Monday, May 13, 2024 6:00 PM - 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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4.A. DSHS Winterguard State Qualifiers
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4.B. Special Olympics State Qualifiers
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4.C. Speech & Debate TFA State Qualifiers / Academic All-Americans
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4.D. History Day Finalists
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4.E. TAPT School Bus Safety Speech Contest State Qualifiers
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4.F. Visual Arts State Qualifiers
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4.G. Hays County - I Love You Guys Donation
Presenter:
Director of Safety & Security, Sirenna Cumberland
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4.H. National Police Week Recognition
Presenter:
Director of Safety & Security, Sirenna Cumberland
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4.I. Dripping Springs ISD Retirements
Presenter:
Chief Human Resources Officer, Linda Hall
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4.J. Outgoing Board of Trustees Members
Presenter:
Superintendent, Holly Morris-Kuentz
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5. PUBLIC COMMENTS
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5.A. Posted Agenda Items
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6. PRESENTATIONS AND DISCUSSION
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6.A. Learning Spotlight - Rooster Springs Elementary School - Career Day
Presenter:
Assistant Superintendent for L&I, Karen Kidd and RSES Principal, Steve Novickas
Description:
Career Day exposes children to various professions, and meeting professionals from different fields can inspire students and ignite their passions. Seeing real people who have succeeded in their chosen careers can motivate children to set goals and work hard to achieve them. Career Day also helps students understand the connection between school and real-world jobs and the importance of doing well academically and being involved throughout their educational journey.
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6.B. Leadership Spotlight - Board Highlights & Liaison Reports
Presenter:
DSISD Board of Trustees 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. Presentation - 2023-2024 Long Range Facility Planning Committee Recommendations
Presenter:
Deputy Superintendent of Finance & Operations, Elaine Cogburn & Dr. Lizzy Johnson with TransCend4
Description:
The Long-Range Facility Planning Committee was reinstated last fall and began meeting in November 2023. Dr. Lizzy Johnson with TranCend4 was hired to facilitate the process. The Committee met five times with the last meeting occurring on April 24, 2024. Dr. Lizzy Johnson and representatives from the Committee will present a summary of the work and recommendations of the Committee.
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7. CONSENT AGENDA
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7.A. Approval of Minutes for Recent Board Meetings
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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 May 7, 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 related to expenditures reflect the following:
There are no amendments to the Child Nutrition Service Fund and Debt Service Fund.
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7.C. Approval of Resolution 2024-12 Approving Investment Policy, Investment Strategies, Investment Training Providers and Investment Broker / Dealers
Presenter:
Deputy Superintendent of Finance & Operations, Elaine Cogburn & Chief Financial Officer, Gina Mitschke
Description:
The Public Funds Investment Act (PFIA) Chapter 2256, of the Texas Government Code, requires the Board of Trustees take action on three investment related issues annually.
Section 2256.005 requires the Board to review its investment policy, investment strategies, investment training providers, and approve investment broker/dealers annually. This review is in addition to the required quarterly reporting of transactions for all funds, which is provided to the Board on both a monthly and quarterly basis. A copy of the district’s investment policy CDA Legal and CDA Local are provided with this item. As part of the Policy Review project that occurred with TASB, CDA Legal was updated in November of 2023. Additional changes to CDA Local have been recommended by TASB; however, those changes have not been finalized or approved by the Board. No changes are being proposed to Policy CDA Legal or CDA Local at this time. The recommended changes to the investment policy will be brought to the Board for approval as part of the policy review process.
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7.D. Approval of the Memorandum of Understanding with the Fellowship Using the Science of Engagement (FUSE) through the University of Texas at Austin
Presenter:
Assistant Superintendent of Learning & Innovation, Karen Kidd
Description:
Last year, DSISD partnered with the University of Texas at Austin to support K-12 teachers in creating engaging and effective classroom environments. Dripping Springs ISD would like to continue that partnership again in the 2024-2025 school year. The objective would be to send another group of secondary math teachers in grades 6-9 and Algebra I teachers in joining a network of teachers from across the state who receive professional learning and development facilitated by UT staff. The professional learning includes three institutes in the summer, fall and spring, along with virtual coaching and asynchronous supports throughout the year. Teachers will be provided access and also contribute to high-engagement practices promoting student achievement.
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7.E. Approval of TEA Innovative Course - Braille Reading & Writing
Presenter:
Director of Special Services, Nadine Hogan
Description:
TEA allows for the provision of innovative courses, with local board approval. There is a student with a need to learn braille, due to her failing vision. Our DSISD Teacher of the Visually Impaired will be available to instruct this student so that she will have the necessary skills for lifelong learning. This course provides instruction in pre-braille skills, tactual discrimination, the reading and writing of the braille code, and the development of efficient braille reading including fluency and comprehension. The braille reading and writing course emphasizes the conventions and mechanics of braille.
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7.F. Approval of 1st Year of Five-Year Band Instrument Acquisition and Replacement Schedule
Presenter:
Chief Financial Officer, Gina Mitschke
Description:
The initial five-year replacement plan for band instruments at Dripping Springs High School and Dripping Springs Middle School was developed in 2014-2015 and expired in 2018-2019, with the second five-year plan, including Sycamore Springs Middle School, beginning in 2019-2020 and ending in 2023-2024. The band directors have developed an updated five-year plan that begins in 2024-2025 and ends in 2028-2029 to replace instruments and purchase additional pieces based on projected student participation.
In June of 2023, the Board approved funds for instruments as a commitment of fund balance in the amount of $292,260. The updated acquisition and replacement plan reflects a total cost over five years of $296,784. The five-year plan is adjusted annually to reflect the needs based on student numbers and instruments played. The life of an instrument will vary based on use. Use is predicated by the number of students playing a particular instrument. The plan will also be modified as we get closer to the opening of the second high school and third middle school. 2024-2025 will be the 1st year of the third acquisition and replacement cycle and continues the plan to set aside funds for quality instruments for band programs at Dripping Springs Middle School, Sycamore Springs Middle School, and Dripping Springs High School. The total cost of the acquisition and replacement plan for 2024-2025 is $108,203.
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7.G. Approval of Disposal, Recycling & Asset Recovery Services of Surplus Technology Equipment
Presenter:
Deputy Superintendent, Elaine Cogburn & Director of Technology, Cindi Wade
Description:
Board Policy CMD(Legal) states, "The board shall determine how the district will dispose of discontinued printed instructional materials, electronic instructional materials, and technological equipment." In 2022, the Board approved a contract with Vantage Point ITAD to sanitize and recycle retired equipment. The original contract has now expired.
We are requesting approval to continue contracting with Vantage Point ITAD for IT asset disposition. If approved, the vendor will pick up obsolete or unusable equipment, sanitize to DoD specifications, and recycle the equipment. The vendor will provide chain of custody and sanitization certification, as well as compensation for material or device value. The district is not charged for these services but receives a per unit payment for any devices with value. DSISD has an Interlocal Agreement with the Central Texas Purchasing Alliance that allows DSISD to share contracts with other Texas school districts that are members of the CTPA. Cypress-Fairbanks ISD has a contract with Vantage Point ITAD under the CTPA, which would become DSISD Contract #23-24-015 Disposal, Recycling and Asset Recovery Services of Surplus Technology Equipment.
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7.H. Approval of 2024-2025 Hazardous Transportation Route Designations
Presenter:
Deputy Superintendent of Finance & Operations, Elaine Cogburn & Director of Transportation, Pam Swanks
Description:
For state funding purposes, student transportation riders must reside two or more miles from their campus of regular attendance unless they reside in an area that may subject them to hazardous traffic conditions if they walk to/from school. To establish funding eligibility for the transportation of hazardous-traffic-area students, TEA requires the district’s school board to adopt a local policy that meets the criteria established in the TEC, §42.155(d). A copy of the policy and any subsequent changes to the policy must be submitted to the TEA School Transportation Unit to establish eligibility for service that may be provided as a result of the policy. The policy must:
TEC 42.155(d) also provides that a district may apply to the Commissioner of Education for an additional amount of up to ten percent of its regular transportation allotment for students that would be subject to hazardous traffic conditions if they walked to school. The Board shall provide to the Commissioner the definition of hazardous conditions applicable to the district and shall identify the specific hazardous areas for which the allocation is requested. A hazardous condition exists where no walkway is provided and children must walk along or cross a freeway or expressway, an underpass, an overpass or a bridge, an uncontrolled major traffic artery, an industrial or commercial area, or another comparable condition.
Routes which are considered hazardous are shown in RED on the maps for each attendance zone. All maps have been updated to indicate private roads/gated communities. As new subdivisions are developed the areas are scored for each attendance zone. The modifications/additions to the hazardous routes recommendation for 2024-2025 are as follows:
Other previously designated hazardous routes will remain.
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8. ACTION
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8.A. Consideration / Approval of 2024-2025 General Pay Increases
Presenter:
Chief Human Resources Officer, Linda Hall
Description:
In efforts to retain our currently employed staff, we are recommending a 1% general pay increase for all DSISD employees for your consideration and approval. We believe this increase is necessary to retain our staff of life changers and remain competitive with area districts. The General Pay Increase recommendations are listed in detail below:
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8.B. Consideration / Approval of 2024-2025 Compensation Plan
Presenter:
Chief Human Resources Officer, Linda Hall
Description:
Due to budget constraints, we are recommending minimal Compensation Plan adjustments. A summary of the updates you will see in the proposed 2024-2025 Compensation Plan include:
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8.C. Consideration / Approval of DSISD Strategic Plan
Presenter:
Superintendent, Holly Morris-Kuentz and Executive Director of Communications, Jennifer Edwards
Description:
Dripping Springs ISD, in consultation with Engage 2 Learn, embarked on strategic planning. The process provided us a structure and focus to 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. 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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8.D. Consideration / Approval of Most Highly Qualified Medicaid Billing Services
Presenter:
Chief Financial Officer, Gina Mitschke
Description:
On January 8, 2024, the District issued a Request for Proposal (RFP) for Medicaid billing services under the School Health and Related Services (SHARS) program RFP 23-24-009. The RFP was advertised on January 18, 2024 and January 25, 2024, and proposals were due by 2:00pm on March 1, 2024. Seven submissions were received by the deadline.
The selection committee reviewed the proposals and attended demonstrations with the top four firms. The selection committee agreed that Frontline Education is the most highly qualified firm and is requesting that Frontline Education be awarded RFP 23-24-009
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8.E. Consideration / Approval to Call a Public Meeting for the Purpose of Adopting the 2024-2025 Budget and Discussion of the Proposed 2024 Tax Rate
Presenter:
Chief Financial Officer, Gina Mitschke
Description:
As part of the budget and tax rate adoption process, the Board President must officially "call a meeting" for the purpose of discussing and adopting the budget and proposed tax rate. In accordance with Section 44.004(a) of the Education Code, "when the budget has been prepared under Section 44.002, the Board President shall call a meeting of the Board of Trustees for the purpose of adopting a budget for the succeeding fiscal year." The Board President shall also provide for the publication of notice of the budget and proposed tax rate meeting in a daily, weekly, or biweekly newspaper published in the district. Notice of the meeting shall be published not earlier than the 30th day or later than the 10th day before the date of the hearing. Any taxpayer of the district may be present and participate in the meeting.
The Administration requests that the Board President call the public meeting to be held at the June 24, 2024, Board meeting. The public notice for the budget/tax rate hearing will be published in the June 12, 2024 (electronic) and June 13, 2024 (paper), edition of the Century News to comply with the publication requirements. The 2024-2025 budget will be adopted at the June 24, 2024 meeting. The tax rate will be discussed at this meeting but will not be adopted until August or September. In the public notice, the Board must indicate the proposed M&O and I&S tax rates. The administration recommends publishing the current tax rate. The Board may ultimately adopt a tax rate that is LOWER than the published rate but must publish the Notice a second time in order to adopt a higher rate than that published. The 2024 certified values will be received in late July, and the actual tax rate will be adopted in August or September. The proposed M&O tax rate for publication is the current rate of $0.7575 and the proposed I&S tax rate for publication is the current rate of $0.3500 for a total tax rate of $1.1075. Section 44.0041 of the Education Code requires that, "(a) concurrently with the publication of notice of the budget, a school district shall post a summary of the proposed budget: (1) on the school district’s website; or (2) if the district has no Internet website, in the district’s central administrative office. (b) The budget summary must include: (1) information relating to per student and aggregate spending on (A) instruction; (B) instructional support; (C) central administration; (D) district operations; (E) debt service; and (F) any other category designated by the commissioner; and (2) a comparison to the previous year’s actual spending." A proposed budget document will be prepared in compliance with this mandate and a copy will be provided to the Board. The posting to the website will occur simultaneously to the publication of the public hearing notice.
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8.F. Consideration / Approval of Use of Fund Balance for Purchase of Technology Equipment
Presenter:
Deputy Superintendent, Elaine Cogburn & Director of Technology, Cindi Wade
Description:
During the development of the May 2023 bond package, the Board was presented with alternative financing solutions for technology devices, including the Audio/Visual Refresh. Interactive panel costs were taken out of the bond with the intention to fund these with General Fund fund balance.
We are recommending the replacement of the DSES projectors located in classrooms in the portion of the building being renovated in the summer of 2024. The projectors will be replaced with mobile interactive panels. The projectors at SSMS are scheduled for refresh this summer. These projectors will be replaced with interactive panels affixed to the wall. Projectors replaced with interactive panels that are in usable condition will be kept in inventory to replace projectors that may fail at other campuses prior to a campus wide refresh.
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8.G. Consideration / Approval of Use of 2018 Bond Funds for the Purchase of District-Wide Radio System
Presenter:
Director of Safety, Sirenna Cumberland
Description:
District-wide communication is crucial in an emergency situation. Upgrading the system by adding two additional repeaters would allow for district-wide communication for all campuses. This upgrade also replaces end-of-life repeaters to enhance communication for daily operation between campus staff and district leaders.
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8.H. Consideration / Approval of Guaranteed Maximum Price (GMP) #2 for Elementary #6 Project
Presenter:
Director of Facilities & Construction, Clint Pruett
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. In December 2023, the Board approved GMP #1 in the amount of $8,461,968 to facilitate the early procurement of long lead-time items. Since the approval of GMP #1, the project team has been working to finalize the construction drawings (approved by the Board in February) and to develop GMP #2 (final GMP).
American Constructors has proposed GMP #2 in the amount of $46,451,169, which when combined with GMP #1 ($8,461,968) results in a total GMP of $54,913,137. A GMP cost summary is provided below. This total GMP is within the total construction budget of $55,775,000.
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8.I. Consideration / Approval of Appointments to the City of Dripping Springs Parks and Recreation Commission
Presenter:
Superintendent, Holly Morris-Kuentz
Description:
The Parks & Recreation Commission is an eight-member advisory commission responsible for making recommendations to the city council regarding the acquisition development, utilization, operation, improvement, equipment and maintenance of all park playgrounds and recreational areas owned or controlled by the city. The Commission is also responsible for making recommendations to the city council pertaining to the city's master park plan. Two members serve as representatives of DSISD and serve two year terms. Matt Fougerat has represented DSISD on the Commission since June 2018 and no longer wishes to continue his service. Olivia Barnard, School Board Trustee is also ready to transition to a different liaison role and would like to be replaced. Therefore the board needs to discuss replacements for both seats.
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8.J. Consideration / Approval of TASB Delegate and Alternate
Presenter:
DSISD Board President, Stefani Reinold
Description:
The TASB Delegate Assembly will be held on Saturday, September 28, 2024, in San Antonio, 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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8.K. Consideration / Approval of DSISD Board of Trustees 2024 TASB Advocacy Agenda
Presenter:
DSISD Board President, Stefani Reinold
Description:
The TASB Advocacy Agenda is created by members — and for members — to advocate for public schools at the state Capitol and beyond. The Advocacy Agenda is a two-year action plan focusing the priorities of the more than 1,000 local school boards in Texas. The development of the agenda is a truly grassroots process, starting with Grassroots Meetings, held in every region of the state in even-numbered years. That’s where board members share the issues that matter most to their communities.
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9. REPORTS AND INFORMATION
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9.A. Learning & Innovation Report
Presenter:
Assistant Superintendent for L&I, Karen Kidd
Description:
Monthly L&I report highlighting events and activities within each department, making up the L&I team, the highlights include:
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9.B. Finance Reports
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9.B.1. 2024 Certified Estimated Property Values
Presenter:
Chief Financial Report, Gina Mitschke
Description:
Certified estimated property values were received from the Hays and Travis Central Appraisal Districts by the April 30, 2024 deadline. Certified estimates are provided to assist districts with a July 1 fiscal year in preparing their budgets and tax rates. Certified values are to be received no later than July 25 each year.
The combined certified estimated values reflect an increase in net taxable values of 5.11% above the July 2024 certified values. HCAD is certifying the estimates at 94% of appraised value due to incomplete appraisals. Historically, the July certified values are higher than the certified estimates delivered in April once these incomplete appraisals are received.
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9.B.2. Financial Reports for April 2024
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 April 2024, the tenth month of the 2023-2024 fiscal year. All reports reflect unaudited figures.
The financial reports as of April 30, 2024, include:
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9.B.3. 2023-2024 Budget - Actual Projections
Presenter:
Chief Financial Officer, Gina Mitschke
Description:
Projections of actual fiscal performance are critical for monitoring the financial position of the district. Attached is a summary of the projections for the current 2023-2024 fiscal year based on ten months of actual data. The Financial Services Office will project revenues and expenditures on a monthly basis for the remainder of the current fiscal year.
The current projections indicate that operations will result in a deficit of $2.1 million. These are preliminary projections based on what is currently known. While expenditures are projected to come in under budget, revenues are well below original budget due to lower enrollment. Additional expenditure savings are anticipated, and local revenue estimates may increase as it relates to investment earnings and other local revenue generators.
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9.C. Operations Reports
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9.C.1. 2018 and 2023 Bond Reports for April 2024
Presenter:
Deputy Superintendent of 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 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.
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9.C.2. 2023 Bond Project Report
Presenter:
Director of Facilities & Construction, Clint Pruett
Description:
Monthly report for the 2023 Bond Program, detailing progress to date on each project that is funded by the 2023 Bond.
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9.D. Human Resources Report
Presenter:
Chief Human Resources Officer, Linda Hall
Description:
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:
Monthly Superintendent Report detailing our attorney and legal fees, property notifications and out of state student travel.
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9.E.1. Legal Fees
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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. 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
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12. ADJOURN
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