e e let's see if I can get into the meeting minutes here we go right here huh no that's the advisory that's the presentation and there's no link should have been the meeting minut meeting minutes oh this was sorry got it got it got it so this was the meeting minutes from last time all right so I'm going to scroll through got the current AV and construction projects the AI update the technical conference that they held and the meeting adjourned at 9:49 take a motion for approval move second second second any objections all approved okay and so I don't have the that's what we were missing the agenda it's right there there we go thank you left yep got it all right so informational we got the uh School Board policy here I just have a couple slides but yep yep there you go good morning usually I don't get to talk so this is kind of cool so because everything is security related so we have a policy coming up um 1.0 96 uh that's coming up to the board uh basically it just speaks to this committee um we made some minor changes and I'll show you the the policy uh in in a second so we changed it to add the word advisory uh to stay consistent we expanded the uh resident area for the committee members um this is something I spoke with Deepak on and we felt that uh it it while we the preference is always for somebody to be in uh Palm Beach there may be instances where somebody moves because of spiraling uh cost home costs right like uh so if you moved into either uh St Lucy or Martin County I don't know that you go to Broward or Miami day but just expand it in in case there was somebody who was really qualified that Tech wanted to bring on um to the committee and then just reaffirm the the qualifications of uh members so we are hitting the uh workshop on 7:31 development is 94 and then hopefully adoption on 1016 so that one's that oops I'm getting back all right so the policy again we added the word advisory um to stay consistent we added advisory then throughout the document uh the purpose and the mission stay the same um the key areas um so then we did uh um again we added this part or confidential uh or confidential security information so again the selection of vendors one it's a a confidential if it's a security vendor we we want to uh exclude that and as you know breaches haven't slowed down or stopped recently everybody's getting their free credit reporting from other companies so that that has not slowed down um so this is the main part that we changed again and I'll just read it forgive me the committee shall be composed of seven members recommended so that we aren't you aren't appointed you're recommended for appointment uh by the board as provided in board policy 109 consistent with the qualifications as provided in this policy and in 109 however the members of the committee um is not limited to Palm Beach County but members may be residents of St Lucy County Martin County Broward County Miami date um and all the members all all the all the members of the committee Shall Serve in a voluntary U capacity um and then uh the board members shall also be provided copies of these policies when they are revised so uh one On's 9 and this one is then we'll make sure that you have a current copy qualifications have not changed um the operations uh has not changed um so uh Florida statute has been updated um and then that's basically it comments concerns otherwise thank you very much let you get back to get the agenda back up good morning thanks hey good morning everybody I'm uh Mike Callahan director of the itpmo and I'm here today to talk to you about the Halo Vape detector project that we're doing for middle and high schools so we'll jump right in uh here's just a quick overview so vaping continues to be an area of concern for middle and high school students um the possible health and discipline issues that come out of that as well as uh increased facility damage and repair cost uh we chose the Halo Vape detectors after a rigorous review of available options uh with the committee and the leading solution providers uh the chief operating office is the project owner and sponsor uh with student wellness also as a co-sponsor and of course Chief Mooney and our fron school police as a stakeholder uh and the goal for this is to greatly reduce the frequency and amount of vaping by students in our school uh this is the Halo Vape detector uh basically it's an iot device that um is power over ethernet and uh will be placed in all of the group bathrooms uh throughout middle and high schools eventually we're we're in the pilot phase now we'll talk about that in a minute so uh these devices have the ability to detect all manner of Vapes including the flameless uh Vape devices and will detect THC whether that's coming from a vape or another uh product uh so there are additional Health Safety and Security features available including indoor air quality uh as well but the primary focus obviously is for the and THC detection notifications can be sent locally at schools and districtwide uh via email uh mobile or or both and there's a mobile app that that goes along with this for the um for the administration okay um the project scope we we plan on doing um after the pilot phase all regular middle and high schools uh K through 8 and K through2 schools and select alternative and adult education schools as well our estimate is that that will be about 80 in the range of of 80 maybe 82 schools combined uh targeting group bathrooms again that are accessible to students during school hours there are one one to two devices per bathroom depending on the bathroom size and design because they cover a certain amount of area each device uh the Halo cloud is the web web enabled application and uh companion mobile app uh for administering the devices setting up the monitoring and not notification configurations dashboards and Reporting um what's out of scope for this project is individual use in staff restrooms locker rooms and other bathrooms not accessible during school hours uh here's where we're at with the project we have three pilot schools in progress um West Pointon Middle School is actually uh live with the Halo it's fully installed and live with the Halo Vape detectors we are um we have a meeting tomorrow to uh talk about um the disciplinary actions uh for it with with the stakeholders uh to re refine those some uh so they they've kind of put their on live on hold until we have that meeting tomorrow uh but um we have all of the Halo devices that we need for the pilot uh we we have been struggling a little bit getting contractors who want to do these in stations for us um at a at a reasonable price um so we're we're Contin to engage um our friends in um uh in construction and Facilities to be able to get those contractors on board with helping us with this so here's what the dashboard looks like and and I I I can't really uh I can't really zoom in but basically these are the hot spots so so this is lot well this is from a couple of days ago from West Boon middle and it it these two bathrooms here are are really the the the hot spots so it's it just in a short amount of time it's pretty easy to um identify where the real problem areas are and then be able to bring more resources to bear on those uh there again a lot of other things air quality index uh they I I think this thing has up to you know maybe 20 or 25 different sensors in it that uh we can we can track towards and that's really it for my presentation so at this point I'd take questions from uh the group or the Google meet I had a quick question I apologize for joining late this is Kathy myON um you mentioned you can identify the hotpots what is then the remediation plan when you identify those Trends what happens next um so and we're going to talk about that probably more more fully in the meeting tomorrow I I would say that that plan is in progress but generally speaking I think it's just going to be to have more vigilance and awareness and staff um around those areas during the during the times that it's um uh that the spots are the most hot yeah I see a hand up yeah it's Keith aswal um I just want to add that you know when we first started this that operationalizing this from an Administration a school administration standpoint is something that we have to work through now that this is up and running obviously when that goes off and we have students in the restroom we have to work through what that looks like from a disciplinary approach um from law enforcement approach to make sure that we are um following our policies and um how we approach and address those issues so just to add into Kathy's question so that's something I'm M house that we're going to be working through yeah great great thing Chief F it's a great point so so yeah basically we expect to come out of the pilot program with those with those processes and and procedures the other thing that we're working on with these is um really trying to make them uh as tamper resistant as possible they uh do have uh tamper warnings in them like like we'll know if someone's trying to mess with them but but we've been looking at how we can mount them um you know on on um on plates or cams in the ceiling so that they really will be um uh as tamper resistant as possible I was I was going to ask if you had any tampering during the pilot Quick Quit quick question is I noticed you said the cost was high is it um because they have to be WI ired or any particular Factor what's causing the cost to be high okay so um I'm going to SP probably more frankly than I should hear um I I it seemed to me that that some of them were the I don't want to do it cost you know so but uh you know especially at Lake Worth High uh we we have some some of our older schools are really challenging um you know based on the u based on the wiring in the layout and everything um but um we we we do think that that we are going to be able to engage between our cabling contractors and electrical contractors that that we're going to find um folks who are willing to partner with us on this there we go uh just a quick question on uh you know communication are we are you know school system going to send this out and say you know these have been installed or are we uh looking for Word of Mouth uh you know sometimes that's a good deterrent on its own yeah uh I I think that's probably to be determined in the pilot phase uh we are not having them um alarm inside the the bathroom that's the that that's the idea is they should be kind of stealth and then you you you so um I think that that probably will be up to Chief Oswald and chief Sanchez uh along with Chief money to decide how we how we communicate their uh availability out to the public yeah going back to the T yeah that's correct um how we approach that is one of the decisions points we have to decide um from what we heard from other districts who went down this road some some told the students up front and families some did not but eventually word got out um and they had that the spike in the beginning and then eventually they saw the decline once they saw that uh this was occurring so depends on the approach we want to take that's one of the decision points we're going to work through going back to the uh tampering I'm assuming there's existing policy about students destroying property um that you would leverage if if students did did tamper with it that's not new policy that would be existing policy there is existing policy and and we're going to discuss that tomorrow it basically is under $750 over over a thousand or under a thousand over a thousand things but that there is existing there also is existing policy already on uh tobacc free uh environments um as well as the uh use of drugs or intoxicants uh and the possession of so any other questions online okay all right that's great thank you for your time go back to the agenda where's the agenda I'm clearly a Mac User is this the next one I've gotta I've got to get I got to get better with my PC skills there we go thank you all right sharp copy of Replacements go ahead yeah thank you Michael good morning my name is Cara rubenson I'm the director of it technical operations I'm here to speak with you about our mfp um M multifunction printer copier replacement project that's that's coming up you want to go to the next slide so we have uh thousands of mfps in our schools and departments we currently have sharp um is our vender um we are going to stay with sharp for the next contract we have a new sharp contract going to our school board for approval on May 8th assuming that is approved we will kick off the project shortly after and replace all of our uh existing machines in each school and Department primarily over the summer um we have all of this is in the project scope the new thing really is the Bit Defender and that is antivirus softer that's going to be added to each machine and that's going to make sure that that um our our machines remain secure over our Network um we did get a pretty heavy discount on the Bit Defender from sharp so that was uh very good and um the rest of it we most most of this functionality we already have and in their existing contract if you want to go to the next slide Michael um this is these are the benefits that we already have with our our current existing mfps um our schools and departments have become quite reliant on the mfps and for several of our business processes um and that's even more so I think with the new machines the scanning the volume of scanning has gone up quite a bit in terms of printing versus scanning um we we've been scanning pecard documents for several years and that's become a very entrenched process in our school district that that they really rely on the mfps for what we've added in the last 12 to 18 months is uh scanning Student Records directly into sis so that's part of our electronic cumulative folder project that we started about 18 months ago and so we want to make sure that we continue to support our schools in that in that effort going forward and the next slide so as I mentioned we have the contract going to the school board for approval on May 8th assuming that will be approved the uh first deliveries and installations will begin on May 21st which is shortly before the end of the school year and we will finish the last deliveries and installations on July 29th shortly or well before the start of school in August um each individual principal and director um will receive an email from us with their specific delivery date and um if they have a a conflict that they can let us know and we can adjust as much as as you know as much as we can accommodate them we certainly will do that um but we want to make sure that we get the bulk of them done obviously before before school starts um and that's oh I I neglected to mention in this project scope um that we are getting a new server environment as well so we're we're replacing all the servers with with new servers to make sure that we have the the processing is uh highly redundant and all of that as well so um that's about it if there's any questions okay any from online I don't see anybody online all right so that was the uh that was it for the agenda today so the we'll take a break in looks like until August guess that's tentative so mark your calendars for the tentative and then we'll confirm as the time gets closer Michael there is one hand looks like Joe I'm sorry this is Joe Sanchez I I I met the I met the chime in while we're talking about the uh Halo I just wanted to point out that the U that project is being funded by the juwels settlement so Ian it's good it's always good when we can get somebody else to pay for our projects so I just wanted to make sure that the committee knew about that that's nice thank you for that any others all right I'll take a motion to adjourn so moved second second all in favor any post all right that's it for today thank you for