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April 23, 2009 Minutes

The first day of the regularly scheduled meeting of the Board of Trustees, Texas School for the Blind and Visually Impaired (TSBVI), was held in the TSBVI Conference Center located at 1100 West 45th Street, Austin, Texas on April 3, 2009.   

Call to Order:  Deborah Louder, Board President, called the meeting to order at 10:15 a.m.  In addition to Ms. Louder, the following Board members were in attendance: Gene Brooks, Donna Clopton, Caroline Daley, Jamie Wheeler, Michael Garrett, Cynthia Finley, and Bobby Druesedow.  Michelle Goodwin was not in attendance.

Introduction of Audience:  Others in attendance at the meeting included William Daugherty, Superintendent of TSBVI; Carol Vaughan, General Counsel; John Daude, Director of Operations and Construction; Malcolm Cleveland, Accounting Director, Charlotte Miller, Human Resources Director, Cyral Miller, Director of Outreach; Miles Fain, Principal of Comprehensive Programs; Barney Schulz, Director of Business, Operations and Technology; Malcolm Cleveland, Chief Accountant; Lauren Newton, Principal of Short-Term Programs; Susan Houghtling, Director of Planning and Evaluation; Kim Nagy, Assistant to the Superintendent; Mike Wolszon, Director of Information Resources; Jaye Stepp, Internal Auditor; and David Tawil.

Public Comments/Open Forum: Miles Fain introduced Craig Lusk, Chairman Elect of the Board of Directors for Professional Contract Services Incorporated (PCSI).  PCSI is a local non-profit organization that operates throughout Texas, Oklahoma, and Colorado whose primary mission is to find employment opportunities for individuals with disabilities.  Mr. Lusk informed the board that PCSI is donating $22,500 to student scholarships and vocational education at TSBVI.  Ms. Louder expressed deep appreciation on behalf of the board and TSBVI for both the generous gift and all the support PCSI has provided throughout the years.  Ms. Louder requested that TSBVI students write thank you letters to PCSI.

Consideration of Approval of Minutes of the January 23, 2009 Board Meeting:  Cynthia Finley noted that there was an error in the announcements.   The “American Council for the Blind” should be “American Council of the Blind”.  Bobby Druesedow moved that the minutes of the January Board meeting be accepted with proposed corrections.  Donna Clopton seconded the motion, and the minutes were unanimously approved.

Report from the Finance and Audit Committee: 

Report from the Internal Auditor: 

Consideration of Approval of Construction Planning and Oversight Processes and Controls Audit:  Jaye Stepp reported on the Audit of Construction Planning and Oversight Processes and Controls.  Ms. Stepp determined that there were no significant deficiencies or findings related to planning and oversight function of TSBVI on the construction projects.  She provided four recommendations: 1) Texas Facilities Commission (TFC) should provide TSBVI accounting staff responsible for payment processing and approval with adequate access to the IMPACT system.  2) TFC should provide TSBVI accounting staff with a weekly report on payment applications and approved payments to enable a regular reconciliation between agencies.  3) TSBVI and TFC should work together to establish a timeline for payment processing.  4) TFC should provide both fiscal and project status reports to TSBVI management at least monthly.  Gene Brooks made a motion to accept the report.  Michael Garrett seconded the motion.  The board voted unanimously to approve.

Consideration of Approval of Board Policies:    

Regarding policy CV-E, Barney Schulz and Carol Vaughan decided the policy was applicable to school districts, but not to TSBVI as a state agency, and therefore was being considered for deletion.  Since the recommendation for approval came from committee, no second was needed.  The board voted unanimously to approve.

Report from Wells Fargo on Broday Trust:  David Tawil, Senior Investment Officer from Wells Fargo, reported on the current status of the Broday Trust.  Mr. Tawil stated that the portfolio is down currently around 28%, whereas the overall stock market is down 40-45%.  This is because the portfolio is very well diversified.  Michael Garrett questioned what the turnover rate was throughout all asset classes, and Mr. Tawil stated it was about 30%.  Mr. Tawil projected that growth will be very slow compared to the past few decades.  Debbie Louder requested that Mr. Tawil return for the September meeting for his next report.

Review of Budget Reports:  Gene Brooks reported on the school budget.  Dr. Brooks requested that Barney Schulz provide a budget report sorted by strategy instead of the current version which sorts by program managers at the next Finance and Audit Committee meeting.

Consideration of approval of Investment Report:  Barney Schulz reported that total investments as of February 28, 2009 were $784,331.12.  Since the recommendation for approval came from committee, no second was needed.  The board voted unanimously to approve.

Approval of Receipt of Gifts and Donations of Over $500:  The Austin Downtown Lions Club donated $1,000 designated for Sports Extravaganza.  Since the recommendation for approval came from committee, no second was needed.  The board voted unanimously to approve.

Approval of request for expenditure of gifts and donations:  It was approved in committee to use the $1,000 from Austin Downtown Lions Club for Sports Extravaganza.  Since the recommendation for approval came from committee, no second was needed.  The board voted unanimously to approve.

Report on Book Sales:  Barney Schulz reported on curriculum sales to the board.  Donna Clopton requested that the board members receive a copy of Dr. Philip Hatlen’s new book.

Status Report on Achievement of Recommendations Made in the 2005 State Auditor’s Office Audit of TSBVI’s Financial Systems:  Bill Daugherty reported that the State Auditor’s Office 2005 audit of the Financial Systems discovered there is a limited number of accounting and budgeting staff at TSBVI, and these staff work with outdated automated systems.  Since that audit, TSBVI has replaced and updated its automated systems; however, we have not yet hired more staff.  TSBVI will immediately seek a 20-hour a week temporary position for an individual, perhaps retired from a state agency, who has experience writing accounting procedures and will work under Malcolm Cleveland to accomplish the task of producing a comprehensive set of procedures in approximately four months.  In addition, we will post a permanent position for another staff with accounting experience.  Michael Garrett requested the positions be filled before the next board meeting and Debbie Louder requested that Mr. Daugherty report on the progress at the next meeting in the event that the positions are not yet filled.

The board recessed for lunch at 11:37 p.m.  The board ate lunch with the Student Council and the cast and crew of the U.I.L. play.

Tour of the Elementary Residential Complex:  All members of the board in attendance at the meeting took a brief tour of the new elementary residential complex.

The board reconvened at 1:15 pm.

Report from the Program Committee: 

Consideration of Approval of Board Policies:  Jamie Wheeler reported that the committee reviewed the following policies:

The committee made a motion to approve policy BBA, BBC, and GA as written.  Jamie Wheeler made a motion to approve policy BBD with the exception of deleting the two paragraphs which reference dates in 2007 in association with completing training requirements.  Bobby Druesedow seconded the motion.  The board voted unanimously to approve.

Consideration of Approval of the School Calendar for 2009-2010:  Jamie Wheeler reported that the Program Committee made a motion to approve the School Calendar for 2009-2010.  Since the recommendation for approval came from committee, no second was needed.  The board voted unanimously to approve.

Comprehensive Programs Principal Miles Fain: 

Experiences in Transition (EXIT) Program:  A student from the EXIT program reported to the committee on his activities within the program as a graduating senior living in an apartment.  Matt Schulz, teacher of basic skills students preparing for transition to adult life, reported on a prototype of a DVD portfolio of students, which will help bridge the gap between the student’s educational career at TSBVI and their community and family life after graduation.

Short-term Programs Principal Lauren Newton: 

Report on Summer Programs Applications:  Jamie Wheeler reported that Summer Programs received over 500 applications this year.  Short-Term Programs will begin some new classes next school year: a Low Vision Tools and Strategies class for secondary students, which will be more technical than the Low Vision Weekend class; an Orientation and Mobility for Teachers and Students class; a Chemistry Tools and Concepts class for high school students; a class called Looking Good:  Self Care, Independence, Sexuality, Socializing and Manners; and a Low Vision Tools and Strategies class for elementary students.  Regarding summer school students who are denied admittance because of behavior issues, Gene Brooks questioned what types of behaviors would prevent admittance.  Lauren Newton responded that only students with very severe behaviors are denied (this year it was only two of the more than 500 applicants.  Students could be denied admission if their severe behavior resulted in their being a danger to themselves or others, or would significantly interfere with instruction for other students. We are able to serve students with severe behaviors during the regular school year because they are here long enough to complete the transition to a new setting, and also because our staff have enough time to learn the types of individualized interventions that are successful for each student.  Neither of these opportunities is available during a one or two-week summer class, and participation can be just as unsuccessful for the target student as it is for other students who are affected.  In the Life Skills camps, we do accept students with more challenging behaviors because these programs are staffed for this.  Gene Brooks requested a report on how many students were denied admittance to Summer Programs in 2008.

Report from the Outreach Director: 

Family Training Activities:  Mrs. Wheeler stated that Cyral Miller and various other Outreach staff reported on all of the Family Training activities, and that these activities continue to grow in popularity throughout the state. 

Report from the Personnel Committee:

Consideration of Approval of Board Policies:

The board stated that they had reviewed the policies and did not have any questions.  The committee recommended to approve the policies.  Since the recommendation for approval came from committee, no second was needed.  The board voted unanimously to approve.

Consideration of approval of proposed renewals and nonrenewals of staff contracts:  The committee recommended to approve the policy.  Since the recommendation for approval came from committee, no second was needed.  The board voted unanimously to approve.

At 1:45 pm, Ms. Louder announced that the board would now go into closed session in conformance with Texas Government Code Section 551.074 – Personnel Matters to consider reclassification of the Internal Auditor.

Ms. Louder adjourned the closed session at 2:15 p.m.

Ms. Louder called an open session to order at 2:20 p.m.

Consideration of reclassification for Internal Auditor:  Bobby Druesedow made a motion to reclassify the Internal Auditor to an Auditor 5 with a salary class of B15 and the salary range at $75,000.  Michael Garrett seconded the motion.  The motion passed with one opposition.

Consideration of Establishment of TSBVI Board Committees:  Debbie Louder postponed discussion of this item until the June 3 board meeting.

Consideration of Approval of a Lease with GIRLING CHILDRENS PARTNERSHIP, LTD of the Property Located at 4902 Grover, Austin, Travis County, Texas, 78756:  Donna Clopton made a motion to approve the lease.  Jamie Wheeler seconded the motion.  The board voted unanimously to approve.

Consideration of Approval of a Resolution to Authorize Participation in the ESC Region 10 403(b) Third Party Administration Services:  Donna Clopton made a motion to approve the resolution to authorize participation in the ESC Region 10 403(b) Third Party Administration Services.  Jamie Wheeler seconded the motion.  The board voted unanimously to approve.

Discussion of Proposed Goals, Needs Assessments, Objectives and a List of Action Plans for the 2009-2010 Annual Improvement Plan:  Referring to Goal A, Objective 3 (TSBVI will achieve the passing standard on 70% of all TAKS tests at all grade levels), Debbie Louder suggested that 70% was too low.  Mr. Daugherty suggested that we could have an internal standard that was placed higher, but keep the external standard equivalent to other schools’ standards.  TSBVI will provide an analysis of how well its students performed across all TAKS tests in the 07-08 school year at the next board meeting.  Susan Houghtling explained that the final proposed Annual Improvement Plan will be presented to the board for approval in June.

Discussion of Accessibility Issues of TSBVI Staff:  Bobby Druesedow requested this item be tabled until the next board meeting.

Discussion of TSBVI Equal Employment Opportunity Report, Minority Hiring Practices Report, and a Report on Participation Levels of African Americans in the Profession of Blindness Services:  Mr. Daugherty reported on information provided by Charlotte Miller on equal employment opportunity both at TSBVI and in the profession of blindness services.  Gene Brooks stated that his concern about the number of minority staff on campus is related to how it might affect minority students on campus.  Dr. Brooks suggested that the board dialogue about how to improve diversity.  Cyral Miller discussed a report she co-authored with KC Dignan titled “Cultural Diversity and Professionals in Visual Impairments: A review of activities in Texas”, which outlined the strategies that have been implemented since the start of the project in 1996.  The results of these strategies have been positive, but the Professional Preparation Advisory Group continues to grapple with the issue.  Dr. Brooks requested that there be a follow-up report on this issue at the next board meeting.  Dr. Brooks said that he would be receptive to meeting with a group formulated to strategize on hiring practices.  Mr. Daugherty will set up a committee with a cross section of TSBVI employees to work with Dr. Brooks to develop strategies on minority representation in the professional and administrative sectors of the school.

Report from the Superintendent:  Mr. Daugherty referred the board to his full report in the board packet.  He added that the State Auditors Office has been here auditing performance measures, noting that there is an extreme level of detail involved, and the compilation of information by staff is quite labor intensive.  TSBVI theater students participated in the U.I.L. One-Act Play competition this year, advancing twice and receiving many individual awards.  By competing with sighted peers from other school districts, TSBVI students put a positive image of blindness in the community.

Report of Consultants' Contracts Approved at the Administrative Level – Contracts Greater than $600 and Equal To or Less Than $10,000:  TSBVI has hired an after-school music teacher, Marda Anderson, for private lessons in voice, piano, guitar, and drums.  We have also contracted with two Spanish interpreters, Cristina Helmerichs and Maurine McLean, for the DeafBlind Symposium.

Discussion of Future Board Meeting Topics:  Bobby Druesedow requested that the discussion on accessibility issues for staff occur at the June board meeting, asking specifically for information on the accessibility of PowerSchool and Case-E.  Dr. Brooks requested that Barney Schulz provide a budget report sorted by strategy instead of the current version which sorts by program managers at next Finance and Audit Committee meeting. Ms. Louder requested that TSBVI students write thank you letters to PCSI.  Debbie Louder requested that Mr. Tawil return for the September meeting for his next report.  Donna Clopton requested that the board members receive a copy of Dr. Philip Hatlen’s new book.  Michael Garrett requested the accounting positions be filled before the next board meeting and Debbie Louder requested that Mr. Daugherty report on the progress at the next meeting in the event that the positions are not yet filled.  Gene Brooks requested a report on how many students were denied admittance to Summer Programs in 2008.  TSBVI will provide an analysis of how well its students performed across all TAKS tests in the 07-08 school year at the next board meeting.  Mr. Daugherty will set up a committee with a cross section of TSBVI employees to work with Dr. Brooks to develop strategies on minority representation in the professional and administrative sectors of the school, and they will report their ideas at the next board meeting.  Gene Brooks requested information on the Personnel Prep program (funding, paybacks of service agreements, break out of numbers)  Debbie Louder requested that the next training be an update on the legislative process.  However, she requested both the legislative update from Region 13 and an update on bills specific to our school.

Award of Appreciation to Board Members Donna Clopton and Jamie Wheeler for Years of Service:  Debbie Louder awarded board members Donna Clopton and Jamie Wheeler with an engraved clock and a framed photograph of campus at the turn of the 20th century for their years of service.  She thanked them for their dedication to the school as board members and members of the VI profession.  They will both be greatly missed.

Announcements:  There were no announcements.

Adjournment:  The meeting was recessed at 4:08 p.m.

Meeting of the Board of Trustees

Texas School for the Blind and Visually Impaired
April 2, 2009   

The scheduled meeting of the Board of Trustees, Texas School for the Blind and Visually Impaired (TSBVI), was held in the Superintendent’s Conference Room, Building 500, located at 1100 West 45th Street, Austin, Texas on April 2, 2009.

Call to Order:  Deborah Louder, Board President, called the meeting to order at 4:05 p.m.  In addition to Ms. Louder, the following Board members were in attendance:  Dr. Gene Brooks, Donna Clopton, Cynthia Finley, Bobby Druesedow, Michael Garrett, and Caroline Daley.  Board Members Michelle Goodwin and Jamie Wheeler were unable to attend this meeting.

Introduction of Audience:  Also in attendance at the meeting were William Daugherty, Superintendent of TSBVI, Barney Schulz, and Carol Vaughan.

Training Session on the Budget Process.

Adjournment:  The meeting was adjourned at 6:45 p.m.

BOARD DIRECTIVES AND FUTURE MEETING TOPICS

  1.  A discussion on accessibility issues for staff will occur at the June board meeting, with specific information on the accessibility of PowerSchool and Case-E.
  2. Barney Schulz will provide a budget report sorted by strategy instead of the current version which sorts by program managers at next Finance and Audit Committee meeting.
  3. TSBVI students will write thank you letters to PCSI for its generous donation and support.  
  4. Mr. Tawil will return for the September meeting for his next report. 
  5. Board members will receive a copy of Dr. Philip Hatlen’s new book. 
  6. The accounting positions will be filled before the next board meeting.  Mr. Daugherty will report on the progress at the next meeting in the event that the positions are not yet filled. 
  7. Lauren Newton will provide a report on how many students were denied admittance to Summer Programs in 2008.
  8. TSBVI will provide an analysis of how well its students performed across all TAKS tests in the 07-08 school year at the next board meeting.
  9. Mr. Daugherty will set up a committee with a cross section of TSBVI employees to work with Dr. Brooks to develop strategies on minority representation in the professional and administrative sectors of the school, and they will report their ideas at the next board meeting.
  10. A report on information on the Personnel Prep program (funding, paybacks of service agreements, break out of numbers) will be provided at the next board meeting.
  11. The next board training will be an update on the legislative process, both the legislative update from Region 13 and an update on bills specific to our school.

_____________________________       ________________
Deborah Louder, Board President                              Date

_____________________________       ________________
Caroline Daley, Board Secretary                      Date

______________________________     ________________
Kim Nagy, Recording Secretary                       Date

 
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