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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 March 26, 2004.
Call to Order: Frankie Swift, President, called the meeting to order at 10:20a.m. In addition to Frankie Swift, the following board members were in attendance: Janet Ardoyno, Jesus Bautista, Gene Brooks, Donna Clopton, Toby Galindo, Debbie Louder, Mary Sue Welch, and Jamie Wheeler.
Introduction of Audience: Others in attendance at the meeting included Phil Hatlen, Susan Houghtling, Kim Nagy, Debra Nesbitt, Carol Vaughan, Judy Schauer, Malcolm Cleveland, Miles Fain, Ken Miller, Lauren Newton, and Cyral Miller.
Public Comments/Open Forum: None.
Consideration of Approval of the Minutes of the January 30 and January 31, 2004 Board Meetings: Mary Sue Welch moved that the January 30 and January 31, 2004 minutes be accepted as presented in the board packet. Debbie Louder seconded the motion. The motion to pass was unanimous.
Consideration of Approval of Human Resources Policies: Donna Clopton reported that the Personnel Committee recommended that Policies CRE, DH, DH-E, and DHC be approved as presented in the board agenda packet. Since the Personnel Committee made the recommendation, no second was necessary from the full board. The motion to pass was unanimous.
Superintendent’s Mid-Year Progress Report on Goals: Dr. Hatlen reported on his progress in achieving the goals set for him in his annual appraisal. He gave updates in the areas of Educational Leadership, School/Organizational Climate and Improvement, Human Resources Management, Administration and Fiscal/Facilities Management, Student Management, School/Community Relations, Professional Growth and Development, and Board/Superintendent Relations. He stated that it was too soon to report on the LBB Performance Objectives, since most pertinent data is collected over the summer. Dr. Hatlen also reported on the status of a selection of strategies from the School Improvement Plan. The alignment of objectives on the TSBVI MAP assessments with the TEKS was completed last May. The alignment of objectives on the TSBVI Practical Academic Language Arts assessment with the TEKS is 50% completed at present. We have begun to evaluate current curriculum and assessments to determine alignment issues. Independent Living (IL) is currently divided into age categories and there is not a TEKS category for IL. Basic Skills curriculum are mostly on the Pre-K level. Career Ed objectives are distributed throughout Career Ed TEKS and Social Skills TEKS, and therefore will take longer to align. Dr. Hatlen stated that TSBVI curriculum currently being developed should align with TEKS. He reported that 15%-20% of the Social Skills objectives have been aligned.
Donna Clopton made a motion that all proposed renewals be approved. There were no proposed non-renewals.
Since the Personnel Committee made the recommendation, no second was necessary from the full board. The motion to pass was unanimous.
Consideration of Approval of Policies: Debbie Louder reported that the Programs Committee recommended that Policies BDD, BE, BEC, EMB, EMI, FMA, FMH, FOF, GNA be approved as presented in the Board Agenda Packet. Ms. Louder stated that the Program Committee recommended that Policy FNF be accepted with one amendment – any references to searches of vehicles or cars should be deleted. Since the Program Committee made the recommendation, no second was necessary by the full board. The motion to pass was unanimous.
Consideration of Approval of the School’s Calendar for 2004-2005: Debbie Louder reported that the Programs Committee recommended approval of the School Calendar as presented.Since the Program Committee made the recommendation, no second was necessary by the full board. The motion to pass was unanimous.
Consideration of Approval of Goals, Objectives, and Outcome Projections for the Agency Strategic Plan to be Submitted in July 2004: Debbie Louder reported that the Program Committee recommended approval of the Agency Strategic Plan goals, objectives, and outcome projections with one exception - the correct projection for the objective on satisfaction with student progress during the regular school year should be: “60% of responding LEAs, parents, and students will rate the students’ progress during the regular school year as very satisfactory or above”. Since the Program Committee made the recommendation, no second was necessary by the full board. The motion to pass was unanimous. Ms. Louder added that the Program Committee recommended that, if the School does not meet the objective on satisfaction with student progress, it should note how budget cuts might have impacted satisfaction rates. The Program Committee also recommended the School receive training from the Legislative Budget Board on how to write the Agency Strategic Plan.
Reports from Instructional Program Directors: Outreach Director Cyral Miller spoke about an Outreach initiative in the area of assessment. Ms. Miller reported that in March they held a videoconference in which assessment staff worked with VI staff. There were 240 attendees, indicating a great interest in assessment. Marnee Loftin and Valerie Perwein, assessment professionals from Comprehensive Programs, will be offering a three-day training intensive this summer as a pilot program.
The Board recessed for lunch at 11:30am and reconvened at 1:24pm. During this time the Board had lunch with the TSBVI Student Council members and then viewed a scene from the student play “The Memorandum” that will open to the public the following week.
Special Programs Principal Lauren Newton reported on planning for the summer 2004 programs. Dr. Newton stated that we are now accepting more students to the Life Skills Camp, for which we have the most applicants, but reducing the numbers in other classes to accommodate that change. She also mentioned that they need to rewrite summer program descriptions to minimize confusion in the application process. Dr. Newton then reported on Short-Term Programs for next school year. We will be hosting Braille Olympics, a modified contest with instructional components for 5th-8th graders. Donna Clopton noted that the UIL style of competition allows the students to compete against themselves only, promoting self-esteem, and that Region 8 has criteria for Braille. The Capitol Experience Class from last year was very successful and will be repeated this year. Next years programs will be posted on the website by next week, starting the application process. Students are accepted on a first come, first serve basis.
Comprehensive Programs Principal Miles Fain provided an update on the impact of state testing program changes on students. Mr. Fain reported that Dr. Hatlen had met with an associate commissioner for accountability at TEA and, according to her TSBVI is exempt from annual progress on NCLB (No Child Left Behind.) Another meeting has been scheduled with the associate commissioner to discuss practical implications of reporting requirements and how these affect our access to federal money. Statewide changes will affect our students minimally. Students will take the TAKS, SDAA, or LDAA, but ARD committees for all Special Education students will still decide grade placement.
Report on TSBVI’s Residential Programs: Shelly Allen and Garner Vogt reported on the School’s residential programs, focusing on the structure of their responsibilities. Ms. Allen mostly supervises academic student housing, and is also in charge of recreation. Mr. Vogt in general supervises housing for basic skills students with multiple disabilities. These students require higher staff-student ratios, especially during public travel. Mr. Vogt expressed concern that the current Weekends Home schedule does not allow for any flexibility, but recognizes it is the most cost effective approach. Impact of budget cuts to Residential Programs are: higher staff to student ratios, less formal cooking instruction, less off-campus experiences, overcrowding on dorms A and C, intense residential instruction occurring only Monday through Thursday, and strict adherence to Weekends Home schedule. Ms. Allen noted that our remodeled dorms with exterior elevators allow maximum flexibility and much more efficient supervision, including the ability to have co-ed dorms. Mr. Vogt also noted that Residential Programs needs to look into increasing overnight coverage, and the possibility of hiring an overnight supervisor. If the Board would like to further discuss Weekends Home, an invitational discussion will need to be scheduled. Dr. Hatlen added that Ms. Allen and Mr. Vogt have created a residential program that is incredibly in tune with the instructional program and superbly directed.
Report on the Behavior Support Model Development Committee and Recognition of Chairs, Pat Stephenson and Shelly Allen: Pat Stephenson and Shelly Allen reported on the development of the Behavior Support Model. The guiding principles that were utilized during development were: 1) Student-staff relationship based on dignity and respect, 2) Student-staff relationship will be communicative, 3) a multi-disciplinary team approach is essential to planning and implementing instruction, 4) instruction should be based on good teaching practices and be proactive, 5) empower students to assess and manage their own behavior, 6) student behavior change is achieved by mutual change of both staff and student, 7) students’ visual functioning, age, developmental skills and deficits will impact their ability to learn, 8) consider functional implications of behaviors, 9) incorporate an array of positive intervention strategies that are individualized, and 10) value parents as members of the team. Ms. Allen and Ms. Stephenson then briefly described the structure of the manual as listed in the Table of Contents. Ms. Allen noted that the Behavior Support Model was truly a collaborative effort that has evolved over many years and will continue to evolve. She stated that even though some sections are not fully completed, they have now introduced this manual to all staff and it is being used as a training module during New Employee Orientation. Frankie Swift presented Ms. Stephenson and Ms. Allen with certificates of appreciation for their work in leading the Behavior Support Model Development Committee.
Consideration of Approval of Policies: Barney Schultz reported that the Finance and Audit Committee made a motion to approve policies CKA, CKF, CRB, and DI. Since the Finance and Audit Committee made the recommendation, no second was necessary from the full board. The motion to pass was unanimous.
Consideration of Approval of Investment Report: Malcolm Cleveland made a motion to accept the report as stated. Since the Finance and Audit Committee made the recommendation, no second was necessary from the full board. The motion to pass was unanimous.
Report of Gifts and Donations of Over $500: Malcolm Cleveland reported that since the last report the school has received over $3,050.00 in cash, as well as equipment. Jordan Sessler donated $2,300 to the music department. Frankie Swift made a motion to accept the donation report. Donna Clopton seconded the motion. The motion to pass was unanimous.
Consideration of Approval for Expenditures of Gifts and Donations: Dr. Hatlen requested that a $670.00 donation go to the Staff, Volunteer, and Visitor Activities Fund, since it is currently low. Debbie Louder made a motion to accept the request. Mary Sue Welch seconded the motion. The motion to pass was unanimous.
Report by the Internal Auditor – Discussion of Forming a Foundation: Internal Auditor Judy Schauer reported that TSBVI has been working to form a non-profit organization to support the school financially. Mary Sue and Don Welch offered their time and expertise as initial board members in charge of initial fundraising. Ms. Schauer reported that they were working with a consultant in the areas of naming the organization, becoming incorporated, and filing with the IRS for non-profit status. She stressed that once the organization is off the ground, we will need to acquire board members from the Austin area. Mrs. Welch said that she would enlist some friends to make monetary pledges on a monthly basis, and suggested that the organization set up a way to electronically debit their accounts. Janet Ardoyno suggested the organization set up one-hour tours of the school, called “points of entry,” to build a donor base, then invite those contacts to an annual luncheon. At that time the School would ask them to donate.
Consideration of Approval of Vision, Mission, and Philosophy Statements for the School: Dr. Hatlen presented the vision, mission, and philosophy statements for consideration of approval. Janet Ardoyno moved that the one-sentence vision statement be approved. Mary Sue Welch seconded the motion. The motion to pass was unanimous.
Dr. Hatlen will continue to work on the mission and philosophy statements based on the Board’s recommendations. He will send out the revised statements before the next board meeting.
Consideration of Approval of Recommendations of the Textbook Committee: Diane Nousanen, Director of the Learning Resource Center, recommended that the Board approve the use of biology textbooks that TEA has adopted. Donna Clopton moved that the recommendations of the Textbook Committee be approved. Janet Ardoyno seconded the motion. The motion to pass was unanimous.
Consideration of Naming a Building or Room after Former Teachers Mr. and Mrs. Goodenough:
Dr. Hatlen recommended that a plaque be placed outside the School’s auditorium naming it the Dorothy and Forrest Goodenough Auditorium, and that donations be accepted in their names to allow the School to upgrade the auditorium. Mary Sue Welch moved that the Board approve Dr. Hatlen’s recommendation. Janet Ardoyno seconded the motion. The motion to pass was unanimous.
Superintendent’s Travel: Dr. Hatlen reported that he attended an AFB board meeting in Dallas in February, he met with Claire Bugan and the new commissioner, Shirley Neely, in Austin in March, and recently was a speaker at the AER Conference in Ocean City, Maryland.
Campus Visitors and Activities: Dr. Hatlen reported that a young photographer from France visited the School in February to take pictures. Campus activities included wrestling meets and the Black History Assembly. Upcoming campus activities are the spring play, The Memorandum, on April 1,2,5, & 6th, Prom Night on April 3rd, South Central Association of Schools for the Blind (SCASB) Tournament in Track and Field and Performing Arts in Alabama on April 15, 16, & 17th, Junior/Senior Banquet on April 15th, Fiesta Day on May 7th, Fine Arts and Secondary/Elementary Awards Assembly on May 25th, Graduation Day on May 26th, Graduate Honorary Brunch on May 26th at 9:30am.
Enrollment Update: Ken Miller reported on current enrollment: 33 Elementary, 39 Middle School, and 80 Secondary for a total of 152 students.
Progress Report on Procedures Required in Policy: Dr. Hatlen stated that there was nothing to report since no procedures were required last time.
Use of Facilities by Outside Groups: Dr. Hatlen stated there were none to report.
Monthly Report of Web Site Visitors: Dr. Hatlen reported that Jim Allan was out of town; therefore, there was no updated report.
Report of Student Suspensions and Expulsions: Comprehensive Program Principal Miles Fain handed out information pertaining to recent student suspensions and expulsions to the Board. In the future, this information will be provided to the Board via email and the item will no longer appear on the Board’s agenda.
Discussion of Future Board Meeting Topics: Items that were requested to appear on future Board agendas included discussion of the rewrite of the School’s mission and philosophy statements, a discussion of Weekends Home, a tour of the School’s new buildings and possible dedication ceremony, and consideration of a summer Board meeting.
Election of Board of Directors for Education Service Center Region XIII: Susan Houghtling handed out ballots for each Board member to elect members of ESC Region XIII.
Recognition of Delta Gamma Fraternity for their Support of TSBVI: Frankie Swift gave Delta Gamma Fraternity Vice President Elizabeth Hanson a framed certificate in appreciation for the Fraternity’s financial and other support to the students of the School.
Announcements:
Adjournment: Frankie Swift adjourned the meeting at 4:37pm.
Frankie Swift
Board President
Donna Clopton
Board Secretary
Kim Nagy
Recording Secretary
March 26, 2004
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