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March 4, 2021 at 7:00 PM - Regular Meeting

Agenda
1. CALL TO ORDER
1.A. Moment of Reflection and Pledge of Allegiance
1.B. Welcome Visitors
2. SPECIAL PRESENTATIONS AND RECOGNITIONS
2.A. Teachers of the Nine Weeks
2.A.(1) Blair Elementary - Kristina Hobbs
2.A.(2) Blanton Elementary - Kim Sadler
2.A.(3) Carrollton Elementary - Kellie Martinez
2.A.(4) Central Elementary - Melissa Faz
2.A.(5) Country Place Elementary - Jennifer Franklin
2.A.(6) Davis Elementary - Gabriela Perez
2.A.(7) Farmers Branch Elementary - Vanessa Sessions
2.A.(8) Freeman Elementary - Meredith Hollis
2.A.(9) Furneaux Elementary - Shelli Roberson
2.A.(10) Good Elementary - Adriana Cruz
2.A.(11) Kent Elementary - Cynthia Rondon
2.A.(12) Landry Elementary - Sara Lindsey
2.A.(13) Las Colinas Elementary - Starr Phillips
2.A.(14) La Villita Elementary - Bailey Sprague
2.B. District Announcements
2.B.(1) Superintendent's Report
2.B.(2) Update from PTA
3. AUDIENCE FOR GUESTS
4. CONSENT AGENDA
4.A. Consider/Approve Election of Personnel
Description:  Priority #1: Optimize Diverse and Engaging Learning
Background: The District employs full-time professional employees in positions requiring a certificate from the State Board of Educator Certification (SBEC), nurses under a probationary or term contract, and other designated employees. 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 these individuals as indicated on the attached list.
Attachments: (1)
4.B. Consider/Approve Financial Reports
Description: 
Priority #5:  Optimize All Available Resources
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.

1. Budget Amendments Year-to-Date as of March 4, 2021
    a.  Proposed Budget Amendments for Official Budgets-See Agenda 

2.  Budget Summary Year-to-Date-as of January 31, 2021
        a.  Unaudited Revenue Summary including:
          i.    Adopted Budget
          ii.    Current Amended Budget
          iii.    Realized to-date Revenue
          iv.    Unrealized Revenue
          v.    Percentage Revenue Realized
        b.  Unaudited Expenditure Summary including:
          i.    Adopted Budget
          ii.    Current Amended Budget
          iii.    Cumulative to-date Expenditures
          iv.    Unencumbered Balance
          v.    Percentage of Budget Expended for the following funds:
                1.  General Funds
                2.  Special Revenue Funds
                3.  Debt Service Funds
                4.  Capital Projects Funds
        c.  Construction Summary including:
          i.    Total Project Plan
          ii.    2020-21 Project Plan
          iii.    2020-21 Expenditures
          iv.    Balance
          v.    Percentage of Budget Expended

3.  Outstanding Investments as of January 31, 2021

4.    Tax Office Reports for the month of January 2021
        a.  Year-to-Date Collection 2020-21 Report for January
        b.  Refunds of over $500.00 for Board Approval for January-See attached

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees accepts the financial reports for January 2021.
Attachments: (1)
4.C. Consider/Approve Quarterly Investment Report for Quarter Ended November 30, 2020
Description: 
 
Priority #5: Optimize All Available Resources
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 November 30, 2020. 

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees accepts the Quarterly Investment Report for the quarter ended November 30, 2020.
 
Attachments: (1)
4.D. Consider/Approve Purchasing Report for the Period of January 1, 2021 Through January 31, 2021
Description:  Priority #5: Optimize All Available Resources
Background: 
The attached report is a summary of the purchases valued over $25,000, but not exceeding $50,000 that have been made from January 1, 2021 through January 31, 2021.
Funds included in the Purchasing Report

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the Purchasing Report as submitted.
Attachments: (1)
4.E. Consider/Approve Policy Review Session Recommendations and Instructions Regarding (LOCAL) Policies.
Description:  Priority #1: Optimize Engaging and Diverse Learning
Background:
It is a best practice to have TASB conduct a policy review session every five to seven years.  The purpose of the policy review session is to ensure policy is aligned with current practice.  Staff worked with TASB over a four-day period to accomplish the policy review session. A total of 44 polices are recommended for modification.  If approved, the Board is authorizing TASB to modify the recommended polices in their database. TASB will then create a revised policy manual.  Once this is complete the manual will be presented to the Board for approval.  The enclosed policy will not be approved and put online until such time as the Board approves the revised manual. We will receive the revised manual in approximately six weeks. Copies of  proposed modifications  are enclosed.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees authorizes TASB Policy Service to add, revise, or delete (LOCAL) policies according to the SUMMARY document resulting from the policy review session conducted with the District on November 11 - 19, 2020.
Attachments: (2)
4.F. Consider/Approve Recommendations of the Prekindergarten Textbook Adoption Committee
Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: The Textbook Adoption Committee met to evaluate the approved Prekindergarten systems during the months of January and February.  The committee evaluated all systems and narrowed it down to four that were brought to the teaching staff for their consideration.  Presentations were held with each publisher, and the campus representative shared the information gleaned with other Prekindergarten teachers on their campus. The Committee recommends that the Board approve the adoption of Savvas in English and in Spanish for implementation in all Prekindergarten classrooms across the district beginning in the 2021-2022 school year.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the recomendation from the Prekindergarten Textbook Committee as presented.
 
4.G. Consider/Approve Prekindergarten Textbook Purchase as Approved by Textbook Adoption Committee 
Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: 
The Prekindergarten Textbook Adoption Committee has chosen Savvas for the teaching system for the 2021 PreK Adoption.  This will enable the District to have curriculum materials that meet the State’s Pre-kindergarten Guidelines that will be implemented in all English and Spanish classrooms in the district.  

The cost of purchasing this system for each English, Spanish and Special Education classroom will not exceed $450,000 for the length of the 8 year adoption.  

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the purchase of the materials adopted through the Prekindergarten Adoption process.
4.H. Consider/Approve Administrator Contracts
Description:  Priority #1: Optimize Diverse and Engaging Learning
Background:
Annually, Administrator Contracts are submitted to the Board of Trustees for approval.  Administrators may be on a 1-year, 2-year or 3-year term contract.  Provided under separate cover is a list of contracts with the type of contract, length, and year of expiration indicated.  

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the list of contracts for Administractors as provided under seperate cover.
4.I. Consider/Approve Election Services Contract - Dallas County Elections Administrator 
Description:  Priority 1: Optimize Engaging and Diverse Learning
Background:
On February 4, 2021 the Board of Trustees passed an order to conduct a Trustee Election on May 1, 2021.

The school district will contract with the Dallas County Elections Administrator to administer many aspects of the election as it relates to CFBISD Dallas County voters. District legal counsel reviews the contract annually.   

As the Election Agreement and Contract for Election Services also includes other participating governmental entities, the participants, polling locations, and estimated amounts are subject to change as elections by entities are added or cancelled.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the Election Services Contract for Dallas County Elections as presented.
 
Attachments: (1)
4.J. Consider/Approve Election Services Contract - Denton County Elections Administrator
Description:  Priority 1: Optimize Engaging and Diverse Learning
Background: On February 4, 2021 the Board of Trustees passed an order to conduct a Trustee Election on May 1, 2021.

The school district will contract with the Denton County Elections Administrator to administer many aspects of the election as it relates to CFBISD Denton County voters. District legal counsel reviews the contract annually.   

As the Election Agreement and Contract for Election Services also includes other participating governmental entities, the participants, polling locations, and estimated amounts are subject to change as elections by entities are added or cancelled.


Recommendation: It is the recommendation of tthe Superintendent that the Board of Trustees approves the Election Services Contract for Denton County Elections as presented.
Attachments: (1)
4.K. Consider/Approve RFQ 2021-01-002 Category 2 - Basic Maintenance of Internal Connections - E-Rate
Description:  Priority #2: Optimize Facility, Safety and Security and Infrastructure to be Adaptable to Student Needs.
Background: 
This purchase will provide maintenance of the District’s network switching equipment as allowed under the E-Rate program.  

Basic Maintenance of the network equipment is needed to ensure the proper operation of all services, switch gear and Material Equipment Rooms (MER) in order to maintain connectivity of the network.  The current agreement for Basic Maintenance is expiring and is being rebid at this time.

All campuses and staff will benefit from Basic Maintenance of all internal connections provided under this process. 

The recommended vendor is Netsync Network Solutions at a total cost of $95,858 per year.   The fund source of this purchase will be General Funds with anticipated reimbursement for up to 80% of the cost through the federal E-Rate program.

This is a multi-year agreement with a beginning date of July 1, 2021 and a final expiration date of June 30, 2026 if all extension options are exercised.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the award of RFQ 2021-01-002 Category 2 for Basic Maintenance of Internal Connections - E-Rate with the recommended vendor as presented and delegate the authority to execute and complete any necessary documentation for this agreement to the Superintendent or his designee.
4.L. Consider/Approve RFP 2021-01-004 Category 1 – M&O Fiber Maintenance E-Rate
Description:  Priority #2: Optimize Facility, Safety and Security and Infrastructure to be Adaptable to Student Needs.
Background:  
This purchase will provide for cable locate and repairs services to the District’s fiber optic network. 

Cable locate and repairs services are needed to conduct cable locates to protect the District’s Wide Area network from damage due to digging.  Additionally, this solution includes repair services in the event that the District’s network is damaged.  The current Internet Cable Fiber Locate and Repair Services agreement is expiring and is being rebid at this time.

All campuses and staff will benefit from the services provided under this process. 

The annual cost for this agreement is $69,000. Expenditures from the previous E-Rate year from July 1, 2019 through June 30, 2020 totaled $101,792.  Current year expenditures total $70,254.  The fund source of this purchase will be General Funds with anticipated reimbursement for up to 80% of the cost through the federal E-Rate program.

The recommended vendor for RFP 2021-01-004 is Fulcrum Consulting, Inc.

This is a multi-year agreement with a beginning date of July 1, 2021 and a final expiration date of June 30, 2026 if all extension options are exercised.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the award of RFP 2021-01-004 Category 1 for M & O Fiber Maintenance E-Rate with the recommended vendor as presented and delegate the authority to execute and complete any necessary documentation for this agreement to the Superintendent or his designee.
Attachments: (1)
4.M. Consider/Approve RFP 2021-01-005 Category 1 - Leased LitLeased Dark Point to Point (PTP) Riverchase ES to Creekview HS - E-Rate
Description:  Priority #2: Optimize Facility, Safety and Security and Infrastructure to be Adaptable to Student Needs.
Background: 
This purchase will provide for connectivity from Riverchase ES to Creekview HS to complete the Wide Area Network (WAN) loop for the District’s fiber optic network. All campuses and staff will benefit from the completion of this segment of the District network.

The recommended vendor for this purchase is Zayo Group.

The District received one (1) response with multiple options, which were for both LitLeased and Dark LeasedLit fiber.  The solution that provides the best options to CBFISD is with Dark LeasedLit and includes a Special Construction Cost (SCC) of $246,703 and Monthly Recurring costs of $279,960.  The ten (10) year cost for this lease is $544,663 with an option to extend for another ten (10) years at a one-time cost of $27,996, making the total value of this purchase $572,659 if the extension option is exercised.  The fund source for this purchase will General Funds with anticipated reimbursement for up to 80% of the cost through the federal E-Rate program.

This is a 10-year agreement, with a beginning date of July 1, 2021, and includes 10 successive one (1) -year extension options for a total of 20 years if all extension options are exercised.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the award of RFP 2021-01-005 Category 1 for Leased LitLeased Dark Point to Point (PTP) Riverchase ES to Creekview HS - E-Rate with the recommended vendor as presented and delegate the authority to execute and complete any necessary documentation for this agreement to the Superintendent or his designee.
4.N. Consider/Approve RFQ 2021-01-006 Category 2 - Switches - E-Rate
Description:  Priority #2: Optimize Facility, Safety and Security and Infrastructure to be Adaptable to Student Needs.
Background:  
This purchase will provide for the purchase of replacement network electronics for campuses as allowed under the E-Rate program.  

Pivot is the recommended vendor for Category 2-Switches.

Replacement of network electronics and switching equipment is needed to update the District’s network and keep it operational to support the connectivity of the network to deliver instructional information, and access all District software, business and student information systems.  

All campuses and staff will benefit from the purchase and installation of new network electronics provided under this process. 

The cost for this purchase from the recommended vendor is $5,505,896.  The fund source of this purchase will be General Funds with anticipated reimbursement for up to 80% of the cost through the federal E-Rate program.

This is a multi-year agreement with a beginning date of July 1, 2021 and a final expiration date of June 30, 2026 if all extension options are exercised. 

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the award of RFQ 2021-01-006 Category 2 - Switches - E-Rate with the recommended vendor as presented and delegate the authority to execute and complete any necessary documentation for this agreement to the Superintendent or his designee.
4.O. Consider/Approve RFQ 2021-01-007 Category 2 - Uninterruptable Power Source - E-Rate
Description:  Priority #2: Optimize Facility, Safety and Security and Infrastructure to be Adaptable to Student Needs.
Background: 
This purchase will provide for the purchase of uninterruptable power sources (UPS) to ensure continual power to the network electronics for the Network Operations Center (NOC) in the event of power outages and surges as allowed under the E-Rate program.  

The recommended vendor for Category 2- Uninterruptable power sources is PIVOT.
UPS units are needed to ensure a constant source of clean power to the District’s network equipment.    

All campuses and staff will benefit from the purchase and installation of uninterruptable power sources provided under this process. 

The annual cost for this purchase is $1,096,392. The fund source of this purchase will be General Funds with anticipated reimbursement for up to 80% of the cost through the federal E-Rate program.

This is a multi-year agreement with a beginning date of July 1, 2021 and a final expiration date of June 30, 2026 if all extension options are exercised. 

Recommendation: It is the recommendation of the Superintedent that the Board of Trustees approves the award of RFQ 2021-01-007 Category 2 - Uninterruptable Power Source - E-Rate with the recommended vendor as presented and delegate the authority to execute and complete any necessary documentation for this agreement to the Superintendent or his designee.
4.P. Consider/Approve RFQ 2021-01-008 Category 2 - Wireless Access Points 9130 (Option A) - E-Rate
Description:  Priority #2: Optimize Facility, Safety and Security and Infrastructure to be Adaptable to Student Needs.
Background:
 This purchase will provide for the purchase of Wireless Access Points (WAP) to ensure wireless connectivity to the District’s network as allowed under the E-Rate program.  This purchase provides the first of two  (2) options of WAPs to be considered.

PIVOT is the recommended vendor for WAP 9130.

WAPs are needed to ensure a connectivity to the District’s network by all authenticated equipment, such as laptops, Chromebooks and approved hand-held wireless devices.    

All campuses and staff will benefit from the purchase and installation of Wireless Access Points.

The annual cost for this purchase is $550,298. The fund source of this purchase will be General Funds with anticipated reimbursement for up to 80% of the cost through the federal E-Rate program.

This is a multi-year agreement with a beginning date of July 1, 2021 and a final expiration date of June 30, 2026 if all extension options are exercised.  

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the award of RFQ 2021-01-008 Category 2 - Wireless Access Points 9130 (Option A) - E-Rate with the recommended vendor as presented and delegate the authority to execute and complete any necessary documentation for this agreement to the Superintendent or his designee.
4.Q. Consider/Approve RFP 2021-01-011 Category 1 - Point to Point Leased Lit Fiber Optic Circuit - E-Rate
Description:  Priority #2: Optimize Facility, Safety and Security and Infrastructure to be Adaptable to Student Needs.
Background:
 This purchase will provide a point-to-point lease of the District’s Wide Area Network (WAN) from the Network Operation Center (NOC) to the Early College High School (ECHS). 

ZAYO is the recommended vendor for Point to Point Leased Lit Fiber Optic Circuit. The existing agreement from the current service provider is expiring and a new agreement is needed to continue this connection.  

The Early College High School at Brookhaven College requires the completion of this link to ensure the delivery of instruction, access to the District’s network and District’s finance and student information system.  

The annual cost for this lease is $90,498.  The fund source of this purchase will be General Funds with anticipated reimbursement for up to 80% of the cost through the federal E-Rate program.

This is a multi-year agreement with a beginning date of July 1, 2021 and a final expiration date of June 30, 2031 if all extension options are exercised.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the award of RFP 2021-01-011 Category 1 - Point to Point Leased Lit Fiber Optic Circuit - E-Rate with the recommended vendor as presented and delegate the authority to execute and complete any necessary documentation for this agreement to the Superintendent or his designee.
 
4.R. Consider/Approve Purchase of Playground Design Services, Playground Systems Equipment, and Playground Systems Installation Services
Description:  Priority #2: Optimize Facility, Safety and Security and Infrastructure to be Adaptable to Student Needs.
Background:
 A district-wide survey has been completed to assess the current state of campus playgrounds and outdoor learning areas.  The resulting report indicates the need for a phased repair and/or replacement of these spaces to afford CFBISD students with sites that foster social, intellectual, and physical growth.

The District sought quotes for the purchase of playground design services, playground systems equipment, and playground systems installation services.  Twenty-eight national, regional, and local playground systems specialists were solicited for quotes, and the District received four responses. The quotes submitted by Lea Park & Play, The Playground Shade and Surfacing Depot, WeBuildFun, and Whirlix Design, Inc. under the provisions of the BuyBoard cooperative purchasing contract, # 592-19, at a discounted rate between 3-15% on playground systems and design/installation services were selected as providing the best value to the District.  The overall cost of this phased project is estimated to total $500,000, which includes playground design services, playground systems equipment, and playground systems installation services. 

Funding sources could include appropriated budgeted funds, general operating budget, TIFF funds, and Bond funds.

Procurements will occur in phases as designs for each site are completed. Contract start dates will commence as early as March 5, 2021 and will extend through September 29, 2022.


Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the purchase of playground design services, playground systems equipment, and playground systems installation services from Lea Park & Play, The Playground Shade and Surfacing Depot, WeBuild Fun, and Whirlix Design, Inc. and authorize the Superintendent or his designee to negotiate and execute contracts for such purchases in the best interest of the District.
4.S. Consider/Approve Minutes From the Board of Trustees Pre-Meeting Briefing Held February 4, 2021
Description:  Description:  Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the minutes of the Board of Trustees Pre-Meeting Briefing held on February 4, 2021 at 6:00pm.
Attachments: (1)
4.T. Consider/Approve Minutes From the Board of Trustees Regular Meeting Held February 4, 2021
Description:  Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the minutes of the Board of Trustees Regular Meeting held on February 4, 2021 at 7:00pm
Attachments: (1)
5. NON-ACTION ITEMS FOR DISCUSSION
5.A. Report on 2020-2021 Budget Update
5.B. Student Outcomes Report
6. ITEMS FOR DISCUSSION AND/OR ACTION
6.A. Items Removed From Consent
6.B. Consider/Approve Request for Approval of TEA Missed School Day Waiver
Description:  Priority #1: Optimize Engaging and Diverse Learning
Background:
 In acknowledgement of inclement weather recently facing the State of Texas, the Texas Education Agency (TEA) has allowed Local Education Agencies to request a Missed School Day Waiver for closures to claim full-day minutes.  With Board approval, the District will submit the Board-approved waiver request with supporting documentation for TEA consideration.  
The District will submit the following waivers: 
Thursday, February 11, 2021 - Closure 
Tuesday, February 16, 2021 - Closure
Wednesday, February 17, 2021 - Closure
Thursday, February 18, 2021 - Closure
Friday, February 19, 2021 - Closure

If all waivers submitted are approved, CFBISD will not have to make-up the five closure days.  

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the TEA Missed School Day Waiver as presented.
 
6.C. Consider/Approve Resolution for Emergency Closures Due to Winter Weather
Description:  Priority #1: Optimize Engaging and Diverse Learning
Background:
Due to severe winter weather experienced in Dallas County and throughout the State of Texas, CFBISD ordered emergency closures of all district facilities on February 11, February 16-19, 2021.The attached Resolution addresses the need for wage payments for employees who were idled and those who were required to work during emergency closures.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the Resolution as presented.
7. COMMENTS FROM BOARD MEMBERS REGARDING POSTED AGENDA ITEMS
8. ADJOURNMENT

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