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August 24, 2020 at 6:30 PM - Regular Meeting

1. Call to Order and Roll Call
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
3. Pledges of Allegiance
4. Open Forum (Public Comment Section)
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 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: Aug 24, 2020 06:30 PM Central Time (US and Canada)

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5. Superintendent's Announcements
5.A. First Day of School
5.B. Labor Day September 20, 2020
5.C. School Board Candidates
6. Discussion of Imelda Repairs
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 July 27, 2020 board meeting, the Board received an update regarding the timeline, flood mitigation, and design from LaBiche Architects.

The board will receive an update from the administration about the bid process for the repair work.
7. Business Items
Description:  The Board of Trustees have been supplied 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, individuals items ma be removed the the "Consent Agenda" to be discussed and voted upon separately.  All items are as recommended by the Superintendent.
7.A. Possible Approval of July 27,2020 Board Minutes
Attachments: (1)
7.B. Discussion and Possible Approval of a New Phone System for the Hamshire Facilities.
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.

Hamshire has been experiencing numerous phone disruptions. Some phone extensions no longer work and system is greatly outdated.

The Board has been provided three estimates:
1 CMS - current phone system is an NEC - TEXT quoted New System $27,077.04 New system using existing phones $16,126.00
2 Discovery Information Technologies - attached - completely new system for 100 users $23,922
3 Office Technology Center - attached - completely new system for 50 users $25,025
It is the recommendation of the Network Manager that we accept the quote from Discovery Information Technologies. The system has great reviews, is easier to administer and with 100 lines, if Fannett had problems in the future, their lines could be added to this system.
Attachments: (1)
7.C. Possible Approval of Vendors Exceeding $25,000
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.

Throughout the year, these vendors could incur purchases of more than $25,000 in the aggregate. Some vendors are for contracted services for the year that will exceed $25,000.
An attached list has been provided to show vendor names, amounts and types of expenses associated with each vendor.
Attachments: (1)
7.D. Possible Approval of July Expenditures/Financials
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: (2)
7.E. Possible Acceptance of August 31,2020 Designated Fund Balance Resolution
Description:  The Government Accounting Standards Board (GASB) released Statement 54 - "fund Balance Reporting and Governmental Fund Type Definitions" on March 11, 2009. The new statement is intended to improve the usefulness of the amount reported in fund balance by providing more structured classification.

The attached resolution will meet these continued requirements for fund balance reporting.

Fund Balance is designated for an Insurance Deductible in the event of a catastrophic occurrence, any major capital construction item, and 100% of Interest and Sinking fund balance for repayment of bonded debt.
Attachments: (1)
7.F. Possible Approval of Staff Salary Schedules, Stipends, Extra Duty and Athletic Pay
Description:  Staff Salary Schedules for 2020-2021 include:

1 Teacher, Full-Time Librarian and Nurse Salary Range
2 Teacher, Full-Time Librarian and Nurse Hiring Schedule
3 Administrator’s Salary Schedule (first implemented in 2012 per TASB personnel study)
4 Starting Pay Schedule for non-exempt employees
5 Extra Duty Stipends
6 Athletic Stipends
7 Athletics Pay Schedule
8 Longevity Schedule for Teachers, Librarians, Counselors and Nurses

There is only one change to the Extra Duty Stipend Schedule since the schedules were approved at the May board meeting. One UIL event was added to the Elementary.
The Longevity Stipend Schedule for Teachers, Librarians, Counselors and Nurses was created this year in reference to HB3 to help reward staff loyalty.
Attachments: (1)
7.G. Possible Approval of Final Budget Amendment for the 2019-2020 Budget
Description:  It is a requirement of TEA accounting procedures that the annual budget be amended as necessary throughout the budget year.

The Board has been provided with the necessary documents for the budget amendment for the 2020-2021 fiscal year.
Attachments: (1)
7.H. Possible Approval of General Liability, Educators Legal Liability, Automobile, Crime and Cyber Coverage for 2020-2021 School Year
Description:  Hamshire-Fannett ISD secured General Liability, Educators Legal Liability, Automobile, Crime and Cyber Coverage for the 20-21 school year with Argonaut/Trident and Travelers.

Cyndi White (Frost Insurance Agency) has obtained our renewal premium with Trident covering all but Cyber and Travelers covering the Cyber Liability.

This detail is attached.

It is recommended to go at least with the same carrier for Cyber and Crime to receive a better price. I also recommend that we go with the $100K crime coverage (especially moving more into the virtual world both with learning and financials) with the renewal rate of $24,619.
8. Discussion and Possible Approval of Amended Order of  November 3, 2020 Trustee Election
Description:  The Board of Trustees previously ordered the election on June 29, 2020, and now order needs to be amended to comply with the Governor's expansion of early voting dates.
9. Discussion of the November 2020 Bond and Related Matters
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 PBK Architects to complete a facilities assessment, develop the long-range plan, and to develop bond related materials. At its regular June 2020 meeting, the board voted unanimously call for a bond election in November of 2020 to implement Phase I of its long-range plan.

The administration will update the board regarding the bond educational materials, confirm the board’s vision for the bond projects, and get feedback from the board before final preparations of bond educational materials.

10. Discussion of the District's Actions Regarding COVID-19 and the Opening of School
Description:  In the wake of COID-19, many disruptions in the traditional educational processes have taken place.  The Texas Education Agency has set multiple sets guidelines for schools’ learning environment and health and safety environments.  The district must develop plans for online learning and health and safety, and the learning plan must be submitted to TEA for review and approval.  These plans are due to the agency on October 1, 2020. In the interim, districts must publish to the public it’s framework for operations regarding learning environments and health and safety.  District administrators published the district’s operational frameworks on Wednesday, July 22, 2020.

The board will receive a briefing on the opening of school and the district’s step for academics and health and safety.  
11. Discussion of Student Handbooks Face Covering Addendum
Description:  Consistent with Governor Abbot’s executive order and CDC guidelines, students must wear facemask while they attend in person learning on each campus. Administrators from each campus met and collaborated on disciplinary procedures for students that do not wear facemask or refuse to wear facemask while on campus. 
Disciplinary procedures for students that do not abide by the guidelines of wearing a mask while on campus.

Attachments: (1)
12. Discussion and Possible Adoption of the 2020-2021 Budget
Description:  As is required by law, a revenue and expenditure budget must be approved by the Board prior to August 31 each year. This proposed budget is the result of extended research and revision by the Board and Administration, and is reflective of the best efforts possible to accommodate the needs of our district and the interests of our patrons.

Notification of a public hearing on the budget was published as required and the public hearing was held at 6:15 pm on August 24, 2020. The 2020-2021 budget will be presented to the Board at this time for final approval and adoption.
Attachments: (1)
13. Discussion and Possible Adoption of the 2020 Tax Rate Ordinance
Description:  A public hearing was held at 6:15 pm on August 24, 2020 for the discussion of the 2020-2021 Budget and Proposed Tax Rate.

The 2020-2021 Budget was accepted and approved in a previous agenda item.

The Board of Trustees must adopt a tax rate after publication of the required Notice of Public Hearing to discuss the 2020-2021 Budget and Proposed Tax Rate.
The Notice of Public Hearing for Hamshire-Fannett ISD proposed:

The Tax Rate of: $1.29585
The Calculated Rollback Rate is: $1.30682
The Effective Tax Rate is: $1.30682
Attachments: (1)
14. Possible Approval of Adoption of Policy Manual Update 115:
  • (LEGAL) policies
  • (LOCAL) policies (see attached list of codes)
Description:  Update 115 focuses on updating and reorganizing several policies in the FFE series of the policy manual addressing student welfare.  FFEA continues to focus on counseling and a new code, FFEB, focuses on mental health provisions.

In addition to the changes, Update 115 includes sever other policies affected by legislation from the 86th Legislative Session that were not included in Update 114 and incorporates number changes from revised Administrative Code rules.
Attachments: (1)
15. Monthly Updates
Description:  Curriculum and Instruction:
  • BOY Assessments
Maintenance and Operations
  • Preliminary FIRST Rating
16. Board Announcements
17. The Board May Convene into closed (executive) session to discuss the following items:
17.A. Discuss Pending Litigation (SPED) Tex Gov't Code 551.071
17.B. To deliberate the appointment, employment, evaluation, reassignemnt, duties, discipline or dismissal of a public officer or employee (Tex Govt Code 551.001, et seq.)
18. Action(s) Relative to items considered in Closed Session
18.A. Consider and Possibly Take Action on Pending Litigation
18.B. Consider and Possibly take Action in the appointment, evaluation, reassignment, duties, discipline or dismissal of a public officer or employee.
19. Adjournment
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