Independent Citizens Oversight Committee

Transcription

1 A. Call to Order B. Roll Call C. Pledge of Allegiance D. Public Comment E. Member Reports Independent Citizens Oversight Committee April 20, :00 pm Educational Services Facility School Board Meeting Room 1. ICOC Roles and Responsibilities - School Board Attorney Harold Bistline F. Action Items 1. Adoption of the Agenda 2. Consideration of Minutes February 17, Consideration of Draft ICOC Report to the Audit Committee G. Information/Discussion/Guidance Items 1. Sales Surtax Revenue Report 2. Sales Surtax Expenditure Report 3. Project Reporting Facility Renewal a. Overview of In-Sequence Project Status b. Replace at Failure/Out-of-Sequence/Contingency 4. Project Reporting Educational Technology 5. Project Reporting District Security 6. Miscellaneous Updates Staff H. Presentations 1. Audit Report RSM Laura Manlove and Jordan Hurt I. Adjourn Preliminary Agenda as of April 17, 2016 Page 1 of 1

2 MEMORANDUM To: Independent Citizen Oversight Committee Members From: Susan Hann, P.E., AICP, Director of Planning and Project Management Date: April 12, 2016 Re: Agenda Item E1 ICOC Roles and Responsibilities At the March 15, 2016 School Board meeting, the School Board requested Harold Bistline, the School Board Attorney, to attend the next ICOC meeting to discuss ICOC roles and responsibilities. A copy of the ICOC Charter is attached for your reference.

3

4

5

6

7

8

9 MEMORANDUM To: Independent Citizen Oversight Committee Members From: Susan Hann, P.E., AICP, Director of Planning and Project Management Date: April 12, 2016 Re: Agenda Items F1 and F2 Adoption of the Agenda and Consideration of Minutes Agenda Item F1: Adoption of the Agenda The preliminary agenda is attached for consideration/adoption. Agenda Item F3: Consideration of Minutes February 17, 2016 The draft minutes are attached for consideration.

10 MEETING MINUTES INDEPENDENT CITIZENS OVERSIGHT COMMITTEE Meeting Date: February 17, 2016 Meeting Time: 3:00 PM Meeting Location: Brevard County Public Schools Educational Services Facility 2700 Judge Fran Jamieson Way, Viera, FL Superintendent s Conference Room Committee Attendees: Gary Shiffrin Chair Gene Cavallucci Vice Chair Terry Chevallier Secretary Kayla Spellman Treasurer Matthew Susin Brian Blenis Dan Daniels Sherri O Shea Mark Young Absent: Billy Stover Other Attendees: Dr. Mark Mullins South Area Superintendent Dane Theodore Asst. Superintendent/Facilities Services Kathy Jackson Accounting Manager Ed Parker Director, Purchasing & Warehouse Services Dawn Richer Manager, Purchasing & Warehouse Services Susan Hann Director of Planning & Project Management Dave Martin Project Manager Jim Hudson Project Manager Art Johnson Project Manager Tom Hood Project Manager Chris Ault Project Manager Tom Fitzgerald Director of Information Technology Lt. Mike Scully Director District School Security (Part Time) ICOC Meeting February 17, 2016 Page 1 of 14

11 Jordan Hurt Laura Manlove Vic Incinelli Matt Incinelli Becky Stephens Debbie Weaver Jennie Bowers RSM (Auditor) RSM (Auditor) Carr Riggs & Ingram Carr Riggs & Ingram Facilities Fund Accountant Facilities Department Facilities Department Note: This meeting of the Independent Citizens Oversight Committee (ICOC) was publically advertised in the Florida Today on February 10, Note: This meeting was audio taped. Call to Order Mr. Shiffrin, Committee Chair, called the meeting to order at 3:00 PM. Roll Call Ms. Chevallier called the roll. Mr. Stover was not present. Attendees are listed above. A quorum was present. Pledge of Allegiance All attendees stood and recited the Pledge of Allegiance. Public Comment Mr. Shiffrin called for public comment. There were no members of the public requesting to speak. Member Reports Mr. Shiffrin asked each member for any reports they wished to make. Responses as follows: Matthew Susin Mark Young Mr. Susin acknowledged Mr. Fitzgerald for the infrastructure and educational technology development in the schools. This allows teachers and students to utilize the computers that were received via grants. Mr. Susin feels the public should be proud that these projects are directly affecting students and their achievement levels. No Report ICOC Meeting February 17, 2016 Page 2 of 14

12 Gene Cavallucci: Gary Shiffrin: Terry Chevallier: Brian Blenis: No Report Mr. Shiffrin stated that after meeting with the auditors he is very encouraged that they can be very helpful to the Committee. Mr. Shiffrin stated that everything done with the surtax program is visible and the auditors can help with this transparency. Mr. Shiffrin stated that Mr. Zeigler, School Board Chair, is on the audit committee. He feels that Mr. Ziegler could help with gaining School Board support of the ICOC and surtax program. Mr. Shiffrin feels that without the support of the School Board members, it will be difficult to pass additional surtax referendums. No Report Mr. Blenis stated that when reviewing the School Board Agenda for January and February, there were several items that he wished to discuss. On the January agenda, Mr. Blenis noted the auditorium chiller replacements at Merritt Island and Eau Gallie High Schools were funded under the category cooling/heating/control system renewal. Mr. Blenis asked if there would be enough funds to do the control systems after the chillers are purchased. Mr. Blenis noted there was an item on the February 9, 2016 agenda to replace the outside air unit at Johnson Middle School as a maintenance project. Mr. Blenis stated it did not appear an engineer had been involved with this replacement and asked if the makeup air volume provided would be adequate for the building s requirements. Ms. Hann stated that in this case it is a like for like replacement and she would research if the makeup air requirements will be met. Mr. Blenis stated he feels the sales tax money should be better utilized than like for like replacements on systems that are ten years old. Kayla Spellman: Sherri O Shea: Mr. Blenis referred to the upcoming agenda item for Sea Park Elementary School. He stated that it appears the District is digressing from a chilled water system to a DX system. Mr. Blenis stated he does not feel this is the right thing to do for the school. Ms. Hann stated this item would be discussed during the out of sequence portion of the meeting. Ms. Spellman stated she would be touring the Oak Park Elementary School District School Security project on March 8, 2016 at 10:30 AM. Ms. Spellman invited Committee Members to accompany her to see this prototype security project. Ms. Hann stated that if more than one ICOC Member wished to participate, it would have to be advertised. No Report ICOC Meeting February 17, 2016 Page 3 of 14

13 F1 Election of Officers Mr. Shiffrin read the portion of the ICOC Charter regarding the election of officers. There were no questions from the Members regarding the election process. Mr. Shiffrin then opened the floor for nominations for Committee Chair. Ms. Chevallier nominated Mr. Shiffrin for a second term. No other nominations were made. Mr. Shiffrin was unanimously elected as Committee Chair. Nominations were opened for Committee Vice Chair. Ms. Spellman nominated Mr. Cavallucci for a second term. No other nominations were made. Mr. Cavallucci was unanimously elected as Committee Vice Chair. Nominations were opened for Committee Secretary. Ms. O Shea nominated Ms. Chevallier for a second term. No other nominations were made. Ms. Chevallier was unanimously elected as Committee Secretary. Nominations were opened for Committee Treasurer. Mr. Daniels nominated Ms. Spellman for a second term. No other nominations were made. Ms. Spellman was unanimously elected as Committee Treasurer. Mr. Shiffrin stated that all officers appreciate the vote of confidence and look forward to another productive year. F2 Adoption of the Agenda Mr. Shiffrin called for a motion to adopt the Agenda. Mr. Blenis made the motion, seconded by Mr. Cavallucci. The motion passed unanimously. F3 Consideration of Minutes December 16, 2015 Mr. Cavallucci made mention of typographical errors on Pages 5 and 10 of the December 16, 2015 meeting minutes. Ms. Chevallier made a motion to adopt with changes the minutes of the December 16, 2015 meeting, seconded by Mr. Cavallucci. The motion passed unanimously. F4 Recommendation to the School Board Regarding Draft Policy Temporary Transfer of Sales Surtax Cash Between Groups. Ms. Hann stated this policy, as discussed at the December 16, 2015 meeting, was taken to the School Board. The Board felt the procedure was too generic and asked for more specificity. ICOC Meeting February 17, 2016 Page 4 of 14

14 Ms. Hann drafted a more specific policy with the addition of an administrative procedure. She told the Committee the theory discussed remains the same but the process is more defined. Staff will prepare a justification for the request, a cash flow analysis will be done and it would be reported if there is an effect on the Facility Renewal side. If it is anticipated that the transfer would affect a project on the Facility Renewal side, it would be reported. The Assistant Superintendents for both departments would sign off on the transfer and it would be brought to both the ICOC and the School Board for their consideration. As an example, if District School Security projects are fast tracked requiring $5.7 million over the next two years in lieu of six years, the money will be advanced from the Facility Renewal fund. The money would be transferred from Facility Renewal to District School Security, the revenue anticipated for District School Security would be tracked and it would be reported how the money gets refunded back to the Facility Renewal fund. Ms. Spellman asked if the School Board would need to approve the transfers. Ms. Hann stated that she could not foresee any transfer being treated as an emergency since there is sufficient cash to get started. Mr. Shiffrin asked if the redrafted policy had been discussed with any School Board Member. Ms. Hann responded that it had not been discussed with any member and that the policy would be an agenda item for the Board s consideration at their March 15, 2016 meeting. Mr. Shiffrin stated he feels the policy is comprehensive enough to warrant approval by the Board. Mr. Daniels asked if the transfer request would be presented as a lump sum or as needed basis. Ms. Hann stated it would most likely be a little of both. The request would be a lump sum but the actual transfers would be on an as needed basis. Ms. Hann also stated as an example that District School Security has $1 million in their bank but requires approximately $6 million to complete their projects. The transfer request for the additional money required from Facility Renewal would be presented to the ICOC and School Board for consideration. If approved, Finance would then be authorized to pay the District School Security project bills from the Facility Renewal funds as they are received. Money would also be received during the length of the projects. Ms. Hann stated that Finance would most likely handle the method of transfer and refund. Mr. Cavallucci asked if the transfers would be within only the three groups or if contingency would also be used. Ms. Hann stated transfers would be within the three groups only. Mr. Cavallucci stated he feels the policy is unclear as to definition of groups. He feels it should be clear that contingency will not be used as a fund to be utilized in the transfer process. Mr. Cavallucci also stated that he feels the language should be changed to reflect if the ICOC does not favorably approve the proposed transfer and/or if the Board disapproves the proposed transfer. ICOC Meeting February 17, 2016 Page 5 of 14

15 Ms. Chevallier asked if the transfers are only for projects that are currently on Attachment F. Ms. Hann stated that is her intention at this time. Ms. Chevallier stated she takes exception to the language regarding the use of contingency. She reiterated from her previous meeting comments that she feels the term contingency suggests there is extra money. She stated it is her opinion it is all one pot of money and there will be no extra money until the end of the program. Ms. Chevallier stated she has an issue regarding transfers between groups unless it is only for items listed in the referendum. Ms. Hann stated there may be items that meet the criteria of the referendum but may not have been included in Attachment F. Ms. Chevallier stated she has no issue with adding items as long as it is made transparent as such. Ms. Hann again used the District School Security projects example in that if additional funds were needed over the $5.7 million, this money would first be taken from the District School Security contingency funds. She explained that contingency in this example refers to the percentage of surtax received going into the contingency funds, not money which is excess over the estimates. Ms. O Shea asked if the proposed transfer process is in a flow chart that can be shared with the Committee. Ms. Hann stated it is not but she can make one. Ms. Hann asked if it would be acceptable to the Committee for her to make the revisions noted above to the draft policy and forward to the School Board for approval. The Committee agreed that would be acceptable. F5 Recommendation to the School Board Regarding District School Security Project Sequencing Lt. Scully reiterated that discussions have been held regarding moving the timeline of the District School Security projects to two years or less. He stated that it would require Board approval to accelerate funding for District School Security projects. Lt. Scully asked for consensus from the ICOC to accelerate the District School Security projects so the item can be taken to the Board. Mr. Shiffrin stated that, as discussed at prior meetings, the Committee agrees that the security of all students is important and that all schools should be secure. Although each school has unique requirements, Lt. Scully stated that Oak Park Elementary School was built as a standard on which to develop the designs for the remaining schools. He stated that the project manager walk through of the site would inspire discussions regarding which design standards would be replicated and which would be left out. Lt. Scully then discussed the budget, features and time frame of the Oak Park project. The project is over budget primarily due to administrative costs. The faculty and staff at Oak Park will be asked if they are satisfied with the District School Security project. An anonymous survey will also be conducted to obtain opinions of the project. ICOC Meeting February 17, 2016 Page 6 of 14

16 An online survey will be conducted for the purpose of obtaining parents opinions. All of these factors will be used to improve the projects at the remaining 81 schools. Lt. Scully reviewed the fencing, gates and gate hardware installed at Oak Park. Once inside, students and faculty have 360 degree access within the campus without entering or exiting a gate. He also reviewed the gates at the parent loop, which maintain security while allowing access during the beginning and ending of the school day. The Building Official has required a handicapped access ramp be installed within the parent loop. Mr. Young asked about the gap at the top of the fence being open to objects being thrown over. Lt. Scully responded that the fencing was installed to deter intruders. Lt. Scully also reviewed the single point of access in the school office. The bidding process would be feasible for Ocean Breeze Elementary School since the Facility Renewal project has been completed. The next 26 schools would be aligned with the 2016/2017 Facility Renewal projects already planned. The remaining 54 schools would be bundled and sent to a design builder for their best price. Ultimately, these processes will be determined by the project management staff. Mr. Susin stated his concern about open access schools such as Eau Gallie High School. He also stated that bundling schools would improve budget with bulk buying, project management, etc. Mr. Shiffrin asked if there are enough contractors to do these projects. Ms. Hann stated the 54 bundled schools would be placed in a Request for Proposal process. The successful design builder would then be responsible for obtaining subcontractors to do the work. Mr. Shiffrin asked if budget could be met with the shorter time frame for these projects. Ms. Hann stated that with the processes required to commence these projects, cash flow should not be an issue. Ms. Hann also stated that the design builder would be requested to provide a schedule for completion of the projects. Mr. Daniels asked why Oak Park was chosen as the pilot school. Lt. Scully stated the fact that Oak Park is representative of many of the larger schools and engagement of the community were considerations. Mr. Daniels asked if any measures are going to be taken to prevent an intruder from entering a gate if it has been opened for another person. He gave the example of Tropical Elementary School. Lt. Scully stated that each unique circumstance at the remaining schools will be considered during design. Ms. Spellman asked if a minimum standard has been developed for all schools. Lt. Scully replied that the District s design standards are being updated and security design will be addressed. He also stated that the same systems will be utilized throughout the district. Ms. Hann stated that the schools are being re evaluated with security experts to determine both their overall and individual security requirements. Ms. Hann also discussed community access to certain areas of the schools that are integrated into the community. These issues will require additional review and discussion. Although he is ICOC Meeting February 17, 2016 Page 7 of 14

17 fully supportive of weekend and evening use of the campuses, Lt. Scully stated that the school day is the primary focus of the District School Security projects. Mr. Daniels asked about access into these barriers by First Responders in an emergency. Lt. Scully stated that many areas have processes in place for access by first responders. These needs will also be considered on an individual basis. Ms. Spellman asked if there is a list of schools that may be more vulnerable than others. Lt. Scully stated that when looking objectively at each campus, he feels the District has done a great job of keeping campuses safe. There is no one particular campus he feels is less safe than another. Ms. Chevallier made a motion to move forward with the recommended plan, seconded by Mr. Daniels. The motion passed unanimously. G1 Sales Surtax Revenue Report Ms. Hann informed the group that surtax revenue continues to come in over estimates. As of January revenue is over $35 million total, which is approximately $6.8 million over estimate at this time. Ms. Hann asked if the Committee is satisfied with the amount and presentation of the financial data. The Committee agreed that all data is understandable and comprehensive. Mr. Susin noted that Tallahassee based revenue projections show that the amounts collected in Year 3 may be less than the first two years. G2 Sales Surtax Expenditure Report Ms. Hann provided a summary under Tab 1 of the expenditures through the end of January in each of the three groups. These numbers match the numbers on Tabs 2 and 3. There are detailed expenditures in each of the three groups broken down by school. The Educational Technology report provides an overview since equipment purchasing touches nearly every school. The District School Security report shows the schools at which surtax has been spent. Ms. Hann stated that due to the out of sequence nature of some of the surtax spending in the Facility Renewal group, the spreadsheets show more schools than just the first 25 on Attachment F. Ms. Spellman asked if the summaries could contain a two letter code to denote the out ofsequence or contingency projects. Ms. Hann stated this could be done and since there are many schools that are both out of sequence and utilizing contingency, she would use a third letter. Ms. Chevallier suggested the use of an asterisk on the balance portion of the summaries ICOC Meeting February 17, 2016 Page 8 of 14

18 that would denote the project is out of sequence. Ms. Spellman stated she would like to ascertain from the summary balance the amount of money available or not available for each school taking into account all aspects of the work whether it is being done per the Attachment F schedule, out of sequence and/or with contingency funds. Ms. Hann stated she would attempt to develop a method to provide the requested information. She also stated that when year three is reached, it will be easier to see exactly what money has been utilized on the first group of projects since the duration of many of these projects is two years. G3a Project Reporting Facility Renewal Overview of In Sequence Project Status Ms. Hann stated that many of these projects are in the final phases of projects that were started in summer The funding for some of these projects will be insufficient but staff is trying to match the resources available with the best investment of money. Ms. Hann gave a brief overview of the status of the upcoming contracts, agenda items and Requests for Proposals. Some projects are scheduled for construction in summer 2016 and some in summer 2017, with most projects being constructed over a two year time period. Ms. Spellman asked if it is established there will be insufficient funds, how it is determined which Attachment F items will not be included. Using the example of Audubon Elementary School, Mr. Johnson stated that Attachment F has a line item in the amount of $100,000 to replace the units containing R22 refrigerant. It will cost much more than this amount to do this work. Mr. Johnson explained that in this case he and the Staff Engineer decided to oversize the chiller to take chilled water to the buildings only. The units will not be replaced until they actually fail. The entire amount will be spent in this manner; however, it will not be enough to finish the line item. Ms. Hann explained that staff is keeping a log of these incomplete items. Completion will be addressed if, at the end of the surtax program, an excess of $198 million has been collected. Ms. Spellman asked if items that are in need of replacement at this time can be funded through capital. Ms. Hann stated that is an option if capital funding is available. Another option is to fund these items with the allocated surtax contingency. These items are being dealt with as they arise. Ms. Spellman asked if capital funding is used, can it be reimbursed at the end of the surtax program should an excess of $198 million be reached. Ms. Hann stated that fund transfers must be accomplished within the fiscal year they were utilized. ICOC Meeting February 17, 2016 Page 9 of 14

19 Mr. Shiffrin requested to go off agenda to recognize Dr. Mark Mullins presence at the meeting. Mr. Shiffrin asked Dr. Mullins to speak as an Area Superintendent as to how the surtax program is benefitting the schools in his area. Dr. Mullins stated the program has provided a sense of good will. He stated the principals are happy to participate with project management in the pre construction meetings because they can go to their communities with the knowledge that things are getting done. G3b Project Reporting Facility Renewal Replace at Failure/Out of Sequence/Contingency Ms. Hann began with an explanation in response to Mr. Blenis question regarding the Eau Gallie and Merritt Island High Schools chillers. The Eau Gallie design and chillers were funded through contingency and the controls were funded through Attachment F. Correlating that to Attachment F, there is no funding for air conditioning equipment; however, there is funding for controls. Merritt Island is be funded in the same manner for the same reasons. Mr. Blenis asked if the controls were for the auditorium only or for the whole school. Mr. Hudson responded they are for the auditorium only. Ms. Hann told the Committee the purchase orders have been closed for the intercom systems reported at the last meeting as they will now be funded by the Maintenance Department. Coquina Elementary School s failed chiller and outdated pneumatic controls are being replaced. Since there is no funding in Attachment F for controls, this item will be addressed through contingency. Exhaust fans are being replaced at Creel Elementary School. The Eau Gallie High School septic system failed and was approved for construction at the February 9 Board Meeting. The window replacement project is underway at ESF. As reported at the last meeting, 61, Condition Code 1 windows are being replaced. As discussed during the last meeting, the ESF dome project will be funded through capital. The Attachment F amount for the Freedom 7 Elementary School air conditioning system is approximately $42,000. After site visits by Mr. Ault, it was determined that five units are in need of replacement. Mr. Ault explained that the condensing units along with their associated air handling units were installed in The condensing unit coils are flaking off and are beyond repair. The air handlers are also in such poor condition that they can no longer be repaired. Mr. Ault stated his concern with the gaping holes in the fresh air intake piping, which will lead to poor indoor air quality. Ms. Hann stated that Gilbane Building Company has submitted a proposal to address this issue in the amount of $245,000, which will require the use of contingency funds. This item will be taken to the Board in March. The structured cabling project at Meadowlane Primary School requires out of sequence electrical work from Facility Renewal. There were some units at Palm Bay High School that were rated Condition Codes 1 and 2 in the 2014 facility assessment; however, they did not make it to Attachment F. These units are now failing and staff is working with Maintenance to ICOC Meeting February 17, 2016 Page 10 of 14

20 replace these units. The first 50 portable classroom units have been replaced. Due to the good pricing of the units, Maintenance is going to replace 16 to 20 more units still utilizing the same approved budget of $300,000. There are failing exhaust fans on the roofs of both Satellite and Rockledge High Schools. Ms. Hann stated that she wanted to discuss the project at Sea Park Elementary School from a policy perspective. She asked Mr. Hood to discuss the factors considered when making the decision on the system to be installed. Mr. Hood stated Sea Park currently has a 40 ton chilled water system that is feeding the media center and cafeteria. The remaining classrooms and the kitchen are on a DX system. After looking at the life cycle cost analysis, the better decision would be to install a chilled water system to handle the entire building. This would require either a chiller in a box or a new building. The 60 percent drawing review revealed that this project would be approximately $800,000 over budget. After analysis by the engineer, it was determined that since most of the building is on a DX system, it would be more economically feasible to change the portion of the building being fed by the chilled water system to DX. Mr. Hood stated the optimum installation would be two 100 ton chillers. This system would be much more efficient and areas could be cooled as needed. He explained that more efficient systems will be installed at Jefferson Middle and Tropical Elementary Schools with the use of capital funding to supplement the amount allocated in Attachment F. The approval to use these capital funds for Tropical and Jefferson leaves less for other schools. Ms. Hann explained that the philosophy is that staff is always trying to do the right thing for each school. If funds can be utilized to enable a better system to be installed at a later time, it will be done. However, there are times when neither of these options are available. Ms. Spellman asked if the installation of better systems could be justified with savings to the District over the life of the system. Mr. Hood explained that there would definitely be energy as well as maintenance savings; however, the buy back from these savings happens over an extended period of time. Mr. Shiffrin asked if it would be prudent to utilize the money being collected over estimate to install better systems at this time. He does not feel we should be short changing the jobs currently being done because it is not economically feasible. Ms. Chevallier stated that this extra money is nothing more than over projection. She also stated that it was known the $198 million budget would not cover everything that needs to be done in the schools. She feels that even though everyone wants to do the right thing, there is a need to be prudent to prevent a possible shortfall at the end of the program which would cause funded items to not get done. ICOC Meeting February 17, 2016 Page 11 of 14

21 Mr. Young asked if capital funds can be utilized to fund the extra percentage of money needed to install better systems. Mr. Hood answered that Tropical and Jefferson are examples of using capital funds to install a more efficient system; however, these funds are also limited and will be tied up for the duration of the project. Ms. Hann stated that Sea Park was too far over budget to consider utilizing any additional funding. Ms. O Shea stated she believes staff is doing return on investment analysis to determine if the extra expense proposed for a project is feasible. Ms. Hann stated that even if the return on investment analysis is good, projects are still limited by the surtax funding available. Stating that surtax money has been spent on failures in the first year of the program, Mr. Shiffrin asked if staff can anticipate failures in the next eleven months that would require funding. Ms. Hann answered this was addressed by the facility assessments since they were very heavily weighted on the air conditioning systems that are in very poor condition. Ms. Hann stated she feels the amount of failures will decline since after the next eleven months, 25 schools will have been addressed; however, she feels there will be more failures within the next year. Mr. Cavallucci stated he believes staff would rather do the Attachment F items and use any excess money to go back and supplement the systems at a later time. Ms. Hann stated that the District has an absolute obligation to do the work that was promised to the public. Ms. Hann stated she feels utilizing extra funds to perform additional work would be a policy issue, and currently the policy is that staff work within budget. Ms. Chevallier stated that perhaps after two years of the program these issues be brought to the Board and the public to make them aware of the problems being faced. The program could possibly be enhanced and/or extended to help with the budgetary constraints being faced. Ms. Hann stated these issues would continue to be reported to the ICOC and the Board for information and documentation. Ms. Spellman stated she feels it is important to make the distinction between doing projects in a manner that allows for future expansion and installing equipment that is not optimum but there will be no going back. Mr. Young asked if the equipment installed is still relatively new, could it be reused in another application. Mr. Hood stated that units could be pulled out of a school and reused somewhere else if it is found to be cost effective. After reviewing the contingency use log, Ms. Spellman asked what was planned for the future since the balances show that the contingency balance is far less than the planned usage. Ms. Hann stated the biggest concern is West Shore Jr./Sr. High School due to the fact the Condition Code 1 and 2 mechanical systems did not make it to Attachment F. Ms. Hann stated there are several options being considered to fund West Shore such as the contingency, excess monies and money saved by not doing all items at the ancillary facilities. ICOC Meeting February 17, 2016 Page 12 of 14

22 G4 Project Reporting Educational Technology Mr. Fitzgerald stated that in addition to Rockledge High School the delivery of computers has been tremendous. As stated in the surtax plan 7,100 computers over the age of eight years will be replaced. Most schools received an average of 27 or more computers. Columbia Elementary School was inadvertently missed on the list but received their computers with nonsurtax money. The revenue received is $4.5 million and Educational Technology has expended $1.8 million. Due to e rate discounts Mr. Fitzgerald expects to purchase $4 million worth of equipment while only spending $2.5 million. Rockledge High School is underway and Longleaf Elementary School and Meadowlane Primary will be started soon. Melbourne High School is in the design phase. Mr. Shiffrin asked how comfortable Mr. Fitzgerald is for the upcoming testing season. Mr. Fitzgerald stated the infrastructure testing was done last week and it went well. The wireless testing has also been adjusted to accommodate testing. G5 Project Reporting District School Security Lt. Scully spoke earlier in the meeting. G6 Miscellaneous Updates Staff Updates are contained in the ICOC agenda package. H1 Procurement Methods Project Management and Purchasing In response to a request by Mr. Young, Ms. Hann presented an overview of the procurement methods utilized for construction and purchasing contracts. She explained in detail the different types of contracts, including continuing contracts, along with the Request for Proposal process used to secure these contracts. H2 Construction Auditing Carr, Riggs & Ingraham Messrs. Incinelli provided a synopsis of their methods of doing the final audit upon completion of projects over $1 million. The auditors review the District s records along with the contractor s records to ensure all numbers are correct. Their goal is to ensure the District has received the product expected for monies spent. These audits often produce a reduction in the final pay request. This reduction is reflected as a negative change order to close out the project. These contractual savings have outweighed the cost of the audits. ICOC Meeting February 17, 2016 Page 13 of 14

23 Mr. Theodore stated that the auditing process is an effective way to spend public money due to the savings realized by the District. He stated the audit can be compared to an insurance policy that the District will receive an accurate account of project expenditures. The Committee adjourned at 6:00 PM. The next meeting will be held Wednesday, April 20, 2016 at 3:00 PM in the ESF Building, Superintendent s Conference Room. Prepared by Jennie Bowers, Project Administrative Specialist II Approved by ICOC April 20, 2016 Terry Chevallier, Secretary, ICOC ICOC Meeting February 17, 2016 Page 14 of 14

24 MEMORANDUM To: Independent Citizen Oversight Committee Members From: Susan Hann, P.E., AICP, Director of Planning and Project Management Date: April 12, 2016 Re: Agenda Item F3 Consideration of Draft ICOC Report to the Audit Committee In accordance with the sales surtax referendum authorizing resolution (Resolution ), the ICOC is required to annually report to the District s Audit Committee. The Audit Committee is meeting in a joint session with the School Board on April 28 at 8:30 am in the School Board meeting room. ICOC Chair, Gary Shiffrin is on the agenda to make a brief report. In addition, the District s auditors, RSM, will present their report on their initial audit of the sales surtax program. This report is being presented to the ICOC under agenda item H1. The draft ICOC report to the Audit Committee is similar to the annual report provided to the School Board in October 2015, but contains updated information. The draft report is attached for ICOC consideration.

25 REPORT TO THE AUDIT COMMITTEE April 28, 2016 SCHOOL BOARD MEMBERS Misty Belford (Vice Chair) District 1 John Craig District 2 Amy Kneessy District 3 Karen Henderson District 4 Andy Ziegler (Chair) District 5 BPS AUDIT COMMITTEE Desmond K. Blackburn, Ph.D. Andy Ziegler (Ex-Officio) Arthur Edwards, Chair (Mrs. Belford) Don Lusk (Mr. Craig) Nicole Colbert (Mrs. Kneessy) Frank Zilaitis (Ms. Henderson) Malak Hammad (Mr. Ziegler) MISSION To Serve Every Student with Excellence as the Standard

26 INDEPENDENT CITIZENS OVERSIGHT COMMITTEE REPORT TO THE AUDIT COMMITTEE APRIL 28, 2016 TABLE OF CONTENTS SECTION PAGE NOS. Executive Summary 1 Background 3-6 Establishing Priorities 7-8 Sales Tax Collections 9 Expenditures 10 Projects Planning Ahead List of Appendices 18

27 Executive Summary The Independent Citizens Oversight Committee (ICOC) was formed after the voters of Brevard County passed a one half cent sales surtax for renewal of school facilities, technology and security. The sales surtax began January 1, 2015 and continues through December 31, The sales surtax is estimated to provide $198 million in capital funding for specific facility renewal, educational technology and district security projects for Brevard Public Schools. The ICOC began meeting on February 25, 2015 and meets bi monthly to provide oversight and guidance to staff on the use of funds collected from the sales surtax. Sales surtax revenue through March 31, 2016 was $42,822,549, which exceeds projections by 9,131,946. Sales surtax encumbrances and expenditures through March 31, 2016 totaled $21,678,924. Approximately $10.8 million in procurement has been approved (or is under consideration by the School Board) in April The primary investment for facility renewal is in HVAC system renewal (68%), which is consistent with the failures that are occurring. In summer 2015, major construction work (primarily mechanical systems) was accomplished at six of the twelve highest priority schools for facility renewal investment. Additional facility renewal work is planned at five of these six schools and the remaining six are scheduled for work in summer Design build projects at the next thirteen schools on the priority list are in preconstruction planning or design for summer 2016 and/or summer 2017 construction. In addition to planned expenditures, component failures or imminent failures are also being addressed through the program. In some cases, these are out of sequence projects where a component, such as a chiller, fails at a school that is scheduled later in the program. In some cases, failures are being addressed through contingency if the failing component was not included in the funded list (Attachment F), yet clearly meets the criteria for expenditure of sales surtax resources. Typically, these are mechanical system components (HVAC). For the planned projects, the District is primarily using the design build process to ensure projects are designed to the available funding as well as to aggregate projects for economies of scale and marketplace advantage. Where feasible, the educational technology and/or district security projects are being bundled with the facility renewal projects to minimize administrative and design cos The sales tax program was intended to renew existing buildings and equipment. This limits the use of newer/alternative technologies and methodologies. While better options will be noted and considered, it will not always be feasible to invest in the better system. ICOC Annual Report to the Audit Committee April 28, 2016 Page 1 of 18

28 However, energy conservation is part of every design analysis. There are circumstances where a modest investment in system improvements provides a life cycle cost reduction in energy use. The appropriate design concept for each site is evaluated by a team that includes the District s Project Manager, Energy Manager, Plant Operations & Maintenance staff and the consultant team. As staff is collaboratively scoping the upcoming projects, the District s Building Official, the Maintenance team and the Environmental Health and Safety team are included to define and address to the extent feasible any Code deficiencies which may also include any Americans with Disabilities Act requirements. These are being identified in the project Design Criteria Package and included in the design. Additionally, those items that were not included in the 2014 facility assessment, but which require renewal are also noted for consideration as to their priority. Good examples of this circumstance are the air conditioning units in the portables that are failing and the wastewater treatment plant at Discovery Elementary School that needs to be replaced. These inconsistencies are reported to the ICOC along with the staff s recommendation as to the resolution. The District uses the owner direct purchase program for equipment valued over $5,000, which allows the District to save the state sales tax. In addition, at the conclusion of each project that exceeds $1 million in construction cost, the District engages CRI to audit the project and ensure compliance with financial aspects of the contract documents. Approved by the Independent Citizens Oversight Committee: April 20, 2016 Gary Shiffrin, Chair ICOC Annual Report to the Audit Committee April 28, 2016 Page 2 of 18

29 Background Brevard Public Schools faced a precipitous decline in capital revenue beginning in FY For three fiscal years, starting in FY nearly all capital funding was committed to debt service. The District has roughly 12.8 million square feet of physical plant valued at $1.86 billion. This includes 82 schools and 4,145 classrooms, which serve approximately 67,000 students. The average age of the District s facilities is 42 years, with all or parts of 48 of 82 schools exceeding 45 years of age. The Association of Physical Plant Administrators (APPA) recommends a facility renewal (not including maintenance) investment of 1.5% to 3% per year. This translates to an annual range of $28 million to $56 million, which far exceeded the District s financial capacity prior to the sales surtax. Without adequate capital revenue, only the highest priority capital needs, typically failures, are able to be addressed. The resulting lack of preventative maintenance and regular capital renewal leads to an inefficient and expensive approach to asset management. In November 2014 the voters of Brevard County passed a one half cent sales surtax for the renewal of school facilities, technology and security. Both the ballot language and the authorizing resolution (Resolution ) included the creation of the Independent Citizens Oversight Committee (ICOC) to monitor expenditure of the surtax. The Charter of the ICOC was approved by the School Board at their October 14, 2014 meeting. The Charter (Appendix I) states that: Membership: ICOC shall provide general oversight of the expenditures made through funds generated by the one half cent surtax on sales for school facilities approved by the citizens of Brevard County on November 4, The key focus of ICOC is to assure that School Board's capital expenditures for mission critical Facility Renewal, Educational Technology and School Security items are made in accordance with the School Board s published site based priority list ( Half cent Sales Surtax Capital Project Plan by School ), sequenced by highest severity of need and category ranking priority to best maintain a safe and appropriate educational environment. Additionally, ICOC will evaluate the appropriateness of capital expenditures that are substituted for previously published items due to newly recognized needs deemed to be at a higher severity of need and category ranking priority than the previously published item or items replaced. The application process for the ICOC started in October Applications were submitted through the United Way of Brevard. An independent ICOC Selection Committee, which included representatives from the four Brevard County Chambers of Commerce, a representative from the Capital Outlay ICOC Annual Report to the Audit Committee April 28, 2016 Page 3 of 18

30 Committee and three parents met on December 11, 2014 to review ICOC applications and make a recommendation to the School Board. The School Board appointed the ten members of the ICOC on February 10, The members of the ICOC are: Business: Matthew Susin of Melbourne, Business development at Twin Rivers Insurance and a former history teacher at Viera High School. Mark Young of Cocoa, Director of Contracts for Support Systems Associates, Inc. Construction: Daniel Daniels of Merritt Island, a retired senior project manager of construction and management for the Carlisle Development Group. Design: Brian Blenis of Palm Bay, a senior engineer for Florida Power & Light Co. and former staff engineer at Brevard Public Schools (BPS). Billy Stover of Titusville, chief of Kennedy Space Center s Commercial Crew Program Safety and Mission Assurance Office. Education: Gary Shiffrin of Viera, the retired principal of Merritt Island High School. Financial: Terry Chevallier of Palm Bay, fiscal analyst for the City of Titusville. Kayla Spellman of Rockledge, former audit manager at the University of Florida, currently a stay athome mom and a quality assessment consultant. Legal: Gene Cavallucci of West Melbourne, retired vice president and general counsel of Harris Corp. Technology: Sherri O Shea of Satellite Beach, data center core engineering integrator for Sprint. Powers, Duties and Responsibilities: The ICOC Charter, Article IV, specifies the powers, duties and responsibilities of the ICOC as follows: ICOC Annual Report to the Audit Committee April 28, 2016 Page 4 of 18

31 It shall be the responsibility of the ICOC to provide the School Board and the community with information related to the utilization of capital revenue generated by the one half cent surtax on sales. Specifically, ICOC members are charged with reporting the alignment of funded projects with those identified in the School District Capital Project Plan as well as the timeliness of expenditures based on the schedule of available funds. The ICOC shall be guided by the following as they engage in this oversight responsibility: 1. ICOC is authorized to research, interview, and investigate as necessary to fulfill its duties and responsibilities as stated herein. 2. ICOC shall oversee the progress of the projects funded by the proceeds of the one half cent surtax on sales. 3. ICOC shall research, interview, and investigate to ensure that capital outlay expenditures funded by the proceeds of the one half cent surtax on sales are in compliance with applicable policies and procedures. 4. ICOC shall work cooperatively with the School Board, the Superintendent of Schools (the "Superintendent") and its respective employees to accomplish its goals and objectives. 5. ICOC shall not have the authority to make any decisions on behalf of the School Board, nor shall it make or implement policy. 6. ICOC shall comply with the School Board s policies regarding non discrimination. 7. ICOC shall advise and make recommendations to the School Board and the Superintendent. 8. ICOC shall provide written reports and verbal presentations regarding the relevant findings of ICOC on a frequency to be determined by a majority of the ICOC members, but not less than once each year. Such reports and presentations shall be provided publicly at a regular or special School Board meeting. 9. ICOC may request to present findings at a School Board workshop. 10. ICOC shall establish a method to collect public feedback regarding the oversight process. 11. ICOC recommendations shall be without bias. 12. ICOC may request an independent audit as required. Meetings of the ICOC: The ICOC held its organizational meeting on February 25, The ICOC decided to meet bi monthly rather than the minimum quarterly frequency required in the Charter. The ICOC is performing a critical oversight function and staff wanted the ICOC involved from the outset. Close collaboration with the ICOC was requested to develop a strong foundation for the sales tax use. Several highest priority projects were initiated prior to the referendum. Development of the sales tax funds expenditure process occurred simultaneously with early project execution. ICOC Annual Report to the Audit Committee April 28, 2016 Page 5 of 18

32 The ICOC met on the following dates: Date Purpose 2/25/2015 Purpose of the ICOC was discussed and the Charter reviewed. The School Board Attorney explained the Florida Sunshine Laws and the necessity of compliance. ICOC Officers elected. 4/22/2015 ICOC 2015 meeting calendar approved. Financial reporting process was explained. Members learned about the ICOC portion of the BPS website. 6/17/2015 Members reviewed school maps, project descriptions and financial reporting information for ongoing projects. Financial reporting methods were discussed and soft cost analyses explained. Staff gave a brief report on each active project. Educational Technology and District Security staff presented project reports. 8/19/2015 Members discussed the draft report to the School Board Staff presented the Replace at Failure report Staff addressed how administrative costs will be charged and reported The first phase of the portable air conditioning unit replacement project was approved Staff presented the plan for addressing fire alarm and code deficiencies Staff presented the project plan for /21/2015 Members discussed overarching sales surtax policy Members discussed and adopted the contingency allocation and use policy Members discussed and adopted the surtax revenue in excess of estimate policy Members approved final report to the School Board for November 17, /16/2015 Staff introduced Members to RSM, the internal auditing firm who will audit the sales surtax program and CRI, the construction auditing firm Members discussed the temporary loans of sales surtax cash between groups Staff reported on ongoing in sequence and out of sequence projects 2/17/2016 District School Security project sequencing was discussed Project funding as it pertains to Attachment F limitations was discussed A full copy of each agenda package and minutes are posted on the Brevard Public Schools website through the Sales Surtax and Independent Citizens Oversight Committee navigation buttons. Audio is available starting with the August 19, 2015 meeting. ICOC Annual Report to the Audit Committee April 28, 2016 Page 6 of 18

33 Establishing Priorities The sales surtax project list was developed in spring and summer 2014 in preparation for the referendum. Two teams of Facilities Services employees assessed all of the District s facilities from March through May Systems were rated on a condition code scale of 1 5, with a condition code 1 indicating a high likelihood of failure in two years and condition code 5 indicating an almost new component. Generalized construction costs were estimated using historical data and input from the District s design and construction vendors. This initiative produced a list of needs: Group Needs Facility Renewal $721,750,379 Educational Technology $27,193,246 School Security $8,505,377 Total $ 757,449,002 However, the estimated proceeds from the sales surtax will only address 26% of the identified needs: Group Needs Funding Percent Funded Facility Renewal $721,750,379 $156,969,950 22% Educational Technology $27,193,246 $25,364,827 93% School Security $8,505,377 $5,746,542 68% Contingency $9,918,681 Total $757,449,002 $198,000,000 26% ICOC Annual Report to the Audit Committee April 28, 2016 Page 7 of 18

34 The District prioritized investment of sales tax funds into those categories that are essential to supporting a successful learning environment. The list was part of the pre referendum documentation that provided the investment framework to the voters. A complete list of the categories funded and not funded is included in Appendix II. Generally, the facility renewal investments focused on five major systems for components assessed at failure or near failure as indicated below: Safety Code Deficiencies $ 7,020,395 4% Mechanical (HVAC, plumbing) $ 106,764,617 68% Building Envelope $ 21,125,267 13% Electrical $ 18,150,754 12% Site Utilities $ 3,908,967 2% Total $ 156,970, % For facility renewal needs, each school/facility was then evaluated against a priority scoring matrix (see Appendix III), which determined the general order in which the work was to proceed. Educational technology investments focused on structured cabling, equipment and classroom technology infrastructure (electric and HVAC). District security investments focused on fencing and access control. Each school/facility has its own list of funded facility renewal, district security and educational technology projects (known as Attachment F ) that was posted on the District s web site and in individual school front offices prior to the referendum. Voters could see specifically what was planned at each school/facility. This document is the basis for the sales surtax expenditures, from which the project budgets are established. These are posted on the Brevard Public Schools web site under the sales surtax navigation tab. ICOC Annual Report to the Audit Committee April 28, 2016 Page 8 of 18

35 Sales Tax Collections Sales tax revenues are exceeding the estimated revenue projections. Revenue charts through March 31, 2016 are in Appendix IV. The revenue allocation is prorated by group based on the original distribution percentages in the referendum. The allocation is made at the time the revenue is received. Revenues have exceeded projections which provides additional resources and flexibility in addressing critical failures. However, should revenues occur below projections, receipts will continue to be allocated proportionally. Allocation by Group through March 2016 $2,143,377 $1,242,986 $5,486,050 School Security Educational Technology Facility Renewal Contingency $33,950,137 Allocation to Date Percent Through March 2016 School Security 2.90% $1,242,986 Educational Technology 12.81% $5,486,050 Facility Renewal 79.28% $33,950,137 Contingency 5.01% $2,143,377 Total 100% $42,822,549 ICOC Annual Report to the Audit Committee April 28, 2016 Page 9 of 18

36 Expenditures The following is a summary of sales surtax encumbrances and expenditures through March 31, The summary by group (Educational Technology, District School Security and Facility Renewal) and by school is included in Appendix V. Sales surtax projects are administered on a cash basis only. Sales Surtax Summary through March 2016 Expensed FY 15 Encumbered FY 16 Expensed FY 16 Total Educational Technology $ 2, $ 877, $ 1,392, $ 2,272, District School Security $ 22, $ 310, $ 96, $ 429, Facility Renewal $ 2,734, $ 12,017, $ 4,224, $ 18,977, Total Sales Surtax $ 2,759, $ 13,205, $ 5,713, $ 21,678, ICOC Annual Report to the Audit Committee April 28, 2016 Page 10 of 18

37 Projects The following is a brief summary of the construction projects that occurred in summer Additional detail is available on the Brevard Public Schools web site. Andersen Elementary School: Andersen Elementary School is the fifth highest priority on the facility renewal priority list. HVAC renewal for Buildings 2, 3 and 5 was completed in summer Additional HVAC renewal and school security are scheduled for summer 2016 and roof renewal is scheduled for summer Atlantis Elementary School: The chiller at Atlantis Elementary School failed in summer 2015 and was replaced. This is an out ofsequence and contingency project as the chiller was not included in the Attachment F detail funded list for the school. The fire alarm and intercom systems are also failing and will be bundled with the educational technology structured cabling project that will be constructed in The remaining facility renewal scope of work is scheduled in year 4 of the program. ICOC Annual Report to the Audit Committee April 28, 2016 Page 11 of 18

38 Audubon Elementary School Audubon Elementary School is the fourth highest priority on the facility renewal priority list. The summer 2015 project completed the mechanical system renewal. The summer 2016 project will include electrical system, plumbing and fire alarm system renewal as well as school security. DeLaura Middle School: DeLaura Middle School is ranked third on the facility renewal priority list. Substantial mechanical system renewal was completed in summer 2014 and summer 2015, with more to follow in summer 2016 to include electrical and school security. ICOC Annual Report to the Audit Committee April 28, 2016 Page 12 of 18

39 Educational Services Facility (ESF): The ESF gutters and downspouts were replaced during summer 2015 due to their failing condition. Condition code 1 (leaking) windows are currently being replaced. The scope of work was included in the Attachment F sales surtax budget and was addressed early due to potential damage that could result from these conditions. Jefferson Middle School: Jefferson Middle School is the sixth priority on the facility renewal priority list. The project was scheduled for work in year 2 of the sales surtax program, but the cooling tower failed in summer 2015 and had to be addressed. The cooling tower was replaced, and a design build contract for summer 2016 construction has been executed for the remainder of the facility renewal and security work. Oak Park Elementary School: Oak Park Elementary School is ranked twelfth on the facility renewal priority list. The mechanical system renewal was completed in summer 2015, partially funded with sales surtax. Additional facility renewal scope (electrical, plumbing, building envelope) is planned for summer Oak Park is the site of the district security pilot project, which is establishing the framework for access control and fencing. ICOC Annual Report to the Audit Committee April 28, 2016 Page 13 of 18

40 Ocean Breeze Elementary School: Ocean Breeze Elementary School is the first priority on the facility renewal priority list. During summer 2015, all of the funded facility renewal items were completed including renewal of the central mechanical plant, air conditioning and air distribution equipment, electrical distribution and fire alarm systems. A newer, energy efficient technology bipolar ionization was utilized and is being monitored for energy/cost savings and indoor air quality. The security project will be done in summer A video detailing the project is posted on the District s web site. Palm Bay Elementary School: Palm Bay Elementary School is tenth on the facility renewal priority list. Prior to the surtax referendum, a facility renewal project was planned to replace the chiller and the roof membrane. The chiller replacement was funded with sales surtax funds and the roof membrane was funded through capital renewal funds, as the roof renewal was not on Attachment F. Additional work is planned in summer 2016 to include air conditioning, fire alarm and plumbing system renewal. ICOC Annual Report to the Audit Committee April 28, 2016 Page 14 of 18

41 Sherwood Elementary School: The chiller failed this summer at Sherwood Elementary School and was replaced using sales surtax funds. Sherwood Elementary School is a year 2 project, and the remaining aspects of the project will be included in an upcoming design build project. Rockledge High School: Rockledge High School structured cabling project was in summer 2015 and is nearing completion. The sales surtax funding was used to leverage other funds such that the surtax expense is estimated to be less than half of the $1.7 million budget identified in Attachment F. A video detailing the project is posted on the District s web site. ICOC Annual Report to the Audit Committee April 28, 2016 Page 15 of 18

42 Planning Ahead Facility Renewal The Project Management team is preparing for the next two years of facility renewal projects based on the priority list by school/facility. These projects include: DeLaura Middle additional facility renewal scope 2016 Audubon Elementary additional facility renewal scope 2016 Andersen Elementary additional facility renewal scope 2016 Palm Bay Elementary additional facility renewal scope 2016 Oak Park Elementary additional facility renewal scope 2016 Cape View Elementary 2 design build planned 2016 Jefferson Middle 2 design build planned 2016 Roosevelt Elementary design build planned 2016 Sea Park Elementary design build planned 2016 Tropical Elementary design build planned 2016 Discovery Elementary design build planned 2016 Saturn Elementary design build planned 2016/2017 Melbourne High design build planned 2016/2017 Sabal Elementary design build planned 2016/2017 Hoover Middle design build planned 2016/2017 Turner Elementary design build planned 2016/2017 Fairglen Elementary design build planned 2016/2017 Apollo Elementary design build planned 2016/2017 Stone Middle design build planned 2016/2017 Pinewood Elementary design build planned 2016/2017 West Melbourne Elementary design build planned 2016/2017 Jackson Middle design build planned 2016/2017 Sherwood Elementary design build planned 2016/2017 Kennedy Middle design build planned 2016/2017 Educational Technology Where feasible, educational technology infrastructure is being incorporated with the facility renewal projects. Equipment procurement has started with the initial purchase of computers accomplished at each school based on the revenue available. ICOC Annual Report to the Audit Committee April 28, 2016 Page 16 of 18

43 District Security The Oak Park Elementary School district security pilot project has been operational for a few months. This project is being evaluated and will establish a framework for the sales surtax school security program. The School Board has recently approved combining those schools that do not already have security underway with a current design build project into a single design build project that will be executed over the next +/ 2 years. The project will include approximately 60 schools and will accelerate the security projects in advance of the six year time frame. ICOC Annual Report to the Audit Committee April 28, 2016 Page 17 of 18

44 APPENDIX I Charter of the Independent Citizens Oversight Committee (ICOC) II Funded & Non Funded Categories (Attachment A) III IV V Assessment Priority Scoring Matrix Sales Surtax Revenue Summary Sales Surtax Expenditure Summary ICOC Annual Report to the Audit Committee April 28, 2016 Page 18 of 18

45 APPENDIX I Charter of the Independent Citizens Oversight Committee (ICOC)

46 CHARTER OF THE BREVARD COUNTY PUBLIC SCHOOLS INDEPENDENT CITIZEN OVERSIGHT COMMITTEE WHEREAS, The School Board of Brevard County, Florida, a corporate body existing under the laws of the State of Florida (the "School Board") has, pursuant to Florida law, the power and authority to determine policies and programs deemed necessary by it for the efficient operation and general improvement of the district school system; and WHEREAS, The School Board recognized the need for an independent committee to provide general oversight to the School Board's capital expenditures regarding Facility Renewal, Education Technology and School Security improvements funded by the one-half cent surtax on sales for school facilities; and WHEREAS, The School Board wishes to confirm and clarify the powers, duties, responsibilities and procedures of this committee; NOW THEREFORE, the School Board formally acknowledges the following Charter: ARTICLE I: NAME The committee shall be officially known as the INDEPENDENT CITIZEN OVERSIGHT COMMITTEE (ICOC). ARTICLE II: PURPOSE ICOC shall provide general oversight of the expenditures made through funds generated by the one-half cent surtax on sales for school facilities approved by the citizens of Brevard County on November 4, The key focus of ICOC is to assure that School Board's capital expenditures for mission critical Facility Renewal, Educational Technology and School Security items are made in accordance with the School Board s published site-based priority list ( Half-cent Sales Surtax Capital Project Plan by School ), sequenced by highest severity of need and category ranking priority to best maintain a safe and appropriate educational environment. Additionally, ICOC will evaluate the appropriateness of capital expenditures that are substituted for previously published items due to newly recognized needs deemed to be at a higher severity of need and category ranking priority than the previously published item or items replaced. ARTICLE III: TERM OF EXISTENCE 1. ICOC shall exist to support the School Board, and shall not be terminated until all funds collected during the six-year period the one-half cent surtax on sales for schools have been expended. 10/2/2014 Page 1 of 6

47 2. After all such funds have been expended, the School Board may, at its sole discretion, terminate and dissolve ICOC upon the School Board s approval of a resolution authorizing such dissolution. 3. In the event of renewal of a surtax on sales, this charter shall remain in effect, as modified and approved by the School Board. ARTICLE IV: POWERS, DUTIES AND RESPONSIBILITIES It shall be the responsibility of the ICOC to provide the School Board and the community with information related to the utilization of capital revenue generated by the one-half cent surtax on sales. Specifically, ICOC members are charged with reporting the alignment of funded projects with those identified in the School District Capital Project Plan as well as the timeliness of expenditures based on the schedule of available funds. The ICOC shall be guided by the following as they engage in this oversight responsibility: 1. ICOC is authorized to research, interview, and investigate as necessary to fulfill its duties and responsibilities as stated herein. 2. ICOC shall oversee the progress of the projects funded by the proceeds of the one-half cent surtax on sales. 3. ICOC shall research, interview, and investigate to ensure that capital outlay expenditures funded by the proceeds of the one-half cent surtax on sales are in compliance with applicable policies and procedures. 4. ICOC shall work cooperatively with the School Board, the Superintendent of Schools (the "Superintendent") and its respective employees to accomplish its goals and objectives. 5. ICOC shall not have the authority to make any decisions on behalf of the School Board, nor shall it make or implement policy. 6. ICOC shall comply with the School Board s policies regarding non-discrimination. 7. ICOC shall advise and make recommendations to the School Board and the Superintendent. 8. ICOC shall provide written reports and verbal presentations regarding the relevant findings of ICOC on a frequency to be determined by a majority of the ICOC members, but not less than once each year. Such reports and presentations shall be provided publicly at a regular or special School Board meeting. 9. ICOC may request to present findings at a School Board workshop. 10. ICOC shall establish a method to collect public feedback regarding the oversight process. 10/2/2014 Page 2 of 6

48 11. ICOC recommendations shall be without bias. 12. ICOC may request an independent audit as required. ARTICLE V: RESPONSIBILITIES OF THE SCHOOL BOARD 1. For the purposes of this Charter, the term School Board shall include the elected members of the School Board, the Superintendent and/or the staff employed by the School District, as appropriate. 2. The School Board shall provide ICOC with all relevant information pertaining to the use of the proceeds from the one-half cent surtax on sales and the capital Facility Renewal, Education Technology and School Security projects funded by the proceeds on a quarterly basis. The School Board shall provide such information quarterly to ICOC as data in electronic format and as reports in hard copy and electronic formats. Such information shall use the data of the published Campus Capital Needs Sales Surtax Funded Detail Report (Attachment F ) as the basis of the quarterly report and shall include, at a minimum, the following information: Facility Name, Group, Category, Category Priority Ranking, Component, Component Condition Code and Component Cost Estimate. Every Component shall be assigned a unique identifier for tracking purposes. The report shall, at a minimum, identify each Project (a Component or group of Components) planned for execution during the fiscal year and, for every such Project, a schedule with progress status and a cost estimate with funds encumbered and expended to date. Additions, deletions, substitutions or modifications to Components, Component Condition Codes or Component Cost Estimates shall be clearly identified in each report. 3. The School Board shall provide ICOC with work and meeting space, supplies, and assistance for ICOC to fulfill its duties and responsibilities. ARTICLE VI: MEMBERSHIP 1. ICOC shall be comprised of no less than seven (7) and no more than eleven (11) members. 2. ICOC Members shall be residents of Brevard County who have expertise in the fields such as planning, education, business, finance, law, architecture/engineering construction, technology, or security. At least two (2) members shall be the parent/guardian of a Brevard Public Schools student. School Board members or current employees of the School Board shall not be members of ICOC. No member with a conflict of interest as defined in Section F.S. shall be approved as a member of ICOC or continue to serve on ICOC. 3. Prospective members shall be solicited through a public announcement and forum and shall be required to submit an application for consideration and submit to authorization 10/2/2014 Page 3 of 6

49 for undergoing a background check. A Selection Committee, independent of School Board, shall review the applications and recommend members of the initial ICOC to the School Board for approval at a regular or special School Board meeting. 4. Members shall serve terms of two (2) years. A member may serve for more than one consecutive term or for multiple terms, if approved by the School Board. In order to promote continuity of service and institutional memory, the initial terms shall be staggered, with three (3) members serving for one (1) year, three (3) members serving for two (2) years, and the remaining members serving for three (3) years. 5. Replacement ICOC members shall be selected by the existing members and recommended to the School Board for approval. 6. Members shall volunteer their services and shall not be compensated for their services in any manner. The School Board may, at its sole discretion, reimburse a member's out of pocket expenses reasonably incurred in the performance of their duties as an ICOC member, in accordance with the then normal reimbursement policies and procedures of the School Board. 7. Members shall endeavor to avoid any situation that might give rise to a conflict of interest with respect to their participation on ICOC and shall promptly notify the Superintendent upon becoming aware of any such conflict or potential conflict. Members shall contact the School Board if, during their service as a member of ICOC, a prerequisite for ICOC service is no longer met by the member. A member may be removed by a majority vote of the School Board. ARTICLE VII: OFFICERS 1. The officers of ICOC shall consist of a Chairman, Vice Chairman, Secretary and Treasurer. The officers shall be members of ICOC and shall be elected for a one (1) year term by a majority of the then current ICOC members at the first regular meeting of each calendar year. Officers may serve consecutive terms with no limit to the number of terms. 2. Chairman: The Chairman shall preside over the meetings of ICOC and may establish subcommittees to undertake activities on behalf of ICOC. The Chairman shall have the power to call regular and special meetings of ICOC. The Chairman, or designee, shall be the official spokesman for ICOC. 3. Vice Chairman: In the absence of the Chairman, or in the event of the Chairman's inability or refusal to act as determined by a majority vote of ICOC, the Vice Chairman shall perform the duties of the Chairman, and when so acting shall have all the duties of, and be subject to all the restrictions upon, the Chairman. The Vice Chairman shall perform such other duties as may be assigned by the Chairman. 10/2/2014 Page 4 of 6

50 4. Treasurer: The Treasurer shall ensure that ICOC prepares annual financial reports for the School Board pertaining to capital expenditures regarding Facility Renewal, Educational Technology and School Security funded by the proceeds of the one-half cent surtax on sales. 5. Secretary: The Secretary shall be responsible for maintaining minutes and records of ICOC. The Secretary shall have such additional powers and duties as may be assigned by the Chairman. ARTICLE VIII: MEETINGS 1. ICOC shall hold regular meetings four (4) times each year at quarterly intervals. Special additional meetings may be called by the ICOC Chairman or the School Board Chairman. All meetings shall be held at such time, date and place as determined by the ICOC Chairman, or by the School Board Chairman for the meetings called by the School Board Chairman. 2. Any ICOC meeting shall be publicly noticed according to Chapter 286, F.S. (Florida's Sunshine Law). All meetings shall be open to the public. 3. Meetings shall be conducted under Robert s Rules of Order. Procedures and policies of internal governance not specifically stated herein shall be established by the members. 4. The presence of a majority of the then current members, in person or by telephone or Internet, shall constitute a quorum. There shall be no voting by proxy. 5. Members shall recuse themselves from a vote on any matter where conflict of interest may exist which might affect their impartial evaluation of the matter under consideration. 6. Minutes shall be taken at each meeting. All meeting minutes shall be reviewed and approved by a majority of the members prior to being submitted to the School Board. The School Board shall archive and publish the meeting minutes as required by law and School Board policy. 7. ICOC, its sub-committees and the members of ICOC shall comply with Chapter 286, F.S. (Florida's Sunshine Law) and Chapter 119, F.S. (Florida's Public Records Act). Meetings may be audio and/or video recorded. ARTICLE IX: AMENDMENT The School Board shall have the power to amend this Charter, from time to time. 10/2/2014 Page 5 of 6

51

52 Independent Citizen Oversight Committee Position Description PURPOSE of ICOC The purpose of the Independent Citizen Oversight Committee (ICOC) is to review for appropriateness, and report on, projects and expenditures associated with the November 4, 2014, passage of a one-half cent surtax on sales. It shall be the responsibility of the ICOC to provide the School Board and the community with information related to the utilization of capital revenue generated by the one-half cent surtax on sales. Specifically, the ICOC is charged with reporting the alignment of surtax funded projects with those identified in the School District Capital Project Plan as well as the timeliness of expenditures based on the schedule of available funds. The ICOC shall be guided by the following as members engage in this oversight responsibility. Development of ICOC This ICOC charter was independently developed by volunteer citizens not affiliated with Brevard Public Schools (BPS). The ICOC is part of a surtax, effective January 1, 2015, having a duration of six years, is expected to generate $198 M to fund (BPS) capital projects involving: Facility Renewal, Educational Technology, and District School Security. The ICOC is separate from BPS, and its 7 11 members are to evaluate BPS surtax related quarterly capital expenditures and report their findings through public school board meetings of BPS. The ICOC is to be a group of Brevard resident volunteers with proven relevant expertise and solid reputations within Brevard County. Responsibilities of ICOC Members Attend quarterly or otherwise scheduled meetings of ICOC. Interact with other members of ICOC, contributing issue perspectives based on personal expertise and insight. May serve in an ICOC officer position and/or in a sub-committee role. Review quarterly capital Facility Renewal, Education Technology and School Security project expenditures funded through the one-half cent surtax on sales. Check projects for appropriate prioritization based on severity of need and district rankings associated with category of capital project. Identify any substituted capital projects and associate the project to the specific outstanding capital project(s) previously published by BPS that no longer appear on subsequently released lists, and verify that the substituted project is documented to have a severity and priority ranking appropriate to replace the original project in an environment of limited funding. Develop quarterly reports of ICOC audit findings with regard to priority appropriateness of quarterly BPS capital expenditures. Create electronic presentations of quarterly ICOC findings, to be published for public view during School Board presentations and to be available for public access via the BPS web site following initial formal presentation by ICOC. Attend quarterly or otherwise scheduled School Board meetings and participate in presentations of ICOC quarterly findings and recommendations. Prepare annual ICOC reports. Select appropriate candidates to fill vacancies on the ICOC. Develop analytical tools and reports used by ICOC. Refine the original charter and other documents of ICOC. Identify compliance with School Board rules and policies. 1

53 Independent Citizen Oversight Committee Position Description Required General Attributes of All ICOC Members No felony convictions No conflicts of interest with BPS (i.e.: cannot be a current BPS employee) Evidence of community involvement, leadership, and/or volunteerism Geographic diversity of membership (at least one member from north, central and south Brevard County based on residency) Brevard resident and registered voter Submission of ICOC membership application and authorization to submit to a background check (submission of resume and references is recommended) Recommended Demographic Attributes to be Found Among ICOC Members Parent of one or more BPS students or past BPS students Grandparent of one or more BPS students or past BPS students Graduate of BPS Current or past college student of a Brevard higher education institution Minority diversity Gender diversity Age diversity Suggested Career Areas, Work Experience & Expertise Attributes of ICOC Members Interest in Brevard Public Schools Accounting and/or Finance Analytics and/or BI (Business Intelligence) Architecture and/or Engineering Business Law and/or Policy Business Administration Construction Trades Education Teaching and/or Administration Governmental Administration and/or Policy Project Management Security Code Compliance Technology & Software Applications for ICOC Membership ICOC application form and submission instructions available at ICOC application process is open to all adult citizens of Brevard County, Florida. All applications and documents submitted for ICOC membership will be reviewed by a candidate recommendation panel to be comprised of a representative appointed from each of the four Chambers of Commerce of Brevard County, PTA leadership from north, central and south Brevard County, a member of the Capital Outlay Committee representing the local governments, and at least one representative from the retired population of Brevard County. 2

54 APPENDIX II Funded & Not-Funded Categories (Attachment A)

55 Attachment A 2014 Facility Assessment Prioritization of Facility Assessment Categories Categories in Facility Assessment - Surtax Funding Status Facility Renewal 1. Safety and Building Code Deficiency Corrections (Condition Code 1 & 2 Funded) 2. ADA Code Deficiency Correction (Condition Code 1 & 2 Funded) 3. Fire Alarm System Renewal (Condition Code 1 & 2 Funded) 4. Central Mechanical Plant Renewal (Condition Code 1 & 2 Funded) 5. Cooling and Heating Control System Renewal (Condition Code 1 & 2 Funded) 6. Air Conditioning and Air Distribution Equipment Renewal (Condition Code 1 & 2 Funded) 7. Roofing System Renewal (Condition Code 1 & 2 Funded) 8. Exterior Building Wall Finish System Renewal (Condition Code 1 & 2 Funded) 9. Exterior Door/Window/Louver System Renewal (Condition Code 1 & 2 Funded) 10. Building Water and Sanitary Piping System Renewal (Condition Code 1 & 2 Funded) 11. Water Heating System Renewal (Condition Code 1 & 2 Funded) 12. Electrical Supply System (Transf., Switchgear, Wiring) Renewal (Condition Code 1 & 2 Funded) 13. Electrical Distribution System Renewal (Condition Code 1 & 2 Funded) 14. Electrical Components (Lightning Prot., Intercom, Gen.) Renewal (Condition Code 1 Funded) 15. Interior and Exterior Lighting Equipment Renewal (Condition Code 1 Funded) 16. Air Supply and Exhaust System Renewal (Condition Code 1 Funded) 17. Site Utility Systems (Gas, Electric, Storm, Water, Sanitary) Renewal (Condition Code 1 Funded) 18. Site Improvements (Parking, Paving, Walks, Signage) Renewal (Not Funded) 19. Site Facilities (Pavilions, Athletic/Playfields, Concessions) Renewal (Not Funded) 20. Restroom Fixtures Renewal (Not Funded) 21. Plumbing Systems General (Custodial, Labs, Roof Drains, Water Fountains) (Not Funded) 22. Interior Door Assembly Renewal (Not Funded) 23. Restroom Finishes and Accessories Renewal (Not Funded) 24. Building Cabinetry Renewal (Not Funded) 25. Interior Specialties (Lockers, Theater Equip., Audit. Seating, Bleachers) Renewal (Not Funded) 26. Interior Wall Finishes Renewal (Not Funded) 27. Interior Ceiling Renewal (Not Funded) 28. Flooring System Renewal (Not Funded) 29. Interior Signage Renewal (Not Funded) 30. Interior Stair System Renewal (Not Funded) 31. Indoor/Outdoor Pool Renewal (Not Funded) 32. Building Foundation System Renewal (Not Funded) 33. Building Structural System Renewal (Not Funded) A. Safety/Code B. Mechanical Systems C. Building Envelope D. Electrical Systems E. Site Utility Brevard Public Schools Facilities Services July 22, 2014 Page 1 of 2

56 Categories in Facility Assessment - Surtax Funding Status (Cont.) Educational Technology 1. Technology Building Cabling (Fully Funded - Legislative Compliance & Mission Delivery) 2. Technology Equipment Renewal (Fully Funded - Legislative Compliance & Mission Delivery) 3. Classroom Technology Infrastructure (Electric, HVAC & Data) (Fully Funded - Legislative Compliance & Mission Delivery) st Century Classroom Equipment Renewal (Not Funded) District School Security 1. Fencing (Fully Funded - Critical Safety Enhancement) 2. Access Control (Fully Funded - Critical Safety Enhancement) 3. Cameras (Not Funded) Categories Not Included in Facility Assessment Additional Classroom Space New Facility Requirements for Academic Programs Furniture and Equipment Renewal Food Service Equipment Renewal New Playgrounds New Middle School Gym A/C New PE Pavilions Equity Projects Landscaping Brevard Public Schools Facilities Services July 22, 2014 Page 2 of 2

57 APPENDIX III Assessment Priority Scoring Matrix

58 ASSESSMENT PRIORITY SCORING 11/13/2014 SCHOOL BASED PRIORITIZATION PRIORITY CATEGORY POINTS METHODOLOGY COMMENTS FORMULA - POINTS CATEGORIES 1 Active/Partial Project Extension 25 Active; Partial; No Review proposed Surtax Work to see if it would be an extension of an Active Project - Goal is to limit impact on students and bring previously started work Active (25); Partial (15); No (0) N/A quickly to completion. 2 Campus Wide FCI - Sales Surtax Work 20 Percentage Score Identify campuses which have the most surtax funded renewal needs - Goal is to address campuses with greatest surtax priority needs first points based on 0%-100% FCI ALL 3 Campus Wide FCI - All work Identified 15 Percentage Score Identify campuses which have the most renewal needs both surtax funded & unfunded - Goal is to address campuses with greatest general needs first points based on 0%-100% FCI ALL 4 Work Performed During 7 Year Plan 10 Extensive; Partial; None Address Campuses first that were not addressed during previous renewal initiatives - Goal to address campuses with minimal past renewal activities first. Extensive (0); Partial (5); None (10) N/A 5 Age of Facility 5 District Ranking Rank campuses based on the theoretical stage in the life cycle of their systems - Goal is to insure system/building life cycle is considered in prioritization Ranking of Facilities 1-104; Oldest Facility Awarded Full Points N/A 6 Energy Usage 3 District Ranking Rank the campuses based upon their KWH/SF operational costs - Goal is to insure prioritization considers potential operating cost efficiencies. Ranking of Facilities 1-104; Highest KWH Usage Awarded Full Points N/A PROJECT BASED PRIORITIZATION PRIORITY CATEGORY POINTS METHODOLOGY COMMENTS FORMULA CATEGORIES A Safety/Code System FCI - Sales Surtax Work 7 Percentage Score B Mechanical System FCI - Sales Surtax Work 6 Percentage Score C Building Envelope FCI - Sales Surtax Work 4 Percentage Score D Electrical System FCI - Sales Surtax Work 3 Percentage Score E Site Utility FCI - Sales Surtax Work 2 Percentage Score POTENTIAL AWARDED POINTS 100 Identify campuses which have the most surtax funded Safety/Code renewal needs - Goal is for Campuses with greatest Safety/Code renewal needs to rank first in category. Identify campuses which have the most surtax funded Mechanical System renewal needs - Goal is for Campuses with greatest Mechanical System renewal needs to rank first in category. Identify campuses which have the most surtax funded Buildign Envelope renewal needs - Goal is for Campuses with greatest Building Envelope renewal needs to rank first in category. Identify campuses which have the most surtax funded Electrical System renewal needs - Goal is for Campuses with greatest Electrical System renewal needs to rank first in category. Identify campuses which have the most surtax funded Site Utility renewal needs - Goal is for Campuses with greatest Site Utility renewal needs to rank first in category. Ranking of Facilities 1-104; Highest Safety/Code Need Awarded Full Points Ranking of Facilities 1-104; Highest Mechanical System Need Awarded Full Points Ranking of Facilities 1-104; Highest Building Envelope Need Awarded Full Points Ranking of Facilities 1-104; Highest Electrical System Need Awarded Full Points Ranking of Facilities 1-104; Highest Site Utility Need Awarded Full Points 1,2,3 4,5,6,10,11,16 7,8,9 12,13,14,15 17 Facilities Services/DGL Novermber 13, of 1

59 APPENDIX IV Sales Surtax Revenue Summary

60 Estimated vs. Actual Revenue $5,000,000 $4,500,000 $4,000,000 $3,500,000 $3,000,000 $2,500,000 $2,000,000 $1,500,000 $1,000,000 $500,000 $0 Mar 15 Apr 15 May 15 Jun 15 Jul 15 Aug 15 Sep 15 Oct 15 Nov 15 Dec 15 Jan 16 Feb 16 Mar 16 Mar 15 Apr 15 May 15 Jun 15 Jul 15 Aug 15 Sep 15 Oct 15 Nov 15 Dec 15 Jan 16 Feb 16 Mar 16 Estimated Collections $2,266,486 $2,509,893 $3,609,541 $2,428,299 $2,196,654 $3,125,490 $2,262,553 $2,421,489 $3,205,007 $2,209,087 $2,162,004 $3,025,599 $2,268,501 Actual Collections $2,646,407 $2,900,448 $4,138,289 $3,009,492 $2,948,278 $3,868,076 $3,199,609 $2,726,679 $3,917,393 $2,860,140 $3,016,728 $4,729,646 $2,861,364 Variance $379,921 $390,555 $528,748 $581,193 $751,624 $742,586 $937,056 $305,190 $712,386 $651,053 $854,724 $1,704,047 $592,863 Estimated Collections Actual Collections Variance

61 Cumulative Estimated Revenue vs. Actual Cumulative Revenue $45,000,000 Estimated Cumulative $40,000,000 Actual Cumulative Variance Cumulative $35,000,000 $30,000,000 $25,000,000 $20,000,000 $15,000,000 $10,000,000 $5,000,000 $0 Mar 15 Apr 15 May 15 Jun 15 Jul 15 Aug 15 Sep 15 Oct 15 Nov 15 Dec 15 Jan 16 Feb 16 Mar 16 Mar 15 Apr 15 May 15 Jun 15 Jul 15 Aug 15 Sep 15 Oct 15 Nov 15 Dec 15 Jan 16 Feb 16 Mar 16 Estimated Cumulative $2,266,486 $4,776,379 $8,385,920 $10,814,219 $13,010,873 $16,136,363 $18,398,916 $20,820,405 $24,025,412 $26,234,499 $28,396,503 $31,422,102 $33,690,603 Actual Cumulative $2,646,407 $5,546,855 $9,685,144 $12,694,636 $15,642,914 $19,510,990 $22,710,599 $25,437,278 $29,354,671 $32,214,811 $35,231,539 $39,961,185 $42,822,549 Variance Cumulative $379,921 $770,476 $1,299,224 $1,880,417 $2,632,041 $3,374,627 $4,311,683 $4,616,873 $5,329,259 $5,980,312 $6,835,036 $8,539,083 $9,131,946

62 APPENDIX V Sales Surtax Expenditure Summary

63 Educational Technology Summary through March 2016 Attachment F Educational Technology FY 15 Expense FY 16 Encumbrance to March 31 FY 16 Expense to March 31 Total Encumbrance and Expense through March 31 Balance Allen Elementary 3101 $ 147, $ $ 9, $ 9, $ 138, Andersen Elementary 1141 $ 221, $ 87, $ 16, $ 104, $ 117, Apollo Elementary 0061 $ 201, $ $ 13, $ 13, $ 187, Astronaut High 0161 $ 138, $ $ 17, $ 17, $ 120, Atlantis Elementary 0201 $ 608, $ 43, $ 11, $ 54, $ 553, Audubon Elementary 4051 $ 165, $ 2, $ 10, $ 13, $ 152, Bayside High 2211 $ 1,410, $ $ 27, $ 27, $ 1,383, Cambridge Elementary 1041 $ 181, $ $ 10, $ 10, $ 170, Cape View Elementary 5031 $ 169, $ $ 6, $ 6, $ 163, Carroll Elementary 4121 $ 242, $ $ 10, $ 10, $ 231, Central Middle 3021 $ 1,114, $ $ 10, $ 10, $ 1,104, Challenger 7 Elementary 0191 $ 189, $ $ 8, $ 8, $ 181, Cocoa Jr / Sr High 1121 $ 349, $ $ 20, $ 20, $ 328, Cocoa Beach Jr / Sr High 5011 $ 453, $ $ 17, $ 17, $ 435, Columbia Elementary 2131 $ 121, $ $ $ $ 121, Coquina Elementary 0091 $ 104, $ $ 4, $ 4, $ 100, Creel Elementary 6141 $ 268, $ $ 33, $ 33, $ 235, Croton Elementary 3091 $ 268, $ $ 11, $ 11, $ 257, DeLaura Middle 6012 $ 257, $ $ 10, $ 10, $ 246, Discovery Elementary 2151 $ 214, $ $ 4, $ 4, $ 209, Eau Gallie High 3011 $ 403, $ $ 27, $ 27, $ 375, Edgewood Jr / Sr High (*Choice) 4021 $ 120, $ $ 15, $ 15, $ 105, Endeavour Elementary 1051 $ 117, $ $ 13, $ 13, $ 104, Enterprise Elementary 0301 $ 254, $ $ 8, $ 8, $ 245, Fairglen Elementary 1091 $ 206, $ $ 4, $ 4, $ 202, Freedom 7 Elementary (*Choice) 5021 $ 154, $ $ 6, $ 6, $ 147, Gemini Elementary 6101 $ 175, $ $ 7, $ 7, $ 167, Golfview Elementary 1071 $ 169, $ $ 10, $ 10, $ 159, Harbor City Elementary 3061 $ 149, $ $ 7, $ 7, $ 142, Heritage High 2311 $ 145, $ $ 16, $ 16, $ 129, Holland Elementary 6013 $ 173, $ $ 6, $ 6, $ 166, Hoover Middle 6082 $ 217, $ 8, $ 8, $ 16, $ 201, Imperial Estates Elementary 0151 $ 302, $ $ 24, $ 24, $ 278, Indialantic Elementary 6081 $ 181, $ $ 12, $ 12, $ 169, Jackson Middle 0141 $ 187, $ $ 9, $ 9, $ 178, Jefferson Middle 4111 $ 227, $ 107, $ 9, $ 116, $ 111, Johnson Middle 3031 $ 157, $ $ 9, $ 9, $ 148, Jupiter Elementary 2191 $ 218, $ $ 13, $ 13, $ 204, Educational Technology Summary 4/17/2016 Page 1

64 Educational Technology Summary through March 2016 Attachment F Educational Technology FY 15 Expense FY 16 Encumbrance to March 31 FY 16 Expense to March 31 Total Encumbrance and Expense through March 31 Balance Kennedy Middle 1101 $ 177, $ $ 9, $ 9, $ 168, Lockmar Elementary 2111 $ 147, $ $ 11, $ 11, $ 135, Longleaf Elementary 3131 $ 511, $ 43, $ 7, $ 50, $ 461, Madison Middle 0052 $ 101, $ $ 7, $ 7, $ 94, Manatee Elementary 1161 $ 243, $ $ 31, $ 31, $ 212, McAuliffe Elementary 2161 $ 137, $ $ 12, $ 12, $ 125, McNair Middle 1081 $ 168, $ $ 7, $ 7, $ 161, Meadowlane Intermediate Elementary 2031 $ 109, $ $ 5, $ 5, $ 104, Meadowlane Primary Elementary 2041 $ 728, $ 44, $ 11, $ 55, $ 672, Melbourne High 2011 $ 1,823, $ $ 35, $ 35, $ 1,788, Merritt Island High 4011 $ 714, $ $ 24, $ 25, $ 689, Mila Elementary 4031 $ 158, $ $ 8, $ 8, $ 150, Mims Elementary 0101 $ 143, $ $ 8, $ 8, $ 134, Oak Park Elementary 0051 $ 222, $ 3, $ 13, $ 17, $ 205, Ocean Breeze Elementary 6071 $ 204, $ $ 8, $ 8, $ 195, Palm Bay High 2021 $ 179, $ $ 8, $ 8, $ 171, Palm Bay Elementary 2081 $ 371, $ $ 5, $ 5, $ 365, Pinewood Elementary 0181 $ 172, $ $ 7, $ 7, $ 164, Port Malabar Elementary 2061 $ 244, $ $ 12, $ 12, $ 232, Quest Elementary 3151 $ 319, $ $ 13, $ 13, $ 305, Riviera Elementary 2171 $ 234, $ $ 9, $ 9, $ 224, Rockledge High 1011 $ 1,946, $ 2, $ 371, $ 392, $ 766, $ 1,179, Roosevelt Elementary 5012 $ 212, $ $ 6, $ 6, $ 206, Sabal Elementary 3071 $ 157, $ 7, $ 9, $ 16, $ 141, Satellite High 6011 $ 78, $ $ 15, $ 15, $ 63, Saturn Elementary 1131 $ 233, $ $ 12, $ 12, $ 221, Sea Park Elementary 6051 $ 200, $ 51, $ 12, $ 63, $ 136, Sherwood Elementary 3041 $ 163, $ $ 8, $ 8, $ 154, Southwest Middle 2122 $ 424, $ $ 9, $ 9, $ 415, Space Coast Jr / Sr High 0302 $ 489, $ $ 24, $ 24, $ 465, Stevenson Elementary (*Choice) 4071 $ 354, $ $ 18, $ 18, $ 335, Stone Middle 2071 $ 303, $ $ 11, $ 11, $ 291, Sunrise Elementary 2221 $ 138, $ $ 13, $ 13, $ 124, Suntree Elementary 3121 $ 106, $ $ 10, $ 10, $ 95, Surfside Elementary 6061 $ 87, $ $ 2, $ 2, $ 85, Titusville High 0011 $ 473, $ 2, $ 19, $ 22, $ 450, Tropical Elementary 4041 $ 218, $ 95, $ 11, $ 107, $ 110, Turner Elementary 2121 $ 135, $ $ 11, $ 11, $ 124, Unallocated $ $ 4, $ 4, $ (4,383.27) Educational Technology Summary 4/17/2016 Page 2

65 Educational Technology Summary through March 2016 Attachment F Educational Technology FY 15 Expense FY 16 Encumbrance to March 31 FY 16 Expense to March 31 Total Encumbrance and Expense through March 31 Balance University Park Elementary 2051 $ 385, $ $ 10, $ 10, $ 375, Viera High 1171 $ 377, $ 7, $ 34, $ 42, $ 335, West Melbourne Elementary (*Choice) 2042 $ 66, $ $ 3, $ 3, $ 62, West Shore Jr / Sr High (*Choice) 3141 $ 236, $ $ 6, $ 6, $ 229, Westside Elementary 2212 $ 211, $ $ 11, $ 11, $ 200, Williams Elementary 1151 $ 494, $ $ 8, $ 8, $ 486, $ $ $ 2, $ 877, $ 1,392, $ 2,272, Attachment F Total All Years $ 25,365, Educational Technology Revenue through March 31 $ 5,486, Educational Technology Spent and Encumbered through March 31 $ 2,272, Spent and Encumbered as a Percent of Revenue through March 31 41% Percent of Program Spent and Encumbered through March 31 9% Educational Technology Summary 4/17/2016 Page 3

66 District School Security Summary through March 2016 Attachment F Security FY 15 Expense FY 16 Encumbrance to March 31 FY 16 Expense to March 31 Total Encumbrance and Expense to March 31 Balance Status Andersen Elementary 1141 $ 97, $ 1, $ 5, $ 1, $ 8, $ 89, Preliminary design Audubon Elementary 4051 $ 21, $ 1, $ 2, $ 5, $ 8, $ 13, Preliminary design Cape View Elementary 5031 $ 15, $ 1, $ $ $ 2, $ 13, Preliminary design Cocoa Jr / Sr High 1121 $ 96, $ $ $ $ $ 95, Consultation only Croton Elementary 3091 $ 86, $ 1, $ $ $ 1, $ 85, Consultation only DeLaura Middle 6012 $ 68, $ 1, $ $ 3, $ 5, $ 63, Preliminary design Discovery Elementary 2151 $ 67, $ 1, $ $ $ 2, $ 65, Preliminary design Golfview Elementary 1071 $ 65, $ $ $ $ $ 64, Consultation only Hoover Middle 6082 $ 85, $ 6, $ $ 6, $ 78, Preconstruction Jefferson Middle 4111 $ 54, $ 1, $ 52, $ $ 54, $ Preliminary design Kennedy Middle 1101 $ 115, $ $ $ $ $ 115, Consultation only Mila Elementary 4031 $ 51, $ $ $ $ $ 51, Consultation only Oak Park Elementary 0051 $ 137, $ 1, $ 64, $ 69, $ 135, $ 2, Substantially complete Ocean Breeze Elementary 6071 $ 109, $ 1, $ 7, $ $ 10, $ 99, Preliminary design Palm Bay Elementary 2081 $ 61, $ 1, $ 7, $ 1, $ 9, $ 51, Preliminary design Rockledge High 1011 $ 67, $ $ $ $ $ 66, Consultation only Roosevelt Elementary 5012 $ 51, $ $ $ $ 1, $ 49, Preliminary design Sabal Elementary 3071 $ 136, $ 13, $ $ 13, $ 122, Preconstruction Sea Park Elementary 6051 $ 99, $ 1, $ 70, $ 1, $ 72, $ 26, Preliminary design Sherwood Elementary 3041 $ 21, $ $ $ $ $ 21, Consultation only Suntree Elementary 3121 $ 62, $ $ 4, $ 4, $ 58, In house work Tropical Elementary 4041 $ 81, $ 1, $ 79, $ 1, $ 82, $ (135.48) Preliminary design Unallocated $ 2, $ $ 3, $ 5, $ (5,779.24) Williams Elementary 1151 $ 31, $ $ $ $ $ 30, Consultation only $ $ $ 22, $ 310, $ 96, $ 429, Attachment F Total All Years $ 5,747, District Security Revenue through March 31 $ 1,242, District Security Spent and Encumbered through March 31 $ 429, Spent and Encumbered as a Percent of Revenue through March 31 35% Percent of Program Spent and Encumbered through March 31 7% Includes additional funding ($24,918 contingency) authorized by School Board District School Security 4/17/2016 Page 1

67 Facility Renewal Summary through March 2016 Attachment F Facility Renewal FY 15 Expense FY 16 Encumbrance to March 31 FY 16 Expense to March 31 Total Encumbered and Expensed through March 2016 Balance In Sequence Project Out of Sequence Project Contingency Used on Project Status 520 Compound 9343 $ 1,082, $ $ 2, $ 2, $ 1,080, X Office portable A/C replacement Allen Elementary 3101 $ 924, $ 7, $ 44, $ 52, $ 871, X Chiller component failure Andersen Elementary 1141 $ 3,558, $ 49, $ 621, $ 395, $ 1,066, $ 2,491, X X Completing project; portable A/C Apollo Elementary 0061 $ 1,907, $ 200, $ 20, $ 221, $ 1,686, X Design build underway Astronaut High 0161 $ 1,236, $ $ $ $ 1,236, Atlantis Elementary 0201 $ 1,324, $ 10, $ 50, $ 36, $ 98, $ 1,226, X X Chiller replaced 2015 Audubon Elementary 4051 $ 1,953, $ 172, $ 170, $ 1,057, $ 1,401, $ 552, X Completing project Bayside High 2211 $ 1,068, $ 81, $ $ 81, $ 987, X X Chiller replacement design Cambridge Elementary 1041 $ 363, $ $ $ $ 363, Cape View Elementary 5031 $ 1,634, $ $ 25, $ 132, $ 157, $ 1,477, X Design build GMP March 2016 Carroll Elementary 4121 $ 1,706, $ 1,083, $ 71, $ 1,154, $ 551, X Chiller failure Central Middle 3021 $ 544, $ $ $ $ 544, Challenger 7 Elementary 0191 $ 351, $ $ $ $ 351, Clearlake 1031 $ 1,252, $ $ 44, $ 44, $ 1,208, X A/C component replacement Cocoa Jr / Sr High 1121 $ 4,646, $ $ 5, $ 5, $ 4,640, X X A/C component, portable A/C replacement Cocoa Beach Jr / Sr High 5011 $ 1,485, $ $ $ $ 1,485, Columbia Elementary 2131 $ 199, $ $ 12, $ 12, $ 187, X X Portable A/C replacement Coquina Elementary 0091 $ 1,665, $ 1, $ 25, $ 26, $ 1,638, X X Portable A/C replacement; chiller and controls Creel Elementary 6141 $ 1,850, $ 1, $ 11, $ 12, $ 1,838, X X Chiller and exhaust fan failure Croton Elementary 3091 $ 1,669, $ $ $ $ 1,669, DeLaura Middle 6012 $ 2,805, $ 1,138, $ 87, $ 142, $ 1,368, $ 1,436, X Completing project Discovery Elementary 2151 $ 2,532, $ 7, $ 260, $ 107, $ 375, $ 2,157, X X Design build GMP March 2016, portable A/C replacement; WWTP design Eau Gallie High 3011 $ 1,808, $ 317, $ 43, $ 360, $ 1,448, X X Sewer and portable A/C replacement; failed auditorium chiller Edgewood Jr / Sr High 4021 $ 407, $ $ 21, $ 21, $ 385, X X Portable A/C replacement Educational Services Facility 9860 $ 1,723, $ $ 126, $ 213, $ 339, $ 1,383, X Failed windows, gutter and downspout replacement Endeavour Elementary 1051 $ 1,006, $ 3, $ 53, $ 57, $ 948, X X Chiller and AHU failure Enterprise Elementary 0301 $ 481, $ $ $ $ 481, Fairglen Elementary 1091 $ 3,012, $ 25, $ 11, $ 37, $ 2,975, X Design build contract to Board 4.26 Freedom 7 Elementary 5021 $ 381, $ 197, $ 15, $ 212, $ 168, X X A/C component replacement Gemini Elementary 6101 $ 635, $ 1, $ 2, $ 4, $ 631, X X Portable A/C replacement Golfview Elementary 1071 $ 712, $ $ $ $ 712, Harbor City Elementary 3061 $ 924, $ $ 34, $ 34, $ 889, X X Failed exhaust fans and portable A/C replacement Heritage High 2311 $ 426, $ $ $ $ 426, Holland Elementary 6013 $ 3,700, $ $ $ $ 3,700, X Failed exhaust fan replacement Hoover Middle 6082 $ 3,331, $ 287, $ 19, $ 306, $ 3,025, X X Failed exhaust fan replacement and design build award March 2015 Imperial Estates Elementary 0151 $ 864, $ $ $ $ 864, Indialantic Elementary 6081 $ 1,036, $ 3, $ 12, $ 15, $ 1,021, X A/C component replacement Jackson Middle 0141 $ 3,160, $ 265, $ 22, $ 287, $ 2,872, X Design build underway Jefferson Middle 4111 $ 3,450, $ 18, $ 2,741, $ 111, $ 2,871, $ 579, X Design build underway GMP approved Feb 2016 Johnson Middle 3031 $ 3,366, $ 98, $ 4, $ 102, $ 3,264, X X A/C component replacement Jupiter Elementary 2191 $ 720, $ 1, $ 9, $ 10, $ 710, X X A/C component replacement, portable A/C replacement Kennedy Middle 1101 $ 2,499, $ 24, $ 7, $ 32, $ 2,466, X Design build contract to Board 4.26 Lockmar Elementary 2111 $ 1,864, $ $ $ $ 1,864, Longleaf Elementary 3131 $ 1,165, $ 4, $ $ 4, $ 1,160, X X Fire alarm design w/et project Madison Middle 0052 $ 1,132, $ $ $ $ 1,132, Manatee Elementary 1161 $ 834, $ $ $ $ 834, McAuliffe Elementary 2161 $ 989, $ 7, $ 23, $ 31, $ 957, X X Failed heat pumps and portable A/C replacement McNair Middle 1081 $ 541, $ $ $ $ 541, Meadowlane Intermediate Elementary 2031 $ 1,758, $ $ $ $ 1,758, Meadowlane Primary Elementary 2041 $ 1,959, $ 10, $ $ 10, $ 1,948, X HVAC supporting ET project Melbourne High 2011 $ 6,981, $ 29, $ 91, $ 120, $ 6,860, X X Design build RFP and A/C component replacement Merritt Island High 4011 $ 1,472, $ 192, $ 14, $ 207, $ 1,265, X X Failed auditorium chiller replacement Mila Elementary 4031 $ 1,524, $ $ $ $ 1,524, Facility Renewal 4/17/2016 Page 1

68 Facility Renewal Summary through March 2016 Attachment F Facility Renewal FY 15 Expense FY 16 Encumbrance to March 31 FY 16 Expense to March 31 Total Encumbered and Expensed through March 2016 Balance In Sequence Project Out of Sequence Project Contingency Used on Project Status Mims Elementary 0101 $ 409, $ $ $ $ 409, Oak Park Elementary 0051 $ 1,373, $ 316, $ 67, $ 502, $ 887, $ 486, X X Completing project; portable A/C Ocean Breeze Elementary 6071 $ 1,364, $ 414, $ 230, $ 153, $ 798, $ 566, X Project complete except walkways to portables Palm Bay High 2021 $ 1,869, $ 7, $ $ 7, $ 1,861, X X Failed A/C component replacement Palm Bay Elementary 2081 $ 1,333, $ 471, $ 24, $ 37, $ 533, $ 799, X X Completing project; portable A/C Pinewood Elementary 0181 $ 1,110, $ 146, $ 18, $ 165, $ 945, X X Design build underway; WWTP design Port Malabar Elementary 2061 $ 1,658, $ 1, $ 2, $ 4, $ 1,654, X X Portable A/C replacement Quest Elementary 3151 $ 812, $ $ $ $ 812, Riviera Elementary 2171 $ 339, $ $ $ $ 339, Rockledge High 1011 $ 3,535, $ 3, $ 6, $ 10, $ 3,524, X X Portable A/C, exhaust fans replacement Roosevelt Elementary 5012 $ 2,933, $ 8, $ 254, $ 8, $ 271, $ 2,662, X Design build GMP March 2016 Sabal Elementary 3071 $ 2,070, $ 214, $ 40, $ 255, $ 1,815, X X X Portable A/C replacement and design build award March 2016 Satellite High 6011 $ 1,273, $ $ 2, $ 2, $ 1,270, X A/C component replacement Saturn Elementary 1131 $ 4,323, $ 43, $ 8, $ 51, $ 4,271, X Design build contract to Board 4.26 Sea Park Elementary 6051 $ 1,984, $ $ 1,489, $ 61, $ 1,552, $ 432, X Design build GMP February 2016 Sherwood Elementary 3041 $ 1,998, $ 118, $ 86, $ 378, $ 583, $ 1,415, X X Replaced chiller 2015, GMP pending for completion Southwest Middle 2122 $ 3,353, $ $ $ $ 3,353, X Design Criteria Package underway Space Coast Jr / Sr High 0302 $ 1,357, $ $ 8, $ 8, $ 1,349, A/C component replacement Stevenson Elementary (*Cho 4071 $ 826, $ $ $ $ 826, Stone Middle 2071 $ 5,745, $ 153, $ 61, $ 215, $ 5,529, X X Design build project development and failed A/C unit Sunrise Elementary 2221 $ 624, $ $ $ $ 624, Suntree Elementary 3121 $ 1,921, $ $ $ $ 1,921, Surfside Elementary 6061 $ 1,004, $ $ $ $ 1,004, Titusville High 0011 $ 1,688, $ 42, $ 14, $ 56, $ 1,631, X Building 19 roof failure, in design Tropical Elementary 4041 $ 2,727, $ 7, $ 2,223, $ 18, $ 2,248, $ 479, X Design build underway and A/C component replacement Turner Elementary 2121 $ 1,506, $ 20, $ 14, $ 34, $ 1,472, X X Portable A/C, preparing Design Criteria Package Unallocated $ 1, $ $ 35, $ 37, $ (37,053.43) University Park Elementary 2051 $ 1,268, $ $ 5, $ 5, $ 1,263, X A/C component replacement Viera High 1171 $ 3,660, $ $ $ $ 3,660, West Melbourne Elementary 2042 $ 1,537, $ 18, $ 6, $ 24, $ 1,512, X Design build GMP pending West Shore Jr / Sr High 3141 $ 590, $ $ 8, $ 8, $ 582, X X Portable A/C replacement; numerous failing HVAC issues Westside Elementary 2212 $ 1,120, $ 56, $ 4, $ 61, $ 1,059, X X Portable A/C replacement and chiller replacement design Williams Elementary 1151 $ 1,622, $ $ $ $ 1,622, Total $ 2,734, $ 12,017, $ 4,224, $ 18,977, Attachment F Total All Years $ 156,970, Facility Renewal Revenue through March 31 $ 33,950, Facility Renewal Spent and Encumbered through March 31 $ 18,977, Spent and Encumbered as a Percent of Revenue through March 31 56% Percent of Program Spent and Encumbered through March 31 12% Freedom 7 includes an additional $236,136 allocated from contingency. Facility Renewal 4/17/2016 Page 2

69 MEMORANDUM To: Independent Citizen Oversight Committee Members From: Susan Hann, P.E., AICP, Director of Planning and Project Management Date: April 12, 2016 Re: Agenda Item G1 Sales Surtax Revenue Report Sales tax revenues continue to exceed projections. The attached charts indicate the revenue received to date in comparison to the projections as well as the allocation to date to District School Security, Educational Technology, Facility Renewal and Contingency.

70 Estimated vs. Actual Revenue $5,000,000 $4,500,000 $4,000,000 $3,500,000 $3,000,000 $2,500,000 $2,000,000 $1,500,000 $1,000,000 $500,000 $0 Mar 15 Apr 15 May 15 Jun 15 Jul 15 Aug 15 Sep 15 Oct 15 Nov 15 Dec 15 Jan 16 Feb 16 Mar 16 Mar 15 Apr 15 May 15 Jun 15 Jul 15 Aug 15 Sep 15 Oct 15 Nov 15 Dec 15 Jan 16 Feb 16 Mar 16 Estimated Collections $2,266,486 $2,509,893 $3,609,541 $2,428,299 $2,196,654 $3,125,490 $2,262,553 $2,421,489 $3,205,007 $2,209,087 $2,162,004 $3,025,599 $2,268,501 Actual Collections $2,646,407 $2,900,448 $4,138,289 $3,009,492 $2,948,278 $3,868,076 $3,199,609 $2,726,679 $3,917,393 $2,860,140 $3,016,728 $4,729,646 $2,861,364 Variance $379,921 $390,555 $528,748 $581,193 $751,624 $742,586 $937,056 $305,190 $712,386 $651,053 $854,724 $1,704,047 $592,863 Estimated Collections Actual Collections Variance

71 Cumulative Estimated Revenue vs. Actual Cumulative Revenue $45,000,000 Estimated Cumulative $40,000,000 Actual Cumulative Variance Cumulative $35,000,000 $30,000,000 $25,000,000 $20,000,000 $15,000,000 $10,000,000 $5,000,000 $0 Mar 15 Apr 15 May 15 Jun 15 Jul 15 Aug 15 Sep 15 Oct 15 Nov 15 Dec 15 Jan 16 Feb 16 Mar 16 Mar 15 Apr 15 May 15 Jun 15 Jul 15 Aug 15 Sep 15 Oct 15 Nov 15 Dec 15 Jan 16 Feb 16 Mar 16 Estimated Cumulative $2,266,486 $4,776,379 $8,385,920 $10,814,219 $13,010,873 $16,136,363 $18,398,916 $20,820,405 $24,025,412 $26,234,499 $28,396,503 $31,422,102 $33,690,603 Actual Cumulative $2,646,407 $5,546,855 $9,685,144 $12,694,636 $15,642,914 $19,510,990 $22,710,599 $25,437,278 $29,354,671 $32,214,811 $35,231,539 $39,961,185 $42,822,549 Variance Cumulative $379,921 $770,476 $1,299,224 $1,880,417 $2,632,041 $3,374,627 $4,311,683 $4,616,873 $5,329,259 $5,980,312 $6,835,036 $8,539,083 $9,131,946

72 $2,143,377 Allocation by Group Through March 2016 $1,242,986 $5,486,050 School Security Educational Technology Facility Renewal Contingency $33,950,137

73 MEMORANDUM To: Independent Citizen Oversight Committee Members From: Susan Hann, P.E., AICP, Director of Planning and Project Management Date: April 12, 2016 Re: Agenda Item G2 Sales Tax Expenditure Report Attached are expenditure reports reflecting expenditures as follows: Tab 1: Financial summary data is provided to include: Overall summary by group with totals Educational technology summary District school security summary Facility renewal summary Tab 2: Report from the District s financial system reflecting all sales surtax (Fund 398) expenditures and encumbrances from July 1, 2015 through March 31, This report DOES NOT include any FY 15 expenditures and includes labor through December 31, Tab 3: Report from the District s financial system reflecting all sales surtax (Fund 398) expenditures in FY 15. This is provided for reference.

74 Tab 1 Expenditure Summary by Group and School through March 31, 2016 Includes FY 15 Expenditures Does not include Jan-March 2016 labor

75 Sales Surtax Summary through March 2016 Expensed FY 15 Encumbered FY 16 Expensed FY 16 Total Educational Technology $ 2, $ 877, $ 1,392, $ 2,272, District School Security $ 22, $ 310, $ 96, $ 429, Facility Renewal $ 2,734, $ 12,017, $ 4,224, $ 18,977, Total Sales Surtax $ 2,759, $ 13,205, $ 5,713, $ 21,678, Capital Funds on Projects $ $ 246, $ 12, $ 259, Total on Finance Report $ 2,759, $ 13,452, $ 5,726, $ 21,938,714.26

76 Educational Technology Summary through March 2016 Attachment F Educational Technology FY 15 Expense FY 16 Encumbrance to March 31 FY 16 Expense to March 31 Total Encumbrance and Expense through March 31 Balance Allen Elementary 3101 $ 147, $ $ 9, $ 9, $ 138, Andersen Elementary 1141 $ 221, $ 87, $ 16, $ 104, $ 117, Apollo Elementary 0061 $ 201, $ $ 13, $ 13, $ 187, Astronaut High 0161 $ 138, $ $ 17, $ 17, $ 120, Atlantis Elementary 0201 $ 608, $ 43, $ 11, $ 54, $ 553, Audubon Elementary 4051 $ 165, $ 2, $ 10, $ 13, $ 152, Bayside High 2211 $ 1,410, $ $ 27, $ 27, $ 1,383, Cambridge Elementary 1041 $ 181, $ $ 10, $ 10, $ 170, Cape View Elementary 5031 $ 169, $ $ 6, $ 6, $ 163, Carroll Elementary 4121 $ 242, $ $ 10, $ 10, $ 231, Central Middle 3021 $ 1,114, $ $ 10, $ 10, $ 1,104, Challenger 7 Elementary 0191 $ 189, $ $ 8, $ 8, $ 181, Cocoa Jr / Sr High 1121 $ 349, $ $ 20, $ 20, $ 328, Cocoa Beach Jr / Sr High 5011 $ 453, $ $ 17, $ 17, $ 435, Columbia Elementary 2131 $ 121, $ $ $ $ 121, Coquina Elementary 0091 $ 104, $ $ 4, $ 4, $ 100, Creel Elementary 6141 $ 268, $ $ 33, $ 33, $ 235, Croton Elementary 3091 $ 268, $ $ 11, $ 11, $ 257, DeLaura Middle 6012 $ 257, $ $ 10, $ 10, $ 246, Discovery Elementary 2151 $ 214, $ $ 4, $ 4, $ 209, Eau Gallie High 3011 $ 403, $ $ 27, $ 27, $ 375, Edgewood Jr / Sr High (*Choice) 4021 $ 120, $ $ 15, $ 15, $ 105, Endeavour Elementary 1051 $ 117, $ $ 13, $ 13, $ 104, Enterprise Elementary 0301 $ 254, $ $ 8, $ 8, $ 245, Fairglen Elementary 1091 $ 206, $ $ 4, $ 4, $ 202, Freedom 7 Elementary (*Choice) 5021 $ 154, $ $ 6, $ 6, $ 147, Gemini Elementary 6101 $ 175, $ $ 7, $ 7, $ 167, Golfview Elementary 1071 $ 169, $ $ 10, $ 10, $ 159, Harbor City Elementary 3061 $ 149, $ $ 7, $ 7, $ 142, Heritage High 2311 $ 145, $ $ 16, $ 16, $ 129, Holland Elementary 6013 $ 173, $ $ 6, $ 6, $ 166, Hoover Middle 6082 $ 217, $ 8, $ 8, $ 16, $ 201, Imperial Estates Elementary 0151 $ 302, $ $ 24, $ 24, $ 278, Indialantic Elementary 6081 $ 181, $ $ 12, $ 12, $ 169, Jackson Middle 0141 $ 187, $ $ 9, $ 9, $ 178, Jefferson Middle 4111 $ 227, $ 107, $ 9, $ 116, $ 111, Johnson Middle 3031 $ 157, $ $ 9, $ 9, $ 148, Jupiter Elementary 2191 $ 218, $ $ 13, $ 13, $ 204, Educational Technology Summary 4/17/2016 Page 1

77 Educational Technology Summary through March 2016 Attachment F Educational Technology FY 15 Expense FY 16 Encumbrance to March 31 FY 16 Expense to March 31 Total Encumbrance and Expense through March 31 Balance Kennedy Middle 1101 $ 177, $ $ 9, $ 9, $ 168, Lockmar Elementary 2111 $ 147, $ $ 11, $ 11, $ 135, Longleaf Elementary 3131 $ 511, $ 43, $ 7, $ 50, $ 461, Madison Middle 0052 $ 101, $ $ 7, $ 7, $ 94, Manatee Elementary 1161 $ 243, $ $ 31, $ 31, $ 212, McAuliffe Elementary 2161 $ 137, $ $ 12, $ 12, $ 125, McNair Middle 1081 $ 168, $ $ 7, $ 7, $ 161, Meadowlane Intermediate Elementary 2031 $ 109, $ $ 5, $ 5, $ 104, Meadowlane Primary Elementary 2041 $ 728, $ 44, $ 11, $ 55, $ 672, Melbourne High 2011 $ 1,823, $ $ 35, $ 35, $ 1,788, Merritt Island High 4011 $ 714, $ $ 24, $ 25, $ 689, Mila Elementary 4031 $ 158, $ $ 8, $ 8, $ 150, Mims Elementary 0101 $ 143, $ $ 8, $ 8, $ 134, Oak Park Elementary 0051 $ 222, $ 3, $ 13, $ 17, $ 205, Ocean Breeze Elementary 6071 $ 204, $ $ 8, $ 8, $ 195, Palm Bay High 2021 $ 179, $ $ 8, $ 8, $ 171, Palm Bay Elementary 2081 $ 371, $ $ 5, $ 5, $ 365, Pinewood Elementary 0181 $ 172, $ $ 7, $ 7, $ 164, Port Malabar Elementary 2061 $ 244, $ $ 12, $ 12, $ 232, Quest Elementary 3151 $ 319, $ $ 13, $ 13, $ 305, Riviera Elementary 2171 $ 234, $ $ 9, $ 9, $ 224, Rockledge High 1011 $ 1,946, $ 2, $ 371, $ 392, $ 766, $ 1,179, Roosevelt Elementary 5012 $ 212, $ $ 6, $ 6, $ 206, Sabal Elementary 3071 $ 157, $ 7, $ 9, $ 16, $ 141, Satellite High 6011 $ 78, $ $ 15, $ 15, $ 63, Saturn Elementary 1131 $ 233, $ $ 12, $ 12, $ 221, Sea Park Elementary 6051 $ 200, $ 51, $ 12, $ 63, $ 136, Sherwood Elementary 3041 $ 163, $ $ 8, $ 8, $ 154, Southwest Middle 2122 $ 424, $ $ 9, $ 9, $ 415, Space Coast Jr / Sr High 0302 $ 489, $ $ 24, $ 24, $ 465, Stevenson Elementary (*Choice) 4071 $ 354, $ $ 18, $ 18, $ 335, Stone Middle 2071 $ 303, $ $ 11, $ 11, $ 291, Sunrise Elementary 2221 $ 138, $ $ 13, $ 13, $ 124, Suntree Elementary 3121 $ 106, $ $ 10, $ 10, $ 95, Surfside Elementary 6061 $ 87, $ $ 2, $ 2, $ 85, Titusville High 0011 $ 473, $ 2, $ 19, $ 22, $ 450, Tropical Elementary 4041 $ 218, $ 95, $ 11, $ 107, $ 110, Turner Elementary 2121 $ 135, $ $ 11, $ 11, $ 124, Unallocated $ $ 4, $ 4, $ (4,383.27) Educational Technology Summary 4/17/2016 Page 2

78 Educational Technology Summary through March 2016 Attachment F Educational Technology FY 15 Expense FY 16 Encumbrance to March 31 FY 16 Expense to March 31 Total Encumbrance and Expense through March 31 Balance University Park Elementary 2051 $ 385, $ $ 10, $ 10, $ 375, Viera High 1171 $ 377, $ 7, $ 34, $ 42, $ 335, West Melbourne Elementary (*Choice) 2042 $ 66, $ $ 3, $ 3, $ 62, West Shore Jr / Sr High (*Choice) 3141 $ 236, $ $ 6, $ 6, $ 229, Westside Elementary 2212 $ 211, $ $ 11, $ 11, $ 200, Williams Elementary 1151 $ 494, $ $ 8, $ 8, $ 486, $ $ $ 2, $ 877, $ 1,392, $ 2,272, Attachment F Total All Years $ 25,365, Educational Technology Revenue through March 31 $ 5,486, Educational Technology Spent and Encumbered through March 31 $ 2,272, Spent and Encumbered as a Percent of Revenue through March 31 41% Percent of Program Spent and Encumbered through March 31 9% Educational Technology Summary 4/17/2016 Page 3

79 District School Security Summary through March 2016 Attachment F Security FY 15 Expense FY 16 Encumbrance to March 31 FY 16 Expense to March 31 Total Encumbrance and Expense to March 31 Balance Status Andersen Elementary 1141 $ 97, $ 1, $ 5, $ 1, $ 8, $ 89, Preliminary design Audubon Elementary 4051 $ 21, $ 1, $ 2, $ 5, $ 8, $ 13, Preliminary design Cape View Elementary 5031 $ 15, $ 1, $ $ $ 2, $ 13, Preliminary design Cocoa Jr / Sr High 1121 $ 96, $ $ $ $ $ 95, Consultation only Croton Elementary 3091 $ 86, $ 1, $ $ $ 1, $ 85, Consultation only DeLaura Middle 6012 $ 68, $ 1, $ $ 3, $ 5, $ 63, Preliminary design Discovery Elementary 2151 $ 67, $ 1, $ $ $ 2, $ 65, Preliminary design Golfview Elementary 1071 $ 65, $ $ $ $ $ 64, Consultation only Hoover Middle 6082 $ 85, $ 6, $ $ 6, $ 78, Preconstruction Jefferson Middle 4111 $ 54, $ 1, $ 52, $ $ 54, $ Preliminary design Kennedy Middle 1101 $ 115, $ $ $ $ $ 115, Consultation only Mila Elementary 4031 $ 51, $ $ $ $ $ 51, Consultation only Oak Park Elementary 0051 $ 137, $ 1, $ 64, $ 69, $ 135, $ 2, Substantially complete Ocean Breeze Elementary 6071 $ 109, $ 1, $ 7, $ $ 10, $ 99, Preliminary design Palm Bay Elementary 2081 $ 61, $ 1, $ 7, $ 1, $ 9, $ 51, Preliminary design Rockledge High 1011 $ 67, $ $ $ $ $ 66, Consultation only Roosevelt Elementary 5012 $ 51, $ $ $ $ 1, $ 49, Preliminary design Sabal Elementary 3071 $ 136, $ 13, $ $ 13, $ 122, Preconstruction Sea Park Elementary 6051 $ 99, $ 1, $ 70, $ 1, $ 72, $ 26, Preliminary design Sherwood Elementary 3041 $ 21, $ $ $ $ $ 21, Consultation only Suntree Elementary 3121 $ 62, $ $ 4, $ 4, $ 58, In house work Tropical Elementary 4041 $ 81, $ 1, $ 79, $ 1, $ 82, $ (135.48) Preliminary design Unallocated $ 2, $ $ 3, $ 5, $ (5,779.24) Williams Elementary 1151 $ 31, $ $ $ $ $ 30, Consultation only $ $ $ 22, $ 310, $ 96, $ 429, Attachment F Total All Years $ 5,747, District Security Revenue through March 31 $ 1,242, District Security Spent and Encumbered through March 31 $ 429, Spent and Encumbered as a Percent of Revenue through March 31 35% Percent of Program Spent and Encumbered through March 31 7% Includes additional funding ($24,918 contingency) authorized by School Board District School Security 4/17/2016 Page 1

80 Facility Renewal Summary through March 2016 Attachment F Facility Renewal FY 15 Expense FY 16 Encumbrance to March 31 FY 16 Expense to March 31 Total Encumbered and Expensed through March 2016 Balance In Sequence Project Out of Sequence Project Contingency Used on Project Status 520 Compound 9343 $ 1,082, $ $ 2, $ 2, $ 1,080, X Office portable A/C replacement Allen Elementary 3101 $ 924, $ 7, $ 44, $ 52, $ 871, X Chiller component failure Andersen Elementary 1141 $ 3,558, $ 49, $ 621, $ 395, $ 1,066, $ 2,491, X X Completing project; portable A/C Apollo Elementary 0061 $ 1,907, $ 200, $ 20, $ 221, $ 1,686, X Design build underway Astronaut High 0161 $ 1,236, $ $ $ $ 1,236, Atlantis Elementary 0201 $ 1,324, $ 10, $ 50, $ 36, $ 98, $ 1,226, X X Chiller replaced 2015 Audubon Elementary 4051 $ 1,953, $ 172, $ 170, $ 1,057, $ 1,401, $ 552, X Completing project Bayside High 2211 $ 1,068, $ 81, $ $ 81, $ 987, X X Chiller replacement design Cambridge Elementary 1041 $ 363, $ $ $ $ 363, Cape View Elementary 5031 $ 1,634, $ $ 25, $ 132, $ 157, $ 1,477, X Design build GMP March 2016 Carroll Elementary 4121 $ 1,706, $ 1,083, $ 71, $ 1,154, $ 551, X Chiller failure Central Middle 3021 $ 544, $ $ $ $ 544, Challenger 7 Elementary 0191 $ 351, $ $ $ $ 351, Clearlake 1031 $ 1,252, $ $ 44, $ 44, $ 1,208, X A/C component replacement Cocoa Jr / Sr High 1121 $ 4,646, $ $ 5, $ 5, $ 4,640, X X A/C component, portable A/C replacement Cocoa Beach Jr / Sr High 5011 $ 1,485, $ $ $ $ 1,485, Columbia Elementary 2131 $ 199, $ $ 12, $ 12, $ 187, X X Portable A/C replacement Coquina Elementary 0091 $ 1,665, $ 1, $ 25, $ 26, $ 1,638, X X Portable A/C replacement; chiller and controls Creel Elementary 6141 $ 1,850, $ 1, $ 11, $ 12, $ 1,838, X X Chiller and exhaust fan failure Croton Elementary 3091 $ 1,669, $ $ $ $ 1,669, DeLaura Middle 6012 $ 2,805, $ 1,138, $ 87, $ 142, $ 1,368, $ 1,436, X Completing project Discovery Elementary 2151 $ 2,532, $ 7, $ 260, $ 107, $ 375, $ 2,157, X X Design build GMP March 2016, portable A/C replacement; WWTP design Eau Gallie High 3011 $ 1,808, $ 317, $ 43, $ 360, $ 1,448, X X Sewer and portable A/C replacement; failed auditorium chiller Edgewood Jr / Sr High 4021 $ 407, $ $ 21, $ 21, $ 385, X X Portable A/C replacement Educational Services Facility 9860 $ 1,723, $ $ 126, $ 213, $ 339, $ 1,383, X Failed windows, gutter and downspout replacement Endeavour Elementary 1051 $ 1,006, $ 3, $ 53, $ 57, $ 948, X X Chiller and AHU failure Enterprise Elementary 0301 $ 481, $ $ $ $ 481, Fairglen Elementary 1091 $ 3,012, $ 25, $ 11, $ 37, $ 2,975, X Design build contract to Board 4.26 Freedom 7 Elementary 5021 $ 381, $ 197, $ 15, $ 212, $ 168, X X A/C component replacement Gemini Elementary 6101 $ 635, $ 1, $ 2, $ 4, $ 631, X X Portable A/C replacement Golfview Elementary 1071 $ 712, $ $ $ $ 712, Harbor City Elementary 3061 $ 924, $ $ 34, $ 34, $ 889, X X Failed exhaust fans and portable A/C replacement Heritage High 2311 $ 426, $ $ $ $ 426, Holland Elementary 6013 $ 3,700, $ $ $ $ 3,700, X Failed exhaust fan replacement Hoover Middle 6082 $ 3,331, $ 287, $ 19, $ 306, $ 3,025, X X Failed exhaust fan replacement and design build award March 2015 Imperial Estates Elementary 0151 $ 864, $ $ $ $ 864, Indialantic Elementary 6081 $ 1,036, $ 3, $ 12, $ 15, $ 1,021, X A/C component replacement Jackson Middle 0141 $ 3,160, $ 265, $ 22, $ 287, $ 2,872, X Design build underway Jefferson Middle 4111 $ 3,450, $ 18, $ 2,741, $ 111, $ 2,871, $ 579, X Design build underway GMP approved Feb 2016 Johnson Middle 3031 $ 3,366, $ 98, $ 4, $ 102, $ 3,264, X X A/C component replacement Jupiter Elementary 2191 $ 720, $ 1, $ 9, $ 10, $ 710, X X A/C component replacement, portable A/C replacement Kennedy Middle 1101 $ 2,499, $ 24, $ 7, $ 32, $ 2,466, X Design build contract to Board 4.26 Lockmar Elementary 2111 $ 1,864, $ $ $ $ 1,864, Longleaf Elementary 3131 $ 1,165, $ 4, $ $ 4, $ 1,160, X X Fire alarm design w/et project Madison Middle 0052 $ 1,132, $ $ $ $ 1,132, Manatee Elementary 1161 $ 834, $ $ $ $ 834, McAuliffe Elementary 2161 $ 989, $ 7, $ 23, $ 31, $ 957, X X Failed heat pumps and portable A/C replacement McNair Middle 1081 $ 541, $ $ $ $ 541, Meadowlane Intermediate Elementary 2031 $ 1,758, $ $ $ $ 1,758, Meadowlane Primary Elementary 2041 $ 1,959, $ 10, $ $ 10, $ 1,948, X HVAC supporting ET project Melbourne High 2011 $ 6,981, $ 29, $ 91, $ 120, $ 6,860, X X Design build RFP and A/C component replacement Merritt Island High 4011 $ 1,472, $ 192, $ 14, $ 207, $ 1,265, X X Failed auditorium chiller replacement Mila Elementary 4031 $ 1,524, $ $ $ $ 1,524, Facility Renewal 4/17/2016 Page 1

81 Facility Renewal Summary through March 2016 Attachment F Facility Renewal FY 15 Expense FY 16 Encumbrance to March 31 FY 16 Expense to March 31 Total Encumbered and Expensed through March 2016 Balance In Sequence Project Out of Sequence Project Contingency Used on Project Status Mims Elementary 0101 $ 409, $ $ $ $ 409, Oak Park Elementary 0051 $ 1,373, $ 316, $ 67, $ 502, $ 887, $ 486, X X Completing project; portable A/C Ocean Breeze Elementary 6071 $ 1,364, $ 414, $ 230, $ 153, $ 798, $ 566, X Project complete except walkways to portables Palm Bay High 2021 $ 1,869, $ 7, $ $ 7, $ 1,861, X X Failed A/C component replacement Palm Bay Elementary 2081 $ 1,333, $ 471, $ 24, $ 37, $ 533, $ 799, X X Completing project; portable A/C Pinewood Elementary 0181 $ 1,110, $ 146, $ 18, $ 165, $ 945, X X Design build underway; WWTP design Port Malabar Elementary 2061 $ 1,658, $ 1, $ 2, $ 4, $ 1,654, X X Portable A/C replacement Quest Elementary 3151 $ 812, $ $ $ $ 812, Riviera Elementary 2171 $ 339, $ $ $ $ 339, Rockledge High 1011 $ 3,535, $ 3, $ 6, $ 10, $ 3,524, X X Portable A/C, exhaust fans replacement Roosevelt Elementary 5012 $ 2,933, $ 8, $ 254, $ 8, $ 271, $ 2,662, X Design build GMP March 2016 Sabal Elementary 3071 $ 2,070, $ 214, $ 40, $ 255, $ 1,815, X X X Portable A/C replacement and design build award March 2016 Satellite High 6011 $ 1,273, $ $ 2, $ 2, $ 1,270, X A/C component replacement Saturn Elementary 1131 $ 4,323, $ 43, $ 8, $ 51, $ 4,271, X Design build contract to Board 4.26 Sea Park Elementary 6051 $ 1,984, $ $ 1,489, $ 61, $ 1,552, $ 432, X Design build GMP February 2016 Sherwood Elementary 3041 $ 1,998, $ 118, $ 86, $ 378, $ 583, $ 1,415, X X Replaced chiller 2015, GMP pending for completion Southwest Middle 2122 $ 3,353, $ $ $ $ 3,353, X Design Criteria Package underway Space Coast Jr / Sr High 0302 $ 1,357, $ $ 8, $ 8, $ 1,349, A/C component replacement Stevenson Elementary (*Cho 4071 $ 826, $ $ $ $ 826, Stone Middle 2071 $ 5,745, $ 153, $ 61, $ 215, $ 5,529, X X Design build project development and failed A/C unit Sunrise Elementary 2221 $ 624, $ $ $ $ 624, Suntree Elementary 3121 $ 1,921, $ $ $ $ 1,921, Surfside Elementary 6061 $ 1,004, $ $ $ $ 1,004, Titusville High 0011 $ 1,688, $ 42, $ 14, $ 56, $ 1,631, X Building 19 roof failure, in design Tropical Elementary 4041 $ 2,727, $ 7, $ 2,223, $ 18, $ 2,248, $ 479, X Design build underway and A/C component replacement Turner Elementary 2121 $ 1,506, $ 20, $ 14, $ 34, $ 1,472, X X Portable A/C, preparing Design Criteria Package Unallocated $ 1, $ $ 35, $ 37, $ (37,053.43) University Park Elementary 2051 $ 1,268, $ $ 5, $ 5, $ 1,263, X A/C component replacement Viera High 1171 $ 3,660, $ $ $ $ 3,660, West Melbourne Elementary 2042 $ 1,537, $ 18, $ 6, $ 24, $ 1,512, X Design build GMP pending West Shore Jr / Sr High 3141 $ 590, $ $ 8, $ 8, $ 582, X X Portable A/C replacement; numerous failing HVAC issues Westside Elementary 2212 $ 1,120, $ 56, $ 4, $ 61, $ 1,059, X X Portable A/C replacement and chiller replacement design Williams Elementary 1151 $ 1,622, $ $ $ $ 1,622, Total $ 2,734, $ 12,017, $ 4,224, $ 18,977, Attachment F Total All Years $ 156,970, Facility Renewal Revenue through March 31 $ 33,950, Facility Renewal Spent and Encumbered through March 31 $ 18,977, Spent and Encumbered as a Percent of Revenue through March 31 56% Percent of Program Spent and Encumbered through March 31 12% Freedom 7 includes an additional $236,136 allocated from contingency. Facility Renewal 4/17/2016 Page 2

82 Tab 2 Report from the District s Financial System Reflecting All Sales Surtax (Fund 398) Expenditures and Encumbrances from July 1, 2015 through March 31, 2016 This report DOES NOT Include any FY 15 expenditures Does not include Jan March 2016 labor

83 Facility Renewal (Note pages 1 16 were not printed. These pages reflect old project numbers where encumbrances and expenses are all zero).

84

85

86

87

88

89

90

91

92

93

94

95

96

97

98

99

100

101

102

103

104

105

106

107

108

109

110

111

112

113

114

115

116

117

118

119

120

121

122

123

124

125

126

127

128

129

130

131

132

133 Educational Technology

134

135

136

137

138

139

140

141 District School Security

142

143

144

145

146

147

148

149

150

151

152

153

154

155

156

157

158

159

160

161 Tab 3 Report from the District s Financial System Reflecting All Sales Surtax (Fund 398) Expenditures in FY 2015

162

163

164

165

166

167

168

169

170

171

172

173

174

175

176 MEMORANDUM To: Independent Citizen Oversight Committee Members From: Susan Hann, P.E., AICP, Director of Planning and Project Management Date: April 16, 2016 Re: Agenda Item G3a Overview of In-Sequence Project Status The attached table provides a brief status report of the whole school projects. Italics indicates construction planned summer Similar colors indicate schools are grouped into one project. Also attached is a summary of upcoming expenditures based on Board actions on April 12 and pending April 26. This will result in an additional $10.8 million in surtax encumbrances for upcoming projects.

177 Status of First Twenty Five Schools on the Facility Renewal Priority List Priority School Status as of April 12, Ocean Breeze Facility renewal complete developing summer 2016 security project 2 Cape View Under contract design build construction GMP approved April 12 3 DeLaura Middle Under contract - design build construction GMP for HVAC, electrical, minor plumbing, code deficiencies, security - approved April 12 4 Audubon Under contract construction GMP for mechanical, electrical, security approved March 15 5 Andersen Under contract construction GMP for mechanical, electrical, plumbing approved Feb 9. Security will be added. 6 Jefferson Middle Under contract design build construction GMP approved Feb. 9 7 Roosevelt Under contract design build construction GMP approved April 12 8 Sea Park Under contract design build construction GMP approved Feb Tropical Under contract design build construction GMP approved Feb Palm Bay Elem. Under contract construction GMP for mechanical, fire alarm and plumbing approved March Discovery Under contract design build construction GMP approved April Oak Park Under contract construction GMP for electrical, water approved April Saturn Design build contract pending April 26 School Board 14 Melbourne High Under contract design build preconstruction services April Sabal Under contract design build preconstruction services Feb Hoover Middle Under contract design build preconstruction services Feb Turner Design Criteria Package underway; combining w Southwest 18 Fairglen Design build contract pending April 26 School Board 19 Apollo Design build contract awarded January 2016 design underway 20 Stone Middle Roof under design Design Criteria Package underway 21 Pinewood Design build contract awarded January 2016 design underway 22 West Melbourne < $2 M project - will request design builder GMP 23 Jackson Design build contract awarded January 2016 design underway 24 Sherwood < $2 M project - will request design builder GMP 25 Kennedy Design build contract pending April 26 School Board Italics indicates construction planned for summer The construction schedule for schools will be determined as an element of the design build contracts. Similar colors indicate schools are grouped into one project.

178 SUMMARY OF UPCOMING EXPENDITURES APRIL 12 and 26, 2016 BOARD MEETINGS Date to Board Item Number School/Facility Item Sales Tax Amount Capital Amount Total 4/12/ Creel ES Cooling Tower Bid Award $ 107, $ $ 107, /12/ Coquina ES Facility Renewal Design $ 95, $ $ 95, /12/ Melbourne HS Design Build Contract Preconstruction/Design $ 632, $ $ 632, /12/ Cape View Facility Renewal GMP* $ 1,513, $ $ 1,513, /12/ DeLaura MS Facility Renewal GMP* $ 1,351, $ $ 1,351, /12/ Discovery ES Facility Renewal GMP* $ 1,894, $ $ 1,894, /12/ Roosevelt ES Facility Renewal GMP* $ 2,743, $ $ 2,743, /12/ Endeavour ES HVAC Upgrades GMP* $ 650, $ $ 650, /12/ Roy Allen Mechanical System Renewal GMP* $ 669, $ 300, $ 969, /12/ Oak Park Plumbing & Electrical GMP* $ 474, $ 20, $ 494, /12/ Southwest MS DCP $ 51, $ $ 51, /26/2016 TBD Kennedy MS Design Build Contract Preconstruction/Design $ 202, $ $ 202, /26/2016 TBD Saturn ES Design Build Contract Preconstruction/Design $ 268, $ $ 268, /26/2016 TBD Fairglen ES Design Build Contract Preconstruction/Design $ 208, $ $ 208, $ $ $ $ $ TOTALS $ 10,865, $ 320, $ 11,185, *GMP = Guaranteed Maximum Price

179 MEMORANDUM To: Independent Citizen Oversight Committee Members From: Susan Hann, P.E., AICP, Director of Planning and Project Management Date: April 16, 2016 Re: Agenda Item G3b Replace at Failure/Out of Sequence/Contingency Systems and components continue to fail out of sequence. In some cases, the failed components are not included on the Sales Surtax Funded Detailed Report (Attachment F), so the use of contingency is recommended. Project Management and Plant Operations and Maintenance staff meet at least monthly to coordinate these projects. Where appropriate, the District s Energy Conservation Engineer is also consulted on the project. The following is an update of projects new to the list since the February 2016 ICOC meeting: Coquina Elementary School: The chiller was noted in August 2015 as needing replacement out of sequence. Upon further investigation, the cooling tower is also failing and the controls system is antiquated and needs to be replaced. The scope of this project expanded due to additional failing components. The system is currently under design. Endeavor Elementary School: In addition to central plant renewal, several air handling units are failing and need to be replaced. These are not included in Attachment F, but are condition code 1.

180 Fairglen Elementary School: The lift station is failing and needs to be addressed. This is not included in Attachment F scope. The District has a design that can be incorporated into the upcoming design build project. McAuliffe Elementary School: The supply and exhaust fans are failing need to be replaced. Hoover Middle School: One of the boilers is failing. Maintenance is investigating if replacement is required. Port Malabar Elementary School: The lift station is failing and needs to be replaced. There is no funding for the lift station renewal in Attachment F. Sabal Elementary School: The school s water distribution system is experiencing breaks due to aging infrastructure. The Attachment F funding is not sufficient for the scope of work required. A design build project is underway and this will be evaluated as part of the design. Saturn Elementary School: The school s water distribution system is experiencing breaks due to aging infrastructure. There is on funding for water system renewal in Attachment F. A design build project is underway and this will be evaluated as part of the design. Titusville High School: Building 12 and 19 roofs are being replaced out of sequence. During design, numerous roof penetrations were discovered that also need to be replaced. The scope will be expanded and contingency may be needed for renewal of some of the fans. Tropical Elementary School: The school s water distribution system is experiencing breaks due to aging infrastructure. The Attachment F funding is not sufficient for the scope of work required. A design build project is underway and this will be evaluated as part of the design.

181 Portable Classroom Air Conditioning: The ICOC recommended and the School Board authorized the use of $300,000 contingency to fund 50 portable classroom air conditioning unit replacement. The project is partially complete (see attached). The cost of the first 50 units is $227,920. Plant Operations and Maintenance staff is preparing a bid for an additional 15 (see attached) units. Additionally 4 surplus portables will be used for classrooms next year. The air conditioning is being evaluated and may need to be replaced. Attachments: Replace at Failure Projects April 17, 2016 Portable A/C replacement project status (current and proposed projects) Contingency Use Report Facility Renewal Updated April 17, 2016 Contingency Use Report Educational Technology Updated April 17, 2016 Contingency Use Report District School Security Updated April 17, 2016

182 SCHOOL FAC. # DESCRIPTION AMOUNT REPLACE AT FAILURE PROJECTS Updated 4/17/2016 GROUP / CATEGORY ATTACHMENT F DESCRIPTION DATE YR SCHED. OUT OF SEQ. INCL in ATTCH F PORTABLE CLASSROOM 520 Compound 9343 Replace failed Bard 4 Ton wallhung AC unit in Portable N910 $2, Air Conditioning & Air Distribution Equipment Renewal 10/15/ Yes Yes Yes Bayside HS 2211 Replace Two Failed Chillers (Design) $81, /5413 Mechanical Systems/Electrical Distribution System 1/28/ Yes No No Roy Allen ES 3101 Replace failing chiller & central mechanical plant components $50, Central Mechanical Plant Renewal 12/16/ Yes Yes NA Atlantis ES 0201 Replace failed chiller $49, Central Mechanical Plant Renewal Summer Yes No NA Clearlake Ed. Ctr Replace two 20 Ton Trane units and AHU coils $44, Cocoa HS 1121 Coquina ES 0091 Labor to install previously purchased 4 Ton Bard Unit Portable T 347 Remove and replace 10 Ton package unit for the Kitchen (Equipment) $1, $14, Creel ES 6141 Replace failed exhaust fans $15, Air Conditioning & Air Distribution Equipment Renewal Air Conditioning & Air Distribution Equipment Renewal Air Conditioning & Air Distribution Equipment Renewal Air Supply & Exhaust System Renewal 7/21/ Yes Yes NA 8/14/ Yes Yes Yes 10/15/ Yes Yes NA 3/31/ Yes No NA Creel ES 6141 Replace Cooling Towers (Design) $12, Central Mechanical Plant Renewal 12/2/ Yes Yes NA DeLaura MS 6012 Replace kitchen failed exhaust fans TBD 5216 Discovery ES 2151 Labor to replace eight Bard units in Building 10 $105, Discovery ES 2151 Purchase eight Bard units for Building 10 (ODP) $69, Air Supply & Exhaust System Renewal Air Conditioning & Air Distribution Equipment Renewal Air Conditioning & Air Distribution Equipment Renewal TBD 1 No Yes NA 8/27/ No Yes NA 10/2/ No Yes NA Discovery ES 2151 Replace wastewater treatment plant (Design) $ * 5517 Site Utility Systems 11/13/ No No NA Lewis Carroll ES 4121 Replace failing chiller & central mechanical plant components $79, Central Mechanical Plant Renewal 12/16/ Yes Yes NA Eau Gallie HS 3011 Replace chiller in Auditorium (Design) $13, Air Conditioning & Air Distribution Equipment Renewal 10/1/ Yes No NA Eau Gallie HS 3011 Replace chiller in Auditorium (Equipment) $171, Central Mechanical Plant Renewal 1/25/ Yes No NA Eau Gallie HS 3011 Replace chiller in Auditorium (BAS) $29, Cooling & Heating Control System Renewal 1/26/ Yes Yes NA Eau Gallie HS 3011 Install sewer lift station $127, Site Utility Systems 2/10/ Yes Yes NA Edgewood Jr./Sr. HS 4021 Replace five 4 Ton Bard units in Portables T 271, T 273, Air Conditioning & Air Distribution T 276, T 464 & T 465 (Part of portable AC replacement $14, Equipment Renewal budget of $300,000) 12/11/2015 NA Yes No Yes Edgewood Jr./Sr. HS 4021 Endeavour ES 1051 Labor to replace five 4 Ton Bard units in Portables T 271, T 273, T 276, T 464 & T 465 (Part of portable AC replacement budget of $300,000) Replace existing chiller plant with thermal storage (Preconstruction CM ) $7, Air Conditioning & Air Distribution Equipment Renewal 12/17/2015 NA Yes No Yes $2, Central Mechanical Plant Renewal 12/17/ Yes Yes NA 1 of 4

183 SCHOOL FAC. # DESCRIPTION AMOUNT REPLACE AT FAILURE PROJECTS Updated 4/17/2016 GROUP / CATEGORY ATTACHMENT F DESCRIPTION DATE YR SCHED. OUT OF SEQ. Endeavour ES 1051 Replace existing chiller plant with thermal storage (MEP Design) $51, Central Mechanical Plant Renewal 12/16/ Yes Yes NA ESF 9860 Replace 61 windows $142, Building Envelope Systems 1/19/ Yes Yes NA ESF 9860 Replace gutters & downspouts $209, Roofing System Renewal 5/4/ Yes Yes BA INCL in ATTCH F PORTABLE CLASSROOM Freedom 7 ES 5021 Kitchen/Cafeteria/Administration Office/Media Center AC Modifications (Design) $17, Air Conditioning & Air Distribution Equipment Renewal 10/1/ Yes Yes NA Freedom 7 ES 5021 Kitchen/Cafeteria/Administration Office/Media Center AC Modifications (Construction) $203, Admin 5206 Air Conditioning & Air Distribution Equipment Renewal Pending 5 Yes Yes NA Harbor City ES 3061 Replace failed exhaust fans (4) $ Air Supply & Exhaust System Renewal 7/29/ Yes Yes NA Harbor City ES 3061 Replace failed Portable T 119 R Ton Bard wall hung air conditioning unit $2, Air Conditioning & Air Distribution Equipment Renewal 7/30/ Yes Yes Yes Harbor City ES 3061 Labor to replace failed Portable T 119 R Ton Bard wall hung air conditioning unit Holland ES 6013 Replace failed exhaust fan $ Hoover MS 6082 Replace failed exhaust fans (2) $ Hoover MS 6082 Replace failed exhaust fans (2) $ $2, Air Conditioning & Air Distribution Equipment Renewal Air Supply & Exhaust System Renewal Air Supply & Exhaust System Renewal Air Supply & Exhaust System Renewal 8/6/ Yes Yes Yes 7/29/ Yes Yes NA 7/29/ No Yes NA 7/29/ No Yes NA Indialantic ES 6081 Replace failed Bard Q Tec Model QH602 COZ $9, Indialantic ES 6081 Labor to replace failed Bard Q Tec Model QH602 COZ $5, Air Conditioning & Air Distribution Equipment Renewal Air Conditioning & Air Distribution Equipment Renewal 8/31/ Yes Yes NA 10/12/ Yes Yes NA Jefferson MS 4111 Replace failed cooling tower $183, Central Mechanical Plant Renewal Summer No Yes NA Johnson MS 3031 Replace outside air unit Building 9 $102, Air Conditioning & Air Distribution Equipment Renewal 2/9/ Yes Yes NA Jupiter ES 2191 Replace failed Bard 4 Ton wall hung AC unit in Portable N014 $3, Air Conditioning & Air Distribution Equipment Renewal 10/12/ Yes No Yes Jupiter ES 2191 Labor to replace failed Bard 4 Ton wall hung AC unit in Portable N014 $1, Air Conditioning & Air Distribution Equipment Renewal 11/13/ Yes No Yes Longleaf ES 3131 Replace failed fire alarm (Design) $4, Fire Alarm System Renewal 1/19/ Yes No NA McAuliffe ES 2161 Replace 3 failed water source heat pump AC units $6, Air Conditioning & Air Distribution Equipment Renewal 8/31/ Yes Yes NA Meadowlane Primary 2041 Provide electric to support ET $11, Electrical Distribution System 2/9/ Yes Yes NA 2 of 4

184 SCHOOL FAC. # DESCRIPTION AMOUNT REPLACE AT FAILURE PROJECTS Updated 4/17/2016 GROUP / CATEGORY ATTACHMENT F DESCRIPTION DATE YR SCHED. OUT OF SEQ. INCL in ATTCH F PORTABLE CLASSROOM Melbourne HS 2011 Replace three R 22 split system AC units in the Auditorium $66, Air Conditioning & Air Distribution Equipment Renewal 8/14/ No Yes NA Merritt Island HS 4011 Replace chiller in Auditorium (Design) $13, Air Conditioning & Air Distribution Equipment Renewal 10/1/ Yes No NA Merritt Island HS 4011 Replace chiller in Auditorium (Equipment) $171, Central Mechanical Plant Renewal 1/25/ Yes No NA Merritt Island HS 4011 Replace chiller in Auditorium (BAS) $29, Palm Bay HS 2021 Replace AC system in Weight Room TBD 5206 Palm Bay HS 2021 Replace HVAC system in Law Academy TBD 5206 Cooling & Heating Control System Renewal Air Conditioning & Air Distribution Equipment Renewal Air Conditioning & Air Distribution Equipment Renewal 1/26/ Yes Yes NA TBD 5 Yes No NA TBD 5 Yes No NA Pinewood ES 0181 Replace wastewater treatment plant (Design) $10, Site Utility Systems 2/9/ No No NA Rockledge HS 1011 Replace failed exhaust fans $28, Air Supply & Exhaust System Renewal 3/31/ Yes No NA Sabal ES 3071 Replace failed Portable N 939 R 22 Bard wall hung air conditioning unit 3 Tons $1, Air Conditioning & Air Distribution Equipment Renewal 7/21/ No Yes Yes Sabal ES 3071 Labor to replace failed Portable N 939 R 22 Bard wall hung air condition unit 3 Tons $2, Air Conditioning & Air Distribution Equipment Renewal 8/6/ No Yes Yes Sabal ES 3071 Replace failed mini split unit $1, Sabal ES 3071 Replace 1 failed Trane 10 Ton AC unit $14, Satellite HS 6011 Replace failed mini split unit $1, Satellite HS 6011 Replace condenser and air handler Wrestling Room $1, Satellite HS 6011 Replace failed exhaust fans TBD 5216 Air Conditioning & Air Distribution Equipment Renewal Air Conditioning & Air Distribution Equipment Renewal Air Conditioning & Air Distribution Equipment Renewal Air Conditioning & Air Distribution Equipment Renewal Air Supply & Exhaust System Renewal 7/29/ No Yes NA 7/21/ No Yes NA 7/29/ Yes Yes NA 8/14/ Yes Yes NA TBD 5 Yes No NA Sherwood ES 3041 Replace failed chiller $576, Central Mechanical Plant Renewal Summer No Yes NA Space Coast JS HS 0302 Replace failed Bard wall hung 4 Ton R22 air conditioning units (2) in Portables T214 & T219 $6, Air Conditioning & Air Distribution Equipment Renewal 10/13/ Yes Yes Yes 3 of 4

185 SCHOOL FAC. # DESCRIPTION AMOUNT REPLACE AT FAILURE PROJECTS Updated 4/17/2016 GROUP / CATEGORY ATTACHMENT F DESCRIPTION DATE YR SCHED. OUT OF SEQ. INCL in ATTCH F PORTABLE CLASSROOM Space Coast JS HS 0302 Labor to replace failed Bard wall hung 4 Ton R22 air conditioning units (2) in Portables T214 & T219 $2, Air Conditioning & Air Distribution Equipment Renewal 10/13/ Yes Yes Yes Stone MS 2071 Replace failed 4 Ton R 22 Bard wall hung air conditioning unit Building 4 Room 408 $4, Air Conditioning & Air Distribution Equipment Renewal 8/10/ No Yes NA Stone MS 2071 Replace failed mini split unit $1, Air Conditioning & Air Distribution Equipment Renewal 7/29/ No Yes NA Titusville HS 0011 Replace roofs on Buildings 12 & 19 $54, Roofing System Renewal 12/14/ Yes Yes NA Tropical ES 4041 Replace failed split system unit in front office $7, Air Conditioning & Air Distribution Equipment Renewal 8/24/ No Yes No Turner ES 2121 Replace failed PortableT 354 R 22 Bard wall hung 4 Ton air conditioning unit $3, Air Conditioning & Air Distribution Equipment Renewal 7/29/ No Yes Yes Turner ES 2121 Labor to replace failed Portable T 354 R 22 Bard wall hung 4 Ton air conditioning unit $2, Air Conditioning & Air Distribution Equipment Renewal 8/6/ No Yes Yes University Park ES 2051 Labor to replace failed Portable T 352 R 22 Bard wall hung 4 Ton air conditioning unit Air Conditioning & Air Distribution $2, /6/ Yes Yes Yes Equipment Renewal University Park ES 2051 Replace failed Portable T 352 R 22 Bard wall hung 4 Ton air conditioning unit $3, Air Conditioning & Air Distribution Equipment Renewal 7/29/ Yes Yes Yes Various Schools Various Equipment required to replace failed Bard units in portables at various school locations $227, Air Conditioning & Air Distribution Equipment Renewal 11/17/2015 NA Yes No Yes West Shore JS HS 3141 Replace failed 10 Ton DX air conditioning unit in Building 5 $45, Air Conditioning & Air Distribution Equipment Renewal 3/31/ Yes No NA Westside ES 2212 Replace failed chiller (Design) $76, Central Mechanical Plant Renewal 1/28/ Yes Yes NA * Currently Funded with Capital Completed Projects Not Included in Attachment F 4 of 4

186 Classroom Portable Air Conditioning Renewal Project FY / Phase 1 School Portable Andersen N129 Cocoa T435 Columbia T353 T356 T405 Coquina T235 T207 T209 Eau Gallie T287 T291 T293 T296 T298 T300 T450 T454 Gemini T328 Harbor City N902 T109 T118 T119 T285 T458 T459 Johnson T294 Jupiter N079 N014 N205 McAuliffe T021 T023 T339 T341 T460 T462 Oak Park T200 T200 Palm Bay Elementary T104 T463 T105 T438 T423 Port Malabar T337 Rockledge N165 N168 N241 Sabal N074 Turner T355 West Shore T319 T449 Westside T108 3-Ton Bard Unit (9) 4-Ton Bard Unit (41) Complete Facilities Services / SH October 28, 2015

187 Classroom Portable Air Conditioning Renewal Project FY2016 / Phase 2 School Portable Ocean Breeze ES T251 N057 Quest ES T431 T297 Roy Allen T324 T208 T215 T321 Suntree ES T357 T436 Viera HS T232 T234 T239 T252 T255 4-Ton Bard Unit (15) Facilities Services / SH April 15, 2016

188 Contingency Use Educational Technology as of 4/16/2016 Starting Balance through March 31, 2016 $289, Average Monthly Revenue $20,000 Planned Contingency Expenditures (necessary, but not included on Attachment F) 0191 Challenger Technology Equipmetn Renewal Switches $ (1,800.00) 0191 Challenger Technology Equipmetn Renewal WAPs $ (11,680.00) 2131 Columbia Technology Equipment Renewal Computers $ (156,660.00) 2131 Columbia Technology Equipment Renewal Switches $ (30,600.00) 2131 Columbia Technology Equipment Renewal WAPS $ (13,140.00) 5021 Freedom 7 Technology Equipment Renewal Switches $ (1,800.00) 5021 Freedom 7 Technology Equipment Renewal WAPs $ (10,220.00) 2042 West Melbourne Elem Technology Equipment Renewal Switches $ (7,200.00) 2042 West Melbourne Elem Technology Equipment Renewal WAPs $ (19,710.00) 2011 Melbourne High Excess funds in Attachment F $ 151, Balance as of March 31, 2016 $187,888.85

189 Contingency Use District School Security as of 4/17/2016 Starting Balance through March 31, 2016 $65, Average Monthly Revenue $4,500 Planned Contingency Expenditures (necessary, but not included on Attachment F) 0051 Oak Park Security Project (Board approved 3.15) $ (24,918.00) Balance as of March 31, 2016 $ 40,569.66

190 Contingency Use Facility Renewal as of 4/17/2016 Starting Balance through March 31, 2016 $1,788, Average Monthly Revenue $135, Atlantis Elementary Chiller replacement (expenses and encumbrances) FY 15 (design) $ 10, PO $ 35, PO $ PO $ 2, $ 49, $ (49,804.00) 0181 Pinewood Elementary Wastewater treatment plant design $ (10,000.00) 1011 Rockledge HS Exhaust fans $ (28,697.00) 2021 Palm Bay HS Law academy and weight room HVAC design $ (7,840.00) 2151 Discovery ES Wastewater treatment plant design $ (16,523.00) 2211 Bayside HS Chiller (2) replacement (partial cont.) design $ (27,694.00) 3011 Eau Gallie HS Auditorium chiller design $ (13,970.00) 3011 Eau Gallie HS Auditorium chiller replacement $ (165,000.00) 3011 Eau Gallie HS Auditorium chiller admin time $ (6,000.00) 3131 Longleaf ES Fire alarm design and admin $ (4,946.55) 3141 West Shore Building 5 HVAC failure $ (45,000.00) 4011 Merritt Island HS Auditorium chiller design $ (13,970.00) 4011 Merritt Island HS Auditorium chiller replacement $ (165,000.00) 4011 Merritt Island HS Auditorium chiller admin time $ (6,000.00) 5021 Freedom 7 Replace 4 failed DX units (underfunded) $ (236,136.00) 6141 Creel Exhaust fans $ (16,907.00) Portable A/C Replacements (50 units - spent and encumbered) $ (227,920.00) Portable A/C Replacements - balance remaining from $300,000 allocation $ (63,864.00) (15 units are planned for procurement +/- 60 days) Ending Balance through March 31, 2016 $ 683, Planned Contingency Expenditures (necessary, but not included on Attachment F) 1101 Kennedy Middle Building Automation System TBD 0181 Pinewood Elementary Wastewater Treatment Plant TBD 2151 Discovery Elementary Wastewater Treatment Plant Estimated $ (350,000.00) 6012 DeLaura Middle Fire Alarm $ (40,000.00) 3131 Longleaf Elementary Fire Alarm $ (45,000.00) 1091 Fairglen Elementary Fan Coil Units (14) TBD 1031 Clearlake Education Center Fire Alarm TBD 3141 West Shore HVAC Estimated $ (3,100,000.00) 6011 Satellite HS Exhaust Fans TBD 1051 Endeavor AHU TBD 6012 DeLaura HVAC (underfunded) TBD 0051 Oak Park Water & sewer system renewal (underfunded) TBD 0091 Coquina BAS, cooling tower TBD 0011 Titusville Roof vents TBD 4051 Audubon HVAC (underfunded) TBD 6071 Ocean Breeze Credit back to contingency Estimated $ 400, Code Deficiencies TBD

191 MEMORANDUM To: From: Independent Citizen Oversight Committee Members Tom Fitzgerald, Director of Information Technology Date: April 12, 2016 Re: Agenda Item G4 Project Reporting Educational Technology Overall, educational technology revenue through March 31 totals $5,486, and expenditures and encumbrances total $2,272, Procurement for computer equipment continues with $12, encumbered and $1,011, expensed through March 31, The 2016 expenditure plan is as follows: Category 1 - Structured Cabling Systems Rockledge High School Substantially complete legacy system removal remains Atlantis Elementary Design Build GMP will be presented to the Board in May Longleaf Elementary Design Build GMP will be presented to the Board in May Melbourne High School Included in Design Build contract approved by Board April 12 Meadowlane Primary Design Build contract approved by Board Feb. 9 1 of 2

192 Category 2 Technology Equipment Renewal Switches/Wireless Access Points Servers Staff plan being reviewed Telephone Drafting Request for Proposals for enterprise system upgrade Computers Staff plan being reviewed Category 3 Classroom Technology Infrastructure Classroom Technology Data, Electric and HVAC Included in facility renewal projects Attachment F funding allocation review relative to Technology Equipment Renewal (650200) School Number School Name SWITCH REFRESHMENT NEEDS ASSESSMENT CALCULATION Attachment F Amount Needed Amount Switches 10+ Years old Commercial Switch (3 yr warranty) 0191 Challenger 7 Elementary $0 $1,800 1 $1, Columbia Elementary $0 $30, $1, Freedom 7 Elementary $0 $1,800 1 $1, Melbourne High $182,241 $30, $1, West Melbourne Elem $0 $7,200 4 $1,800 School Number School Name WIRELESS ACCESS POINTS REPLACEMENT NEEDS ASSESSMENT CALCULATION Attachment F Amount Needed Amount WAP 6+ Years old Commercial Switch (3 yr warranty) 0191 Challenger 7 Elementary $11,680 $11, $ Columbia Elementary $0 $13, $ Freedom 7 Elementary $10,220 $10, $ Melbourne High $0 $0 0 $ West Melbourne Elem $0 $19, $730 Melbourne High School needs assessment for Technology Equipment Renewal specific to Switches and Wireless Access Points: Switches $30,600 (Incorrect entry of $182,241 to Attachment F) Wireless Access Points - $0 ( Correct entry to Attachment F) Melbourne High School Technology Equipment Renewal over funded by $151, of 2

193 MEMORANDUM To: Independent Citizen Oversight Committee Members From: Susan Hann, P.E., AICP, Director of Planning and Project Management Date: April 12, 2016 Re: Agenda Item G5 Project Reporting District Security The District School Security pilot project at Oak Park Elementary School is substantially complete. This project is planned to represent the design standard for all of the District School Security projects. District School Security is being addressed either as stand-alone projects or incorporated into larger scope projects at the first 25 schools, as indicated on the attached table. Italics indicates construction no later than Similar colors indicate schools are grouped into one project. The chart has been updated since the February 2016 report. The School Board approved moving forward with a design build Request for Proposals (RFP) for a project to design and construct the security projects at the remaining schools. Staff is preparing the RFP documents for advertising.

194 Status of First Twenty Five Schools on the Facility Renewal Priority List (Security) Priority School Status as of April 12, Ocean Breeze Preliminary design done developing summer 2016 project 2 Cape View Under contract design build construction GMP approved April 12 3 DeLaura Middle Preliminary design done. Will be incorporated into design build project for facility renewal GMP approved April 12 4 Audubon Preliminary design done scoping final project 5 Andersen Preliminary design done incorporating into summer 2016 project 6 Jefferson Middle Under contract design build construction GMP approved Feb. 9 7 Roosevelt Under contract design build construction GMP approved April 12 8 Sea Park Under contract design build construction GMP approved Feb Tropical Under contract design build construction GMP approved Feb Palm Bay Elem. Preliminary design done scoping final project 11 Discovery Under contract design build construction GMP approved April Oak Park Substantially complete 13 Saturn Design build contract pending April 26 School Board 14 Melbourne High Under contract design build preconstruction services April Sabal Under contract design build preconstruction services Feb Hoover Middle Under contract design build preconstruction services Feb Turner Design Criteria Package underway; combining w Southwest 18 Fairglen Design build contract pending April 26 School Board 19 Apollo Design build contract awarded January Stone Middle Roof under design Design Criteria Package underway 21 Pinewood Design build contract awarded January West Melbourne < $2 M project - will request design builder GMP 23 Jackson Design build contract awarded January Sherwood < $2 M project - will request design builder GMP 25 Kennedy Design build contract pending April 26 School Board Italics indicates construction planned for summer School Security construction will be no later than summer The construction schedule for schools will be determined as an element of the design build contracts. Similar colors indicate schools are grouped into one project.

195 MEMORANDUM To: Independent Citizen Oversight Committee Members From: Susan Hann, P.E., AICP, Director of Planning and Project Management Date: April 12, 2016 Re: Agenda Item G6 Miscellaneous Updates The following is provided for your information: The energy consumption at Ocean Breeze Elementary has declined dramatically following the summery 2015 HVAC system renewal including the addition of bipolar ionization. The updated electrical graphs through March 2016 are attached. A flow chart of the proposed sales surtax transfer procedure is attached for reference. The School Board will consider this policy in public hearing on May 24, 2016

196