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January 19, 2021 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. Public Hearing
C.1. Present F.I.R.S.T. Ratings
Description:  As a mandate of the 77th Legislative session, districts must hold a public hearing to report the rating received by the district based upon financial performance in relation to the FIRST rating standards.
Attachments: (2)
D. Board Recognitions
D.1. School Board Recognition Activities
Description:  January is School Board Recognition Month.  All campuses in our district plan activities to show appreciation to our School Board for what they do for our schools.  The Superintendent presents each member with a certificate of appreciation for their dedication and service.

This year’s theme is "Navigating to Success".  Smithville would like to express our appreciation to the Smithville ISD Board of Trustees for their selfless dedication and contributions to the students and staff of our district.
E. 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. 
F. 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".
F.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.

Included in the board packet are the minutes from the December 14, 2020 regular agenda.
Attachments: (1)
F.2. Financial Statements
Description:  Monthly reporting of financial position in relation to the budget.  The Board is provided monthly financial statements.
Attachments: (4)
F.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)
F.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)
F.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)
F.6. Tax Collection Report
Description:  Attached is the Tax Assessor-Collector's Report.
Attachments: (1)
F.7. Bond Payments Resolution
Description:  First National Bank and LoneStar Investment Pool, depositories for Smithville ISD, require that the Board pass a resolution each time we wire transfer our bond payment.

Attached is a resolution for the Board’s approval.
Attachments: (1)
G. Information Items
G.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)
G.2. Superintendent's Report
Description:  The Superintendent will update the Board on important issues pertaining to the District.
Attachments: (1)
G.3. Facility Renovation Update
Description:  Mrs. Burns will update the Board of Trustees on current renovation progress and status.
G.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.
G.5. Update on Application for Limitation on Appraised Value of Property for School District Maintenance and Operations Taxes by Big Star Solar, LLC, Application No. 1531.
Description:  At the regular board meeting in September 2020, the Board of Trustees reviewed an Appraised Value Limitation Application by Big Star Solar, LLC for Construction of a Solar Powered Electric Generating Facility Under Chapter 313, Tax Code.  No action was taken at that meeting.
Smithville ISD attorneys Oscar Trevino and Mark Goulet will be present at the meeting to review the Letter of Completeness received from the Texas Comptroller of Public Accounts.
G.6. Tentative February Agenda Items
Description:  Tentative items to be placed on the February agenda are:
a.  Public Hearing - TAPR
b.  Financial Report

c.  Superintendent’s Report        
d.  Facility Renovation Update
e.  COVID-19 Update
f.   District and Campus Improvement Plan Status Reports
g.    Resignations and Employment of Certified Personnel
h.   Administrative contracts
H. Action Items
H.1. Review and Approve 2019-2020 District Financial Audit
Description:  As required by the Texas Education Agency, an annual audit of financial information is conducted to assure that all legal requirements are being met and sound fiscal responsibility is maintained.  The audit was presented at the regular December meeting but no action was taken as the audit firm was waiting for final ESSER compliance.
Attachments: (1)
H.2. UIL Eligibility for After-School Participation During Virtual Learning
Description:  Texas Education Agency guidance authorizes school districts to develop local policy that would exclude students who are receiving all-remote instruction from participating in extracurricular activities and elective courses open only to students in a particular University Interscholastic League (UIL) activity.  The UIL has clarified that students participating in remote learning  offered by their school district, whether synchronous or asynchronous, may participate in UIL activities if they meet all other UIL eligibility requirements in accordance with the UIL Constitution and Contest Rules but that districts may develop local policies with additional requirements for participation. 

Option 1: Addresses extracurricular activities only
[A student or an interdistrict transfer student] who is voluntarily participating in an all-remote instructional method, whether synchronous or asynchronous, shall not be permitted to participate in any extracurricular activity, practice, or performance for the grading period in which the student is receiving all-remote instruction.

Note: By taking no action on this resolution, students will be allowed to participate in any extracurricular activity, practice, or performance for the grading period in which the student is receiving all-remote instruction.
H.3. Review and Approve Board Operating Procedures
As a guide to administrative operations, the Board has adopted a set of board operating procedures.  These address the issues of:
  • Developing meeting agendas
  • Member conduct during board meetings
  • Voting procedures
  • Member requests for information
  • Handling requests or complaints from citizens and employees
  • Member visits to school campuses
  • Communications with the Superintendent
  • Evaluation of the Board and the Superintendent
  • Board officer selection
  • Role and responsibilities of board officers
  • Executive or closed board meetings
  • Systematic problem-solving and decision-making guidelines

Following board elections and reorganization of the board each year, the board reviews their operating procedures to ensure that all board members have input into adopting the operating procedures and contact information is correct. 
H.4. Order of Board of Trustees Election for May 1, 2021
Description:  State statute requires that annually each governing body call for an election to be held in accordance with existing election law.  The Smithville Independent School District Board of Trustees, being a governing body and electing representatives by place, must call for the election.
The Smithville Independent School District Board of Trustees has established the
first Saturday in May as its regular election date.  This year, the election falls on Saturday, May 1, 2021.   Two places are up for election.  They are:
                            Place 3 - Nancy Towry
                        Place 4 - Alan Hemphill

An election calendar is attached for member information, as well the actual Order of Election.
Attachments: (2)
H.5. Consider Approval of Election Services Contract with Bastrop County and Joint Election Agreement with the City of Smithville
Description:  As of January 2006, Smithville ISD has been contracting election services with the County of Bastrop.  Since that time, the Bastrop County Elections Administrator has overseen all elections ordered by the school district for a 10% administrative fee.  The total cost of the November election for Smithville ISD including supplies, polling place personnel, administrative fee, etc. is estimated at $16,340.16.  The district would like to continue to contract elections services from Bastrop County. 
According to Chapter 271 of the Election Code, school districts are required to hold their elections jointly with the municipality located within the district.  Smithville I.S.D. would like to continue its practice of holding a joint election with the City of Smithville in compliance with election code.  A copy of the contract for services including the joint election agreement is attached to the packet for the Board’s review.
Attachments: (2)
H.6. Personnel
H.6.a. Resignations of Certified Personnel
Description:  There are no resignations at this time.
H.6.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 are no employees to recommend.
H.6.c. Superintendent's Annual Evaluation
Description:  Board Policy BJCD [Local] requires an annual evaluation of the superintendent.  The Board received a self-evaluation of the superintendent at the December meeting.  Board operating procedures call for the Board to complete the evaluation document and deliver the evaluation to the superintendent in closed session.
H.6.d. Superintendent's Employment Contract Renewal
Description:  The superintendent is currently in the first year of a three-year contract continuing through August 1, 2023.  According to state law, the Board employs a superintendent by contract to serve the school district for a term not to exceed five years.  The superintendent’s current annual salary is $137,241.  Board members will discuss the contract in closed session but official action may only take place in open session of the board meeting
Attachments: (1)

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