REGULAR MEETING OF THE
WHITE SETTLEMENT I.S.D. BOARD OF TRUSTEES
TUESDAY, MAY 9, 2017
ADMINISTRATION BUILDING – 5:30 P.M.
ORDER OF BUSINESS
CALL TO ORDER/ROLL CALL MR. RANDY ARMSTRONG, PRESIDENT
A. CLOSED MEETING (TX. GOVT.CODE 551.071/551.072/551.074/551.082)
3. REQUESTS FOR LEAVE OF ABSENCE
4. DISCUSS PURCHASE, EXCHANGE, LEASE, OR VALUE OF REAL PROPERTY
5. CONSULTATION WITH BOARD ATTORNEY
6. OTHER ITEMS CONCERNING PERSONNEL
B. RECONVENE FOR OPEN MEETING (7:00 P.M.)
C. INTRODUCTION OF MEETING AND PLEDGE OF ALLEGIANCE
D. OPEN FORUM
E. INFORMATION ITEMS
1. SUPERINTENDENT’S REPORT
a. Financial Update
1) Booster Club Update
2) Notify Board of Trustees that Property Previously Approved for Sale was not Purchased
b. Instructional Update
F. CONSENT ITEMS (All items listed under this subheading will be adopted with one motion
unless they are removed from the Consent Agenda by a Trustee or the Superintendent for discussion.)
G. SEPARATE ITEMS
H. CONSIDER ITEMS DISCUSSED IN CLOSED MEETING
A. CLOSED MEETING (551.071/.072/.074/.082)
3. Requests for Leave of Absence
4. Discuss Purchase, Exchange, Lease, or Value of Real Property
5. Consultation with Board Attorney
6. Other Items Concerning Personnel
Specific information regarding the above personnel is included in the “Personnel” section of your document. Information on personnel recommended after the online delivery, but prior to Tuesday night's meeting, will be e-mailed no later than Monday at 12:00 P.M.
If you have any questions regarding the personnel information, please contact me prior to the board meeting so that I can discuss it with you.
The Board of Trustees is requested to approve all personnel items as presented.
Approval of Minutes of April 18, 2017
The Board of Trustees met in regular session on April 18, 2017. On the following pages, please find the minutes of April 18, 2017 for your review.
The Board of Trustees is requested to approve the minutes of April 18, 2017 as presented.
WHITE SETTLEMENT INDEPENDENT SCHOOL DISTRICT
APRIL 18, 2017
The Board of Trustees of the White Settlement Independent School District met in regular session on April 18, 2017, in the Board Room of the WSISD Administration Building. The meeting agenda was posted as required by Texas Government Code 551.051/551.056.
Mr. Randy Armstrong, Mr. John Bradley, Ms. Melissa Brown, Mr. Ben Davis, Mr. Glen Lowry, and Ms. Amanda Sanchez
School Officials Present
Mr. Frank Molinar, Mr. David Bitters, Mr. Chris Jenkins, and Mr. J. B. Morgan, Attorney.
Following roll call and the announcement by the Board President that six members of the Board of Trustees present constitutes a quorum; the Board convened to closed session at 5:30 p.m.
The open meeting began at 7:07 p.m.
The Board President announced that the six members of the Board of Trustees present constitutes a quorum.
No one was present who wished to address the Board.
Mr. David Bitters, Assistant Superintendent of Finance and Operations, gave a financial update to the Board with a year to date budget analysis as of March 31, 2017.
Mr. Chris Jenkins, Assistant Superintendent of Curriculum, Instruction, and Administrative Services, introduced Mr. Michael Pogue, Special Programs Director, who introduced the Transition Center Coordinator, Mandy Jenkins, and the Transition Center teachers, Laurie Cervantes and John Palmer. Mr. Pogue reported that they presented “A Call to Build a Transition Center” at the 2017 Texas Transition Conference in Houston, Texas. They showed a video of the students in the program and explained that the students are exposed to a variety of experiences while being taught social skills, vocational training and job preparation, self-care, and how to react to real life adult situations. Ms. Jenkins stated that since the presentation at the Texas Transition Conference, many other districts have shown interest in the WSISD Transition Center requesting information about how they began and the progress they have made through the past years. Mr. Pogue and Ms. Jenkins have scheduled visits and tours from other districts.
Following the recommendation by the superintendent, the motion was made by Ms. Melissa Brown and seconded by Mr. Ben Davis to approve the consent items as presented:
Minutes of March 30, 2017
Software Vendor for Online Student Software
RDP #20170331 Trade Services
Revision to WSISD Flexible Benefits Plan
Vendor for Copier Lease Agreement Update
Joint Election Agreement with Tarrant County Elections
Motion carried with 6 Ayes, 0 Nays.
Vendor for Transportation Services
Mr. David Bitters, Assistant Superintendent of Finance and Operations, introduced Mr. Richard Templeton of Gold Star Transit Company who explained that Gold Star provides a positive and safe environment on the bus for students by recruiting and training the best drivers and monitors.
Following review of the contract by the district’s attorney, Mr. J.B. Morgan and the recommendation by the superintendent, the motion was made by Mr. John Bradley
and seconded by Mr. Glen Lowry to approve the three-year contract with Gold Star Transit Company to provide Transportation Services as presented. Motion carried with 6 Ayes, 0 Nays.
Custodian Contract with GCA
Mr. David Bitters, Assistant Superintendent of Finance and Operations explained the addendum to the agreement with GCA reflects an increase of 2.7% CPI (consumer price index for 2016), or $40,110 with $23,995 for employee pay increases, and $6,720 for additional supplies requested bringing the total agreement price for a 12 month period to $1,556,415 adding additional expense for the budget in the amount of $70,826. Following the recommendation by the superintendent, the motion was made by Ms. Melissa Brown and seconded by Ms. Amanda Sanchez to approve the Third Addendum to the GCA agreement for contracted services as presented. Motion carried with 6 Ayes, 0 Nays.
PLC Modular Building
Mr. David Bitters, Assistant Superintendent of Finance and Operations, explained that the staff of Professional Learning Center will relocate to Administration Building property at 401 South Cherry Lane to a 56’ x 66’ modular building to be located south of the Administration Building and constructed by Palomar Modular Building, member of BuyBoard, at a cost of $179,000.
Following the recommendation by the superintendent, the motion was made by Ms. Amanda Sanchez and seconded by Mr. John Bradley to approve the purchase of modular building from Palomar Modular Building as presented. Motion carried with 6 Ayes, 0 Nays.
Following the recommendation made by the superintendent, the motion was made by Mr. Glen Lowry and seconded by Ms. Melissa Brown to accept the resignations of Bonnie Blan, Amber Evans, Bryan Muschalek, and Charlene Wilson; to accept the letter of retirement of Steve Foster, and to approve the contract extensions of Christina Foster and Kecia Johnson as presented.
Motion carried with 6 Ayes, 0 Nays.
Meeting adjourned at 8:12 p.m.
Approval of Monthly School Expenditures
The monthly listing of school expenditures is presented for the Board’s review in the “FINANCIAL REPORTS” section.
The Board of Trustees is requested to approve monthly expenditures for April 2017 as presented.
Consider Amendments to the 2016-2018 General Fund Budget
The proposed amended budget includes:
1. Add $2,000 to function 12 library books to replace books lost and damaged during the year; the revenue received will offset the expense.
2. Add $5,000 Function 36 to cover past district expenses for the remainder of the school year.
3. Add $64,000 to State Revenue TRS On-Behalf; Expense offsets the revenue.
4. Move payroll and payroll expense between functions 11, 12, 21 23, 31, 32, 33, 36, 51, 52, 53, and 61 to code correctly per mid-year coding review.
5. Move $3,000 from function 23 principal supplies to function 11 instructional travel for BMS teacher training.
The total change in the budget adds $5,000 to the deficit budget. The new deficit amount will be $3,382,886 after this amendment is approved.
The Board of Trustees is requested to approve the budget amendments as presented for the 2016-2017 budget.
Consider Approval of Renewal of the Contract with Tarrant County Tax Office to Collect Taxes for Tax Year 2017
The District must annually renew the contract for the collection of ad valorem taxes with the Tarrant County Tax Collector. The District first contracted these services in 1993. Due to increase in overall costs and the remaining number of accounts remaining flat, the rate will increase by $.03 per account, to $.98 for Tarrant County accounts. The rate for out of county accounts will remain at $2.60 per account.
The Board of Trustees is requested to approve the contract with Tarrant County Tax Office for the collection of ad valorem taxes for the fiscal year 2017-2018 as presented.
Consider Approval of Bank Depository Contract for 2017-2018 and 2018-2019
In accordance with TEC, Section 45.206(a), the district must select a depository through competitive bidding or proposals. Competitive bid proposals were delivered to each bank in the White Settlement school district.
The district received a competitive proposal from BBVA Compass Bank, Southside Bank and Frost. The proposals are comparable in services and charges. The banks were ranked based on interest rate, cost of services, ability to provide the necessary services, collateralization policy, and past experience with the district.
The district current depository is BBVA Compass Bank. Compass Bank has been the districts depository bank for at least the last ten years. The district is very pleased with their services, products, and interest rates. We currently use the bank for payroll cards, loans, and credit cards in addition to depository services.
The Board of Trustees is requested to approve BBVA Compass Bank as the depository bank for the school years 2017-2018 and 2018-2019 (beginning September 1, 2017) as presented.
Consider Approval of Interlocal Agreement with Houston ISD for SHARS (School Health and Related Services)
The purpose of the agreement is for Houston ISD to manage and provide Medicaid Billing and Claiming Services for White Settlement ISD School Health and Related Services (SHARS) Program. This program will allow White Settlement to receive reimbursement from the federal government for Medicaid eligible services provided by the District. Houston ISD fee is 4% of revenue received. The agreement is for the period April 22, 2017 until April 21, 2018 and will be automatically renewed annually for four (4) consecutive years after completion of the above term, The fee is reduced from 5% to 4% from the previous contract.
The Board of Trustees is requested to approve the Interlocal Agreement with Houston ISD as presented.
Consider Approval for Purchase for Servers, Software, and Installation Service
The District needs to upgrade the servers and software to support the increase in technology. This recommendation is to purchase 3 servers, software for the servers, and the professional services needed to install and set up the servers. The recommendation is to accept the quote from Weaver Technologies for $126,583.81. Weaver is a member of the DIR purchasing cooperative. The purchasing coop insures that this vendor has met the legal requirements to do business with Texas with governmental entities.
The Board of Trustees is requested to approve the vendor Weaver Technologies to purchase servers, software, and installation as presented.
Consider Approval for Foundation on AG Barn
The District received three quotes on the Ag Barn foundation project. TNT Contractors, L.L.C. was the lowest bid and the vendor selected for recommendation. The total cost of the bid is $49,575.00
The Board of Trustees is requested to approve the vendor TNT Contractors, L.L.C. as the vendor for the foundation of the Ag Barn as presented.
Consider Approval of Vendor for Professional and Consulting Services for Special Education
The District released a Request for Qualifications (RFQ) for Professional and Consulting Services for Special Education in May 2017. We received RFQ’s from eight vendors. The Special Education Director reviewed the RFQ’s and recommends the following vendors:
· Superior Pediatric
· Supplemental Healthcare
· Cumberland Therapy Services
· Specialized Assessment Consulting
· Invo Health Care
The Board of Trustees is requested to approve the above listed vendors for Special Education contract services for the 2017-2018 school year as presented.
Consider Approval of Vendor for Student and Finance Software
The District has used Skyward for student and finance for the past 20 years. The recommendation is to continue using Skyward. The renewal amount for the 2017-2018 school year is $79,830. This is an increase of $3,354 from the previous year amount.
The Board of Trustees is requested to approve Skyward as the vendor to provide student and finance software for the 2017-2018 school year as presented.
Consider Vendor for UIL Student Insurance for the 2017-2018 School Year
The current carrier, Texas Kids First, provided a renewal rate of $ 31,988. The Athletic and Activities Accident Insurance is $29,720 and the Catastrophic Coverage is $2,268. The premium increased over previous year due to large number of past and existing claims. We believe the reason for the increase in claims is the improvement in communicating this benefit to the parents. We are satisfied with the services of the current vendor.
The Board of Trustees is requested to approve Texas Kids First renewal proposal for the 2017-2018 school year.
Consideration of approval of vendor for Lawn Care Service
The District received two responses to the Request for Proposal issued for lawn care services. The responses were from Prestige Worldwide Service ($158,730) and Dyna-Mist ($251,306). The bid base is for weekly mowing service from June 1, 2017 to May 31, 2018. The District reviewed and compared compliance with specifications, price and reputation of contractor.
The Board of Trustees is requested to approve Prestige Worldwide Service for Lawn Care Services.
Consider Approval of District of Innovation Plan
H.B. 1842 (84th Session of the Texas Legislature) in part amended Chapter 12 of the Texas Education Code (TEC) to create Districts of Innovations. Districts are eligible for designation if certain performance requirements are met and the district follows certain procedures for adoption as outlined in Statute. The designation provides the district will be exempt from certain sections of the TEC that inhibit the goals of the district as outlined in the locally adopted Innovation Plan.
The Board of Trustees is requested to approve the District of Innovation Plan as presented.
Consider Approval of 2017-2018 Academic Calendar
WSISD staff and community members were given the opportunity through the WSISD website to voice concerns and make comments regarding the proposed academic calendar for 2017-2018. Mr. Jenkins also met with staff on each campus to explain and receive input. Further information will be available at the meeting.
The Board of Trustees is requested to approve the 2017-2018 Academic Calendar as presented.
Consider Approval of Independent Audit Firm to Conduct the Annual Audit for 2016-2017 Finance Statements
The district received four responses to the Request for Proposal for Independent Auditor. The administration held interviews with two of the firms. The audit firm of Pattillo, Brown, & Hill, L.L.C. was selected for recommendation to the Board. The firm is based in Waco, Texas. They have many years of experience in school district auditing. The cost of the audit will not exceed $34,500. This is an increase of $5,000 from the previous year audit expense. The previous auditor, Kirk & Richardson, P.C. proposal fee was increased to $31,000. We recommend changing auditors periodically to get a new look at our current processes and procedures. We believe the firm, of Pattillo, Brown, and Hill, L.L.C. has the necessary experience and qualifications to assist us in the audit process and throughout the next school year.
The Board of Trustees is requested to approve the Pattillo, Brown, and Hill, L.L.C. to do the audit for the school year ending August 31, 2017 as presented.
Canvass the Vote and Certify Election Results of School Trustee Election
A canvass report and election return packet will be distributed in the meeting for review by Board Members.
The Board of Trustees is requested to approve the official election results for Board of Trustees Place 6 and 7 as presented.
Swear-in Newly Elected Trustees for Place 6 and Place 7 Contingent Upon Canvass of Vote and Certify Election Results of School Trustee Election
The Newly Elected Trustees for Place 6 and Place 7 will take the Oath of Office and be sworn in contingent upon approval of canvass of vote and certification of election results of School Trustee Election by the Board of Trustees.
No action is necessary from the Board of Trustees for this item.
Consider Organization of Board of Trustees
The Board of Trustees will elect officers for the following positions:
4) Delegate and Alternate to TASA/TASB Convention
The Board is requested to elect a president, vice-president, and secretary, and appoint a delegate and an alternate delegate to the TASB Convention.