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October 26, 2020 at 6:30 PM - Regular Meeting

Minutes
1. CALL TO ORDER - Establish Quorum
Discussion:  The meeting was called to order by President Barrera and a quorum was established at 6:31 pm.
2. FIRST ORDER OF BUSINESS - Welcome - Invocation - Pledge to the Flags
Discussion: 
President Barrera welcomed everyone to the meeting.  Davis led the pledge to the flags and Skinner gave the invocation.  

 
3. EAGLES SERVING OTHERS / SPECIAL RECOGNITIONS
4. CONSENT AGENDA
Description:  Minutes - September 28, 2020 Public Hearing & Regular Meeting
September 2020 Financial Report
Approval of Tax refunds over $500
Accept cash donation from Exxon Mobil Corporation
Accept cash donation from the City of Mont Belvieu
Approval of Budget Amendment
Action(s):
I move to approve the consent agenda as presented. This motion, made by Becky Tice and seconded by Benny May, Passed.
No Action(s) have been added to this Agenda Item.
4.A. Minutes - September 28, 2020 Public Hearing & Regular Meeting
4.B. September 2020 Financial Report
Presenter:  Chelsea McDaniel
Description:  The September 2020 Financial Report is attached for your review.
4.C. Approval of tax refunds over $500
Presenter:  Becky McManus, Assistant Superintendent of Finance
Description:  Approval of tax refunds over $500 due to an overpayment, erroneous payment, or a correction to the tax roll made by the Chambers County Appraisal District in compliance with section 31.11 of the Texas Tax Code.
4.D. Accept a cash donation from Exxon Mobil Corporation
Presenter:  Becky McManus, Assistant Superintendent of Finance
Description:  Exxon Mobil Corporation has requested to make a $2,500 cash donation with the condition that it be used for the Science, Technology, Engineering and Math (STEM) program.  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 Exxon Mobil Corporation.
4.E. Accept a cash donation from the City of Mont Belvieu
Presenter:  Becky McManus, Assistant Superintendent of Finance
Description:  The City of Mont Belvieu has requested to make a $1,000 cash donation with the condition that it be used for underprivileged BH students.  The funds will be managed by the Assistant Superintendent of Curriculum and Instruction with the assistance of the District’s social worker.  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 the City of Mont Belvieu.
4.F. Approval of Budget Amendment
Presenter:  Becky McManus, Assistant Superintendent of Finance
Description:  The following budget amendment is recommended for the General Fund to amend revenue budgets for 2020-21.

We have received additional information on tax collections and supplemental and hold harmless payments related to our Chapter 313 Agreements.  Attached are details of the budget amendment for your review.
5. STAFF REPORTS
5.A. Superintendent - Dr. Greg Poole
5.A.1. Enrollment Report and other pertinent district-wide Information
5.B. Deputy Superintendent - Sandra Duree
5.B.1. DEIC Update and District Improvement Plan
Presenter:  Sandra Duree, Deputy Superintendent
Description:  DEIC Update - The DEIC, District Educational Improvement Council, met in late September to discuss the roles and responsibilities of the DEIC, review the District Improvement Plan, and to address district initiatives. A list of DEIC members is attached.

District Improvement Plan - The District Improvement Plan is a document that specifies the district’s goals, objectives, and strategies to further the education of the students in BHISD.  A copy of the District Improvement Plan is attached.
5.C. Assistant Superintendent of Finance - Becky McManus
5.C.1. Policy CE (Local) Unassigned Fund Balance Compliance
Presenter:  Becky McManus, Assistant Superintendent of Finance
Description:  Policy CE (local) requires the Superintendent or designee to annually calculate and verify to the Board the District’s compliance with this policy’s requirement to maintain an unassigned fund balance equal to or greater than 20 percent of the combined budgeted expenditures of the District general fund.  

The calculation to test this requirement is below for your review.

   97,101,643     2020-21  Budgeted Expenditures for General Fund
X            20%    Target
$ 19,420,329   20% Target Unassigned Fund Balance

$ 29,040,176    2019-20 Unassigned Fund Balance for General Fund
                                 (per audited financial statements)

Barbers Hill ISD’s actual 2019-20 unassigned fund balance was $29,040,176, which is 29.9% of our 2020-21 budgeted expenditures and therefore in compliance with CE (local) policy.
 
5.C.2. CARES Act Funding Update
Presenter:  Chelsea McDaniel, Business Manager
Description: 
Funds received to date:    
ESSER Grant  $  266,887 Partial reimbursement for of technology equipment purchased in Spring 2020
Medicare Provider Relief Funds        10,921 To supplement lost SHARS revenue due to school closures
Total  $  277,808  

Pending:

Coronavirus Relief Fund for LEAs
These funds are administered by TDEM and will reimburse up to $250 per SCE student for distance learning expenses incurred March 1, 2020 through May 20, 2020. We submitted our application in September. Based on our current understanding, our estimated reimbursement amount will range between $50,000 and $350,000.


Operation Connectivity Prior Purchase Reimbursement Program
This program will provide reimbursement funding to eligible LEAs for technology-related purchases made to serve students and staff during the COVID-19 pandemic.  The details of this program are still pending release from TEA.
5.D. Assistant Superintendent of Human Resources - Barbara Ponder
5.D.1. Human Resources Report
Presenter:  Barbara Ponder, Assistant Superintendent of Human Resources
Description:  The Personnel Department Report:
  1. All BHISD employees have completed their annual training through the Safe Schools Program. 
  2. The TASB Salary Survey is complete and has been submitted.  Results will be available in mid-January.
  3. Teacher attendance rates for the first six weeks are listed below.  District teacher attendance rate is 98.3%!  Congratulations to Middle School South for winning the competition for the first six weeks with a of 99.0% attendance rate!
 
Employee Sick, Family Sick, Personal Business Leave
         
Campus # of Employees # of Days Absent Absentee Rate % Over/Under District Avg.
Pre-K Center 39 28.5 2.7% +1.0%
Early Childhood Center 98 41.5 1.6% -0.1%
Elementary North 90 42 1.7% N/A
Elementary South 82 40.5 1.8% +0.1%
Middle School North 69 27 1.4% -0.3%
Middle School South 67 18.5 1.0% -0.7%
High School 143 89 2.3% +0.6%
*DAEP 2 0.5 0.9% N/A
District Totals 551 259 1.7%  
Maternity Leave & FMLA Leave have been removed      
5.E. Assistant Superintendent of Planning & Operations - Stan Frazier
5.E.1. Planning & Operations, Construction Update, Energy Management, M/T/O, Safety Report and BHISD 3-YR Safety & Security Audit 
Presenter:  Stan Frazier , Assistant Superintendent of Planning & Operations
Description:  Sept. 2020 Board Report Summary
Sept. 2020 Construction Report
Sept. 2020 Work Order Graph
Sept 2020 Warehouse Activity Report
Sept 2020 -  BHISD 3-YR Safety & Security Audit 
6. GENERAL DISCUSSION
7. ACTION ITEMS
7.A. Consideration and possible action on a Resolution of the Board of Trustees of the Barbers Hill Independent School District Approving a One-Time Incentive Payment for Eligible District Employees for the 2020-21 School Year
Presenter:  Dr. Greg Poole, Superintendent
Description:  To be discussed Monday evening.
Action(s):
I move to adopt the Resolution of the Board of Trustees of the Barbers Hill Independent School District Approving a One-Time Incentive Payment for Eligible District Employees for the 2020-21 School Year with the following revision. Employees who are employed with BHISD on October 26, 2020 will be eligible for this incentive. This motion, made by Eric Davis and seconded by Cynthia Erwin, Passed.
No Action(s) have been added to this Agenda Item.
7.B. Consideration and action of Proclamation 2021 Instructional Materials Selection Committee
Presenter:  Sandra Duree, Deputy Superintendent, Linda Gerhart, Coordinator State & Federal Programs
Description:  Based on Proclamation 2021, the proposed Instructional Materials Committee for the 2020-2021 school year is listed below. These representatives were recommended by campus Administration. This committee will be responsible for the evaluation and recommendation of materials for Pre-Kindergarten Systems.

Eloi Acosta - PK Bilingual Ed
Angela Cox - PK Teacher
Mackenzie Schiffbauer - PK Special Ed
Natalie Simpson - Tuition PK
Action(s):
I move to approve the Instructional Materials Committee for the 2020-2021 school year. This motion, made by Clint Pipes and seconded by Cynthia Erwin, Passed.
No Action(s) have been added to this Agenda Item.
7.C. Consideration and action of expansion of Traditional Learning Platform
Presenter:  Sandra Duree, Deputy Superintendent
Description:  For the past nine weeks, we have demonstrated that our extensive safety protocols are working in our traditional classrooms.  Less than half of one percent of our students have contracted Covid-19 and transmission at school is almost non-detectable. As verified by the medical community, we know the benefits of face-to-face instruction far outweigh those of remote learning.  To that point, the BHISD failure rate among remote learners is three times higher than that of our students participating in traditional learning. 

We are recommending that remote learning end at the end of this six weeks, and that traditional face-to-face learning resumes for all students on November 2, 2020. 

Remote learning was offered to our families as a short-term solution for at-home learning. There are long-term on-line programs that might better meet the needs of families needing a long-term solution such as virtual academies.  In addition, there are other school districts in which our students could enroll such as La Porte ISD.  Options for students desiring to remain in remote learning were provided to our families. 

In addition, families with extreme medical extenuating circumstances can apply for a waiver.  This waiver would allow them to participate in on-line learning.  We are currently exploring various options that would be sustainable for the remainder of the year for families that have significant extenuating medical conditions.
Action(s):
We recommend that Barbers Hill ISD end the remote learning platform for all students unless they meet the medical exemption criteria. This motion, made by Cynthia Erwin and seconded by Becky Tice, Passed.
No Action(s) have been added to this Agenda Item.
7.D. Consideration and action to engage MuseWork for professional design services for the Hall of Honor and Museum
Presenter:  Becky McManus, Assistant Superintendent of Finance
Description:  The District recommends engaging MuseWork for professional services related to design for the new Hall of History Museum exhibits which will be housed in the new Leadership Support Center. MuseWork will provide professional design development consisting of writing the content for each museum exhibit, graphic design of the exhibits and associated CAD drawings for all fixtures, casework, AV production and coding of interactive exhibits for phase 2 of this project for a cost of $194,500. A copy of the draft contract is attached for your review.

We will competitively procure the third phase of this design-build project upon completing of the planning and design phases. The City of Mont Belvieu will reimburse the district half of all costs associated with the design, fabrication, and installation of museum elements.
Action(s):
I move to engage MuseWork for professional design services for the Hall of Honor and Museum. This motion, made by Clint Pipes and seconded by Eric Davis, Passed.
No Action(s) have been added to this Agenda Item.
7.E. Consideration and action of the Annual Financial Audit and Compliance Report for fiscal year ended June 30, 2020
Presenter:  Becky McManus and Greg Peterson, Weaver and Tidwell, L.L.P.
Description:  Greg Peterson of Weaver and Tidwell, L.L.P., will present the Annual Financial Audit and Compliance Report for fiscal year ended June 30, 2020.

(Audit Report delivered to Trustees under separate cover.)
Action(s):
I move to approve the Annual Financial Audit and Compliance Report for fiscal year ended June 30, 2020. This motion, made by Becky Tice and seconded by Clint Pipes, Passed.
No Action(s) have been added to this Agenda Item.
7.F. Consideration and action of a Resolution to Designate Authorized Signers for Certificate of Deposit at Prosperity Bank
Presenter:  Becky McManus, Assistant Superintendent of Finance
Description:  The designated signers for the Certificate of Deposit at Prosperity Bank will be as follows:

Greg Poole—Superintendent
Becky McManus—Investment Officer
Chelsea McDaniel—Business Manager
Action(s):
I move to approve the Resolution to Designate Authorized Signers for Certificate of Deposit at Prosperity Bank as presented. This motion, made by Becky Tice and seconded by Benny May, Passed.
No Action(s) have been added to this Agenda Item.
7.G. Consideration and action on MEP and HVAC Upgrades at MSN at ESS Utilizing Job Order Contracting as the Procurement Method
Presenter:  Stan Frazier , Assistant Superintendent of Planning & Operations
Description:  Attached is the Letter of Recommendation from LEAF Engineers, the Job Order Contract proposals for both projects from Construction Masters of Houston as well as the costs breakdown of both projects using RS Means Unit Price Houston City Cost Index.  The last page is a line item itemization of both projects, soft costs and total of both. The Job Order Contracts are awarded through Harris County Department of Education/Choice Partners Interlocal Purchasing Co-op, contract 20/017MR-05.

The MSN Competition Gym HVAC project consist of replacing two 20-ton Rooftop Packaged Units with two 32-ton Rooftop Packaged Units.  These existing units are approaching 15 years having been through 3-hurricanes and have significant water damage preventing them from proper cooling and heating.  The new units meet the new ASHRAE standard for fresh air intake, which will improve indoor air quality and aid with COVID-19 prevention.  There is a sixteen-week lead-time for these units and to avoid disruption of the space we are scheduling a summer installation.  

The current ESS Kitchen Commercial Hot Water Heater is the original and is no longer feasible to repair to maintain proper functionality due to unavailability of repair parts.  This serves the entire ESS kitchen and custodial mop sinks.  Upon approval, we will schedule the installation for this Christmas break to avoid any disruptions.
Action(s):
I move to approve the proposed Job Order Contracts from Construction Masters of Houston as presented. This motion, made by Becky Tice and seconded by Eric Davis, Passed.
No Action(s) have been added to this Agenda Item.
7.H. Consideration and action on Intermediate School North Entry Drive Relocation Change Order No. 01 to Package 01 Guaranteed Maximum Price (GMP) and Total Costs as Part of Bond 2020
Presenter:  Stan Frazier , Assistant Superintendent of Planning & Operations
Description:  Attached is the Cre8 letter of recommendation, Purcell Construction GMP for the Change Order Amount, and the AIA Change Order Form to be executed upon approval. 
This is for relocating the entry drive back to the original location between the Animal Control Center and the Water Treatment Center on BHISD property.  The location moved from was between the Tennis Courts and the City Maintenance property, as was presented last month.  The difference in price is primarily from the bridge crossing over Cotton Bayou. 
Action(s):
I move to approve the proposed Change Order No. 01 Guaranteed Maximum Price (GMP) for the Intermediate School North Perry Road entry drive location. This motion, made by Fred Skinner and seconded by Becky Tice, Passed.
No Action(s) have been added to this Agenda Item.
7.I. Consideration and action on Leadership Support Center Change Order No. 02 Guaranteed Maximum Price (GMP) and Total Costs as Part of Bond 2020 for Slate Roof Tiles in lieu of Castletop Metal Tiles
Presenter:  Stan Frazier , Assistant Superintendent of Planning & Operations
Description:  Information will be presented at the Board Meeting from PBK and PCI regarding upgrading to slate roofing tiles consistent with the original HS building.  Pricing and associated work to accommodate the slate tiles and any impacts to the schedule will be addressed.
Action(s):
I move to approve the proposed Change Order No. 02 Guaranteed Maximum Price (GMP) for the Leadership Support Center slate roofing tiles as presented. This motion, made by Cynthia Erwin and seconded by Fred Skinner, 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).  No one spoke.
9. ADJOURN TO CLOSED SESSION
Action(s):
I move to go into closed session. The time is 8:12 pm. This motion, made by Benny May 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
10. RECONVENE IN OPEN SESSION
Action(s):
I move to reconvene in open session. The time is 9:18 pm. This motion, made by Fred Skinner and seconded by Clint Pipes, 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 believe I speak for all of the Board members when I say that, based on communications with constituents and community members as well as our own experience, we believe that the dress and grooming code, specifically including the hair length regulation, reflect community standards and serve the purposes stated in the Student Handbook and in Policy FNCA (LOCAL). These purposes are "to teach grooming and hygiene, instill discipline, maintain a safe and positive learning environment, prevent disruption, avoid safety hazards, and teach respect for authority." However, in view of the ruling by the court indicating legal concerns with respect to the BHISD dress and grooming code, I would like to recommend that the Administration undertake a study of the BHISD hair length regulation, grooming code, and dress code. My recommendation is that the administration look at the hair length regulation, grooming code, and dress code and determine whether these regulations continue to serve the purposes the Board identified in Policy FNCA (LOCAL) and whether these regulations continue to reflect community standards. This recommendation is to study these issues and report back to the Board about these regulations, keeping in mind the mission of the district to prepare the students of Barbers Hill for future success after graduation. This motion, made by Eric Davis and seconded by Clint Pipes, 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. The time is 9:20 pm. This motion, made by Becky Tice and seconded by Cynthia Erwin, Passed.
No Action(s) have been added to this Agenda Item.
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