Monday, January 22, 2024 6:00 PM - Agenda Review

Description:  TEC, §39.306, requires each district’s board of trustees to publish an annual report within 90 calendar days of receiving the PDF Texas Academic Performance Report (TAPR).   The PDF TAPR comprises the main part of the district’s annual report. The intent of the TAPR is to inform the public about the educational performance of the district and each campus in the district in relation to the district, and the state.  In addition to the PDF TAPR, a district’s annual report includes:

1. Campus performance objectives established under Education Code 11.253 and the progress of each campus toward those objectives, which shall be available to the public;
2. Information indicating the district's accreditation status and identifying each district campus awarded a distinction designation or considered an unacceptable campus under Education Code Chapter 39A;
3. The district's current special education compliance status with the agency;
4. A statement of the number, rate, and type of violent or criminal incidents that occurred on each district campus, to the extent permitted under the Family Educational Rights and Privacy Act of 1974 (20 U.S.C. 1232g);
5. Information concerning school violence prevention and violence intervention policies and procedures that the district is using to protect students;
6. The findings that result from evaluations conducted under the Safe and Drug-Free Schools and Communities Act of 1994 (20 U.S.C. 7101 et seq.);
7. Information received under Education Code 51.403(e) for each high school campus in the district, presented in a form determined by the commissioner; and
8. Progress of the district and each campus in the district toward meeting the goals set in the district's early childhood literacy and mathematics proficiency plans and college, career, and military readiness plans.

All TAPR information can be found at https://www.dsisdtx.us/domain/104

Description:  Board members will listen to comments but only the Board president, as the designated spokesperson, may respond to the speaker if required.  

Description: 

Population & Survey Analysts, PASA, has completed an updated demographic study for the district. PASA is a demographics consulting firm that partners with school districts in planning for the long-range utilization of schools. This involves projecting new residential developments, understanding potential land uses for undeveloped parcels, and relating these findings to future students in the schools. PASA also projects enrollment growth and decline in areas with no new construction potential by studying which neighborhoods are regenerating with younger families. PASA uses these long-term projections to outline a step-by-step plan for when and where new schools could be needed in the future.

Description:  No action will be taken on these items until the January 29, 2024
meeting.

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 January 16, 2024. The attached documents summarize the effect of budget transfers and amendments and the details of the changes being proposed.

The General Fund amendments presented this month reflect several transfers among functions with no effect on the total operating deficit/surplus for the General Fund.

The amendments presented this month for the Debt Service Fund (Fund 599) are to add budget for the transactions associated with the issuance of bonds and are as follows:

• Increase in revenue due to 2023 tax refunding bond sale and re-offering premium totaling $74,639,270
• Increase in expenditures for the underwriters’ discount, cost of issuance, and the 2020 bond defeasance totaling $74,637,608

The increase in revenue and expenditures in the Debt Service budget results in a surplus of $1,662.

Description:  Section 26.09 of the Texas Property Tax Code requires the governing body of the school district to approve the tax roll. Section 26.09(e) of the Property Tax Code states: "The assessor shall enter the amount of tax determined as provided by this section in the appraisal roll and submit it to the governing body of the unit for approval. The appraisal roll with amounts of tax entered as approved by the governing body constitutes the district's tax roll."

The certified property values were received from Hays Central Appraisal District (HCAD) and Travis Central Appraisal District (TCAD) in July 2023. At that time, the assessed value totaled $12,494,083,410 and the taxable value totaled $11,051,7779,105. 

The tax roll is prepared by the Hays County tax office. The tax office uses the value information provided by the two central appraisal districts and the tax rate adopted by Dripping Springs ISD, ratified by voters, to produce a total levy. The District received a tax roll summary indicating total assessed values of $12,773,081,586, and total taxable value of $11,296,986,977.  This roll represents only those values that cleared the appeals process at the time of establishing the tax roll.  As values under appeal are processed, they appear on supplemental rolls.

The Administration recommends approval of the 2023 Tax Roll as certified by the Hays County Tax Assessor for Tax Year 2023 and school year 2023-2024 in the amount of $12,773,081,586.
 

Description:  On November 3, 2023, the District issued a Request for Proposals (RFP) for custodial services (RFP 23-24-008). The Board awarded the RFP to IQS, Inc. in December 2023.

The administration has worked with IQS, Inc. to develop a contract for the services. The initial term of the contract has been set for March 11, 2024 to June 30, 2025 with the ability to extend by up to four annual periods. Any renewal increase shall not exceed the lesser of the increase in the CPI for that period or three percent. Wages to entry level employees will mirror the DSISD starting wage.

Upon approval of the contract, IQS will begin working to fill positions. IQS employees will become familiar with the district’s facilities during the week of spring break with the district’s lead custodians supporting the new team during the transition period.

Description:  Administration is recommending that the Board of Trustees adopt a resolution to pay district staff for the January 16, 2024, district-wide emergency closure activated by the Superintendent of Schools under Board Policy EB (LOCAL).

As a result of the inclement winter weather, water issues across the Dripping Springs community required the Superintendent to close the district on January 16, 2024.

This recommendation does not negatively impact the operating 2023-2024 budget, as the payment of all contract work days for each employee is already an expense accounted for in the current year’s budget.
 

Description:  Political subdivisions holding a general election on May 4, 2024 are required by the Texas Election Code to order the election no later than February 16, 2024.
 

Description:   School districts holding an election on the uniform election day (May 4, 2024) are required to hold a joint election (under Election Code Chapter 271) with either a city or public junior college district conducting an election on the same day, thus serving the voters common polling places.
 

Description:  Election Code allows school districts to contract with the county election officer to perform election services. DSISD has historically contracted with both Hays and Travis Counties to perform these services, which include appointment of election judges and clerks, testing of election equipment, providing election supplies including voting equipment, printing ballots, managing voter rosters, counting ballots, etc.

Description: 

While school districts holding an election on the uniform election day (May 4, 2024) are required to hold a joint election (under Election Code Chapter 271) with a city or public junior college district conducting an election on the same day, they may hold joint elections with other entities as well. Because DSISD contracts election services with Hays County, the district is required by Hays County to approve a joint election agreement with the county.

Description: 

Just as the district contracts with Hays County for election services, the same is required for Travis County since a small portion of our district resides in Travis County.

Description:  While school districts holding an election on the uniform election day (May 4, 2024) are required to hold a joint election (under Election Code Chapter 271) with a city or public junior college district conducting an election on the same day, they may hold joint elections with other entities as well. Because DSISD contracts election services with Travis County, the district is required by Travis County to approve a joint election agreement with the county.

Description:  The Office of the Texas Secretary of State has certified that the ExpressVote® Universal Voting System Version 6.3.0.0 provided by Election Systems & Software (ES&S) is an accessible voting system that may legally be used in Texas elections. Early voting and election day voting, including provisional ballots will take place on the ExpressVote® Universal Voting System, ballot marking device, in conjunction with the DS200 Digital® Precinct Scanner. The DS450, DS850 & DS950 Digital® Central Count Scanner will be used to process all by mail ballots.
 

Description:  DSISD works to educate parents and students on the dangers of drug abuse. HB3908, Tucker’s Law, requires curriculum on the dangers of Fentanyl to be delivered to grades 6th-12th. There is a lack of resources within our community to support our families in the areas of drug prevention, education and outreach. If awarded, the grant would help to
foster a relationship with Texas State University and other social service agencies to help with the much needed, evidence based, curriculum and other connect the district with other supporting entities within the community.

Description: 

In partnership with LCRA, Dripping Springs ISD works to provide district communication with first responders during a critical incident. This agreement allows for the newly hired Safety Specialists the ability to have access to communication with responding agencies to ensure the safety of students and staff.

Description:  No action will be taken on these items until the January 29, 2024
meeting.

Description:  Senate Bill 763 was enacted on September 1, 2023. This bill allows school districts to employ chaplains or accept chaplains as volunteers. This bill requires that school boards take a record vote by March 1, 2024, on whether to adopt a policy authorizing the employment of a chaplain or acceptance of a volunteer chaplain.
 

Description:  In October, the Board approved the schematic design for the Dripping Springs Middle School and Dripping Springs Elementary School Capital Improvement and Renovations projects. The next phase in the design process is design development. Over the past few months, PBK has continued work on the project and completed the design development phase. Following design development, the next phase of design is construction documents.  Construction documents are estimated to be completed and brought forward for approval in early 2024. At the January meeting, PBK will present the design development work for approval.

The Board also approved the selection of Rogers O’Brien Construction as the Construction Manager at Risk (CMAR) contractor for this project in November. One of the benefits of the CMAR method is that the contractor is hired prior or during the design process to review constructability, develop cost estimates, and help identify potential cost savings options.  Rogers O’Brien has been working with PBK since being awarded the contract and is submitting Guaranteed Maximum Price #1 (GMP 1) for long lead time items.  This GMP will be approved under an additional agenda item.
 

Description:  Under the Construction Manager at Risk (CMAR) delivery method, the contractor develops a Guaranteed Maximum Price (GMP) for the scope of the project to be completed.  The administration is requesting approval of a GMP (GMP #1) for the DSMS and DSES capital improvement and renovations project for critical long lead time HVAC and electrical equipment included in the scope of work to occur during the summer of 2024. Additional GMPs will be submitted for approval for the remaining scope of work of the project.

Roger O’Brien Construction has proposed GMP #1 to cover essential aspects of the project, including HVAC and electrical equipment.  The amount of GMP #1 is $2,070,198, which is within the budget for the scope of work covered. 
 

GMP #1 Summary
Cost of Equipment/Work		$   1,893,990
Bonds & Insurance		33,568
Construction Mgmt Fee		66,501
General Conditions		76,139
		$   2,070,198

Description:  In June, the Board approved the Schematic Design for the Sycamore Springs Middle School Expansion Project, with Design Development approved in September 2023.  Following Design Development, the next phase of design is Construction Documents.  Construction documents are complete and ready for approval.  VLK will present the construction documents work for approval.

The Board also approved the selection of Bartlett Cocke as the Construction Manager at Risk (CMAR) contractor for this project in June.  Work is expected to begin later this month or in early February.  Bartlett Cocke has been working with VLK since being awarded the contract and will submit a final Guaranteed Maximum Price (GMP) for the project in February.
 

Description:  The district released CSP #23-24-006 School Fiber Extension on October 23, 2023 requesting proposals for extending the district’s fiber WAN to the location of Elementary #6.  The solicitation was advertised on November 2 and 9, 2023 with responses due by December 8, 2023.  Responses were received from three vendors. However, one vendor withdrew its response on December 8.

The two remaining responses were silent as to the possible need for district-owned pole construction to accommodate fiber in the event that DSISD cannot use one or more existing poles. While pole construction is fairly unlikely on this path, DSISD will need to negotiate per-pole pricing, not to exceed a contingency of $100,000, with the selected vendor.

Kramer scored highest in the evaluation as the proposed solution that is the most cost-effective and best fits district needs. This project qualifies for eRate reimbursement and the district will request such for the project.
 

Description: 

TASB Policy Update 122 recommends revisions to the following local policies:

• CQB(LOCAL): TECHNOLOGY RESOURCES - CYBERSECURITY
• CSA(LOCAL): FACILITY STANDARDS - SAFETY AND SECURITY
• DC(LOCAL): EMPLOYMENT PRACTICES
• EHB(LOCAL): CURRICULUM DESIGN - SPECIAL PROGRAMS
• EHBC (LOCAL): SPECIAL PROGRAMS - COMPENSATORY SERVICES AND INTENSIVE PROGRAMS (DELETE)
• EHBCA (LOCAL): COMPENSATORY SERVICES AND INTENSIVE PROGRAMS - ACCELERATED INSTRUCTION
• FEA (LOCAL): ATTENDANCE - COMPLUSORY ATTENDANCE
• FFAC (LOCAL): WELLNESS AND HEALTH SERVICES - MEDICAL TREATMENT
• FFB (LOCAL): STUDENT WELFARE - CRISIS INTERVENTION
• FL (LOCAL): STUDENT RECORDS

Description:  Monthly L&I report highlighting events and activities within each department making up the L&I team.
 

Description:  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.

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 December 2023, the sixth month of the 2023-2024 fiscal year.   All reports reflect unaudited figures.

The financial reports as of December 31, 2023, include:

• December Financial Statements for: General Fund, Child Nutrition Fund, Special Revenue Funds (excluding Child Nutrition), Debt Service Fund, & Enterprise Funds
• December Monthly Tax Collections
• December Budgeted Cooperative Purchases Exceeding $50,000 (no transactions this month)
• December Monthly Investment Reports

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 provides detailed financial information regarding the status of the 2023 Bond projects and the report reflects the projects included in the May 2023 bond authorization totaling $223.7 million.

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.
 

Description:  The superintendent’s office regularly reports on district operations, including legal services, land, etc.

Description:  This is a report of the legal fees that have been paid through August 2023.