Board of Trustees - Minutes
MINUTES
Meeting of the Board of Trustees
Texas School for the Blind and Visually Impaired
May 25, 2005
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 May 25, 2005.
Call to Order: Frankie Swift, Board President, called the meeting to order at 10:12 AM. In addition to Ms. Swift, the following Board members were in attendance: Gene Brooks, Jamie Wheeler, Janet Ardoyno, Mary Sue Welch, Debbie Louder, Jesus Bautista and Donna Clopton.
Introduction of Audience: Others in attendance at the meeting included Phil Hatlen, Susan Houghtling, Kim Nagy, Barney Schulz, Malcolm Cleveland, Miles Fain, Russell Gregorczyk, Cyral Miller, Carol Vaughan, Lauren Newton, James Lambert, Susan Hauser, Linda Locke, Pat Stephenson, Garner Vogt, Shelly Allen, Ken Miller, Mike Woodward, Carol Woodward, Sonia Fair, Sara Kitchen, Gretchen Bettes, Ganelle Wingren, Tish Smith, and Kate Moss.
Public Comments/Open Forum: There were no public comments.
Award of Certification of Appreciation: Miles Fain introduced Mike Woodward and Carol Woodward as outstanding teachers who will be retiring this year. The Board then presented Mike Woodward and Carol Woodward with Certificates of appreciation in recognition of 29 years of outstanding service each. Frankie Swift and the Board recognized outstanding staff and congratulated them for nomination to the Principals of Schools for the Blind Awards Committee for distinction at the national level. The following staff were recognized: Sara Kitchen as Outstanding Teacher of Students who are Blind/Multiply Impaired, Sonia Fair as Outstanding Teacher of Students who are Blind or Visually Impaired, Ganelle Wingren as Outstanding Paraprofessional, Gretchen Bettes as Outstanding Residential Life Staff Member, Kate Moss as Outstanding Outreach Staff Person, and Tish Smith as Outstanding Related Services Provider.
Consideration of Approval of Minutes of April 1, 2005 Board Meeting: Frankie Swift presented the minutes of the April 1, 2005 Board Meeting to the Board for approval. Donna Clopton moved that the minutes be accepted as presented. Debbie Louder seconded the motion. The motion to pass was unanimous.
Report from the Personnel Committee:
Consideration of Approval of Board Policies: Donna Clopton presented policies DBAA, DBD, DG, DH, DK, DLB, DMA, DNA, DNB, and DNB-E to the Board for approval. Ms. Clopton stated that the committee would like to amend policy DBAA to read: “Each TSBVI employee shall report to the Human Resources Director within 30 days if the employee is convicted of (1) a misdemeanor conviction for an offense against the person or the family and (2) any felony conviction”. A reference to Texas Penal Code V and VI was also added. Debbie Louder made a motion that DBAA be changed as recommended. All were in favor. The Personnel Committee moved that all other policies presented be accepted. Since the motion for approval came from the Personnel Committee, no second was necessary. The motion to pass was unanimous. The committee recommended that the Board give Dr. Hatlen a directive on policy DLB to report to the Board (as an agenda item) on paperwork requirements imposed on classroom teachers that can be transferred to existing non-instructional staff. The Board agreed to this directive.
Report from the Program Committee:
Consideration of Approval of Board Policies: Debbie Louderpresented policies CPAB, EIF, FFE, FM, FMB, FMF-E, FNAA, FNAB, FNCB, FNCF, FNCH, FNCJ, FP, GB, GBA, GF, GKD, GKDA, and GRA to the Board for approval. Ms. Louder noted that policy GF states that it is being amended, but should be corrected to state that it is being adopted. The Program Committee moved to approve the policies as presented, with the noted correction to GF. Since the motion for approval came from the Program Committee, no second was necessary. The motion to pass was unanimous.
Consideration of Approval of TSBVI Annual Improvement Plan for 2005-2006: Debbie Louder stated that the committee moved to accept the proposed Annual Improvement Plan for 2005-2006 with the amendments discussed in committee. No second was necessary. The motion to pass was unanimous.
Report on Waiver Request for 2005-2006 School Calendar: Debbie Louder stated that TEA has accepted the 6 days of waiver for the 2005-2006 school calendar, so instruction days will be reduced from 180 to 174 days. This will give 13 prep-days or staff development days for the contract of 187 days.
Reports from Instructional Program Directors: Miles Fain, Principal of Comprehensive Programs, gave a written report that was read by Debbie Louder. It stated all of the student activities occurring today and tomorrow. Mr. Fain has been working in conjunction with Debra Nesbitt on the “Highly Qualified Teacher” issue under No Child Left Behind. At this point, existing teachers meet the standards, but they are still looking at standards for new-hires. It was also reported that 3 students will be attending the Oregon Trail Trip this summer.
Lauren Newton gave an end of the year report on Short-Term Programs. She passed out a handout that reported student attendance data in three different ways. The Duplicated Count, which includes students who come more than once, was 125 and the Unduplicated Count was 85. There were 46 cancellations this past year, some occurring at the last minute, meaning that the full work to prepare for the assessment and instruction still occurred. Reasons given for cancellations can be anything from failed transportation to a death in the family. If a student repeatedly cancels for non-serious reasons, we talk with their VI teacher about our reluctance to accept that student in the future, and the student may be placed on a waiting list. All in all, Short-Term Programs serviced more students this year, and also provided more “slots of instruction” than last year. This yearly increase follows the trend, as numbers have steadily gone up since the 1999-2000 school year.
Cyral Miller, Director of Outreach, gave an end of the year report for Outreach. Outreach has taken 153 on-site trips to see 113 students this year. From August through the end of April, Outreach has presented over 100 times in many locations across the state. Susan Osterhaus has presented in Canada and Cyral Miller, Sharon Nichols, and Holly Cooper have presented in Australia. 20 students have been using the Mountbatton technology and other technology for early Braille literacy, which means we are servicing a third of the eligible students in the state with our project. The regular ed and VI teachers involved in the Mountbatton Project met at TSBVI recently to discuss their work, and they continue to show great enthusiasm for the project. Outreach had 3 Mentor Centers this year, with mentors and protégés from around the state, and has decided to no longer hold the fourth Mentor Center in September, since schedules are so hectic at that time of year. Outreach had 5 major videoconferences where they went across the state to all of the service centers, as well as many individual videoconferences or with two districts connecting. There were 300 participants in these, which is important because most of them would not have received the training otherwise, since traveling expenses and time are so costly. The technology has improved dramatically, as well as our ability to use it, so we will continue to expand our use of videoconferencing. Outreach created a “distance-ed package” for mentor training, including a DVD that will also be streamed on the website. This will provide newly assigned mentors with some immediate training before the group training session in January.
Report from the Finance and Audit Committee:
Consideration of Approval of Investment Report: Barney Schulz reported that the balance in the Investment Fund at the end of April is $221, 072.76. We have earned interest of $3,094.10 for the last 8 months. The entire amount is invested in the Texas Cooperative Liquid Assets Security System. The average yield on April 30th was 2.81%. The Finance and Audit Committee moved to accept the Investment Report as presented. Since the motion came from committee, no second was necessary. The motion to pass was unanimous.
Approval of Receipt of Gifts and Donations over $500: Malcolm reported that we received five gifts since the last board meeting, including a gift for school health advisory use, some gifts for library books, a gift of camping equipment from Academy for the summer Camp Challenge, and $91 from school play donations. Since no gift was over $500, there was no need to approve receipt.
Approval of Request for Expenditure of Gifts and Donations: Since no gift was over $500, there was no need to approve expenditure.
Report on Current Expenditures for Fiscal Year 2005: Barney Schulz stated that the Finance and Audit Committee had a lengthy discussion about current expenditures, during which Malcolm Cleveland and he answered questions regarding utilities, fuel, and the expenditures associated with the Superintendent’s residence. The full Board had no questions regarding this report.
Report on Audit Work by the State Auditor’s Office: Michelle Feller informed the Board that they were currently wrapping up their project, and will be moving back to their offices within a week. They will then have their work reviewed by upper management and the Quality Control Reviewer. Tentatively, they will have a draft report to TSBVI management by July 1st. They will request to hear a response from the school by July 18th. She is anticipating the report release date to the Legislative Audit Committee and to TSBVI will be on July 25th. They are also working on getting the report in a user-friendly and accessible format. The public release of the report will be on July 27th. The auditors offered to come to the Board meeting either in July or September to address any questions the Board might have regarding the report. The Board agreed that they would like for them to join one of the meetings. Ms. Feller wanted to thank everyone for all of their hospitality, and for allowing them participate with activities here on campus.
Report on Work with the Legislature: Phil Hatlen stated that it was a whole different climate in the legislature this biennium, and that he feels it was actually a pleasant experience. House Bill 1 will be voted out of the House and Senate and sent on to the Governor. We believe that we will receive 36 million for construction, instead of the originally proposed 42 million, because one of the committee members is a contractor who said we did not need 42 million to complete our proposed projects. We stated to the legislature that if we receive only 36 million, we will not add the two wings to the main administration building, but all of the other 9 projects will be left in place. Debbie Louder suggested that the Student Council be informed of the campus construction, and management agreed. The joint committee gave us $185,000 per year for additional funds, instead of the $500,000 per year that the Senate proposed. Senator Duncan’s office said that they would work on amending this. Barney Schulz stated that the 5% decrease in our overall budget was not approved, so we will not have to cut Summer Programs for the next biennium. Teacher salary increases were restored, and salary increases for classified staff were approved, so we will receive funding for a 4% salary increase the first year and a 3% salary increase the second year for classified staff. There is a provision in House Bill 2 and also in the Appropriations Bill that allows the school to be held harmless for any reduction to funding for local school districts. Senate Bill 188 and 189 have moved through the Senate and today they are scheduled for the Local, Consent, and Resolutions Calendar, so hopefully they are on their way to being signed. A special rider in the Appropriations Bill now directs TEA to treat TSBVI like a local school district and not like a state agency regarding the allocation of funds. There is another provision that allows us to borrow money from the second year of any biennium in order to take care of any funding issues that might occur within the first year. These funding issues are primarily due to cash flow issues, when we have to spend money and then wait to be reimbursed from another funding source. The Superintendent’s salary has been recommended for an increase, which was one of the Board’s initiatives added to the LAR. Mr. Schulz informed the Board that they would have the opportunity to set the Superintendent’s salary this next session up to $11,000 more than it is currently.
Report by the Internal Auditor:
Report on Status of Internal Audit Recommendations and Planned Internal Audit Projects: Russell Gregorczyk reported that he just finished an audit of the Procedures of Reporting and Investigating Cases of Abuse and Neglect, which has been sent to Ken Miller to review, and will soon be sent to Dr. Hatlen. Mr. Gregorczyk intends to present the findings of that audit to the Board in July. He has met with Debra Nesbitt, and they have agreed on audit objectives for the Human Resources audit, which will begin after she returns to work. He recently sent a proposal to Barney Schulz and Roy Wright regarding the upcoming Technology audit. He stated that his Audit plan was very ambitious, and he did not realize he would be undertaking the Fraud Risk Assessment, so he notified the Board that he will probably not be able to finish both the Human Resources and Technology audits this summer. He predicts that he will be able to accomplish the HR audit, and the Technology audit will carry over into the fall.
Consideration of Approval of Fraud Prevention and Fraud Risk Assessment:
Russell Gregorczyk reported that Gov. Perry issued an executive order over a year ago which required all agencies to implement fraud prevention programs. A component of that was to conduct a fraud risk assessment. Working groups created by the governor’s office developed Key Components for a Fraud Prevention Program, which Mr. Gregorczyk adopted into our program. He also made some recommendations, such as making sure employees are aware of the TSBVI Ethics Program. The Fraud Risk Assessment document noted potential fraud scenarios, categorized as low, medium, and high risk of fraud. He suggests that this be a tool for management to decide if we need to do anything else to improve our controls in those areas. Donna Clopton made a motion to approve the Fraud Prevention and Risk Assessment. Mary Sue Welch seconded the motion. The motion to pass was unanimous.
The Board recessed for lunch at 11:58AM and reconvened at 1:15PM.
Update on Management Responses to the Internal Audit on Campus Security: Phil Hatlen reported that the first priority was to make sure staff are wearing appropriate identification badges when on campus. Five policies have been amended to address issues involved in campus security. Dr. Hatlen stated that we will begin a zero tolerance policy for people parking in fire lanes next year. Warning signs will be erected, and automobiles parked in fire lanes will be automatically towed. Camella Rivers, Assistant Director of Operations, stated that there is an ongoing discussion regarding the admittance and identification of guests on campus. During regular workday hours, all visitors are required to report to Teresa Wiggins at the switchboard to sign in and receive a visitor’s badge. However, there is currently no central check-in point for after hours visitors, and we have many community members, including the Austin Wind Ensemble and Women Printmakers of Austin, who regularly visit campus in the evenings. Regarding the option of going to a “closed campus” system, Dr. Hatlen noted that it could alienate the community from the school. Mary Sue Welch and Donna Clopton agreed, but recognized that we need to increase security somehow.
Report on the Volunteer Task Force and the Status of the Volunteer Coordinator Position: Dr. Hatlen reported that Janet Ardoyno had met with the management team and presented the format of pairing a Volunteer Coordinator with the process of fund development. He stated that they have placed a high priority on budgeting for the development of this position for next year. He and Mrs. Ardoyno have found a job description that works well, and it is for the Texas Youth Commission Coordinator of Volunteerism. Mrs. Ardoyno stated that qualification skills include public and human relations skills, knowledge of community organization and fundraising, ability to speak and write effectively, ability to serve as a liaison and mediator between individuals and groups, and management skills. Debbie Louder suggested recruiting employees of the Texas Legislature once this session is over. Mrs. Ardoyno noted that most of those people will be young people, and that the Volunteer Coordinator needs to be someone comfortable with working with older people, since most volunteers tend to be older individuals. Mrs. Ardoyno stated that the Task Force/Volunteer Council would not serve on the Board for All Blind Children of Texas, and Mary Sue Welch agreed that that would be best.
Consideration of Approval of Housing Agreement: Dr. Hatlen presented the Housing Agreement for the residence currently housing Principal Miles Fain and his family to the Board for approval. Finance and Audit Committee recommended that the Housing Agreement be approved as presented in the board packet. No second was necessary. The motion to pass was unanimous.
Consideration of Approval of Appraisers for the Teacher Appraisal Process: Dr. Hatlen presented the appraisers for the Teacher Appraisal Process for approval. The proposed appraisers are: Miles Fain, Lauren Newton, Pat Stephenson, Susan Hauser, Peggy Wade, Linda Locke, and Cyral Miller. Jamie Wheeler made a motion to approve the appraisers. Mary Sue Welch seconded the motion. The motion to pass was unanimous.
Consideration of Approval Dates for 2005-2006 Board Meetings and Discussion of a Summer 2005 Board Meeting: Janet Ardoyno noted that she had a conflict with the proposed Board meeting date of July 15, 2005. The Board discussed when to hold the summer Board meeting, and decided on Tuesday, July 26, 2005. Jamie Wheeler made a motion to move the July 15th Board meeting date to the date of July 26, 2005. Mary Sue Welch seconded the motion. The motion to pass was unanimous. Regarding the other dates, Dr. Hatlen noted that there was a typo: the May 24, 2006 Board meeting occurs on Wednesday, not Friday. Mary Sue Welch made a motion to approve the rest of the Board meeting dates. Jamie Wheeler seconded the motion. The motion to pass was unanimous.
Consideration of Training Topics for the Board: Susan Houghtling passed out a hand out with various training topics listed. It provided a summary of what TASB has to offer for trainings, as well as a summary of training options from our regional service center here in Austin. Following each legislative session, the Board is supposed to have an update on any new legislation, typically Texas Education Code, that may impact us as a school district. This is supposed to occur within 90 days after the legislative session, and a TASB trainer must conduct it. The Board discussed receiving this training on the Saturday following the September 23rd Board Meeting, and Dr. Hatlen said they would see if it is available. Debbie Louder also suggested that the Board should receive the budget training it requested on July 25th, prior to approving the budget at the July 26th Board meeting. Frankie Swift suggested that the training start around 1pm on the 25th, so that the Board could come in that morning instead of Sunday night. Susan Houghtling agreed to see if TASB could provide the training. Frankie Swift suggested that we place on a future agenda review of a written policy that addresses how the Board may fulfill training needs during times of budget restrictions. Debbie Louder noted that there is often a difference in how much training individual board members need. The Board decided to carry over this item to the July 26th Board Meeting.
Report on All Blind Children of Texas (ABCT) Charity: Mary Sue Welch reported on the fundraiser ABCT held on April 23rd at Threadgill’s Restaurant. After expenses were paid, the fundraiser earned $6,400. They learned that in the future their fundraisers need more advertising, the advertising needs to start earlier, and they need to have more sponsors. ABCT will give 80% of earned monies to TSBVI Fine Arts Department for projects as needed. Mrs. Welch stated that ABCT had a Board Meeting yesterday evening, and there are 3 new members: Billy Brookshire, Nancy Levack, and Gayle Daylremple. At the meeting, they looked at many innovative fundraising techniques, but have not decided on which they would like to pursue. Mrs. Welch explained that one of the techniques involved enlisting an Endowment Fund to buy life insurance policies on friends of ABCT who would like to donate the proceeds of that policy to the non-profit. The next Threadgill’s fundraiser is already being planned for some time in October 2005, and this time Threadgill’s will hire the bands and advertise for the event while sharing a percentage of ticket sales with ABCT. Another fundraiser that is being planned is a “Dining in the Dark Gala”, where attendees have their food served to them and eat while wearing blindfolds. It will be held in Dallas and arranged by Mrs. Welch, Paula Margeson, Donna Clopton, Jamie Wheeler, and other friends in the Dallas area. We will try to get sponsors to buy tables, each at $500, and then we will ask them to donate some of their tickets so that VI teachers, members of the Retina Foundation, and other vision clinic members can attend and help with the blindfold exercise. Blind or visually impaired individuals will perform all food preparation, food service, and entertainment. Mrs. Welch then reported that Gloria Bennett has been collaborating with Badgerdog on writing a grant for our student creative writing program that will occur this fall. ABCT is also working on writing a capacity building grant with the RGK Foundation, and those monies will hopefully be used to fund Janet Ardoyno’s fundraising ideas. ABCT will be sending a TSBVI student on the Discovery Trail Trip, and they are also considering sending a student to the National Independent Living Council Conference in Dallas. This year they are devoting a portion of the convention to disabled young people, and ABCT would like to sponsor a student to go. Mrs. Welch would like to ask Ginny Bishop if she would donate a piece of her artwork for the silent auction during a scholarship luncheon fundraiser. The luncheon will be held in Dallas in August. Mrs. Welch noted that the Dallas area Council for the Blind gives a student scholarship every year, and she suggested that TSBVI encourage students to apply for the scholarship. The only requirement is that the student be from the Dallas County area.
Report on the Status of Action Plans in the 2004-2005 School Improvement Plan: Phil Hatlen stated that most of the Action Plans are completed or near completion, but some have been carried over to next year. Action Plan 22: “Refine Partnerships With TEA Related to Statewide Needs” changed significantly in the last year. Cyral Miller and Dr. Hatlen have met with representatives from TEA and recommended an advisory committee on education of the visually impaired, and TEA has already proposed a date for the first meeting of this committee. Action Plan 21: “Develop Full Utilization of Software for Work Orders” is not entirely complete yet, so it will continue to next year. The status of Action Plan 4: “Assure Alignment Between the State General Curriculum, The Expanded Core Curriculum, and The TSBVI Curriculum” is: all curriculum has been aligned in Practical Academics, and an assessment of curriculum materials is currently being developed with the TEKS for social skills, sexuality education, health education, PA science and PA social studies. Action Plan 3: “Developing of Unique Curriculum for Students who are 18 Years or Above” is on target, but it is going to be a two year process. The Board requested that they be informed of the status on action plans three times a year. Susan Houghtling stated that Dr. Hatlen is informed of the status in November, February, and May, and that the Board could be informed at those times, as well.
Report from the Superintendent:
Superintendent’s Travel: Dr. Hatlen attended a TAER conference on April 8 & 9, and a conference in Halifax, Nova Scotia on May 12-17.
Campus Visitors and Activities: Dr. Hatlen met with University personnel on April 21. Prom night 2005 was held on April 2 at the Red Lion Hotel and the Junior/Senior Banquet was held on April 14. The student Spring play “The Little Prince” premiered to the public on April 13. Fiesta activities were held on May 4. Campus activities scheduled for today include a performing arts assembly at 9:45am, an Elementary awards assembly at 11:30am, the Secondary awards at 2:00pm and the Student Council ice cream social at 3:00pm. A Board reception honoring graduates is scheduled from 9:30am-11:00am on Thursday, May 26. Graduation ceremonies are scheduled for 2:00pm on May 26. Dr. Hatlen noted that there will be a change this year, as the graduates will be seated on the stage, and the Board Members will be seated in the front row of the audience.
Progress Report on Procedures Required in Policy: Policy DH, passed at the January Board meeting, said: “The Superintendent shall develop procedures that define appropriate and inappropriate grooming and attire.” Employee dress code guidelines are already in place and posted on the School’s Intranet system.
Use of Facilities by Outside Groups: Concordia College held a jazz concert in the auditorium on Monday, May 9.
Monthly Report of Web Site Visitors: Dr. Hatlen reported that in April 2005 the website had 242,481visits, with an average per day of 8,082 visits. The number of pages viewed in April was 464,433. From Aug 1, 2004 to May 22, 2005, there were 1.7 million + visits, with an average per day of 5,300+ visits. The number of pages viewed in the last school year was 3.7 million +.
Planning for the School’s Sesquicentennial Event: Dr. Hatlen stated that the two big events for 2006 will be in January and August, but there will be at least one event focusing on the school’s sesquicentennial each month. Janet Ardoyno asked if any of them would coincide with Board meetings. Mary Sue Welch stated that the January meeting would coincide with the first event, which will celebrate both the sesquicentennial and Black History Month.
Discussion of Graduation Activities: Phil Hatlen reported on graduation activities for May 26, 2005: Graduation brunch will be from 9:30-11am in Dorm K, graduation ceremony begins at 2pm, and there will be a reception afterwards in the cafeteria.
Report of Consultants’ Contracts Approved at the Administrative Level – Contracts Greater than $600 and Equal To or Less than $10,000: Phil Hatlen reported that 2 contracts for over $600 were approved since the last Board meeting. They were both contracts for Spanish translators for the Deafblind symposium.
Consideration of Future Board Meeting Topics: Frankie Swift stated that the Board would like to review a draft procedure on Board training in July. She also stated that the Board would like to receive budget training on the day prior to the Board meeting, when they will do budget planning for the 2005-2006 school year. The Board will need to continue to discuss future trainings at the July meeting. The Board requested that the State Auditor’s Office report their findings at the July meeting.
Announcements: Dr. Hatlen read an e-mail that was received by Jim Allan from an enthusiastic mother from Buenos Aires, Argentina. She has a three-year-old daughter with optic atrophy, and has found the TSBVI website an invaluable tool for educating herself and her child. Frankie Swift then read a letter from Dr. Nora Griffin-Shirley regarding her appreciation to Dr. Hatlen for the assistance he provided to TTU in the acquisition of a tenured track position for an associate full professor after Dr. Alan Koenig’s untimely death.
Adjournment: Frankie Swift adjourned the Board meeting at 3:23PM.
Frankie Swift Date
Board President
Donna Clopton Date
Board Secretary
Kim Nagy Date
Recording Secretary
BOARD DIRECTIVES
July 26, 2005
- Place on July Board meeting – Review a written policy that addresses how the Board may fulfill training needs during times of budget restrictions. (Frankie Swift)
- Report from the State Auditor’s Office on their findings from the recent audit.
- Discussion of future Board training options, including a report on the possibility of a legislative training session in September. (Frankie Swift)
- Approval of the 2005-2006 School Budget.