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April 29, 2022 at 12:30 PM - Regular

Agenda
1. CALL TO ORDER
Description:  The meeting was called to order by Mr. David Schaeffer, Chairman.
2. RECORD OF ATTENDANCE (Information)
Description:  Board Member attendance will be recorded. 
3. REVIEW AND CONSIDER APPROVAL OF MINUTES (Action)
Description:  A copy of the minutes of the March 25, 2022, regular meeting is included in this agenda as Exhibit 1, pages 11-15.  
4. REVIEW AND CONSIDER APPROVAL OF HEAD START/EARLY HEAD START QUALITY IMPROVEMENT/COLA SUPPLEMENT FOR 2022-2023 (Action)
Description:  The 2022-2023 Head Start/Early Head Start Quality Improvement/COLA Supplement will be distributed during the meeting.  

5. REVIEW PROCEDURE FOR FILLING PLACE 1 AND PLACE 6 VACANCIES ON ESC 16 BOARD OF DIRECTORS (Information)

Description: 

TEC §8.003 (a) states "A vacancy on a regional education service center board of directors shall be filled by appointment by the remaining members of the board for the unexpired term."  No potential candidate signed up for Place 6 to be vacated on June 1, 2022 by Dr. Darrell Garrison; therefore, the vacancy shall be filled by the remaining members by appointment of the Board for the term June 1, 2022 through May 31, 2025.  The position encompasses that part of Potter and Randall counties in the boundaries of AISD.

Mr. Ken Carriere has also notified Dr. Tanya Larkin and Mr. David Schaeffer that he would be resigning from the Board effective immediately due to personal circumstances.  Place 1 encompasses the counties of Armstrong, Briscoe, Carson, Donley, Randall, and Swisher, with the term ending May 31, 2024.

The ESC may now appoint someone to fill the two unexpired terms.  The Executive Director will have recommendations for the Board to consider.  In accordance with TAC §53.10 (a), the Executive Director is required to send notice of vacancy to the superintendent of each school district and post notice thirty (30) days prior to formal board action.  Notice will be given, and members may be appointed and sworn in at the June 24, 2022 meeting.  See Exhibit 2, pages17-20.  

 

6. REGION 16 ESC PROGRAMS AND SERVICES REPORT (Information)
Description:  Service Area program highlights will be reviewed, as shown in Exhibit 3, pages 22-31.
7. REVIEW AND CONSIDER APPROVAL OF FINANCIAL MATTERS (Action)
7.A. Financial Reports
Description:  Copies of the financial Reports for March 2022 are showing in Exhibit 4, page 33.  Questions or observations regarding these reports are invited prior to or during the Board meeting. 
7.B. Investment Report
Description:  The Investment Report for the current fiscal year through March 2022 is shown in Exhibit 4, pages 34-36.  Questions or observations regarding this report are invited prior to or during the Board meeting.  
8. REVIEW AND CONSIDER APPROVAL OF 2021-2022 BUDGET AMENDMENT AND SPECIAL REVENUE FUNDS (Information)
8.A. Review and Consider Proposed Budget Amendment for 2021-2022
Description:  The proposed budget amendment will be presented at the meeting.
8.B. Special Revenue Funds for 2021-2022 (Information)
Description:  The special revenue funds for 2021-2022 are shown in Exhibit 5, page 48.
9. REVIEW AND CONSIDER APPROVAL OF PROPOSAL ITEMS (Action)
Description:  In accordance with Board policy, proposals were received for the items presented below.  Detailed proposals and recommendations are presented in Exhibit 6, page 50.  All proposals are the low proposal or only proposal for the items, unless otherwise noted.
9.A. Contract Printing:  School Year Appointment Calendar (RFP #PC-1-04-22)
10. REVIEW AND CONSIDER SELECTION OF AUDITOR (Action)
Description:  Region 16 ESC conducted a Request for Qualifications (RFQ) process for audit services for 2019-2020 and awarded the services to Bolinger, Segars, Gilbert & Moss, L.L.P.  We have used them since then, and they continue to provide an outstanding service.  The Auditor Engagement Letter is showing Exhibit 7, pages 52-62.
11. REVIEW AND CONSIDER APPROVAL OF ASSOCIATION OF EDUCATIONAL PURCHASING AGENCIES (AEPA) RECOMMENDED VENDORS FOR PARTICIPATION IN THE TEXBUY PURCHASING COOPERATIVE (Action)
Description:  At its April 2022 conference, AEPA reviewed, evaluated, and approved IFB responses received for the product categories listed below.  Upon approving the IFB responses, AEPA recommended vendors to their members for their respective agencies to consider for entering into contract.

Due to the date of the AEPA conference, April 24-27, the AEPA recommended vendors for the ESC to consider, and detailed evaluation documents will be presented at the meeting.  
11.A. Athletic Equipment and Supplies
11.B. Industrial Arts and Career and Tech Supplies
11.C. Institutional Kitchen Equipment
12. REVIEW AND CONSIDER AMENDMENT OF 2021-2022 CONTRACT OFFERINGS TO INCLUDE TECHNOLOGY PROCUREMENT SERVICES (Action)
Description:  Region 16 would like to provide LEAs with the ability to purchase technology equipment through the ESC.  The main reason for this initiative is to leverage the purchasing power of Region 16 and allow our school districts to benefit from the deep discounts we can provide.  

While technology staff is on-site at an LEA, they are often requested to get quotes from vendors.  The challenge here is that each school has a different representative and pricing structure.  Furthermore, each quote is considered a "new deal" and requires time to process.  With Region 16 able to provide those quotes, we can negotiate the best price for a school in the quickest time possible since the vendor considers us the purchasing entity rather than the many schools we service.  Also, by adding district purchases to our own purchasing we could likely lower our own internal cost for procurement as well.  

This amendment of services would also allow Region 16 ESC to quote and sell directly to school districts from May-August instead of starting the process in September.
13. REVIEW AND CONSIDER APPROVAL OF REGION 16 ESC CONTRACTS AND SHARED SERVICES ARRANGEMENTS FOR 2022-2023 (Action and Information)
Description:  The 2021-2022 Superintendent Focus Groups concentrated on specific program needs directed at current contracts and learning gap needs.  Preliminary pricing and new services have been presented to the RAC Executive Committee.  The final recommended revision of services was presented to the RAC Executive Committee on March 29, 2022 and will be made available during the meeting.  
14. REVIEW AND CONSIDER APPROVAL OF THE 2022-2023 COMPENSATION PLAN (Action)
Description:  Region 16 ESC contracts with TASB every three to five years to conduct a market study on salaries of all pay grades and job classifications.  The most recent study was conducted during the 2021-2022 fiscal year.  In years when a market study is not conducted, the Administration works with TASB to determine appropriate salary box adjustments for the subsequent year.

The pay grade minimums, midpoints, and maximums reflecting this increase are presented in Exhibit 8, page 64.  Current ESC policy also allows the ESC Executive Director to make other adjustments as necessary to remain competitive in hiring and retaining staff.
15. REVIEW AND CONSIDER APPROVAL OF ESC EMPLOYEE INSURANCE BENEFITS FOR 2022-2023 (Action)
15.A. Medical Insurance
Description:  The ESC currently provides eligible ESC employees with a medical insurance contribution of $450.00 per month, which covers all but $146.54 of the "employee only" plan offered by West Texas Blue Essentials HMO.  However, it does cover 100% of the TRS ActiveCare Primary plan which is currently $417.00 per month. Employees choosing this option can use the remaining amount towards the premiums for other benefits.
15.B. Disability Insurance
Description:  The ESC currently provides eligible ESC employees with a short-term disability core insurance benefit where the ESC pays 100% of the premium.  The current cost to the Center is approximately $24,000 per year.  
16. PERSONNEL REPORTS (Information)
Description:  Provision is made in the official notification for the calling of a closed session under the provisions of Chapter 268, Subchapter D, Section 551.074 of the Government code for discussion of Item 17.  Any action will be taken in open session. 
16.A. Employment, Reassignments, Retirements, and Resignations
Description:  The personnel reports are enclosed as Exhibit 9, pages 66-69.  
16.B. Staffing Pattern Report
Description:  Exhibit 9, page 70
17. EXECUTIVE DIRECTOR'S REPORT (Information)
17.A. Communications and Correspondence
17.B. Head Start/Early Head Start Policy Council Meeting Information
17.B.1. March 23, 2022 - Agenda and Minutes
17.C. Strategic Planning Update
17.D. Board Digital Move Update
17.E. Remote Working Study Committee Update
17.F. TEA Update
17.G. Legislative Update
17.H. Region 16 Superintendent Update
17.H.1. Channing ISD - Mr. Terry Stevens, Interim - Region 16 Search in process
17.H.2. Childress ISD - Mr. Mark Dykes, Lone Finalist
17.H.3. Dalhart ISD - Dr. Joe Alcorta retiring June 30, 2022
17.H.4. Lazbuddie ISD - Mr. Steve Wolf, Lone Finalist for Guthrie CSD
17.H.5. McLean ISD - Mr. Oscar Muniz, Lone Finalist at Ralls ISD
17.H.6. Stratford ISD - Mr. Mike Dominguez, Lone Finalist at Garden City Public Schools;
Mr. Paul Uttley has been named Lone Finalist for Stratford ISD
17.I. ESC Board Training Opportunities
17.I.1. TASA/TASB txEDCON22 - Henry B. Gonzalez Convention Center, San Antonio, TX - September 23-25, 2022 (Registration and housing opens July 19, 2022)
17.J. Next Regular Meeting - Friday, June 24, 2022
12:00 pm - Lunch - Mezzanine
12:30 pm - Region 16 ESC Board of Directors' Meeting - ESC Board Room
18. ADJOURN (Action)
Description:  Mr. David Schaeffer, Chairman, declared the meeting adjourned. 

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