MINUTES

Meeting of the Board of Trustees

Texas School for the Blind and Visually Impaired

July 11, 2003

Call to Order: Mary Sue Welch, President, called the meeting to order at 9:05am. In addition to Mary Sue Welch, the following board members were present: Jesus Bautista, Gene Brooks, Donna Clopton, Debbie Louder, and Jamie Wheeler.

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, and Judy Schauer.

Public Comments/Open Forum: There were no public comments.

Consideration of Approval of Minutes of May 28, 2003 Board Meeting:

Donna Clopton moved that the minutes of the March 21, 2003 board meeting be approved. Debbie Louder seconded the motion. The motion to pass was unanimous.

Consideration of Approval of Gifts and Donations of Over $500 and Approval for their Expenditure:

Dr. Hatlen stated there were two cash gifts from the Founder Lions Club of Austin and the Masonic Lodge that were specified for the student enrichment activity fund. The Knights of Columbus donated $225.00 to the athletic program; a Wurlitzer piano to be used in the elementary classroom area, and a tandem bicycle was also donated. The Hard Core Riders will do a presentation of the donated pedal cars. The cars and track are currently being used and Channel 8 News informed the public. Debbie Louder made a motion that the donations be approved as stated. Jesus Bautista seconded the motion. The motion to pass was unanimous.

Consideration of Future Board Meeting Topics:

Mary Sue Welch requested any topics to discuss in the future. Debra Louder requested for the September Board retreat meeting, the board members need the update on legislation passed. Jesus Bautista requested that the Board agendas be shortened or extended to one and one half days in order to cover them properly. Dr. Hatlen suggested that Board members stay later and depart on flights the next morning so that all topics may be discussed.

Mary Sue Welch requested information to register for the TASB convention in Dallas during September.

Consideration of Approval of Investment Report:

Barney Schulz reviewed the investment report with all Board members and requested questions or concerns. Mr. Schulz presented information concerning the Broday Trust account. The funds are divided at 50% for TSBVI and 50% for the American Heart Association. Debbie Louder made a motion that the Investment Report be approved as stated. Donna Clopton seconded the motion. The motion to pass was unanimous.

Presentation by Gloria Bennett:

Gloria Bennett showed a video from Channel 8 News on the Hard Core Harley Riders that donated go-carts to the school. The Mathis donation of $50,000 was partially used to build the track for these go-carts. Mary Sue Welch, accompanied by a Hard Core Rider, was furnished a demonstration ride on a Harley Davidson motorcycle. A 20-minute break was taken.

Consideration of Approval of Operating and Personnel Budgets for 2003-2004: Barney Schulz explained the Revenue Budget, by dividing it into four sections. Several questions were raised about the budget for the Weekends Home Program. The Legacy Budget pays for those trips to locations that we cannot service with our vehicles, but does not include salaries of escort staff to accompany students. These trips are only those that we cannot service with our own vehicles. Donna Clopton requested a cost analysis of transportation. Dr. Hatlen stated that he would be willing to reopen the discussion on whether children and their families are best served by Weekends Home and if it is cost efficient for travel each weekend. Dr. Hatlen reminded the Board that the school transports students to San Antonio, Houston, Fort Worth and Dallas. Mr. Brooks requested the total amount that other school districts contribute and Dr. Hatlen stated they only pay for eight trips a year. Donna Clopton asked the dollar amount per trip. Barney Schulz stated that each school district actually purchases flight tickets and the school charges them for fixed location bus travel (approx. $20,000 per year reimbursement). Gene Brooks posed the question to Barney Schulz if the school is profiting by the reimbursement and he answered “Noâ€. Mr. Schulz stated the budgeted cost for fixed route location is $164,000 that includes staff and fuel cost ($90,000 for flights). Barney Schulz suggested that Auditor, Judy Schauer, do research for a cost analysis on this issue. Dr. Hatlen and the Board agreed to this study. Donna Clopton had several questions concerning funding of travel. Debbie Louder and Donna Clopton suggested that more funding be approved for the Drama program. The closing of the canteen was discussed.

Barney Schulz continued discussing Grants and committed revenues that the school receives as specific funding for specific purposes through 2004. Cyral Miller reviewed grants being applied for and additional funding for outreach programs. Barney Schulz stated that the Copy Center was targeted to be closed, but funding was transferred to the Curriculum Department due their vast requests of copies. The overall cost of printing outside the school would double. The cost of keeping the Copy Center in house is approximately $31,000.00, which is primarily the salary of one individual. Barney Schulz then continued to review the capital expenditure and revenue budgets. For FY 2004, there was appropriated $251,201.00 for general revenue, which $30,000 is for administrative technology replacements (reduced $33,000 from previous year), $70,000 for technology/materials, and $151,000 for the purchase/replacement of buses and vans. Donna Clopton suggested that a future board meeting be held to discuss future “free†renovations for the school from the private sector. Dr. Hatlen stated that we are in the process of renovating the Silverrain Building, which is now closed. James Lambert stated that during the remodeling of the air conditioning in the building, mold was found in the ductwork. A full abatement may take place and will be very costly.

Mary Sue Welch recessed at 11:55am for a lunch break.

The meeting was reconvened at 1:50pm.

Continued: Consideration of Approval of Operating and Personnel Budgets for 2003-2004:

Barney Schulz continued reviewing the revenue budget and detailed budget for each department. He gave the Board insight to cost generated from employee retirement and the costs associated with early retirements that include a 25% bonus to retiring employees.

Award of Certificate of Appreciation:

The Board awarded a certificate of appreciation to Mike Marshall, a former student who has worked as a Residential Director for 28 years. Board President, Mary Sue Welch read the plaque that was presented to Mr. Marshall. Mr. Marshall expressed his appreciation. Gene Brooks stated that Mr. Marshall is a humble and compassionate person that has not changed throughout his years of service.

Continued: Consideration of Approval of Operating and Personnel Budgets for 2003-2004:

Barney Schulz continued reviewing the revenue budget and detailed budgets for each department. The budget of the Superintendent’s office was reduced by $16,504. Barney Schulz continued to review the detail of budget reductions, including anticipated costs involving a recent van accident. The Attorney General’s office represents the School if any claims occur. Board travel funds and expenses were discussed and the TASB/TASA Conference in Dallas scheduled from September 19-22. Options mentioned by Barney Schulz, to defer expenses included next year summer school changes and starting school later than August. He then reviewed the merit bonus and career ladder reserve that increased the budget by $45,000. The merit bonus and merit program was cut for the year but a career ladder was maintained for classified staff at a cost of $60,000. The Safety Office was reduced $1,400 in operating expenses, the Human Resource Department was reduced $39,719, the EAP (Employee Assistance Program) was cut, and the Human Resource Director position was cut to 3/5 time next year. Debra Louder questioned why the Director position was reduced instead of a clerk position. Debra Nesbitt, HR Director, stated that she will be retiring and will reapply for her posted position. Barney Schulz continued to discuss budget cuts and indicated that Technology Services budget was reduced and 25% will be restored for temporary services for a classified position. In the Operations area, the reduction of salaries includes James Lambert retiring and the position being filled at 60% time. He has chosen to retire and return to work full time throughout the end of the calendar year, then work at 60% time frame. Barney Schulz continued to review budget cuts. Maintenance Department cut one position for a savings of $18,000, the environmental services has a reduction of 2.5 FTE’s, and with contractual services included total budget cuts of $42,648.

Consideration of Approval of New Experiences in Transition (EXIT) Program Courses:

Debra Sewell stated that six teachers are involved in the EXIT Program next year by teaching the students what to do in the role of being adults. Areas of instruction will include personnel management, housing (exploring living options), household management (every day household tasks, maintenance, changing light bulbs, cleaning), adult leisure and recreation and fitness, physical and mental health needs, transportation, employment, post secondary education, and age of majority (Texas ID Card). Lesson plans are being created for the teachers. She stated the teachers are excited about this program that will start in September. Gene Brooks requested an explanation of post- secondary education. Debra Sewell explained they will include college universities, community college, trade or technical schools, internship, on the job training, adult continuing education and day activity centers. She added that not all our students are able to do these. Mr. Brooks stated his concern about the students that are not aware of how to handle readers and monies given for these readers. Debra Sewell stated that more of these concerns will be addressed next year. Donna Clopton made a motion that the EXIT Program be approved as addressed. Debbie Louder seconded the motion. The motion to pass was unanimous.

Continued: Consideration of Approval of Operating and Personnel Budgets for 2003-2004:

Barney Schulz continued to view the budget cuts with the Board. The electric, gas and water budgets were increased due to rising utility costs; but after a commitment to reduce utility consumption by $26,500, the total for telephone and utility budgets only increased by $27,000. The Superintendent’s residence is reduced by $199 for maintenance of residence, gasoline purchases was reduced by using the big buses, reasonable accommodations increased by $2,300, appliance replacement reduced by $1,700, classroom furniture reduced by $3,000 (no furniture purchase for 1 year), carpet replacement reduced $5,000 (no replacement carpets for 1 year), and educator salaries – AISD anticipated an increase of $800 per person, which increased our budget by $68,000 which will be added to the Personnel Budget. Comprehensive Programs had a reduction of salaries totaling $172,000, increasing substitute salaries by $22,000, the LRC reduced a position to ½ time, staff development reduced $783 in operating expenses, and other budget cuts that were provided. For FY 2004, a total of $251,201 general revenue appropriations, includes purchases of $30,000 for admin technology (ie: replace desk top and lap top computers, printers), $70,000 for instructional materials for classroom support, and $151,000 for transportation (bus, van, etc.). Donna Clopton wants the School to pursue viable options for funding from the private sector to help with renovation and maintenance.

Phil Hatlen continued to advise the Board that they had cuts of $4,000, which leaves approximately $8,000 in travel funding and added that he feels there should be no impact on Board travel. Barney Schulz continued to review each department budget for reductions and total funding amounts. Food Services will reduce by one worker and the actual food cost increased by $10,800, considering a 2 year average. The canteen will be closed and the budget of $36,000 will be cut. Linen services have increased $15,200 (based on 2 year service) and pest management was actually reduced. Summer School salaries were reduced $77,000 in salaries, short-term programs reduced $6,000 for travel expenses, and the outreach area of salaries was reduced $30,000, which is .65 FTE’s. The total budget reduction in general revenue funds was a little over $1million dollars. Barney Schulz then requested any questions or concerns regarding the budget. Dr. Hatlen stated the preparation of the budget was in the best interest of the school and the best the school could do with its resources. Donna Clopton stated that funding for Board training should not be cut.

Gene Brooks asked about the planned trip to AFB in Louisville, KY.. Dr. Hatlen stated the trip will be on October 15^th and we are trying to budget 10 people to go with 3 students. Donna Clopton suggested transportation on the Yellow Bird bus, or through funds from the Lions Club, Rotary, Junior League, and\or Delta Gamma. Dr. Hatlen stated the decisions that the Management Team has made were not made lightly and we have to weigh that issue of travel in relationship to direct services to children.

Debbie Louder made a motion that the budget be approved. Gene Brooks questioned Dr. Hatlen’s travel budget and asked if he would be able to perform his job successfully with less travel funding. Dr. Hatlen stated he was planning to retire as soon as his son graduated in 4 years, but encouraged other managers to travel and promote for national attention and recognition. Gene Brooks then seconded the motion. The motion to pass was unanimous.

Consideration of Future Board Meeting Topics:

Donna Clopton asked for a future discussion on the costs associated with the Weekends Home Program including pros and cons and transportation expense. She also suggested the school find money for free building renovations.

Announcements:

Dr. Hatlen informed Board members that a staff in-service day is scheduled for October 9^{th ,} which is Language Arts Day. He requested all Board members to be video taped regarding, “How literacy has impacted your lifeâ€. The taping will take place Friday & Saturday, September 12 & 13.

Adjournment: Board President, Mary Sue Welch adjourned the meeting at 4:07pm.

Mary Sue Welch, Board President

Debbie Louder, Board Secretary

Charlotte Duke, Recording Secretary

BOARD DIRECTIVES

July 11, 2003

1. Mary Sue Welch requested an invitation (to Sheri Baily), be extended to Delta Gamma to attend a Board Meeting to show the school’s appreciation for their continued donations.
2. Debra Louder requested an update on legislation passed for the September Board retreat.
3. Jesus Bautista requested that the Board agendas be shortened or the meetings be extended to one and one half days in order to cover them properly.
4. Debra Louder requested an organizational chart.
5. Donna Clopton suggested that a future board meeting be held to discuss future “free†renovations for the school from the private sector.
6. Donna Clopton asked that the School pursue viable options for funding from the private sector to help with renovation and maintenance.
7. Donna Clopton stated that funding for Board training should not be cut.
8. Donna Clopton asked for a future discussion on the costs associated with the Weekends Home Program including pros and cons and transportation expenses.