MINUTES

Meeting of the Board of Trustees

Texas School for the Blind and Visually Impaired

May 28, 2003

Call to Order: Mary Sue Welch, President, called the meeting to order at 10:12am. In addition to Mary Sue Welch, the following board members were present: Gene Brooks, Donna Clopton, Debbie Louder, Frankie Swift, and Jamie Wheeler.

Public Comments/Open Forum: There were no public comments.

Introduction of Audience: Others in attendance at the meeting included Phil Hatlen, Susan Houghtling, Susan Millikan, Ken Miller, Barney Schulz, Carol Vaughan, Roy Wright, Malcolm Cleveland, Debra Sewell, James Lambert, Cyral Miller, Debra Nesbitt, Lauren Newton, Miles Fain, Judy Schauer, Carol Woodward, Susan Hauser, Pat Stephenson, Randy Stephenson, Doug Rauss, Nan Bulla, Lynn Adams, Carolina Martinez, Shelly Allen, and Gloria Bennett.

Acknowledgment of IBM E-Mentor Volunteers: Gloria Bennett introduced the IBM E-Mentor Student Emilio who presented a plaque acknowledging the work of the IBM E-Mentor Volunteer Program to Guido Corona and IBM employees for their commitment and support to TSBVI. Gloria Bennett added that IBM is giving the school a grant, three computers & scanners, scanning talking software to go with the computers and homepage reader packages to fit every computer being used by the students here. Mr. Corona stated the computers are very fast with Pentium 4, 2.4 gh, laser printers on each machine and 17” monitors for students that still enjoy partial sight lifestyles. He requested permission to hold a workshop for the students to introduce and train them for the Kurzweil scanning talking software program.

Awards of Certificates of Appreciation: Mary Sue Welch and Miles Fain presented a framed certificate of appreciation to Educational Diagnostician, Nan Bulla who is retiring from the School after 26 years of service. Mr. Fain also presented the Sammy K. Rankin Memorial Award to her earlier in the year. They presented a framed certificate to Residential Instructor, Douglas Rauss who is retiring after 19 years of service.

Acknowledgement of Nominees for National Recognition: Mary Sue Welch and Miles Fain presented framed certificates to the following TSBVI staff members congratulating them for their nomination to the Principals of Schools for the Blind Awards Committee for the following awards:

Carol L. Woodward - "Outstanding Teacher of Students Who Are Blind or Visually Impaired";
Lynne Adams - "Outstanding Teacher of Students Who Are Blind/Multiply Disabled";
Douglas Wayne Rauss - "Outstanding Residential Life Staff Member";
Randy Stephenson - "Outstanding Paraprofessional";
Carolina Martinez - "Outstanding Related Services Provider".

Consideration of Approval of Minutes of the March 21, 2003 Board Meeting: Frankie Swift moved that the minutes of the March 21, 2003 board meeting be approved with the correction of typographical error. Debbie Louder seconded the motion. The motion to pass was unanimous.

Report from the Policy Committee: Consideration of Approval of Board Policies: The Policy Committee did not meet today due to lack of a quorum. Debbie Louder briefly reviewed policy DCE on contracts with professional staff and stated that one change needed to be made to the proposed policy. The word “termination” should instead read “dismissal”.

Debbie Louder briefly reviewed policies CPC, DMB, EA, EB, EC, EF, EFA, EFAA, EFC, EHA, EHAA, FFAB, FFAB-E, FFAC, FFAD, FFAD-E, FFF, FL, FL-E, FNG, FNGA, FO, FOE, GBA, GKA, GKC, GKD, GKG, GNA, GND, and GR. She recommended that policy FL as presented in the Board’s agenda packet be amended to state that the Director of School and Student Services, not the Superintendent, be responsible for the education records of the School. Ms. Louder also discussed policy GND relating to the School’s accreditation and questioned why the policy does not reflect wording in the School’s Memorandum of Understanding (MOU) with the Texas Education Agency (TEA) regarding whether a status of “acceptable” is truly acceptable; particularly in light of the fact that TEA awards higher ratings to schools.

Carol Vaughan stated that she will review the School’s MOU and put its language in policy GND.

Dr. Hatlen added that the School is currently negotiating with TEA for new timelines related to accreditation and these need to be included in policy GND.

Ms. Louder moved that all the policies she reviewed be accepted by the Board except for GND, which should be tabled until the September Board meeting.

Frankie Swift seconded the motion. The motion to pass was unanimous.

Report from the Personnel Committee:

Consideration of Approval of Board Policies: The Personnel Committee did not meet today due to lack of a quorum. Mary Sue Welch announced that Jesus Bautista would be the new chair of the Personnel Committee.

Debra Nesbitt briefly reviewed policies DCDA, DCE, DFF, DG, DGA, DGB, DGBA and DGBA-E. She noted a typographical error on policy DGBA-E. The Board asked for clarification regarding the difference between contract employees and non-contract employees and requested that further information be provided at the September Board meeting.

Debbie Louder made a motion to accept the policies as presented. Donna seconded the motion. The motion to pass was unanimous.

Report on TAAS Results: Miles Fain handed out the results of the April student TAAS scores and SDAA test results. One student (non graduating senior student) failed the exit level math portion. Eleven students: one 7^th grader, five 8^th graders, four 10^th graders and one 11^th grader, took tests at their levels. In the math area, only four passed, one was exempt and six failed. In reading and English language arts, six passed, two failed and three were exempt. Social studies, seven passed, three failed and one was exempt. In Science area, four failed, one passed, and six were exempt. It was suggested to have a comparison from last year.

Discussion of Graduation Activities: Miles Fain informed the Board there was a Board sponsored reception for the graduates and their families at 9:30am on 29^th May 2003, in the Dorm K Foyer. The graduation ceremony begins at 2:00pm.

Report of Student Suspensions and Expulsion: Miles Fain stated that there were two suspensions. One was a male secondary student that had a two day suspension for repeated conduct code violations that included smoking on campus, and another two day suspension for three male secondary students for possession of revolver pellet b b guns. An expulsion for one week of one male secondary student was for sexual behavior.

Recess: The Board meeting recessed for lunch at 12:10pm till 1:15pm. During their lunch break, the Board heard a report from students who participated in an Oregon Trail experience last summer. The Board also watched a scene from the student play “The Night of January 16^th in the auditorium. Mary Sue Welch awarded a certificate of appreciation to drama teacher, Robert Pierson and the cast members of the play.

The Board next heard the results of the most recent SCASB track and field tournament that was held in Alamogordo, New Mexico. Mary Sue Welch awarded certificates of appreciation to teachers Elina Mullen, Nancy Voots, Joe Paschall, and Mike Woodward and the Spring 2003 Wildcat Track Team for their excellence in athletic performance.

The Board returned from recess and reconvened in open meeting at 1:30pm. Board member Toby Galindo joined the rest of the Board.

Report on Resources Necessary to Implement an Automated Student Incident Report System: Roy Wright explained the necessity for developing a new reporting system resulting from meetings with Guy Groomer, the Safety Committee and Susan Houghtling. A new system will begin in November with the intention of completion in January 2004 with all old data installed. This will allow the reporting system to be up-to-date. This should address some of the concerns from a past meeting where Board members had concerns regarding a report that Guy Groomer presented on student injuries.

Board member Toby Galindo arrived and was introduced to the new Board members.

Report from the Finance and Audit Committee: Frankie Swift informed the Board that the Finance and Audit Committee did not meet today due to lack of a quorum.

a. Consideration of Approval of Investment Report: Barney Schulz presented information on investments made by the School. He added that the short-term investment balance as of April 30 is $244,897.78. The year began with $282,000.00, and $40,000.00 was utilized to fund budget Legacy project account expenditures. We have earned interest of $2,502.06. Gene Brooks moved that the report be accepted. Donna Clopton seconded the motion. The motion to pass was unanimous.

b. Consideration of Approval of Board Policies: Malcolm Cleveland reviewed policies CHF, COD, CRG, and GBAE. Donna Clopton moved that the policies be approved. Toby Galindo seconded the motion. The motion to pass was unanimous.

Consideration of Approval of Dates for 2003-2004 Board Meetings and Discussion of Summer 2003 Board Meeting: The Board considered the following dates for board meetings in 2003-2004:

September 12, 2003, Retreat on September 13, 2003

November 21, 2003

January 30, 2004

March 26, 2004

May 25, 2004

The board next considered July 11 for a summer board meeting to adopt an operating budget for 2003-2004, with no committee meetings. Frankie Swift directed that materials for the meeting be submitted to the Board no later than July 3. A retreat for board members to work on team building, to receive an update on legislation passed in 2003, and to spend time with the Internal Auditor was considered for September 13. Frankie Swift made a motion to accept the dates listed above. Gene Brooks seconded the motion. The motion to pass was unanimous.

Report on Work with the Legislature: Barney Schulz reported information concerning the Strategic Plan presented to the LBB and Governor’s Office for Budget Planning on how to request funds and other funding sources. He explained the full process of obtaining funds for TSBVI budget.

Consideration of Approval of Housing Agreement:

Barney Schulz reviewed the Board policy BJBA - housing agreement with the Board. Debbie Louder made a motion to accept the housing agreement for Principal, Miles Fain. Frankie Swift seconded the motion. The motion to pass was unanimous.

Report by Internal Auditor:

a. Acceptance of Audit of Short Term Program Performance Measures:

Judy Schauer provided a print copy of the Audit of Short Term Program Performance Measures. The purpose of this review was to determine if appropriate performance measures were implemented and that results were accurately compiled and supported by adequate documentation. The audit finds that while Management has implemented appropriate outcome measures for the program (pre and post testing and survey that is completed regarding the courses) output and efficiency measures require improvement. Board members had several questions for the auditor. Donna Clopton made a motion to accept the Audit of Short Term Program Performance Measures. Gene Brooks seconded the motion. The motion to pass was unanimous.

b. Update on Implementation of recommendations from the Abuse and Neglect Audit:

Judy Schauer gave an update on the status of recommendation from the Audit of Procedures for Investigating Allegation of Abuse and Neglect that was provided to the Board in November 2002. Two open recommendations are being tracked – establishing a records retention schedule and completion of procedures.

c. Update on other audit activities:

Judy Schauer informed the Board regarding gathering information on expanding weekends home program. Cost information was gathered and other transportation funds were sought. No additional funds were identified. Additional scheduled audits include follow-up on prior audits of software management and facilities maintenance. Frankie Swift inquired if Airline Companies have been solicited for flights to save costs and the auditor also suggested looking for students’ hometown service organizations to sponsor trips home.

At 3:00pm, Mary Sue Welch requested the Board take a short break.

Consideration of Approval of Appraisers for the Teacher Appraisal Process:

Phil Hatlen requested approval for the following: Miles Fain, Lauren Newton, Linda Locke, Susan Hauser, Pat Stephenson, Cyral Miller and Ken Miller. Deborah Louder inquired if these employees go for additional training to be appraisers. Carol Vaughan added that training of the appraisers is not a requirement for the local process, however for the State process, you must follow their requirements. Frankie Swift made a motion to approve the proposed appraisers for the teacher appraisal process. Toby Galindo seconded the motion. The motion to pass was unanimous.

Consideration of Approval of a School Calendar for 2003-2004 and Report on the Texas Education Agency’s Consideration of a Waiver for Staff Development Days: Susan Houghtling stated the procedure to develop the School calendar and reviewed the results of the approval by the Management Team. A recommendation was made that more parental input be sought as future calendars are developed. TEA Code requires that we have a minimum of 180 student instructional days and 187 educator contract days. The graduation days were discussed due to them falling in the middle of the week and it was suggested a night time graduation ceremony. Frankie Swift made a motion to approve the proposed school calendar for 2003-2004 as presented. No second for the motion was made. The motion to pass was unanimous.

Consideration of Approval of Consultants’ Contracts Over $10,000:

Dr. Hatlen stated to the Board that one consultant contract for Dr. Laura Miller is to be increased from $10,000.00 to $14,000.00, (with $4,000.00 to be repaid by local schools). Ken Miller explained that we are reimbursed by the local school districts for up to the $4,000.00. Dr. Hatlen recommended approval of this contract increase. Ken Miller added that, next year, the contract would be $6,000.00 and no local children will come to TSBVI for their low vision evaluations; they will go directly to Dr. Miller. Frankie Swift stated that each school district is responsible for this (by law) and she asked why is TSBVI paying for it? Carol Vaughan reminded the Board that this contract is between TSBVI and Dr. Miller only and suggested the language in the contract be changed to reflect it. Frankie Swift made a motion to approve the amended consultant’s contract for Dr. Laura Miller as explained. Donna Clopton seconded the motion. The motion to pass was unanimous.

Report from the Superintendent:

a. Superintendent’s travel:

AFB Meeting in Dallas in April 4 & 5^th, 2003
CEC Award Ceremony in Seattle, Washington, April 10 & 11^th, 2003
TAER Conference, Austin, April 24-26, 2003
New Mexico School for the Blind, Alamogordo, NM, May 8 & 9^th, 2003, Track Meet and 100^th Celebration for the New Mexico School for the Blind

b. Campus visitors and activities:

A Fulbright student from India, Indu Sharma, on May 23^rd, 2003
Personnel Prep meeting on March 25^th
Deaf Blind Task Force on May 8^th
Advisory Committee and Co chairs of National Agenda Planning Meeting on May 16, 17 & 18^th, 2003
March 28^th, Fishing Tournament at Lake Travis
April 5^th, Junior Senior Prom
April 12^th, Fishing outing for students at Lake Bastrop
April 24-26 and May 2-3 – student play in auditorium – “The Night of January 16^th”
May 1^st, Senior Banquet
SCASB tournament in New Mexico
May 15^th, Field day
May 29^th, Board Brunch for graduates and Graduation Ceremonies
Texas Focus, June 11, 12 & 13, 2003, San Antonio
SDAA, June 10 & 11^th, 2003

c. Enrollment update:

Ken Miller stated that there are currently 151 students, with 13 graduating, 7 transitioning, and 17 probable acceptances, which will be 155 students beginning the school year in 2003-04.

d. Board approval of gifts and donations of over $500:

Austin Council of the Blind, $1,500.00 to support the Junior Senior Prom

e. Progress report on procedures required in policy:

Dr. Hatlen stated that at the March 21 Board meeting, there were six policies approved that required action by the Superintendent (3-accounting/purchasing area).

f. Use of facilities by outside groups:

A “Believe in Me” dance performance was held in the auditorium on May 8, 2003
The Student Vocational Nurses Association used the auditorium and pavilion for an awards ceremony on May 9^th, 2003
The Tapestry Singers and the Therapy Sisters performed in the auditorium on May 17^th, 2003
The Tongue and Groove Theatre used the auditorium for rehearsals on May 15, 19, and 22^nd, 2003

g. Monthly report of web site visitors:

Document Views 217,237

Visits 135,475

Average per Day 4,515

Consideration of Approval for Expenditures of Gifts and Donations:

Dr. Hatlen stated there was one donation from the Austin Council of the Blind in the amount of $1,500.00 requested to support the Junior Senior Prom. Donna Clopton made a motion to approve the expenditure of gifts as stated. Toby Galindo seconded the motion. The motion to pass was unanimous.

Report on Status of Action Plans in the 2002-2003 School Improvement Plans:

Dr. Hatlen stated there are 35 action plans in the 2002-2003 School Improvement Plan and staff reviewed them throughout the year. Most are completed, some are in a process of an ongoing action plan and some are being replaced. He was pleased at staff for their participation in reviewing the Action Plans.

Report from Instructional Program Directors:

Mary Sue Welch requested that, for future meetings, this agenda item be moved closer to the beginning of the meeting.

Lauren Newton reported that the summer school t-shirts have arrived. They are gray and Camella Rivers (Transportation Specialist and designer) created them with red, gold and navy with a tire centered like a swing, stating, “swing into summer”. She continued to explain the summer program called Camp Challenge and SSE (Secondary Summer Enrichment), FSC (Functional Summer Enrichment) and ESC (Elementary Summer), SWEAT and WAKIC for summer programs. She continued by stating that $70,000.00 was cut from the summer school programs, and although the student attendance numbers do not reflect this cut, due to expense of individual programs the expenses were nominal. She requested new ideas for new programs. Dr. Hatlen directed Lauren Newton to request Gene Brooks to assist with his expertise in rehabilitation.

Cyral Miller stated that the Texas Focus conference would be presented June 11-13 in San Antonio. It has been coordinated by Jim Durkel from the Outreach Program working with the Education Service Center VI consultants and approximately 400 are scheduled to attend. The Deafblind team grant ends in September and a new grant application has not been released by the Federal government. Ms. Miller discussed the process that the Outreach Team has been using this past year to increase their collection of student outcome data, in order to assess the effectiveness of on-site consultation and professional workshops. Deborah Louder stated that a TSBVI staff person made a recent visit to her district where a young boy and his family were impacted by Outreach intervention. They speak no English and the student has numerous problems. The mother has agreed to follow up on medical testing for this boy (which she hasn’t agreed to in three years), and to allow him to go to the summer school program. She will accompany her son on the bus enroute to TSBVI.

Nomination of Board Members to Committees and Approval of Board Member Committee Members:

Mary Sue Welch stated the Personnel Committee will be chaired by Jesus Bautista and will include Donna Clopton and Jamie Wheeler as members.

The Policy Committee will be chaired by Debbie Louder and will include Mary Sue Welch as a member.

The Finance and Audit Committee will be chaired by Frankie Swift and will include Gene Brooks and Toby Galindo as members.

Consideration of Approval of a Board Secretary:

Mary Sue Welch discussed the responsibilities of the Board Secretary and requested nominations. Toby Galindo nominated Debbie Louder as Board Secretary. Frankie Swift seconded the motion. The motion to pass was unanimous and Ms. Louder accepted the title.

Report from Instructional Program Director Miles Fain:

Miles Fain advised the Board that the School have a site-based committee (Instructional Planning Council), with Lauren Newton and himself as chairs of the committee. Goals for next year are: reviewing and making sure the vocational educational model is cutting edge and has all the correct elements for students needs, programming curriculum for students 18-22 years old, and VI best practices (student and staff skills). The School has actively begun recruitment for VI mentors, accessing TABS (an NFB student group), and have pilots. The School plans to have more challenging activities for students and to revitalize horticulture. He shared that several students surprised themselves when they sold over $1,000.00 in plants. They celebrated the profits at Fiesta Texas. Another Texas AER award was for Teresa Kashmeric for outstanding parent of the year, which Miles Fain awarded. A letter from the American Printing House for the Blind Insights Art Award Committee stated that three students were awarded $100.00 for their projects.

They are: 1^st place, Aaron; 2nd place, Peter, and 3^rd place, Alex.

Report of Consultants’ Contracts Approved at the Administrative Level:

Dr. Hatlen stated there were two physician (pediatric) contracts, as listed in the agenda packet.

Announcements:

Mary Sue Welch informed Board members that the Graduation Brunch was tomorrow morning 9:30-11:00am. Debbie Louder stated that TAER, a new award category, the “Phil Hatlen Leadership Award”, was established for administrators and college professors who show innovative leadership in the state. Dr. Hatlen stated it was a great honor to have an award named after you and another honor to see Dixie Mercer receive the first award. Debbie Louder stated the Student Council had a concern about lighting on campus and Dr. Hatlen stated there is in process a contractor working with appropriated Bond monies to improve outdoor and some indoor lighting. Gene Brooks questioned Barney Schulz regarding the length of time from the request being made to the time to see the changes. He responded 4-6 months. Debbie Louder requested that Ken Miller provide the Board with a summary of all physicians’ contracts.

Consideration of Future Board Meeting Topics:

No discussion. Mary Sue Welch acknowledge and thanked Susan Houghtling for her support with the Board Meeting materials and scheduling. Mary Sue Welch indicated that she would like to see more comfortable chairs for the Board meeting room.

Administration of the Oath of Office for New Board Members: Administration of the Oath of Office for new Board members Gene Brooks, Donna Clopton and Jamie Wheeler was given before the start of the meeting of the Board.

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

Mary Sue Welch Board, President

Debbie Louder Board, Secretary

Charlotte Duke, Recording Secretary

BOARD DIRECTIVES

May 28, 2003

Provide the Board with a list of classified and contract positions by position title, at the September Board meeting. The Board asked for clarification regarding the difference between contract employees and non-contract employees and requested that further information be provided at the September Board meeting.
Review the Memorandum of Understanding between TSBVI and the Texas Education Agency (TEA) and amend Policy GND to reflect the MOU and any ongoing negotiations with TEA regarding accreditation.
Place on the September Board agenda a discussion of SDAA test results and locally developed standards for testing students. It was suggested to have a comparison from last year.
Provide budget materials to Board members no later than July 3 for the July 11 meeting on the budget.
Plan a retreat for Board members for September 13 to include training on team building and updates on the 78^th Legislative session, and discussions with the Internal Auditor.
Move the agenda item on reports from instructional directors closer to the beginning of the agenda.
Provide the Board with a list of all physicians’ contracts.
Per Phil Hatlen for future Board meeting discussion – Is it feasible to have a Board meeting during the same time graduation commences?
Obtain parental input as future school calendars are developed.
Mary Sue Welch requested information concerning if the teachers are required to take the new Leadership Training.