MINUTES

Meeting of the Board of Trustees

Texas School for the Blind and Visually Impaired

July 26, 2002

Call to Order:

Board President Mary Sue Welch called the meeting to order at 10:17am in the Superintendent's Conference Room. The following board members were present: Frankie Swift, Toby Galindo, Jesus Bautista, Barbara Cherry, Bruce Best and Zena Pearcy

Introduction of Attendees:

Debra Nesbitt, Carol Vaughan, Malcolm Cleveland, Barney Schulz, Judy Schauer, Ken Miller, Charlotte Duke and Phil Hatlen.

There were no public comments for this meeting.

Consideration of Approval of Minutes of the May 29, 2002 Board Meeting:

Zena Pearcy requested a revision to the March minutes to include her previous comment regarding contracts of people under $5,000.00, particularly the contract concerning Anne Corn. Zena Pearcy stated that Dr. Corn was paid travel expenses by the School in order to make a presentation at a meeting not sponsored by the School. Attorney Carol Vaughan stated the prior minutes need not be amended, the revised statement may be placed in the current minutes. Zena Pearcy also requested that acronyms not be used in the Minutes. Dr. Hatlen suggested putting a glossary in the back of the packet.

Zena Pearcy made a motion that the minutes are accepted as amended and be approved. Toby Galindo seconded the motion. The motion to pass was unanimous.

Consideration of Approval of Board Policies (Barbara Cherry):

Zena Pearcy was asked to address the Board regarding policy DFBB.

Zena Pearcy made a motion to accept the revision and approve as stated. Motion does not require a second. The motion to pass was unanimous.

Consideration of Approval of New Contract Staff (Phil Hatlen):

Dr. Hatlen asked the Board to review the list of contract staff. An additional name (Stephanie Brown) was added to the list. Dr. Hatlen made short comments regarding each staff listed. Frankie Swift made a motion to approve the new contract staff as presented. Toby Galindo seconded the motion. The motion to pass was unanimous.

Consideration of Superintendent's Performance Appraisal Form (Mary Sue Welch):

The Board President referred this item to Zena Pearcy. Ms. Pearcy stated her appreciation to Debra Nesbitt for the new formatting of this appraisal form. It significantly increased the ability to read and understand braille. She stated this was the best appraisal instrument she has reviewed since she was placed on the Board. Dr. Hatlen expressed his pleasure of the revised appraisal form for being appropriate for the Board's review. Debra Nesbitt reviewed and explained various revisions of the appraisal form and scoring process. Zena Pearcy made a motion to accept the new Superintendent's Performance Appraisal Form. A second is not required for this motion. The motion to pass was unanimous.

Consideration of Auditor's Performance Appraisal Form (Mary Sue Welch):

Zena Pearcy reviewed the Auditor's Performance Appraisal Form. Zena Pearcy made a motion to accept the Auditor's Performance Appraisal Form. A second is not required for this motion. The motion to pass was unanimous.

Consideration of Approval of the Operating Budget for 2002-2003 (Phil Hatlen & Barney Schulz):

Barney Schulz handed out an Excel spreadsheet in print for the Board to review and stated that, should braille, large print or any other format be needed, he will be glad to provide it at a later date. Mr. Schultz stated that approval was not being sought, only awareness and review of the Operating Budget for 2002-2003. There are four different program descriptions for this budget summary. They are: Operating Budgets of $13,076,618, Capital Budgets of $5,387,699, Grant, Contract & Revolving Account Budgets of $2,485,271 and Legacy Project Budgets of $164,240. Each includes a supporting document of explanation. Grand total of all budget funds is $21,113,828. Frankie Swift questioned the origin of funds to pay insurance benefits when an employee is rehired after retirement. Debra Nesbitt stated that the insurance contribution is paid by ERS (Employee Retirement Service). Barney Schulz adds that retirement, matching social security, fringe benefits and other payments are not included in our budget. These items are paid by ERS (Employee Retirement Service), also funded by other State Agencies.

Consideration of Approval of Appropriation Transfers (Barney Schulz):

Barney Schulz advised the Board that each year it is requested that the Superintendent be authorized to approve transfers whenever necessary.

Frankie Swift made a motion to approve the authorization for Phil Hatlen to make the necessary transfers as presented. Zena Pearcy seconded the motion. The motion to pass was unanimous.

Consideration of Approval of the Legislative Appropriations Request (LAR) for the 2004-2005 Biennium (Phil Hatlen & Barney Schulz):

Phil Hatlen reviewed the Administrator's Statement in the LAR (Legislative Appropriations Request). Barney Schulz explained that the Exceptional Items are items that are being funded in addition to what we are currently being funded for. We are required to submit in various narratives. Dr. Hatlen explained those items as listed in the Administrator's Statement. He advised the Board that each item has a description or explanation of justification and reviewed each of them. Jesus Bautista made a motion to approve the LAR (Legislative Appropriations Request) as presented. Barbara Cherry seconded the motion. The motion to pass was unanimous. Frankie Swift questioned the capital outlay regarding rebuilding or remodeling buildings, as to which was cost effective. Barney Schulz explained funding requested and the justifications of each. Dr. Hatlen asked the Board for their input to prioritize the request list. The Board President asked for a motion for approval. Barbara Cherry made a motion to approve the LAR (Legislative Appropriations Request) and give Dr. Hatlen authority to add or delete as necessary, as presented. Jesus Bautista seconded the motion. The motion to pass was unanimous.

Consideration of Approval for the Board President to Sign Certification Form Stating that the Electronic Version of the LAR (Legislative Appropriations Request) and the Paper Copy are Identical (Barney Schulz):

Frankie Swift made a motion to approve the Board President to sign the certification form stating the electronic version of the LAR (Legislative Appropriations Request) and the paper copy are identical as presented. Zena Pearcy seconded the motion. The motion to pass was unanimous. Mary Sue Welch, Board President, signed and her signature was notarized.

At 12:10pm, the Board President convene a Closed Session meeting. The Board President stated: It's 12:10 pm o'clock. At this time, the Board will convene in closed session under the authority of the Texas Open Meetings Act, Texas Government Code section(s): 551.071. The board will convene in conference under the authority of the Texas Government Code section 551.071. All Board members, the Superintendent, Phil Hatlen and School Attorney Carol Vaughan held a closed session meeting during the lunch break.

At 1:23pm, the full Board meeting was reconvened.

Consideration of a Resolution Authorizing A Request For Financing And The Execution And Delivery Of Documents Required To Effect Such Financing (Barney Schulz):

Barney Schulz reviewed the Resolution that is required by the Texas Public Finance Authority. This is a requirement of the bonding authorities to ensure the bond is used for the specified intended purposes. To accomplish this the Board is to ratify and confirm the funds for this bond that will be used to acquire, purchase, construct, renovate, improve structures (per Section 1). The Board would empower the Superintendent to act for, and on the behalf of, TSBVI; to negotiate, sign, and execute various documents. Approval is being sought for this authorization. The Finance and Audit Committee reviewed this request and found it to be appropriate. Frankie Swift, on behalf of the Finance and Audit Committee, made a motion to approve the resolution as presented. Barbara Cherry seconded the motion. The motion to pass was unanimous.

Dr. Hatlen read an excerpt from a June 10, 2002 letter from Governor Rick Perry: ". . . .within two weeks after your budget request submission date, please provide in writing to my Office of Budget, Planning and Policy how each of your agency's key performance measures would be impacted at both 95% and 97% of the funding level requested for FY04-05. " A theoretical budget reduction chart was furnished to the Board for review for information only.

Board Approval of Proposed Attorney General Settlement (Phil Hatlen):

Frankie Swift advised the Board that a closed session was held to discuss this issue. There were no comments or additional discussion. Frankie Swift made a motion to approve TSBVI settling the personal injury claim for $6,500.00 to Susanne Batchelor and the Board authorized Dr. Hatlen to approve the written settlement to this claim. Jesus Bautista seconded the motion. The motion to pass was unanimous.

Consideration of Approval of Investment Report (Barney Schulz):

Barney Schulz instructed Malcolm Cleveland to distribute handouts to the Board for their review. He stated the short-term investment total to date is $281,582. Total interest earned to date is $7,443. All our funds continue to be invested with Texas Cooperative Security System, Investment Pool. Dr. Hatlen inquired if there were other options to earn larger interest. Barney Schulz advised longer term certificates of deposit would yield larger returns. Malcolm Cleveland explained this process of investing and the rates that are currently being offered. Toby Galindo made a motion to approve the Investment Report as presented to the Board. Bruce Best seconded the motion. The motion to pass was unanimous.

Consideration of Approval of Consultants' Contracts of $5,000 and Over (Phil Hatlen):

Dr. Hatlen instructed the Board to review the three physician contracts as listed in the Agenda package. Ken Miller informed the Board of specialized services each physician furnishes. Frankie Swift made a motion to approve the Consultants' Contract as presented. Bruce Best seconded the motion. The motion to pass was unanimous.

Consideration of Approval of TSBVI Holding a Sports Camp in the Summer of 2003-2004 (Phil Hatlen):

Dr. Hatlen informed the Board of the importance of this Sports Camp Summer Program to TSBVI students. This will be a camp in which students actually learn sports (goal ball, track, swimming, etc.). The grant totals $10,000. A request to approve supplemental funding to the grant (in order to support the Sports Camp for 2 years) is being sought. Barbara Cherry made a motion to support and approve the Sports Camp. Bruce Best seconded the motion. The motion to pass was unanimous. A letter of support was given to the Board President to sign for her approval.

Announcements:

Mary Sue Welch requested to formally acknowledge the total years of service that Art & Patsy Cruser have dedicated to TSBVI employment. Dr. Hatlen suggested that they be recognized with a certificate, during the September Board meeting.

Mary Sue Welch requested to have a Certification of Appreciation prepared for Becky Overstreet and Food Service staff in appreciation of their extra efforts in preparing the box lunches for the Student Council meeting, as well as the Graduation Brunch and other Board functions for which they prepare food items.

Mary Sue Welch requested information to host a 50^th Year Class Reunion for her spouse, Don Welch, here at TSBVI (Texas School for the Blind and Visually Impaired).

Frankie Swift requested flowers be sent from the Board to Cyral Miller during her recuperation of surgery. Several Board members made a donation to Malcolm Cleveland for the Board's flower fund.

Adjournment:

Board President, Mary Sue Welch adjourned the meeting at 2:00pm.

Mary Sue Welch, Board President Date

Bruce Best, Board Secretary Date

Charlotte Duke, Recording Secretary Date

Agency Contact Information | Texas State Homepage | Texas State Wide Search

Please complete the comment form or send comments and suggestions to: Jim Allan (Webmaster-Jim Allan)

Last Revision: May 24, 2005