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January 27-28, 2006 Minutes

Meeting of the Board of Trustees
Texas School for the Blind and Visually Impaired

The regularly scheduled meeting of the Board of Trustees, Texas School for the Blind and Visually Impaired (TSBVI) was held in Room 116 of the Administration Building, located at 1100 West 45 th Street, Austin, Texas on January 27 and in the Live Oak/Pecan Room at Summerfield Suites, located at 7685 Northcross Drive, Austin, Texas on January 28, 2006.

Call to order: Frankie Swift, Board President, called the meeting to order at 10:15 AM. In addition to Ms. Swift, the following Board members were in attendance: Jesus Bautista, Gene Brooks, Mary Sue Welch, Debbie Louder, and Jamie Wheeler.

Introduction of audience: Others in attendance at the meeting included Malcolm Cleveland, Jean Leider, Cyral Miller, Carol Vaughan, Lyn Robertson, Debra Nesbitt, Russell Gregorczyk, Miles Fain, James Lambert, Barney Schulz, Susan Houghtling, John Botti, and Phil Hatlen.

Public Comments/ Open Forum: Jean Leider from Women Printmakers of Austin presented the Board with a donation of artwork by Pam Thames McCroskery. The donation is in thanks for our letting them use space at TSBVI for their monthly meetings. The print technique for this piece is a type of carving called relief. This work was carved into a thin film of clayboard. The cat depicted in the artwork was adhered by a technique known as chine-collée, or Chinese collage.

Award of Certificates of Appreciation: Miles Fain presented certificates of appreciation to Lyn Robertson and Jennifer Fierro for their work on the IPC Low Vision Committee, which is charged with increasing the abilities of students with vision to use the vision that they have. The training opportunities have included Low Vision Therapy training from Region IV, assistance from VI consultants from Region XIII in conducting a wide range of training on campus, as well as TSBVI staff members providing training. The QPVI process has begun with one of our teams to look at quality programs for students with visual impairments. Lyn Robertson accepted the certificate on behalf of the committee. The Board expressed its appreciation for their hard work and commitment.

Malcolm Cleveland presented certificates of appreciation to Silas Dorn and Terry Regalado from the TSBVI warehouse. He explained that the warehouse crew does a lot of work at the school, much of it behind the scenes.

Special Programs teacher Peg Brisco told the Board that a few years ago, she met a TSBVI student who needed a lot of help in such areas as personal hygiene and self-esteem. Recently the warehouse crew gave the student a job delivering warehouse items on campus. She found that, through working with the warehouse, the boy's life has turned around for the better in many ways, and that the warehouse staff has gone above and beyond the call of duty. Ms. Swift expressed the Board’s appreciation of the work that they have done here.

Dr. Hatlen mentioned that the warehouse staff also sends out the curriculum materials that TSBVI sells. Debbie Louder said that her office assistant complimented TSBVI for sending out curriculum orders quickly.

Ms. Swift related that Mark Paredes exhibited great skill in helping the students gently on their first day working at the Wildcat Bistro while handling the busy restaurant. Dr. Hatlen suggested having the Bistro cater the Board's lunch with the Student Council in March. The Board agreed to this plan.

Consideration of Approval of Minutes of November 18 and 19, 2005 Board Meeting: Ms. Louder said that Carol Vaughan was going to check how the abuse and neglect report is being used. Ms. Vaughan indicated that she had received it.

Ms. Louder said that the Update on the Management Response to the State Auditor's Office Audit on Financial Systems was lacking from the January Board agenda, although the minutes from the November 2005 Board meeting reflected that Barney Schulz "estimated that the Board will consider a policy or procedure at its January Board meeting." The Board asked that the item be placed on the March Board agenda.

Malcolm Cleveland said that, regarding the Broday Trust, there was no additional information to report, except that the State Attorney General's Office has contacted us and is now waiting on something from us. There is nothing further to report, but there should be something for the March meeting.

Ms. Louder motioned that the Board approve the minutes as presented. Jamie Wheeler seconded the motion. The motion to pass was unanimous.

Report from the Program Committee

Consideration of Approval of Board policies:

Debbie Louder reported that the Program Committee recommended that the review of Policy GKB be accepted. Since the motion came from committee, no second was needed. The motion to pass was unanimous.

Report from Outreach Director: Cyral Miller reported on the activities of the Outreach Program. The Outreach Program is divided into three teams: VI Outreach, Deafblind Outreach, and Statewide Outreach. The functions and activities of these groups overlap.

The VI Outreach team has primary involvement for the on-campus workshops and the distance education workshops. They have held four on-campus workshops this year. The most recent was in January, and was titled "Low Tech, No Tech Math Adaptations." That workshop focused on TEKS mastery. It was very well attended, and was a successful collaboration of Curriculum, Outreach, and Special Programs staff. The VI team has also completed three of five distance education workshops. The most recent was on daily living skills and cooking. The next two are on adapted PE and speech language assessment. The last two will be coordinated with Comprehensive Programs.

This year the Outreach Program sent proposed 2006-2007 campus and distance education workshop dates to the service centers in January to assist them with their staff development planning. We are trying different strategies to figure out how we can coordinate more effectively with the service centers.

The VI team is planning a family leadership series modeled on the deafblind family leadership series, now into its second year. Edgenie Bellah from Outreach is very excited about the deafblind program and the parents who have participated. This series will be replicated next year for VI families, starting mainly with Spanish-speaking families. Usually there are a few Spanish-speaking families involved, but the VI series will focus especially on issues most important for that population. The nomination process is now underway.

We also just held national training for QPVI, which is the process of training local districts to serve their students more comprehensively. People from Tennessee and Michigan attended.

The Deafblind team just completed the Usher Weekend for families of students with Usher Syndrome. This year it was held in collaboration with TSD. Intervener training will take place in February.

The Deafblind team is also packaging two kinds of training programs this year. They are pulling together the transition process that David Wiley has been working on for many years. It will become either a DVD or a videotape with accompanying materials. There will also be a DVD on interaction training that Craig Axelrod has developed based upon the work of Dr. Van Dijk.

The Statewide team is currently working on VI registration. The Deafblind census mailing goes out the week of January 30. Nick Necaise, who heads up both of those efforts, has been successfully battling cancer for the past several months. After over 30 years of state service, he plans to retire this summer.

Mentor training starts today, and a group began yesterday helping to evaluate the mentor program. The other main focus is personnel preparation and working on recruitment. There is a real current shortage of VI professionals in the state, and there are a lot of people close to retirement. Although there are a lot of people in training, there are not enough to cover the existing or emerging need. One of the strategies for dealing with this problem is to go to university programs, especially special education classes, and inform them about the VI field. KC Dignan has come up with ways to increase college students' interest in this field, and has developed recruitment tools with AERBVI. Another strategy involves attending job fairs. We are especially targeting Hispanic and African-American recruits, as there is a great need in that area.

Report from Comprehensive Program Principal: Miles Fain reported on the school’s successful completion over a three-year period of all goals for planning and implementing training for teachers and staff to enhance students’ utilization of low vision as described earlier in the meeting with presentation of certificates of appreciation to the chairs of the committee overseeing this goal area.

He also reported on the activities and structure of the student council. The Student Council is composed of secondary students, with Roy Martz and Marnee Loftin as sponsors. They are assisting with hosting the Sesquicentennial Celebration events this evening as well as planning an elementary Easter egg hunt.

TSBVI will host the South Central Association of Schools for the Blind (S.C.A.S.B.) track meet April 27-29. The Student Council is planning that Friday's social event.

Student Council members are looking forward to their lunch with the Board on March 24.

Students Arlo and Lee are going to the international AER conference this coming July. They participated in the Discovery Trails Program, where student relive some of the historic Western trails such as the Lewis and Clark Trail. They have been invited along with other students to Salt Lake City to present on the program. They will also take part in a five-day campout along an historic Native American trail.

Gene Brooks asked whether the Track and Field events will be held on campus. Mr. Fain responded that some events will be held at Lamar Middle School and that some events will be held on campus. He also reported that his daughter, Molly, was born November 30, and weighed 7 lb 4 oz. He shared photos with the Board.

Dr. Hatlen asked about the wrestling program. Miles Fain reported that we participated in the S.C.A.S.B. sporting event in Mississippi. TSBVI took sixth place in wrestling, but each student had a good personal experience at the meet. In cheerleading we placed 3 rd overall, and cheerleading captain Felicia placed 2 nd in individual cheerleading competition.

Report from Special Programs Principal: Dr. Newton reported that the Special Programs group is trying to increase awareness of and participation in their programs. They have been trying to get more access to transportation so that more students can come here. Dr. Newton has been making more phone calls and trips, especially to the Division of Blind Services and to schools. She has determined that they need to move from targeting professionals in the field of vision, and instead to reach out to special education directors and to families.

Mary Sue Welch complimented the addition of culinary arts to the summer school course offerings. She commented that there is a financial opportunity for students who can go into the Business Enterprises of Texas Program. Also, learning how to cook, entertain, and plan parties, helps build up self-esteem and makes one feel proud to be an integral part of these activities.

Mrs. Welch also complimented Dr. Newton about her willingness to help with the Writer's Workshop this summer, and working with Badgerdog to make it special. She expressed pleasure at the direction the programs are going.

Dr. Newton said that she had been getting a wonderful response from people who had looked at the array of summer programs course offerings, and who called in to say that this is the best offering they had ever seen. She reminded the Board and those callers that we will not be able to hold all of the courses listed. Her department will offer the programs that are most appealing to the enrollees.

She further reported that they are trying to attract more academic students to the summer programs, because the focus on the TAKS has meant a reduction in expanded core curriculum instruction. The special programs staff is trying to mesh those needs with summer program offerings.

Mrs. Welch reported that All Blind Children of Texas (ABCTX) is really excited about the Badgerdog Writing Workshop. Badgerdog has written a grant to try to get funding for the entirety of the program. They have raised $5000 toward a summer writing program which, if all goes smoothly, will take place here this summer.

Dr. Newton mentioned that in the summer, some of the Residential Instructors turn the Canteen into a really nice restaurant and make it fancy and elaborate. Mrs. Welch said that she had an idea for a fundraiser called "Dining in the Dark," in which the servers and hosts and food preparers would be blind. The diners would be sighted folks dining in the dark.

Ms. Swift reported about the badges used in Houston public schools. There is a program called Rafter, which costs $2000 up front plus $500 per year for service and support. One places one's license into a device, which then prints one's driver license into a visitor's badge. Ms. Louder said that Avery makes a similar device that is $900.

Ms. Swift said that the device was capable of printing a badge based on driver license number even if the license was not present.

Consideration of Internal Auditor's performance appraisal: At 11:05 AM the Board convened in closed session to discuss the Internal Auditor’s performance appraisal under the authority of the Texas Open Meetings Act, Section 551.074, with the intent to reconvene in open session at 11:20 AM.

At 11:43 AM Ms. Swift reconvened the meeting in open session.

Mrs. Welch moved on behalf of the Board to accept the internal auditor’s performance appraisal. The motion was seconded by Mr. Bautista. The motion to pass was unanimous.

Mrs. Welch moved on behalf of the Board to change the classification of the Internal Auditor to Auditor IV, salary group B-13, starting on February 1, 2006. Mr. Bautista seconded the motion. The motion to pass was unanimous.

Report from the Finance and Audit Committee:

Consideration of approval of Investment Report: The Finance and Audit Committee recommended acceptance of the Investment Report. Mr. Schulz reported that the Finance and Audit Committee had reviewed the investment report. The short-term investment balance at December 31, 2005 was $252,067. The School has earned interest of $3,135 over the last four months. The average annualized yield at time of writing the report was 4.26%. For the date of January 26, 2006, it was 4.41%. This is in line with other interest rates that would be available to the school.

The motion needed no second, as it came from committee. The motion to pass was unanimous.

Consideration of adoption of a resolution regarding the review of the investment policy and strategies of TSBVI: The Finance and Audit Committee moved to accept the resolution. The motion needed no second, as it came from committee. The motion to pass was unanimous.

Consideration of approval of receipt of gifts and donations valued over $500: Dr. Hatlen reported that the only donation over $500 was the donation of thousands of dollars worth of gifts for Christmas, donated by Texas Gulf Refrigeration. The Finance and Audit Committee recommended approval. No second was needed. The motion to pass was unanimous.

Consideration of approval of request for expenditure of gifts and donations: Ms. Swift said that this item is not an issue at this time, as the donations that have come in were for specified purposes and required no action from the Board.

Ms. Swift reported that the school bus order was cancelled due to overpricing. A new order has been placed; one which is more expensive than the previous one. The Finance and Audit Committee gave a directive that Mr. Cleveland proceed with the order, and to time it so that the bids will get back to us from Texas Building and Procurement Committee (TBPC) after the March Board meeting. The committee would like to have the audit on the weekends home program from Russell Gregorczyk before ordering the buses. This will change the process by two or three weeks, and the buses will not arrive before the start of school in the fall either way. The committee directed the business office to proceed but not to make the actual order until after the March board meeting.

Ms. Swift called the meeting into recess at 11:55 AM, with the intent to reconvene at 1:15 PM.

Ms. Swift reconvened the meeting at 1:20 PM.

Report from the Personnel Committee:

Ms. Swift reported that the Personnel Committee did not meet due to lack of quorum, so Personnel Committee agenda items were taken up by the full Board.

Consideration of approval of board policies: Ms. Nesbitt reported that she needed to withdraw Policy DFE from consideration due to an editing mistake, and resubmit it for the March meeting.

Ms. Swift said that on page 2 of Policy DHE, there appeared to be a duplicate reference to a federal statute. Ms. Nesbitt replied that the statute reference is based on the way the Texas Association of School Boards (TASB) formats statutory citations.

Ms. Nesbitt pointed out the errors in Policy DFE under the section "Notice to the SBEC" is a repeat of what was under the "abandonment of contract" sections. She said that she will bring back a fixed version. Dr. Hatlen asked whether the policy should reference SBEC or TEA. Ms. Vaughan said that she can look into it and will change it if necessary.

Ms. Nesbitt informed the audience that the changes to the policies other than DEH and DEF were legal changes that we are obligated to comply with even if we were not to change our policy. The changes to DEF and DEH are changes that were recommended in the Audit Report on Human Resources Systems and Controls to increase the accountability of supervisors in completing their employees' performance appraisals.

Mrs. Welch moved to approve policies DEA, DEF, DEH, DHC, DHE, DIA, and DK as presented. Ms. Wheeler seconded the motion. The motion to pass was unanimous.

Mrs. Welch moved to table approval of Policy DFE until the March Board meeting. Mr. Bautista seconded the motion. The motion to pass was unanimous. Policy DFE will be brought back to committee in March.

Discussion of superintendent performance appraisal process and performance appraisal training: Ms. Nesbitt asked that this item be postponed. The item was to be taken up in committee, but the committee meeting did not occur.

Mrs. Welch said that the appraisal instrument is still difficult for some of the board members. She asked that it be placed on the next Personnel Committee agenda.

Agenda item 7b, "discussion of superintendent performance appraisal process and performance appraisal training," will be placed on the March Personnel Committee meeting agenda.

Consideration of Approval of Revised Organizational Chart: Dr. Hatlen reviewed the organizational chart of TSBVI. Community Resources Director Gloria Bennett is now directly under Dr. Hatlen. Operations Director James Lambert is now on the management team, bringing the total number of managers to six. Under Mr. Lambert there are two assistant operations managers: John Coleman and Camella Rivers. Mr. Lambert has divided the responsibilities of his old position between them, in order to allow him to function more in the role of facilities planner and to work with the architect over the next six months.

In the health services department, Acting Director Becky Pimentel has submitted her retirement, and her position has been posted.

Interim Technology Services Director Jim Allan does not wish to remain in that position. The job has been posted and we have a number of applicants.

Dr. Hatlen asked the Board for approval of the organizational chart as submitted.

Ms. Swift asked whether any of these positions had been reclassified. Dr. Hatlen responded that Mr. Lambert had been reclassified for this period of time. Mr. Schulz said that Mr. Allan had also been temporarily reclassified. Ms. Nesbitt informed the Board that temporary reassignment is allowed by the legislature for six-month periods when a transitional appointment is needed.

Ms. Louder moved to accept the organizational chart as presented. Dr. Brooks seconded the motion. The motion to pass was unanimous.

Presentation from Architectural Firm for the Bond Projects: This item was postponed to March, as the architect has not yet been selected. Dr. Hatlen said that he will notify the Board once a firm has been chosen.

Public Discussion of TSBVI’s 2004-2005 Annual Report: Dr. Hatlen reported that Susan Houghtling has done the annual report for the past two years. The school has a memorandum of understanding with the Texas Education Agency (TEA) that stipulates that we will publish an annual report. He said that he finds the annual report to be well presented, and the highlights of all the programs to be well done.

Mrs. Houghtling said that she does not really write it; she just puts it together and coordinates its production.

Ms. Louder asked about the cost per child that comes to us.

Mr. Schulz responded that the statute in the education code requires that each district submit to TEA the total number of students that they have, as well as their property tax basis, which is based upon a tax calculation that TEA performs. This calculation determines what the amount is per ADA student, then that information is related to us. This is reflected in the budget under appropriated receipts, which is part of the appropriations.

Ms. Louder pointed out that there is a mistake on page 13 of the annual report, where the Division of Blind Services was called the "Department Blind Services."

Consideration of Approval of Proposed Vision, Mission and Philosophy Statements for TSBVI: Dr. Hatlen said that the heading in the board packet mistakenly refers to the vision statement as the "mission statement."

He said that Cyral had suggested adding "…including those with additional disabilities or deafblindness…” to the mission statement. The Board considered the possibility of removing the term "deafblind" as being redundant. Ms. Vaughan said that she thought that the professional community believes that deafblindness is a specific disability that is distinct from being deaf and blind.

In the Mission Statement, the Board added “, their families and the local and regional service providers who work with them.” Ms. Swift asked whether we should not change the acronym "TSBVI" to the whole name. Dr. Hatlen said that we will add that.

Mr. Bautista asked whether the mission statement should be posted. Dr. Hatlen responded that we need it in every building.

In the philosophy section, the list of statements has had one line added: "Parents must be informed about the educational needs of their children, and be equal participants in the educational process.” Dr. Hatlen suggested changing the word “must” to “shall”. The Board chose to keep it “must.” Ms. Swift suggested adding reorganizing the bullet points so that the phrase "including those with additional disabilities or deafblindness," occurs once in the philosophy statement, and applies to all of the bullet points, which will also have to be edited.

Ms. Wheeler moved to accept the vision, mission, and philosophy statements with the proposed amendments. Mrs. Welch seconded the motion. The motion to pass was unanimous.

The Board handed down a directive that plaques of the mission statement be installed in every building in print and braille, starting with the main building, followed by the conference center. Buildings that are scheduled for renovation will receive plaques later.

Consideration of Approval of Emergency Operations Plan and of a Resolution Adopting the Plan: Mr. Fain related to the Board that he and Ms. Vaughan had been asked to coordinate their efforts on developing an emergency operations plan with the efforts of others at the school who are working on it. Mrs. Houghtling has done a great deal of research and made a lot of useful contacts who will be helpful in developing the plan. She and Residential Program Coordinator Shelly Allen had recently received special training in this area.

He went on to say that the Texas School Safety Center was developed by the legislature; one of its missions is to serve as a central location for school safety information and research. The center has been charged by Senate Bill 11 with helping TSBVI and all schools in developing their emergency operations plans. They are also to provide on-site assistance with school safety issues, including training.

We have recently become a member of the Central Texas School Safety Consortium. The consortium is composed of many schools in Travis and Williamson counties. TSD is also participating. The purpose of the consortium is to help campuses better prepare for all kinds of emergencies. One thing that they have done is to begin working on the model that the state is using and on which the regional service centers are providing training. They have also begun to make recommendations for all of the schools in the area about many of the hazards that are specific to Central Texas. We will be able to tie right into that work with the plan that we will develop.

Senate Bill 11 contained the following requirement: Effective September 1, 2005, by March 1, 2006 every school must adopt and implement a multi-hazard emergency operations plan. The plan must be very comprehensive, including employee training, provision for emergency preparation drills, and coordination with local authorities.

We had already begun a revision process a couple of years ago, and the work that the consortium has done will tie in nicely with that work and help move the process along.

We need to develop an operations plan manual. We also need to conduct a school security audit every three years using the items specified and developed by the Texas School Safety Center. If we have recently conducted a safety or security audit, we are encouraged to use the information that we have already gathered.

The school safety center was required to develop the models and the tools for providing assistance to school districts by December 1, 2005. Region XIII quickly put together training based on this. A few years ago, we developed an emergency flip chart and distributed it throughout the campus.

Mr. Bautista asked whether the physical plant is included in the plan and whether there are extra funds for those needs. Mr. Fain responded that the bill included extensive requirements for safety related to the physical plant at the school. We are getting information from the consortium about the grants or other funding that may be available to us. We also think that a lot of the funding for capital improvements will go to implementing safety features in the building designs.

Mr. Bautista said that his concern is that the legislature will make unfunded mandates that will cause the school to have to allocate funds from other resources.

Mr. Fain summarized some of the recent activities of the emergency planning group:

In November 2005, Mrs. Houghtling and Ms. Allen attended Region XIII training.

On January 18 Mrs. Houghtling attended a meeting of the consortium, where she requested technical assistance in developing the plan.

On January 23, consortium director Jo Moss came to TSBVI and helped the school to begin drafting new procedures based on the templates that she had. The next steps are for Mr. Fain and Ms. Vaughan to work with Dr. Hatlen, Safety Director Guy Groomer, Ms. Allen, Ms. Rivers, and Mrs. Houghtling, in order to complete the plan by March 1. The group intends to have the plan ready for board approval and input at the March 24 meeting.

Mr. Bautista asked about the security audit. Mr. Fain said that the state requires an external audit. The architecture firm will also be advising us on safety in the master planning process.

Report on the Personnel Budget and the State Classification System: Ms. Nesbitt distributed a sample page from the personnel budget. She then led an overview explanation of the personnel budget and classification system based upon this chart.

All employees except for the superintendent are categorized as either "classified" or "contract" staff. Dr. Hatlen is in a unique category known as “line item exempt,” which means that his salary is one specific line in the bill pattern (TSBVI's budget section of the appropriation act.)

Classified staff are those who hold a position within the State of Texas position classification plan. This is a system for assigning job titles or classifications to a salary structure. The terms "classification" and "job title" are interchangeable for purposes of this discussion. The salary structure for classified employees consists of three schedules. Schedule C is used for law enforcement. We use schedules A and B for all of our classified staff. Schedule A is for clerical, technical or manual labor positions, and schedule B consists of professional or managerial staff. Schedule A contains 17 pay groups. Pay schedule B has 22 groups. Each pay group has a delineated salary range with a midpoint. The state has eliminated the step system officially, but TSBVI still uses it internally for convenience and consistency.

One moves up in one's salary range primarily through merit raises or “step raises.” Sometimes a job is set initially above the lowest step for that salary range. Most job titles have multiple levels, such as System Support Specialist I, II, or III. There are 7 levels for the Accountant classification.

The job title and salary group are linked by law. For instance, Administrative Assistant I is in the salary group A8, and this is not negotiable. The pay range for that group is from $20,652 to $26,880. Ms. Nesbitt will e-mail the web address of the link to the state classification system information online.

Contract positions are educational positions that are either required or permitted to be employed by contract. At TSBVI this group includes principals, assistant principals, O&M specialists, teachers, curriculum coordinator, outreach director, outreach specialists, diagnosticians, psychologists, social workers, physical and occupational therapists, and speech language pathologists.

Many of these are SBEC or TEA certified positions, but others may be state licensed. There is a state law that mandates that teachers be employed by contract. The TSBVI section of the Education Code stipulates that we pay teachers by contract. The term "teacher" is loosely defined – we also pay some other positions as contract.

Classified Schedule B is for non-educational professionals. The general rule is that SBEC-certified jobs are contract positions. We also employ a few other positions by contract in order to maintain parity with Austin Independent School District (AISD).

AISD has two contract pay scales. Schedule A is for administrative staff, specifically principals and assistant principals. The rest are in schedule P, which is for professional teachers, O&M instructors, diagnosticians, therapists et al. Under each schedule there are many scales. The A scales have a range which has a minimum, midpoint, and maximum. The P scales are determined by the incumbent's educational degree and years of experience.

When calculating a raise, AISD takes the midpoint of the salary range for a classification level, then they multiply the raise percentage (three percent, for instance) by that number. The dollar amount that results from that calculation is then added to each person’s salary who falls within that scale level.

She further reported that when TSBVI hires a new assistant principal or principal, we try to place them in the pay scale similar to starting principals in the past. This will often mean that they start at a lower pay rate than the more experienced principal. We then bring them up to the pay level of the more experienced principal over a two- to three-year period. After that point, there is not much salary negotiation for raises except for those that AISD grants their employees. They usually give the administrative staff the same or smaller raise as compared to the Schedule P employees.

Ms. Nesbitt referred back to the handout, pointing out that TSBVI usually uses the state classification title for any given job description. One exception is the TSBVI job title "Rehabilitation Teacher/O&M assistant." This position is not a certified position— it is not on the AISD pay scale. It is a classified position. For determining pay, we use the state classification code for rehabilitation teacher.

"CL" stands for career ladder. Every classified classification has a unique four-digit number. "N/A" means it is a non-career ladder, contract position. A teacher who is on career ladder would have CL1, CL2, or CL3 in that column. The career ladder system is now defunct, but it is grandfathered for the people who started in the mid 1980s. In the next column, a career ladder teacher would have $0, $1500, or $3000 depending upon their career ladder level.

The AISD pay schedule for teachers is P6. Schedules P7A and P7B are classifications for related services. In the column "Group or Degree", classified staff will have a pay group listed. A teacher or other professional, it will read either 'B' or 'M' for bachelors and masters respectively.

The column titled "No. Months/ Days" refers to the months that a classified employee works, or the number of days that a contract staff member works. At TSBVI classified staff are paid a monthly salary, and contract staff are paid a daily rate. The budgeted salary for the year for a classified employee is their number of months multiplied by their monthly rate, which is not necessarily 12 times the monthly rate if they are not paid every month.

Ms. Swift asked how job descriptions get assigned to positions. Ms. Nesbitt replied that she could offer further training on the process. She also indicated her willingness to send out the notes for this presentation and the link to the classification system online so that board members can access that information.

Dr. Hatlen said that the Human Resources department is really very good, and that Ms. Nesbitt keeps it together.

Update on Actions Taken on Recommendations from the Internal Audit on Campus Security: Dr. Hatlen said that the two main accomplishments with regard to campus security have been the closure of the Burnet Road gate and the closure of our campus to RFB&D's parking lot. Many potential improvements are awaiting planning on the capital improvements, so that we can avoid making changes that would impede the construction or cause extra work.

Ms. Allen reported that last summer the management team, the immediate subordinates of the management team, and Ms. Vaughan met to find their common interests in addressing the issues raised in the campus security audit. They came up with an extensive list of items and goals. She, Ms. Vaughan and Ms. Rivers then categorized those items into six goal areas, as delineated on the handout entitled "Ensuring a Safe Secure Campus." These goal areas are:

1. Secure the perimeter of the TSBVI campus;
2. Ensure that only authorized persons enter the campus while welcoming authorized persons;
3. Ensure that all authorized persons wear ID badges;
4. Limit campus access for staff, students, visitors and service people;
5. Establish an effective patrol/surveillance system; and
6. Secure campus buildings.

The first focus is making the entire campus more secure by looking at the perimeters and the entrances and exits of the campus. Those recommendations are prioritized. The group made a recommendation to the management team to close one of the campus gates. Also, House 577 and the post-secondary house currently have no fencing around them, and the gate is open all the time. Last week some knife salesmen walked right into House 577. The group is considering securing that area by extending the fence line. They will also work with the architects and planners to find those items that will not interfere with construction.

One recommendation that will not interfere with construction efforts is the purchase of a badge-making machine with key-entry system that will tie building access to ID cards. Ms. Swift said that many schools are using ID badges as keys for their buildings. Mr. Lambert said that it would be good at TSBVI because you can track access via computer.

Dr. Hatlen said that his first priority is to secure the perimeter. To start, the pedestrian access points will be closed. We also need to hire one more full-time FTE security person in order to have 24-hour security. Students will need keys to get onto campus. Mrs. Welch said that these key-badges need to be usable by the visually impaired.

Ms. Wheeler asked whether the students have ID badges. Ms. Allen said that some students have student ID cards for traveling, but that they are not used on campus.

Dr. Hatlen mentioned a plan to close off the front pedestrian entrances, pave the area between Dorm A and 45 th Street, make the current front parking lot an employee-only lot, and make a welcome center out of Dorm A.

Ms. Swift reported that many schools have a second set of doors in their front office through which one may not pass without a badge. Ms. Louder said that she was very happy that Steve from campus security stopped and questioned her when she parked to go to the conference center recently. Ms. Wheeler expressed her gladness that we are moving forward on campus security.

Report from All Blind Children of Texas Charity: Mrs. Welch reported that ABCTX has sold 3079 wristbands, and that there is now a balance in the bank. A few $1000 pledges and some $500 pledges and some $250 pledges have come in.

She also said that the calendars are not selling as well. They have almost broken even on calendar sales. The price per calendar has dropped to $5 apiece.

She continued that planning has not yet begun for Memories Weekend, which will take place August 18-20. That is also the date for the unveiling of the Callahan Museum and the TSBVI Museum.

There are now sesquicentennial polo shirts for sale for staff and board members. Ms. Swift asked about the possibility of creating a picture book of the school's history that we could sell in the museum.

Discussion of Sesquicentennial Activities: Dr. Hatlen reported that an expert philatelist is helping the school prepare for our sesquicentennial stamp cancellation day in August. The post office will send someone to the school to cancel letters. The cancellation stamp has already been prepared for the Pitney Bowes machine on campus.

Mrs. Welch reported on the Sesquicentennial Kick-Off Event, scheduled for the evening of January 27. The winners of the poetry contest are one ex-student and one current student, each of whom will receive $100. Some of the members of the student council will serve as ushers.

Mrs. Welch said that the mayor will read a proclamation at the event. There will be other speeches and music performances. This will be followed by a reception.

Report from the Superintendent:

Superintendent's travel: Dr. Hatlen reported that he had not engaged in any travel since the previous board meeting.

Campus visitors and activities: He went on to say that a photographer came to the school to take photographs for our use in an online virtual tour.

On December 15, 2005, the school held its Holiday Music Assembly in the auditorium. The school participated in the SCASB Fine Arts tournament in Mississippi January 19-21, 2006.

Use of facilities by outside groups: News 8 Austin used the Goodenough Performance Hall on November 28, 2005 to film Austin choirs.

Monthly reports of website visitors: Dr. Hatlen said that Mr. Allan had notified him that "the report generator is not behaving, it is time for a replacement, and I haven't received or installed the new version."

Progress report on procedures required in policy: Dr. Hatlen said that in January the Board looks at policies that were reviewed at the September board meeting. There was no September board meeting, therefore there are no policies on which to report.

Report of Consultants' Contracts Approved at the Administrative Level – Contracts Greater than $600 and Equal To or Less Than $10,000: No consultant contracts required board approval.

Board Training Requirements for the Past Year and New Training Requirements Required in Senate Bill 286: Ms. Swift reported that the Board members who had completed their training requirements were Mr. Brooks, Ms. Clopton, Ms. Louder, Mrs. Welch, and Ms. Wheeler. The same group exceeded the requirements.

She further indicated that, with regard to training, Mr. Galindo had completed four hours and needed five hours; Mr. Bautista had completed no hours of the needed five hours, Ms. Swift had completed 1.5 hours and needed five hours. Mr. Bautista asked whether he should contact Ms. Swift if he needed to travel to receive training. Dr. Hatlen suggested that board members contact Ms. Houghtling for assistance in identifying their areas of need. Mr. Bautista said that in the past, there had not been funding for board members to travel for their training.

Ms. Swift said that the TASB offer of free online board training for one board member has expired. There is now a one-hour, online open meetings training course that is required by Senate Bill 11. Mrs. Houghtling will email the link for that training to the Board. Under the new Act, all board members require open meetings training. Open records training is a new requirement; the Board can designate someone to do it. Mrs. Houghtling has taken that training, so that requirement is filled.

Ms. Swift reviewed Board Policy BBD, which states that "…annually at the January meeting of the Board, the president shall announce the name of each board member who completed the required continuing education, who has exceeded the required hours in continuing education, and who is deficient in the required continuing education. The president will cause the minutes to reflect the information and shall make this information available to the local media." Mrs. Houghtling explained that strategic planning, such as that scheduled for the Saturday portion of this meeting, is deliberation, and does not count as training.

Ms. Swift said that these numbers represent an improvement over last year.

Ms. Louder mentioned the “Grass Roots Meetings” at local ESCs that also counts as training. This is a meeting of local legislators who spend three hours discussing pressing issues for the district or school.

Discussion of the January 28 Board Retreat: Ms. Swift reported that the planning session will begin at 8:00 AM at Summerfield Suites. Cindy Martin is the strategic planning facilitator. There will be a quorum.

Ms. Louder asked about the new appointments liaison at the Office of the Governor. John Botti reported that the new incumbent is named Gaby Fuentes.

Ms. Swift mentioned that Ms. Louder, Mrs. Welch, and Mr. Galindo's board appointments have expired. Mrs. Welch announced her intent not to reapply. Ms. Swift said that Mr. Galindo has not reapplied, and Janet Ardoyno has resigned. There are two parent positions coming open. Dr. Hatlen suggested that the Board contact Ms. Fuentes to remind her that when we are even one member short, we have difficulties maintaining a quorum. Her phone number is 512-475-2255. Her email address is gfuentes@governor.state.tx.us.

Ms. Swift said that the Governor's Office is now a year behind, and that there will be more term expirations next year. This could lead to a situation in which six or seven new board members come on at the same time, which could be disastrous with all of the building that is going on. She suggested that the members contact the Governor's Office, and that they encourage people whom they know to apply for the vacant position. Dr. Hatlen expressed his wish that the current board members stay on the Board.

Discussion of Future Board Meeting Topics: Ms. Swift reviewed items on the current agenda that have been tabled until March. These include Personnel Committee items 7a: Consideration of approval of Board Policy DFE, and 7b: Discussion of superintendent performance appraisal process and performance appraisal training.

The following items are also moved to the March agenda: Item 10: Presentation form Architecture Firm for the Bond Projects, and Item 13: Consideration of Approval of Emergency Operations Plan.

Ms. Swift said that we will hopefully have a report on the Audit of the Weekends Home program.

Ms. Louder asked for a progress report on all the audits that have occurred.

Mrs. Welch asked that the March agenda remain light enough to allow time for the Board and the student council to enjoy their time together. Mrs. Welch asked that the lunch be scheduled longer, for instance 11:00 or 11:30-1:00. Ms. Louder asked that perhaps Dr. Hatlen could make his presentation as a written report.

Mrs. Swift asked whether we could put the Finance and Audit Committee first on the agenda, with Mr. Gregorczyk at the top of that list.

Election of Board Officers: Dr. Hatlen reviewed the rules for Board officer elections.

Dr. Brooks nominated Ms. Swift as board president. Ms. Wheeler seconded the nomination. All board members voted in favor of Ms. Swift.

Mrs. Welch nominated Ms. Louder as vice president. Ms. Wheeler seconded the nomination. All board members voted in favor of Ms. Louder.

Mrs. Welch nominated Ms. Wheeler secretary. Ms. Wheeler declined the nomination. Mrs. Welch nominated Dr. Brooks as secretary, and Ms. Wheeler seconded. All board members voted in favor of Dr. Brooks.

Consideration of Approval of Board President's Recommendations Concerning Board Committees and Nomination of Committee Members: Ms. Swift indicated her desire not to change the current committee structure, which consists of Personnel Committee, Program Committee, and Finance and Audit Committee. No other members expressed a wish to change these.

The Board decided to maintain current committee membership, which is as follows:

Finance and Audit Committee: Toby Galindo, Gene Brooks, and Frankie Swift. Mr. Galindo will remain chair for now.

Program Committee: Debbie Louder is chair and will remain chair, plus Jesus Bautista and Jamie Wheeler.

Personnel Committee: Donna Clopton is chair. Mary Sue Welch is on the committee, and one position has been left vacant by Janet Ardoyno.

Announcements: There were no announcements.

Recess: Ms. Swift called the meeting into recess at 3:25 PM.

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January 28, 2006 Minutes

Meeting of the Board of Trustees
Texas School for the Blind and Visually Impaired

The regularly scheduled meeting of the Board of Trustees, Texas School for the Blind and Visually Impaired (TSBVI) was held in the Live Oak/Pecan Room at Summerfield Suites, located at 7685 Northcross Drive, Austin, Texas on January 28, 2006.

Call to order: Frankie Swift, Board President, called the meeting to order at 8:15 AM. In addition to Ms. Swift, the following Board members were in attendance: Gene Brooks, Mary Sue Welch, Debbie Louder, and Jamie Wheeler. The following TSBVI staff were in attendance: Dr. Phil Hatlen, Superintendent; Kenneth Miller, Director of School and Student Services; and Susan Houghtling, Program Supervisor.

Strategic Planning: Cynthia Martin, M.Ed., Director of Special Education at Eanes ISD, introduced the purpose for today’s meeting. TSBVI is working on development of its Agency Strategic Plan for the five-year period beginning with fiscal year 2007 and also working on its Annual Improvement Plan for the 2006-2007 school year. The Agency Strategic Plan will be submitted in June and will drive the funding requests for fiscal years 2008 and 2009 that will be submitted in the Legislative Appropriations Request later in the summer. At today’s meeting, board members will be asked to develop threat statements and blessing statements and then be asked to prioritize their highest needs for the School. From today’s meeting, TSBVI administrators will develop measurable objectives and action plans for consideration at the March board meeting. In May, TSBVI administrators will ask for final approval of the Agency Strategic Plan and the Annual Improvement Plan.

Ms. Martin explained that TSBVI administrators recently developed the following long-range strategic goals for the School:

TSBVI will be a leader in providing statewide services and resources so that:

1. All students with visual impairments have equal access to quality education based on appropriate assessment, curriculum and instruction.
2. All students with visual impairments demonstrate knowledge and skills to lead vocationally, personally and socially satisfying lives.
3. All students with visual impairments receive a quality education from qualified professionals and trained staff.
4. All parents of blind and visually impaired students have a thorough understanding of the impact of vision loss on their child and the instruction needed to minimize the effects of vision loss on learning.
5. Partnerships are developed so that all students with visual impairments have appropriate available quality services.

She asked the Board to consider any changes they would like to make to these goals. No changes were recommended. Ms. Martin next asked board members to identify threats related to serving students with visual impairments in the State. She also asked them to tie the threats to specific strategic goals. The following threats were identified:

THREATS IDENTIFIED

ADDRESSES GOAL #	IF WE DO NOT ADDRESS…THEN…
4	1. expectations/level playing field then students' achievement will not keep up.
5	2. communication with superintendents then barriers will continue to exist.
1	3. the State accountability measures and standards specific to the needs of VI students then VI students will continue to lack access.
1	4. resources/materials necessary then students will miss critical information/skills.
1	5. accountability for expanded core curriculum.
4	6. specialized parenting needs then families will not overcome fear/inertia to help the child.
5	7. provide specialized services where the child lives then they will not have access.
1	8. expand our services to include the evolving academic standards then students who do not want to relocate will not receive the same quality education as peers.
1	9. teach braille so that students are proficient and love this media then these children will not have a critical skill for life/learning.
2	10. isolation of students who need the experience of peers with VI then they will not fully develop psychosocially.
5 & 3	11. address personnel prep and connect/network existing resources across the State then geographical gaps will exist.
1 & 5	12. maintain the quality residential services then a valuable resource will be lost.
5	13. understanding of Administrators about quality programs and services then they will continue to allow inadequate practices.
1	14. rigorous math and science instruction then VI students will not have access to continuing education/careers.
2	15. early transition planning then students will not set high goals (parent role critical).

Ms. Martin next asked board members to identify blessings related to serving students with visual impairments in the State. She also asked them to tie the blessings to specific goals. The following blessings were identified:

BLESSINGS IDENTIFIED

ADDRESSES GOAL #	IF WE COULD ONLY…THEN…
3	1. develop a contact network of existing VI professionals/specialists then we could be more responsive to needs.
3	2. recognize individual talents/interests of VI teachers then we could build a comprehensive support system.
5	3. provide satellite access to district services then more students would get quality instruction/social connections.
1	4. develop resources and content specialists in math and science then VI students could excel in academics.
4 & 5	5. promote understanding of the challenges to people with VI then more people could advocate/support.
2	6. develop a network of qualified/screened VI mentors for parents related to life skills.
2	7. expand the content and access to training/assistance/information for family support so that more families would access the support and information they need when they need it.
2	8. emphasize the critical importance of expanded core curriculum/in-home services for students and parents so that parents understand and can teach appropriate skills.
2	9. educate or assist with assessments then more appropriate IEPs/services would be implemented (appropriate state testing) (Assessment Center?)
2	10. assure that all VI assessments are conducted by professionals trained in VI techniques and using a standard protocol.
2	11. assure all students valid vocational/career assessments and instruction.
2	12. include expanded core curriculum in PGP – planning for graduation.

Finally, Ms. Martin asked the five board members to choose one strategy they thought most important for the School to address. The following priorities were identified:

1. Stress the fact that students can develop good psychosocial skills.
2. Through the development of good brailling skills – students will find a new focus on education, accountability for and responsibility for actions and plans for growth as responsible and employed adults that give something back to their community.
3. Stress early identification and appropriate assessment – same quality for all.
4. Find ways to identify, unify, and develop extended networks of services to build options for children.
5. Expand services so that parents and students have access to assessment and standards as peers including accommodations so they are successful.

Adjournment: Board President Frankie Swift adjourned the board meeting at 12:00noon.

Frankie Swift Date Board President

Gene Brooks Date Board Secretary

John Botti Date Recording Secretary

BOARD DIRECTIVES

January 27, 2006

• Proceed with bus bid, but do not order the buses until after the March meeting.
• For future meetings, make the Finance and Audit Committee report the first committee report, and make items relating to Russell Gregorczyk the first items of their report.
• Change the acronym "TSBVI" to the full name of the school in the mission/vision statements.
• Plaques of the mission statement are to be installed in every building in print and braille, starting with the main building, followed by the conference center. Buildings that are scheduled for renovation will receive plaques later.

Future Board Meeting Topics:

• Update on the Management Response to the State Auditor's Office Audit on Financial Systems. The Board asked that the item be placed on the March meeting agenda.
• Report on the Bert Broday, Jr. Trust
• Consideration of approval of Policy DFE
• Personnel Committee: Discussion of superintendent performance appraisal process and performance appraisal training
• Presentation form Architecture Firm for the Bond Projects
• Consideration of Approval of Emergency Operations Plan
• Report on the Audit of the Weekends Home program
• Progress report on all the audits that have occurred