MINUTES

Meeting of the Board of Trustees

Texas School for the Blind and Visually Impaired

March 21, 2003 @ 10:18am

Call to Order:

Board President Mary Sue Welch called the meeting to order at 10:18am in the Superintendent’s Conference Room. The following board members were present: Mary Sue Welch, Toby Galindo, Deborah Louder, Jesus Bautista, Frankie Swift and Zena Pearcy. Barbara Cherry and Bruce Best were absent due to previous commitments.

Introduction of Attendees:

Cyral Miller, Carol Vaughan, Lauren Newton, Debra Nesbitt, Judy Schauer, Malcolm Cleveland, Lorenza Bautista (Board member spouse), Shelly Allen, Garner Vogt, James Lambert, Miles Fain, Ken Miller, Susan Houghtling, Charlotte Duke, Guy Groomer, Phil Hatlen, and Barney Schulz.

Summary of Student Injury Reports in 2002:

Guy Groomer presented charts to the board representing causes of student injury, type of injury, location of injury for the regular year term (2001-2002) and summer 2002. Shelly Allen stated that all staff have been directed to report injuries regardless of degree of injury. She stated the staff are instructed, “When in doubt, fill it out”, pertaining to an injury report. Frankie Swift wanted to know how much difference in reporting injuries for more major cuts or serious injuries requiring stitches, etc. verses non-serious injury reports. are. Some accidents were listed as being located in the dorms and Jesus Bautista questioned if adequate staff were being used. When completing incident reports, staff used the “other” category for cause of injury 36% and 25% of the time for regular term and summer term respectively. Guy Groomer, as well as several board members, expressed their concern over the high use of this category, which does not provide adequate or useful information. Guy Groomer indicated that he and Garner Vogt are currently working on changes to the incident reporting process. It was recommended that for incidents involving mobility, it should be noted whether or not the student was using a cane. The Board asked for a report at the May meeting on the feasibility of automating the incident reporting process.

PLEASE NOTE: The recorder to tape Board minutes quit recording, then a VHS was substituted for a short time, and then Malcolm Cleveland loaned his personal pocket recorder. Approximately one hour later, a new record was brought in to use, it also malfunctioned. The original recorder was repaired and returned (after the lunch break) to continue recording the minutes.

Public Comments:

There were no public comments for this meeting.

Award if Certificate of Appreciation:

Miles Fain and Lauren Newton presented a Certificate of Appreciation to Shelly Allen and Garner Vogt for all the hard work and dedication they have contributed to TSBVI. It was stated that they are always willing to do more and have more responsibility, are dedicated, contributors, creative, positive, firm and compassionate. They are a great duo that role share, complement each other and are committed to staff development. Mary Sue Welch read each certificate and presented the awards to them.

Consideration of Approval of Minutes of the January 31, 2002 Board Meeting:

Mary Sue Welch asked for any comments for the approval of the minutes. Frankie Swift stated she was listed as being present but was in fact absent from the meeting. She also stated that on page 7, discussion of the Agency Plan, the word “lobby” should be replaced with “provide information”. Frankie Swift requested page numbers be listed for each index item. No other changes were requested. Toby Galindo made a motion that the minutes be approved. Jesus Bautista seconded the motion. The motion to pass was unanimous.

Report from the Personnel Committee:

Zena Pearcy recommended that all policies be approved as submitted: DMD, DNA, DNAA, DNB, and DPB. A vote of members was taken and the policies were approved.

Report on Paraprofessional Requirements Under the No Child Left Behind Act:

This topic was tabled from the January 2003 Board meeting. Debra Nesbitt gave her report to the Board and discussed the requirements in this act for the qualifications of instruction s paraprofessionals. There is a training program through Region XIII to meet the requirement for teaching assistants who do not have an Associate’s degree or 60 hours of college credit. Current staff includes only three teaching assistants who do not have at least 60 hours of college credit.

Consideration of Approval of Proposed Renewals and Nonrenewals of Staff Contracts:

Phil Hatlen advised the Board that all teachers were recommended for renewal of their contracts for next year. In response to some Board members’ concerns about a possible need to reduce staff for budgetary purposes, Ms. Nesbitt explained that renewing contracts at this time did not preclude a reduction in force when and if our final appropriation decision necessitates it. Jesus Bautista made a motion that the contract renewals be approved as recommended. Toby Galindo seconded the motion. The motion to pass was unanimous.

Report from the Finance and Audit Committee:

Consideration of Approval of Investment Report

Frankie Swift introduced Barney Schulz, who presented the Board with a written copy of the Investment Report. Frankie Swift recommended approval of the report and all members agreed. Mary Sue Welch and Jesus requested an email copy of the book sales report.

Consideration of Approval of Board Policies:

On behalf of the Finance & Audit Committee, Frankie Swift recommended approval of all Board policies as presented (CF, CFA, CFC, CFDB, CFG, CG, CHB, CHC, CNB). She stated that CLA & CLC were approved at the last Board meeting. Frankie Swift asked Dr. Hatlen about the requirement that the superintendent establish procedure regarding handling of student trust fund monies on as stated in Policy CFDB. He stated the procedure will be ready by the next Board meeting in May. The Policy Committee did not meet today due to lack of a quorum. Deborah Louder presented for approval policies: BED, BJCA, BR, CK CKA, CKB, CKC, CKD, CLD, CLE, DI, EIE, EMDB, FFD, FFFA, FNC, FNCE, FNCF, FNCG, FNCH, FNCI, GA, GBBA, GE, and GKB. The recommendation to approval all policies as presented, was accepted by all Board members. All were in favor of the revisions. The motion to pass was unanimous.

Policy CKC: Emergency Plans – A board member inquired about the current status of emergency plans and stressed the importance of adhering to the requirement for regularly scheduled disaster drills.

Policy CKA: Safety Program/Risk Management: Inspections -- A board member asked whether we had an asbestos management plan by an accredited management planner. The director of operations responded that we were in compliance with that requirement.

During discussion of Policy CFDB, questions were raised by the board regarding the development of procedures for implementing board policies. It was suggested that the May agenda for the policy committee include discussion of this topic, with possible consideration of the following. For any policy approved by the board requiring the development of a procedure, it is the board’s expectation that the procedure will be completed by the subsequent board meeting, with the responsible individual providing an update on the progress of the procedure and/or providing assurance the procedure has been implemented. It was stated that the board does not intend to become involved in approving procedures, but merely wants assurance that required procedures are being implemented in a timely manner.

Consideration of Approval of Submitting a Waiver Request to the Texas Education Agency to Reduce the Number of Instructional Days in 2003-2004:

Susan Houghtling reviewed the proposed calendar with the Board. She explained that the IPC (Instructional Planning Council) and Management Team approved of the proposed calendar. However, since bills are currently being considered in the Legislature that could impact the number of required educator contract days, the number of instructional days, or the start date of school, the Board will not be asked to approve a final calendar until at least the May Board meeting.

The calendar reflects 187 contract days for teachers as currently required in Texas Education Code and 174 instructional days. School may waive down from a required 180 instructional days to as low as 174 days for general and specific staff development purposes and to attend approved conferences. In order to reduce the number of instructional days, the School must submit a waiver request to the Texas Education Agency (TEA) and TEA has 30 days in which to respond.

Ms. Houghtling asked the Board’s approval to go ahead and submit the waiver request so that we might have an answer before the next Board meeting.

Frankie Swift made a motion to approve submission of the waiver request. Jesus Bautista and Debra Louder, together, seconded the motion. All were in favor.

Consideration of Approval of Braille Course for State Board of Education Credit and of Revamping of Career Education Courses:

Debra Sewell reviewed the Braille Course for State Board of Education Credit and of Revamping of Career Education Courses with the Board and answered any concerns they had. She requested their approval. Debra Louder made a motion to approve. Frankie Swift seconded the motion. All were in favor.

Consideration of Approval of Recommendations of the Textbook Committee:

Phil Hatlen introduced Diane Nousanen to represent the Textbook Committee. She advised the Board that the TSBVI Textbook Committee has voted to adopt all titles approved by the TEA – Textbook Administration and requested that the Board approve their recommendations. Dr. Hatlen requested that in the future, this item be moved to the January meeting. Frankie Swift made a motion to approve. Debra Louder seconded the motion. All were in favor.

Consideration of Approval of Adoption of a Resolution Authorizing the School to Participate in a Region XIII Cooperative Food Processing Program:

James Lambert advised the Board that TSBVI annually participates in an Education Service Center Region XIII cooperative program for processing food services. It requires a resolution of the Board granting authority for an individual to handle all food processing requests. It was requested that the dietician, Mary Lou Rink, serve as coordinator for these services. Debra Louder made a motion to approve the request. Frankie Swift seconded the motion. All were in favor.

Consideration of Approval for Expenditures of Gifts and Donations:

Phil Hatlen advised the Board that the contributions are as follows:

• Dr. & Mrs. Shannon Cox, audio equipment valued at $11,170,00
• Delta Gamma Sorority, Staff, Volunteer & Guest Activities, $1,924.00
• Delta Gamma Sorority, Student enrichment activities, $2,772.04
• Delta Gamma Sorority, Scholarship for student’s trip to Spain with Lamar Middle School, $1,000.00

He requested approval of funds and gifts from the Board. Zena Pearcy made a motion to approve the fund utilization request as stated. Jesus Bautista seconded the motion. All were in favor.

Report on Work with the Legislature:

Dr. Hatlen reviewed the status of the IGR (Initial General Revenue) Fund and stated that there may be a $4,000,000.00 reduction in funding of the school’s resources. He reported that many budget cuts were being proposed but added that we are hopeful that the school would be waived from this request to lower.

At 11:30 am, the Board meeting recessed for lunch with the Student Council students, members and staff.

At 12:45pm, the Board meeting reconvened.

Report by the Internal Auditor:

a. Update on Current Audit Work

Judy Schauer provided an update on the status of recommendations from the Abuse and Neglect Audit. Per Ken Miller, there has been legislation submitted that could influence the decision on the retention of abuse and neglect investigation files and he would like to wait for the results of this legislation before taking any further action. No action has been taken on the procedures for implementing policies FFG and FFGA since the previous board meeting.

A draft report of the Short Term Programs Performance Measures audit has been provided to the Principal for Special Programs and a meeting is scheduled to discuss the report next week. The report should be ready for next board meeting.

Judy reported that, at Dr. Hatlen’s direction, she is gathering information regarding the proposal to close the campus every weekend. She is gathering information from staff on their concerns and ideas for the proposal, as well as assisting with cost estimates of savings and additional expenses.

Report from Instructional Program Directors:

Lauren Newton introduced Kay Pruitt. She described a new short-term program called “The Capitol Experience”.

Cyral Miller reported on the Deafblind Symposium held in February, and also on the New Teacher Institutes, Mentor training and Mentor Centers and other conferences being offered through Outreach Programs this spring.

Comprehensive Programs Principal Miles Fain reported on the status of current Instructional Planning Council projects impacting Comprehensive Programs. The transition handbook has been completed. This will give staff member’s resources to assist students and families in facilitating successful transition to adult life activities. Training on the handbook materials has begun for all staff members of transition age students and occurred during Parent Weekend for students and parents. The committee working on development of the student behavior management model will complete the final components of a handbook for staff members based upon the Texas Behavior Support Initiative model by this summer. All Comprehensive Programs staff members will receive training in the new model during fall 2003. Some future special opportunities include participation of elementary and middle school teachers in Dr. Rita Livingston's project development of strategies for struggling visually impaired readers. Also, the Texas Space Grant Consortium will work with our science teachers over the next two years to integrate the latest techniques for teaching space concepts through piloting activities developed by the Space Science Education for Visually Impaired Learners Project. In addition, the school has been invited to participate in a grant project in coordination with the University of Minnesota and three schools for the deaf regarding "self-determination for students with sensory impairments." If the grant were awarded, the school would serve as a test site for integrating self-determination concepts across the curriculum.

Report on Student Suspensions and Expulsions:

Miles Fain reported there were no student suspensions or expulsions.

Report from the Superintendent:

Superintendent’s travel

Dr. Hatlen reported his travel to Beverly Hills, California to attend AFB Vision Loss in the 21^st Century Conference.

Campus visitors and activities

Dr. Hatlen reported there were visitors on campus on February 4 and 12, as mentors for students IBM Employees.

Enrollment update

Ken Miller reported there are currently 151 students enrolled with 35 in Elementary, 27 in Middle school and 89 High school students that are 18 years of age or older.

Report on Book Sales:

Barney Schulz reported that book sales totaled $95,156.00. One Board member asked if we should consider raising the price on some publications as a means of increasing revenue. The curriculum director indicated that it could certainly be considered.

Review of Revised Workforce Diversity Program Document:

Debra Nesbitt gave a brief overview of the revised document of the School’s Workforce Diversity Program. The updated statitistics reveal that the School has significantly improved its employment of visually impaired individuals, and also now employs a percentage of Black paraprofessionals equivalent to the percentage available in the State’s workforce. However, TSBVI still lags in the employment of Hispanic paraprofessionals and both Black and Hispanic professionals.

Review of Consultants’ Contracts Approved at the Administrative Level – Contracts Greater than $600 and Equal to or Less than $10,000:

Dr. Hatlen directed Board members to the contracts listed in the agenda package.

Discussion of Future Board Meeting Topics and Consideration of a Board Retreat:

Mary Sue Welch requested suggestions for future Board topics.

• The Board requested a feasibly study regarding the automation of the incident reporting process, with results at the May meeting.
• The Board requested Dr. Hatlen to consider appropriate requirements for the development of procedures and for reporting the implementation of procedures to the Board.
• Consideration of a Board retreat.
• May 28^th Board Meeting with a social event Thursday Evening (5-29), possible reception for departing Board Members.
• Business cards for all Board members.

The Board lost the Quorum at 3:00pm due to the departure of Jesus Bautista.

Mary Sue Welch, Board President

Bruce Best, Board Secretary

Charlotte Duke, Recording Secretary

Board Directives

1. Mary Sue Welch and Jesus requested an email copy of the book sales report from Barney Schulz
2. Produce procedure related to the student activity fund monies prior to the May Board Meeting.
3. Frankie Swift requested page numbers be listed for each policy on the agenda.
4. The Board requested a feasibly study regarding the automation of the incident reporting process, with results at the May meeting.
5. May 28^th Board Meeting with a social event Thursday Evening (5-29), possible reception for departing Board Members.