Monday, November 13, 2023 6:00 PM - Regular Meeting
Agenda |
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1. CALL TO ORDER AND ESTABLISH QUORUM |
2. PLEDGES OF ALLEGIANCE / MOMENT OF SILENCE
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3. ANNOUNCEMENTS
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4. RECOGNITIONS
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4.A. Dripping Springs High School Girls Varsity Cross Country Team
Presenter:
Asst. Supt, Learning & Innovation, Karen Kidd
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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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5.B. Non-Agenda items
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6. PRESENTATIONS AND DISCUSSION
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6.A. Learning Spotlight - Cypress Springs Elementary School
Presenter:
Assistant Superintendent, L&I, Karen Kidd
Description:
Monthly learning spotlight will highlight Cypress Springs Elementary School.
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6.B. Leadership Spotlight - Board Highlights & Liaison Reports
Presenter:
Board President, Stefani Reinold
Description:
The Dripping Springs ISD Board of Trustees is actively engaged in the vision and mission of the district. The trustees frequently attend district events to serve more than 8,500 students and approximately 1,100 employees. The trustees also serve as liaisons on committees across the district.
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6.C. Sycamore Springs Middle School Expansion Project Update
Presenter:
Director of Facilities & Construction, Clint Pruett & VLK Architects
Description:
In September, the Board approved the Design Development package for the Sycamore Springs Middle School Expansion Project. At the November 13 meeting, VLK will provide a project update that will include an overview of progress as we approach the start of construction activities in early 2024. We currently anticipate bringing an early Guaranteed Maximum Price package - GMP #1 for site work and long lead time items for Board consideration/approval in December.
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6.D. High School #2 Design Process Update
Presenter:
Director of Facilities & Construction, Clint Pruett & VLK Architects
Description:
In September, the Board approved VLK to provide design services for the High School #2 project. At the November 13 meeting, VLK will present an update to the Board outlining the High School #2 design process. The presentation will include a preliminary design schedule, as well as an overview of community engagement efforts that will occur throughout the process.
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6.E. High School Health Scope and Sequence
Presenter:
Asst. Superintendent, Learning & Innovation, Karen Kidd
Description:
As part of the district’s coordinated school health model, the 2022-2023 SHAC committee recommended to the DSISD Board of Trustees the desire to add a high school health course as a graduation requirement beginning with the class of 2028. Based on an interest to have discussion and allow the board an opportunity for review of the scope and sequence for a one semester health course at the high school, this report is provided as a first read for consideration.
The objective of the course "Health I" (.5 credit) as noted in Chapter 115.C of the Texas Essential Knowledge and Skills for Health Education is to provide instruction that allows youth to develop and sustain health-promoting behaviors throughout their lives. The understanding and application of these standards will allow students the ability to gather, interpret, and understand health information; achieve health literacy; and adapt to the ever-evolving science of health. The health education knowledge and skills should be presented to students in a positive manner to support the development of a healthy self-concept and responsible decision making. The standards will help students reinforce, foster, and apply positive character traits.
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7. CONSENT AGENDA
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7.A. Approval of Minutes for Recent Board Meetings
Presenter:
President, Stefani Reinold
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7.B. Approval of 2023-2024 Budget Amendments
Presenter:
Chief Financial Officer, Gina Mitschke
Description:
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. Submitted for approval are the budget revisions/amendments requested by various campuses and departments through November 7, 2023. The attached documents summarize the effect of budget transfers and amendments and the details of the changes being proposed. The amendments presented this month reflect several transfers among functions with no effect on the total operating deficit/surplus for the General Fund.
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7.C. Approval of Amendment to Interlocal Agreement with Capital Area Council of Governments (CAPCOG)
Presenter:
Director of Facilities & Construction, Clint Pruett
Description:
In September 2018, the district approved an interlocal agreement with CAPCOG for an air quality monitoring station on district property at Dripping Springs Elementary. The monitoring station has been in place since 2003, and the current interlocal agreement expires on December 31, 2023. Amendment 1 would extend the term of the agreement for three years until December 31, 2026.
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8. ACTION
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8.A. Consideration / Approval of the Ranking of Construction Manager at Risk (CMAR) Services for Dripping Springs Elementary School and Dripping Springs Middle School Capital Improvements and Renovations
Presenter:
Director of Facilities & Construction, Clint Pruett
Description:
On September 21, 2023, the District issued a Request for Proposals (RFP) for Construction Manager at Risk (CMAR) services for the Dripping Springs Elementary (DSE) and Dripping Springs Middle School (DSMS) Capital Improvements and Renovations (RFP 23-24-003). The RFP was advertised on September 21, and September 28, 2023, and proposals were due by 2:00 pm on October 25, 2023. Each contractor was ranked using the following criteria and points:
General Firm Information - 15 points maximum General Experience & Reputation - 15 points maximum Technical Competence - 15 points maximum Proposed Personnel - 10 points maximum Estimating & Cost Control Measures - 10 points maximum Price (Construction Mgmt and General Conditions Fees) - 35 points maximum Maximum Total Points - 100 Proposals were received from three firms: Rogers-O’Brien Construction, Swinerton Builders, and Zapalac Reed Construction. Once a contractor is approved by the Board, the next step is to negotiate a contract with the selected offeror, in accordance with Texas Government Code 2269.254(a)-(c). |
8.B. Consideration / Approval of 2023-2024 Compensation Plan Amendment
Presenter:
Chief Human Resources Officer, Linda Hall
Attachments:
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8.C. Consideration / Approval of Resolution 2024-09 Hays County Appraisal District Ballot Votes
Presenter:
Superintendent, Holly Morris-Kuentz
Description:
In July 2023, Mr. Leonard Olson resigned as the Dripping Springs ISD representative on the Hays CAD Board of Directors. On August 28, 2023, Dripping Springs ISD appointed an alternate to serve out the remainder of the term. On September 25, 2023, Dripping Springs ISD nominated Jeffrey Alystock as a candidate to run for election or appointment to the Hays CAD Board of Directors for the term beginning January 1, 2024 and ending on January 1, 2025.
With the approval of Resolution 2024-09, Dripping Springs ISD will cast all 902 votes to Mr. Alystock as our choice for a seat on the Hays CAD Board of Directors.
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8.D. Consideration / Approval of Construction Delivery Method for Fencing at Dripping Springs Elementary and Walnut Springs Elementary
Presenter:
Director of Facilities & Construction, Clint Pruett
Description:
Security enhancements in the 2023 bond include additional fencing at campuses districtwide. Two of the campuses that we are recommending to move forward with fence installations are Dripping Springs Elementary and Walnut Springs Elementary.
The estimated cost to install the needed fencing and gates at these two campuses is approximately $250,000. We are recommending Board approval of the JOC delivery method at this time to allow the work to start as quickly as possible during the 2023-24 school year. The Board has the option to use the remaining 2018 bond funds for this project since fencing is a safety-related project. This option will be brought forward when a contractor has been selected.
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8.E. Consideration / Approval of Resolution 2024-10 Employee Retention Incentive Payment
Presenter:
Chief Human Resources Officer, Linda Hall
Description:
Now, more than ever, it is imperative to retain and recruit quality staff, and we believe the best work here in Dripping Springs ISD. In an effort to recognize the dedication and hard work of the District’s life changers, administration is recommending that the Board consider and approve a one-time, lump-sum retention incentive payment via the attached resolution.
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8.F. Consideration / Approval of Use of 2018 Bond Funds for Technology
Presenter:
Deputy Superintendent for Finance & Operations, Elaine Cogburn
Description:
The Bond Advisory Committee for the 2018 bond funds voted to dissolve and the Board of Trustees approved the recommendation in October 2023. The recommendation to dissolve the 2018 BAC was accompanied with a recommendation to use all remaining 2018 bond funds for safety/security, technology, and/or portables.
Demands on the district server infrastructure have expanded due to both regular growth and increasing need for cybersecurity systems. The Technology Department has identified the need to add one additional physical server to the existing server farm to continue providing proper levels of redundancy should there be a physical failure. The Technology Department obtained three quotations for an additional server, each under an approved cooperative. The lowest quote is right at $75,000. Within the 2018 bond funds, the line item for technology has a balance of $160,688. The administration requests the Board approve using a portion of this remaining balance to fund this need for an additional server. Since funds remain, no budget transfer is necessary.
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9. REPORTS AND INFORMATION
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9.A. Learning & Innovation Report
Presenter:
Assistant Superintendent, L & I - Karen Kidd
Description:
Monthly L&I report highlighting events and activities within each department making up the L&I team.
Attachments:
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9.B. Finance Reports
Presenter:
Chief Financial Officer - Gina Mitschke
Description:
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 August 2023, the second month of the 2023-2024 fiscal year. All reports reflect unaudited figures.
The financial reports as of August 31, 2023 include:
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9.B.1. Financial Reports – October 2023
Presenter:
Chief Financial Officer, Gina Mitschke
Description:
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.C. Operations Reports
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9.C.1. 2018 and 2023 Bond Reports - October 2023
Presenter:
Deputy Superintendent for Finance & Operations, Elaine Cogburn & Chief Financial Officer, Gina Mitschke
Description:
The 2018 and 2023 Bond Reports provide updated financial information on the status of the 2018 and 2023 Bond projects, including project budgets, expenditures to date, and remaining project budget.
The 2018 Bond projects are approaching completion. 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. The 2023 Bond Report reflects the projects included in the May 2023 bond authorization totaling $223.7 million. At the September 25, 2023 Board meeting, the Board authorized the issuance and sale of bonds up to $120 million. The bond sale is scheduled to occur on November 9, 2023. At the June 26, 2023 Board meeting, the Board approved moving forward with critical projects and agreed that General Fund funds would cover expenditures until a bond sale is finalized, at which time the General Fund will be reimbursed. The 2023 Bond report provides detailed financial information regarding the status of the 2023 Bond projects.
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9.D. Human Resources 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
Presenter:
Superintendent - Holly Morris-Kuentz
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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: |
10.A. Consultation with Legal Counsel regarding any matter posted on the Agenda
Presenter:
Board of Trustees President - Stefani Reinold
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10.B. Conduct Candidate Interviews for Safety Specialist and Deliberate regarding same, pursuant to Tex. Govt’ Code 551.074, 551.076.
Presenter:
Director of Safety, Sirena Cumberland
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10.C. Consideration of Legal, Real Estate, Personnel or Student Matters
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11. OPEN SESSION
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11.A. Possible Action regarding Matters discussed in Closed Session
Presenter:
Board of Trustees President - Stefani Reinold
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11.B. Consideration / Approval of Safety Specialists for Campuses
Presenter:
Director of Safety, Sirena Cumberland
Description:
On August 28, 2023 the Board approved the implementation of the School Marshal Program to satisfy the armed security requirement on each campus, per HB3. Interviews were conducted and two finalists were chosen as the most qualified applicants for the position.
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