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June 29, 2020 at 6:30 PM - Regular Meeting (Rescheduled from June 22, 2020)

Agenda
1. Call to Order and Roll Call
Presenter:  Chad Blanchard
Description:  It has been found and determined that in accordance with the policies and orders of the Board, the notice of this meeting was posted publicly at the Administration Building in accordance with the terms and provisions of the Texas Open Meetings Act, Texas Government Code, Section 551.001 et. seq., and that all of the terms of said article have been fully complied with and that the 72-hour notice required has been properly and correctly given.
2. Invocation
Presenter:  Chad Blanchard
3. Pledges of Allegiance
Presenter:  Chad Blanchard
4. Open Forum (Public Comment Section)
Presenter:  Chad Blanchard
Description:  At this time, the Board will listen to comments from the public and others regarding both agenda action items and items that are not on the agenda. No action may be taken on non-agenda items. Public participation is limited to the designated open forum portion of a regular meeting. An individual's comments to the Board shall not exceed three minutes total regardless of number of agenda items address.   Any person wishing to address the Board concerning an item on the Agenda for an open meeting must register with the Board Secretary by email at egilpin@hfhorns.net no later than 10:00 a.m. the day of the Board meeting.  Any person wishing to address the Boarding concerning an item not on the Agenda can register with the Board Secretary at any time prior to the Board meeting.  COMPLAINTS AGAINST SPECIFIC EMPLOYEES OR INDIVIDUALS ARE NOT ALLOWED. THESE COMPLAINTS ARE COVERED BY A SEPARATE POLICY. Members of the public will not be allowed to offer comments on agenda action items when that item is on the floor for discussion unless requested to do so by the President of the Board. This audience participation period is not the appropriate means for bringing complaints for which resolution is sought.

Topic: Regular Meeting of the Hamshire-Fannett ISD Board of Trustees
Time: Jun 22, 2020 06:30 PM Central Time (US and Canada)

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Meeting ID: 986 9321 5357
5. Superintendent's Announcements
Presenter:  Dr. Augustine
5.A. Summer Work Schedule
5.B. Required Evaluating and Improving Student Outcomes (EISO) Training
Presenter:  Dr. Augustine
Description:  This is the two year update training for the original SB1566.

EISO training at Region V, face to face and also virtual on July 15, 2020 from 5:30 p.m. - 8:30 p.m.  The option to participate virtually will be live and interactive.
6. Discussion of Imelda Repairs
Presenter:  Dr. Augustine
Description:  In the aftermath of Tropical Storm Imelda, the district is left with the task of rebuilding two campuses and making repairs to other areas throughout the district.  At its April 27, 2020 board meeting, the Board selected LaBiche Architects to design and develop building repairs, which includes designing for flood mitigation.

The board will receive an update about the estimated costs of repairs.  The board may issue a directive to the administration to execute certain wishes the board has after listening to the updated information.
7. Discussion and Possible Action on 2020-2021 Extra Duty, Athletic Stipends and Athletic Pay Schedules
Presenter:  Mrs. Byrd
Description:  Staff Extra Duty, Athletic Stipend and Athletic Pay Schedules for  2020-2021 include:

1. Extra Duty Stipend Schedule by Campus and District
2. Athletic Stipend Schedule
3. Athletic Pay Schedule (Non-employee rates)

Areas of addition/increase are highlighted. Athletic Pay Schedule does not have any changes.
Attachments:
8. Budget Update, Discussion and Possible Action on Staff Raises for 2020-2021
Presenter:  Mrs. Byrd
Description:  Budget update provided to allow the board to see the changes due to the increase in cost of the property insurance renewal.

Attachments show estimated budget based on non-certified property values and tax rates not finalized by TEA at this time.
1 No Raise
2. Returning Teachers, Nurses, Counselors and Librarians - Range of 1%-3%
3. #2 plus All Other Staff - Range of 1%-3%
4. Another Variation of #2 and #3
5. Table until we have more finalized budget numbers.
Attachments:
9. Discussion of the District's Planning Efforts to Open School for 2020-2021 during the COVID-19 Pandemic
Presenter:  Dr. Augustine
Description:  In the wake of COVI-19, many disruptions in the traditional educational processes have taken place.  The state of Texas has invested a lot of time and resources supporting districts with online learning to help mitigate disruption in learning.  Information about guidance for schools has been given in stages, and the latest updates will come after this meeting on June 23, 2020.  At each juncture of guidance, districts have had to pivot and adjust to new scenarios.  

The administration will give the Board information certain steps the district is taking to prepare for the upcoming school year.  The administration will cover the options for operating school in 2020-2021 and the challenges in each option.
10. Discussion and Possible Adoption of the Revised 2020-2021 Academic Calendar
Presenter:  Jon Burris
Description:  The District Calendar Committee is made up of district and campus administrators along with two teachers from each campus. The committee met twice and listened to feedback from each campus. Factors included in the proposed 2020-2021 calendar include the following: Meaningful/Aligned staff development days throughout the school year. More curriculum and instruction time implemented before standardized testing. Time for Elementary reading academy teachers to meet. Aligning spring break with Lamar University and LIT spring break.

The board adopted the current academic calendar for 2020-2021 before the height of the COVID-19 pandemic, when very little information was available.  The calendar committee net recently to consider the impact of COVID-19 on this upcoming school year.  
Attachments:
11. Discussion and Possible Action Related to Facility Assessment and Long Range Planning Efforts Specifically Bond Related Information
Presenter:  Dr. Augustine
Description:  To continually meet facilities needs of the district, the Board has set a goal for long-range-range facility planning in Hamshire. The Board hired the architectural firm of PBK to develop a long-range facility plan in collaboration with the district. The facility assessment has been completed and shared with the Board. The Board established a facility committee to advise the Board of needs and provide recommendations after studying the facility assessment report, touring the facility, and participating in other related activities.

At a special meeting of the Board of Trustees on June 8, 2020, the board received a presentation from two facility committee members and a recommendation to adopt the presented long-range facility plan for the High School. The board adopted the committee’s recommended facility plan.

The board will hear information from different experts regarding the following: 1.)financing the facility plan through a bond; the process of; 2.) the bond process; and 3.)the legalities of the bond process.
12. Discussion and Possible Action Regarding the Calling of a School Board Bond Election
Presenter:  Dr. Augustine
Description:  After hearing information from different experts regarding bond financing, the bond process, and legalities of bonds, the board will discussion its options regarding the high school facility plan.

The board will discuss and decide on the feasibility of calling a bond election.  The board may also decide to gather more information and take up this matter at a later time.
Attachments:
13. Discussion and Approval of Order Calling for November 3, 2020 Board of Trustee Elections
Presenter:  Dr. Augustine
Description:  The school board trustee election will be held on the second Tuesday in November, which falls on November 3, 2020.  It is timely for the Board to approve and post an election order pertinent to the November election in order to be in compliance with the Election Code.
 
Attachments:
14. Discussion and Possible Scheduling of Budget Workshop Dates
Presenter:  Mrs. Byrd
Description:  Budget Workshops are held annually with the Board of Trustees and the Finance Department.

Discuss possible dates for July and possibly August to hold Budget Workshops. Optimal dates would fall in the first week of July and right after August 5, when we will receive our maximum compressed tax rate from TEA. The Board may also select some dates and defer other dates.
15. Recommended Consent Items A-E
 
Description:  Business Items
The Board of Trustees have been supplied with detailed background information regarding each item of business on the "Consent Agenda" if one is so indicated, or it has been discussed at a previous meeting of the Board. All items will be acted upon by one vote without being discussed separately. If requested by a Board member, individual items may be removed from the "Consent Agenda" to be discussed and voted upon separately. All items are a recommended by the Superintendent.
15.A. Approval of May 18, 2020 and June 8, 2020 and Regular and Special Board Minutes
Presenter:  Chad Blanchard
Description:  In conjunction with Hamshire-Fannett ISD Board policy, it is a requirement that the minutes of the previous Board meeting(s) be approved by the Board at a subsequent Board Meeting.
 
Attachments:
15.B. Approval of Expenditures/Financials
Presenter:  Mrs. Byrd
Description:  It is a customary and accepted Board procedure as a standard order of business at regular Board meetings for the Board to take action in relation to the approval of expenditures for the elapsed period since the last Board meeting.

Pertinent information relating to the financial condition of the District and the resolution of district indebtedness is provided for Board perusal and utilization.
Attachments:
15.C. Discussion and Possible Approval of Student Athletic Insurance Premiums for 2020-2021
Presenter:  Mrs. Byrd
Description:  Board Policy CH (LOCAL) requires budgeted purchases of goods or services costing $25,000 or more, regardless of whether the goods are services are competitively purchased, require Board approval before a transaction may take place.

A formal request for proposal was sent out for Student Accident Insurance. The proposal is for two years with a guaranteed rate for both years and the option for four one year renewals.  Five vendors submitted RFP’s. A breakdown of the vendors have been provided and it is
recommended to accept the proposal submitted by Texas Kids First.
Attachments:
15.D. Approval of Property, Terrorism and Boiler and Machinery Insurance Renewal.
Presenter:  Mrs. Byrd
Description:  Hamshire-Fannett ISD secured property insurance for the 12-13, 13-14, 14-15, 15-16, 16-17, 17-18, 18-19 and 19-20 school years with Landmark American Insurance Co. With the last couple of years being split with Velocity Risk Underwriters.

Frost Insurance solicited 38 insurance firms on the district’s behalf.
Cyndi White (Frost Insurance Agency) has obtained our renewal premium with Landmark American Insurance Co., Velocity Risk Underwriters and Insurisk.  Notable changes: 1. Flood Limit reduced from $5M to $2.5M per occurrence and in the aggregate. 2. New requirements for increased Flood deductibles as outlined on the Statement of Values. 23 Buildings/Content identified on SOV carry a flood deductible of National Flood Insurance Program (NFIP) maximum limits available whether purchased or not ($500,000 Building/$500,000 Contents). 3. Margin Clause reduced from 110% to 105%  Page 8 of the attached detail shows the estimated premium not including the NFIP. Page 11 of the attached detail shows the NFIP premium options. Recommended NFIP premium of $122,747 plus the premium renewal amount of $733,270.51 for a total of $856,017.51.
 
Attachments:
15.E. Discussion and Possible approval to Resurface Tennis Courts.
Presenter:  Terry Sanders
Attachments:
16. Monthly Updates
Description:  As discussed during the Superintendent's evaluation the Board would like updates from the Business, Finance and Food Service, Curriculum & Instruction, Maintenance & Operations
16.A. Curriculum and Instructions
Presenter:  Jon Burris
16.B. Maintenance and Operations
Presenter:  Terry Sanders
16.C. Athletics
Presenter:  Coach Waggoner
16.C.1. Hollman
Presenter:  Coach Waggoner
16.D. Finance
Presenter:  Mrs. Byrd
16.D.1. Photographer for 2020-2021
Presenter:  Mrs. Byrd
17. The Board may convene into closed (executive) session to discuss the following items:
Presenter:  Chad Blanchard
Description:  Any action, decision or final vote with regard to any matter considered in such closed session, shall be made in open session.
17.A. CLOSED SESSION (Tex. Govt. Code Section 551.001, et seq)
Description: 

Pursuant to Texas Government Code Sections 551.071 and 551.0821, and 551.129, consultation with school attorney concerning potential litigation and possible settlement of the matter Mediation Between Student and Hamshire-Fannett Independent School District; TEA Docket No. 098-DM-0520.

17.B. To deliberate the appointment, employment, evaluation, reassignment, duties, discipline or dismissal of a public officer or employee. Tex. Gov't Code §551.074(a)(1)
17.C. Resignations/Retirements
Presenter:  Dr. Augustine
18. Action Relative to Items Considered During Closed Session
Presenter:  Dr. Augustine
18.A. Consider and Take Possible Action in the Matter Styled Mediation Between Student and Hamshire-Fannett Independent School District; TEA Docket No. 098-DM-0520.
Presenter:  Dr. Augustine
19. Personnel Employment
Presenter:  Dr. Augustine
Description:  The District currently has one or more vacant positions.
Interviews are currently being conducted, and the Superintendent will bring recommendations for the position(s) to this Board meeting, if feasible.
 
20. Personnel Resignations
Presenter:  Dr. Augustine
Description:  It is possible that one or more resignations could be in the process of being submitted to the Superintendent.
21. Board Announcements and Information
Presenter:  Chad Blanchard
22. Adjournment
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