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September 28, 2020 at 6:30 PM - Public Hearing & Regular Meeting

Minutes
1. CALL TO ORDER - Establish Quorum
Discussion:  The meeting was called to order by President Barrera and a quorum was establish.  Time:  6:32 PM
2. FIRST ORDER OF BUSINESS - Welcome - Invocation - Pledge to the Flags
Discussion:  President Barrera welcomed everyone to the meeting.  Pipes led the pledge to the flags and Erwin gave the invocation.  
3. EAGLES SERVING OTHERS / SPECIAL RECOGNITIONS
4. PUBLIC HEARING
4.A. Public Hearing on Accelerated Instruction Effectiveness
Presenter:  Sandra Duree, Deputy Superintendent
Description:  House Bill 5 requires districts to provide Accelerated Instruction to all High School students who fail to perform satisfactorily on the end-of-course exam. Additionally, House Bill 5 mandates that compensatory education funds be used to provide the accelerated instruction and that the district hold a public hearing to communicate the effectiveness of the accelerated instruction. The Accelerated Instruction efforts at Barbers Hill High School continued in the fall and were successful. We were unable to provide our spring tutorials due to COVID-19. Additionally, the STAAR test was not administered Spring 2020. The attached chart reflects the actual intervention, the cost, and the results of the intervention.
4.B. Public Comments on Accelerated Instruction Effectiveness
Discussion:  No one gave public comment on the Accelerated Instruction Effectiveness. 
5. CONSENT AGENDA
Action(s):
I move to approve the consent agenda as provided. This motion, made by Becky Tice and seconded by Benny May, Passed.
No Action(s) have been added to this Agenda Item.
5.A. Application for State Waiver due to missed days related to Hurricane Laura
Presenter:  Barbara Ponder, Assistant Superintendent of Human Resources
Description:  This application allows for the district to apply for a waiver for the three instructional days missed due to Hurricane Laura (August 26 - 28, 2020).  We have two bad weather days built into the calendar so this waiver will cover the third day.

Following approval by the Board of Trustees, this waiver application will be created and submitted to TEA for approval.

 
5.B. Accept cash donation from ExxonMobil Foundation Volunteer Involvement Program
Presenter:  Becky McManus, Assistant Superintendent of Finance
Description:  The ExxonMobil Foundation Volunteer Involvement Program has requested to make a $1,500 cash donation with the condition that it be used for school supplies or to reward staff.  Barbers Hill Elementary North and Elementary South campuses where the volunteers worked will receive the funds.  Policy CDC (Local) delegates to the Superintendent the authority to accept unsolicited gifts on behalf of the District.  However, any gift that the potential donor has expressly made conditional upon the District’s use for a specified purpose, or any gift of real property, shall require Board approval.

Should the Board accept this donation any items purchased with these funds become the sole property of the District.

I recommend the Board accept the cash donation from ExxonMobil Foundation Volunteer Involvement Program.
 
5.C. 4H Resolution
Presenter:  Sandra Duree, Deputy Superintendent
Description:  Barbers Hill has many students who participate in Chambers County 4H Organization activities. Based on Title 19 Administrative Code, Chapter 76.1, pertaining to extra-curricular activities, 4H can be recognized as an eligible extracurricular activity. This allows students participating in 4H activities on school days to be counted in attendance. A resolution to this effect is attached for your approval.
5.D. Minutes - August 24, 2020 Regular Meeting & Budget Workshop
5.E. August 2020 Financial Report
Presenter:  Chelsea McDaniel
Description:  The August 2020 Financial Report is attached for your review.
6. STAFF REPORTS
6.A. Superintendent - Dr. Greg Poole
6.A.1. Enrollment Report and other pertinent district-wide Information
6.B. Deputy Superintendent - Sandra Duree
6.B.1. Return to Excellence, Department Highlights, High School Clubs, and Middle
School Clubs
Presenter:  Sandra Duree, Deputy Superintendent
Description:  Return to Excellence - At the beginning of the 2020-2021 school year, families had the choice to return to the traditional school setting or participate in remote learning. 80% of our students chose the traditional school setting. At the end of the first grading period, students and/or families were given the opportunity to change their placement. Approximately half of our remote students elected to return to the traditional school setting for the second grading period starting September 28, 2020. This means that 90% of our students are back on campus as of today. Our teachers and campus administrators have been heroic in their efforts to accommodate both a traditional and remote learning experience concurrently.

Department Highlights - The District Education Improvement Council (DEIC) had its first meeting for the 2020-2021 school year on Thursday, September 24, 2020. The Staff Development Steering Committee met in September to evaluate the summer staff development program to begin planning for staff needs assessment that will go out in October. A newly formed Parent Advisory Council will meet on September 29th. The SEL Task Force has resumed its meetings to plan for and monitor the implementation of Social & Emotional Learning. The Special Education Task Force will meet early October to continue the work of closing the achievement gap for students with special needs. Finally, the College and Career Ready Task Force has resumed its monthly meetings.

High School Clubs - A complete list of previously approved High School Clubs is attached.

Middle School Clubs - Both Middle School North and Middle School South will continue with the previously approved clubs. A copy is attached.
6.B.2. 2020 Summer Programs Report
Presenter:  Sandra Duree, Deputy Superintendent & Kirven Tillis, Summer School Coordinator
Description:  Three programs were offered during the summer of 2020. The programs were as follows:
              • Credit Recovery
              • English Language Learner (ELL) Program for PreK and Kindergarten
              • Title I Accelerated Instruction for Reading grades K-2

The outcome of these programs were as follows:
              • Credit Recovery - 94% passing; one failed the face-to-face class and 3 did not complete or turn in summer work packets.
              • English Language Learner (ELL) - 100% met expectations
              • Title I - 100% had measurable reading gains
6.C. Assistant Superintendent of Human Resources - Barbara Ponder
6.C.1. Personnel Report
Presenter:  Barbara Ponder
Description:  The chart below summarizes our total staff by department.  I am also including this same information as an attachment as it may be easier to see.
 
Teachers (One is a Part-Time Teacher) 482
Other Professional Staff:
  • Librarians                               
  • Counselors
  • Diagnosticians & LSSP’s
  • Nurses
  • Speech Pathologists
  • Behavior Specialists
  • Instructional Technologists
  • Athletic Trainers & Coordinator         
  • PEIMS Coordinator
  • Payroll Manager         




66
Administrators:
  • Superintendent
  • Deputy & Asst. Superintendents
  • Directors
  • Principals
  • Asst. Principals
  • Academic Deans
  • Curriculum and Special Education Coordinators,
  • Business Manager
  • Safe Schools Coordinator



49
Paraprofessionals:
  • Campus/Department Secretary
  • Registrars
  • Attendance Clerks
  • Counselor’s Clerks
  • Instructional Aides
181
Police Department (Chief and 5 officers) 6
Communications Department - Webmaster and Specialists 3
Maintenance
  • Supervisors & Construction Manager
  • HVAC
  • Craftsmen & Painter
  • Grounds Crew

31
Operations  (Supervisors, Custodial and Warehouse) 67
Technology (Asst. Dir., Network Manager, Systems Specialists,             Technicians & Project Manager)
10
Transportation (Manager, Drivers, Aides, Mechanics, Service Personnel) 57
School Nutrition (Coordinator, Cafeteria Managers, and Workers) 56
TOTAL DISTRICT EMPLOYEES: 1004
 
  Number Percent
Employees living in the District 653 65%
Employees living outside the District 351 35%





 
6.D. Assistant Superintendent of Planning & Operations - Stan Frazier
6.D.1. Planning & Operations, Construction Update, Energy Management, M/T/O, Safety & Warehouse Report
Presenter:  Stan Frazier, Assistant Superintendent of Planning & Operations
Description:  August 2020 Board Report Summary
August 2020 Construction Report
August 2020 Work Order Report
August 2020 Warehouse Activity Report
7. ACTION ITEMS
7.A. Early Notice of Retirement/Resignation Resolution
Presenter:  Barbara Ponder, Assistant Superintendent of Human Resources
Description:  In order for the district to prepare for the assignment of staff for the 2021-2022 school year, we need an accurate count of how many teachers will be returning prior to making those decisions.  We are recommending an incentive to contract personnel to provide early notification of their intention to retire or resign.   After consulting with our attorney, the attached resolution has been prepared for your consideration.
 
Action(s):
I move to approve the Early Notice of Retirement/Resignation Resolution. This motion, made by Fred Skinner and seconded by Becky Tice, Passed.
No Action(s) have been added to this Agenda Item.
7.B. Approval of Tax Levy Ordinance and Resolution for 2020-21
Presenter:  Becky McManus, Assistant Superintendent of Finance
Description:  The attached Tax Levy Ordinance and Resolution is used to adopt the 2020 tax rate.

The maintenance and operations rate of $0.8847 and the interest and sinking rate of $.2698 equals a total rate of $1.1545. This rate is $0.1053 lower than last year’s rate.

The interest and sinking rate will pay principal and interest on fourteen bond issues— 2012 (three), 2013, 2014 (two), 2015, 2016, 2017, 2018 (two), 2019 (two), and 2020. Unless refunded in future years, the issues will be paid off as follows:

2012 $65.4M issue - February 2021
2012 $7.1M issue - February 2029
2012 $7.2M issue - February 2022
2013 $9.4M issue - February 2029
2014 $21.2M issue - February 2030
2014A $28.9M issue - February 2027
2015 $8.8M issue - February 2032
2016 $13.9M issue - February 2037
2017 $45.6M issue - February 2042
2018 $55.6M issue - February 2037
2018a $26.1M issue - February 2025
2019 $60.4M issue - February 2028
2019 $11.9M issue - February 2028
2020 $139.5M issue - February 2042
Action(s):
I move to adopt a maintenance and operations tax rate of $0.8847 and an interest and sinking tax rate of $.2698, as set forth in the 2020-21 Tax Levy Ordinance and Resolution. This motion, made by Fred Skinner and seconded by Eric Davis, Passed.
No Action(s) have been added to this Agenda Item.
7.C. Consider Guaranteed Maximum Price (GMP) amendments to Construction Manager at Risk Contract with Purcell Construction for New Intermediate School North and New Intermediate School South projects
Presenter:  Stan Frazier, Assistant Superintendent of Planning & Operations
Description:  Additional Information and/or Back-Up:
GMP #01 and total costs, as well as Cre8’s Letter of Recommendation, will be presented as handouts at the September 28th board meeting. 

Early Release Packages #01 will include costs for earthwork, civil underground utilities, structural steel purchase and building pad.

Cre8 will discuss their recommendation and respond to questions regarding the award of the Guaranteed Maximum Price (GMP) for this portion of the work. 
Action(s):
I move that the Board approve the Guaranteed Maximum Price (GMP) amendments and total costs as presented for the New Intermediate School North and New Intermediate School South projects, as part of Bond 2020. This motion, made by Clint Pipes and seconded by Fred Skinner, Passed.
No Action(s) have been added to this Agenda Item.
7.D. Discussion and consideration of a resolution approving the purchase of a portion of a 1.277 acre tract in Chambers County out of the Charles Tilton Survey, Abstract NoL 242 for District purposes; authorizing the superintendent to negotiate terms; and other matters related thereto
Presenter:  Becky McManus, Assistant Superintendent of Finance
Description:  The District has the opportunity to purchase a portion of a 1.277 acre parcel that is located adjacent to existing contiguous property in which all school facilities are located. 

The parcel is indicated on the attached maps as well as the Resolution authorizing the purchase of the property at fair market value and authorizes the superintendent to negotiate terms of this transaction.
Action(s):
I move that the Board adopt a resolution approving the purchase of a portion of a 1.277 acre tract in Chambers County out of Charles Tilton Survey, Abstract No: 242 for District purposes; authorizing the superintendent to negotiate terms; and other matters related thereto. This motion, made by Clint Pipes and seconded by Cynthia Erwin, Passed.
No Action(s) have been added to this Agenda Item.
7.E. Consideration and action of purchase of calculators for the High School
Presenter:  Chelsea McDaniel, Business Manager
Description:  Purchase of TI-84 calculators to accommodate class enrollment at the High School for the 20-21 school year. These items were included in the capital budget presentation on 5/18/20 and total approximately $55,000. If approved, calculators will be purchased through one of the district’s purchasing co-operatives.
Action(s):
I move to approve the purchase of calculators to accommodate class enrollment at the high school for the 2020-21 school year. This motion, made by Becky Tice and seconded by Clint Pipes, Passed.
No Action(s) have been added to this Agenda Item.
8. PUBLIC FORUM - Time is set aside to hear comments from the audience regarding agenda items 
Discussion:  Barrera opened the floor for public comments according to district policy BED (LOCAL).  Speakers:  _________
9. ADJOURN TO CLOSED SESSION
Discussion:  Barrera opened the floor for public comments according to district policy BED (LOCAL).  Speakers:  none
Action(s):
I move to go into closed session. Time: 8:00 m. This motion, made by Eric Davis and seconded by Becky Tice, Passed.
No Action(s) have been added to this Agenda Item.
9.A. Texas government Code 551.071: Private consultation with the board’s attorney on all subjects or matter authorized by law
9.B. Texas Government Code 551.074: For the purpose of considering the appointment, employment, resignation, evaluation, reassignment, duties, discipline or dismissal of a public officer or employee
9.C. Texas Government Code 551.074: Discussion of contract recommendations for administrators, teachers and professional support staff
9.D. Texas Government Code 551.072: Discussing purchase, exchange, lease, or value of real property
10. RECONVENE IN OPEN SESSION
Action(s):
I move to reconvene in open session. Time: 8:53pm. This motion, made by Benny May and seconded by Becky Tice, Passed.
No Action(s) have been added to this Agenda Item.
11. ACTION, IF ANY, WHICH MAY BE APPROPRIATE AS A RESULT OF CLOSED SESSION DELIBERATIONS
Action(s):
I move to approve these professional candidates as presented. This motion, made by Fred Skinner and seconded by Benny May, Passed.
No Action(s) have been added to this Agenda Item.
12. ADJOURNMENT
Description: 

_____________________                                 __________________
President of the Board                                      Secretary of the Board

Date:  __________________


(Part of Formal Minutes)

 
Action(s):
I move to adjourn. Time: 8:53pm. This motion, made by Eric Davis and seconded by Clint Pipes, Passed.
No Action(s) have been added to this Agenda Item.
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