skip to main content
 

View Options:

Show Everything
Hide Everything

September 3, 2020 at 7:00 PM - Regular Meeting

Agenda
1. CALL TO ORDER
1.A. Pledge of Allegiance
2. DISTRICT ANNOUNCEMENTS
2.A. Superintendent's Report
2.B. CFB Way
2.C. Update from PTA
3. AUDIENCE FOR GUESTS
4. CONSENT AGENDA
4.A. Election of Personnel
Description: 
Background:  The District employs full-time professional employees in positions requiring a certificate from the State Board of Educator Certification (SBEC), nurses, and other designated employees under a probationary or term contract.  The purpose of this agenda item is to facilitate Board approval of these contracts.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the employment of the individuals as indicated on the list provided.
  
Attachments: (1)
4.B. Consider Acceptance of Financial Reports
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 July 2020.
  
Attachments: (1)
4.C. Consider Acceptance of the Purchasing Report for the Period of July 1, 2020 Through July 31, 2020
Description: 
Background:  The attached report is a summary of the purchases valued over $25,000 but not exceeding $50,000 that have been made from July 1, 2020 through July 31, 2020.

Recommendation:   It is the recommendation of the Superintendent that the Board of Trustees accepts the Purchasing Report for the period of July 1, 2020 through July 31, 2020 as presented.
  
Attachments: (1)
4.D. Consider Approval of RFP 2020-06-014 for Armored Car Services 
Description: 
Background:  This is an exclusive service contract which provides for Armored Car Services throughout the Carrollton-Farmers Branch Independent School District. Armored car services are required to pick up and transport District cash and checks to the bank depository.  Proposals were solicited from 60 vendors.  Two no-bids were submitted and two valid responses were received.  Scoring on the two submissions was very close.

Due to Risk Management Armored Security only being in business one year, along with no prior school district experience, the recommendation is to award this contract with Brinks Armored as the proposal that represents the best value to CFBISD.  

The value of this contract is approximately $60,686 for the year.

Purchases made under this agreement utilizing Federal funds adhere to all requirements for expenditures under Federal Education Department General Administrative Regulations (EDGAR) and the Code of Federal Regulations (CFR) sections 200.326 for participants in the National School Lunch Program.

This agreement is for an initial one (1) year term (beginning September 4, 2020) and includes four (4) one (1) year extension options as specified in the RFP. 

The District reserves the right to purchase or re-procure this solution at any time according to any procurement method allowable under Texas Education Code §44.031 as the District’s needs require.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the award of RFP 2020-06-014 for Armored Car Services for the initial one (1) year term with the recommended vendor and authorizes the Superintendent or his designee to execute renewals as provided in the RFP in the best interest of the District through the term of this contract.
  
Attachments: (1)
4.E. Consider Extension of RFP 17-07-061-4 for Athletic Equipment and Supplies 
Description: 
Background:  This is a non-exclusive contract which provides for as-needed purchases of athletic equipment and supplies to be utilized throughout the Carrollton-Farmers Branch Independent School District.

CFBISD staff determines which vendor to use from the awarded vendors under this contract based on the campus or departmental needs and District standards.  Staff will continue to work closely with the Purchasing Department by obtaining competitive quotes from vendors awarded under this agreement, where practical, to ensure the District receives the best value for each purchase.

Individual purchases above $25,000 will be submitted to the Board of Trustees through the Purchasing Report. Individual purchases of $50,000 or above will be submitted to the Board of Trustees for approval in accordance with policy.
 
Purchases made under this contract utilizing Federal funds adhere to all requirements for expenditures under Federal Education Department General Administrative Regulations (EDGAR).

This is the third extension (beginning September 4, 2020) of four (4) one (1) year extension options as specified in the RFP.

The District reserves the right to purchase or re-procure this solution at any time according to any procurement method allowable under Texas Education Code §44.031 as the District’s needs require.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the option to extend the agreement of RFP 17-07-061-4 for Athletic Equipment And Supplies for the third one (1) year extension term with the recommended vendors and authorizes the Superintendent or his designee to execute renewals as provided in the RFP in the best interest of the district through the term of this contract.
  
Attachments: (1)
4.F. Consider Approval of the Asynchronous Learning Plan for Carrollton-Farmers Branch ISD
Description: 
Background:  Due to the disruption caused by the COVID-19 emergency and the consequent exercise of the waiver authority provided to the Commissioner of Education in Texas Education Code (TEC) §48.005(n), local education agencies (LEAs) are required to submit an asynchronous learning plan for review and approval to earn average daily attendance (ADA) funding. LEAs must submit an online application, which includes attestations and open-ended questions. Submitted plans must be reviewed and approved by TEA to continue funding for asynchronous attendance after the end of the grace period. Asynchronous Plans should be submitted by October 1 to allow time for review, revision and resubmission prior to the end of grace period, which for us is the end of the second 9 weeks.

Remote Asynchronous Instruction allows LEAs the flexibility to earn daily attendance through an approved plan for providing high-quality instructional practices with daily engagement measures. LEAs can earn ADA through primarily asynchronous instructional methods OR through a combination of asynchronous and synchronous instruction together. The LEA’s approved instructional plan determines the daily engagement, instructional materials, progress monitoring, and teacher supports the students receive in order to earn daily attendance. 

Remote Asynchronous Attendance is measured daily. Under an approved learning plan, students earn daily attendance through daily engagement measure(s). The approved engagement methods are: 
 • Daily progress in the Learning Management System (LMS), as defined in the approved learning plan; or
 • Daily progress via teacher-student interactions, as defined in the approved learning plan, and
 • Completion/Turn-in of assignments from student to teacher (potentially via email, on-line, or mail).

LEAs need to either have their plan board approved, or receive pre-approval from their board indicating they will approve the plan. 

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves CFBISD’s Asynchronous Plan.
    
Attachments: (1)
4.G. Consider Approval of RFP 2020-06-015 for Custodial Services at Standridge Stadium 
Description: 
Background:  The District is looking to outsource Custodial Services for special events held at Standridge Stadium for the 2020-2021 school year.  Due to the current circumstances, this is an option to provide more time for our in-house custodial staff to do extra cleaning needed for buildings and campuses.  Services will include weekly and monthly cleaning whenever events are held and will cover entrances, lower level, press boxes, kitchen, bleachers and common areas.  This also includes pricing for three types of events.   

• Class A event – Both sides of stadium;
• Class B event – Only the home side; 
• Class C event – Small-less than 200. 

CFBISD will provide all toilet tissue, paper towels, trash liners, hand soap and napkin liners.  All cleaning chemicals and equipment will be provided by the awarded vendor.  

Proposals were solicited from 72 vendors.  Five responses were received, including four no-bids.  Following the evaluation of the one response received, it was determined that this response was acceptable and met the specifications included in the solicitation document.  Administration recommends Regent Services for this contract.  While the total cost for this service for 2020-2021 is unknown, it is not expected to exceed $75,000 for this year and may be much less depending on the number of events that will occur.  

Purchases made under this agreement utilizing Federal funds adhere to all requirements for expenditures under Federal Education Department General Administrative Regulations (EDGAR) and the Code of Federal Regulations (CFR) sections 200.326 for participants in the National School Lunch Program.

This agreement is for an initial one (1) year term (beginning September 4, 2020) and includes four (4) one (1) year extension options as specified in the RFP. 

The District reserves the right to purchase or re-procure this solution at any time according to any procurement method allowable under Texas Education Code §44.031 as the District’s needs require.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves RFP 2020-06-015 for Custodial Services at Standridge Stadium for the initial one (1) year term with the recommended vendor and authorizes the Superintendent or his designee to execute renewals as provided in the RFP in the best interest of the District through the term of this contract.
  
Attachments: (1)
4.H. Consider Purchase of Materials to Meet the Needs of Remote Learning
Description: 
Background:  With continuously changing numbers and needs for traditional and remote learning, district officials continue to develop plans to deliver instruction remotely. To accomplish this, additional curriculum resources must be procured to provide online access for special education and classrooms that need to be self-contained instead of departmentalized.

Specifically, the materials needed at this time are additions to the materials currently in adoption. Handwriting Without Tears is needed for special education classrooms, and Reading and Writing Units of Study are needed for new coaches hired as Early Literacy Coaches and for classrooms that have moved to self-contained.  Descriptions of items to be purchased can be found in the Executive Summary.

The total cost for these purchases is $86,458.90 and will be made from CFBISD Contract RFP 16-33 Instructional Materials and through the Educational Purchasing Cooperative of North Texas (EPCNT) of Grand Prairie ISD Contract No. 16-06 for Instructional Materials. 

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the purchase of curriculum needs for remote learning with the recommended vendors and authorizes the Superintendent or his designee to execute these purchases in the best interest of the district.
   
Attachments: (1)
4.I. Consider Approval of RFP 2020-06-016 for Grocery and Catered Foods 
Description: 
Background: This is a non-exclusive contract which provides for as-needed purchases of grocery and catered foods to be utilized throughout the Carrollton-Farmers Branch Independent School District. Proposals were solicited from 72 vendors and 40 vendors submitted proposals.  To accommodate the need for a variety of groceries and catered foods, all 40 vendors are being recommended for approval under this bid.  

CFBISD staff determines which vendor to use from the awarded vendors under this contract based on the campus or departmental needs and District standards.  Staff will continue to work closely with the Purchasing Department by obtaining competitive quotes from vendors awarded under this agreement, where practical, to ensure the District receives the best value for each purchase.

Individual purchases above $25,000 will be submitted to the Board of Trustees through the Purchasing Report. Individual purchases of $50,000 or above will be submitted to the Board of Trustees for approval in accordance with policy.

Purchases made under this agreement utilizing Federal funds adhere to all requirements for expenditures under Federal Education Department General Administrative Regulations (EDGAR) and the Code of Federal Regulations (CFR) sections 200.326 for participants in the National School Lunch Program.

This agreement is for an initial one (1) year term (beginning September 4, 2020) and includes four (4) one (1) year extension options as specified in the RFP. The District reserves the right to rebid the RFP at any time.

The District reserves the right to purchase or re-procure this solution at any time according to any procurement method allowable under Texas Education Code §44.031 as the District’s needs require.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the award of RFP 2020-06-016 for Grocery and Catered Foods for the initial one (1) year term with the recommended vendors and authorizes the Superintendent or his designee to execute renewals as provided in the RFP in the best interest of the district throughout the term of this contract.
  
Attachments: (1)
4.J. Consider Extension of RFP 17-08-031-4 for Library, Media, Print, Digital Supplies and Repairs 
Description: 
Background:  This is a non-exclusive contract which provides for as-needed purchases of library, media, print, digital supplies and repairs to be utilized throughout the Carrollton-Farmers Branch Independent School District.

CFBISD staff determines which vendor to use from the awarded vendors under this contract based on the campus or departmental needs and District standards.  Staff will continue to work closely with the Purchasing Department by obtaining competitive quotes from vendors awarded under this agreement, where practical, to ensure the District receives the best value for each purchase.

Individual purchases above $25,000 will be submitted to the Board of Trustees through the Purchasing Report. Individual purchases of $50,000 or above will be submitted to the Board of Trustees for approval in accordance with policy.
 
Purchases made under this contract utilizing Federal funds adhere to all requirements for expenditures under Federal Education Department General Administrative Regulations (EDGAR).

This is the third extension (beginning September 4, 2020) of four (4) one (1) year extension options as specified in the RFP.

The District reserves the right to purchase or re-procure this solution at any time according to any procurement method allowable under Texas Education Code §44.031 as the District’s needs dictate.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the option to extend the agreement of RFP 17-08-031-4 for Library Media, Print, Digital Supplies and Repairs for the third one (1) year extension with the recommended vendors and authorizes the Superintendent or his designee to execute renewals as provided in the RFP in the best interest of the district through the term of this contract.
  
Attachments: (1)
4.K. Consider Approval of Interlocal Agreement with Dallas County to Become a Web Agent for Vehicle Registration
Description: 
Background:  The Texas Government Code §791 and Texas Education Code §44.031 (a)(5) allows for governmental entities, i.e. state agencies, local governments, and school districts, to enter into cooperative agreements to allow the procurement process to be performed by a single entity on behalf of all those electing to participate. The benefit of an agreement like this is to reduce administrative costs for each participating member. This code also requires the governing body of each party to authorize the contract. 

District vehicles are required to be registered in Dallas County in order to operate each year.  This process requires CFBISD personnel to go down to the nearest Dallas County sub-station to register vehicles in person.  Current procedures allow for only five vehicles to be registered at a time, which necessitates numerous trips to the courthouse or make multiple trips.  CFBISD learned that it could apply to be a web agent and generate its own registrations by following an established set of guidelines.  

In order to become a web agent it is necessary to enter into an Interlocal Agreement for this purpose.  Other requirements are: 1) provide a specialized, secure printer to print out registration stickers, 2) provide a safe to secure registration materials, 3) provide a security bond in the amount of $15,000, and 4) be subjected to periodic inspections from Dallas County officials.

The Transportation Department has submitted a completed application and is awaiting approval from Dallas County.  Following approval, Dallas County will generate the Interlocal Agreement and submit it for approval. 

The cost for this is less than $3,000 for all required equipment, and the annual cost for the security bond is $150. 

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the Interlocal Agreement with Dallas County to become a web agent to process vehicle registrations as needed.
  
Attachments: (1)
4.L. Consider Approval of Resolutions Regarding the Denton County and Dallas County 4-H Organizations and Agreements Appointing Extension Agents as Adjunct Staff Members for 2020-2021
Description: 
Background:  In order to recognize the Denton County and Dallas County 4-H organizations as an extracurricular activity of CFBISD, Resolutions must be signed and agreements drawn up appointing Denton County and Dallas County extension agents as adjunct staff members.

Recommendation: It is the recommendation of the Superintendent that the Carrollton-Farmers Branch ISD Board of Trustees approves the Resolutions to sanction the Denton County and Dallas County 4-H organizations as an extracurricular activity of CFBISD and to also approve the agreements appointing Denton County and Dallas County extension agents as adjunct staff members for the 2020-2021 school year.
   
Attachments: (1)
4.M. Consider Purchase of Information Technology Operations-As-A-Service
Description: 
Background:  This purchase is to obtain services from a qualified vendor to provide monitoring of the district’s Network Operations Center (NOC) and network equipment in order to predict and prevent problems, and maximize network performance.  Critical components of the digital infrastructure protected under this agreement include servers, data storage, network infrastructure, applications, backup systems, virtualization and internet protocol (IP) communication.  This is especially needed in support of the virtual learning and remote instructional environment currently in place.

Request for quotes were sent to vendors under cooperative contracts available to the district.  Multiple responses were received; however, the response, including an Information Technology Operations-as-a-Service solution submitted by PIVOT, represents the best response to this solicitation and provides the best value to CFBISD.  

With all of the new technologies, including next generation firewalls, Applications Centric Infrastructure (ACI) switching environment, Hyperconverged servers, etc., additional expertise is needed to not only provide Security Operating Center (SOC) monitoring, but also managed services on those devices as well, so the vendor can actually keep the devices patched, respond to an attack or a non-security related outage, help district IT staff make changes, and other support as needed. Pivot installed this new gear in the NOC under the construction contract and is currently training our staff.  To bridge this knowledge gap, the need for a higher level of support for at least the first year is needed to prevent any gaps in network security. To ensure continuity of support, the recommendation is to continue utilizing PIVOT to fill this need.

The total cost of this agreement for the first year is $133,171, which includes a one-time onboarding cost and implementation.  This agreement can be renewed annually, as needed, at a yearly cost of $119,256. 

This purchase will be made under the terms of The Texas Region 19 ESC Allied States Purchasing Cooperative Contract #16-7210 as presented.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the purchase of information technology Operations-As-A-Service from PIVOT under the provisions of The Texas Region 19 ESC Allied States Purchasing Cooperative Contract #16-7210 at a cost of $133,171 as presented.
  
Attachments: (1)
4.N. Consider Purchase of Managed Information Technology Security Services
Description: 
Background:  This purchase is to obtain services from a qualified vendor in conjunction with the deployment of the 12,814 Chromebooks purchased through Region 4 ESC for remote learning.  Delcom Group, LLC provided the lowest and best response from among three vendors responding to this solicitation.

Delcom Group is a local provider for technology services that include but are not limited to:

1. Receive delivery of 12,814 Chromebooks at Delcom Warehouse;
2. Asset tag Chromebooks using District provided asset tags and record in an Excel spreadsheet the serial number of the Chromebook associated to the asset tag;
3. Enroll the Chromebook in the District's Google Chrome Management console;
4. Deliver a specified number of the prepared Chromebooks to each of the District's 35 campuses;
5. Pick up of old devices;
6. Pick up and properly dispose of the old Chromebooks that are being replaced with the newly delivered Chromebooks;
7. Old Chromebooks will be at one location at each campus for pick up;
8. Dispose of or recycle equipment;
9. Evaluate District equipment and get the best value that will, in turn, be applied as a credit to the District’s Delcom account. Additional value of the retired assets will be determined after all items are on Delcom premises and evaluated for condition and functionality.

This purchase will be made under the terms of The Interlocal Purchasing System (TIPS) contract number 200105 AV/PC at a cost of $8.20 per unit for a total of $105,074.80.

Purchases made under this contract utilizing Federal funds adhere to all requirements for expenditures under Federal Education Department General Administrative Regulations (EDGAR).

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the purchase of managed information technology security services from Delcom Group, LLC under the provisions of The Interlocal Purchasing System (TIPS) contract number 200105 AV/PC at a cost of $105,074.80 as presented.
  
Attachments: (1)
4.O. Consider Purchase of Security Window Film
Description: 
Background:  SB 500, Section 32, 86th Texas Legislature appropriated $100,000,000 to the Texas Education Agency (TEA)  to provide funding to public schools for additional safety and security equipment such as: (1) exterior doors with push bars; (2) metal detectors at school entrances; (3) erected vehicle barriers; (4) security systems that monitor and record school entrances, exits and hallways; (5) campus-wide active shooter alarm systems that are separate from fire alarms; (6) two-way radio systems; (7) perimeter security fencing; (8) bullet-resistant glass or film for school entrances; and (9) door locking systems.

The funds appropriated to TEA would be distributed to eligible school districts that submitted a grant application for the 2019-2021 School Safety and Security Grant.  Carrollton-Farmers Branch ISD was eligible to apply for the grant and did apply for funds from TEA.

TEA determined that any eligible district that submitted a complete application would be awarded the appropriated funds.  The predetermined award amount, based on student population, for CFBISD is $414,201. Our application specified that we would use our awarded funds for bullet-resistant glass or film for school entrances. 

The Department of Safety and Security was notified earlier this year that CFBISD was awarded $414,201.  TEA has also said that awarded districts may receive additional funds, if they remain, because some eligible districts did not apply for the grant.
 
Quotes for bullet-resistant glass or film for main entrance doors were solicited from vendors on various purchasing cooperatives. Three quotes were received with only two quoting the industry standard product of 3M Ultra window film.
  
NGS Films and Graphics, TIPS Contract #190101, was selected based on pricing, experience and extensive documentation provided to the district. The grant award allows all exterior doors to be included for a total of $279,479.20. 

The District reserves the right to purchase or re-procure this solution at any time according to any procurement method allowable under Texas Education Code §44.031 as the District’s needs require.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the purchase of bullet-resistant glass or film with the recommended vendor and authorizes the Superintendent or his designee to execute the purchase in the best interest of the District.
  
Attachments: (1)
4.P. Consider Extension of RFP 16-16 for Security Camera and Installation 
Description: 
Background:  This is a non-exclusive contract which provides for as-needed purchases of security camera and installation services to be utilized throughout the Carrollton-Farmers Branch Independent School District.

CFBISD staff determines which vendor to use from the awarded vendors under this contract based on the campus or departmental needs and District standards.  Staff will continue to work closely with the Purchasing Department by obtaining competitive quotes from vendors awarded under this agreement, where practical, to ensure the District receives the best value for each purchase.

Individual purchases above $25,000 will be submitted to the Board of Trustees through the Purchasing Report. Individual purchases of $50,000 or above will be submitted to the Board of Trustees for approval in accordance with policy.
 
Purchases made under this agreement utilizing Federal funds adhere to all requirements for expenditures under Federal Education Department General Administrative Regulations (EDGAR) and the Code of Federal Regulations (CFR) sections 200.326 for participants in the National School Lunch Program.

This is the fourth and final extension (beginning September 4, 2020) as specified in the RFP.  The District reserves the right to purchase or re-procure this solution at any time according to any procurement method allowable under Texas Education Code §44.031 as the District’s needs dictate.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the option to extend the agreement of RFP 16-16 for Security Camera and Installation for the fourth one (1) year extension term with the recommended vendors and to authorize the Superintendent or his designee to execute renewals as provided in the RFP in the best interest of the district through the term of this contract.
  
Attachments: (1)
4.Q. Consider Purchase of Classroom Libraries for Special Education Classes
Description: 
Background:  The District’s Vision 2030 sets goals for improving the learning of students receiving special education services.  In order to meet this goal, classroom libraries need to be updated at the elementary and secondary levels with books that are high interest yet still meet the readability levels of the learners. The district conducted a needs assessment for each specialized program in CFB and developed a list of prioritized needs for the district.  

The cost for the elementary libraries are as follows:    
                      
Description        Amount
Monolingual    $185,500.56
Bilingual             $8,721.04 
Secondary        $79,654.46

Total                 $273,876.06


The total cost for these purchases is $273,876.06 and will be made from CFBISD Contracts RFP 16-33 Instructional Materials, RFP 17-03-91-4 Special Education Materials and Supplies, and RFP 2018-08-001 Paperback and Hardback Books. 

Purchases made under this contract utilizing Federal funds adhere to all requirements for expenditures under Federal Education Department General Administrative Regulations (EDGAR).

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the purchase of classroom libraries for special education classrooms with the recommended vendors and to authorize the Superintendent or his designee to execute these purchases in the best interest of the District.
  
Attachments: (1)
4.R. Consider Renewal of PLATO Learning License for 2020-2021 School Year 
Description: 
Background:  This is an exclusive service contract which provides for the Plato Learning license renewal throughout the Carrollton-Farmers Branch Independent School District.

This is an as-needed purchase that provides a one-year license agreement for the online version of
PLATO instructional courseware.  PLATO is used as a source at all high schools and at Mary Grimes Education Center for credit recovery for students who have taken but not received credit for a course.
This product is available exclusively from Edmentum.  The cost of the licenses for the 2020-2021 school year is $67,560.

This purchase will be made from CFBISD Bid No. RFP 16-33 for Teaching Supplies and Instructional Materials approved at the February 2, 2017 Regular Board meeting (Consent Agenda Item No. IV.B.1.c)  and is in compliance with Section §44.031 of the Texas Education Code for competitive procurement.  

Purchases made under this contract utilizing Federal funds adhere to all requirements for expenditures under Federal Education Department General Administrative Regulations (EDGAR).

This renewal agreement is effective beginning September 30, 2020 and continues until September 29, 2021.  

The District reserves the right to purchase or re-procure this solution at any time according to any procurement method allowable under Texas Education Code §44.031 as the District’s needs require.

Recommendation:
  It is the recommendation of the Superintendent that the Carrollton-Farmers Branch ISD Board of Trustees approves the option to extend the agreement of the Plato Learning license renewal at a cost of $67,560 for the period of September 30, 2020 through September 29, 2021 with the recommended vendors and authorizes the Superintendent or his designee to execute renewals as provided in the RFP in the best interest of the district through the term of this contract.
  
Attachments: (1)
4.S. Consider Extension of RFP 2019-04-007 for Commercial Auto and Liability Insurance
Description: 
Background:  This is an exclusive service contract, which provides for property and casualty insurance coverage for Carrollton-Farmers Branch Independent School District for the 2020-2021 Fiscal Year.  This service contract provides for the purchase of property, commercial crime, foreign travel, cyber liability, and public bond insurance coverage for the District. The individual coverage costs are provided in the Executive Summary.

The addition of 13 new buses with both liability and physical damage coverage, and 52 maintenance and band trailers without prior coverage account for the increase in commercial auto coverage.

The general liability coverage includes sexual abuse and crisis management coverage, which is a needed coverage but no longer included with the Educators Legal Liability. 

The District reserves the right to purchase or re-procure these goods or services at any time according to any procurement method allowable under Texas Education Code §44.031 as the District’s needs require.

Recommendation:
  It is the recommendation of the Superintendent that the Board of Trustees approves the extension of RFP 2019-04-007 for Commercial Auto and Liability Insurance in the amount of $391,169 from Roach Howard Smith and Barton for Fiscal Year 2020-2021 as presented.  
  
Attachments: (1)
4.T. Consider Extension of Interlocal Participation Agreement With Texas Association of School Boards (TASB) Risk Management Fund for the Purchase of Unemployment Insurance
Description: 
Background:  As an employer in the State of Texas, the District is required to provide unemployment insurance as mandated by state law. To accomplish this mandate, the District has exercised its option to procure this service by participating in an interlocal agreement with another local agency as defined in Texas Education Code §44.031. The Texas Association of School Boards (TASB) qualifies as a local government entity under this provision and extends an invitation to school districts to provide this service. CFBISD has procured unemployment insurance from TASB since 1980.

The total contribution to participate in the Interlocal Participation Agreement – Unemployment Compensation Risk Management Fund for the October 1, 2020 through September 30, 2021 is $176,190 which represents an increase of $92,290 from last year’s contribution.  The primary reason for this increase is due to the number of unemployment claims filed and paid out because of the COVID-19 pandemic closure, which resulted in a greater than normal number of claims paid.  By way of comparison, in the first quarter of 2020, from January 1 – March 30, 2020, TASB paid out a total of $11,819 for the 21 claims filed during this period.  For the second quarter, from April 1 – June 30, 2020, 259 claims were filed at a total benefit cost of $329,265.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the extension for the interlocal participation agreement with Texas Association of School Boards (TASB) Risk Management Fund for the purchase of unemployment insurance in an anticipated amount of $176,190.  It is also recommended that the Board delegates to the Superintendent or his designee the authority to negotiate and execute any required contract or agreement documents.
  
Attachments: (1)
4.U. Consider Approval of Interlocal Agreement Between Dallas College, Brookhaven Campus, and Carrollton-Farmers Branch ISD for Early College High School
Description: 
Background:  The agreement between Dallas College and Carrollton-Farmers Branch ISD will allow for continued operation of Early College High School (ECHS) at Brookhaven College beginning the fall of the 2020-2021 academic year. The agreement reflects the change that the name Dallas County Community College District has been replaced with the organization’s new name, Dallas College, and it includes updated information for the 2020-2021 academic year. 

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the Interlocal Agreement Between Dallas College, Brookhaven Campus and Carrollton-Farmers Branch ISD for Early College High School.
   
Attachments: (1)
4.V. Consider the Approval of Changes to the 2020-2021 School Year Calendar
Description: 
Background:  Due to Election Day being on November 3 and many CFBISD campuses being utilized as polling sites, it is our preference to not have students and staff in our buildings while voters are entering the building. 

The recommendation is to exchange the current October 12, 2020 school holiday with November 3, 2020 Election Day. Therefore, all students and staff will attend school on October 12, 2020 and November 3, 2020 will be observed as a school holiday. 

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the change on the school calendar to reflect October 12, 2020 as a normal school day and November 3, 2020 as a school holiday.
  
Attachments: (1)
4.W. Consider Approval of the Minutes From the Board of Trustees Regular Meeting Held August 6, 2020
Description: 
Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the minutes from the regular board meeting held August 6, 2020.
Attachments: (1)
4.X. Consider Approval of the Minutes From the Board of Trustees Special Meeting Held August 20, 2020
Description: 
Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the minutes of the Special Board Meeting held August 20, 2020.
Attachments: (1)
5. NON-ACTION ITEMS FOR DISCUSSION
5.A. Bond Advisory Council Presentation
Attachments: (1)
5.B. Construction Update
6. ITEMS FOR DISCUSSION AND/OR ACTION
6.A. Items Pulled from Consent
6.B. Consider Approval of Telehealth Benefit for Eligible Non-Exempt Staff 
Description: 
Background:  Many non-exempt employees do not opt-in to TRS health insurance benefits due to cost.  There is an additional telehealth option for employees outside of TRS ActiveCare.  Telehealth services offer a no-contact method to seek medical attention, increasing likelihood of addressing medical issues, and expediting a return to health and productivity.

If employees were to be given this option during open enrollment, they would have had to complete benefits enrollment and it would cost $10/month.  For $7 per employee per month or less, CFBISD could offer telehealth services to these employees through auto-enrollment with a group discount.  The service, through MDLive, also covers all dependents, has a $0 co-pay, and covers 3 behavioral health visits per member.  Auto-enrollment and payment by CFBISD ensures this benefit is put into place as soon as possible.

Financial Benefits Services has already been procured for CFBISD benefits services and the MDLive telehealth option can be added as described with Board approval for the approximately 1,171 non-exempt employees who work 20 hours or more per week (benefit eligible) for an amount not to exceed $193,000.  The service can be implemented within 2 weeks following Board approval.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves providing telehealth services to employees as described.
   
Attachments: (1)
6.C. Consider Approval of Revisions to Board Policy DEC (LOCAL) Regarding Eligible COVID-19 Related Absences 
Description: 
Background:  The Families First Coronavirus Response Act (FFCRA) requires that CFBISD provide Emergency Paid Sick Leave to employees who are unable to work because they have tested positive or been required to stay at home by a medical practitioner due to symptoms of COVID-19 for up to two (2) weeks.  Employees who have more than one (1) exposure could exhaust their FFCRA leave and be required to use their other leave when they must stay home.  Furthermore, if a non-exempt employee’s leave is exhausted, this could result in docked pay.

In order to ensure employees retain the benefit of their other leave balances and are not docked pay, and to promote compliance with any COVID-19 related absence requirements to stop the spread, Board Policy DEC (LOCAL) has been updated in order to allow for the submission of those absences to the Sick Leave Bank for review and approval of such eligible absences.

The current Sick Bank Leave Bank balance is over 26,486 days and a committee is in place comprised of representatives from Health Services, Payroll, and Campus/Department heads.  This committee is trained annually and tasked with approving eligible leave requests and therefore, positioned well to execute board policy related to additional leave requests submitted to the Sick Leave Bank.

In addition, the FFCRA provides 2/3 (up to $2,000 weekly) eligible pay to employees who are unable to work due to a bona fide need to care for an individual subject to a quarantine order.  The updated DEC (LOCAL) policy provides that the other 1/3 pay be submitted to the Sick Leave Bank committee for coverage of eligible absences.

Updated Board Policy DEC (LOCAL) allows for use of Sick Leave Bank for eligible employees for sick leave related to quarantine requirements if those benefits have been exhausted due to prior exposure events before the exhaustion of personal local, state, vacation, or flex days.  This provision would begin effective August 17, 2020 and continue for the duration of the 2020-2021 school year.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the revisions to Board Policy DEC (LOCAL) as presented.
  
Attachments: (1)
6.D. Consider / Discuss Extending Remote Only Learning After September 4, 2020
Description: 
Background:
Two Board members requested the following item be placed on the September 3 Board agenda.  The Texas Education Agency allows a district to provide remote only learning for 8 weeks.  The Superintendent may enforce 4 weeks of remote only learning but the Board must approve / grant an additional four weeks of remote only learning.

As of today, the district plans to offer in-person (traditional learning) and at-home (remote learning) starting September 8, 2020. 

The Board has the authority to extend remote only learning through October 5, 2020.

Recommendation: It is the recommendation of the Superintendent that the Board provide guidance as we navigate through the 2020-21 academic school year. 
 
Attachments: (1)
7. COMMENTS FROM BOARD MEMBERS REGARDING POSTED AGENDA ITEMS
8. ADJOURNMENT

<< Back to the Public Page for Carrollton-Farmers Branch ISD