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October 26, 2020 at 6:30 PM - Regular Meeting

Agenda
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.   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 Board concerning an item not on the Agenda can register with the Board Secretary at any time prior to the Board meeting.  Speakers will not be permitted to criticize HFISD employees, whether addressing the Board on an Agenda item or a subject not on the posted Agenda.

Topic: Regular Meeting of the Hamshire-Fannett ISD Board of Trustees
Time: Oct 26, 2020 06:30 PM Central Time (US and Canada)

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5. Superintendent's Announcements
5.A. Collaboration Day
6. Possible Rescheduling of November and December Board Meetings.
7. Discussion and Possible Approval of Construction Contract with Mike Barnett Construction
Description:  In the wake of flooding from Tropical Storm Imelda, a significant amount of the district’s facilities was damaged by flood waters.  The board hired LaBiche Architectural Group, Inc. to design a scope of work and bid the various projects for repair.  The board approved the bid by Mike Barnett Construction at its October 5, 2020 special meeting.  In addition, the board authorized the superintendent to negotiate a contract.

After talks with the architect, Barnett Construction, and review by school district counsel, the administration presents the construction contract to the board.
 
8. Discussion and Update of the District's COVID-19 Response
Description:  In the wake of COVID-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 developed plans for online learning and health and safety, and the board and administration has updated plans to better serve students and staff.

The board will receive a briefing on the progress of the recent changes.  Particularly the board will receive information regarding staffing, personal protective equipment, and communications.
9. Discussion and Report of the School Safety and Security Audit
Description:  Emergency Operations Plans (EOP) have been developed by Texas districts since 2005.  In addition, every three years school districts in the state of Texas must perform safety and security audits.  These audits take a multi-hazard approach of assessing facilities, plans, etc. for a comprehensive look at safety and security.  There are recommendations made as a result for improvement.  The audit is completed online and submitted through the Texas School Safety Center at Texas State University.

Discussion of the audit and subsequent recommendations.
10. Discussion and Setting of Meeting to Canvass November 3, 2020 Election Results
Description:  According to Section § 67.003(a) of the Election Code;

Except as provided by Subsection (b), each local canvassing authority sheall convene to conduct the local canvass at the time set by the canvassing authority's presiding officer, not earlier than the third day or later than the 14th day after Election Day.

Election code requires election results to be canvassed and certified.  Election code requires a quorum or two or more.
11. Discussion of Board of Trustees Operating Procedures and Team of 8 Training
Description:  Each year school boards usually participate in the Team of 8 training conducted by Region 5 Service Center staff.  In addition, boards periodically review and revise their operating procedures manual.

The board will discuss the possibility of scheduling a Team of 8 training.  In addition, the board will discuss the need to review and revise its operating procedures. This may also include the setting of dates.
12. Review and Discuss English Language Learner (ELL) Program Evaluation
Description:  TAC 89.1265 requires that school districts conduct a bilingual or English Language Learner Evaluation  annually collecting a full range of data to determine program effectiveness to ensure student academic success. 

Hamshire-Fannett ISD’s English Language Learner (ELL) Program Evaluation will be presented to the board . 
Attachments: (1)
13. Business Items (Consent Agenda)
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.
13.A. Approval of September 28, 2020 and October 5, 2020 Board Minutes
Attachments: (2)
13.B. Adoption and Resolution Approving the 2020 Tax Roll 
Description:  Pursuant to the Texas Property Tax Code, Section 26.09, the Grand Recap of the Tax Roll for Tax Year 2020 should be approved by our Board of Trustees, a resolution to that effect signed and notarized, and a copy filed with the Jefferson County Tax Assessor-Collector’s Office.

A copy of the certified tax roll and the proposed resolution is included in the Board’s packet.
Attachments: (1)
13.C. Acceptance of the Quarterly Investment Report
Description:  All investments made by the District shall comply with the Public Funds Investment Act (Texas Government Code Chapter 2256, Subchapter A) and all federal, state, and local statues, rules or regulations
ITEM ADDRESSED

Not less than quarterly, the investment office shall prepare and submit to the Board a written report of investment activities for all funds covered by the Public Funds Investment Act. This report shall be presented to the Board within a reasonable time after the end of the period.
Attachments: (1)
13.D. Approval of Expenditures/Financials
Attachments: (2)
13.E. Discussion and Approval of the Budget Amendment #1 For the 2020-2021 Budget
Description:  The board has been provided with the necessary documents for the budget amendment for the  2020-2021 fiscal year.
Attachments: (1)
13.F. Approval of Advanced Systems Alarm Services Removal and Reinstallation of Equipment.
Description:  As a result of Tropical Storm Imelda, Advanced Systems has provided a quote for the removal and reinstallation of the fire alarm and intercom systems at the Middle School, Middle School Band Building, Middle School Cafeteria, Intermediate School, High School Cafeteria, High School Gym Foyer Area, High School AG, High School Trade Building, High School English Building.

This work is necessary for the rebuilding of the campuses.  However district administrators are recommending this work be priced separately to avoid additional contractor's overhead cost.

Fire Alarm/Intercom Equipment Removal and Re-Installation cost for all buildings - $52,327.00

Move Middle School Bogen Intercom from Portable Buildings back to Middle School - $3,475.00

Move Intermediate Dukane Intercom from Portable Buildings back to Intermediate School - $4,220.00
Attachments: (1)
13.G. Approval of Advanced Systems Alarm Services Intercom Upgrade for Intermediate School 
Description:  As a result of Tropical Storm Imelda, Advanced Systems Alarm Services has provided a quote to upgrade the Intermediate School intercom system.  The current head unit and speaker system is antiquated and can no longer be programmed.  Companies no longer support the current system.

BOGEN Nyquist IP E7000 Intercom System

(1) Nyquist E7000 Server Software, (1) Nyquist System Controller, (1) Nyquist IPAdmin phone, (72) Nyquist Station License for all classrooms (1) Nyquist ConcurrentCall License (10 pk), (3) Nyquist por Analog Station Bridges, (1) UPS 1500 VA(*) Misc. equipment connectors, and customer education and 1 year software warranty.

E7000 Material and Installation $24,984.00
Attachments: (1)
13.H. Discussion and Possible approval of Tennis Court Repairs
Attachments: (1)
13.I. Acceptance of 2020-2021 District and Campus Improvement Plans
Description:  TEC Sec. 11.525 and 11.253 state that each school district and campus shall maintain current policies and procedures to ensure that effective planning and site-based decision-making occur at the district and campus level to direct and support the improvement of student performance for all students. Each year these plans are submitted to the School Board for approval.

The Board has been provided a copy of the District and Campus Improvement Plans.
14. Monthly Updates
Description: 
  1. Curriculum and Instruction
  2. Maintenance and Operations
  3. Athletics
  4. Finance :  Audit
15. Board Announcements
16. The Board May Convene into closed (executive) session to discuss the following Items:
16.A. To deliberate the appointment, employment, evaluation, reassignment, duties, discipline or dismissal of a public officer or employee (Tex Govt Code 551.001, et seq.)
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.
 
17. Action(s) Relative to items considered in Closed Session
18. Adjournment
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