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Texas School for the Blind and Visually Impaired
January 31, 2003 @ 9:35am
Board President Mary Sue Welch called the meeting to order at 9:35am in the Superintendent’s Conference Room. The following board members were present: Mary Sue Welch, Toby Galindo, Deborah Louder, Jesus Bautista, and Barbara Cherry. Frankie Swift, Zena Pearcy and Bruce Best were absent due to previous commitments.
Charlotte Duke, Susan Houghtling, Cyral Miller, Carol Vaughan, Lauren Newton, Miles Fain, Malcolm Cleveland, Barney Schulz, Roy Wright, Debra Nesbitt, Judy Schauer, Ken Miller, James Lambert, and Phil Hatlen.
Mary Sue Welch asked for any comments for the approval of the minutes. Debra Louder stated that the word “sponsor” was not accurate. Dr. Hatlen stated the word “exhibitor” should replace “sponsor” at the next TECASE conference, on page 7 of the minutes. No other changes were requested. Toby Galindo made a motion that the minutes be approved. Debra Louder seconded the motion. The motion to pass was unanimous.
There were no public comments for this meeting.
Barbara Cherry presented the policy review by the Policy Committee and stated that the Finance and Personnel Committees will discuss their policies separately. On behalf of the Policy Committee, Barbara Cherry made a recommendation to the Board to approve revision of policy BBD, BBD(E), BDA, BE, BF, BKB, CLA, CLC, CMD, CQ, EK, EKB, EKC, EKD, EMJ, FDC, and FNCK. All were in favor of the revisions. The motion to pass was unanimous.
Toby Galindo made a recommendation to approve all policies presented by the Personnel Committee CKFB, DEA, DEC, DH, DI-E, DK, DL and DMA. All were in favor to accept the policies as stated.
The Finance & Audit Committee meeting Chairperson was absent, therefore no meeting or report was available. Jesus Bautista made a motion to table their four policies until the next meeting (CF, CFA, CFC and CFDB). Toby Galindo seconded the motion. All were in favor.
Phil Hatlen read a personal speech about the school that he prepared from his heart. He advised the Board that our School has been charged with providing a budget reduction of 7% ($800,000.00) for FY 03, and the next biennium must be reduced $1,250,000.00 per year. He requested Board support and received it from all present. A letter requesting an exemption was presented for Board approval and signatures. Dr. Hatlen read the draft letter to present to the Legislature for the 7% budget cuts. James Lambert reported the proposed capital item cuts that may total approximately $100,000.00. The conversion of the vans to alternative fuel will be delayed indicating $20,000.00 of transportation funds that will not be utilized. The Instructional/Technology funds have not been committed as yet. Debra Nesbitt advised the board that all employee merit increases and bonus pay will be suspended to comply with the 7% cut. Dr. Hatlen urged all Board members to provide information to their local representatives. A letter was presented for Board support that requested an exception to the budget cuts. Board President and Superintendent signed the letter for support. Dr. Hatlen asked for approval of the letter as presented. Jesus Bautista made a motion to approve the letter in the current context. Toby Galindo seconded the motion. All were in favor.
Discussion continued regarding what items to cut or reduce in order to meet the 7% fund reduction required. Dr. Hatlen discussed the idea of starting the school year a week late, which would result in a salary reduction and school costs. This is not a favored approach to reduce the budget due to the fact that staff would be mandated to use leave time during this closure. It may even cause an employee hardship because of the consequences. A question concerning if there was a possibility of saving money from retiring employees that do not come back to work was asked to Dr. Hatlen. He stated that it was being looked at and if that happens in the future, there must be a different kind of discussion as to whether that is a good idea. He continued with stating the school spends $100,000 a year sending children home on the weekends that are not on our bus route (commercial air line flights, etc., children and our staff). This can be eliminated and save the school funds. If this were canceled, no additional staff would be needed. However, if the weekends home entirely were canceled, escort staff would be moved into residential staff positions. Then you will have to use additional funding for air flights, and other transportation. Carol Vaughan and Debra Nesbitt discuss the RIF (reduction in force) policy to be considered. Classified and non-classified staff positions were discussed.
Dr. Hatlen requested from the Board members, any suggestions or ideas for a substantial reduction this year, to reduce costs in any area. He stated that one suggestion for a substantial reduction was to close the school and send every employee home for a week in August. This would present a problem whereas too many employees have current balances in their leave accounts. They would utilize their leave and it would not be a savings to the school. This would require Board approval. He continued to say that a management meeting would take place on Monday and other ideas (not requiring Board approval) would be discussed. Mary Sue Welch added her comments on these various approaches to cut funding. Dr. Hatlen continued to explain that by next week, our plan will be presented to the Executive and Legislative branches of the government, and will represent a reduction of $843,000.00. We are hoping our exception letter will be approved. He suggested that the best service the Board could provide would be to educate (not lobby) their local representatives and senators about the blind. He stated that each Board member would be furnished the name of their local representative to the House Appropriations Committee and representative to Senate Finance Committee.
Barney Schultz explained what the LBB (Legislative Budget Board) advised regarding various points of interest concerning the next biennium and continued to explain the impact of the reductions to our budget. Again, Dr. Hatlen requested any suggestions or ideas to assist reducing the budget.
At 11:00 - 11:05am – The Board recessed for a short break.
Yearbook photographs of the Board members will be delayed until the March meeting due to absenteeism.
Barney Schultz reported that this item was tabled from the last meeting due to the need to discuss whether guns would be allowed in the residence. Firearms are only allowed in the residence at the written permission of the superintendent. Mr. Schultz stated that the prohibition of firearms and/or smoking was only relevant for the school and not to a private residence. Carol Vaughan stated that this is property the school owns and leased to Mr. Fain. Our recommendation is to be approved by the Board with current term changes. Debra Louder made a motion to accept the Housing Agreement for Miles Fain to reside in the house. Barbara Cherry seconded the motion. The motion to pass was unanimous.
Mary Sue Welch stated that none of the current members have met all of the requirements of training for continued education. She stated that Deborah Louder deserves honorable mention for her completion of continued education but failed to meet the requirement because no team building activity was completed. Deborah Louder stated that she previously attended a workshop in Outreach and inquired if it would count toward CEU. Susan Houghtling stated that it may possibly be credited to her. The requirement is 5 hours per year of continuing education. Carol Vaughan reviewed Board training requirements with Board members.
Mary Sue Welch requested suggestions for future Board topics. Dr. Hatlen stated that during the March 21, 2003 Board meeting, a Student Council luncheon is planned. Mary Sue Welch suggested a Board retreat on March 22, 2003. Topics for the retreat would be to spend time together for better understanding and time allowances to be with the Internal Auditor, Judy Schauer to find out and better clarify what her position entails and how she can be helpful to the Board. She requested input from other Board members. The dates of March 21 & 22, 2003 were favored. Dr. Hatlen stated that a social will take place on the evening of March 21, 2003, and then on March 22, 2003, a retreat will be prepared. The location of a retreat was agreed to be held at LaQuinta Hotel. The summer meeting was cancelled due to budget restraints. He stated that in the past, a TASB speaker was utilized for such meetings. Dr. Hatlen stated that we would handle the program and arrange for team building, develop an agenda and send it to the Board President for approval prior to sending to each Board member.
This topic was tabled until the March Board meeting.
Phil Hatlen advised the Board that the Finance and Audit Committee did not meet. The contributions are very minimal with the exception of an annual gift from Lillian Slemp in the amount of $1,000.00. He requested approval from the Board to utilize these funds for staff volunteer and guest activities. It enables us to provide amenities for staff, volunteers and guests. Debra Louder made a motion to approve the fund utilization request as stated. Toby Galindo seconded the motion. All were in favor.
Judy Schauer reported that Ken Miller had completed a draft of procedures implementing Policies FFG and FFGA and submitted the draft to Dr. Hatlen for review. Dr. Hatlen directed Ken Miller to review the draft with the school attorney. The policies and procedure may need additional revisions based on recent changes in the Texas Administrative Code specifying minimum standards for investigations and data collection procedures.
Training on Abuse and Neglect Reporting has been conducted for instructional staff in Comprehensive Programs and for non-direct care staff.
A final decision on records retention has not been reached. Dr. Hatlen reviewed an incident that happened at another school for the blind where the student was a minor at the time of the incident, then years later became an adult and acted on her own behalf. Jesus Bautista suggested retention of all the records. Ken Miller agreed that additional internal discussion was needed and that results would be reported at the March 22, 2003 Board meeting.
Judy Schauer provided an update on the status of the review of short-term program performance measures. Additionally, the board agreed that current audit work should be interrupted to allow the internal auditor to assist the management team in planning for current and future years budget cuts.
Miles Fain commented on the recent TAAS Results. For October exit level re-tries, there were four twelfth graders to retake portions of the test and one student took the reading exit and passed. Three retook math and did not pass. All those students were braille readers. Three students in grade one and two students in grade two are utilizing the designated reading instruments that need additional assistance in reading braille.
Miles Fain reported there is one student suspension regarding a middle school student. It involves sexual harassment and threats to another student. The student was suspended for three days. The student is now behaving correctly, has been counseled and has returned to classes. Several Board members made inquiries about the student in question. Carol Vaughan cautioned Board Members regarding their inquiry and depth of questions concerning the student suspended.
At 11:50am, the Board meeting recessed for lunch.
At 12:55pm, the Board meeting reconvened.
Students Luis and Lee presented a summary of their science fair project that received a 1st Place award.
At 1:33pm, the Board meeting recessed to enter into a Closed Session meeting in compliance of Government Code sections 551.071 and 551.074.
At 2:00pm, the Board meeting reconvened.
This item was reviewed in Closed Session. Debra Louder made a motion to approve a settlement as discussed in Closed Session. Jesus Bautista seconded the motion. All were in favor.
The Board lost the Quorum at 2:05pm due to the departure of Toby Galindo and Jesus Bautista.
At 2:10pm, the Board recessed for a break
None
Mary Sue Welch made a motion to adjourn the meeting at 2:05pm.
____________________________ ___________________
Mary Sue Welch, Board President Date
___________________________ ___________________
Bruce Best, Board Secretary Date
___________________________ ___________________
Charlotte Duke, Recording Secretary Date
Per Frankie Swift and Mary Sue Welch’s request:
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