August 21, 2023 at 6:30 PM - Board of Trustees Agenda Review Meeting
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1. CALL TO ORDER AND ESTABLISH QUORUM
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2. PLEDGES OF ALLEGIANCE / MOMENT OF SILENCE
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3. ANNOUNCEMENTS
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4. RECOGNITIONS
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5. PUBLIC COMMENTS
Description:
Board members will listen to comments but only the Board president, as the designated spokesperson, may respond to the speaker if required.
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5.A. Posted Agenda Items
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6. PRESENTATIONS AND DISCUSSION
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6.A. Dripping Springs Education Foundation Annual Report
Presenter:
DSEF President - George Gomez and DSEF Executive Director - Lindsey Herring
Description:
The Dripping Springs Education Foundation will provide their annual report to apprise the school district of their activities and support for DSISD.
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6.B. Learning Spotlight - DSHS Bridge Student Leadership Training Program
Presenter:
Asst. Superintendent of L&I - Karen Kidd and HS Principal - Angela Gamez
Description:
The high school, in partnership with Franklin Covey’s Lead (Leader in Me) created a peer mentor program for upperclassmen to mentor and support incoming freshmen and new students. There were 130 student volunteers who worked with Franklin Covey coaches for a three-day training this summer. This program is student centered and student driven with an emphasis creating a culture of belonging and support at the high school level. Student presenters will be joining DSHS principal, Angela Gamez, and assistant principal, Brian Brookhart to provide highlights from their summer training and updates as the 2023-2024 school year begins.
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6.C. Leadership Spotlight - Board Highlights and Liaison Reports
Presenter:
Board President - Stefani Reinold
Description:
The board is actively engaged across the district and will highlight some of the most recent events attended, as well as provide an update on their roles as liaisons.
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6.D. Leadership Spotlight - Strategic Planning
Presenter:
Superintendent - Holly Morris-Kuentz and Executive Director of Communications - Jennifer Edwards
Description:
Dripping Springs ISD, in consultation with Engage 2 Learn, is embarking on strategic planning. The process is intended to provide us with a structure and focus as we engage a cross-section of stakeholders to build upon the current DSISD vision and mission, establish updated goals, objectives, and strategies, and select targeted activities to address our district’s desire to promote the highest-quality student outcomes and prepare them for life/college/workforce readiness. Stakeholder groups will provide input prior to the design process. This is crucial because we want to gather insights and perspectives, especially considering how much we have grown over the last few years and how we are projected to continue growing. The outcome of this year-long process is a strategic plan that is comprehensive, actionable, and aligned with the district's vision and goals to drive our focus and actions for the next 5 years beginning in 2024-2025.
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7. CONSENT AGENDA
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7.A. Approval of Core Beliefs, Core Commitments, Mission, Vision
Presenter:
Superintendent - Holly Morris-Kuentz
Description:
Policy: BBD (LEGAL)
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7.B. Approval of Board Operating Procedures
Presenter:
Board President - Stefani Reinold
Description:
Policy: BBD (LEGAL)
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7.C. Approval of Board Liaisons to Committees
Presenter:
Superintendent - Holly Morris-Kuentz
Description:
In an effort to serve the district and community, school board trustees serve as liaisons to district and community committees and organizations. Attached are the liaison commitments for the 2023-2024 school year.
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7.D. Approval of TASB Delegate and Alternate
Presenter:
Board of Trustees President - Stefani Reinold
Description:
The TASB Delegate Assembly will be held on Saturday, September 30, 2023, in Dallas, Texas, in conjunction with the TASA/TASB Convention. The Delegate Assembly is the foundation of the Association’s governance structure and provides critical direction as the Association represents members’ interests before state and national policy makers. Delegates and alternates in each region will meet with TASB Directors over lunch to discuss the issues coming before the Assembly and to clarify Delegate Assembly processes. Our board may appoint one delegate and one alternative to serve as the DSISD representatives during the delegate assembly.
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7.E. Approval of Minutes for Recent Board Meetings
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7.F. Approval of Texas A&M Agrilife Extension as Adjunct Faculty Members
Presenter:
Assistant Superintendent, L & I - Karen Kidd
Description:
Policy: FEB (LOCAL)
Annual approval of the Adjunct Faculty Agreement allows Texas A&M AgriLife Extension Service employees, Kate Blankenship, Aaron McCoy, and Sierra Murray to direct the activities and participation of DSISD students in sponsored and approved activities. The State Board of Education passed an amendment to 19 TAC§ 129.21(j) Requirements for Student Attendance Accounting for State Funding Purposes. The amendment allows public school students to be considered "in attendance" when participating in off-campus activities with an adjunct staff member of the school district. Section 3 of the Student Attendance Handbook states:
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7.G. Approval of Resolution Regarding Extracurricular Status of 4H
Presenter:
Assistant Superintendent, L & I - Karen Kidd
Description:
Policy: FM (LEGAL)
The Annual resolution to permit the Hays County Texas 4-H Organization to be recognized and eligible for extracurricular status consideration under 19 Texas Administrative Code, Chapter 76.1, pertaining to extracurricular activities.
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7.H. Approval of Recommendations for Path College Career I-IV Series Courses as Innovative Courses
Presenter:
Assistant Superintendent, L & I - Karen Kidd
Description:
In accordance with 19 TAC §74.27, innovative courses must be approved by the board of trustees prior to being used by a school district. Innovative courses allow districts to offer state-approved innovative courses to enable students to master knowledge, skills, and competencies not included in the essential knowledge and skills of the required curriculum. With the approval of these courses, these state-approved courses may be offered for state elective credit.
For students in athletics in grades 9-12, innovative courses are being requested for board consideration as a paired course for athletics, which is double blocked. The Path College Career series courses help to support and prepare students for life after high school graduation. The Path-College/Career Prep courses advance intellectual curiosity, conscientiousness, dependability, emotional stability, and perseverance through tasks that foster deeper levels of thinking and reasoning in the four core content areas. The Path College Career series focuses on developing the habits and skills that are expected in college study and the workforce. Through this paired course, students develop personal, interpersonal, and cognitive skills that are essential to productivity in both the collegiate and business worlds.
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7.I. Approval of Dripping Springs Education Foundation MOU
Presenter:
Superintendent - Holly Morris-Kuentz
Description:
The Dripping Springs Education Foundation and DSISD have established a mutually beneficial relationship and cooperatively work together to maximize benefits, including funding opportunities for the District. The memorandum of understanding establishes the collective agreements between both organizations to ensure a strong working relationship.
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7.J. Approval of Interquest MOU
Presenter:
Director of Safety - Sirena Cumberland
Description:
Policy: FNF (LEGAL), FNF (LOCAL)
We have contracted with Interquest Canines for canine detection services since the late 80’s to the early 90’s. They have proven to provide reliable service to our secondary schools for canine searches.
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7.K. Approval of the MOU with Hays County Office of Emergency Services Standard Response Protocol/Standard Reunification Method (SRP/SRM) MOU
Presenter:
Director of Safety - Sirena Cumberland
Description:
Policy: CKC (LEGAL) and (LOCAL)
In partnership with Hays County Office of Emergency Services, Dripping Springs ISD works with our local law enforcement and first responder agencies to provide a safe environment for students and teachers by participating in the county-wide Standard Response Protocol and Standard Reunification Method.
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7.L. Approval of Texas Department of Information Resources Interlocal Agreement for Managed Services
Presenter:
Director of Technology - Cindi Wade
Description:
Policy: CH(Legal/Local) Purchasing and Acquisition, GRB (Legal) Interlocal Cooperation Contracts
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7.M. Approval of Re-encumbrance of Purchase Orders
Presenter:
Chief Financial Officer - Gina Mitschke
Description:
Policy: CE (Legal/Local) Annual Operating Budget
Governmental accounting principles require that salaries, professional services, supplies, utilities, travel and similar items to be recognized as expenditures in the period in which the government receives the goods or services. When purchase orders are issued in one fiscal year but the goods are not received within that year, the purchase orders (the financial obligation) are rolled over into the next year. Once the goods or services are received in the next fiscal year, the expenditure will be recognized. The purchase orders issued in the 2022-2023 fiscal year which remained outstanding at June 30, 2023 are shown on the enclosed listing. Because these items were ordered under the 2022-2023 budget but were not received, campuses and departments will have budgets that were not used which ultimately roll into fund balance. To alleviate the impact on the 2023-2024 budgets due to purchase order roll overs, an amendment will be presented in August to increase the budgets for most of these obligations. The report shows ALL purchase orders being rolled from all funds. Budgets will be re-allocated by the Board for purchase orders in Funds 199 and Fund 240. All other funds will have budgets to cover the rolled POs.
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7.N. Approval of Budget Amendments
Presenter:
Chief Financial Officer - Gina Mitschke
Description:
Policy: CE (Legal/Local) Annual Operating Budget
The Board of Trustees adopted the 2023-2024 budget on June 26, 2023. Budgets for the General Fund, Child Nutrition Fund, and Debt Service Fund were included in the official district budget. Budgets are prepared and approved at fund and function levels to comply with the state’s required level of control. Budget amendments are necessary throughout the year to realign funds. Realignment of funds will increase and/or decrease various function levels within the budget. All necessary budget amendments that change the function level should be formally approved by the Board of Trustees and recorded in the Board minutes. Budget amendments increasing or decreasing revenues and/or expenditures also require formal Board approval. The attached documents summarize the effect of budget transfers and amendments and the details of the changes being proposed. Submitted for approval are the budget revisions/amendments requested by various campuses and departments through August 11, 2023. The amendments presented this month for the General Operating Fund (Fund 199) are as follows:
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7.O. Approval of District Improvement Plan
Presenter:
Asst. Superintendent of L&I - Karen Kidd
Description:
Policy: BQA (LOCAL)
The District Improvement Plan is developed using a collaborative process with the District Advisory Council, principals, and district administrators. The purpose of the district improvement plan is to improve the performance of all students in the district. Achievement performance indicators adopted by the Commissioner of Education measure:
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7.P. Approval of Unemployment Insurance Renewal
Presenter:
Deputy Superintendent for Finance & Operations - Elaine Cogburn
Description:
Policy: CE (Legal/Local) - Annual Operating Budget
The District has participated in the TASB RMF program for many years. TASB RMF is one of the premiere providers of comprehensive and responsive risk solutions for more than 1,000 school districts and educational entities in the state of Texas. Within the renewal documents, TASB states that workers’ compensation and unemployment compensation rates will remain steady for most members. Changes in contributions will reflect significant changes in payroll, staffing, or loss histories for some members. The renewal for workers’ compensation was approved by the Board in June, 2023. TASB submitted renewal information for unemployment insurance in late July. Unemployment coverage continues to run on a participation period of October 1 through September 30. The annual renewal premium has been quoted at $32,677. This is the same amount paid for unemployment coverage for the last plan year.
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8. ACTION
Description:
No action will be taken on these items until the August 28 meeting.
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8.A. Consideration / Approval of Meal Prices
Presenter:
Deputy Superintendent for Finance & Operations, Elaine Cogburn & Director of Child Nutrition Services, John P. Crowley
Description:
Policy: COB(Legal) Food Services Management
Each year, meal prices are evaluated in preparation for the new school year. Meal prices are also set in accordance with USDA guidelines. In order to set meal prices a district must perform the Adult Meal Calculator calculation as well as the Paid Lunch Equity calculation and current meal reimbursement rates are needed to perform both of these calculations. In June, the reimbursement rates were not yet available, and in light of no July Board meeting, the Board took action to approve the meal rates for 2023-2024 with no adjustments. Now that the USDA has released reimbursement rates, the administration recommends adjustments to rates as highlighted below. The administration proposes the following lunch/breakfast meal prices for the 2023-2024 school year, effective September 1, 2023. For student meals, the adjustments reflect a 15-cent increase to MS breakfast and a 10-cent increase to ES breakfast and a 10-cent increase to all lunch prices. For adult meals, the increases are a 25-cent increase to adult breakfast and 5-cent increase to adult lunch prices. These price increases reflect increased operational costs for food and labor.
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8.B. Consideration / Approval of the Agreement with American Constructors for CMAR services for Elementary #6
Presenter:
Director of Facilities & Construction - Clint Pruett
Description:
Policy: CV (Legal)
In June, the Board approved American Constructors as the top ranked firm to provide CMAR services for the Elementary #6 Project. The next step is approval of the contract documents with the selected firm. The standard AIA contract documents (prepared by the district’s legal counsel) are attached for the Board’s consideration and approval. The construction management and general conditions fees that were included in American Constructor’s RFP response are incorporated into the agreement.
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8.C. Consideration / Approval of the Agreement with Bartlett Cocke for CMAR services for the Sycamore Springs MS Expansion Project
Presenter:
Director of Facilities & Construction - Clint Pruett
Description:
Policy: CV (Legal)
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8.D. Consideration / Approval of Student Code of Conduct and Extracurricular Code of Conduct
Presenter:
Asst. Superintendent of L&I - Karen Kidd
Description:
Policy: FN (LOCAL); FO (LOCAL)
The 2023-2024 Student Code of Conduct was created using the TASB Model Student Code of Conduct and was reviewed and feedback was sought through the District Advisory Council (DAC), district and campus leaders in collaboration with legal counsel. The major updates to the previous Code of Conduct include provisions of HB 114 requiring mandatory placement in a Disciplinary Alternative Education Program (DAEP)
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8.E. Consideration / Approval of Resolution 2024-01 to Establish Non-Business Days for Public Information Act
Presenter:
Superintendent - Holly Morris-Kuentz
Description:
Policy: CPC (LEGAL) and (LOCAL)
HB 3033, passed during the regular legislative session, amends the Pubic Information Act (PIA) by limiting the number of "non-business" days for school districts. This legislation requires Board action to designate non-business PIA days. The new law takes effect September 1, 2023. The statute limits non-business day exclusions to weekend days, national and state holidays, and the Friday or Monday after a holiday which falls on a weekend and is earlier/later observed. Ten local district non-business PIA days may be designated when District administrative offices are closed or operating with minimal staffing. However, school districts may designate no more than ten non-business days within each calendar year.
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8.F. Consideration / Approval of Resolution 2024-04 for District Representative for Hays Central Appraisal District Board of Directors
Presenter:
Superintendent - Holly Morris-Kuentz
Description:
Currently, Mr. Leonard Olson serves as the Dripping Springs ISD representative. However, Mr. Olson has notified DSISD that he is unable to continue in this position. The district has recommended an alternate to serve as the Hays Central Appraisal District Board of Directors for the remainder of the term.
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8.G. Consideration / Approval of Policy Update 121 (2nd Reading)
Presenter:
Superintendent - Holly Morris-Kuentz
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8.H. Consideration / Approval of Purchase of Attendance Credits
Presenter:
Chief Financial Officer - Gina Mitschke
Description:
Policy: CE (Legal/Local) Annual Operating Budget
Chapter 41 of the Texas Education Code (TEC) was repealed in a previous legislative session and many of the sections were transferred to Chapter 49. The Texas Education Agency (TEA) is now referring to recapture as "Excess Local Revenue". Chapter 49, Subchapters A and D of the Texas Education Code, requires districts with excess local revenue above the Tier I Entitlement to pay funds into the Foundation School Program for distribution to other districts within the State. TEA has notified the district that the Tier I local share will exceed the district’s entitlement under TEC, Section 49 (previously Chapter 41/Robin Hood). Based on the estimates, DSISD will be required to reduce its excess local revenue level for the 2023-2024 school year using one or more of the statutory options available. The legislature recently passed Senate Bill 2, which, if approved by the voters in November, increases the homestead exemption to $100,000. That legislation will result in a decrease in the amount of recapture DSISD will owe to the state; however, it will not eliminate the amount owed. One of the five options for reducing revenues is "Option 3", the Purchase of Attendance Credits. This is the easiest option, the option most often utilized by school districts, and it is the option Dripping Springs has used in the past. The intent/choice selection form has been submitted electronically to TEA, indicating the use of Option 3, the Purchase of Attendance Credits. TEA approval of this intent/choice selection is required before the District can move forward with adopting its 2023-2024 tax rate. The District must submit to TEA an Agreement for the Purchase of Attendance Credits. School districts have the option to submit the Agreement electronically via the Excess Local Revenue online subsystem; however, in order to submit electronically, the School Board must delegate the authority to the superintendent to obligate the school district under TEC, Chapter 49. TEA has provided specific language to be included in the motion, and the language is required to be recorded in the Board minutes and the Board minutes must be uploaded via the Excess Local Revenue subsystem of the online FSP. A copy of the agreement the superintendent will submit electronically is attached for your review.
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9. REPORTS AND INFORMATION
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9.A. L&I Report
Description:
Monthly L&I report highlighting events and activities within each department making up the L&I team.
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9.B. Finance Reports
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9.B.1. 2022-2023 Budget - Actual Projections
Presenter:
Chief Financial Officer - Gina Mitschke
Description:
Policy: CFA (Legal/Local) Accounting - Financial Reports & Statements
Projections of actual fiscal performance are critical for monitoring the financial position of the district. Financial Services has projected final revenues and expenditures by reviewing expenses incurred to date, including accruals for July and August, as well as outstanding purchase orders due to orders that were placed in 2022-2023 but not received by June 30, 2023. The last projection of operating results for 2022-2023 was submitted in June, and at that time, the projections reflected an overall deficit of $1,636,507. The current projections, based on updated financial information, indicates an operating surplus of $1.7 million. These estimates are subject to change pending any adjustments identified by the external auditors. In summary, the updated projections reflect the following changes since last submitted:
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9.B.2. Quarterly Investment Report
Presenter:
Chief Financial Officer - Gina Mitschke
Description:
Policy: CDA (Local/Legal)
Board Policy CDA states "Not less than quarterly, the investment officer shall prepare and submit to the Board a written report of investment transactions for all funds covered by the Public Funds Investment Act for the preceding reporting period." The administration presents quarterly investment reports in addition to monthly reports. TCG Advisory Services, LLC manages the Dripping Springs ISD investments and has prepared a report on the investment portfolio of the district’s funds.
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9.B.3. Monthly Financial Reports
Description:
Policy: CFA (Legal/Local) Accounting - Financial Reports & Statements
The monthly financial report consists of several reports which present information on the district’s financial position through the reporting period. The reports show the status of revenue and expenditures to date, tax collections, purchasing activities, and investments to date for the month reported on. This month, the reports reflect activity through the month of June 2023, the last month of the 2022-2023 fiscal year, as well as financial reports for the month of July 2023, the first month of the 2023-2024 fiscal year. All reports reflect unaudited figures. Two files are attached this month; one as of June 30, 2023 and one as of July 31, 2023. Both reports include:
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9.B.4. Certified Values
Presenter:
Chief Financial Officer - Gina Mitschke
Description:
Policy: CCG (Legal/Local) Local Revenue Sources: Ad Valorem Taxes
Section 26.01(a) of the Texas Property Tax Code requires the Chief Appraisers of the Hays and Travis Central Appraisal Districts to prepare and certify the property appraisal roll to the district's assessor by July 25 or as soon thereafter as possible. The district received July certified values from Hays and Travis Central Appraisal districts by the July 25 deadline. Section 26.09(e) of the Texas Property Tax Code states that upon receipt of notice of the tax rate for the current year, the assessor will calculate the tax imposed on each property on the appraisal roll, enter the amount of tax in the appraisal roll, and submit it to the board for approval. This appraisal roll approved by the board constitutes the district’s tax roll. Once the Board adopts the 2023-2024 tax rate, administration will forward that information to the tax assessor and the tax assessor will calculate taxes imposed on each property, and that appraisal roll will be presented to the Board for approval. The 2023 Certified Property Values, based on the $40,000 homestead exemption, reflect a total net taxable value for the district of $10,178,411,622, which is an increase from 2022 values of 20.50% versus the 20.43% reflected in the April Certified Estimates. Senate Bill (SB) 2 was passed in July 2023 by the 88th legislative session, which increases the mandatory homestead exemption from $40,000 to $100,000. The 2023 Certified Property Values, with a $100,000 homestead exemption, reflect a total net taxable value for the district of $9,359,246,104, which is an increase of 10.80% from 2022 values versus the 20.43% reflected in the April Certified Estimates. Senate Bill 2 requires voter approval and will be included on the November ballot; however, tax offices have been advised to move forward with tax bills reflecting the $100,000 homestead exemption in anticipation of passage. Other bills resulting from Senate Bill 2 include a reduction of the Maximum Compressed Rate (MCR) for tax year 2023, subject to the 90% equity band, and hold harmless provisions for M&O and I&S (covers debt approved by voters as of 09/01/2023). As mentioned above, additional compression has been applied to the maximum compressed rate, resulting in an MCR for Dripping Springs ISD of $0.6192, which is the floor, meaning the district is at the lowest MCR that can be adopted statewide. There is little to no change in the total net revenues estimated to be collected for 2023-2024 as a result of SB 2. Because tax collections will be reduced due to the higher homestead exemption and the lower total M&O tax rate, recapture is reduced, with the total difference in state and local funding being minimal. At the time the budget was adopted in June, recapture was estimated to be approximately $33.5 million. Recapture is now projected to be approximately $12 million, down $21.5 million from the original projection. An amendment to the budget for revenues will occur later in the year, as necessary. On June 15, 2023, the district published the required "Notice of Public Meeting to Discuss Budget and Proposed Tax Rate" reflecting a voter approval tax rate of $1.33416, which the district cannot exceed without republishing another notice. The meeting to adopt the 2023-2024 budget was held on June 26, 2023, and a total tax rate of $1.2827 was utilized. The tax rate being proposed for adoption is now $1.1075, which does not exceed the $1.33416 published rate; therefore, it is not necessary for the district to republish the new tax rate. The new proposed tax rate reflects a decrease of 18.54 cents. The tax year 2023 tax rate is scheduled for adoption at the September 25, 2023 Board meeting. Additional information will be provided for the Board’s review and consideration at that time.
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9.C. Operations Reports
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9.C.1. Construction Report
Description:
The construction report for the month of August 2023 is attached.
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9.C.2. 2018 Bond Report
Presenter:
Deputy Superintendent for Finance & Operations - Elaine Cogburn and Chief Financial Officer - Gina Mitschke
Description:
Policy: CFA (Legal/Local) Accounting - Financial Reports & Statements
The 2018 Bond Report provides updated financial information on the status of the 2018 Bond projects, including project budgets, expenditures to date, and remaining project budget. As projects are finalized, the Board will be presented with information on reallocating any project savings to other projects allowable within the confines of the bond orders. Two reports are submitted this month as the June report has not been previously submitted in the absence of a July Board meeting.
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9.D. HR Report
Presenter:
Chief Human Resources Officer - Linda Hall
Description:
POLICIES:
DC (LEGAL/LOCAL) Series - Employment DK (LEGAL/LOCAL) - Assignments/Transfers DFE (LEGAL/LOCAL) - Separation from Employment DBAA (LEGAL/LOCAL) - Criminal History Reports CRE (LEGAL) - Workers’ Compensation DEA (LEGAL/LOCAL) -- Compensation and Benefits The monthly HR Board Report keeps Board Members apprised of new staff, transfers, separations, current vacancies, substitute usage, risk management in the workplace (reports of injury, background checks, etc.), and monthly HR Department activities.
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9.E. Superintendent's Report
Presenter:
Superintendent - Holly Morris-Kuentz
Description:
The superintendent’s office regularly reports on district operations, including legal services, land, etc.
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9.E.1. Legal Fees
Presenter:
Superintendent - Holly Morris-Kuentz
Description:
This is a report of the legal fees that have been paid through August 2023.
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9.E.2. Subdivision, Annexation and Development Notifications
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10. CLOSED SESSION
Pursuant to Tex. Gov't Code Sections 551.071, 551.072, 551.074, 551.076, 551.082, 551.0821, 551.089 and 551.129, the Board will deliberate in closed session on the following items: |
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10.A. Consultation with legal counsel regarding any matter posted on the agenda
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10.B. Safety Audit Report
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10.C. Armed Security Requirement HB3
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11. OPEN SESSION
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11.A. Consideration / Approval of Resolution 2024-03 for Armed Security Officer Standards under HB3
Presenter:
Director of Safety - Sirena Cumberland
Description:
Policy: CKC / CKEB
House Bill 3, passed during the 88th Legislative Session, requires that the Board of Trustees adopt standards for the provision of armed security on District campuses. |
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11.B. Consideration / Approval of Revisions to CKE (Local)
Description:
Policy: CKE (LOCAL)
Per HB 3, 88th Legislative Session, Armed Security is required on all campuses. Hays County is unable to fully staff the district’s request of additional School Resource Officers. We requests to implement the school marshal program as an alternative standard. A School Marshal would provide security during the school day to ensure the safety of students and staff on DSISD campuses. |
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11.C. Consideration / Approval of 2023-24 Compensation Plan Amendment
Presenter:
Chief Human Resources Officer - Linda Hall
Description:
HR is presenting an amended Compensation Plan to include the addition of the Board-approved School Marshal position.
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