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MINUTES

Meeting of the Board of Trustees
Texas School for the Blind and Visually Impaired

May 29, 2002

Call to Order:

Board President Mary Sue Welch called the meeting to order at 10:15am in the Superintendent’s Conference Room.  The following board members were present:  Frankie Swift, Toby Galindo, Jesus Bautista and Zena Pearcy

Introduction of Attendees:

Debra Nesbitt, Carol Vaughan, Malcolm Cleveland, Barney Schulz, Cyral Miller, Judy Schauer, Lauren Newton, Ken Miller, Roy Wright, James Lambert, Miles Fain, Susan Houghtling, Charlotte Duke and Phil Hatlen.

There were no public comments for this meeting.

Report from the Facilities Task Force:

James Lambert introduced Diane Vaughn to present the report.  She furnished Board members with raised-line handouts of proposed changes for the campus, as well as a graphic presentation.  She stated there are new dormitories and post secondary residences proposed as part of the School’s goal for improved facilities.   The proposed improvements and additional buildings will be built in a three-biennium phase.  During the first biennium (2003) 66 living areas for students would be constructed in five duplexes, each of which contains two dormitories. The overall design is intended to replicate a neighborhood setting within a community.

The Facilities Plan also proposed the construction of  a new warehouse and an improved campus street. In the second biennium, three additional independent living areas, a parallel road with a cul-de-sac, a duplex and a single housing unit would be constructed.  The third biennium replaces the last three independent living homes and will add two additional duplexes.  Each of the duplexes has four bedrooms that will accommodate two students each, a common living area, and kitchen.  There are approx. 2,600 sq ft of living space per unit, 5,200 sq ft per duplex.  The structures will be sided with rock, if the cost to do so is within the budget.

Consideration of Approval of Minutes of the March 26, 2002 Board Meeting:

The Board President asked that the minutes correct a spelling error on  Page 9, Consideration of Approval of Request for TIF Grant;  it was corrected to read:  “We have applied for the grant and hold it in abeyance “(not obeyance as written in the previous minutes).  Frankie Swift made a motion that the minutes be accepted as amended and be approved.  Zena Pearcy seconded the motion.  The motion to pass was unanimous.

Consideration of Approval of Dates for 2002-2003 Board Meetings and Discussion of Summer 2002 Board Meeting:

The Board President opened the discussion of dates for future Board meetings.  Phil Hatlen explained that the dates have been changed to reflect prior meeting requests from the Board.  He also invited the Board to extend their stay from Friday to Saturday, January 31, 2003, due to the Parent Weekend schedule.  Toby Galindo stated that Friday meeting dates present a problem for him, but he is flexible and can change his schedule to meet the requested dates.  Jesus Bautista made a motion to accept the calendar as it is presented.  Zena Pearcy seconded the motion.  The motion to pass was unanimous.

Appointment of Superintendent:

Debra Nesbitt described the application process and advised the Board there was only one applicant that met all specifications.  That applicant was Dr. Phil Hatlen.  The appointment of the new Superintendent is scheduled to begin July 1, 2002.  Jesus Bautista made a motion to accept Dr. Hatlen as the new Superintendent as of July 1, 2002.  Frankie Swift seconded the motion.  The motion to pass was unanimous.  Dr. Hatlen expressed his appreciation to the Board for their reappointment and support.  He appointed Barney Schulz as the Interim Superintendent for the month of June 2002.

Consideration of Approval of Appraisers for the Teacher Appraisal Process (Phil Hatlen):

Phil Hatlen requested Board approval for individuals that serve as teacher appraisers and reserve appraisers.  Those proposed for approval are:  Miles Fain, Lauren Newton, Linda Locke, Susan Hauser, Pat Stephenson, Cyral Miller, Ken Miller and Sarah Merritt.  Zena Pearcy made a motion to approve the list as stated.  Toby Galindo seconded the motion.  The motion to pass was unanimous.

Consideration of Approval of the School’s Improvement Plan for 2002-2003:

Dr. Hatlen asked Ken Miller and Susan Houghtling to present the School’s Improvement Plan for 2002-2003. Ken Miller explained that the School Improvement Plan must be reviewed and approved annually. The School Improvement Plan focuses on improving the educational programs and student learning for students attending programs on the School’s campus. As such the School Improvement Plan is a major component of the TSBVI Agency Strategic Plan which is completed every two years and serves as the basis for the School Legislative Appropriation Request (LAR) for funding from the legislature every two years.

The School Improvement Plan was presented to the Board for review and approval. The plan was developed by the school wide Instructional Planning Council with input from staff and from parent and community representatives. Mr. Miller pointed out highlights of the Plan that focused on improving student learning and customer satisfaction. The Board voted to approve the School Improvement Plan.

Report on TAAS Results;  Report from Instructional Program Directors; Discussion of Graduation Activities; and Report of Student Suspensions and Expulsions:

The first report by a program director was made by Miles Fain, Principal, who informed the Board that a Fine Arts Assembly was taking place at the same time as the Board meeting and that Ms.Patsy Cruser, retiring music teacher of 33 years, was sponsoring her 30th Fine Arts Assembly.

Mr. Fain explained that this was to be the last report of student results on the Texas Assessment of Academic Skills (TAAS). In the coming school year the TAAS will be replaced by the Texas Assessment of Knowledge and Skills (TAKS). Staff have already been scheduled to receive training on the requirements of the new and more demanding TAKS.

The results of the 2002 TAAS spring testing are as follows:

  1. Third grade level
  2. Seventh grade level
  3. Eight grade level
  4. Tenth grade level
  5. Eleventh grade level
  6. Twelve grade level

Math is a challenging class for students. Board member Jesus Bautista inquired about the number of graduating seniors that have been exempted from the TAAS test. Miles Fain stated that two of the graduating seniors were not exempted from the TAAS this year. Jesus Bautista stated his concern about the students who take the test and fail;  they certainly are not getting any feeling of success, and if we know they will not pass it, and we’re giving it to them because it is a State requirement, why not find an area of success. Phil Hatlen stated that he and Miles Fain had meetings with the math teachers regarding the students. Their discussion centered on identifying what is the impact of another failure in their students’ lives due to taking tests that do not measure their learning as much as their test-taking skills, and that they have little chance of passing. Some kids have enough failures in their lives and don’t need one more by not passing the TAAS tests. All of this will be considered in the future. Phil Hatlen suggested to the Board, that in light of this concern, each member create and send a letter to the Commissioner of Education voicing their concerns of the appropriateness of the State Developed Alternative Assessment (SDAA) for students with disabilities. Dr. Hatlen also encouraged board members to request that the Commissioner seek input in designing the SDAA tests from professionals with expertise in the education of blind children. Ken Miller suggested that we should draft a letter for the Board and all Members agreed.

Miles Fain continued his report to state that we are very proud of the work that went into projects like English-as-a-Second-Language (ESL)services that were reviewed in the recent District Effectiveness and Compliance (DEC) monitoring visit. We started last year with one certified ESL teacher and a waiver from TEA. We know that we were not in compliance at the start of this school year,  but we are very proud of what our staff have accomplished. The DEC monitors were very impressed with our ESL services.  Mr. Fain outlined upcoming graduate activities, including an ice cream social with the student council honoring retirees, and a Board sponsored brunch in Dorm K foyer for parents and staff members who work with graduates.  Graduation ceremonies are scheduled tomorrow followed by a reception. 

Miles Fain reported there were no student suspensions or expulsions.  The Board Chair expressed her pleasure at this.

At 11:40am, the meeting recessed for a lunch break.  Board members joined the Student Council in Dorm K for a box luncheon, sponsored by the Board.

At 1:15pm, the Board meeting was reconvened.

Review of Instructional Course Description Book (Debra Sewell):

Debra Sewell furnished copies of the book for all Board members.  In addition, she furnished computer diskettes and Braille copies to those who had so requested.  The Course Description Book is color-coded:  Academic is aqua, Practical Academic is purple, and Basic Skill Courses are blue.  The Course Description manual is divided into three sections for organization.  There are samples for teacher graduation plans furnished in the booklet.  All courses are listed by either subject matter or course description number.  Course descriptions that list a “9” in front of the course number, indicate that the course includes modified content for children on our campus.  Requests have been received to make Braille not a local credit, but a SBOE type of credit for language arts course.  Helen Betgood from TEA, is checking on how to accomplish this request.  Debra Sewell continues to review the outline of the book. 

The next section lists courses only offered at McAllen High School where some TSBVI students attend.  These courses include language arts, math, science, social studies, home economics, career education, fine arts, compensatory skills, PE, technology, and O & M.  This Course Description Book is for middle and high school.

Acknowledgement of Art & Patsy Cruser Retirement:

Mary Sue Welch informed all present about the invitation to the retirement party at 1:30pm (an ice-cream social at the pavilion) for Art & Patsy Cruser’s 30 years service.  Art Cruser is retiring with 33 years and Patsy Cruser is retiring with 30 years service. 

Report on Status of Action Plans in the 2001-2002 School Improvement Plan (Phil Hatlen):

Dr. Hatlen reviewed the current status of completion of 36 action plans that comprise the 2001-2002 School Improvement Plan.  The majority of the plans have been completed, some are in process, and some have been continued into the coming next year. 

Review of Personnel & Operating Budget Development for FY 2003 (Barney Schulz):

Barney Schulz presented the proposed Operating Budget for FY 2003 that begins on September 1st, 2002.  A detailed listing of funding activities arranged by the School’s departments was included in the handout.  Two areas of proposed reduced funding included Dr. Hatlen’s office in the amount of $6,500.00 and Cyral Miller’s Outreach department in the amount of $3,000.00, which could be used for other purposes already identified as areas of critical need for the coming school year:

$9,500.00 would be allocated to the Special Short-term Programs.  Lauren Newton would reallocated an additional $3,000.00 to add to the $9,500.00 for a total of $12,500.00 to fund a half-time dorm manager for the Short-term Programs. 

The Operations Department identified a need for additional monies for repair and maintenance on campus.  Funding was provided by reallocating the receipts of the School’s canteen in the amount of $6,445.00.

An administrative ½ time position in Miles Fain’s office would be transferred to Ken Miller’s office to perform duties currently done by a temporary employee.

The Capital Budget section indicates reductions as a result of funding made for the first year and carrying forward to the second year.  The Bond funds were approved in November and the appropriation will be September 2002.  Grants, contracts and revolving account budget funding levels are in process. Ken Miller stated that the requested $50,000.00 Telecommunications Infrastructure Fund (TIF) grant has been awarded.  Barney Schulz stated that the detailed operating budget and personnel budget would be furnished to the Board for review in July.  There are no proposed changes to the Legacy Project Budget.

Consideration of Approval of Agency Strategic Plan to be Submitted to the LBB and COBP in June 2002 (Phil Hatlen), and Consideration of Approval of Exceptional Item Requests and Discussion of Development of the Legislative Appropriations Request for the 2004-2005 Biennium (Phil Hatlen and Barney Schulz):

Ken Miller led the Board through a summary of the Agency Strategic Plan that will be submitted to the Legislative Budget Board (LBB) and the Governor’s Office of Budget and Planning (GOBP) this summer. He reminded the Board that most of the content of the Strategic Plan had been developed in previous meetings of the Instructional Planning Council, administrative meetings, and board meetings, including the Board Planning Retreat with parent and staff participation. Therefore his presentation focused on the Exceptional Items section of the Strategic Plan. This is the section that describes what the School will propose in the coming Legislative Appropriations Request (LAR) as needed resources that are in addition to those in the current level of funding. The Strategic Plan contains the rationale and justification to meet the demand for new and expanded services and to replace or renovate the School’s aging facilities.

A break was taken at 3:00pm.

The meeting reconvened at 3:20pm.

The Board President requested to revisit Item 11 (Consideration of Approval of Agency Strategic Plan to be Submitted to the LBB and GOBP in June 2002), to review the approval of the Agency Strategic Plan.  Ken Miller asked that the motion to approve the Strategic Plan be amended by adding the authority of TSBVI Management to make non-substantial changes prior to submission.  Frankie Swift made a motion to approve the Strategic Plan in its current form with the authority to make non-substantial changes.  Toby Galindo seconded the motion.  The motion to pass was unanimous. 

Consideration of Approval of Investment Report (Barney Schulz):

Barney Schulz furnished the Board with an Investment Report.  The balance as of April 30, 2002, was $320,676.82 and the funds continue to be invested with the Texas Class Investment Pool.  $170,000.00 has been taken out of the pool for the purpose of funding the cost of the Post Secondary Housing Project.  The School has earned $6,537.89 interest.  Approval of the Investment Report was requested.  Zena Pearcy made a motion to approve the Investment Report.  Jesus Bautista seconded the motion.  The motion to pass was unanimous.

Report by the Internal Auditor (Judy Schauer):

Software Management Audit Report

Appointment of Chief Audit Executive

Board members were provided a copy of the Software Management Audit report and Ms. Schauer provided a summary of the audit results.  Each audit finding and recommendation was reviewed.  Ms. Schauer stated that information gathered during the Software Management Audit was reported to the Texas Department of Information Resources (DIR), per that agency’s request.  She also stated that the DIR request is a biennial reporting requirement that was not met in fiscal year 2000.

Jesus Bautista asked how we would monitor situations where an individual might purchase personal software and install it in the workplace. Ms. Schauer  referenced the following information from the audit report.  TSBVI has  implemented a software policy regarding the use of copyrighted materials.  The audit recommends the development and use of software standards and ongoing monitoring to identify software that has been placed on TSBVI computers inappropriately.

Mary Sue Welch inquired about the reason we do not have centralized services. Dr. Hatlen referred this question to Miles Fain and Roy Wright.  Roy Wright stated that in issues that involve the entire school, he has authority.  If actives pertain to student education, activities that concern a teacher in the classroom, or a program level activity, then the appropriate departmental staff is responsible. Mr. Fain stated that he works closely with Garner Vogt to assist staff with their needs.

Dr. Hatlen stated he was pleased with the results of this audit, which was strongly needed. Acceptance of the Software Management Report was requested.  Jesus Bautista made a motion to approve the Software Management report. Zena Pearcy seconded the motion. The motion to pass was unanimous.

Ms. Schauer then explained the State Auditor’s Office instructions for each agency to appointment a chief audit executive.  Toby Galindo made a motion to appoint the Internal Auditor as Chief Audit Executive. Jesus Bautista seconded the motion. The motion to pass was unanimous.

Ms. Schauer provided an update on the status of the Fiscal Year 2002 Internal Audit Plan.  All audits planned for fiscal year 2002 have either been completed or are underway, with the exception of Property Management. Property Management will not be performed because of additional time spent on the Software Management Audit.  The need to carry Property Management forward to the fiscal year 2003 audit plan will be considered during planning for FY2003.

Report of TEA’s Consideration of a Waiver for the 2002-2003 School Calendar (Susan Houghtling):

Susan Houghtling explained that in March 2002, the Board approved the calendar for 2002-2003.  That required TEA to approve a waiver to reduce the number of required days of instruction.  The Instructional Planning Council and the Management Team developed the calendar that displays 187 contract days for educators and 174 instructional days for students. Texas Education Code mandates that calendars must include 180 days of instruction unless the Texas Education Agency waives the number of required instructional days. The proposed calendar would require an approved waiver to hold 6 staff development days in lieu of 6 instructional days.  TEA has accepted the School’s waiver request without comment.

Report from the Superintendent:

a.  Superintendent’s travel

Dr. Hatlen furnished the Board with travel information as follows:

b.  Campus visitors and activities

There were no campus visitors.  Campus activities include:

c.  Monthly report of web hit

In April 2002, the status of web hits to our web site included the following:

d.  Enrollment update

Mr. Miller stated that there are currently 142 students enrolled at the School.

e.  Board approval of gifts and donations of over $5,000

Dr. Hatlen advised the Board of all gifts/donations, which included $1,000 from TFB.  Zena Pearcy made a motion to approve gifts/donations as stated. Jesus Bautista seconded the motion. The motion to pass was unanimous.

f.  Use of facilities by outside groups

Outreach reported the following activities:

Report from Instructional Program Directors (Cyral Miller, Lauren Newton, and Miles Fain):

Cyral Miller reported on the program of “Show & Tell” that her staff incorporated. She advised the Board of the retirement in her staff of Robbie Blaha and Nick Necaise. Lauren Newton informed the Board of the Special Summer School programs. She advised of enrollment and final counts.

Report of Consultants’ Contracts Approved at the Administrative Level (Phil Hatlen):

Phil Hatlen reviewed three consultants’ contracts that were at the administrative level of less than $5,000. Phil Hatlen advised the Board of an employment contract for Laura Ichon, MA, NCSP, for on-site consultations/reports in the area of Psyc services; Leslie F. Aiello, MD, Pediatrician for Student Services; Ellis Gill, MD, Pediatrician for Student Services, for students with VI including deaf blindness and requested approval. Frankie Swift made a motion to give approval for the employment contracts as stated. Toby Galindo Swift seconded the motion. The motion to pass was unanimous.

Consideration of Future Board Meeting Topics (Mary Sue Welch):

Mary Sue Welch spoke of an interest in acknowledging the services of former Board President/Member Kerry Goodwin and Roseanna Davidson.  Dr. Hatlen informed her and the Board that the Management staff has suggested a Wall of Fame to honor those who have served the school. It would include photos and autographs of such members.

Announcements:

Mary Sue Welch requested to formally acknowledge the total years of service that Art & Patsy Cruser have dedicated themselves to TSBVI employment. Dr. Hatlen suggested to recognize them during September Board meeting.

Mary Sue Welch requested to have a Certification of Appreciation prepared for Becky Overstreet and Food Service staff in appreciation of their extra efforts in preparing the box lunches for the student council meeting, as well as the Graduation Brunch and other Board functions for which they prepare food items.

Mary Sue Welch wanted to express her appreciation to all staff in preparing and presenting the Board Agenda and all activities thereof. Also, she expressed her appreciation to all Board members for attending Board meeting.

Barney Schulz informed the Board that the final LAR would be completed and presented to them during the July meeting.

Dr. Hatlen informed the Board that Cyral Miller will present a report on the Mentor Program in September.

Frankie Swift questioned Ken Miller regarding the DEC monitoring summary.

Ken Miller will follow-up with the requested information.

Adjournment:

Board President, Mary Sue Welch adjourned the meeting at 4:50pm.

____________________________                     ___________________

Mary Sue Welch,  Board President                                    Date

___________________________                       ___________________

Bruce Best, Board Secretary                                              Date

___________________________                       ___________________

Charlotte Duke, Recording Secretary                                Date

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Last Revision: August 15, 2002