August 20, 2020 at 6:00 PM - Special Called

Description: 
Background:  It is a priority to reward and recognize the efforts of our employees while balancing the constraints imposed by the State of Texas public education funding formulas. To that effect, at the June 4, 2020 Board meeting, the Board of Trustees approved a 2% increase in pay at estimated cost of $3.8M to the General Fund.

During the budget development process, there were discussions of offering all employees a supplemental or one-time payment pending the outcome of two major financial indicators: 

(1) The financial position of the District ending fiscal year 2019-20, and 

(2) Results of certified estimates of property values received from the Dallas and Denton County Appraisal Districts on July 27, 2020. 

Based on these results, the Finance team is confident that the District’s budget can absorb a one-time supplemental payment for eligible staff. This one-time payment will be calculated based on the following parameters: 

• A one-time payment of $1,500 for eligible full-time teaching staff. 
• A one-time payment of 2.5% of annual base salary, not to exceed $1,500, for eligible full-time staff. 
• A one-time payment of 2.5% percent of annual base salary, not to exceed $750, for eligible part-time staff. 

Criteria to be eligible for this one-time retention supplemental payment are as follows:

• Must be employed (full-time or part-time) by CFBISD as of August 20, 2020 
• Must be in a TRS eligible position (not be a temp, or substitute); and
• Must still be employed by CFBISD as of November 16, 2020.

The one-time, lump sum payment is subject to all legal deductions, is not considered TRS eligible, and is approved only for the 2020-21 fiscal year. The one-time retention supplement will be payable with the November 2020 paycheck.  The total cost to the General Fund is estimated to be $4.4M.  Estimated cost for the Student Nutrition Fund is $114,000.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the one-time retention supplemental pay for eligible employees. 
  

Description: 
Background:  Consider matters pursuant to the Texas Education Code (TEC), Chapter 49, Subchapters A and D, and rules adopted by the Commissioner of Education as authorized by the TEC, 49.006 including authorizing the Board President, Board Secretary and the Superintendent of the Carrollton-Farmers Branch ISD to execute any documents necessary to accomplish the purpose of reducing its local revenue level to a level not to exceed the level established under TEC, 48.257 for the school year for Carrollton-Farmers Branch ISD. 

The District is required to sign and submit a contract that informs the state which option has been chosen to reduce its local revenue level for the 2020-21 school year.  There are five (5) options available to reduce local revenue levels.

Option 1 – Consolidate with another district,
Option 2 – Detach property,
Option 3 – Purchase attendance credits from the state,
Option 4 – Contract to educate nonresident students, and/or 
Option 5 – Consolidate tax bases with another district  

Staff recommends electing Option 3 to achieve the required local revenue level for the 2020-21 school year.

For the 2020–21 school year, we are requesting delegation of contractual authority to obligate the school district under Texas Education Code (TEC) §11.1511(c)(4) to the Superintendent, solely for the purpose of obligating the District under TEC, 48.257 and TEC, Chapter 49, Subchapters A and D, and the rules adopted by the Commissioner of Education as authorized under TEC, 49.006. This included approval of the Agreement for the Purchase of Attendance Credits or the Agreement for the Purchase of Attendance Credits (Netting Chapter 48 Funding).

TEA requires all districts classified as a “Chapter 49 district” to execute an agreement each year.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees authorizes the Board President, Board Secretary, and the Superintendent to execute Chapter 49 documents, including attached Agreement for the Purchase of Attendance Credits.
  

Description: 
Background:  The monthly financial reports presented to the Board for consideration will include budget amendments (when applicable), budget summary year-to-date reports, construction summary report, outstanding investments, and tax office reports.

Recommendation:   It is the recommendation of the Superintendent that the Board of Trustees accepts the financial reports for June 2020.
  

Description: 
Background:  The Public Funds Investment Act ("PFIA") under Government Code, Chapter 2256: Public Funds Investment requires that each district, not less than quarterly, prepare and submit to the Board of  Trustees a report of investment transactions for all funds. The quarterly investment report includes the  District’s investment transactions required by the PFIA for the quarter ended May 31, 2020. 

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees accepts the quarterly investment report as presented.
  

Description: 
Background: To achieve the District’s goal of investment diversification and to improve return, administration recommends the approval of resolutions authorizing the addition of the following investment pools to the District’s list of authorized investment pools for District funds:

1. Texas CLASS
2. Texas FIT

The current list of previously authorized investment pools includes:

1. TexPool
2. TexSTAR
3. Lone Star Investment Pool

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees authorizes the resolutions to approve certain investment pools.
  

Description: 
Background:  Various banking and investment entities require Board of Trustee approval to change authorized administrative personnel to conduct financial transactions on behalf of the District.  Recent staff changes within the Business Services department will require Board of Trustees approval to change personnel for these entities

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves any banking or investment signature changes needed to conduct financial transactions on behalf of the District.
  

Description: 
Background:  The District needs to purchase COVID-19 health and safety signage precautions for our elementary and secondary campuses.  A signage kit for each campus has been ordered at the cost of $43,000 districtwide.  In addition, a portal system has been set-up by Alphagraphics that will allow campuses to purchase additional signs for their respective campuses as needed.  

While that cost for additional signage is unknown, the total cost for COVID-19 signage is not to exeed $100,000 for the 2020-2021 school year.  

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the purchase of COVID-19 signage at a cost not to exceed $100,000 with the recommended vendor and authorizes the Superintendent or his designee to execute these purchases in the best interest of the District.
   

Description: 
Background:  In preparation for the 2020-2021 school year, district officials are developing plans to deliver instruction on campus to students electing to attend in person.  Among the items to provide are desk shields for students to create and sustain a safe physical barrier to ensure proper social distancing while not inhibiting the learning process.    

A committee of district officials examined a number of desk shields in order to determine the best solution to meet this need.   Following the Center for Disease Control’s (CDC) recommendations to create barriers in an educational setting, numerous manufacturers have created desk shields with varying functionality, from permanent mounting to desk or table tops, semi-permanent mounting using Velcro or double-sided tape, and mobile shields that students are able to fold up and take with them to the next class or in the cafeteria to create a safe area in any setting.  

To accomplish this, multiple vendors were solicited for pricing and to provide samples for the committee to inspect and recommend as the solution that best meets CFBISD’s needs.   After a complete review of all available solutions, it was determined that the desk shield provided by Insul-Fab provides the best solution for CFBISD.  In addition to function, construction and durability, availability and ability to deliver within the time frame required by CFBISD was a primary criterion for selection.  Because Insul-Fab was able to provide durably made desk shields by the required time frame, they are recommended as the primary supplier of desk shields for the 2020-2021 school year.   The initial order is for 10,000 desk shields, which totals $190,500, and was placed with Insul-Fab on August 10, 2020. Delivery of some units are guaranteed by the week of August 24, 2020 with the first 5,000 to be delivered by September 4th.  The remainder of the delivery will be made as soon as the units are produced.  

Due to market availability, material shortages and deliverability, it is also recommended to purchase from multiple sources in order to ensure desk shields can be supplied as needed.

The total cost for the purchase of student desk shields will be dependent on the number of students that elect to attend school in person, therefore, it is recommended that the Board ratify the purchase of 10,000 student desk shields from Insul-Fab, in the amount of $190,500 and that authorization be given to purchase both student and staff desk shields in an amount not to exceed $500,000 for the 2020-2021 school year from contracts available to CFBISD.  

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees ratify the purchase of student desk shields from Insul-Fab, and authorizes the purchase of additional student and staff desk shields, not to exceed a total of $500,000 as presented, and to authorize the Superintendent or his designee to execute these purchases in the best interest of the district.
   

Description: 
Background:  In conjunction with the need to sell real property identified as surplus and no longer needed for school operations, the need to establish a relationship with a licensed real estate broker to provide real estate broker services is evident.  The authority to contract with a broker is authorized in Texas Education Code 11.154 as follows: 

     “(c) The District may employ, retain, contract with, or compensate a licensed real estate broker or   
     salesperson for assistance in the acquisition or sale of real property. “

Imminent opportunities to acquire land require the use of a real estate broker to represent CFBISD in the sale of real property identified as surplus and no longer needed for school operation.  This authorization will establish an agreement with The Chrisman Company as its real estate broker of record to perform broker services in locating potential sites for the Board of Trustees to consider.

Real Estate Broker Service under this agreement shall include, but not be limited to:  

1. Understand CFBISD’s goals and objective for property acquisition and incorporate that knowledge in the sale of real properties;

2. Provide market research tailored to CFBISD’s requirements, analysis of options, coordinate and conduct site visits and identify viable alternatives;

3. Provide strategy of negation and development of offer letters based on District’s goals and objectives, detail parameters for analyzing responses and promptly viable offers to the District in any format;

4. Develop appropriate transaction plans and negation strategy, and assist in negotiation of any real estate sales agreements received during the term of this agreement;

5. Provide normal brokerage services in facilitating CFBISD’s due diligence activities and the closing of the purchase, and;

6. Monitor the progress of real estate transactions and provide assistance to implement the terms and conditions and facilitate the consummation of such transactions.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees awards this contract to The Chrisman Company to provide Real Estate Broker Services and authorize the Superintendent or his designee to negotiate and execute a contract as provided in the proposal in the best interest of the District.  
   

Description: 
Background:  Texas School Procedures Annual Website Subscription grants the District access to protocols, procedures and documents that provides support in the following areas:  

Campus Operations, District Operations, Counseling, Nursing, Personnel/Human Resources, and Student Support.  

This site provides robust tools and documentation that can be used to: 

• Ensure compliance with Texas and federal laws, school board policies, and best practices through use of developed protocols and electronic resources (i.e. documents, letters, notifications, postings, resources and scripts) to implement all protocols.

• Focus on campus operations and support programs to meet student needs through research-based best practices.

• Empower and protect districts and administrators in critical decision making within the legal structure of the Texas Education Code and Texas Administrative Code and providing regular updates.

• Provide home letters and documents in both English and Spanish versions.

This purchase will provide a District license to be used by all campuses and departments at an annual cost of $51,222.00 of $2.00 per student based on the October 2019 PEIMS enrollment snapshot.  This subscription will be for one year starting September 1, 2020 through August 31, 2021.

Recommendation:  It is the recommendation of the Superintendent that the Carrollton-Farmers Branch ISD Board of Trustees approves the purchase of Texas School Procedures Annual Website Subscription from Texas School Procedures, LLC under the provisions of The Educational Purchasing Cooperative of North Texas (EPCNT) under Region 10 Education Service Center (ESC) Bid No. #2015-13 for Administrative Regulations and Professional Counseling Program Training Documents at a cost of $51,222.00.
   

Description: 
Background: At the June 6, 2020 Regular Board Meeting, Trustees approved the purchase of a Learning Management System, under Consent Agenda Item No. 4.CC.  The recommended Learning Management System was Canvas from Instructure and included licenses for 15,000 users.  Since this approval, the requirement was made to provide online learning for all students and staff, therefore additional licenses for 14,000 users is necessary, as well as, a Studio Cloud subscription to provide for a complete online instruction, collaboration and assignment environment. The Studio Cloud Subscription will provide access to all students and teachers.

The additional licenses and Studio Cloud Subscription were needed for the week of August 10, 2020 to prepare for remote instruction to begin on August 17, 2020; therefore, this purchase was made to meet this need.  The authorization for this purchase falls under the emergency purchasing delegated authority granted by the Board to the Superintendent at the August 6, 2020 Special Board meeting and is being reported to Trustees in this Executive Summary.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the purchase of the additional licenses and studio cloud subscription for the learning management system with the recommended vendor and to authorize the Superintendent or his designee to execute these purchases in the best interest of the district.
   

Description: 
Background: Sections 44.002 through 44.006 of the Texas Education Code establish the legal basis for budget development in Texas School districts. The President of the Board of Trustees must call a public meeting of the Board of Trustees, giving ten (10) days public notice in a newspaper, for the adoption of the district budget. Any taxpayer in the district may be present and participate in the meeting. 

Steve Bassett will provide a brief report to the Board summarizing the final budget information.
  

Description: 
Background: The Governmental Accounting Standards Board (“GASB”) has adopted Statement 54 (“GASB 54”), a standard for governmental fund balance reporting and government fund type definitions that became effective in governmental fiscal years starting after June 15, 2010. The five categories of fund balance are defined in CE(Local).

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the resolution to implement GASB 54 and to commit a portion of the District’s unassigned fund balance.
   

Description: 
Background:  The adopted budget provides authority to expend funds for the purposes indicated in accordance with state law, Board Policy, and the District’s approved purchasing procedures.

Public funds of the District may not be spent in any manner other than as provided for in the budget adopted by the Board of Trustees, but the Board may amend a budget or adopt a supplementary emergency budget to cover necessary unforeseen expenses. Texas Education Code 44.006(a).

Each year in August, the Business Office performs a final review of estimated expenditures and proposes a final budget amendment for board consideration and approval.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the 2019-2020 Final Budget Amendment Report as presented.  
 

Description: 
Background:  The District has met all notice requirements as prescribed in Texas Education Code Sections 44.004 and 44.0041. On August 20, 2020, the District held a meeting at which the public had an opportunity for comment.

The Board of Trustees, at a meeting called for that purpose, shall adopt a budget to cover all expenditures for the school district for the next succeeding fiscal year for the following funds:

• Maintenance and Operations;
• Debt Service; and
• Food Service.

The Maintenance and Operations (General Fund) and Student Nutrition budgets both result in balanced budgets. The Debt Service budget proposal results in a $1.9 Million use of Fund Balance.  

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees executes the resolution adopting the 2020-2021 budget.
   

Description: 
Background:  The District has met all notice requirements as prescribed in Education Code Section 44.004 and 44.0041.  On August 20, 2020, the District held a meeting at which the public had an opportunity for comment.

The proposed Resolution sets the 2020 tax rate in 2 component parts:

     Maintenance and Operations (M&O) tax rate of $1.05470
     Interest and Sinking (I&S) tax rate of $0.20000

This vote will be recorded listing those voting for and against this Resolution. 

Even though this an actual drop of the total tax rate from $1.26835 last year to $1.25470 (a reduction of 1.365 pennies), any motion to adopt must use the following language: “I move that the property tax rate be increased by the adoption of a tax rate of $1.25470, which is effectively a 0.8% increase in the tax rate.”

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees adopts the tax rate and executes the resolution setting the tax rate for tax year 2020.