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November 16, 2020 at 6:00 PM - Regular Meeting

A. Call to Order
Description:  The Board President or his/her designee will call the meeting to order.
B. Roll Call
Description:  The Board President or his/her designee will call the roll of members.
C. Canvass the Results of the November 3, 2020 Board of Trustees Election
Description:  The election returns certified by the election officials shall be given to the Board of Trustees.  The Board, in turn, shall canvass the returns and declare the results of the November 3, 2020 Board of Trustees general election.  The presiding officer will complete the canvass of election form.
Attachments: (4)
D. Administer Statement of Officer to Elected Trustees
Description:  Article XVI, section 1 of the Texas Constitution requires all elected or appointed state and local officers to take the official oath of office and to subscribe to the anti-bribery statement (Form 2201-Statement of Officer) before entering upon the duties of their office.  Local officers must retain the signed statement with the official records of the office.
Attachments: (1)
E. Administer Oath of Office to Newly Elected or Newly Re-elected Board Members
Description:  "Before entering upon the duties of the office of Board of Trustee, the Trustee shall take the oath or affirmation of office and shall file it with the President of the Board."  Education Code 11.061; Tex. Const. Art. XVI, Sec. 1

At the regular meeting of the Board of Trustees in February, the Board called for its regular election to be held on May 4, 2020.  Due to the current COVID-19 pandemic, the regular election was postponed to the next regular election date of Tuesday, November 3, 2020.  In accordance with the election code, the newly elected Board members, Chris Hinnant, Place 1 and Grant Gutierrez, Place 2, will be sworn in at the next regular meeting following the regular election date, which is November 16, 2020.
Denise Behrens, acting in her capacity as a public notary, will administer the oath of office for the newly elected School Board Trustees.
F. Reorganization of the Board of Trustees
Description:  Board policies BDAA [Legal] and BDAA [Local] specify that the Board will elect a president, vice-president, and secretary at the first meeting after each election and qualification of Trustees.

Board Operating Procedures adopted by the Board in June of 2020 specify the criteria for Board officers and the process for selecting Board officers.  Any member of the Board may nominate a trustee member for an officer position.  No Board member can hold an officer position without one-year minimum Board experience.  Board officers shall be elected by plurality vote of the members present and voting.  Board officers shall serve for a term of one year or until a successor is elected.  Officers may succeed themselves in office, however, an officer shall be limited to two consecutive terms in any one position.

For information purposes:

Grant Gutierrez - elected as President in May 2018 and has served two terms
Alan Hemphill - elected as Vice-President in May 2018 and has served two terms
Candice Parsons - elected as Secretary in May 2018 and has served two terms

G. Public Communications
Description:  Citizens wishing to address the Board of Trustees have so indicated by listing their name on the Communications from the Public sign-in sheet located on the table at the entrance to the boardroom if the meeting is done in person, or at the link provided on the published board agenda if conducted remotely. Those signing have given a brief indication of the topics to be addressed.
Comments to the Board of Trustees under this provision will be limited to three minutes.
The members of the Board of Trustees will listen to citizen presentations during this portion of a regularly scheduled meeting, but they will not comment or participate in a discussion of the topic. 
H. Consent Agenda
Description:  Board members routinely approve items on the consent agenda as a group.  These are routine agenda items.  Board members have the option to ask questions regarding any of the items listed under "consent agenda".
H.1. Minutes
Description:  State law requires that a record be kept in the form of official minutes on each meeting held by a governmental body and that these minutes be approved at the next regular meeting.
Attachments: (2)
H.2. Financial Statements
Description:  Monthly reporting of financial position in relation to the budget.  The Board is provided monthly financial statements.
Attachments: (3)
H.3. Investment Report
Description:  Meet legal reporting requirements for investments.
In order the meet legal reporting requirements for investments, the Board receives quarterly reports on District investments.
Attachments: (3)
H.4. State Aid Comparison - Budgeted vs. Earned
Description:  The Board has requested a monthly status report of earned state aid in relation to the budget.
Attachments: (1)
H.5. Earned vs. TEA Payments
Description:  The Board has requested a monthly status report of earned state aid in relation to the budget.
Attachments: (1)
H.6. Tax Collection Report
Description:  Attached is the Tax Assessor-Collector's Report.
Attachments: (1)
H.7. Investment Policy Review
Description:  As required by law, the investment policy and the investment strategy shall be reviewed not less than annually.  The Board shall adopt a written instrument stating that it has reviewed the investment policy and investment strategies and that the written instrument so adopted shall record any changes that were made.  CDA [Legal]
Attachments: (2)
H.8. Review Approved Providers of Investment Training
Description:  In accordance with Section 2256.008(a), Texas Government Code, local governing body must approve sources of training for the treasurer, chief financial officer and investment officer of the District, relating to investment responsibilities.  Officers must have training every two years and not less than 8 hours of training are required by law.
Attachments: (1)
I. Information Items
I.1. Financial Report
Description:  The Chief Financial Officer, Jean Ann McCarthy, will review the financial disbursements for the previous month with the Board of Trustees.  No action is required.
Attachments: (2)
I.2. Superintendent's Report
Description:  The Superintendent will update the Board on important issues pertaining to the District.
I.3. 2016 Bond Renovation Update by PBK and Drymalla Construction
Description:  Representatives from PBK Architects and Drymalla Construction will be present at the meeting to update the Board on current progress and timeline for renovations as included in the 2016 Bond.  They will answer any questions the Board may have about the process and progress.
I.4. COVID-19 Update
Description:  Smithville ISD administrators will present an update on COVID-19 as it pertains to instruction and mitigation plans for the district.
I.5. Review Three-Year Security Audit
Description:  Smithville ISD performed an audit of its safety and security measures as per Texas Education Code 37.108(c).  The audit results have been submitted to the Texas School Safety Center. Mr. Edwards, Director of Federal Programs, will share the results of the survey with the Board.
I.6. Tentative December Agenda Items

Tentative December Agenda Items

a.   F.I.R.S.T. Ratings Public Hearing
b.   Recognition of Outstanding Students for the First Semester

c.   Financial Report    
d.   Superintendent’s Report
e.   2019-2020 District Audit
f.   Personnel
g.    Superintendent’s Self-Evaluation Submission to the Board
h.   Distribution of Superintendent Evaluation Materials
J. Action Items
J.1. Approval to Amend Signatures on Bank Depository
Description:  As a result of the reorganization of the Board of Trustees there will be a change in officers.  The Board President and the Board Secretary must be authorized to sign on the District accounts at First National Bank, the District’s depository.
J.2. Personnel
J.2.a. Resignations of Certified Personnel
Description:  Mrs. Burns received the resignation of Maygan Washington at the high school and Jamie Burns at Brown Primary.  No action was required.
J.2.b. Employment of Certified Personnel
Description:  According to Board Policy DC [Local], the Superintendent has the authority to make recommendations to the Board regarding the selection of all personnel.

There is no employment recommended at this time.

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