Board of Trustees - Minutes
January 23, 2009 Minutes
Meeting of the Board of Trustees
Texas School for the Blind and Visually Impaired
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 Superintendent’s Conference Room, Building 500, located at 1100 West 45th Street, Austin, Texas on January 23, 2009.
Call to Order: Deborah Louder, Board President, called the meeting to order at 10:00 a.m. In addition to Ms. Louder, the following Board members were in attendance: Dr. Gene Brooks, Michelle Goodwin, Donna Clopton, Caroline Daley, Jamie Wheeler, Michael Garrett, Cynthia Finley, and Bobby Druesedow.
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; Susan Houghtling, Director of Planning and Evaluation; Kim Nagy, Assistant to the Superintendent; Mike Wolszon, Director of Information Resources; Jaye Stepp, Internal Auditor, Lynn Altemeyer, Internal Audit Director, Office of the Governor; Julie Harker, Budget Board Analyst, Office of the Governor.
Public Comments/Open Forum: There were no public comments.
Award of Certificates of Appreciation: Debbie Louder presented the 2009 TSBVI Outstanding Direct Care Staff Members with plaques in appreciation of their efforts. Staff receiving awards were as follows: Margot Marshall, Outstanding Teacher of Students who are Blind or Visually Impaired; Suzanne Becker, Outstanding Teacher of Students who are Blind and Multiply Impaired; Heidi Anderson, Outstanding Related Services Provider; Kerim Peirce, Outstanding Residential Life Staff Member; Robyn Kinley, Outstanding Para-Professional; and Pat Van Geem, Outstanding Provider of Outreach Services.
Consideration of Approval of Minutes of the November 20 and 21, 2008 Board Meeting: Gene Brooks requested that the minutes be changed to say that he left “during” the closed session, not “at the end” of the closed session. On print page 9, Ms. Louder requested that the word “recessed” be changed to “adjourned”, and, under those not in attendance at the board training, she requested that the name “Donna Clopton” be replaced with “Jamie Wheeler”. Donna Clopton moved that the minutes of the November Board meetings be accepted with the stated amendments. Michelle Goodwin seconded the motion, and the minutes were unanimously approved.
Report from the Finance and Audit Committee:
Consideration of adoption of a resolution regarding the review of the investment policy and strategies of TSBVI: The Finance and Audit Committee recommended the adoption of the resolution. Because the motion came from committee, no second was needed. The board voted unanimously to approve.
Consideration of approval of investment report: Gene Brooks questioned when the next meeting with David Tawil, Investment Specialist from Wells Fargo, would occur. Malcolm Cleveland stated that the board can invite him at any time to attend meetings, and that Mr. Tawil was expecting an invitation to the April meeting. Ms. Louder requested that Barney Schulz invite Mr. Tawil to the April board meeting. The Finance and Audit Committee moved to approve the investment report. Because the motion came from committee, no second was needed. The board voted unanimously to approve.
Review of Budget Reports: Debbie Louder questioned what would happen with the allocated funds for the museum if not used. Mr. Cleveland stated that the museum funds are part of the annual general operating budget, and left over money would not carry forward. If the funds were not spent this year, a new line item would be established. Gene Brooks questioned if there were other resources besides the state that we could tap into to supplement our funding for technology. Mr. Daugherty stated that the main resource currently being tapped is E-rate, a program that provides discounts to assist schools and libraries in the United States in obtaining affordable telecommunications and Internet access. Ms. Louder suggested that a Chapter 41 school in Region XIII could partner with TSBVI and gift its money for technology to us.
Approval of Receipt of Gifts and Donations of Over $500: Mrs. Goodwin reported that Richard Neal had donated $500 that was designated for Drama activities. Since the donation did not exceed $500, no action was needed.
Report on the Margaret Broday Trust Fund: Barney Schulz was not in attendance; therefore, Ms. Louder tabled this item.
Status Report on Development of Accounting Manual and Accounting and Purchasing Procedures: Malcolm Cleveland presented a comprehensive outline of topics for the Accounting Manual, noting that not all items currently listed would appear in the final product. He also reported that the Purchasing Procedure is complete and will be routed for review and comment next week. He has almost completed the revisions to the existing Property Procedure. There were no questions from the board regarding this report.
Status Report on Achievement of Recommendations Made in the 2007 Accounting Systems and Control Audit: There were no questions from the board regarding this report; however, Donna Clopton questioned if the Business Office had hired a second accountant as per the recommendation in the state audit. Mr. Cleveland stated that the office had not hired a second accountant. Ms. Clopton requested that the state audit recommendations be revisited at the next board meeting.
Report from the Program Committee:
Consideration of Approval of Board Policies: Jamie Wheeler reported that the committee reviewed the following policy:
- CKC Safety Program/Risk Management: Emergency Plans:
The board stated that they had reviewed the policy and did not have any questions. Jamie Wheeler made a motion to accept the policy as presented. Michelle Goodwin seconded the motion. The board voted unanimously to approve.
Comprehensive Programs Principal Miles Fain:
Adoption of sexuality education curriculum and plan for sexuality education: The Program Committee moved to approve the adoption of sexuality education curriculum and plan for sexuality education. Since the motion to approve came from committee, no second was needed. The board voted unanimously to approve.
Short-term Programs Principal Lauren Newton:
Demonstration of Special Programs application form: Jamie Wheeler reported that the new application form is an online tool where TVIs can register students for Short-Term Programs and Summer Programs in an improved, streamlined fashion. It provides Special Programs with a student database, and it is accessible by JAWS.
Report from the Outreach Director:
Outreach plans for 2009-2010: Mrs. Wheeler stated that next year there would be no on-campus workshops because of campus construction. Next year, Outreach will perform distance education from Region XIII, there will be some evening presentations for families, and 3 new TVI workshops. In addition, they will be trying out new technology, including e-newsletters, podcasts, wikis, webinars, screencasts, blogs, and moodle courses.
The board recessed at 11:20 am for lunch with the 2008 Sports Extravaganza Goal Ball Championship Team and awarded them a certificate of appreciation.
The board members then participated in the Groundbreaking Ceremony for new campus construction.
The board reconvened at 1:00 pm.
Public Discussion of TSBVI’s 2007-2008 Annual Report: Debbie Louder noted that the Annual Report is a wonderfully thorough, well-designed document that could be utilized as an effective marketing tool. Gene Brooks requested that the Annual Report graphic information be provided in text-only format.
At 1:08 pm, Ms. Louder announced that the board would now go into closed session in conformance with Texas Government Code Section 551.074 – Personnel Matters.
Ms. Louder adjourned the closed session at 1:42 pm and called for a short break.
Ms. Louder called an open session to order at 1:58 pm.
Consideration of Internal Auditor’s performance appraisal: Lynn Altemeyer, Internal Audit Director of the Office of the Governor, reported to the board on the peer review she completed for Jaye Stepp, TSBVI Internal Auditor. Ms. Stepp rated “Fully Complies”, which is the highest standard; however, Ms. Altemeyer noted that there is a resource limitation at TSBVI. She stated that the budget for training and reference materials is not sufficient to meet the Auditor’s needs. Ms. Stepp has been paying for these resources herself. Ms. Altemeyer also stated that typically an individual in the role of Audit Director is classified as an Auditor 6, but Ms. Stepp is currently classified as an Auditor 4. Michelle Goodwin requested that a line item be budgeted for the Internal Auditor’s training and reference materials. Debbie Louder requested that Charlotte Miller help Ms. Stepp develop a list of training materials needed, and Ms. Louder requested that Ms. Miller bring a description for the Auditor 6 classification to the April board meeting. Michelle Goodwin made a motion to accept the performance appraisal of the Internal Auditor. Bobby Druesedow seconded the motion. The board voted unanimously to approve.
Discussion of Accessibility Issues of TSBVI Staff: Bill Daugherty reported that one of the largest problems experienced at TSBVI regarding accessibility is the magnitude of forms that staff must use. Jim Allen and the Comprehensive Programs Office are currently going through all forms on the Intranet and making an accessible version of each, but the process takes time. Mike Wolszon noted that all systems developed by or contracted for by IR since he has been at TSBVI have been as accessible as IR could make them, but certain legacy systems, in particular Teacher Solutions, are very difficult to make accessible. However, Teacher Solutions is currently being replaced with a new student information management system, PowerSchool, which can be made accessible. The new timekeeping system will also be accessible. In addition, Mr. Daugherty reported that a Braille printer had been purchased for the Principal’s Office for more convenient access. Mr. Druesedow questioned if there was a group of users designated to test the accessibility of systems. Mr. Daugherty expressed that it was occurring, but not in an institutionalized manner, and that it was a good idea. Mr. Druesedow requested information regarding the standard speech software/JAWS, large print software, and OCR software used by staff.
Status Report on Action Plans in the 2008-2009 School Improvement Plan: Michelle Goodwin and Debbie Louder requested that all action plan steps report a status and that this be provided at the June meeting. Ms. Louder requested that Action Plan 8 be presented in the same format as the rest of the action plans and include status reports. Ken Miller decided that it would be possible. Caroline Daley questioned the status of school food improvement. Mr. Daugherty reported that we have hired a new Food Services Director, and he is making significant changes in food quality simply by switching from pre-packaged foods to freshly prepared foods. Donna Clopton suggested that the board eat with the students in the cafeteria at the next board meeting.
Report on All Blind Children of Texas Charity: Gloria Bennett reported that the Groundbreaking Ceremony was professionally photographed and filmed, and that these would eventually be posted on the TSBVI website. ABC received another grant from the Favrot Foundation, but is looking for an angel donor to replace these funds whenever that grant is no longer available. Through calendar and card sales, ABC raised over $1,200 towards the Virginia Bishop Scholarship this year. ABC is paying for two multiply handicapped students to travel to Crested Butte, Colorado for a ski trip this winter, they funded the fall semester of the Badger Dog creative writing program, they funded a gingerbread house decorating event in December, and they are contributing to send 25 to 30 sixth through twelfth graders to the Houston Texans Football Camp for Students With Visual Impairment. They funded music lessons for 4 TSBVI students and dance class for 1. ABC will be hiring an accountant to do a review of the books in order to become a part of the State Employees Charitable Campaign. ABC has a donation button on the TSBVI website where anyone can easily make tax-deductible donations.
Report from the Superintendent:
Update on Campus Construction: John Daude reported that issues with campus lighting are continually being addressed as the campus is in constant flux. A new style of light is being used that is much more illuminating than older styles. Mr. Daude reported that a contract had been signed for the next seven residential facilities, and that construction on those would begin in February.
Legislative Update: Mr. Daugherty reported that Jodi Wright, our Legislative Budget Analyst, visited campus this week to discuss our base budget. TSBVI fared extremely well compared to other agencies this year, holding on to everything we had, plus receiving additional monies for utilities and food. We may still receive additional money for fuel; this will be statewide if it occurs. No other exceptional items were granted.
Report of Consultants' Contracts Approved at the Administrative Level – Contracts Greater than $600 and Equal To or Less Than $10,000: William Nemir and Bill Rutherford were hired to provide training to TSBVI board members on evaluating the Superintendent and setting performance goals. Frank Hipchen was hired to develop a student medical and dietary information database and a food services meal scheduler and menu system database.
Discussion of Future Board Meeting Topics: Debbie Louder requested training for the board on the budget process. Michelle Goodwin requested that Mr. Tawil be present at the Finance and Audit Committee meeting. Caroline Daley requested that contract staff renewals be presented at the Personnel Committee meeting. Ms. Louder requested that all staff seeking renewal of their contract have a completed annual evaluation. Ms. Louder requested that the board discuss possible committee reconfiguration at the next board meeting. Michelle Goodwin requested that a line item be budgeted for the Internal Auditor’s training and reference materials. Debbie Louder requested that Charlotte Miller help Ms. Stepp develop a list of training materials needed, and Ms. Louder requested that Ms. Miller bring a description for the Auditor 6 classification to the April board meeting. Ms. Louder requested that Barney Schulz invite Mr. Tawil to the April board meeting. Donna Clopton requested that the state audit recommendations be revisited at the next board meeting. Mr. Druesedow requested information regarding the standard speech software/JAWS, large print software, and OCR software used by staff. Donna Clopton suggested that the board eat with the students in the cafeteria at the next board meeting. Gene Brooks requested that the Annual Report graphic information be provided in text-only format.
Announcements: The Braille Revival League of Texas and the American Council for the Blind of Texas are promoting Braille across the state. Barnes and Noble in Fort Worth will host a Braille Awareness Day on January 31, 2009 and Hastings in San Angelo will host the same on January 24, 2009.
Adjournment: The meeting was adjourned at 3:40p.m.
BOARD DIRECTIVES AND FUTURE MEETING TOPICS
- Debbie Louder requested training for the board on the budget process.
- Michelle Goodwin requested that Mr. Tawil be present at the Finance and Audit Committee meeting.
- Caroline Daley requested that contract staff renewals be presented at the Personnel Committee meeting.
- Ms. Louder requested that all staff seeking renewal of their contract have a completed annual evaluation.
- Ms. Louder requested that the board discuss possible committee reconfiguration at the next board meeting.
- Michelle Goodwin requested that a line item be budgeted for the Internal Auditor’s training and reference materials.
- Debbie Louder requested that Charlotte Miller help Ms. Stepp develop a list of training materials needed, and Ms. Louder requested that Ms. Miller bring a description for the Auditor 6 classification to the April board meeting.
- Ms. Louder requested that Barney Schulz invite Mr. Tawil to the April board meeting.
- Donna Clopton requested that the state audit recommendations be revisited at the next board meeting.
- Mr. Druesedow requested information regarding the standard speech software/JAWS, large print software, and OCR software used by staff.
- Donna Clopton suggested that the board eat with the students in the cafeteria at the next board meeting.
- Gene Brooks requested that the Annual Report graphic information be provided in text-only format.
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Deborah Louder, Board President Date
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Caroline Daley, Board Secretary Date
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Kim Nagy, Recording Secretary Date
