March 25, 2024 at 6:30 PM - Regular Meeting
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1. Call to Order and Roll Call
Description:
It has been found and determined that in accordance with the policies and orders of the Board, the notice of this meeting was posted publicly at the Administration Building in accordance with the terms and provisions of the Texas Open Meetings Act, Texas Government Code, Section 551.001 et. seq., and that all of the terms of said article have been fully complied with and that the 72-hour notice required has been properly and correctly given.
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2. Invocation
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3. Pledges of Allegiance
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4. Open Forum (Public Comment Section)
Description:
At this time, the Board will listen to comments from the public and others regarding both agenda action items and items that are not on the agenda. No action may be taken on non-agenda items. Public participation is limited to the designated open forum portion of a regular meeting. Any person wishing to address the Board concerning an item on the agenda for an open meeting must register with the Board secretary by email at egilpin@hfhorns.net no later than 10:00 a.m. the day of the Board meeting. Any person wishing to address the Board concerning an item not on the Agenda can register with the Board Secretary at any time prior to the Board meeting. Speakers will not be permitted to criticize HFISD employees, whether addressing the Board on an Agenda item or a subject not on the posted Agenda.
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5. Superintendent's Announcements
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6. Board Announcements
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7. Discussion and Possible Approval of Matters Related to Bond Project(s)
Description:
As a result of the ongoing bond projects, the board will continue to receive monthly updates and information throughout the life of the projects to their completion.
The administration, architects, and/or the CMaR will discuss general items and answer questions for the board. In addition, specific items will be discussed relating, but not limited to, consideration of extending the CMaR’s substantial complete date, the construction progress to date, and approving potential change orders. |
8. Discussion and Presentation Regarding Elementary School HVAC System
Description:
The elementary school LG HVAC system first came online in 2017. The unit is now without warranty and is in need of routine and major repairs.
The school district has investigated options that will help the LG system reach its proper lifespan as well as mitigate downtime and the cost of repairs. Air quality tests done by Honest Environmental, Dan Ward. 2. Air monitoring devices to be purchased by the school district. 3. Texas Air Supply. 4. Locate commercial grade spot coolers and heaters. 5. Purchase of spare boards intermediately. |
9. Discussion and Presentation Board Goals Regarding Early Childhood Literacy and Math
Description:
In keeping with the state’s 60x30 TX goal, the School Finance Commission recommended establishing a preK through 12th grade goal of at least 60 percent proficiency at TEA’s "Meets" standard for 3rd grade reading and math and 60 percent of high school seniors graduating either college or career ready. School boards must review the progress of each plan at least annually at a public meeting by doing the following:
Receive annual/interim updates that contain the board outcome goal and progress measure being monitored along with 5 year deadline targets. An interim update on early childhood learning progress measures will be presented as follows: Goal 1: Progress Measure 1.1 (Reading- Pre-Kindergarten) Goal 2: Progress Measure 2.1 (Math- Pre-Kindergarten) Goal 1: Progress Measure 1.2 (Reading-Kindergarten) Goal 2: Progress Measure 2.2 (Math-Kindergarten) Goal 1: Progress Measure 1.3 (Reading- 1st and 2nd grades) Goal 2: Progress Measure 2.3 (Math-1st & 2nd grades) Goal 1 Progress Measure Reading (3rd Grade) Goal 2: Progress Measure Math (3rd Grade)
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10. Discussion and Update on ESSER 3 Funds
Description:
The US Congress passed laws pertaining to emergency funds and the use of those funds, stemming from the COVID-19 pandemic. The Elementary and Secondary Schools Emergency Relief funds, or ESSER, were given to states in 3 parts. School districts are mandated to analyze and update ESSER use of funds every 6 months. ESSER 3 fund allocations will be discussed and updated
A needs assessment was conducted in the following manner:1. Surveys to parents, students, and teachers to help the district identify areas of need for funding allocations. 2. The public was given the opportunity for input at previous board meetings. 3. District and campus administrators also met to look at data and to help execute a plan for the funds. After analyzing the data, the four main areas of need being addressed were identified as learning loss, instructional continuity, social emotional learning (SEL), and community engagement. The public is given an opportunity for input on this agenda item. ESSER 3 funds will be discussed and updated for this agenda item. |
11. Discussion and Presentation of District of Innovation Renewal
Description:
The Hamshire-Fannett ISD 5 year DOI term will end in July 2024.
Innovations/Exemptions that the district has used for the past 5 years include the following: 1. School Start Date 2. Minimum attendance for credit 3. Minimum minutes of instruction 4. Designation of campus behavior coordinator 5. Teacher certification requirements District of Innovation Process A. Feb. 28, 2024- DOI informational meeting B. March 1, 2024-Post DOI Draft Plan on district website C. March 25, 2024- Board meeting information and feedback D. April 10, 2024- Public meeting over DOI plan E. April 22, 2024- Board adopts proposed innovation plan by an affirmative 2/3 vote. F. District notifies the commissioner of approval of the plan and a list of the exemptions. G. District post a copy of the approved innovation plan on the district website H. Not more than 15 days after the date the board approves the plan, the district provides TEA a copy of the plan for posting on the agency website.
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12. Discussion and the District Safety and Security Committee and Intruder Detection Audit (IDAs) Finding for the Hamshire Fannett Middle School
Description:
The top priority of Hamshire-Fannett and the State of Texas is keeping students and staff safe every day. The Texas School Safety Center recently conducted an Intruder Detection Audit at one or more of our campuses. The audits test whether a campus is accessible to an unauthorized individual. This audit, conducted as part of Governor Abbott’s school safety directives for all school systems following the tragedy in Uvalde, seeks to help districts identify how campuses can improve safety for students, such as ensuring exterior doors are locked. The audit provides us with an opportunity to create a safer learning environment for our students and staff.
Hamshire-Fannett ISD received its 4th IDAs on February 12, 2024, at the Middle School. The administration will discuss the process and outcome of the IDAs. Last month the agenda header reflected "high school" but the board discussed the middle school, which is correct. The district will ultimately have to submit the following to the Texas School Safety Center: 1.) notice of the Safety and Security Committee’s minutes reflecting findings, discussion, and date of training, 2.) information that the board of trustees gave public notice about the IDAs, the corrective actions being put into place, and the timeline for the corrections. We are working closely with our district's School Safety & Security Committee to ensure that we are training all our staff and securing our doors for the protection of everyone at our campuses. The support from the state in conducting the Intruder Detection Audits is just one of the many actions we are taking to ensure our schools are safe. We know that this work does not end, and we appreciate the Board’s support. We acknowledge that parents and community members are likely very interested in the details of the audit results; however, it is in the best interest of the students that we do not share this information to the broader public as it could lead to compromising important campus security information. Specific details of the Intruder Detection Audit will be discussed in the executive session and with the Safety and Security Committee. Hamshire-Fannett ISD is committed to providing a safe and secure learning environment for our students and staff. |
13. Discussion and Possible Approval of Item(s) Related to Tax Ratification Election
Description:
State law allows districts to conduct tax ratification elections as a means to overcome state funding shortfalls.
District administrators will discuss with the board the requirements to conduct a tax ratification election. In addition, the administration will provide revenue estimate(s), project cost per $100,000, and possibly efficiency audit costs.
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14. Discussion and Voting for the Region 5 ESC Board of Directors Election
Description:
Position 3, Tyler County
Position 6, Orange County Kristi Hughes (incumbent) and Roschelle Springfield are running for Place 3. Trey Clark (incumbent) is running for Place 6 and is unopposed Each board member will cast his or her vote individually for BOTH (2) places during a March board meeting.The fact that the Trustees balloted should be entered in the district's board minutes(not the results of the voting). All seven ballots should be returned, along with the Ballot Certification, to Region 5 by April 5 in the enclosed self-addressed envelope. If there are less than seven (7) trustees voting, this fact should be noted by the district superintendent. The Region 5 ESC Board of Directors will canvass the ballots and determine winners by a plurality of votes cast. In the case of a tie, names of those candidates will be resubmitted to the local school boards. |
15. Discussion and Possible Approval of Resolution Nomination the Superintendent for TASB's Superintendent of the Year (SOTY) Award
Description:
The Texas Association of School Boards sponsors the yearly award of Superintendent of the Year (SOTY). Each of the 20 educational regions go through a nomination and select process for SOTY. The regional awardees move to the state selection process in which five finalists are chosen. From the final five, the state winner is announced at the txEDCON 2024 TASA/TASB Conference.
The board will discuss the process and decide on approving a resolution for nomination.
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16. Business Items (Consent Agenda)
Description:
The Board of Trustees have been supplied with detailed background information regarding each item of business on the "Consent Agenda" if one is so indicated or it has been discussed at a previous meeting of the Board. All items will be acted upon by one vote without being discussed separately. If requested by a Board member, individual items may be removed from the"Consent Agenda" to be discussed and voted upon separately. All items are as recommended by the Superintendent. |
16.A. Approval of February 26, 2024 Board Minutes
Description:
In conjunction with Hamshire-Fannett ISD Board policy, it is a requirement that the minutes of the previous Board meeting(s) be approved by the Board at a subsequent Board Meeting.
A copy of the minutes is included in each Board member’s agenda packet for perusal and awaits Board action.
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16.B. Approval of Expenditures/Financials
Description:
It is a customary and accepted Board procedure as a standard order of business at regular Board meetings for the Board to take action in relation to the approval of expenditures for the elapsed period since the last Board meeting.
Pertinent information relating to the financial condition of the District and the resolution of district indebtedness is provided for Board perusal and utilization.
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16.C. Possible Approval of Budget Amendment #6 For the 2023-2024 Budget
Description:
It is a requirement of TEA accounting procedures that the annual budget be amended as necessary throughout the budget year.
The Board is aware of the need for the budget amendment for the 2023-2024 fiscal year as presented in the attachment.
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16.D. Discussion and Possible Approval of 2024-2025 Allotment and TEKS Certification Form
Description:
The Texas Education Agency requires the local Board of Trustees to approve the Instructional Materials Allotment and TEKS certification form each year.
A copy of the 2024-2025 Allotment and TEKS Certification Form is attached with textbook information for each core area class that Hamshire-Fannett ISD has adopted. All core area class textbooks at each grade level meet 100% of the TEKS (Texas Essential Knowledge and Skills.)
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16.E. Possible Approval of Vendors Limits Increases
Description:
Board Policy CH (LOCAL) requires budgeted purchases of goods or services costing $25,000 or more, regardless of whether the goods are services are competitively purchased, and requires Board approval before a transaction may take place.
Due to the popularity in vendor choice and the move to purchasing copy paper as a district, the spending limit needs to be increased for the following vendors: Amazon - Original Amount $80,000, Increase to $100,000 Contract Paper Group - Original Amount $40,000, Increase to $60,000 |
16.F. Possible Approval of Designated Donation
Description:
Each month the board is provided an update of donations received. However, due to the amounts and varying purposes, the board may want to accept these gifts.
Donation Hamshire-Fannett Music Booster Club to the High School and Middle School Bank Activity Accounts upon completion of their fundraiser. An explanation of the reason for the donation and the amount is attached.
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17. Monthly Departmental Updates: Business, Finance & Food Service, Curriculum & Instruction, Maintenance & Operation and Technology Departments
Finance: CIA: Special Services: Athletics : M&O |
18. Closed/Executive Session
Description:
The Board May Convene into Closed (executive) session, in accordance with Texas Open Meetings Act, TX Govt. Code 551.001 to discuss the following Items:
Any action, decision or final vote with regard to any matter considered in such closed session, shall be made in open session. |
18.A. To deliberate the appointment, employment, evaluation, reassignment, duties, discipline or dismissal of a public officer or employee (Tex Govt Code 551.074(a)(1), et seq.)
Description:
The district currently has one or more vacant positons. Interviews are currently being conducted, and the Superintendent will bring recommendations for the position(s) to this Board meeting, if feasible.
Any action, decision or final vote with regard to any matter considered in such closed session, shall be made in open session. |
19. Action(s) Relative to items considered in Closed Session.
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20. Personnel Employment
Description:
The District currently has one or more vacant positions. Interviews are currently being conducted, and the Superintendent will bring recommendations for the position(s) to this Board Meeting, if feasible. |
21. Personnel Resignations
Description:
It is possible that one or more resignations could be in the process of being submitted to the Superintendent.
If received, the Superintendent will present letters of resignation for board information. |
22. Adjournment
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