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August 26, 2022 at 12:30 PM - Regular

Agenda
1. CALL TO ORDER
Description:  The meeting is called to order by Mr. David Schaeffer.
2. RECORD OF ATTENDANCE (Information)
Description:  Board members, staff, and guests in attendance will be recorded, as well as Board members not in attendance.  
3. REVIEW AND CONSIDER APPROVAL OF MINUTES (Action)
Description:  A copy of the minutes of the June 24, 2022, regular meeting is included in this agenda.  
4. REGION 16 ESC PROGRAMS AND SERVICES REPORT (Information)
Description:  Highlights of Region 16 ESC programs and service areas will be reviewed.  The Head Start/ Early Head Start Board Orientation and required Eligibility Training are also included in the report.

Head Start Performance Standards -  https://eclkc.ohs.acf.hhs.gov/policy/45-cfr-chap-xiii
 
5. REVIEW AND CONSIDER APPROVAL OF HEAD START/EARLY HEAD START COMPREHENSIVE NEEDS ASSESSMENT AND PROGRAM IMPROVEMENT PLAN (Action)
Description:  Included is the information summarizing the 2021-2022 Head Start/Early Head Start Comprehensive Needs Assessment and Program Improvement Plan.  The Head Start performance standards require programs to:
  • conduct a self-assessment that uses program data including child assessment data, and professional development and parent and family engagement data as appropriate, to evaluate the program's progress towards meeting goals, compliance with program performance standards throughout the program year, and the effectiveness of the professional development and family engagement systems in promoting school readiness;
  • communicate and collaborate with the governing body and policy council, program staff, and parents of enrolled children when conducting the annual self-assessment; and
  • submit findings of the self-assessment to the Office of Head Start (OHS).
6. REVIEW AND CONSIDER APPROVAL OF HEAD START/EARLY HEAD START PROGRAM LONG- AND SHORT-RANGE OBJECTIVES FOR 2022-2023
Description:  The Head Start/Early Head Start staff analyzes the self-assessment, child outcomes, community assessment, program outcomes, and program information report to develop new goals and objectives each year.  The program goals and objectives are included.
7. HEAD START/EARLY HEAD START TRANSPORTATION WAIVER REQUESTS (Action and Information)
Description:  Mrs. Leslie Callahan will discuss requests from Head Start/Early Head Start districts regarding transportation waivers.    
8. REVIEW AND CONSIDER PROPOSED HEAD START/EARLY HEAD START BUDGET AMENDMENTS (Action)
9. REVIEW AND CONSIDER PROPOSED HEAD START/EARLY HEAD START COVID-19 CARRYOVER REQUEST 2022-2023 (Action)
10. REVIEW AND CONSIDER APPROVAL OF THE UPDATED REGION 16 ESC REGIONAL STRATEGIC PLAN (Action)
Description:  The updated Region 16 ESC Regional Strategic Plan is included as part of the Annual Report and will be discussed. 
11. REVIEW AND CONSIDER APPROVAL OF UPDATES TO THE REGION 16 POLICY MANUAL (Action)
Description:  Review updated (LEGAL) policies and act on (LOCAL) policies as presented in TASB Update 28, developed for our review and approval update the Region 16 Policy Manual.
12. REVIEW AND CONSIDER APPROVAL OF THE REMOTE WORKPLACE PROGRAM (Action)
Description:  Over the last year, Region 16 has been working on a remote workplace program to respond to the new environment we find ourselves in post-COVID.  The committee assigned to create this program evaluated similar types of programs across the country and then crafted a plan to meet the unique needs of Region 16.  With the input from a variety of stakeholders ranging from executive leadership, supervisors, and staff, we were able to develop a plan that positions Region 16 to be a leader in this new workplace frontier.  The program draft is included.
13. REVIEW AND CONSIDER APPROVAL OF FINANCIAL MATTERS (Action)
13.A. Financial Reports
Description:  Financial Reports through July 2022 are included.  Questions or observations regarding these reports are invited prior to or during the Board meeting.  
13.B. Investment Report
Description:  The Investment Report for the current fiscal year through July 2022 is included.  Questions or observations regarding this report are invited prior to or during the Board meeting. 
14. REVIEW AND CONSIDER APPROVAL OF BUDGET AMENDMENTS AND SPECIAL REVENUE FUNDS FOR 2021-2022 (Action and Information)
14.A. Review and consider Proposed Budget Amendments for 2021-2022 (Action)
Description:  The proposed budget amendments will be presented as a handout during the meeting.
14.B. Special Revenue Funds for 2021-2022 (Information)
Description:  The special revenue funds for 2021-2022 are included.
15. REVIEW AND CONSIDER COMMITMENT OF FUND BALANCE (Action)
Description:  Board Policy CE(LOCAL) states the Board may constrain (commit) resources for specific purposes prior to the end of the fiscal year, though the exact amount may be determined subsequently.
 
15.A. Capital Projects Fund
15.B. Research and Development Fund
15.C. Encumbrances
Description:  Every year, the ESC enters into contractual agreements for goods and services that are unperformed as of the end of the fiscal year.
16. REVIEW AND CONSIDER APPROVAL OF 2022-2023 OFFICIAL BUDGET AND REVIEW INTERNAL SERVICE FUND BUDGETS, AND ENTERPRISE BUDGETS (Action and Information)
16.A. Review and Consider Approval of the Official Budget for 2022-2023 (Action)
16.B. Internal Service Funds and Enterprise Funds for 2022-2023 (Information)
Description:  The internal service funds and enterprise funds for 2022-2023 are included.

 
17. REVIEW AND CONSIDER APPROVAL OF PROPOSAL ITEMS (Action)
Description:  In accordance with Board policy, proposals were received for the following items.  Detailed proposals and recommendations are included.
17.A. Career Guidance Software (CGS-01-08-22)
17.B. Instructional Supplies, Equipment & Software (TexBuy RFP #022-026)
18. REVIEW AND CONSIDER APPROVAL OF PROPOSED COMPENSATION PLAN FOR TECHNOLOGY SERVICES
Description:  Due to the specialized work required and current market trends in the areas of technology services, we are recommending an adjustment to the current paygrade structure to better position Region 16 ESC to recruit and retain specialized staff to meet the needs of our regional school districts.  Since this was not part of the previously approved compensation plan for the 2022-2023 year, we are asking the Board to consider it at this time.
19. ANNUAL REVIEW OF INVESTMENT POLICY (Action)
Description:  In accordance with the Public Funds Investment act, the Board of Directors will annually review the investment strategies and adopt a written instrument stating that it has done so.  A copy of Policy CBF(LOCAL), INVESTMENTS, and the current investment strategy is included for Board review.  A resolution is also included.
20. REVIEW AND CONSIDER APPROVAL OF REGION 16 RISK MANAGEMENT PROGRAM FOR 2022-2023 (Action)
20.A. Worker's Compensation and Unemployment Insurance
Description:  In 2012, the Board approved the continuation of Region 16 ESC's participation in the Texas Association of School Boards (TASB) Risk Management Program for worker's compensation insurance of unemployment insurance conditional on Region 16 ESC executing a Contribution and Coverage Summary document on an annual basis.
20.A.1. Worker's Compensation Insurance (Action)
Description:  Region 16 will pay a fixed cost of $24,414.  Then, based on claims received, Region 16 can be out an additional maximum of $52,241. 
20.A.2. Unemployment Compensation Insurance (Action)
Description:  The current annual rate with TASB is $11,799.  TASB has proposed a new rate for 2022-2023 of $10,973.  TASB continues to provide an outstanding service for us in this area.
20.B. Property and Casualty Insurance (Action)
Description:  Since 2007, property and casualty coverage has been provided to the ESC by Panhandle Insurance Agency (PIA) using the Property Casualty Alliance of Texas (PCAT) cooperative program.  An interlocal agreement with PCAT was executed to officially participate in this program.

This year we did a new RFP for property casualty insurance resulting in TASB RM winning the bid.  The current annual rate with Insurica DFB is $80,608.  For 2022-2023, TASB RM proposed a rate of $99,989.  Therefore, we recommend the board approve our new agreement with TASB RM.
21. PERSONNEL REPORTS (Information)
Description:  Provision is made in the official notification for the calling of a closed session under the provisions of Chapter 551, Subchapter D, Section 551.074 of the Government Code for the discussion of item 21 or 22.  Any action will be taken in open session.
21.A. Employment, Reassignments, Retirements, and Resignations
21.B. Staffing Pattern Report
21.C. Discuss Resolution Related to Emergency Modifications to Existing Policies and the Expenditures of Public Funds During the Governor-Declared State of Disaster (Action)
22. EXECUTIVE DIRECTOR'S REPORT (Information)
22.A. Communications and Correspondence
22.B. Head Start/Early Head Start Self Assessment and Program Planning Information
22.C. Safety and Security Update
22.D. TEA Update
22.E. Legislative Update
22.F. Region 16 Superintendent Update
22.F.1. Follett ISD - Ms. Mollie Howell, Interim
22.G. Region 16 ESC Fall Conference - Shangri La - September 16-19, 2022
22.H. ESC Board Training Opportunities
22.H.1. TASA/TASB txEDCon - September 23-25, 2022 - San Antonio, TX
               Henry B. Gonzalez Convention Center
 
22.H.2. Panhandle Area Association of School Boards (PAASB)
              Thursday, October 6, 2022 - 6:30pm-9:00pm, Bell Street Lecture hall
22.I. Next Regular Board Meeting - October 28, 2022
                    12:00 pm - Lunch - Mezzanine
                    12:30 pm - Region 16 ESC Board of Directors' Meeting - ESC 
                              Board Room
23. ADJOURN (Action)

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