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April 26, 2021 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: Apr 26, 2021 06:30 PM Central Time (US and Canada)

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5. Superintendent's Announcements
5.A. Teacher Appreciation Week 
Description:  Teacher Appreciation Week
May 3 - 7, 2021
6. Discussion of General Matters related to Bond Project
Description:  As a result of the upcoming bond project, the board will continue to receive monthly updates and information throughout the life of the project to its completion.

The administration, architects, and/or the CMaR will discuss general items and answer questions for the board.  In addition, specific items will be discussed relating, but not limited to, the preliminary draft budget for the bond project, schematic design details, design development progress, possibly setting a special meeting, the community bond committee, etc.
 
7. Discussion Bond Financial Services, Timeline for Procurement and Possible Approval of Method of Procurement Sale for Bonds
Description:  On November 3, 2020, the voters of the Hamshire-Fannett ISD approved Proposition A of the bond for approximately $36.9 million.  The board also heard information in November 2020 from bond financial advisor and bond counsel. The district must now decide the process of project design, selling of bonds, and procurement of construction services.

The board will hear from its financial advisor and legal counsel regarding the different methods of sales for bond, as well as timeline considerations for sale.  The board may then decide if it wishes to approve a particular method of sale. 
 
8. Discussion and Possible Approval of Architectural Services
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 to call for a bond election in November of 2020 to implement Phase I of its long-range plan. Proposition A of the bond passed, which relates to work at the high school proper.  Proposition B failed.  That work would have been to replace the concession building.

The board wants to go through design development on a new concession building and possibly ask the community to support a second bond in November 2021. The board will consider LaBiche’s proposal for design development services.


 
9. Discussion and Possible Approval of Technology E-rate Project and Contract for the  2021-2022 School Year
Description:  The Federal Communications Commission (FCC) operates a cost-match program with public entities such as schools, libraries, etc. The FCC administers the federal technology grant program called E-rate.  E-rate offers public entities access to grant funds with the stipulation of a 60/40 match; E-rate provides 60% of the funding.

District personnel have worked with a consultant to help secure a mixture of E-rate grant funding as indicated below.  This funding will allow for internet redundancy through a second fiber connection between Hamshire and Fannett, new/additional connections between some of the Fannett facilities, and allow broadband to be brought to about 400 additional homes in Fannett.

Fiber Project         $262,500    Total Cost
                             $157,500     E-rate 60% Portion
                             $105,000     District 40% Portion (Over Four [4] Years)

            Year 1    $27,300
            Year 2 $26,580
            Year 3 $26,580
            Year 4 $26,580
            Years 5-10 $1,080, Maintenance Fee

Fiber Equipment    $38,100     Total Cost
                              $22,860        E-rate 60% Portion
                             $15,240        District 40% Portion

Total Cost Year 1    $42,540        Total Year 1 Cost for approval consideration
2021-2022                                   Subsequent yearly cost remain as listed        above

 
10. HB 3 Board Outcome Goal Early Childhood Learning Update
Description:  In keeping with the state’s 60x30 TX goal, the School Finance Commission recommended establishing a preK through 12th grade goal of at least 60 percent proficiency at TEA’s "Meets" standard for 3rd grade reading and math and 60 percent of high school seniors graduating either college or career ready. School boards must review progress of each plan at least annually at a public meeting by doing the following:
  • Receive annual/interim updates that contain the board outcome goal and progress measure being monitored along with 5 year deadline targets.
An interim update on early childhood learning progress measures will be presented:
Goal 1: Progress Measure 1.1 (Reading- Pre-Kindergarten)
Goal 2: Progress Measure 2.1 (Math-Pre- Kindergarten)

 
Attachments: (1)
11. 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, individual items may be removed from the"Consent Agenda" to be discussed and voted upon separately.  All items are as recommended by the Superintendent.
11.A. Approval of March 22 and April 12, 2021 Board Minutes
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.

A copy of the minutes is included in each Board member’s agenda packet for perusal and awaits Board action.
 
Attachments: (2)
11.B. Discussion of Athletic Scoreboard Needs
Description:  The scoreboards at the football, baseball, and softball fields are reaching, or have exceeded, their lifespans. At the regular March 2021 meeting the administration and board discussed replacing the existing scoreboards.  In addition, the athletic director presented sponsorship information regarding the scoreboards as well as scoreboard costs and designs.

The board will receive information about the costs, purchasing options, and potential revenue strategies to acquire the scoreboards.  The board also has costs proposals to replace the current scoreboards. 
 
Attachments: (1)
11.C. Approval of  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)
11.D. Budget Amendments
Description:  It is a requirement of TEA accounting procedures that the annual budget be amended as necessary throughout the budget year.
Attachments: (1)
11.E. Acceptance of 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.

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)
11.F. Discussion and Possible Approval of 2021-2022 Allotment and TEKS certification form
Description:  The Texas Education Agency requires the local Board of Trustees to approve the Instructional Materials Allotment and TEKS certification form each year. 

A copy of the 2021-2022 Allotment and TEKS Certification Form is attached with textbook information for each core area class that Hamshire-Fannett ISD has adopted. All core area class textbooks in each grade level meet 100% of the TEKS ( Texas Essential Knowledge and Skills.) 
Attachments: (1)
11.G. Food Service Contract Renewal
Description:  Aramark Education was awarded a new contract to manage the Hamshire-Fannett Food Service Department effective July 1, 2017. The contract is for July 1, 2017 - June 30, 2018 with the option of renewal for four additional terms of one year each.

The Texas Department of Agriculture requires districts to submit a renewal packet each year. The 4th one-year renewal for 2021-2022 is attached for board approval.
Attachments: (1)
11.H. Discussion and Possible Approval of an Insurance Broker
Description:  TEA lists insurance as personal property purchases, therefore districts are required to receive bids for those costs exceeding $50,000 a year. To assist with this process, HF utilizes an Insurance Broker to help the district obtain those bids, assure we are getting the appropriate insurance coverages and to represent us in insurance claims.

An RFQ was sent out and five (5) Insurance Brokers submitted their information for review. A rating sheet with nine (9) criteria was used in determining the recommendation presented. The contract will be for one year with the possibility of two one year extensions. The Board has been provided with the recommendation and supporting documentation prior to
the board meeting.
11.I. Discuss and Approve Adult Meal Price Increase as a result of the TDA Administrative Review.
Description:  In March 2011, USDA started the Equity in School Lunch Pricing provision. It requires all school food service authorities participating in the National School Lunch Program to ensure that schools are providing the same level of support for lunches served to students who are not eligible for free-reduced price lunches as they are for free lunches.

In accordance with this Corrective Action plan from Texas Department of Agriculture (TDA), Hamshire-Fannett ISD needs to raise their Adult Breakfast prices to meet the minimum required amount. The Corrective Action plan also calls for reimbursement to the Food Service Department for 2019-2020 in the amount of $0.62.

The price of the Adult Breakfast will be increase from $2.15 to $2.25 This should cover the amount needed to meet the required guidelines as set by TDA and cover any possible increase for next school year.

Attachments are included showing the calculations as required by TDA.
Attachments: (1)
11.J. Intermediate School HVAC Repairs
Description:  As a result of the 2021 winter storm, Johnson Controls has provided quotes for the repair/replacement of the chiller and boilers (2) at the Intermediate campus.

(2) Raypack Boilers --$78,192.52
(1) WED Chiller Pump Motor -- $6,302.77
(1) Pump Drive Replacement - $4,740.00
Attachments: (1)
12. The Board May Convene into Closed (executive) session, TX Govt. Code 551.001 to discuss the following Items:
12.A. To deliberate the appointment, employment, evaluation, reassignment, duties, discipline or dismissal of a public of officer or employee (Tex Govt Code 551.074, et seq.)
Description:  The district currently has one or more vacant positons.  Interviews are currently being conducted, and the Superintendent will bring recommendations for the position(s) to this Board meeting, if feasible.

Any action, decision or final vote with regard to any matter considered in such closed session, shall be made in open session.
13. Action(s) Relative to items considered in Closed Session.
13.A. Possible approval of Teacher Contracts
13.B. Possible Termination of Certain Probationary Teacher Contracts
13.C. Other Personnel Employment
14. Personnel Resignations
Description:  It is possible that one or more resignations could be in the process of being submitted to the Superintendent.
If received, the Superintendent will present letters of resignation for board information.
15. Monthly Updates:  Business, Finance & Food Service, Curriculum & Instruction, Maintenance & Operation and Technology Departments

    Mark Waggoner:  
    Allison Byrd: TDA Administrative Review
    Terry Sanders:     
    Jon Burris :
Description:      Mark Waggoner:  
    Allison Byrd: TDA Administrative Review
    Terry Sanders:     
    Jon Burris :
16. Board Announcements
16.A. Summer Leadership Institute
Description:  If board members would like to attend the Summer Leadership Institute in person, we will have from April 28-May 6 to put our name in the hat.  District names will be drawn from the list and we will be notified if our district has been selected to attend in person. Virtual SLI will be available for those who cannot attend in person (or who prefer a virtual option.)

 
17. Adjournment
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