Board of Trustees - Minutes
May 25, 2004 MINUTES
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 May 25, 2004.
Call to Order: Frankie Swift, President, called the meeting to order at 10:10a.m. In addition to Frankie Swift, the following board members were in attendance: Janet Ardoyno, Gene Brooks, Donna Clopton, 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, Cyral Miller, Susan Hauser, Brenda Gregory, Brenda O’Sail, Sharon Maynard, Jyotsna Rao, Shelly Allen, Kelly Jones, Melia Jones, Elsa Wirsching-Guimbarda, Garner Vogt, Jim Durkel, Mike Woodward, Linda Locke, Peggy Wade, and Margot Marshall.
Public Comments/Open Forum: None.
Recognition of TSBVI Outstanding Instructional Staff Members: Frankie Swift presented awards to the following staff members: retirees Kelly Jones and Jyotsna Rao, Outstanding Provider of Outreach Services Jim Durkel, Outstanding Occupational Therapist Sharon Maynard, Outstanding Residential Life Staff Member Carol Goltze, Outstanding Related Services Provider Elsa Wirsching-Guimbarda, Outstanding Teacher of Blind and Multiply Impaired Students Brenda O’Sail, and Outstanding Teacher of Visually Impaired Students Mike Woodward.
Consideration of Approval of the Minutes of the March 26, 2004 Board Meetings: Janet Ardoyno moved that the March 26, 2004 minutes be accepted as presented in the board packet. Donna Clopton seconded the motion. The motion to pass was unanimous.
Report from the Personnel Committee:
Consideration of Approval of Human Resources Policies: Donna Clopton reported that the Personnel Committee recommended that Policies DGBA, DHE, DK, and DP 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.
Report from the Programs Committee:
Consideration of Approval of Policies: Jamie Wheeler reported that the Programs Committee did not have enough members for a quorum that day. Donna Clopton recommended that Policies FMC, FNA, FND, FNE, and GBA be approved as presented in the Board Agenda Packet. Gene Brooks seconded the motion. The motion to pass was unanimous.
Consideration of Approval of the School’s Calendar for 2004-2005: Jamie Wheeler asked that the board consider approval of the amended School calendar as presented. The calendar was amended to reduce the number of staff contract days in the month of August by two and moving one staff development day to January and one prep day to April. Reducing the number of contract days in August would help with the budget shortfall for the current fiscal year that ends in August. Mary Sue Welch made a motion to approve the School calendar and Jamie Wheeler seconded the motion. The motion to pass was unanimous.
Reports from Instructional Program Directors: Outreach Director Cyral Miller reported on current outreach projects and outreach plans for next year. The Early Braille Readers Project received a grant in October, and Mountbatten Braillers were distributed to the ten districts last winter. Last week seven or eight of the districts came together for a “networking gathering”, in which regular education teachers and students and VI teachers and students discussed the benefits of the Mountbatten Braillers. Ms. Miller also reported that the outreach department split their technology training this year into six distance education trainings, six individual days of training, and two 2-day trainings. They received positive feedback regarding this change, and will do it again next year. Ms. Miller reported that the outreach department had three mentor centers on the TSBVI campus this year, and that the mentor program is being evaluated in three separate processes: a) formally by the FIPSE (Fund for the Improvement of Post-Secondary Education) Grant; b) in a report based upon a survey distributed to mentors by a master’s student at SFA; and c) by TSBVI’s Ruth Ann Marsh as part of her doctorate requirements. She stated that by January they will have a wealth of information on the mentor program that they can use to make it better.
Special Programs Principal Lauren Newton reported on trends of short-term programs for this year. She noted that this year, the unduplicated attendance count was higher, meaning that short-term programs served a higher number of different students than in prior years. Dr. Newton also stated that the number of last minute cancellations for short-term programs was very high, despite concerted efforts from Special Programs to decrease the number. Donna Clopton suggested charging a minimum refundable deposit to ensure attendance. Carol Vaughan said TSBVI would need to write a special provision into the LAR in order to charge parents. Dr. Newton also reported that this year there were more different students coming from more school districts, adding to diversity within the program. The programs have been filling up more quickly, and this is the first year short-term programs had a “real” waiting list.
Comprehensive Programs Assistant Principle Linda Locke and teachers Peggy Wade and Margot Marshall provided an update on the career education program initiative. She stated that the basic model has not changed, that the program still provides work training and cooperative work, as well as enclave work experiences that teach employability skills and work behaviors. Mrs. Locke provided a chart of the various businesses where students have worked off-campus and listed the various after-school jobs students perform at TSBVI. Job coach Brynjar Uddu created a newsletter called “Wildcats at Work” which showcased various students excelling at their jobs, and also gave tips on how to be a better employee and a better job coach. This newsletter is currently accessible on the TSBVI intranet and is intended for students, parents, and teachers. Linda Locke stated she would make it accessible on the Internet as well. Peggy Wade reported that the Career Education Review Committee is working on reviewing what has been done here and at other schools across the country in order to find ways in which to improve the program. They are also working on expanding career education to elementary students.
Comprehensive Programs Principle Miles Fain listed the TAER award winners: Susan Osterhaus – Julia L. Young Award for Outstanding Contribution to Visually Impaired Children, Dee Dee and Larry Biggert – Outstanding Parent of the Year Award, Short-Term Programs – Natalie Barraga Award for Outstanding Public School Program, Cyral Miller – Phil Hatlen Leadership Award.
The Board recessed for lunch at 11:57am and reconvened at 1:24pm.
Report from Board Finance and Audit Committee:
Consideration of Approval of Investment Report: Gene Brooks requested that TSBVI explore additional investment options, such as CDs, and report those findings in the July meeting. Gene Brooks 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: Gene Brooks reported that Austin Council for the Blind donated $1,500.00 for the Junior/Senior Prom. Gene Brooks made a motion to accept the donation report. 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 for Expenditures of Gifts and Donations: None.
Report on Current Year Operating Budget: Barney Schulz gave a handout with a detailed summary of revenues and expenditures for the current operating budget. He explained that some of the areas that were already over budget were so because of one-time expenditures, such as Workers Compensation through the State Office of Risk Management (SORM). Mr. Schulz showed that the Board would be going over budget for this fiscal year. He stated that at the beginning of the year the board budget was decreased by $2,000.00, but since then the board has acquired new members. Dr. Hatlen stated that in the future they would plan the board budget to include costs for all nine members. Mr. Schulz then reported on the projected shortfall for this fiscal year and possible solutions. There was a discussion on the issue of overtime awarded to part-time employees used as substitutes. Frankie Swift suggested that a policy should be written that would allow TSBVI to use part-time employees as substitutes only up to 40 hours per week, which would prevent them from accruing over-time and thus reduce salary expenses. Malcolm Cleveland stated that additional factors leading to salary shortfall were that the legislature increased the Annual Leave Accrual Rates by one hour per month, and most TSBVI employees are already on the high end of the leave accrual scale because of their multiple years of service. There was a discussion on the need to balance budget cuts with the need to maintain exceptional quality of education. Mr. Schulz stated that the input received from the board would impact the decision-making on where budget cuts will be made in order to have a balanced budget next fiscal year, and those decisions will be presented as a proposal at the July board meeting. Mr. Schulz reported that there was a shortfall in utilities because of an increase in rates and consumption. When this became apparent, Dr. Hatlen called a town meeting and made an appeal to all the staff to decrease their consumption. Mr. Schulz then reported on the shortfall in Retirement Budget Reductions. He stated that Texas has a new statute stating that for employees that retire within this biennium, 35% of their remaining salary for the biennium must be returned to the state. Also, for every retiree, the school had to make a lump sum payment for accrued annual leave, which was significant in some instances. Ken Miller reported on the unforeseen cost of Hepatitis B vaccinations. He stated that this was a lump sum cost and will not be a recurring expense. Barney Schulz explained that there was a shortfall with the SORM contract cost because it was budgeted based on the previous year, and this year’s cost increased. There was a shortfall with Medicaid administrative claims because changes in federal regulations reduced the amount reimbursed. There was also a shortfall with surplus property sales because recent legislative action now requires sales proceeds to be non-appropriated. There will be a cash flow issue in the month of August because of the lack of contingency funds to cover the August pay to contract and grant staff until the school is reimbursed by grants. This requires the authority to used funds from fiscal year 2005 to cover this temporary problem. Dr. Hatlen posed the question of borrowing the needed amount from the Legacy Fund, which Mr. Schulz said was feasible if the board approved. All of these issues total to a shortfall amount of $905,755 for fiscal year 2004.
Report on Operating Budget Development for Fiscal Year 2005: Dr. Hatlen reported that the projected budget needs for fiscal year 2005 in excess of amounts budgeted for fiscal year 2004 total at $940,200. He stated that we might be able to reduce that number, but that it would be better to estimate high rather than too low. Barney Schulz reported that one of the costs that might be eliminated is salary for two custodians in the new dorms, since the residential staff could be instructed to take over those custodial duties. Dr. Hatlen said that he had asked all departments to cut their budgets by 10%, which some were able to achieve but some could not. He clearly stated that the projected budget needs are still under development. Mary Sue Welch asked if the school expects an increase in student enrollment in the coming year. Ken Miller said he expects an increase in the number of referrals if current trends hold, but enrollment will be deferred for those eligible. Donna Clopton suggested asking for money from the local school districts if they want their students to be able to attend TSBVI. Dr. Hatlen cited an example of how this practice significantly decreased enrollment at the Michigan School for the Blind, and he therefore expressed caution in pursuing that route.
Report on Legislative Appropriations Request Budget Development: Dr. Hatlen reported that the school will have a packet of information on prioritized exceptional item requests ready for the board at the July meeting. He reported that using bond money to rebuild parts of campus will be a high priority, in addition to having adequate staff and the ability to handle any number of referrals.
Report on Work with the Legislature: Dr. Hatlen reported that TSBVI’s work with the legislature since the last board meeting has focused on trying to find a solution to the budget shortfalls this year. He stated that they will continue to work on this problem, and will also start planning for the next biennium.
Report by the Internal Auditor – Update on Audit Status: Internal Auditor Judy Schauer reported on the status of the audit plan. Of the required audits, Mrs. Schauer has completed the Annual Report and the Public Funds Investment Act Audit. She reported that she has also completed a follow up on software management, and has begun a special project of establishing a non-profit organization to support fundraising activities. There are two projects that were on the plan that will not be completed before Mrs. Schauer resigns: the Human Resources Review and the Grant Management Audit. She will not have the audit plan for next year completed before she resigns, as well. Mrs. Schauer stated that if an Internal Auditor was not hired in time to complete the Annual Report for next year, she would volunteer to do it. The board and Dr. Hatlen expressed their thanks for all that Mrs. Schauer has accomplished during her tenure, and let her know that she will be dearly missed.
Status of Internal Auditor Position: Dr. Hatlen requested a postponement of any action towards replacement until July. The board agreed to wait until the July board meeting to discuss replacement plans.
Tour of New Student Housing: The tour was postponed to the July board meeting because the buildings were not yet completed.
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. Donna Clopton made a motion for the vision, mission, and philosophy statements to be approved. Janet Ardoyno seconded the motion. The motion to pass was unanimous.
Consideration of Approval of the TSBVI Annual Improvement Plan for 2004-2005: Ken Miller presented the TSBVI Annual Improvement Plan for 2004-2005 for approval by the board. He reported that this plan differs from past plans in that it is greatly expanded, including much more hard data, and there is more emphasis on student performance. Frankie Swift read questions sent by Debbie Louder, and each one was addressed. Gene Brooks made a motion to approve the TSBVI Annual Improvement Plan, provided a few editorial changes were made. Jamie Wheeler seconded the motion. The motion to pass was unanimous.
Consideration of Approval of the TSBVI Agency Strategic Plan for Fiscal Years 2005-2009: Ken Miller presented the Agency Strategic Plan, noting that it is substantially completed, but that there are a few areas being left open for the request of exceptional items. Frankie Swift read questions sent by Debbie Louder, and each one was addressed. Donna Clopton made a motion to approve the TSBVI Agency Strategic Plan for Fiscal Years 2005-2009, provided a few editorial changes were made. Janet Ardoyno seconded the motion. The motion to pass was unanimous.
Report on the Status of the Non-Profit Organization: Mary Sue Welch reported on the status of All Blind Children of Texas, the new non-profit organization. She stated that they had their first meeting yesterday, and they now have their bylaws and their articles of incorporation. Mrs. Welch stated that they need an additional $500 in order to file for 501c3 Non-Profit Status with the IRS, and they owe their consultant $800. She said they are planning an event for August or September to dedicate the auditorium as the Goodenough Performance Hall. They are now ready to accept donations, and will be establishing a bank account soon.
Consideration of Approval of Housing Agreement: Dr. Hatlen presented the Housing Agreement for the residence on campus that is currently housing Principal Miles Fain and his family for approval by the board. Jamie Wheeler made a motion to approve the Housing Agreement as presented in the board packet. Donna Clopton seconded the motion. 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, Sara Merritt, Lauren Newton, Pat Stephenson, Susan Hauser, Peggy Wade, Linda Locke, and Cyral Miller. Gene Brooks made a motion to approve the appraisers. Janet Ardoyno seconded the motion. The motion to pass was unanimous.
Consideration of Approval Dates for 2004-2005 Board Meetings and Discussion of a Summer 2005 Board Meeting: Dr. Hatlen recommended holding a summer board meeting on Friday, July 23, 2004. Donna Clopton made a motion to approve the summer board meeting date of July 23, 2004. Gene Brooks seconded the motion. The motion to pass was unanimous. There was a discussion about the possibility of decreasing the number of board meetings. Donna Clopton noted that the meetings already run long, so fewer meetings would probably cause incredibly long meetings when the board does meet. Frankie Swift suggested the use of video-conferencing for some of the board meetings, stating that she is familiar with an inexpensive system that could be used. Carol Vaughan is going to look into the legal issues surrounding video-conferencing for school board meetings. The board requested the May meeting date be changed from May 27th to May 25th, and Dr. Hatlen agreed to make the change. The board requested to postpone the approval of the remaining meeting dates until the July meeting.
Report from the Superintendent: Dr. Hatlen suggested that, in order to save time, he should send his report to the board via e-mail. The board agreed. Ken Miller then passed out a handout regarding an opportunity for one board member to receive free registration for a TASB course. He instructed interested board members to call Frankie Swift for more information.
Report on Status of Action Plans in the 2003-2004 School Improvement Plan: Dr. Hatlen reported that all action plans have been achieved, except for those plans that have timelines extending into the summer.
Discussion of Graduation Activities: Miles Fain reported on graduation activities: 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.
Discussion of Future Board Meeting Topics: Items that were requested to appear on future Board agendas included: Decision on refilling Internal Auditor's position, tour of new student housing, approval of board meeting dates for 2004-05 and consideration of videoconference meetings, approval of Operating Budget for 2004-05, approval of LAR, discussion on requiring deposits of funds for summer or short-term program students, a revised version of DKAA, a report on additional investment options, and discussion on writing a policy or procedure regarding overtime.
Announcements: There were no announcements.
Adjournment: Frankie Swift adjourned the meeting at 5:28pm.
_____________________________ ________________
Frankie Swift Date
Board President
______________________________ ________________
Donna Clopton Date
Board Secretary
______________________________ ________________
Kim Nagy Date
Recording Secretary
BOARD DIRECTIVES
May 25, 2004
- Place on July board meeting – Discuss refilling Internal Auditor's position. (Dr. Hatlen)
- Review a revised version of DKAA. (Donna Clopton)
- Provide a tour of the School’s new buildings. (Dr. Hatlen)
- Approval of board meeting dates for 2004-05 and consideration of videoconference meetings. (Dr. Hatlen)
- Discussion on requiring deposits of funds for summer or short-term program students. (Donna Clopton)
- Provide a report on additional investment options. (Gene Brooks)
- Discussion on writing a policy or procedure regarding overtime. (Frankie Swift)
- Consider approval of Operating Budget for 2004-05. (Dr. Hatlen)
- Consider approval of LAR. (Dr. Hatlen)