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January 21, 2022 at 12:30 PM - Regular - Revised

Agenda
1. CALL TO ORDER
Description:  The meeting was called to order by Mr. David Schaeffer, Chairman.
2. RECORD OF ATTENDANCE (Information)
Description:  Attendees including Board Members, Staff and guests are noted. 
3. REVIEW AND CONSIDER APPROVAL OF MINUTES (Action)
Description:  A copy of the minutes of the October 29, 2021 regular meeting is included in this agenda as Exhibit 1.
4. REVIEW AND CONSIDER APPROVAL OF HEAD START/EARLY HEAD START POLICIES (Action)
Description:  The Head Start Performance Standards (45 CFR) states that the Governing Body must approve or disapprove of the following updated policies and procedures:
4.A. Dispute Resolution Procedure (Governance - 45 CFR Part(s): 1301.6)
4.B. Eligibility (ERSEA - 45 CFR Part(s): 1302.12)
4.C. Policy Council Composition and Selection (Governance - 45 CFR Part(s): 1301.3)
4.D. Program Compliance Monitoring (Administration - 45 CFR Part(s): 1302.100-1302.103 (a-b))
4.E. Program Planning (Administration - 45 CFR Part(s): 1302.102)
4.F. Program Responsibilities for Maintenance and Repairs (Administration - 45 CFR Part(s): 1303.40)
4.G. Selection (ERSEA - 45 CFR Part(s): 1302.14)
4.H. Training (Administration - 45 CFR Part(s): 1302.92)
5. REVIEW AND CONSIDER APPROVAL TO UTILIZE HEAD START FEDERAL COVID-19 FUNDS TO PURCHASE COVID-19 TESTING KITS FOR THE PURPOSE OF REDUCING THE SPREAD OF COVID-19 (Action)
6. CALLING OF ELECTION - ESC BOARD OF DIRECTORS (Action)
Description:  The terms of office for the following place on the Region 16 Board of Directors expires on May 31, 2022.

Place 3 - Mr. Lawrence Bussard
Residence - Dumas 
Counties - Dallam, Hartley, Moore, Oldham, Potter (except AISD), and Sherman

Place 6 - Dr. Darrell Garrison
Residence - Amarillo
Counties - That part of Potter and Randall counties in the boundaries of AISD 

Exhibit 2, pages 41-57, includes the official notice calling the election, a map showing the counties by place and other related information.  Please note that the Official Notice  calling the election states that should there be an uncontested election, the Region 16 Board has determined that no election will be held. 

Schedule of dates:
February 1 - Deadline for advertising/posting of announcements about vacancies

February 1-20 - Candidates file
By March 1 - Deadline for submitting ballots to the ISD Boards
April 5 - Deadline for returning ballots to the ESC
May 31 - Deadline for canvassing ballots
June 1 - New terms of office begin
 
7. REVIEW AND CONSIDER APPROVAL OF FUND BALANCE COMMITMENTS FOR 2020-2021 (Action)
Description:  At the August 27, 2021 Board meeting, in accordance with Board Policy CE(LOCAL), the Board approved the commitment of fund balance for the following purpose, with the amount to be determined subsequently:
7.A. Encumbrances
Description:  Every year, the center enters into contractual agreements for goods and services that are unperformed as of the end of the fiscal year.  
7.B. Capital Projects Fund
7.C. Research and Development Fund
8. REVIEW AND CONSIDER APPROVAL OF REGION 16 ESC AUDIT FOR 2020-2021 (Action)
Description:  The Audit Report for 2020-2021 is complete; a supplement to Exhibit 4 is enclosed for your review.  A representative from Bolinger, Seagars, Gilbert, and Moss LLP will be present at the Board meeting to provide an overview of the audit and to respond to questions or concerns.
9. REGION 16 ESC PROGRAMS AND SERVICES REPORT (Information)
Description:  Region 16 ESC programs and services areas will be reviewed as highlighted in Exhibit 5, pages 59-65.
10. EDNET16 UPDATE (Information)
Description: 

The Administration typically gives an update of projected revenues generated each year by 48/49 partnerships in Region 16 to update the budget.  The past few years, there has not been enough gap between WADA costs to allow for these partnerships.  With no new revenues, the ENDET budget continues to spend into the EDNET16 fund balance.  Discussions continue as to the potential status of EDNET16 once the funds are completely liquidated within the next several years.  The EDNET16 Budget for 2021-2022 is included in Exhibit 6, pages 67-68.  

11. REVIEW AND CONSIDER APPROVAL OF FINANCIAL MATTERS (Action)
11.A. Financial Reports
Description:  Copies of the Financial Reports as of November 2021 are shown in Exhibit 7, page 70.  Questions or observations regarding these reports are invited prior to or during the Board meeting.  
11.B. Investment Report
Description:  The Investment Report for the fiscal year through November 2021 is shown in Exhibit 7, pages 71-92.  Questions or observations regarding this report are invited prior to or during the Board meeting.  
12. REVIEW AND CONSIDER APPROVAL OF 2021-2022 BUDGET AMENDMENTS AND SPECIAL REVENUE FUNDS (Action and Information)
12.A. Review and Consider Proposed Budget Amendments for 2021-2022 (Action)
Description:  Proposed get amendments are showing in Exhibit 8, pages 94-97.  
12.B. Special Revenue Funds for 2021-2022 (Information)
Description:  The special revenue funds for 2021-2022 are shown in Exhibit 8, page 98.
13. REVIEW AND CONSIDER APPROVAL OF ASSOCIATION OF EDUCATIONAL PURCHASING AGENCIES (AEPA) RECOMMENDED VENDORS FOR PARTICIPATION IN THE TEXBUY PURCHASING COOPERATIVE (Action)
Description:  In December 2021, AEPA held a conference to review, evaluate, and approve IFB responses received for the product categories listed below.  Upon approving the IFB response, AEPA recommended vendors to their members for their respective agencies to consider entering into contracts. 

AEPA recommended the following vendors for the ESC to consider.  Detailed AEPA evaluation documents are presented in Exhibit 9, pages 100-104.
13.A. Furniture (AEPA IFB 022-A)
13.A.1. AmTab Manufacturing
13.A.2. Demco Inc.
13.A.3. Lakeshore Equipment
13.A.4. MeTEOR Education
13.A.5. National Business Furniture
13.A.6. School Specialty
13.B. Health and Wellness (AEPA RFP 022-B)
13.B.1. Medicalshop Inc.
13.B.2. School Health Corp.
13.B.3. TinyEye Therapy Services
13.C. LED Lighting (AEPA IFB 022-E)
13.C.1. FSG Lighting
13.D. Event Seating & Staging (AEPA IFB 022-F)
13.D.1. Trex Commercial Products Inc. dba Staging Concepts
13.E. Technology Catalog (AEPA IFB 022-G)
13.E.1. CDWG
13.E.2. Cloud Solutions Products and Services
13.E.3. Chromebooks
14. CONSIDER CHANGE OF 403(b) ADMINISTRATOR AND CREATION OF 457(b) PLAN AND ADMINISTRATOR (Action)
14.A. Consideration of Resolution authorizing a New 457(b) Retirement Plan and Approving Terms of Interlocal Agreement with Region 10 Education Service Center Retirement Asset Management Services (RAMS) Cooperative for new 457(b) Plan.
Description:  See Exhibit 10, pages 106-108.
14.B. Consideration of Interlocal Agreement with Region 10 Education Service Center Retirement Asset Management Services (RAMS) Cooperative for Administration of the ESC 403(b) Retirement Plan. 
Description:  See Exhibit 10, pages 109-112.
15. PERSONNEL (Information)
Description:  It is the recommendation of the Administration that discussion on agenda item 14 be conducted in closed session in accordance with Section 551.074 of the Texas Government Code, if warranted.  
15.A. Employment, Reassignments, Retirements, and Resignations
Description:  Employment, reassignments, retirements and resignations are shown in Exhibit 12, pages 114-115.
15.B. Staffing Pattern Report
Description:  The Staffing Pattern Report is enclosed as Exhibit 11, page 116.
15.C. Benevolent Fund and Catastrophic Fund
Description:  Exhibit 11, pages 117-119
15.D. Resolution Related to Emergency Modifications to Existing Policies and the Expenditures of Public Funds During the Governor-Declared State of Disaster (Action)
Description:  Exhibit 11, pages 120-121.
16. EXECUTIVE DIRECTOR'S REPORT (Information)
16.A. Communications and Correspondence
Description:  Exhibit 12, pages 123-131.
16.B. Head Start/Early Head Start Policy Council Meeting Information
16.B.1. October 27, 2021 Agenda and Minutes
Description:  Exhibit 112, pages 132-134
16.B.2. November 17, 2021 Agenda and Minutes
Description:  Exhibit 12, pages 135-138.
16.B.3. Draft Policy and Procedure for Implementing Vaccines – Head Start
Description:  Exhibit 12, pages 139-141.
16.C. Strategic Planning Update
16.D. TEA Update
16.E. Legislative Update
16.F. Region 16 Superintendent Update
16.F.1. Tulia ISD - Interim Mr. Ricardo Garcia
16.G. Region 16 Remote Working Focus Group Update
16.H. Personnel Discussion (Closed Session)
16.I. ESC Board Training Opportunities
16.I.1. PAASB Meeting - Region 16 ESC - April 7, 2022
6:30 pm - Dinner - Mezzanine
7:00 pm - Lecture Hall
16.J. Next Regular Board Meeting - Friday, March 25, 2022
12:00 pm - Lunch - Mezzanine
12:30 pm - Region 16 ESC Board Room
17. ADJOURN (Action)

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