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November 21, 2008
Minutes

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

The first day of the regularly scheduled meeting of the Board of Trustees, Texas School for the Blind and Visually Impaired (TSBVI), was held in the Conference Center, Building 549, located at 1100 West 45th Street, Austin, Texas on November 21, 2008.

Call to Order:  Deborah Louder, Board President, called the meeting to order at 10:15a.m.  In addition to Ms. Louder, the following Board members were in attendance: Dr. Gene Brooks, Michelle Goodwin, Donna Clopton, Frankie Swift and Jamie Wheeler.  Board Members Jesus Bautista and Caroline Daley were unable to attend this meeting.  Newly appointed board members Michael Garrett, Cynthia Finley, and Bobby Druesedow were also in attendance.

Introduction of Audience:  Others in attendance at the meeting included William Daugherty, Superintendent of TSBVI; Carol Vaughan, General Counsel; John Daude, Director of Operations and Construction; Malcolm Cleveland, Accounting Director, Charlotte Miller, Human Resources Director, Cyral Miller, Director of Outreach; Miles Fain, Principal of Comprehensive Programs; Barney Schulz, Director of Business, Operations and Technology; John Daude, Operations and Construction; Susan Houghtling, Director of Planning and Evaluation; Kim Nagy, Assistant to the Superintendent; Mike Wolszon, Director of Information Resources; and Jaye Stepp, Internal Auditor.

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

Award of Certificates of Appreciation:  Board service terms for two members, Frankie Swift and Jesus Bautista, have expired.  Debbie Louder presented Frankie Swift with a commemorative plaque honoring her outstanding service on the Board of Trustees.  Ms. Swift has served on the Board for 13 years and will be sorely missed.  Jesus Bautista was not in attendance, but will receive a similar plaque for his years of service at a later date.

Consideration of Approval of Minutes of the September 26, 2008 Board Meeting:  Donna Clopton moved that the minutes of the September Board meeting be accepted as presented.  Michelle Goodwin seconded the motion, and the minutes were unanimously approved.

Report from the Finance and Audit Committee: 

Report from the Internal Auditor: 
Status of prior year audit recommendations:  Jaye Stepp presented the summary of the status of recommendations from 2005-2008.  She reported that many of the recommendations that have not been implemented are so because of construction projects, but others had fallen through the cracks.  Frankie Swift and Debbie Louder were both concerned about the incomplete status of Agency-wide Campus Security Audit recommendations 4 and 5, and Bill Daugherty explained that the newly hired Safety Officer was working hard to get these recommendations completed.  Michelle Goodwin had a concern about the status of the recommendation concerning ethics education.  Charlotte Miller explained that staff receive ethics training at New Employee Orientation, and she stated that management is looking into implementing more training from the Texas Ethics Commission for staff to complete every two years.  Ms. Louder requested that a draft of Accounting Systems and Controls Audit items 1, 2, 8, 9 and 17 be presented at the January board meeting.  She also requested that Bill Daugherty follow up with Information Resources on their audit recommendations.  Mike Wolszon explained that information security is continuously under attack, and his department is currently pricing devices that will provide some added security.  Malcolm Cleveland stated that an outline of procedures to be included in the Accounting Procedures Manual and a completed Purchasing Procedure will be presented to the Board at the end of January.

Consideration of initiating Internal Auditor’s Performance Appraisal:  Michelle Goodwin reported that she and Ms. Louder met with Lynn Altemeyer from the Governor’s Office, and that Lynn will be performing the Internal Auditor’s peer review, which will be utilized in Ms. Stepp’s performance appraisal.  Once the peer review is received, the board will present its appraisal at the January meeting.

Consideration of Approval of Board Policies:  Michelle Goodwin reported that the committee reviewed the following policy:

• CDA          Ethics:  Conflict of Interest Other Revenues:  Investments
  The board stated that they had reviewed the policy and did not have any questions.  The committee recommended to approve the policy.  Since the recommendation for approval came from committee, no second was needed.  The board voted unanimously to approve.
• CFCA        Internal Audit Charter
  The internal audit charter was changed to reflect changes in standards promulgated by the Institute of Internal Auditors(IIA)International Professional Practices Framework (IPPF).  Since the recommendation for approval came from committee, no second was needed.  The board voted unanimously to approve.

Consideration of approval of renewal of Nolan County farm contracts:  Michelle Goodwin stated that committee recommends renewing both Nolan County farm contracts.  Since the recommendation for approval came from committee, no second was needed.  The board voted unanimously to approve.

Report on maintenance, annual inspection, and results of annual property inventory of the campus residence:  Michelle Goodwin asked Bill Daugherty to report on the status of the campus residence.  Most of the structure is sound, but there are a few areas that need to be updated, most importantly the bathroom.  Gene Brooks asked if any campus structures are eligible for historical society status.  Mr. Daugherty stated that the Historical Society, unfortunately, did not have any interest in our older buildings.

Review of Budget Reports:  Michelle Goodwin reported that some items in the budget reports, such as maintenance, are going to be affected by the construction.  The school has decided to leave the designated budget for construction alone and cover these deficits from other areas in the budget.  Regarding the issue on Short-Term programs and Weekends Home travel, Short-Term Programs has been able to piggy-back some of their travel onto Weekends Home, a resolution that is currently working.

Consideration of approval of Investment Report:  Michelle Goodwin reported that the committee the school’s investments had faired well in light of the current financial crisis.  The average annualized yield for both accounts at September 30, 2008 was 2.49%.  Since the recommendation for approval came from committee, no second was needed.  The board voted unanimously to approve.

Approval of Receipt of Gifts and Donations of Over $500:  Mrs. Goodwin reported that Delta Gamma had donated $1,000 that was not designated for any specific purpose. Two donations, one for $250 and another for $500, were designated for student athletics ($500 specified for the student ski trip).  Since the recommendation for approval came from committee, no second was needed.  The board voted unanimously to approve.

Approval of Request for Expenditure of Gifts and Donations:  There was no request for expenditure; therefore, no action was needed. 

Ms. Louder released the audience and board for a 10 minute break at 11:19am.

At 11:30am Ms. Louder resumed the meeting and announced that the board would now go into closed session in conformance with Texas Government Code Section 551.074 – Personnel Matters.

Board Member Gene Brooks left during the closed session and was not present for any portion of the rest of the board meeting.

Ms. Louder called an open session to order at 1:09pm.

Employment Grievance - Josue Sela Cavazos:  Michelle Goodwin moved to deny the grievance and uphold the decision of the Superintendent of Mr. Cavazos’ employment.  Frankie Swift seconded the motion.  The motion passed with one dissent.

Ms. Louder recessed at 1:11 and open session was recalled to order at 1:24pm.

Ms. Louder announced at 1:26pm that the board would go into closed session in accordance with Texas Government Code Section 551.074 – Personnel Matters.  The open meeting resumed at 2:56pm.

Consideration of 2007-08 Superintendent’s Summative Appraisal Results: Michelle Goodwin moved to accept the results of the Superintendent’s Summative Appraisal.  Jamie Wheeler seconded the motion.  The board voted unanimously to approve.

Management of the Margaret Broday Charitable Trust fbo of the American Heart Association and the Texas School for the Blind:  Barney Schulz reported that as of the death of Mrs. Margaret Broday on August 31, 2008, TSBVI and the American Heart Association are beneficiaries of the remainder of the Margaret Broday Trust.  Mr. Schulz explained that two banks--American National Bank and Wells Fargo--have presented information to TSBVI indicating that each bank is the trustee of the remainder of the Margaret Broday trust.  TSBVI has sought the advice and representation, if needed, in this dispute from the Office of the Attorney General and, in this regard, Assistant Attorney General Marsha Acock has been assigned to assist TSBVI.  At this time, TSBVI has received a request from American National Bank (the current holder of the remainder of the Margaret Broday trust) that TSBVI complete forms related to the management of the funds in the trust.  Jamie Wheeler moved that the Superintendent request the Office of the Attorney General to respond, on behalf of TSBVI, to this request.  Donna Clopton seconded the motion.  The board voted unanimously to approve.  Debbie Louder requested that Mr. Schulz provide more information at the January board meeting.

Report from the Program Committee: 

Reports from Instructional Program Directors: 

Short-term Programs Principal Lauren Newton: 

Consideration of Approval of 2009 Summer Programs and calendar:  Jamie Wheeler reported that Program Committee approved the 2009 Summer School calendar.  Since the approval came from committee no second was needed.  The board voted unanimously to approve.

Transition activities for Short-Term Programs:  Mrs. Wheeler reported that Short-Term Programs is looking at some innovative ideas for the process of transitioning students in to and out of Short-Term Programs, including bringing home district teachers here to help.  They also have a report form that is very thorough and an excellent guide to help parents and VI professionals follow through with recommendations.  With an increase in student referrals, Short-Term Programs is experiencing much growth.

Report from the Outreach Director: 

Report on distance education presentations:  Mrs. Wheeler stated that Cyral Miller and Kate Hurst reported on the TETN broadcasts.  They are now offering ACVREP credit for all sessions to help Orientation and Mobility instructors achieve re-certification.  They are trying pre-taping some of the videos, to make the broadcasts more polished, and considering creating web-based tutorials.  They have been really delighted to have found and begun participating in the Texas Distance Learning Association which has been a rich networking resource as the Outreach Program experiments with new training methodology.  They are concerned about apparent drops in requests for school consultation and are exploring a variety of new service delivery options.

Comprehensive Programs Principal Miles Fain: 

Career Education Update:  Mrs. Wheeler reported that a group of students came to discuss their vocational studies with the committee.  Activities included working in the Curriculum department binding books and working with the Goodwill Project in a shredding and recycling business.  Mark Ramirez reported that 85% of middle and high school students are receiving vocational education and 53% of students are working off-campus at least one day a week.  He also stated that a new campus wide recycling program has been implemented and is very successful.  Linda Locke reported on Exit Programming, stating that they are extending programming and graduation to comply with students’ high school schedules.  The Exit Program is growing and they are exploring more opportunities for students’ after-school activities both on and off campus.

Update on Parent Weekend:  This year a record number of parents were present at Parent Weekend.  Activities included musical performances, a Braille rally, guide dog exhibits, technology games, financial planning for college, and parent network meetings.

Report on Achievement of Objectives for 2007-2008 from the Agency Strategic Plan and the Annual Improvement Plan:  Susan Houghtling reported on the outcomes and projections of objectives measuring student performance, graduate productivity, and customer satisfaction.  She stated that we met our TEA accreditation measure for the 2007-2008 school year.  That measure is that 65% of students achieve at least moderate progress on every area of the core and expanded core curriculum.  85.94% of students achieved at least moderate progress on these areas, exceeding the requirement by more than 20%.  Of the total 39 objectives, 28 out of 39 or 72% of them were attained or completed.  For the remaining 11, we are carrying completion of 9 of them forward into the current school year.  Ms. Houghtling noted that there are many measures on the satisfaction of students, parents and local district professionals, but the comments we receive overall are tremendously positive.

Discussion of Policy Requiring TSBVI Teachers to Take All Coursework for VI Certification and Not Test Out:  Bill Daugherty reported that since 2000, approximately 10 TSBVI teachers have become certified as TVIs by examination without taking all of the required coursework.  Some of these teachers are among our very best staff in their current assignments, but the test-out test represents a very small sample of the required knowledge that is specified within the university coursework.  There is considerable state-wide anecdotal data and limited hard data that suggests that many of the teachers using the test-out method are not being successful in their jobs.  In order to set an example of best practices for the rest of the state, Mr. Daugherty wants to require for all new-hires in the future that all of the required coursework be completed before they are hired.  However, he would like to be flexible to consider applicants who have been working successfully in the field even though they participated in the test-out method.  Policy DBA and Procedure A.2.1.8 allow the Superintendent to determine the requirements for teachers.  Donna Clopton agreed that this would be helpful to model the standard to which statewide TVIs can aspire.

Report on Staff Accessibility Issues:  Donna Clopton suggested that this report be postponed because the board member that requested the report was not present.  Debbie Louder agreed, and requested the item be placed on the January board agenda.

Report from the Superintendent:  Mr. Daugherty referred the board to his full report in the board packet.  There were no questions from the board regarding this report.

Presentation of Draft TSBVI Brochure:  Mr. Daugherty presented copies of the draft to the board for their review.  He stated that we have already decided to decrease the amount of text, making it more summative and a better marketing tool.  Donna Clopton suggested that the board e-mail Mr. Daugherty their comments regarding the brochure at a later date.

Report of Completion of Board Member Training Requirements for the Past Year:  Debbie Louder reported that Jesus Bautista has completed Tier 1 and 2, and exceeded Tier 3.  Gene Brooks has also completed Tier 1 and 2, and exceeded Tier 3.  Donna Clopton has completed Tier 1 and has 1 hour in Tier 3.  Caroline Daly has not completed her training hours in any tier.  Michelle Goodwin has completed Tier 1 and 2, and exceeded Tier 3.  Debbie Louder has completed Tier 1,2, and 3.  Frankie Swift has completed Tier 1,2, and 3.  Jamie Wheeler has complete Tier 1,2, and 3.

Report of Consultants' Contracts Approved at the Administrative Level – Contracts Greater than $600 and Equal To or Less Than $10,000:  Regarding the SWOMA contracts, Cyral Miller explained that SWOMA has its own convention-generated funds that pay for SWOMA, TSBVI just manages the SWOMA account.  The other two contracts reported were to Rona Pogrund for a revision of TAPS Orientation and Mobility Curriculum and to Rita Livingston for weekly Braille class for staff.

Discussion of Future Board Meeting Topics:  Ms. Louder requested that a draft of Accounting Systems and Controls Audit items 1, 2, 8, 9 and 17 be presented at the January board meeting.  Ms. Louder requested a partially completed Accounting Manual, a complete list of accounting procedures and an update on purchasing procedures be presented to the board by Malcolm Cleveland at the January meeting.  Donna Clopton requested that the report on staff accessibility issues be placed on the January agenda.  Donna Clopton also requested that we recognize students that attended Sports Extravaganza at the January meeting and have lunch with those students.  Provided the Internal Auditor peer review is received, the board will present its appraisal of the Internal Auditor at the January meeting.  Ms. Louder also requested that a tour of the elementary dormitory be scheduled for the January meeting day.  Debbie Louder requested that Mr. Schulz provide more information on the Margaret Broday Charitable Trust at the January board meeting.

Announcements:  Debbie Louder reminded the board to e-mail comments on the brochure draft to Mr. Daugherty.  She stated that the next board meeting will be on January 23, 2009.  Debra Sewell presented an interactive DVD on Deaf Blind curriculum and our current sex education curriculum.

Administration of the Oath of Office for New Board Members: Debbie Louder swore in Cynthia Finley, Michael Garrett, and Bobby Druesedow as new board members for the Texas School for the Blind and Visually Impaired.

Consideration of Approval of Board President’s Recommendations Concerning Membership in Board Committees and Nomination of Committee Members:  Ms. Louder discussed the three committees on which the new board members could serve.  Bobby Druesedow chose to serve on the Personnel Committee, Michael Garrett chose to serve on the Finance and Audit Committee, and Cynthia Finley chose to serve on the Program Committee.  Donna Clopton moved to create the committees with the discussed membership.  Michelle Goodwin seconded the motion.  The board voted unanimously to approve.

Adjournment:  The meeting was adjourned at 4:07p.m.

Meeting of the Board of Trustees

Texas School for the Blind and Visually Impaired
November 20, 2008   

The scheduled meeting of the Board of Trustees, Texas School for the Blind and Visually Impaired (TSBVI), was held in the Superintendent’s Conference Room, Building 500, located at 1100 West 45th Street, Austin, Texas on November 20, 2008.

Call to Order:  Deborah Louder, Board President, called the meeting to order at 4:10 p.m.  In addition to Ms. Louder, the following Board members were in attendance:  Dr. Gene Brooks, Donna Clopton, Michelle Goodwin, and Frankie Swift.  Board Members Jesus Bautista, Jamie Wheeler, and Caroline Daley were unable to attend this meeting.

Introduction of Audience:  Also in attendance at the meeting were William Daugherty, Superintendent of TSBVI, Charlotte Miller, Human Resources Director and newly appointed board members Cynthia Finley, Bobby Druesedow, and Michael Garrett.

Training Session on Evaluating the Superintendent and Developing Performance Goals:  Dr. Bill Rutherford from the Texas Association of School Boards provided a training session for board members on how to evaluate and set performance goals for the superintendent.

Adjournment:  The meeting was adjourned at 6:50p.m.

BOARD DIRECTIVES AND FUTURE MEETING TOPICS

1. Ms. Louder requested that a draft of Accounting Systems and Controls Audit items 1, 2, 8, 9 and 17 be presented at the January board meeting. 
2. Bill Daugherty will follow up with Information Resources on their audit recommendations.
3. Ms. Louder requested a partially completed Accounting Manual, a complete list of accounting procedures and an update on purchasing procedures be presented to the board by Malcolm Cleveland at the January meeting. 
4. Debbie Louder requested that Mr. Schulz provide more information on the Margaret Broday Charitable Trust at the January board meeting.
5. Donna Clopton requested that the report on staff accessibility issues be placed on the January agenda. 
6. Donna Clopton also requested that we recognize students that attended Sports Extravaganza at the January meeting and have lunch with those students. 
7. Provided the Internal Auditor peer review is received, the board will present its appraisal of the Internal Auditor at the January meeting. 
8. Ms. Louder also requested that a tour of the elementary dormitory be scheduled for the January meeting day.