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August 18, 2020 at 5:30 PM - Regular Meeting

Agenda
A. INTRODUCTION OF MEETING AND PLEDGE OF ALLEGIANCE
B. CLOSED MEETING (TX GOVT. CODE 551.071/551.072/551.074/551.082)
B.1. RESIGNATIONS/TERMINATIONS/SETTLEMENTS/NON-RENEWALS
Attachments:
B.2. APPOINTMENTS/REASSIGNMENTS
B.3. REQUESTS FOR LEAVE OF ABSENCE
B.4. DISCUSS PURCHASE, EXCHANGE, LEASE, OR VALUE OF REAL PROPERTY
B.5. CONSULTATION WITH BOARD ATTORNEY
B.6. OTHER ITEMS CONCERNING PERSONNEL
C. RECONVENE FOR OPEN MEETING
D. OPEN FORUM
E. INFORMATION ITEMS
E.1. SUPERINTENDENT'S REPORT
E.1.a. Financial Update- PPE Update
E.1.b. Instructional Update
E.1.c. Policy Update 115
Attachments:
F. CONSENT ITEMS (All items listed under this subheading will be adopted with one motion unless they are removed from the Consent Agenda by a Trustee or the Superintendent for discussion.)
F.1. APPROVE MINUTES OF JUNE 16, 2020 REGULAR MEETING AND JULY 16, 2020 SPECIAL MEETING
Description:  The minutes from the Regular June 16, 2020 Board Meeting and the Special July 16, 2020 Meeting are attached and ready to be approved.
Attachments:
F.2. CONSIDER APPROVAL OF MONTHLY EXPENDITURES FOR JULY 2020
Description:  The listing of expenditures paid in July 2020 is presented to the board in the Revenue and Expenditures Report and the Check Register (attached to board agenda under the Financial Report.
F.3. CONSIDER AMENDMENT TO THE 2020-2021 GENERAL FUND
Description:  General Fund
Revenue and Expenditures

The proposed amended budget includes:
  • Adding $ 189,029 to Function 11 and $ 153,072 to Function 34 for COVID-19 related expenditures
  • Adding $104,000 to Function 11 and $22,500 to Function 41 for Capturing Kids Hearts Trainings.
  • Adding $18,000 to Function 36 for Piano Lesson Contract services.
  • Adding $6,101 to Function 11 and $14,350 to Function 53 for Region XI contract renewals.
  • Adding $142,620 to Function 53 Technology Budget for additional resources needed.
  • Adding $180,000 to Function 53 for Technology Infrastructure updates (E-Rate)
  • Adding $50,000 to various Functions for the Focus Group Stipends and Training.
  • Adding $53,000 to Function 51 for Property & Casualty Insurance Renewal.
  • Adding $30,000 to Function 36 for Athletic COVID related expeditures.
The General Fund Budget will be a deficit of $ 3,380,736 after this amendment is approved. The net change to deficit with this amendment is $962,672.
Attachments:
F.4.  CONSIDER RATIFICATION OF VENDORS FOR PURCHASES MADE FOR COVID -19 - DESK SHIELDS AND SPRAYERS
Description:   The Board is requested to ratify vendors for purchases made during July from Port Plastics for student and staff desk shields and Ginesis for touch-less sprayers. The cost of the student and staff desk shields was $ 384,220.88  and the cost of the sprayers was $28,900.

 
F.5. CONSIDER RATIFICATION OF THE VENDOR FOR THE 2020-2021 GRADUATION CEREMONY COST.
Description:  The District is requested to ratify Multi-Purpose Arena Ft Worth as the vendor for the 2020-2021 graduation ceremony at a  cost of $25,000 (total cost $35,000)
The down payment of $10,000 was paid in 2019-2020..

This cost is included in the current approved budget.
F.6. CONSIDER APPROVAL OF TEXAS EDUCATION AGENCY WAIVER TO EXTEND THE DUE DATE OF THE AUDITED ANNUAL FINANCIAL REPORT
Description:   Our independent auditor, Patillo, Brown, & Hill, LLP, has requested we file the waiver to extend the due date of the audited annual financial report from November 27, 2020 to January 28, 2021. TEA has offered this waiver due to the uncertainty of receiving the FEMA and CARES Act Notice of Grant Awards (NOGA) in time to complete the report.

 
F.7. CONSIDER APPROVAL OF CONTRACTS WITH REGION XI EDUCATION SERVICE CENTER FOR 2020-2021
Description:  The services provided by Region XI Education Service Center for a total cost of $ 152,471.98 include:
  •  Comprehensive Services Basic      $         650.00
  • Human Resources                                  24,997.98
  • Eduphoria                                               20,750.00
  • Instructional Services                            53,409.00
  • OnDataSuite                                              5,495.00
  • TEK Resource System                            36,500.00
  • TEKS Bank                                                 4,770.00
  • TSDS PEIMS Support                               5,900.00
GRAND TOTAL                                             $   152,471.98

The current approved budget includes the above amounts with the exception of $20,451 added to the proposed amended budget.  The TEKS Resource System is funded by Title II Federal Funds.

 
F.8. CONSIDER RATIFICATION OF THE INTERLOCAL AGREEMENT WITH REGION 4 EDUCATION SERVICE CENTER FOR OPERATION CONNECTIVITY TECHNOLOGY PURCHASES.
Description:  Region 4 in cooperation with Texas Education Agency (TEA)  negotiated pricing for the bulk purchase of laptops and mobile hot spots. TEA named this collaboration, Operation Connectivity. This Interlocal agreement allows White Settlement ISD to purchase these devices at the Operation Connectivity negotiated pricing, and receive matching funds for the purchases, from TEA.

 
F.9. CONSIDER RESOLUTION TO ASSIGN GENERAL FUND BALANCE.
Description:  The resolution will set aside oil and gas revenue of $42,347 earned during 2019-2020 (10 months). The Oil and Gas reserve is for future technology needs.

Previous Reserve balance as of 8-31-19             $1,344,082
Add: 2019-2020 Oil & Gas Revenue                    $ 42,347

Total Reserve                                                      $ 1,386.429

Also, the resolution will reserve the previous assignment of general fund balance made in August 2019, in the amount of $1,344,082.11
Attachments:
F.10. CONSIDER RATIFICATION OF VENDOR FOR PURCHASE OF SOFTWARE FOR STUDENT  COMMUNICATION
Description:   The Board is requested to ratify the vendor School Status for the purchase of software used to communicate with parents, at a total cost of $29,716. This software was added during the 2019-2020 school year.  Staff recommends continuting to use this product.
F.11. CONSIDER CHANGING THE DATE OF REGULAR MARCH BOARD MEETING FROM TUESDAY MARCH 16, 2020 TO TUESDAY MARCH 23, 2020
Description:  The date of the Regular March Board Meeting needs to be changed from Tuesday, March 16, 2020 to Tuesday, March 23, 2020 due to March holidays and teacher contract deadlines.
F.12. CONSIDER APPROVAL OF 2020-2021 STUDENT CODE OF CONDUCT
Description:  The Student Code of Conduct is the district’s response to the requirements of Chapter 37 of the Texas Education Code that addresses student discipline. The current Student Code of Conduct must be adopted each year.  A copy of the revised Student Code of Conduct is attached.
Attachments:
F.13. CONSIDER APPROVAL OF THE 2020-2021 T-TESS APPRAISERS
Description:  The teacher appraisal process requires at least one certified appraiser. An appraiser must be the teacher’s supervisor, or a person approved by the Board. A list of appraisers who will be responsible for conducting teacher appraisals is attached.
Attachments:
F.14. CONSIDER APPROVAL OF THE CAPTURING KIDS HEARTS DISTRICT BY DESIGN AGREEMENT FOR THE 2020-2021 AND 2021-2022 SCHOOL YEARS
Description:  The District is recommending using the vendor, Flippen Group, for the Capturing Kids’ Hearts District by Design Program. Their processes accelerate success, transform top teams, promote creative problem-solving, help grow the next generation of leaders, and break the personal and systemic constraints that inhibit process. 

 The agreement consists of the following:
Leadership Blueprint (summer 2021)   $21,000 + travel $1,500
Custom Consulting Day (summer 2021)    $7,500 + travel $ 1,000
Custom Keynote (August 2021)       Gratis
Capturing Kids Heart (August 2021)          $168,000 + travel $12,000
Winning Culture (Summer 2021)          $4,500 + $1,000 travel
Capturing Kids Heart Priority Access         Complimentary
   
Total Cost including travel             $216,500



The Agreement requires a pre-payment of $90,000 due by September 15, 2020.

The Proposed Amended Budget includes the $90,000 pre-payment, Leadership Blueprint, Custom Consulting Day, and the Winning Culture for a total amount of $126,500.
The remaining amount will be budgeted from 2021-2022 budget.

 
G. SEPARATE ITEMS
G.1. CONSIDER PROPOSAL FOR PROPERTY AND CASUALTY INSURANCE FOR 2020-2021.
Description:  A Request for Proposal was distributed to 29 vendors by our agent Brown and Brown Insurance (Alamo) to give vendors an opportunity to submit a quote.  They received quotes from four of the vendors. 

The recommend renewal quote is from our current provider, Texas Political Subdivision. The renewal premium is $68,010.70 more the previous year. The Property and Equipment amount increased by $59,938 or 22%.  This increase is a factor of the market and not anything related to claims from White Settlement ISD.  The remaining increase is the additional auto/vehicles premium due to adding items to the list.  Insurance Limits and deductibles
are same as previous year. 

The coverages included in the package are:
Coverage Deductible  Premium
     
General Liability                 None $   6,707.00
Educator’s Legal Liability   $5,000 per claim                    $20,966.00
Auto Liability                       $1,000                                    $24,983.00
Mobile Equipment                $2,500                                    Included
Electronic Data Processing   $2,500                                    Included
Cyber Liability $25,000                                   Included
Crisis Management None Included
Crime $50,000 - $300,000             $ 1,814.00
Underground Storage Tank   $5,000 $ 1,237.95 (2 years)
Property  AOP $100,000 $336,576.00
Wind  $250,000   
Hail 1% of value of each location, minimum $500,000 - 
  Maximum $1,000,000 per location
  TOTAL $392,283.95

 


 
G.2. CONSIDER ADOPTION OF TAX RATE FOR 2020-2021 SCHOOL YEAR.
Description:  In conjunction with the 2020-21 budget, the district proposed a 2020 tax rate of $0.9616 per $100 valuation for maintenance and operations (M&O) and $.4543 per $100 valuation for interest and sinking (I&S) for a total rate of $1.4159 per $100 valuation.
The M&O tax rate is set by TEA based on a survey that the district was required to complete in July 2020. The rate calculated on the survey was $.9161. The Board of Trustees is allowed to add $.04 without a vote and $.01 cent by unanimous vote. The total proposed M&O tax rate is  $.9616 (includes all extra pennies allowed). The proposed M&O tax rate is a decrease of $.0084 from prior year rate of $.97. The proposed I&S tax rate is a decrease of $.0257 from the prior year rate of $.48. The reduction in the I&S rate is due to the increase in property values versus the amount needed to fund the bonded indebtedness.
 
Attachments:
G.3. CONSIDER ENDORSEMENT OF CANDIDATE TO THE TEXAS ASSOCIATION OF SCHOOL BOARDS (TASB) BOARD OF DIRECTORS FOR REGION XI
Description:  The Board is invited to endorse a candidate for the open position for Region XI on the TASB Board of Directors. 
 
Attachments:
H. CONSIDER ITEMS DISCUSSED IN CLOSED MEETING
I. ADJOURN
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