Board of Trustees - Minutes
June 4, 2008
Minutes
Meeting of the Board of Trustees
Texas School for the Blind and Visually Impaired
The regularly scheduled meeting of the Board of Trustees, Texas School for the Blind and Visually Impaired (TSBVI), was held in Room 116 of the Administration Building, located at 1100 West 45th Street, Austin, Texas on June 4, 2008.
Call to Order: Deborah Louder, Board President, called the meeting to order at 10:08 a.m. In addition to Ms. Louder, the following Board members were in attendance: Jesus Bautista, Dr. Gene Brooks, Donna Clopton, Michelle Goodwin, Frankie Swift, and Jamie Wheeler. Board Member Caroline Daley was unable to attend this meeting. Dr. Robert Peters has resigned from the Board.
Introduction of Audience: Others in attendance at the meeting included William Daugherty, Superintendent of TSBVI; Barney Schulz, Director of Business, Operations and Technology; Miles Fain, Principal of Comprehensive Programs; Dr. Lauren Newton, Principal of Special Programs; Jaye Stepp, Internal Auditor; Carol Vaughan, School Attorney; Malcolm Cleveland, Accounting Director; Ken Miller, Director of School and Student Services; Cyral Miller, Director of Outreach; Gloria Bennett, Director of Community Resources; Charlotte Miller, Human Resources Director; Susan Houghtling, Director of Planning and Evaluation; Gay Sikors, Administrative Assistant to the Superintendent; Mike Wolszon, Director of Information Resources; David Tawil, Wells Fargo Investment Manager; and Debra Nesbitt, former Human Resources Director.
Public Comments/Open Forum: There were no public comments.
Recognition of Former Human Resources Director, Debra Nesbitt: Ms. Louder asked Debra Nesbitt to come forward, and Bill Daugherty presented her with a glass bowl engraved with her name and "26 Years of Distinguished Service" and "Venuit, Vidit, Vicit, Obsesit," which means "She came, she saw, she conquered, she left."
Recognition of TSBVI Food Services Department: Ms. Louder presented a plaque to the members of the Food Services Department, in appreciation for the excellent work they do for students and staff. Joyce Hill, Ann Wilson, Emma Frazier, Ruthie Brown, Eva Melchor, and Rebecca Lopez accepted this recognition from the Board. Becky Overstreet, Food Services Manager, also attended the presentation. Mr. Daugherty complemented her on the excellent work she has done for the School, and informed the Board that Ms. Overstreet will retire later in the summer.
Consideration of Approval of Minutes of March 28, 2008 and March 29, 2008 Board Meetings: Ms. Louder called for consideration of the minutes of the last meeting. Frankie Swift moved that the minutes be accepted as written, and Michelle Goodwin seconded the motion. The vote to accept was unanimous.
Report from the Finance and Audit Committee: Michelle Goodwin introduced Jaye Stepp, who presented her internal audit report.
Report from the Internal Auditor: Consideration of Approval of the Internal Audit of the Policy and Procedure for Reporting and Investigating Allegations of Student Abuse, Neglect and Exploitation: Jaye Stepp reviewed the Internal Audit of the Policy and Procedure for Reporting and Investigating Allegations of Student Abuse, Neglect and Exploitation, which is conducted every three years. The first objective of this audit was to determine if the recommendations from the prior audit have been implemented. Ms. Stepp found that all recommendations were implemented. With regard to a checklist that is now being used regularly in investigation folders, she said that this checklist has not yet been officially adopted as part of the School's procedure, nor made available on the intranet for use by staff. She recommends that these steps be taken to ensure consistency in future investigations.
The second objective of the audit was to determine if agency policy and procedures adequately address all laws and agency rules related to these investigations. It was determined that they do, with two minor exceptions. Notification of parents is addressed, but should include advice on timing of notification. Family Code §261.401(d) requires annual submission to Health and Human Services Commission (HHSC) of the School’s investigation statistics and Policy for HHSC review and approval. These reports have been compiled and submitted, but there has been no acknowledgment from HHSC. TSBVI should continue communications with HHSC to determine the appropriate routing for these submissions.
The third objective was to determine if staff is adhering to requirements of the policy and procedures related to this issue. Ms. Stepp found that they are, with some issues with reports being filed timely. Other areas where processes could be improved were noted and recommendations made.
The final objective of this audit was to determine if TSBVI staff is receiving annual training on the requirements to report potential abuse, neglect or exploitation. TSBVI is providing child abuse anti-victimization training in elementary and secondary schools as required by agency policy.
Management response to the audit was positive, and all recommendations were appreciated.
Training for staff on this policy and procedure is being expanded to include videotaped training and a report on which staff members have not received training will be expedited to improve compliance. Ms. Louder asked that Ken Miller bring a timeline for implementation of these measures to the next Board meeting.
The Finance and Audit Committee recommended that the audit be approved, and so no second was needed. The Board voted unanimously to approve the audit.
Consideration of Approval of Board Policies: Ms. Goodwin reported that the Finance and Audit Committee reviewed two policies and recommended that they be approved as amended, to add new legal references:
- CO Food Services Management (Amend)
- CV Facilities Construction (Amend)
No second was needed, and the Board voted unanimously to approve.
Consideration of Approval of Investment Report: Ms. Goodwin reported that TSBVI investment funds have performed well; although percentages are down slightly, our percentage is above the national average. The balance in the Legacy Fund at the end of April was $778,640.00, and in the Scholarship Account was $17,391.39, for total investments of $796,031.39. The Finance and Audit Committee recommended that the Investment Report be approved, and no second was required. The Board voted unanimously to approve the report.
Approval of Receipt of Gifts and Donations of Over $500: Ms. Goodwin reported that we have had three donations over $500 since the last report: Donations at the play totaled $535; Neil Webber donated a 100 gallon water heater, valued at $4,757; and Texas Association for the Blind donated $500. The Finance and Audit Committee recommended approval, and no second was needed. The Board voted unanimously to approve acceptance of these donations.
Approval of Request for Expenditure of Gifts and Donations: The Superintendent has postponed spending these funds until a clear need is identified.
Report from Wells Fargo on the Bert E. Broday Trust Fund: David Tawil of Wells Fargo reported on the performance of the trust fund, in an economy challenged by surging prices of oil. He commented that we have a great investment policy, as constructed by the Board. Our investment portfolio is very diversified, and at this point he anticipates no changes to it. Gene Brooks asked about news that hedge funds have taken a downturn in terms of housing; he wondered whether that would affect us adversely. Mr. Tawil answered that "hedge funds" is a broad term, and the funds in which we participate are actually balancing the portfolio, reducing our risk. In the first quarter of the year, the S & P 500 was down 9.5%, but our hedge position was only down about 2%.
Report from the Program Committee: Consideration of approval of board policies: Jamie Wheeler reported that the Program Committee considered policy:
- GKG Community Relations: School Volunteer Program (Amend)
The Committee recommended approval of the amendments related to performing criminal history checks for volunteers. No second was needed, and the Board voted unanimously to approve.
Reports from Instructional Program Directors: Ms. Wheeler reviewed the report of Outreach Director Cyral Miller on pilot attempts to offer assessment of students not on the TSBVI campus. These evaluation services are requested by the school districts and the districts pay all expenses. The evaluations have thus far been performed by TSBVI employees as extra duty, and paid by extra duty stipends. Ms. Miller has provided a written procedure for providing these services and an agreement to be entered into by TSBVI and the Independent School Districts.
Special Programs Principal: Ms. Wheeler reviewed Lauren Newton's report on student attendance in short term programs, which shows that more students are attending every year and cancellations have decreased. The report also documented which school districts the students came from. A survey was sent to 600 special education directors regarding transportation to short term programs, and only 22 responded. Most of those who responded said that they had no concerns about the cost of transportation or about missing school, although homework is an issue. Jesus Bautista asked how the rising gas prices are affecting TSBVI's plan to pay for transportation to short term programs, and Barney Schulz said that as of the end of March, we have not yet spent even $1,000, whereas $20,000 was designated for this purpose. Ms. Wheeler added that concern over rising prices is the main reason that the Board set that limit, to ensure that TSBVI would not incur an unmanageable expense. There were several positive responses to the online application process initiated this year.
Comprehensive Programs Principal: Ms. Wheeler reported that Miles Fain provided an update on TSBVI Awareness Day activities with McCallum High School students, which was coordinated by TSBVI teacher Haley Moberg. Thirty-eight McCallum students participated, and a blind TSBVI student produced a great video of some of the activities. This video was shared with the Committee and will be provided to each Board member to take home. Ms. Wheeler also announced that a TSBVI student was accepted into the Lone Star Leadership Program, and All Blind Children of Texas is supporting her. The Principals of Schools for the Blind selected Mark Ramirez as the Outstanding Paraprofessional of the year. Graduation Day is tomorrow, June 5, and activities begin with the Graduation Brunch at 9:30 a.m.
Report from the Personnel Committee: Consideration of Approval of Board Policies: Donna Clopton reported that the Personnel Committee considered the following two policies for amendment:
- DEA Compensation and Benefits: Salaries and Wages (Amend)
- DF Termination of Contract (Amend)
Revisions were minor, and the Committee recommended approval. No second was needed, and the Board voted unanimously to approve.
Discussion of Process for Developing the Superintendent’s Evaluation: Ms. Clopton reported that the Personnel Committee discussed processes for developing the Superintendent's evaluation. They moved to direct the Superintendent and the Human Resources Director, utilizing the guidelines generated by the Board in a Superintendent Evaluation training session in January 2007, to develop a proposal for the process of evaluating the superintendent and present it to the Board at the August meeting. The Board can use the evaluation thus developed for this year's evaluation, and continue to improve upon it for next year. The Committee also discussed a suggestion, that the Board choose one component of the Strategic Plan as a goal to discuss with the superintendent during a closed session (perhaps lunch) at each Board meeting. Carol Vaughan said that many boards use this kind of "formative evaluation" on a continuing basis during the year, and then follow with a summative evaluation at the appropriate time. Since the motion came from Committee, no second was needed. The Board voted unanimously to approve.
Consideration of Approval of Appraisers for the Teacher Appraisal Process: Mr. Daugherty presented the following list of individuals to serve as teacher appraisers or reserve appraisers, during the 2008-2009 school year: Miles Fain, Susan Hauser, Linda Locke, Pat Stephenson, Lauren Newton, and Cyral Miller. Frankie Swift made a motion to approve the appraisers, and Michelle Goodwin seconded the motion. The Board voted unanimously to approve.
Consideration of Approval of Dates for 2008-2009 Board Meetings and Discussion of Summer 2008 Board Meeting: Mr. Daugherty requested that the Board consider the following dates for meetings of the Board of Trustees during the 2008-2009 school year: Friday, August 1, 2008; Friday, September 26, 2008; Friday, November 21, 2008; Friday, January 23, 2009; Friday, April 3, 2009; and Wednesday, June 3, 2009. Michelle Goodwin moved that the Board approve these dates, and Donna Clopton seconded the motion. The Board voted unanimously to approve.
Report on TSBVI Athletics Program Staff: In response to Board member Jesus Bautista's request at the March Board meeting for information about University Scholastic League (UIL) requirements related to TSBVI employees serving as coaches for UIL activities, Miles Fain prepared a comprehensive report. Mr. Daugherty briefly reviewed the report, which explained the purpose of the UIL and the requirements for TSBVI employees to serve as coaches for UIL athletic activities. The requirements vary for professional employees, paraprofessional employees, and retired teachers and administrators, but in all cases, TSBVI coaches meet all requirements. The report also includes information about how TSBVI coaches are employed and paid, as well as a short biography of each of our current coaches.
Report from the Superintendent: Superintendent's Travel: Mr. Daugherty traveled to Texas Tech University in Lubbock on April 24, 2008, to receive the first-ever Friend of the College of Education Award on behalf of TSBVI.
Campus Visitors and Activities: Visitors: Charestine Collier from the Mississippi DeafBlind Project of the University of Southern Mississippi's Department of Curriculum, Instruction and Special Education visited the campus in April. Sherry Hahn of Washington School for the Blind visited in May. Texas Education Agency conducted a performance review of TSBVI on May 13 and 14. E-Rate auditors were on campus in April to audit the School’s technology planning.
Past Events on Campus: The Junior/Senior Prom was held April 5 at the Crown Plaza Hotel in Austin, and the Junior/Senior Banquet was on April 15. Performances of the spring drama production of The Wizard of Oz were held in the auditorium from April 16 to19. A SCASB Tournament was held in New Mexico on April 25-26. Fiesta activities were celebrated May 14 on campus.
Upcoming Events on Campus: On June 4, there will be a Performing Arts Assembly at 9:45 a.m., an Elementary Awards Assembly at 11:30 a.m., a Secondary Awards Assembly at 2:00 p.m., and a Student Council Ice Cream Social at 3:00 p.m. On June 5, the Board-sponsored brunch for graduates will be from 9:30 a.m. to 11:00 a.m. in Dorm K and the Graduation Ceremony will be at 2:00 p.m. in the auditorium.
Enrollment Update: As of May 13, enrollment is: Elementary - 23, Middle School/Secondary - 108, Post-Secondary - 2, for a total of 133. Mr. Bautista asked whether the post-secondary program is a work program. Mr. Daugherty answered affirmatively, explaining that it is a joint program with the Department of Assistive and Rehabilitative Services (DARS), in which students who have graduated but are still within the age limit to receive services, live on the TSBVI campus and work in the community and/or take classes at Austin Community College. The program has been really successful, but has had trouble attracting students until now. Recently interest has increased, so that we expect to have a waiting list in the future.
Progress Report on Procedures Required in Policy: Two procedures are being developed. One addresses collecting and restoring recyclable materials, and another is a written pest management policy. Both of these will be complete by September 1, 2008.
Use of Facilities by Outside Groups: The Texas Rowing Center used a conference room on March 29 to provide CPR and first aid classes to their staff. The Changing Lives Youth Theatre Company held public performances in the auditorium on April 23, 25 and 26. The performance focused on prevention of dating violence. Lions Club International used several conference rooms on May 3 to provide training for their incoming officers. The Usher Syndrome Support Group held a meeting in the Superintendent’s Conference Room on May 13. The use of TSBVI facilities by outside groups has become problematic in scope, and we are trying to cut down on it. A considerable amount of staff time is required to schedule rooms and obtain signatures on waivers of liability and other various forms, and the possibility of injury, especially in the gym and pool, is great.
Efforts to Seek External Funding: There have been none during this period.
Update on dress code: TSBVI has long enjoyed a casual dress policy, as does Austin generally.
The Superintendent believes that this practice has reached an unacceptable extreme among a small percentage of TSBVI employees, and he is seeking ways of convincing staff to dress more professionally, without alienating them. Board members agreed with Mr. Daugherty that as staff teach our students how to present themselves, especially when seeking and maintaining employment, we must all be role models.
Review of Consultants’ Contracts Approved at the Administrative Level – Contracts Greater than $600 and Equal To or Less than $10,000: Mr. Daugherty briefly reviewed a list of consultants' contracts which have been approved since the last Board meeting. Ms. Louder asked whether the two physicians contracted for summer school are the same ones who care for our students during the regular school year, and Mr. Daugherty said they are.
Status of All Blind Children of Texas Charity: Gloria Bennett reported that ABCTX awarded twelve summer grants totaling $22,559. Part of that goes to TSBVI Summer School. The Virginia Bishop Scholarship of $1,000 was awarded to Michael Kowis, and the other applicants were all good, so they awarded them each $500. ABCTX is sending six students to Crested Butte, Colorado with Joe Paschall for a summer program. Ms. Bennett will apply for a new Favrot grant in June. ABCTX will be selling Braille cards at Texas Focus.
Status Report on Action Plans in the 2007-2008 Annual Improvement Plan: Mr. Daugherty reported that the second update on the 2007-2008 action plans was provided to the Board as a bound document separate from the main Board packet, and asked whether any Board members had any questions about that document. Jamie Wheeler asked for a status report on Action Plan 20: Begin Plans for Continuous Improvement for Three Departments on Campus: Business Office, Operations, and Technology. At the top of that page was a note stating, "The new Superintendent will propose an agency-wide review looking at the quality of TSBVI's internal processes and functioning through an organizational study rather than through use of this action plan." Mr. Daugherty answered that, beginning with the Governance Development Workshop facilitated by Ross Mitchel and Liz Solka with Implementations, Inc. in March, we are hoping to keep working with this pair, to go area by area at TSBVI, getting staff to define what they do and then work through a process to improve it. He expects this activity to begin in the fall and to require about a year to complete. Ms. Louder asked about Action Plan 29: Monitor and Evaluate the Effectiveness of the Health Center in the Area of Medication Monitoring. The first five Action Steps, covering creation of new forms for documentation of medication administration and training staff how to use them, have been completed. However, the last step, "Monitor and evaluate the effectiveness of the documentation…" shows the status as "Revise target date to October 1, 2008." Mr. Daugherty asked Ken Miller to explain why the target date was changed, and he explained that we are using the new forms and procedures now, making small improvements as they are identified, and the October 1st date is when we expect to be finished with that project. Mr. Daugherty added that we have a new Director for the Health Center, Lynn Smith, and she has improved the methods used to document administration of medications to the students.
Facilities Master Plan Update: Mr. Daugherty introduced Karl Oberlander, an architect from the Texas Facilities Commission (TFC), who has recently been assigned to work with us on our building projects. Mr. Oberlander said that we are at the close of Phase I, which included the new duplex, the four-unit apartment building, and the Elementary Complex. Part of the next phase will be parking area, to be built this summer to relieve the parking stress that will be created when the central buildings are begun. The Administration and Classroom Building, Natatorium, Cafeteria, Student Center, and Performing Arts Building will be in the design phase during the fall, and begin construction next spring. Ms. Clopton asked about the role of the TFC and Mr. Oberlander in this process, and the answer was that the TFC manages building and construction projects for most other state agencies, interviewing and hiring the architects and managing their contracts, and he is the Senior Project Manager. TFC receives a 3-5% fee for this service. Ms. Clopton asked whether Texas Department of Transportation (TXDOT) could build our parking lot, and the answer was that TXDOT is only tasked with public right-of-way.
Consideration of Approval of 2008-2009 Annual Improvement Plan: The 2008-2009 Annual Improvement Plan was also provided to the Board as a bound document separate from the main Board packet. Mr. Daugherty asked whether Board members had any questions about that document. Ms. Louder questioned the use of the term "career ladder" which is not used for teachers in Texas. Mr. Schulz replied that in this case, this is a reference to a TSBVI plan for classified staff (Residential Instructors and Teacher Aides) rather than teachers. Ms. Louder also questioned a statement that "Students will be prepared to meet the state or ARD-committee standards for the assigned component of the statewide assessment," because the state has said that every child will meet state standards, without regard to the ARD. Mr. Miller acknowledged that the correction was valid. Ms. Wheeler asked about Action Plan 15, which creates study groups for TSBVI staff to share their knowledge, because there was no timeline for completion. Cyral Miller explained that the information was accidentally left out, and she was glad to supply the details. This pilot plan is designed to allow staff to share their expertise with others campus-wide. The study groups will be conducted on Thursday afternoons, which is a planning period for Comprehensive staff, so that staff from the different areas can come together with others with whom they rarely interact. A few typographical errors in the Annual Improvement Plan were pointed out and corrected. Ms. Goodwin moved to accept the 2008-2009 Annual Improvement Plan as corrected, and Gene Brooks seconded the motion. The Board voted unanimously to approve.
Consideration of Approval of the Agency Strategic Plan for Fiscal Years 2009-2013: Mr. Daugherty said the Agency Strategic Plan is due July 11th, and we are still visiting with the Legislative Budget Board and making small improvements. He pointed out a list of ten major areas for planning: Student Outcomes, Staff Training, Safety and Security, Parent Support and Training, Students We Serve and How We Serve Them, Curriculum, Facilities, Information Resources, Improvements to Campus Operations and Support Functions, and Employee Compensation Strategies for Recruitment and Retention. Ms. Louder asked whether there is a ranking of these priorities, and Mr. Daugherty answered that the only ranking is that "Student Outcomes" is at the top. Referring to the section on "Demographic Factors," Ms. Goodwin asked about reasons for the statistic of "70% of people with visual impairments ages 21 to 64 are unemployed…" Mr. Daugherty answered that there are many reasons, including ongoing societal bias against people with disabilities (not just blindness); Social Security Disability income, which allows people with disabilities to have at least a poverty-level wage, with health insurance attached; lack of early experiences that provide understanding of the world of work, such as chores at home and part-time jobs during school years; and many other factors. After some discussion and correction of a couple of typographical errors, Ms. Clopton made a motion that the Agency Strategic Plan for the Fiscal Years 2009-2013 be approved as corrected. Ms. Goodwin seconded the motion, and the Agency Strategic Plan was approved unanimously.
Discussion of Future Board Meeting Topics: Ms. Louder reminded the Board that the August Board meeting would be focused on the budget. They will, however, also consider a draft of the Superintendent's evaluation. Ms. Goodwin said that the Finance and Audit Committee would like to amend Jaye Stepp's flex time, and that should also be considered by the full Board. She also said that the Committee would like for Charlotte Miller to look into reclassification of the auditor, and report to the Personnel Committee; this will go to the full Board for consideration at the September meeting. Extra Duty stipends should be discussed in August, as it will impact the budget. The Program Committee will consider Home School versus Public School, but as there will be no committee meetings in August, this discussion will be scheduled for September. Expanded training on the policy and procedures for reporting abuse and neglect should be considered in September, as well as training on the Superintendent's evaluation.
The August Board meeting will start at 9:00 a.m.
Announcements: Ms. Goodwin shared information about improvement in the Disaster Recovery Plan. In the past, a power outage would cause the whole campus to be down for days, and now the time has been reduced to hours. Also, a Board member has asked about software licenses, and whether we could be liable for lawsuits. An audit was done, and we are in 100% compliance.
Recess: The meeting was adjourned at 2:35 p.m., until training at 3:30 p.m.
Meeting of the Board of Trustees
Texas School for the Blind and Visually Impaired
June 4, 2008
The scheduled meeting of the Board of Trustees, Texas School for the Blind and Visually Impaired (TSBVI), was held in Room 116 of the Administration Building, located at 1100 West 45th Street, Austin, Texas on June 4, 2008.
Call to Order: Deborah Louder, Board President, called the meeting to order at 3:30 p.m. In addition to Ms. Louder, the following Board members were in attendance: Jesus Bautista, Dr. Gene Brooks, Donna Clopton, Michelle Goodwin, Frankie Swift, and Jamie Wheeler. Board Member Caroline Daley was unable to attend this meeting.
Introduction of Audience: Also in attendance at the meeting was William Daugherty, Superintendent of TSBVI.
Training Session on Texas Open Meetings Act: Carol Vaughan, School Attorney, conducted training on the Texas Open Meetings Act.
Adjournment: The meeting was adjourned at 4:40 p.m.
