Main content

Alert message

NOTICE OF MEETING

BOARD OF TRUSTEES PERSONNEL COMMITTEE
TEXAS SCHOOL FOR THE BLIND AND VISUALLY IMPAIRED

 

NOTICE IS HEREBY GIVEN that a regular meeting of the Personnel Committee of the Board of Trustees of the Texas School for the Blind and Visually Impaired shall be held on Thursday, March 16, 2018, beginning at 8:00 a.m. in Room 102 of the Main Building 600, 1100 West 45th Street, Austin, Texas.

If, during the course of the meeting, any discussion of any item on the agenda should be held in closed session, the Personnel Committee shall convene in such closed session in accordance with Texas Government code, Sec. 551.071 or 551.074. Before any such session is convened, the presiding officer shall publicly identify the section or sections of the Code authorizing the closed session. All final votes, actions, or decisions shall be taken in open session.

The subjects to be discussed or considered, or upon which any formal action may be taken are as follows (items do not have to be taken in the same order as shown on this meeting notice):

1. Call to Order

2. Interviews of Candidates for Internal Auditor Position

3. Review of Candidates Interviewed

4. Consideration of Finalists in Order of Preference for the Position of Internal Auditor

5. Consideration of Pay and Start Date for Chosen Finalists

6. Adjournment

 

NOTICE OF MEETING

BOARD OF TRUSTEES PERSONNEL COMMITTEE
TEXAS SCHOOL FOR THE BLIND AND VISUALLY IMPAIRED

NOTICE IS HEREBY GIVEN that a regular meeting of the Personnel Committee of the Board of Trustees of the Texas School for the Blind and Visually Impaired shall be held on Thursday, March 15, 2018, beginning at 8:00 a.m. in Room 102 of the Main Building 600, 1100 West 45th Street, Austin, Texas.

If, during the course of the meeting, any discussion of any item on the agenda should be held in closed session, the Personnel Committee shall convene in such closed session in accordance with Texas Government code, Sec. 551.071 or 551.074. Before any such session is convened, the presiding officer shall publicly identify the section or sections of the Code authorizing the closed session. All final votes, actions, or decisions shall be taken in open session.

The subjects to be discussed or considered, or upon which any formal action may be taken are as follows (items do not have to be taken in the same order as shown on this meeting notice):

1. Call to Order

2. Discussion of Process for Interviews

3. Interviews of Candidates for Internal Auditor Position

4. Review of Candidates Interviewed

5. Adjournment

NOTICE OF MEETING

BOARD OF TRUSTEES COMMITTEE ON PROGRAMS
TEXAS SCHOOL FOR THE BLIND AND VISUALLY IMPAIRED

NOTICE IS HEREBY GIVEN that a regular meeting of the Program Committee of the Board of Trustees of the Texas School for the Blind and Visually Impaired shall be held on April 6, 2018, beginning at 8:00 a.m. in Room 104 of the Main Building 600, 1100 West 45th Street, Austin, Texas.

If, during the course of the meeting, any discussion of any item on the agenda should be held in closed session, the Committee on Programs shall convene in such closed session in accordance with Texas Government Code, Sec. 551.071, .072, .073, .074, .076, .082, .0821, .083, 084, or .089. Before any such session is convened, the presiding officer shall publicly identify the section or sections of the Code authorizing the closed session. All final votes, actions, or decisions shall be taken in open session.

The subjects to be discussed or considered, or upon which any formal action may be taken are as follows (items do not have to be taken in the same order as shown on this meeting notice):

 

1. Call to Order

2. Consideration of Approval of Minutes of the January 26, 2018 Meeting

3. Consideration of Approval of Board Policies:

FP Student Fees, Fines and Charges (delete)

4. Consideration of Approval of the School’s Calendar for 2018-2019

5. Report from Outreach Director, Cyral Miller

a. Report on the major statewide conferences this year: Intervener Model, SWOMA, Advanced DB Practitioner, Online O&M Symposium, TX Focus, and Low Vision

6. Report from Short-Term Programs Principal, Sara Merritt

a. Summer Program applications and classes

7. Report from Comprehensive Programs Principal, Miles Fain

a. Social-Emotional Learning update

8. Adjournment

 

NOTICE OF MEETING - BOARD OF TRUSTEES

FINANCE COMMITTEE

TEXAS SCHOOL FOR THE BLIND AND VISUALLY IMPAIRED

NOTICE IS HEREBY GIVEN that a regular meeting of the Finance Committee of the Board of Trustees of the Texas School for the Blind and Visually Impaired shall be held on April 6, 2018, beginning at 8:00 a.m. in Room 102 of Building 600, 1100 W. 45th Street, Austin, Texas.

If, during the course of the meeting, any discussion of any item on the agenda should be held in closed session, the Finance Committee of the Board shall convene in such closed session in accordance with Texas Government Code, Sec. 551.001, et. seq. Before any such session is convened, the presiding officer shall publicly identify the section or sections of the Code authorizing the closed session. All final votes, actions, or decisions shall be taken in open session.

The subject to be discussed, or considered, or upon which any formal action may be taken are as follows (items do not have to be taken in the same order as shown on this meeting notice):

Finance Agenda:

1. Consideration of approval of minutes of January 26, 2018

2. Consideration of approval of board policies:

CBA State and Federal Revenue Sources: State (amend)

CFC Accounting: Audits (amend)

CJ Contracted Services (adopt)

CJA Contracted Services: Criminal History (adopt)

CK Safety Program/Risk Management (amend)

CKB Safety Program/Risk Management: Accident Prevention and Reports (amend)

CKC Safety Program/Risk Management: Emergency Plans (amend)

CKD Safety Program/Risk Management: Emergency Medical Equipment and Procedures (amend)

CKE Safety Program/Risk Management: Security Personnel (adopt)

CL Building, Grounds, and Equipment Management (amend)

CNB Transportation Management: School-Owned Vehicles (amend)

CNC Transportation Management: Transportation Safety (amend)

CO Food Services Management (amend)

COA Food Services Management: Food Purchasing (amend)

COB Food Services Management: Free and Reduced-Price Food Program (adopt)

CQ Technology Resources (amend)

CQA Technology Resources: TSBVI and Classroom Websites (amend)

3. Consideration of approval of Investment Report

4. Review Donations Report

5. Consideration of approval of receipt of gifts and donations of over $500

6. Review of Budget Reports

7. Report from Chief Financial Officer (Pam Darden)

8. Report from Information Resources Director (Dan Hampton)

9. Report from School Support Services Director (Brian McDonald)

NOTICE OF MEETING

BOARD OF TRUSTEES
AUDIT, COMPLIANCE, AND MANAGEMENT REVIEW COMMITTEE
TEXAS SCHOOL FOR THE BLIND AND VISUALLY IMPAIRED

 

NOTICE IS HEREBY GIVEN that a regular meeting of the Audit, Compliance, and Management Review Committee of the Board of Trustees of the Texas School for the Blind and Visually Impaired shall be held on April 5, 2018, beginning at 2:00 p.m. in the Board Meeting Room, Building 600, 1100 West 45th Street, Austin, Texas.

If, during the course of the meeting, any discussion of any item on the agenda should be held in closed session, the Audit, Compliance, and Management Review Committee shall convene in such closed session in accordance with Texas Government code, Sec. 551.071, .072, .073, .074, .076, .082, .0821, .083, 084, or .089. Before any such session is convened, the presiding officer shall publicly identify the section or sections of the Code authorizing the closed session. All final votes, actions, or decisions shall be taken in open session.

The subjects to be discussed or considered, or upon which any formal action may be taken are as follows (items do not have to be taken in the same order as shown on this meeting notice):

1. Call to Order

2. Consideration of Approval of Minutes of the January 26, 2018 Meeting

3. Consideration of approval of board policies: 

BAA Board Legal Status: Powers and Duties (amend)

BBC Board Members: Vacancies (amend)

BBD Board Members: Training and Orientation (amend)

BBG Board Members: Compensation and Expenses (amend)

BE Board Meetings (amend)

BEC Board Meetings: Closed Meetings (amend)

DBA Employment Requirements and Restrictions: Credentials and Records (amend)

DBAA Employment Requirements and Restrictions: Criminal History (amend)

DC Employment Practices (amend)

DEC Compensation and Benefits: Leaves and Absences (amend)

DHG Employment Standards of Conduct: Ethics (amend)

4. Consideration of adopting language in Policy BBFA requiring Board members to file financial statements with the Board

5. Report from the Internal Auditor (Jaye Stepp)

a. Consideration of approval of Ethics Evaluation Report

b. Audit Recommendations Tracking Schedule

6. Discussion of Required TSBVI Website Postings

7. Discussion of Campus Security

8. Adjournment

NOTICE IS HEREBY GIVEN that a regular meeting of the Board of Trustees of the Texas School for the Blind and Visually Impaired shall be held on April 6, 2018, beginning at 9:45 a.m. in the Board Meeting Room, Building 600, 1100 West 45th Street, Austin, Texas.

If, during the course of the meeting, any discussion of any item on the agenda should be held in closed session, the Board shall convene in such closed session in accordance with Texas Government Code, Sec. Sec. 551.071, .072, 073, .074, .076, .082, .0821, .083, .084, or .089. Before any such session is convened, the presiding officer shall publicly identify the section or sections of the Code authorizing the closed session. All final votes, actions, or decisions shall be taken in open session.

The subjects to be discussed or considered, or upon which any formal action may be taken, are as follows (items do not have to be taken in the same order as shown on this meeting notice):

BOARD AGENDA

for April 6, 2018 Meeting

  

1. Call to Order

2. Introduction of Audience

3. Recognition of Retiring TSBVI Staff Members (Joseph Muniz)

4. Public Comments/Open Forum

5. Consideration of Approval of Minutes of January 25 & 26, 2018 Board Meetings (Joseph Muniz)

6. Report from the Finance Committee (Michael Garrett)

a. Consideration of approval of board policies:

CBA             State and Federal Revenue Sources: State (amend)

CFC             Accounting: Audits (amend)

CJ                Contracted Services (adopt)

CJA             Contracted Services: Criminal History (adopt)

CK              Safety Program/Risk Management (amend)

CKB            Safety Program/Risk Management: Accident Prevention and Reports (amend)

CKC            Safety Program/Risk Management: Emergency Plans (amend)

CKD            Safety Program/Risk Management: Emergency Medical Equipment and Procedures (amend)

CKE            Safety Program/Risk Management: Security Personnel (adopt)

CL               Building, Grounds, and Equipment Management (amend)

CNB            Transportation Management: School-Owned Vehicles (amend)

CNC            Transportation Management: Transportation Safety (amend)

CO              Food Services Management (amend)

COA            Food Services Management: Food Purchasing (amend)

COB            Food Services Management: Free and Reduced-Price Food Program (adopt)

CQ              Technology Resources (amend)

CQA            Technology Resources: TSBVI and Classroom Websites (amend)

b. Consideration of approval of Investment Report

c. Consideration of approval of receipt of gifts and donations of over $500

d. Review of budget reports

Operating Budget Expenditure Report

Legacy Revenue Budget Report

Legacy Operating Expenditure Budget Report

7.  Report from the Program Committee (Lee Sonnenberg)

a. Consideration of approval of board policies: pages

FP              Student Fees, Fines and Charges (delete)

b. Consideration of approval of the School’s calendar for 2018-2019

c. Report from Outreach Director, Cyral Miller

Report on the major statewide conferences this year:  Intervener Model, SWOMA, Advanced DB Practitioner, Online O&M Symposium, TX Focus, and Low Vision 

d. Report from Short-Term Programs Principal, Sara Merritt

Summer Program applications and classes

e. Report from Comprehensive Programs Principal, Miles Fain

Social Emotional Learning Update

8. Report from the Audit, Compliance, and Management Review Committee (Joseph Muniz)

a. Consideration of approval of board policies:

BAA            Board Legal Status: Powers and Duties (amend)

BBC            Board Members: Vacancies (amend)

BBD            Board Members: Training and Orientation (amend)

BBG            Board Members: Compensation and Expenses (amend)

BE               Board Meetings (amend)

BEC             Board Meetings: Closed Meetings (amend)

DBA             Employment Requirements and Restrictions: Credentials and Records (amend)

DBAA           Employment Requirements and Restrictions: Criminal History (amend)

DC               Employment Practices (amend)

DEC             Compensation and Benefits: Leaves and Absences (amend)

DHG             Employment Standards of Conduct: Ethics (amend)

b. Consideration of adopting language in Policy BBFA requiring Board members to file financial statements with the Board

c. Report from the Internal Auditor (Jaye Stepp)

Consideration of approval of Ethics Evaluation Report

Audit recommendations tracking schedule

d. Discussion of required TSBVI website postings

e. Discussion of campus security

9. Report from Personnel Committee (Joseph Muniz)

a. Recommendation for new internal auditor

b. Full Board introduction of finalist for internal auditor position

10. Selection of New Internal Auditor (Joseph Muniz)

11. Ratification of Board President’s Decision to Provide an Earlier Start Date for the Auditor (Joseph Muniz)

12. Consideration of Approval of Proposed Renewals and Nonrenewals of Staff Contracts (Bill Daugherty)

13. Consideration of Superintendent’s Performance Appraisal (Joseph Muniz)

14. Review of Board Timelines for Strategic Planning Document (Bill Daugherty)

15. Consideration of Approval of Agency Strategic Plan Goals, Objectives, Strategies and Performance Measures (Bill Daugherty)

16. Review of Needs Assessments and Proposed Action Plans and Consideration of Approval of Proposed Objectives for the 2018-2019 Annual Improvement Plan (Bill Daugherty)

17. Lunch with Student Council (11:30 a.m. - 12:15 p.m.)

18. Report from the Superintendent

a. Campus visitors

b. Campus activities

19. Discussion of Future Board Meeting Topics and Scheduling of Training Sessions (Joseph Muniz)

20. Announcements

21. Adjournment

TEXAS SCHOOL FOR THE BLIND AND VISUALLY IMPAIRED

FINANCE COMMITTEE MEETING MINUTES

November 17, 2017


Call to Order: Michael Garrett called the regularly scheduled meeting of the Finance Committee to order at 8:00 a.m. on November 17, 2017, in Room 102 of Building 600 at the Texas School for the Blind and Visually Impaired, 1100 W. 45th St., Austin, TX.

In addition to Mr. Garrett, the following Committee members were present: Bobby Druesedow, and Michael Hanley.

TSBVI staff members present were: Pamela Darden, Chief Financial Officer; Kate Mainzer, Human Resources Director; Cyrenna Villegas, Procurement Director; Brian McDonald, School Support Services Director; Dan Hampton, Information Resource Director; Amanda Hafer, Accounting Director; and Susan Morrison, General Counsel.

Guests present were: Jim Brown, Wells Fargo Senior Investment Strategist; and Faye Hilpert, Wells Fargo Senior Fiduciary Specialist.

Consideration of Approval of Minutes of the September 29, 2017 Meeting: A motion to accept the Minutes of the September 29, 2017 committee meeting as presented to the committee was made by Michael Hanley. Bobby Druesedow seconded the motion. The motion passed unanimously.

Report from Wells Fargo on the Bert E. Broday Trust Fund: Mr. Garrett chose to address this agenda item next out of consideration for the Wells Fargo Representatives attending the meeting. Jim Brown provided the committee with financial information on the Bert E. Broday Trust Fund as of August 31, 2017. He explained the diversification of the portfolio and the management of the fund by Wells Fargo. Mr. Garrett asked about … and Jim provided his perspective on the overseas markets. Mr. Hanley pointed out a possible concern regarding hedge funds in the portfolio. Jim explained the portfolio allocation to include the category of “Alternative Assets” and provided a detailed response on how this category plays a very important role in the fund management. Susan Morrison asked questions related to the report and requested that the information be put into simpler terms. Susan expressed her concern that the report is not user-friendly and suggested changes to make it more useful to the Board. Susan asked about the estimated income and yield and why it was not reported as actual. Jim explained that the income on the report is estimated because the transactions are changing constantly and the estimate is based on prices that day looking forward. Actual income is provided on the monthly statements. Based on additional information that Susan received prior to the meeting, she asked about the aggressive approach to how the fund is managed. Faye Hilpert and Jim advised that the information referred to an internal term used at Wells Fargo. The fund is actually at a 50% equity allocation which is a middle of the road. The notch about aggressive would be conservative. Both acknowledged that the term was misleading and that this is considered a balanced account. Michael Hanley asked about the fees that are charged by Wells Fargo. Pamela advised that the fees are reported on the monthly statements. Susan closed with requesting that the reports be reviewed and adjusted to the audience. Pamela advised Jim and Faye that the school is requesting that all future reports be accessible and the team at TSBVI is willing to work with Wells Fargo to ensure that the accessibility standards are met.

Consideration of Approval of Board Policy - CDA: Ethics: Conflict of Interest Other Revenues: Investments: Pamela Darden presented Board Policy CDA. She advised that the only amendment is to change the name of the current policy to CDA Other Revenues: Investments. Michael had a question about the Superintendent being the Investment Officer or his designee. He requested information on the wording and whether or not the inclusion of a designee is a state mandate. Pamela advised that she would have to get back to him with the information. She stated that Susan Morrison will be reviewing and updating policies so she will advise her of the question.

Michael Hanley moved to approve the amendment as presented. Bobby Druesedow seconded the motion. The motion passed unanimously.

Consideration of Approval of Renewal of Nolan County farm contracts: Pamela Darden discussed the renewal of the Nolan County farm contracts for calendar year 2018. The Committee reviewed the current farm lease agreements with Scott Fullwood and Richard Osborne of Nolan County. The leases provide for automatic renewal unless either party gives a 60 day written notice. Pamela recommended that the leases be allowed to renew again for the period of January 1, 2018 to December 31, 2018.

Pamela asked for consideration of approval of renewal of the Nolan County farm contracts. Bobby Druesedow moved to approve the renewal of the Nolan County farm contracts as presented. Michael Hanley seconded the motion. The motion passed unanimously.

Report on Maintenance, Annual Inspection, and Recommendations for Maintenance and Repair of the Campus Residence: Pamela Darden gave a brief description of maintenance items that have been updated this past year. Brian McDonald presented information on the annual inspection. There were no major incidences between last year and this year. Brian explained that with funding previously approved by the Board the issues with the windows in the residence will finally be addressed. Painting and caulking of the exterior is also planned as a spring project.

Consideration of Approval of Investment Report: Pamela Darden presented the final Investment Report for the twelve months ended August 31, 2017. The total short-term investments balance at 08/31/17 was reported as $836,141.75. Bobby Druesedow moved to accept the Investment Report as submitted. Michael Hanley seconded the motion. The motion passed unanimously.

Review of Donations Report: Pamela Darden reviewed the final Donations Report for the twelve months ended August 31, 2017. The total donations received were reported as $60,462.35.

Consideration of Approval of Receipt of Gifts and Donations of over $500: Pamela Darden reported that there were no gifts over $500 for the committee to approve.

Consideration of Approval of Request for Expenditures of Gifts and Donations: Pamela Darden reported that as of August 31, 2017, there was a balance of undesignated gifts and donations that totaled $9,734.45. It was recommended that the committee approve the total undesignated balance to be allocated to Legacy Accounts 40507 - Community Based Instruction, 40532 - Point Venture Lions Club, and 40511 - Special Events. These accounts were overspent during the year so the undesignated donations will supplement the original budgets.

Michael Hanley moved to approve the transfer of the funds. Bobby Druesedow seconded the motion. The motion passed unanimously.

Review of Operating Budget Expenditure Report: Pamela Darden reviewed the final Operating Budget Expenditure Report for the twelve months ended August 31, 2017. The benchmark for expenditures was 100%. The breakout by strategy was as follows: Classroom Instruction, 98%; Residential Program, 93%; Summer and Short Term Programs, 112%; Related and Support Services, 93%; Outreach –Technical Assistance, 94%; Outreach – Teacher Preparation, 96%; Central Administration, 99%; and Other Support Services, 86%. The total percent of all budgets in the State Treasury used was 95%.

Review of the Legacy Revenue Budget Report: Pamela Darden reviewed the Legacy Revenue Budget Report for the twelve months ended August 31, 2017. The benchmark was 100% and the report reflected that TSBVI had received 100% of the projected revenue totaling $799,866.29.

Review of the Legacy Operating Expenditure Report: Pamela Darden reviewed the Legacy Expenditure Report for the twelve months ended August 31, 2017. The benchmark was 100% with the report reflecting 70% of the projected expenditures. Pamela stated that

Report from Chief Financial Officer: Pamela Darden introduced the new Director of Information Resources, Dan Hampton, who started with the agency on November 6, 2017. Dan addressed the committee and advised the group of his prior work experience and his future plans for the information resources department. Michael Garrett expressed the importance of accessibility on campus and Dan assured him that it will continue to be a top priority and focus for his department.

Report from School Support Services Director: Brian McDonald reiterated that there is progress on the window repair and replacement at the campus residence. He reported that the Texas Facilities Committee custodial staff was finally fully staffed to support the campus. Brian provided information on the construction projects that have been completed on campus and the upcoming work that will be done with excess available funds.

Adjournment: Bobby Druesedow moved to adjourn. Michael Hanley seconded the motion. The motion passed unanimously and the meeting adjourned at 9:22 a.m.

 TSBVI BOARD COMMITTEE MEETING

AUDIT, COMPLIANCE, AND MANAGEMENT REVIEW

November 17, 2017

 

1. Call to Order

Joseph Muniz called to order the meeting of the TSBVI Board Committee on Audit, Compliance, and Management Review at 8:00 a.m. on November 17, 2017 in Room 104 of the Main Administration Building 600, 1100 W. 45th Street, Austin, Texas. Board member Lee Sonnenberg was also present. Committee member Mary Alexander was unable to attend. TSBVI staff members participating in the meeting were Bill Daugherty, Superintendent; Jaye Stepp, Internal Auditor; Kate Mainzer, Human Resources Director; Susan Morrison, School Attorney; and Susan Houghtling, Director of Planning and Evaluation.

2. Consideration of Approval of Minutes of the September 29, 2017 Meeting

Joseph Muniz moved that the minutes of the September 29, 2017 meeting be approved and Mr. Sonnenberg seconded the motion. All Board members were in favor of the motion.

3. Consideration of Approval of Board Policies BBFB, BDF and BF

Ms. Houghtling briefly reviewed new language or other changes made to each of the policies. Policy BBFB addresses ethical behavior for Board members including abstaining from accepting bribes, accepting illegal gifts, accepting honoraria for services connected to his or her official duties, violating laws relating to the office or misuse of government property or any other thing of value, engaging in nepotism, accepting commission or rebate for instructional materials or technological equipment used in the School, or accepting gifts or favors. New language was added clarifying that a board member may not accept employment at TSBVI until the first anniversary of when the member’s Board membership ends. Other new language appears related to restrictions under federal law for accepting a bribe.

Policy BDF addresses the role of the School Health Advisory Council (SHAC) and adds language related to how often the Council must meet and composition of the SHAC. New language is also added related to the requirement to establish a physical activity and fitness planning subcommittee, providing annual reports to the Board related to the SHAC’s activities and recommendations as well as language requiring that certain information be published in the Parent and Student Handbook and on the School’s website. Ms. Houghtling assured the Board that the requirements of the policy are already in place.

Policy BF addresses the process for submitting waiver requests to the Texas Education Agency and Commissioner of Education. Waivers may be sought from certain requirements or prohibitions imposed by Texas Education Code or Commissioner’s rule. New language is added to the policy regarding how long a waiver can be in effect and restrictions for receiving certain types of waivers.

Mr. Muniz moved that all the policies be approved as presented. Mr. Sonnenberg seconded the motion and all Board members were in favor of the motion.

4. Report from the Internal Auditor, Jaye Stepp

a. Consideration of Approval of the Public Funds Investment Act (PFIA) Audit Report

Ms. Stepp briefly reviewed the results of her Public Funds Investment Act Audit that is required to be completed every two years. Ms. Stepp stated that everything is fine as far as procedures but language can be added to a procedure regarding monitoring CDs. The only finding in the audit was related to the requirement that TSBVI investment officers receive at least 10 hours of instruction within 12 months related to their responsibilities. The Investment Officer only received 5 hours of training while the Alternate Investment Officer received 10 hours of training. The School’s CFO who serves as the Investment Officer will assure that her required 10 hours of training is accomplished and that she maintains documentation of its completion.

Mr. Daugherty added that CFO Pam Darden will develop a procedure to track that training is received as required.

Mr. Muniz stated that he wants to assure that all staff training requirements are tracked and completed and added that he would leave to the Superintendent the process for assuring it is done.

Kate Mainzer responded that Human Resources tracks that teachers’ certifications and other staff credentials such as those for Health Center staff are maintained. She added that that she herself assures that her continuing education is completed as required.

Mr. Sonneberg suggested that certification requirements and credentials be stated on job descriptions and Ms. Mainzer replied that they are included but it is up to each director to assure that staff remain certified.

Mr. Daugherty said that he will look at a process for tracking that all staff training to maintain credentials or other requirements is completed including for security, safety, investment officers, and other staff.

Mr. Muniz moved that the Public Funds Investment Act Audit Report be approved as presented. Mr. Sonnenberg seconded the motion and all Board members were in favor of the motion.

5. Consideration of Approval of Hiring Process for New Internal Auditor, Job Description and Compensation

Mr. Muniz announced at 8:23 a.m. that the Committee would now go into closed session to discuss agenda item #5 in compliance with Texas Government Code Section 551.074 – Personnel Matters and with Section 551.071 – Consultation with School Attorney.

At 9:19 a.m., Mr. Muniz announced that the Committee would resume in open session. Mr. Muniz moved that the hiring process for the new internal auditor, job description and compensation be approved as presented and Mr. Sonnenberg seconded the motion. All Board members were in favor of the motion.

6. Adjournment

Mr. Sonnenberg moved to adjourn the meeting at 9:20 a.m. and Mr. Muniz seconded the motion. All Committee members were in favor of the motion.

 BOARD PROGRAM COMMITTEE MEETING

September 29, 2017

1. Call to Order

Lee Sonnenberg called to order the meeting of the TSBVI Board Committee on Programs at 8:05 a.m. on September 29, 2017 in Room 104 of the Main Administration Building 600, 1100 W. 45th Street, Austin, Texas.

Program Committee member Dr. Anne Corn was also present. Program Committee member Caroline Daley was not present.

TSBVI staff members participating in the meeting were: Sara Merritt, Short-Term Programs Principal; Miles Fain, Comprehensive Programs Principal; Cyral Miller, Outreach Director; Leonard Schwartz, TSBVI Attorney; Susan Hauser, Center for School Resources Director; Valerie Bradshaw, Assessment & Accountability Coordinator; and Debra Sewell, Curriculum Director.

2. Consideration of Approval of Amendment to Policy FFAC: Wellness and Health Services

Mr. Schwartz described proposed changes. One of the Policy changes requires students who are over the age of 18 to provide Power of Attorney, so that a designated person can make decisions in case of an adult student’s medical emergency. Regarding another proposed change, Dr. Corn asked about students who are allowed to go off campus but who are not being allowed to self-administer their own medications, for example, epi-pens. Mr. Fain said that, at this time, the school would not allow a student who has emergency medication such as this to leave campus alone. Mr. Schwartz indicated that the school is not required to adopt a Policy regarding student self-medication. The school may instead have an administrative regulation or other standard practice.

Dr. Corn recommended that the school have an administrative regulation, rather than a Policy. She suggested that self-medication be considered for a student who is at least age 14 and who has parent/guardian and TSBVI Health Center approval. Mr. Sonneberg agreed. Mr. Schwartz will work on writing that administrative regulation.

3. Consideration of Approval of Amendment to Policy GRA: Relations with Governmental Entities: State and Local Governmental Authorities Policy and GRAA: State and Local Governmental Authorities: Law Enforcement Agencies and Consideration of Adoption of Policy GRAA-E: State and Local Governmental Authorities: Law Enforcement Agencies

Mr. Schwartz said that the changes and additions to the GRA Policies are required by a new law, Senate Bill 179 (“David’s Law). The Policy changes are quite extensive. School responsibilities have been expanded. Investigation has become the joint responsibility of law enforcement and Department of Family and Child Protective Services.

Mr. Schwartz noted that in mid-October, TASB will provide annual Policy updates, which may require additional updates to these and other Policies.

Dr. Corn asked that a key to acronyms be included in Policies. Mr. Schwartz said that he is working on a Policy for that purpose.

Dr. Corn moved that all the recommended Policy amendments and the new Policy be accepted. Mr. Sonnenberg seconded the motion. Committee members were in favor of the motion.

4. Consideration of Approval of Minutes of the June 2, 2017 Meeting

Dr. Corn moved that the minutes of the June 2, 2017 meeting be approved and Mr. Sonnenberg seconded the motion. Committee members were in favor of the motion.

5. Report from Comprehensive Programs Principal, Miles Fain

a. Statewide Assessment results

Valerie Bradshaw, Statewide Testing Coordinator, and Miles Fain reviewed results. Mr. Fain pointed out that students across the state continue to struggle with statewide testing, especially since the STAAR Modified test has been discontinued.

Ms. Bradshaw reviewed the statewide tests that were administered and TSBVI student results. Ms. Bradshaw described what “content supports” are. She said that three students received “nonstandard accommodations” (such as reading material to the student or scribing for the student), which invalidate results of the test. There is a new report card (with new categories and new percentiles), which Ms. Bradshaw discussed. Ms. Bradshaw discussed students who re-tested. TSBVI encourages students to take statewide tests at least twice (or more if the student has the possibility of passing the test). Each student’s ARD Committee may determine that the student is not required to pass a specific statewide test. Ms. Bradshaw reviewed a chart comparing TSBVI student results with statewide passing rate. For several tests, TSBVI results exceeded statewide results, and individual students have made significant academic progress while attending at TSBVI. TSBVI met test passing requirements determined by agreement with the state.

Dr. Corn asked why TSBVI students struggle with statewide assessment. Ms. Bradshaw noted that TSBVI has many students who are learning below grade level but who do not qualify for STAAR-Alt. The school’s population has strongly shifted to students requiring modified testing, but STAAR Modified is no longer available. Many students are referred to TSBVI (both Comprehensive Programs and Short-Term Programs) because they are struggling in academic learning, in addition to other needs related to their visual impairment. Mr. Fain suggested that this may be because local schools are better serving the needs of students who are doing well academically and those students are not being referred to Comprehensive Programs as often as in the past.

Regardless of a student’s grade placement, TSBVI instructs each student at the grade level the student requires, which may be several grade levels below the student’s identified grade level. The goal is to support the student’s progress at the rate the student can accomplish. These students must still take grade-level assessments, so they do not always have all the knowledge and skills covered on the grade level assessments. Ms. Bradshaw suggested that progress for these students can be better assessed by looking at their individual progress from year to year, rather than their ability to pass a statewide test. Ms. Sewell added that TSBVI is choosing appropriate curriculum to instruct students who are learning below grade level or students who need specialized instruction. This results in appropriate programming for students who need modified instruction, and students are able to progress in learning. A student’s ARD committees has authority to progress the student from grade to grade, even if the student is learning below the identified grade level.

Ms. Bradshaw participates in a statewide testing accessibility committee that is looking at providing more accessibility options for students. There is also a refreshable braille committee, on which Ms. Bradshaw serves. Those committee members and TEA visited TSBVI and interviewed TSBVI students. Right now UEB and EBAE braille versions of the test are available, and TSBVI requests the appropriate braille version for each student. TEA has a new Executive Director of Assessment, Deb Sauder, who is visually impaired herself and who attended Arkansas School for the Blind. She is a great advocate for accessibility of tests. Stephanie Walker at Region 11 has taken statewide leadership as well. She has allowed schools across the state, including TSBVI, to use an “open Purchase Order” to purchase past years’ release tests in order to help teachers prepare students for future tests.

b. Plan to promote academic excellence

Mr. Fain reviewed the 2017-2018 Plan to Promote Academic Excellence and Improve Student Performance on the STAAR. There are a number of activities identified in the plan, including many training activities for campus leaders and teachers.

Dr. Corn asked if students are being provided adequate amounts of independent work. Mr. Fain said that he feels students are receiving appropriate amounts of independent work, which is balanced with after-school tutorial help. Scott Kelley, Math Teaching Assistant, and several former students, have provided tutoring for students recently.

c. Report on English as a Second Language (ESL) Program Analysis

Ms. Bradshaw presented the TSBVI ESL Program Analysis. She provided a correction that TSBVI has 23 certified ESL teacher (not 238). TSBVI has had a significant increase in the number of ESL students. The report describes the variety of activities the school provides to LEP students. All students showed improvement in TELPAS testing. The TELPAS tests were changed this year. Listening and speaking will be online, but it is heavily visual. Ms. Bradshaw does not believe it will be appropriate for many students, and TEA agreed that in those cases, TSBVI may use the holistic listening and speaking rating system that was used in the past. Ms. Bradshaw described what a holistic rating system is.

Dr. Corn asked how many languages our students speak. TSBVI students speak three different languages - Farsi, Spanish, and Kenyarwanda (an African language).

d. TSBVI Student Performance Indicator results

Ms. Sewell reviewed the Performance Indicator Report for 2016-2017. She discussed the new scoring criteria and student results. Academic students who are taking a regular general education class are often given Expanded Core Curriculum (ECC) Performance Indicators only. School wide, the result was that 72% of student received a score of 2.0 or higher, indicating moderate progress, which is above the new 70% criteria.

Ms. Sewell discussed possible reasons that there were lower scores than usual for independent living. Ms. Sewell suggested that too many independent living areas were selected for evaluation, and it was difficult to give intensive instruction in so many areas at the same time. In the future, staff will be asked to limit selection of evaluations to five or fewer independent living areas. The Elementary low scores were probably due to the small number of students. If only one student scored low, it affected the percentage score dramatically. Ms. Sewell discussed social skills results and comparison of the score of progress: 1 (minimal), 2 (moderate), and 3 (substantial) scores.

Dr. Corn said that she would like to see results that show student progress in sensory-specific skills. Ms. Sewell said that teachers are able to choose Performance Indicator evaluations in those areas, but they are not required to do so. Ms. Sewell suggested that students’ IEP goals related to sensory skills might be tracked in order to show student progress in those areas. Dr. Corn feels that if a test is developed for a specific sensory skill, such as tactile and visual skills, instruction in those areas are more likely to be increased. Ms. Sewell mentioned that there is an Outreach group working on Progression of Tactile Learning, which will help in this area. The new curriculum book on Functional Vision Evaluation, which will include a section on deafblindness, will also be helpful to increase focus on visual skills. Ms. Sewell will provide Dr. Corn information on the Functional Vision Evaluation book, since it is not completed yet. Ms. Sewell believes that sensory skills have been infused in much of TSBVI instruction, but she has noticed that it is not evident in the data. Dr. Corn said that she has not observed that kind of instruction during her classroom observations. Mr. Sonnenberg plans to review some of the Performance Indicator assessments, so he can understand better what skills they cover. The Performance Indicator evaluations are included in the TSBVI Evals Kit, which is available outside TSBVI.

e. Consideration of membership to the School Health Advisory Council (SHAC)

Mr. Fain reviewed recommendations for membership of the SHAC including parents Mickey Alonso, Tara Deem, Martha Raye Gilmore, Evelyn Granger and Margaret Rose. Also recommended were TSBVI staff members Shelly Allen, Residential Program Director; Debra Sewell, Curriculum Coordinator; and Elina Mullen, PE Teacher as members of the Council.

Dr. Corn moved to approve the recommended membership. Mr. Sonneberg seconded the motion. Committee members were in favor of the motion.

6. Report from Short-Term Programs Principal, Sara Merritt

Ms. Merritt reported on 2017 Summer Programs, including a six-year history of student attendance and number of districts participating. Ms. Miller noted that there are 1100 districts in Texas, and 600-700 districts had VI students enrolled. There are 10,074 VI students in the state. Some summer programs have been re-named. The PEEC program included students who previously attended Life Skills Camp and Practical Academics Summer Enrichment (PASE) program. In the process, the Life Skills Camps was completely redeveloped. This summer it was evident that multiply impaired students often have difficulty adjusting to new situations and transition, and there were too many students attending at the same time for staff to manage easily. In the future, fewer of these students will be accepted at one time. There is a downward trend of numbers of students attending vocational programs, since there are fewer students being referred, and this trend is likely to continue. This is probably because vocational programs are being offered in local communities across the state, which is a good thing. TSBVI offered a new vocational class for deafblind students, which was very staff intensive. It was difficult to hire staff with appropriate sign language skills to meet students’ communication needs, particularly during residential time. Short-Term Programs is making strong efforts to serve as many students in the state in summer programs as possible. Many students who are not accepted have intensive medical needs that cannot be met on campus.

Ms. Merritt showed the group a high-quality safety video that Outreach staff produced for TSBVI staff training. The video will be included in the school’s new Bridge training system. Ms. Miller added her praise for Health Center staff in responding to a staff medical emergency. She added that the new media staff that TSBVI has hired are extremely capable in producing media for TSBVI.

7. Adjournment

Dr. Corn made a motion to adjourn the meeting. Mr. Sonnenberg seconded the motion. Mr. Sonnenberg adjourned the meeting at 9:50 a.m.

NOTICE OF MEETING

 BOARD OF TRUSTEES COMMITTEE ON PROGRAMS

TEXAS SCHOOL FOR THE BLIND AND VISUALLY IMPAIRED

NOTICE IS HEREBY GIVEN that a regular meeting of the Program Committee of the Board of Trustees of the Texas School for the Blind and Visually Impaired shall be held on January 26, 2018, beginning at 8:00 a.m. in Room 104 of the Main Building 600, 1100 West 45th Street, Austin, Texas.

If, during the course of the meeting, any discussion of any item on the agenda should be held in closed session, the Committee on Programs shall convene in such closed session in accordance with Texas Government Code, Sec. 551.071, .072, .073, .074, .076, .082, .0821, .083, 084, or .089.  Before any such session is convened, the presiding officer shall publicly identify the section or sections of the Code authorizing the closed session.  All final votes, actions, or decisions shall be taken in open session.

The subjects to be discussed or considered, or upon which any formal action may be taken are as follows (items do not have to be taken in the same order as shown on this meeting notice):

1.  Call to Order

2.  Consideration of Approval of Minutes of the September 29, 2017 Meeting

3.  Consideration of Approval of Board Policies:

EMG            Miscellaneous Instructional Policies:  Animals in the School (amend)

FBA             Equal Educational Opportunity:  Service and Guide Animals (adopt)

FD                Admissions and Attendance (amend)

FDA             Admissions:  Transfer of Records (delete)

FFI               Student Welfare:  Freedom from Bullying (amend)

FNCF          Student Conduct:  Alcohol and Drug Use (amend)

FNCI            Student Conduct:  Disruptions (amend)

FO                Student Discipline (amend)

FOB             Student Discipline:  Out-of-School Suspension (amend)

FOCA          Placement in Disciplinary Alternative Education Setting:  Disciplinary Alternative Education Programs (delete)

FOE             Student Discipline:  Emergency and Alternative Placement or Expulsion (amend)

FOF             Student Discipline:  Students with Disabilities (amend)

4.  Report on Texas Tech University and Stephen F. Austin University Teacher Preparation Programs (Dr. Rona Pogrund and Michael Munro)

5.  Adjournment