Thank you. Dr. Allen. Thank you, Superintendent. Uh I was just going to, you know, recognize you here. You're here with us, and you know, you had that nice uh national recognition in December. Uh no, I appreciate your work on that and having, you know, a a nationwide impact on athletics, so I thank you for that, and and I you know, the the accolades are great, and I and I do
023appreciate it, but anytime that, you know, it's unfortunate that I get to stand alone when I accept an award, but anytime I do, I make sure that it it's on behalf of the county, and I and I appreciate everyone involved in athletics because, yes, I get to stand up front and get the shiny plates and do those different things, but I represent our county, which is first and foremost, and then I couldn't do without the school-based athletic directors. I mean, they they are such a unique part of what we do, and you know, you think about hosting all those events, and and you know, they're there just as much as I do. So, anytime I accept an award, it's on behalf of the school district and all the schools, and you know, I and I
024am fortunate enough to have people at the schools that are just outstanding people that care about kids, and and then be able to represent our county and you guys to accept those awards is truly an honor, so thank you. Yeah. Appreciate you. Most of my questions were answered. The first one was like the the 23-year agreement. I'm like, where'd that number come from? But um if you tell me how old you'll be in 23, I'll tell you how old I'm going to be in 23 years. No, I'm just kidding. You don't have to do that. >> I'll be [laughter] I'm not 29 again. Oh, yeah, yeah. Indeed. Um yeah, I I like the multi-purpose use of the classroom space as Superintendent mentioned. Um you know, you've mentioned the tourism impact. That's something that's important to
025me and all of us as well. Um you you talked about some new initiatives around this, right? And the opportunity to bid on some other things. Yes, I mean, you know, and Mark can speak on that cuz that's part of his job is bringing those, you know, major events. I mean, like I said, you know, we've hosted state cheerleading and state weightlifting and volleyball, and and a lot of it people are very appreciative of me, but they don't realize that you know, Mark and his crew at Visit Central Florida Sports are just as much involved. It's a partnership. I mean, we're getting ready to go into negotiations for the state championships for next year. We're having our planning meetings and getting, you know, us on the same page. We're meeting with the Florida High School
026Athletic Association next week to you know, look at a 5-year deal for some of the events in the future cuz it's yeah, I think it's important to you know give back, and I think the most important thing is is >> [snorts] >> you know, how many people missed out on the Winter Haven girls championship cuz it was in Jacksonville, so it's important for me and everybody I represent to bring those events here to give our people in this county the opportunity to see the best of the best at the highest level in high school sports because with everything going on in pros and colleges, it's still pure at its purest form at the high school level, and it and it's so enjoyable to watch the kids, you know win a state championship, or and it's
027and more importantly, when you see kids that they don't achieve the dream of winning a state championship, but they handle it so humbly. And it it's about building character and and develop them as people. There's so much more that goes on. We see the winning and the lose, but when you watch a team lose a state championship, and they get to shake hands with the other and congratulate them, you know, you know that our teachers, our administrators, our principals are instilling, you know, great qualities in our students in Polk County, so it's it's it's it's there's no better place than Polk County, so I appreciate that. All right. Thanks. Appreciate it, gentlemen. That's all I have. Superintendent. Ms. Wyatt. Thank you. I appreciate you addressing the 23 years in your opening comments because that apparently
028was all of our question is where did this number come from? Um the best I could calculate was that, you know, 23 would get us to a a round year number and not a but um so I am thrilled to to support this opportunity. It's a it it really is a great partnership agreement. Um and thank you for including classroom space cuz that's one of the things I think we talk about a lot is where do you put them once they're there? Well, and I >> it rains? I love the fact that, you know, as we progress as a district and and provide more opportunities for our students in having an event you know, classroom space to go there and see and having the accessibility to watch all different kinds of events, whether you're just
029managing four or five teams trying to get practice in a day, or you're hosting a major event. There's so much you know, I I joke with our school-based athletic directors because I always make fun of them in saying that, you know, you you know, you guys got an easy job. You just turn the lights on, and two teams show up, so um but it'll be nice to show the logistics behind hosting event and teaching them there's so much more with coordination of travel and times and this and that, and then be able to cuz I'm sure we have student athletes out there that their playing days will end at some point, and I think being a part of athletics has been such a joy in my life, you know, that I'm blessed and fortunate enough
030to be part of athletics long past my playing days, and would love to just share that with the student athletes of Polk County. Awesome. And so, 6,000 seat stadium, is that then our largest stadium that we'll have access to in the county, or is there anywhere? Um I think so, yeah. As far as, you know, I mean, Bryant Stadium, it depends who you talk to, and then if you get into, you know, if you go if you go 18 inches on a seat, which, you know, one of my legs is 18 inches, I don't you know, I'm taking up two seats, so unfortunately, um but yeah, it would be it would be a nice stadium that we'll have access to, and it's not just as we prevent it as a a sporting event you know,
031we also does MPA move there, right? Does other things, band concerts, you know, other things. It's not just going to be for student athletes. It's going to be a district-wide initiative where the bands will have access to and those things like that, so Awesome. Thank you so much. >> Thank you. There are no further questions or comments. Thank you. Thank you. Appreciate your time, and appreciate your hard work. Thank you guys. Thank [clears throat] you. Board members, the next item up will be um shared by Josh McAlmore, director for planning and real estate. This is part of our uh commitment to the board to bring regular updates as to the status of the new high school site. Good afternoon, uh Mr. Chairman, members of the board, Superintendent Hyde. Again, as the superintendent has alluded to
032in our series of monthly updates to the board regarding the district's efforts on constructing our new high school, uh over the last 30 days, we have seen some key accomplishments. Um and those have just been captured on our slide, but the big one is uh last Thursday, we officially closed on the property, so the district now owns uh the acreage that our high school is going to be constructed on in Poinciana. So, that is a a key milestone. There were some hurdles to get through there, uh working with title companies and legal descriptions, making sure everything was exactly perfect, but um we're happy to report that that has uh been executed. Um but in looking forward into the future, uh some key future um milestones, and I don't mean to um I don't want to
033gloss over uh another point is that uh in working collaboratively across the district and well, in no small part of Mr. Green, we have arrived at an initial draft comprehensive agreement which was transmitted to Fortress Secure last Friday, I think or the 13th at like 4:00 or so. >> [laughter] >> Give or take a couple minutes. And that has been a monumental undertaking. But again, that initial draft has been transmitted to Fortress to at least allow them an opportunity to review some of the additional language that we have proposed and that's going to be an ongoing back and forth until we arrive at a point where okay, we feel we are in agreement and now it's time to bring it back before you through various work sessions for your consideration. And some upcoming key events
034and milestones again, just the comprehensive agreement workshops and again, eventually the actual adoption. The project still is underway under permitting review with the county already. So in terms of their flood plain review, their driveway access, utility extensions. So all that is still already underway and under review by the county. Pending your questions. Mr. Sharpless. I've [clears throat] got three different questions for you today. You mentioned property closed last Thursday, the 19th. Um were there any final adjustments to the $10 million purchase price for the 62.5 acres? And was the nine and 9.7 acre donation successfully recorded? Correct. So everything so the 72.2 acres is ours. Correct. Yes, sir. Okay. All right. That's good. Second thing uh the LOMA, you know, I'm going to ask about that. So I'm I'm wondering has FEMA officially reclassified the
035site's flood zone status with the LOMA and okay, that's Not yet. That process is not a quick 30-day turnaround process and that is completely at at their pace at the federal level. Okay. All right. So I'll Um the last question I have is the project still targeting an August 2028 opening and when will the exact ground setting be set or ground sorry, groundbreaking be set for that project? No, eventually key groundbreaking times have been actually pinpointed in terms of allocating like schedules and everything. But we are projecting provided everything runs smoothly and the district adopts a comprehensive agreement that groundbreaking would would transpire or start sometime early summer. It would have to in order to make those timelines and that initial ground activity meaning equipment on site, start ground clearing and literally start you'll see
036activity on the ground. >> That'll that'll get us to an August 2028 opening? Do my math right? I'm just making sure we're still on track. Okay. Thank you, sir. There are no further questions or comments. Thank you. Board members, the next item and just for transparency, it was pulled from the board agenda cuz we don't have the contract back from the city of Winter Haven. So for context and history, I don't other than Ms. Fields, none of you were on the board when this agreement first took place back in 2009-2013. The school district entered entered into an agreement with the city of Winter Haven when [snorts] they sought to provide enhancements to the Rowdy Gaudy Rowdy Got Games Aquatic Center, sorry. Um and we committed to providing $10,000 a year for a total of 10
037years or total amount of $100,000 was our commitment. That of course waived any fees for utilization, those types of things when our students all our schools use that site, mainly the majority of our schools use that site or when we're hosting regional type events and other activities. Um that agreement expired. And um very recently, the city of Winter Haven recommitted 2.3-2.6 million dollars in enhancements to the same location, same site to update the scoreboards and things like that to bring them up to speed. As [snorts] as we tried as we were working to finalize the shared usage agreement for the athletic field at Winter Haven High School, the city of Winter Haven proposed an offset. The city of Winter Haven as you know, committed to $300,000 plus to help cover the cost of turfing the
038field at Winter Haven High School at Denison Stadium. Subsequent to that, they when we were going through the contract and and I took over the contract due to Mr. Pitts's situation and found language in there that said that they wanted to reduce their exposure by $100,000 and that we would just assume another $10,000 a year agreement because they had done enhancements to the pool. My concern was I wanted that documented formally for the board. Um and that that had never come before the board as a discussion or for approval. And while it's well under the threshold, I could execute that. I as the board has learned, I don't execute contracts that way regardless of the dollar amount. I've always brought it before the board. So I did want two bifurcated contracts. I I will not
039just do the shared usage agreement and just exchange checks. So we are we are in the process of finalizing the Denison Stadium usage agreement which should be done by the end of this week. And we're waiting on a new MOU with the city of Winter Haven to commit to the $10,000 a year for the next 10 years again as our renewed commitment to offsetting those costs. And I will provide for you a financial summary. We had hoped to get this back in time but it didn't coincide with our spring break and other things. So we should get an updated document but I will also provide you with a list of other areas where the city of Winter Haven waves costs associated with school activities, school athletics, meeting locations because we get far more than the
040$10,000 that we would commit to that to that municipality. So just wanted to provide context for the board. But and hope that you see the reasoning behind me bifurcating the two contracts. I think it's cleaner that way. I think it provides our taxpayers a much much more transparency and a better understanding. And I think unfortunately, I can find no previous reference to the board approving the initial agreement going back to 2009-2013. But again, it falls well under the threshold that the superintendent has to execute a contract. It doesn't mean it wasn't discussed. So we're I'm going to have to go back and with the team and do our due diligence to see if the item item was ever brought forward formally and if not, that's okay. We're capturing it now and moving the item forward.
041So just wanted to make sure that you had the background and I'm happy to answer any questions that you may have based off what I've shared with you here today. Seeing none. Mr. Chair, you set a record. Um superintendent's report is concluded for the workshop. There are two items remaining, donation report and grants management report. As you know, those are informational items only unless the board has questions, specific questions related to those. So I will turn the meeting over to you, sir. Thank you, superintendent. Board members, if we could at this time, I would like for us to go over our agenda for tonight's meeting. So give you a second to get into tonight's meeting on a board docs. Oh. Okay. On on the on the Okay. No. All right. So I'm recognized board board
042member Wallace for a question on the grants informational item. Ms. Wallace. Hi, superintendent. I hope you feel better by the way. Thank you. Thank you for keeping the trains running on time. What are the What are what would you say are the key highlights or takeaways that are important to deduce from the grants report? I'm not following. Oh, like um in looking at all the status of the grants report, the document, the spreadsheet document that's six pages long and it shows all the grants that we have going. Right. It has some that we may or may not have secured the funding yet because there's a holding pattern with the federal government, right? So are there any is there anything to know about any of those or are we still waiting to hear back? Like is
043there just any recent information we need to be knowledgeable of or do y'all feel comfortable with the way things are? I think the team and I feel comfortable. The only grants that we were initially concerned with were our ESOL ELL grants, migrant family grants um and professional learning. Um title two dollars are considerable and I am quite frankly given all of the constraints that the state has for reading endorsements, special education endorsements, gifted endorsements. Um much of which school districts can provide after you submit a plan, Florida Department of Education approves your plan to provide those credits and that training on site. That's our biggest concern. Those those federal dollars were our largest concern. We have been told that they are being renewed at this time. So it's just a matter of protocol and there's
044an assurance letter that we're hearing that we'll have to sign to make sure that there's nothing within our program training modules that would fly in the face of federal expectations or state expectations. Um the the intent behind the report is to provide the board a comprehensive list of all the ways that we receive additional revenue outside of statewide funding, obviously. Many of these we apply for. Um well, all of them you apply for. Some of them are simply granted um so long as you have an approvable submission and your grant activity is aligned to the federal guidelines, um but many others we have to actually aggressively go after for. And then we show the initial uh grant award and then we try to show how the spend down is occurring and provide a status report.
045So, this this program or this Excel spreadsheet will update frequently and it's just intended to provide an overview for the board. It also lists the schools impacted and for the most part it'll provide you with a summary a very generic general summary of the activities. Um for for Miss Wallace and and other board members are aware of this um prior when I first arrived board member Wilson um had made a public request of of my office that there were a lot of grants that were renewals. And the board it was it the process was it was typically placed into the agenda outside of an action item. And Mr. Wilson wanted us to be more intentional and transparent with their with their stakeholders. And the board supported this as a whole. So, at this time any
046grant, even though it may not necessarily meet that financial threshold where the where the board has requested a formal presentation we provide a formal presentation and a summary. So, each time each month you see opportunities for us to bring in grant renewals. Unfortunately, they're not all consistently timed. Um they do come in sporadically. So, hopefully I've addressed some of your question. Um at this time Mr. Baldwin and his team who do an exceptional job with grants management under Miss Jenkins and others um has not indicated any concerns for us. Any grants that are expiring we will either uh come back to the board with a plan to renew those grant um requirements under current district funding and show where we are able to save money in order to expend those dollars or we will sunset
047those activities and we will provide the board with a summary of what happens next if that if that grant expires and sunsets. All right. Thank you. You're welcome. Miss Wyatt. Um just looking at the document. Can is it possible to get a column added if the termination date is not what it was planned to be? Yes. Um cuz I don't know if I'm just looking at the bottom we have the MSAP grant that was 2020 to 2025. I'm not sure if we just haven't added the one that is getting ready to terminate or if this is an old one and if so, has it been extended? Why is it still on there? So. Yeah, we will definitely do that. We we can add that. Yes, ma'am. Thank you. You're welcome. Board member Wallace, do you
048have any other questions? Uh no, thank you. Okay, excellent. Any uh any board members have any questions about uh this item? If not, we will uh we will >> [clears throat] >> transition now. Please transition to the board meeting agenda. So, I'll give you a second to to get out of the work session and get into the board meeting. So, super Thank you, superintendent, for leading us through that work session. Uh board members uh I'd like for us to go over our agenda for this evening's meeting. And I'm going to call out sections uh and if you have any questions, please uh signify by being added to the speaker's list. Are there any questions on sections A through E? A through E? Seeing none. Sections F through K. Seeing none. Sections L through N. Board
049member Wyatt, you're now recognized. Sorry, mine was in J. Um for the sec the student and post secondary dues and fees for 2025-2026, is that is for this current year that we're already Um okay. When will 26-27 come to us? Um Okay. July. Okay, thank you. Is that all, board member Wyatt? >> Yes, thank you. All right, L through N. Sections L through N. Are there any questions? Seeing none. Sections O through T. O through T. Seeing no questions. U, the action agenda. Superintendent, I would like to our previous conversation about adding um the charter school um numbers to the action agenda. And that was one discussion we had and it was just an oversight that that didn't happen. So, um I'm [snorts] requesting that be added to the action agenda so we can take
050a formal vote on that tonight. Yes, sir. So, Miss Winchester and the team will add that item and then the board will have an opportunity to discuss and then vote. All right. Thank you. Any other Dr. Allen, you're recognized. Thank you, Chair Sharpless. Uh looking at that U1, Superintendent, I I think I had some questions I sent via email on that one. Um but just wanting to cuz this is, you know, pretty significant um action item for us. I don't think um for me as a board member being elected in 2020 and not gone through this process yet. Um I know that this document was on our agenda back in December and we've done an addendum to this particular item as it comes before us and I think going back to December um the the
051series was connected to the BBB B school and now we've sort of shifted that a bit to focus on these three schools. So, um you know, a couple things I definitely understand this is a standard, you know, COPS financial um structure and the timing as far as the market's important around this. Uh but I just wanted to ensure that we have the right level of visibility and sort of guardrails as we move forward. So, um any projected cost range on those it it So, I guess that we've got three projects that's attached to the COPS, right? This is three about 300 million um that we're going out for, correct? Correct. Do we do we have any estimation on what the cost would be for those three schools that we're actually going to be doing construction
052on with this amount of um loan dollars in a sense? So, I guess I would have I guess I would have assumed we would have discussed this this evening, but Miss Jenkins can come down. I did not receive an email with any questions. I apologize if I was copied on something, but I Oh, I think yeah, I I did direct it to Mr. Green and I copied you on that. I may not have >> So, that that was helpful. But I mean if if this is something that we're going to be discussing tonight, I just thought it'd be appropriate during work session to >> Sure. I I think because it was on action agenda, I assumed that we would have an opportunity for discussion of questions, but you're absolutely right. So, Miss Jenkins is here.
053She and I spoke about this a little a little while ago cuz there were some dollar amounts that were included in there and they were unintentionally and unintentionally included, so they've been revised again and updated. But Miss Jenkins, if you'll go ahead and try to address Mr. or Dr. Allen's question, please. >> Yeah. Um >> [clears throat] >> So, you are correct. We we did bring this item back and these documents as stated in the agenda are to be approved as to form. So, after speaking with the superintendent, I talked to bond and disclosure counsel and we removed the dollar amounts. But I attached a spreadsheet um of our tentative projects. Miss Diana attached it. So, we're looking currently at Alta Vista Lake Alfred, Wahneta, McLaughlin Middle School auditorium, Floral Avenue and then deferred maintenance
054because we can bond for a portion of that deferred maintenance, but it's a it has to be a small amount and it can only go for specific things. Um In that attachment we've included for those renovations what our increase in student stations would be. So, we're still receiving things like ground leases and estimates. So, these are only estimated amounts, which is why you're just approving the documents as to form. So, once we have everything finalized um due to the >> [cough] >> process and like you said the bond markets, it may be an email from the superintendent that says these are the finalized forms um and we'll go from that point, but does that help? Do you have additional questions? >> It does because I think when my questions were coming forward as I was
055doing my research on the agenda, I didn't that uh potential projects file that's now there uh is there. So, definitely and then no monetary value per project wasn't there when I looked at the initial resolution. So, that that brought some clarity. Um I guess, you know, then moving forward. So, is there like a prioritized list of projects? So, like let's just say the costs come in um you know, way higher than expected. So, right? Because here we've got, you know, multiple projects that we're going to be targeting in regards to this initiative. So, is there a prioritized list? We do. We have a project priority list. We also have our capital plan, and the reason that we've restructured our potential funding, it's 300 million for these amounts is if we leverage our impact fees for
056building the high school then [cough] we are able to move forward with our priority projects using borrowing funds and other funding that we have because you can't you're unable to pay for deferred maintenance and things like that with impact fees. So, we've done an analysis on how best to use our funds to make them go further. Okay. And there is time, Dr. Allen, and for board members, a reminder on the current agenda, we've actually extended the time because unfortunately, as you know, we weren't able to secure three or more developers to attend the upcoming retreat. >> [snorts] >> So, that 45 minutes has now been reallocated to other topics within the agenda, this being one in particular, bringing recommendations and getting feedback from the board on how to prioritize the deferred maintenance >> [snorts] >>
057requests. So, there will be further discussion about rank prioritizing, but I think to your question a moment ago, Dr. Allen, Alta Vista has a replacement site. We had hoped to rebuild Alta Vista and use it as a swing site as we rebuilt others, similar to what we did with Scenic Terrace. But I would argue that if the board had concerns about the financial expenditures something like rebuilding Alta Vista, we would go ahead and demolish the building. But, you know, as far as moving forward with reconstructing that facility, that may become a low priority item compared to others. I would just strongly encourage, and we'll talk about this as I as I said during the retreat and and want to hear the board's feedback. I would strongly strongly encourage the board, regardless of what decision we
058arrive at deferred maintenance has to be a top priority for us. The total amount of deferred maintenance costs that we currently have as a district because of financial concerns and and other, you know, barriers that we faced have to be addressed. We we just simply can't keep kicking projects down the road. I know each one of you has been involved at at the school level with your individual schools with certain projects. I know Mr. Sharpless, you and I have had to address you know, rusted roofing and walkways at certain locations. I know Dr. Allen, we've worked at your schools whether it's, you know, some of your elementary schools, Jesse Keen and others that that are desperately in need of renovation. So, I think that deferred maintenance goes hand in hand. So, I just wanted to
059answer a little bit more of your question as far as how we'll help rank prioritize. But I think ultimately, we'll look to the board to help us finalize those decisions. And and I was glad that Heather was able to put this back in cuz there were only a few of these listed in the initial document, and they were buried on page 240 something or 140 something. So, I was glad that Ms. Jenkins pulled it aside and has given you more of a comprehensive list here. >> Yep. And I appreciate that. And I haven't had a chance to look at that, you know, potential project priority. So, I just want to make sure that is in congruence, you know, it's similar to what the board has voted on in regards to our 5-year capital improvement. And
060that's that was really I just want to make sure that we're strategizing, that's a part of our plan. So, that helps. Thank you. >> These These arguably would be in addition to. Yep. All right. Chair Sharpless, that's all I have for right now. Thank you. Thank you, Dr. Allen. Hang on, Ms. Jenkins. Board member Fields, you're recognized. Thank you. I looked at the document, and it's very in-depth is the word that I would say. And Superintendent Hardesty correct, you have to really stroll through the document to find the projects. So, thank you for attaching that separate list for us. My question is, Superintendent Hardesty, somebody going to kind of summarize this tonight? Yes, ma'am. Ms. Jenkins is here, bond counsel is here, so they'll be prepared to provide a brief summary and then answer any
061questions the board may have before you vote on the action item. Thank you. That all board member Fields want? Excellent. Board member Wallace, you're now recognized. I actually had a question about item Q. Is it okay to ask about that? And super >> Wait, item item Q, you said? Q, the letter Q, the one on the consent agenda. Okay, you can come back. Yes. Okay. Mr. Superintendent, could you help me, I mean, hopefully I may be the only one. I wanted to make sure that I was crystal clear on what we're approving with the I'm starting to get more familiar with the contractors we use to administer our health plan and ancillary benefits. And when we are to vote on this, if we were to approve it it would be to is this to renew
062some of the services we have and then incorporate what Fleet wants to do? I was just struggling putting that all together. No, if my my recollection's correct, and we probably need to get Ms. King to be available this afternoon or this evening as well. My understanding was this is the culmination of the contract negotiations we initially had with Meritan. And that's there was a lot of back and forth with language and things, and then there was as Ms. King explained I think it was during Ms. Fields' insurance meeting we had had a bid challenge, [clears throat] so that had delayed the contract negotiations. So, we executed the contract and ensured that we got everything that we had agreed to, but this is the culmination of all the language. So. Thank you. Do you have any
063other questions, board member Wallace? No, sir. Thank you. Are you Would you like to request to pull that to an action item for further discussion, or are you satisfied? I think You could always make the motion when we go into the meeting tonight as well. >> Yeah, I was going to say I'll chat this afternoon, and then if I feel like to Alena. Thank you. Thank you. Board members, any other questions on item U action agenda? Any action agenda questions? Seeing none, V, public hearing. We have no public hearing tonight. W, financing corporation for the school board of Polk County, Florida. >> [snorts] >> Any questions on that? Superintendent I was wondering if you could just discuss those two items and and why we're bringing those forward. So, I'll actually invite Ms. Jenkins up to
064address that. All right. I'm sorry. Um my glasses are fogging up today. >> [laughter] >> Mask is not working. Um essentially, you have to approve this each year. And so, it it really is a good summary from Ms. Jenkins, and that's again one of the reasons why bond counsel and other are here this evening, but go ahead, Ms. Jenkins. So, in whenever we we enter into a certificate of participation, which is it's a lease agreement, basically we have to have a secretary of the leasing corporation. So, this evening we'll open up the meeting for the leasing corporation. Elect Superintendent Hardesty the secretary, that's the position the superintendents within the districts hold. It's a formality, and then the leasing corporation also approves the documents as to form. So, you have two approvals, one from the board
065and one from the leasing corporation. Are there any questions, board members, on that? Thank you. Just want to make sure everyone was clear why we're doing that. All right. Superintendent Well, is there any other questions on the agenda up to this point? No. Superintendent Hyde, you'll have a report for us tonight? I will, sir. Mr. Green does not have an attorney's report on here. Okay. And Ms. Matthews, will will you have a auditor's report? No auditor's report. Okay. Then we'll go to our board member reports and public comments and adjournment. Are there any other questions on the agenda? All right, let's go back to our work session. And next up, we have board member comments. Are there any board member comments from any of your committees, liaison positions anything? Board member Allen, you are now
066recognized. Yeah, I'll just briefly just I will say thanks to the board for the opportunity to travel to COSCO, which is the coalition of state school board associations. It was their national conference in Louisville. And it was really time well spent learning alongside educational leaders nationwide. It's even our executive director of FSBA led a a great session. Just really noting the state of school board associations across the nation. And really really good data to understand you know, how other states function as far as their school boards. So, it was pretty impressive. And I'll just say navigating the weather on the way back, that was just and with two colleagues on the board here, may have been the the memorable breakout session of all, for sure. Um and then I just want to say thanks to
067the half-cent sales tax oversight committee. Um we recently met and we were discussing, and me just as the observer as representing you, uh discussing the generating a generator uh purchase um process and what we're moving towards. Uh and that was that appropriation, if you remember, two sessions ago, I believe. Um that came our way as well. So, a a a great partnership with Polk County um BOCC in regards to one of the generator purchases and so forth. So, really great discussion. I heard from several board member or members in a sense that that was probably their best meeting that they've had in a long time. So, that's my update. Thank you, Chair. Thank you, Board Member Allen. Are there any other uh reports from any of your committees? All right, Board Member Wallace, you are
068now recognized. I do not have formal comments prepared, but I did want to say that I sat in on my first Superintendent's Insurance Committee recently and learned um a good bit about uh how our health insurance and ancillary benefits plans work, uh the partners and vendors that we use, the um kind of the state of affairs with regard to because we are a self-insured district that all of you know, but the public may not understand that we assume most of the cost um every time uh any of our employees or their insured family members uh file a claim. So, was learning about how we compare to other populations, the health of our plan, how that's impacting us as a district financially. Um and I wanted to compliment the superintendent and our team for choosing to
069join the uh the acronym is Fleet Florida. I'm learning. >> get it right, and I'm on their board. >> [laughter] >> It's the Educational, I think, Health Trust. Yes. Fleet Fleet. It looks like F-L-E-T, but it's pronounced Fleet. But, we're partnering with other districts across the state of Florida to pool um administrative costs to have even more sophistication and expertise on how we procure these things, um to manage uh cost, risk, to also make sure that our employees are getting the best of the best with regard to support for healthier lifestyles, making sure that when we as a district and all the taxpayers are providing this health insurance that we're encouraging and incentivizing everybody to use it, to get their physicals, to get their labs, to make sure that if we're monitoring these things, it
070gives us the opportunity to treat things earlier rather than become bigger problems later. And that leads to healthier employees, more present employees, stronger families, all those things, right? So, I just again want to I I'm very supportive of the fact that we're moving in that direction to partner with other districts in the state to make sure we're cutting edge and really turning everything into the 21st century operationally. So, thank you, and I'll look forward to reporting back as I learn more. Thank you, Board Member Wallace. There are no other reports. I do want to say that want to remind all board members, we do have a discipline case at 4:00. And with that note, with no further business to come before this board, this meeting is adjourned.