Board of Trustees - Minutes
January 30, 2004 MINUTES
Meeting of the Board of Trustees
Texas School
for the Blind and Visually Impaired
Call to Order:
Mary Sue Welch, President, called the meeting to order at 10:02am. In addition to Mary Sue Welch, the following board members were present: Frankie Swift, Gene Brooks, Donna Clopton, Debbie Louder, and Jamie Wheeler. Toby Galindo and Jesus Bautista was absent. New Board member, Janet Ardoyno joined the Board at 2:45pm.
Introduction of Audience:
Others in attendance at the meeting included Phil Hatlen, Susan Houghtling, Barney Schulz, Carol Vaughan, Debra Sewell, Debra Nesbitt, Lauren Newton, Miles Fain, Malcolm Cleveland, Ken Miller, Judy Schauer, Jim Allan, Roy Wright and Ed Guerra, guest of Austin.
Public Comments/Open Forum:
There were two public comments.
- Ed Guerra, past Board President, informed the Board of the passing of Dorthy Goodnough, a teacher with the string ensemble and symphony. She taught at TSBVI and was loved by all that knew her. He asked the Board to name this building in her memory. It was suggested to name the music room in her memory. It was suggested to name it “Goodnough” after her and her husband, who is 80 years old. Dr. Hatlen stated that this decision will involve a Legislative Resolution form the Board and we would have to research the request before a final decision is made.
- Roy Wright and Jim Allan presented a plaque received at the Governor’s Technology Conference. The plaque read that the Award for Leadership by an Organization in accessible technology was presented to Jim Allan and TSBVI at the Accessible Technology Symposium by GTC Southwest. Mary Sue Welch led the appreciation with a standing ovation for their appreciation.
Presentation of Video on SWEAT and WALIC Program:
Lauren Newton presented a video created at TSBVI, on the SWEAT and WALIC Programs.
Video Presentation:
Gloria Bennett presented a video of a Fox TV news clip informing the Board that Labor of Love by Texas Mutual Insurance Company employees donated their time and talents to cleaning various areas of the school.
Gene Brooks stated that he would like to have the Board listen to a cd by Harold/Rockey Benton, which is an exceptional calibur of music that is produced. It was agreed to review it during the 1-31-04 meeting.
Consideration of Approval of Minutes of November 21, 2003 Board Meeting:
Mary Sue Welch stated there was a typo error in the minutes located on print page 10, whereas the name “Donna Wheeler” was typed instead of Jamie Wheeler. The correction for the name Jamie Wheeler to be inserted was made. Donna Clopton made a motion that the minutes of the November 21, 2003 board meeting be approved with the name change amendment. Frankie Swift seconded the motion. The motion to pass was unanimous.
Report from the Policy Committee:
Debbie Louder made a recommendation to accept all policies as stated with the exception of EHAC, which needs to change to reflect “essential knowledge and skills” instead of “essential elements” and to add FMMG to annual calendar for review in November. All were in favor of approving the Policies as presented.
Report from the Personnel Committee:
Donna Clopton recommended approval of policy amendments as reviewed by the committee. Debra Nesbitt added non-contract employee disciplinary actions that were up for a three-year review only. All were in favor of accepting the policies as presented.
Donna Clopton stated there was a meeting in December, 2004, whereas Phil Hatlen, Mary Sue Welch, Jamie Wheeler and myself reviewed the Superintendent’s appraisal instrument. It was decided that the appraisal instrument remain the same until the next review year and action plan items to review will be key strategy in the 2003-2004 action plan, all of goal D including key of 12-15 including certification of teachers, staff development, and all of goal I indicating budgeting and planning work with the Legislatures. Dr. Hatlen stated that the committee agreed at the March Board meeting, to have a mid-year progress report on his evaluation.
Report from Finance and Audit Committee:
Frankie Swift announced the Committee is seeking acceptance of board policies CDA. The Committee recommended the Board accept the policies as represented. All were in favor for acceptance.
Frankie Swift requested the acceptance of the approval of the Investment Report as presented. All were in favor for acceptance.
Frankie Swift informed the Board of gifts and donations of over $500.00 and requested approval. The first donation was from IBM donated One-Touch Software valued at $3,435.00, Edith & Herbert Lehamn Foundation donated $900.00, and NVIBVA for $3,405.00, which is a software company whereas Mr. Bowen is an employee. Mr. Bowen lost an infant son last year which the school received many donations in his memory. Debra Louder made a motion to accept the donations over $500 as listed in the report. Donna Clopton second the motion. All were in favor to accept the donations as stated.
It was questioned as to what the money will be used for and Dr. Hatlen stated that some of the monies received totaled approximately $9,250.00. He stated that last Board meeting it was requested to put on hold until he could conduct a survey of needs at the school for the money. He recommend to use partial funding by recommendation from IPC with utilization of low vision (optical devices) and self determination (assessment materials), and after school outdoor activities, to total $4,000.00. Debra Louder made a motion to accept the use of donations as recommended by Dr. Hatlen. Jamie Wheeler second the motion. All were in favor to accept the donations as stated.
He recommended the remainder of $3,000.00 go directly into the student enrichment fund, which has $900.00 as a balance, for the use of a variety of activities. In example, funds will be used for two wheel chair bound students will be sent to ski in Colorado. Donna Clopton requested information about a previous request of the outdoor lighting at the school due to students not feeling secure outdoors. Dr. Hatlen stated the cost is well over $100,000.00 and the engineering plans have been completed and unfortunately it isn’t working very soon. It turned out to be a bigger project than what was originally expected. Dr. Hatlen stated that he made a request to move $3,000.00 for the enrichment fund that is already in existence. Donna Clopton made a motion to approve the fund destination. Jamie Wheeler second the motion. All were in favor to use the donations as stated.
Dr. Hatlen stated the remainder of $2,250.00 to leave undesignated. Auditor, Judy Schauer has been researching the possibility of a private foundation on accepting funds for TSBVI. The formation of a private foundation 501C3, called like “Friends of TSBVI”, is something we need to pursue. Dr. Hatlen stated that doing all the paper work, etc., for the private foundation, would run $2,000.00. Judy Schauer stated that in order to use legacy fund you would need an AG opinion. Carol Vaughan stated there are restrictions on an agency using it’s own funds to create a private foundation. Once there is a private foundation, you loose control of the money and its use. She said she would research it. We may be able to ask for an opinion from the Attorney General’s office. Donna Clopton asked what are the pros and cons of having a private foundation? Dr. Hatlen stated there were no cons, but if the Legislature found out that we had a certain amount of money, it was thought that they would reduce our general appropriation by that amount. Others feel they wish to give to another foundation instead of a State agency. He stated that TSD has actually founded that it is true. Carol Vaughan stated the TSD had private funds, community resources, and an attorney to assist in setting up their foundation. She stated since you are a state representative, that you would not want to divert the money to another source. Judy Schauer stated that a donor can claim a deduction to establish a foundation, only after it is established they can retroactivity. Phil Hatlen requested the $2,000.00 be undesignated until the next board meeting.
Frankie Swift recommend to approve the $2,250 as undesignated and request a directive to research the course to start a private foundation. Donna Clopton second the motion. All were in favor.
Report by the Internal Auditor:
Frankie Swift stated the Finance & Audit Committee recommends the Board accept this report. All were in favor.
Consideration of Adoption of a Resolution Regarding the Review of the Investment Policy and Strategies of TSBVI:
Frankie Swift recommended acceptance of the Resolution with the exception of one change – 76th Legislature should change to 78th Legislature. All were in favor.
Consideration of Approval of TSBVI School Health Advisory Council Members:
Miles Fain reviewed the policy and legal requirement for an advisory council. He stated that the purposes are to make recommendations regarding health education, sex education, public concerns, prevention of obesity, cardiovascular disease and diabetes, etc., making sure we are addressing the needs of the students. He continued with issues related to physical education, nutrition, parental involvement and instruction to prevent the use of tobacco. The requirement is that the majority of the council members are to be parents, so we recommend Pat Stephenson, Asst. Principal, be one of the members and chairperson of the council and Debra Sewell, Curriculum Coordinator, be the other staff member of this council. The main duties are to make recommendations to the IPC and Board regarding our curriculum. Debra Louder stated the American Cancer Society has a curriculum and have a non-profit person that I would like to suggest that you contact them and have someone to set on this committee also. Debra Louder requested that a health related employee be on the council. Debra Louder made a motion to approve the school health advisory members as stated. Frankie Swift second the motion. All were in favor with “I”.
Discussion of Vision, Mission and Philosophy Statements for the School:
Dr. Hatlen requested this topic be postponed with a rewrite until the next meeting. He stated that he would send out information to the Board prior to the next meeting.
Discussion of Completion of Board Member Training Requirements for the Past Year:
Mary Sue Welch reported hours each Board Member has met their training requirements. She stated this year, if you do not agree with reported amounts, please speak with Susan Houghtling for a review. She said there are two Board members who have completed all requirements are Jesus Bautista and Toby Galindo. She stated there were two that have exceeded their requirements are also Jesus Bautista and Toby Galindo. She reported that Debra Louder, Frankie Swift, and Mary Sue Welch have not met their requirements. She said that Gene Brooks has exceeded the requirement. She stated that all Board members are required to have 10 hours of training. She said that Donna Clopton just turned in hours to total 14 hours of her required training. Susan Houghtling advised Donna Clopton that she must take the orientation course, per the Texas Education Code. Ken Miller stated that he would email all Board members information on where and how they can obtain credits for training. Donna Clopton stated that she would like Mary Sue Welch and others to join her in visiting her State Representative’s office.
Dr. Hatlen stated to the Board that they received a W-4, which needs to be signed. The form is to report all funds they receive for daytime travel reimbursement for meals only and not used for overnight travel. Malcolm Cleveland explained the W-4 form to the Board and stated that they will receive a W-2 at the end of the year reporting income. Dr. Hatlen stated the second form passed out to the Board related to direct deposit for their travel reimbursement and was strictly their option to complete and return. Malcolm Cleveland stated that a copy of the reimbursement voucher would be mailed prior to the direct deposit entry.
Report from the Superintendent:
Campus Visitors:
Mary Jacowski, an optometrist from Syracuse, visited in December, and a lady from Japan visited for a full week in January, 2004, which her interest was how well we blend with local schools. Dennis Thurman, Superintendent from Iowa School for the Blind was visiting. Karen Blankenship, two Iowa State deaf educators and one from Kansas LRC was attending meetings on campus.
Dr. Hatlen reviewed his travel to New Zealand, which their entire population is 4 million vs Texas at 18 million. There is one school for the blind called Home Eye National School for the Blind in Aqua, New Zealand, which is dying for lack of leadership and interest. They want to establish a center for the entire country with a residential option whereas all VI teachers would be employed. They are calling it the Center of Excellence and have the potent ional for a really good leadership and role model with a total population of the visually impaired children of 1,200. He stated that while visiting, he was invited to meet with Ministry at Parliament of the Country. He stated that he suggested they take a look at our school.
The Board recessed at 11:30 pm for lunch.
The meeting was reconvened at 1:22pm.
Recognition of Teacher Peggy Wade for her Work in Chairing the Instructional Planning Council Committee on Transition to Adult Life and Developing the TSBVI Transition Handbook:
Miles Fain introduced Peggy Wade to tell the Board about her work for the last 2 ½-3 years here at the school on transitions to adult life for students. He stated she also would present the committee product of the Handbook. Stephanie ????? accompanied Peggy Wade who told the Board how the Handbook works. Peggy Wade gave the Board a copy of the handbook to review. Stephanie stated they were really glad to have the book and teachers were fighting to get the book. She said they are very appreciative of this book as it is like their Bible. Peggy Wade told the Board that Stephanie works with 18 kids that are in self contained programs. Peggy Wade stated that Elsa wrote the last part of the education booklet. It was stated that it was not available on the Web site yet. Peggy Wade told the Board that she worked on the book to become a stand alone document like Region XIII. Donna Clopton stated she felt it was a marketable tool and a good outline. Mary Sue Welch presented Peggy Wade with a certificate of appreciation for all her work with the Transition Handbook.
Discussion of Strategic Planning: The Process, Time Lines, Critical Issues, Resources Needed, Saturday Planning Session Agenda:
Ken Miller reviewed the key concepts and timelines for the Board to make decisions on how they want to involve themselves in the process. Strategic Planning is a process to align our mission, phylosopy, needs from internal/external sources, vision, goals and objectives. This will end up in a legislative appropriation request document near the late spring time frame, for the request to the Legislature for budget. He stated to the Board the course of action for the meeting on Saturday 1-31-04 with Board Members, parents and invited guests.
The Board recessed for break at 3:30pm
Consideration of Future Board Meeting Topics:
Ken Miller stated that the Retreat in January would consist of strategic planning in the morning. He asked when the meeting should start. It was suggested that the meeting start at 8 or 8:30am. Miles Fain reminded the Board that parent weekend events would be taking place during the same time. The consideration of having the parents join the meeting and possibly extending the meeting on Saturday was discussed.
Announcements:
There were no announcements
Adjournment:
Board President, Mary Sue Welch adjourned the meeting at 4:50pm.
Mary Sue Welch, Board President
Debbie Louder, Board Secretary
Charlotte Duke, Recording Secretary
BOARD DIRECTIVES
November 21, 2003
- Phil Hatlen stated that future Board meetings would include Item #19 will be tired to the report from Audit & Finance Committee on the timeline.
- Phil Hatlen requested the $2,000.00 be undesignated until the next board meeting. Frankie Swift recommend to approve the $2,250 as undesignated and request a directive to research the course to start a private foundation
- Debra Louder stated the American Cancer Society has a curriculum and have a non-profit person that I would like to suggest that you contact them and have someone to set on this committee also.
- Discussion of Vision, Mission and Philosophy Statements for the School: Dr. Hatlen requested this topic be postponed until the next meeting. . He stated that he would send out information to the Board prior to the next meeting.
- Ken Miller stated that he would email all Board members information on where and how they can obtain credits for training.