Meeting Agenda
1. CALL TO ORDER
2. RECORD OF ATTENDANCE (Information)
3. REVIEW AND CONSIDER APPROVAL OF MINUTES (Action)
4. REVIEW AND CONSIDER APPROVAL OF REGION 16 ESC AUDIT FOR 2024-2025 (Action) 
5. REVIEW AND CONSIDER APPROVAL OF HEAD START/EARLY HEAD START POLICIES (Action)
6. REVIEW THE HEAD START/EARLY HEAD START COMMUNITY NEEDS ASSESSMENT (Information)
7. CALLING OF ELECTION - ESC BOARD OF DIRECTORS (Action)
8. REVIEW AND CONSIDER APPROVAL OF FUND BALANCE COMMITMENTS FOR 2024-2025 (Action)
8.A. Encumbrances - Every year, the center enters into contractual agreements for goods and services that are unperformed as of the end of the fiscal year.
8.B. Capital Projects Fund 
8.C. Research and Development Fund
8.D. Other
9. REGION 16 ESC PROGRAMS AND SERVICES REPORT (Information) 
10. REVIEW INTERLOCAL AGREEMENTS SIGNED BY THE REGION 16 ESC EXECUTIVE DIRECTOR (Information)
10.A. ILAs with Region 10 ESC and Region 20 ESC - Texas School Finance Center
11. REVIEW AND CONSIDER APPROVAL OF FINANCIAL MATTERS (Action) 
11.A. Financial Reports
11.B. Investment Report
12. REVIEW 2025-2026 SPECIAL REVENUE FUNDS (Information) 
13. REVIEW AND CONSIDER APPROVAL OF PROPOSAL ITEMS (Action)
13.A. Job Order Contracting Services for General Construction, HVAC, and Roofing (TexBuy RFP #026-086)
13.B. Professional Development and Keynote Services (RFP #PD-024A-010)
13.C. Subject Matter Expert Consulting and Coaching Services 2024 (RFP #PD-24B-010)
13.D. ESC Region 16 - Amarillo - Leased Lit Services RFP - FCC 470 Form (260007382)
14. REVIEW AND CONSIDER APPROVAL OF REQUESTS FOR OFFERS (Action) 
14.A. Sponsorship for Region 16 ESC Escalate Leadership Development and Coaching Academies (RFO #R16-01-26)
15. REVIEW AND CONSIDER APPROVAL OF DONATIONS (Action)
16. REVIEW AND CONSIDER APPROVAL OF ASSOCIATION OF EDUCATIONAL PURCHASING AGENCIES (AEPA) RECOMMENDED VENDORS FOR PARTICIPATION IN THE TEXBUY PURCHASING COOPERATIVE (Action) 
 
16.A.     Furniture Solutions (AEPA 026-A)
     1.  Quill LLC
     2.  National Business Furniture
     3.  School Specialty
     4.  Lakeshore Learning
     5.  AmTab
     6.  Demco
 
16.B.      Health & Wellness (AEPA 026-B)
     1.  School Health Corporation
     2.  Qull LLLC
     3.  Medline Industries, LP
     4.  School Nurse Supply, Inc.
     5.  TinyEYE Therapy Services
     6.  Neuralign
16.C.      LED Lighting (AEPA 026-C)
     1.  ATG Electronics
     2.  EcoLite Holdings LLC
     3.  Ikio LED Lighting
16.D.      Technology Catalog Bid (AEPA 026-D)
     1.  CDWG
     2.  SHI
16.E.      Student Transportation Services (AEPA 026-E)
     1.  First Student
     2.  EverDriven
     3.  Highland Fleet
16.F.      EMS Supplies and Equipment (AEPA 026-F)
     1.  Medline
     2.  School Health
16.G.      HVAC and Mechanical Products and Installation (AEPA 026-G)
     1.  Varitec Controls & Service Solutions
 
17. PERSONNEL REPORTS (Information)
17.A. Employment, Reassignments, Retirements, and Resignations
17.B. Staffing Pattern Report
17.C. Unpaid Leave Local Regulation
18. EXECUTIVE DIRECTOR'S REPORT (Information)
18.A. EXTRAordinary Customer Service
18.B. Head Start/Early Head Start Policy Council Meeting Information
18.B.1. October 29, 2025 Agenda and Minutes
18.B.2. December 3, 2025 - Agenda and Minutes
18.C. Strategic Planning Update
18.D. TEA Update
18.D.1. November 14, 2025 Deep Dive Virtual Visit
18.D.2. March 4, 2026 on-site Deep Dive Visit
18.E. Legislative Update
18.F. Academic Update
18.G. Region 16 Superintendent Update
18.G.1. Clarendon ISD - Mr. Rick Teran - Long-term Interim
18.G.2. Happy ISD - Mr. Kevin Richardson
18.H. ESC General Updates
18.I. ESC Board Training Opportunities
18.I.1. PAASB Meeting - April 2, 2026
Dinner - 6:30 PM
Lecture Hall - 7:00 PM
18.J. Next Regular Board Meeting - Friday, March 13, 2026
12:00 pm - Lunch - Mezzanine
12:30 pm - Board of Directors' Meeting - Region 16 Board Room
19. ADJOURN (Action)
Agenda Item Details Reload Your Meeting
Meeting: January 16, 2026 at 12:30 PM - Regular
Subject:
1. CALL TO ORDER
Description:
Mr. David Schaeffer, Chairman, will call the meeting to order. 
Subject:
2. RECORD OF ATTENDANCE (Information)
Subject:
3. REVIEW AND CONSIDER APPROVAL OF MINUTES (Action)
Description:
A copy of the minutes of the October 25, 2024, regular meeting is included in this agenda. 
Subject:
4. REVIEW AND CONSIDER APPROVAL OF REGION 16 ESC AUDIT FOR 2024-2025 (Action) 
Description:
The Audit Report for 2024-2025 is complete; a copy is provided for your review.  A representative from Bolinger, Segars, Gilbert, and Moss LLP will be present at the Board meeting to provide an overview of the audit and address any questions or concerns. 
Subject:
5. REVIEW AND CONSIDER APPROVAL OF HEAD START/EARLY HEAD START POLICIES (Action)
Description:
The Head Start Performance Standards (45 CFR) state that the Governing Body must approve or disapprove of the following updated policies and procedures:

Policy Council Composition and Selection (Governance - 45 CFR Part(s): 1301.3; Section 642(C)(2)(B)
Recruitment (ERSEA - 45 CFR Part(s): 1302.13)
Subject:
6. REVIEW THE HEAD START/EARLY HEAD START COMMUNITY NEEDS ASSESSMENT (Information)
Description:
Mrs. Leslie Callahan will review the 2024 Community Needs Assessment, as requested by the Office of Head Start/Early Head Start.  The needs assessment is updated every 5 years, with the most recent from 2024.  
Subject:
7. CALLING OF ELECTION - ESC BOARD OF DIRECTORS (Action)
Description:
The terms of office for the following places on the Region 16 Board of Directors expires on May 31, 2026.

Place 4 - Mr. Justin T. Smith (Miami) - Counties of Hansford, Hemphill, Hutchison, Lipscome, Ochiltree, & Roberts

Place 5 - Mrs. Kathleen Morris (Amarillo) - That part of Potter & Randall Counties in the boundaries of AISD

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

Included in this agenda: 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 ESC Board has determined that no election will be held.
Subject:
8. REVIEW AND CONSIDER APPROVAL OF FUND BALANCE COMMITMENTS FOR 2024-2025 (Action)
Description:
At the August 22, 2025 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:
Subject:
8.A. Encumbrances - Every year, the center enters into contractual agreements for goods and services that are unperformed as of the end of the fiscal year.
Description:
$1,218,808
Subject:
8.B. Capital Projects Fund 
Description:
$4,000,000
Subject:
8.C. Research and Development Fund
Description:
$3.000.000
Subject:
8.D. Other
Description:
$450,000
Subject:
9. REGION 16 ESC PROGRAMS AND SERVICES REPORT (Information) 
Description:
Region 16 ESC programs and services highlights will be presented.
Subject:
10. REVIEW INTERLOCAL AGREEMENTS SIGNED BY THE REGION 16 ESC EXECUTIVE DIRECTOR (Information)
Description:
The following interlocal agreements will be reviewed as information.

In the September 30, 2024 Special Meeting, the Region 16 ESC Board of Directors delegated authority to the Executive Director to approve and enter into local agreements with the Texas Education Agency, other state agencies, other regional Education Service Centers, and Texas school districts and charter schools.
Subject:
10.A. ILAs with Region 10 ESC and Region 20 ESC - Texas School Finance Center
Subject:
11. REVIEW AND CONSIDER APPROVAL OF FINANCIAL MATTERS (Action) 
Subject:
11.A. Financial Reports
Description:
Copies of the Financial Report as of November 2025 are included.  Questions or observations regarding these reports are invited prior to or during the Board meeting.
Subject:
11.B. Investment Report
Description:
The Investment Report for the fiscal year through November 2025 is included.  Questions or observations regarding this report are invited prior to or during the Board meeting.
Subject:
12. REVIEW 2025-2026 SPECIAL REVENUE FUNDS (Information) 
Description:
The special revenue funds will be reviewed as information. 
Subject:
13. 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 presented.  
Subject:
13.A. Job Order Contracting Services for General Construction, HVAC, and Roofing (TexBuy RFP #026-086)
Subject:
13.B. Professional Development and Keynote Services (RFP #PD-024A-010)
Subject:
13.C. Subject Matter Expert Consulting and Coaching Services 2024 (RFP #PD-24B-010)
Subject:
13.D. ESC Region 16 - Amarillo - Leased Lit Services RFP - FCC 470 Form (260007382)
Subject:
14. REVIEW AND CONSIDER APPROVAL OF REQUESTS FOR OFFERS (Action) 
Subject:
14.A. Sponsorship for Region 16 ESC Escalate Leadership Development and Coaching Academies (RFO #R16-01-26)
Subject:
15. REVIEW AND CONSIDER APPROVAL OF DONATIONS (Action)
Description:
Lowes Home Centers, LLC expressed interest in donating three Christmas trees to Head Start/Early Head Start, valued at $1,119.31. 

Happy State Bank expressed interest in donating a coffee cart for the Cleveland and Nelson Staff, valued at $325.00.
Subject:
16. REVIEW AND CONSIDER APPROVAL OF ASSOCIATION OF EDUCATIONAL PURCHASING AGENCIES (AEPA) RECOMMENDED VENDORS FOR PARTICIPATION IN THE TEXBUY PURCHASING COOPERATIVE (Action) 
 
Description:
In December 2025, AEPA held a conference to review, evaluate, and approve 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 entering into contract.  

AEPA recommended the following vendors for the ESC to consider.  Detailed AEPA evaluation documents are presented.
Subject:
16.A.     Furniture Solutions (AEPA 026-A)
     1.  Quill LLC
     2.  National Business Furniture
     3.  School Specialty
     4.  Lakeshore Learning
     5.  AmTab
     6.  Demco
 
Subject:
16.B.      Health & Wellness (AEPA 026-B)
     1.  School Health Corporation
     2.  Qull LLLC
     3.  Medline Industries, LP
     4.  School Nurse Supply, Inc.
     5.  TinyEYE Therapy Services
     6.  Neuralign
Subject:
16.C.      LED Lighting (AEPA 026-C)
     1.  ATG Electronics
     2.  EcoLite Holdings LLC
     3.  Ikio LED Lighting
Subject:
16.D.      Technology Catalog Bid (AEPA 026-D)
     1.  CDWG
     2.  SHI
Subject:
16.E.      Student Transportation Services (AEPA 026-E)
     1.  First Student
     2.  EverDriven
     3.  Highland Fleet
Subject:
16.F.      EMS Supplies and Equipment (AEPA 026-F)
     1.  Medline
     2.  School Health
Subject:
16.G.      HVAC and Mechanical Products and Installation (AEPA 026-G)
     1.  Varitec Controls & Service Solutions
 
Subject:
17. PERSONNEL REPORTS (Information)
Subject:
17.A. Employment, Reassignments, Retirements, and Resignations
Subject:
17.B. Staffing Pattern Report
Subject:
17.C. Unpaid Leave Local Regulation
Subject:
18. EXECUTIVE DIRECTOR'S REPORT (Information)
Subject:
18.A. EXTRAordinary Customer Service
Subject:
18.B. Head Start/Early Head Start Policy Council Meeting Information
Subject:
18.B.1. October 29, 2025 Agenda and Minutes
Subject:
18.B.2. December 3, 2025 - Agenda and Minutes
Subject:
18.C. Strategic Planning Update
Subject:
18.D. TEA Update
Subject:
18.D.1. November 14, 2025 Deep Dive Virtual Visit
Subject:
18.D.2. March 4, 2026 on-site Deep Dive Visit
Subject:
18.E. Legislative Update
Subject:
18.F. Academic Update
Subject:
18.G. Region 16 Superintendent Update
Subject:
18.G.1. Clarendon ISD - Mr. Rick Teran - Long-term Interim
Subject:
18.G.2. Happy ISD - Mr. Kevin Richardson
Subject:
18.H. ESC General Updates
Subject:
18.I. ESC Board Training Opportunities
Subject:
18.I.1. PAASB Meeting - April 2, 2026
Dinner - 6:30 PM
Lecture Hall - 7:00 PM
Subject:
18.J. Next Regular Board Meeting - Friday, March 13, 2026
12:00 pm - Lunch - Mezzanine
12:30 pm - Board of Directors' Meeting - Region 16 Board Room
Subject:
19. ADJOURN (Action)

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