MINUTES

Meeting of the Board of Trustees

Texas School for the Blind and Visually Impaired

November 22, 2002 @ 10:15am

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, Deborah Louder, Zena Pearcy, Bruce Best and Barbara Cherry. Jesus Bautista was absent due to previous travel commitments.

Introduction of Attendees:

Charlotte Duke, Susan Houghtling, Cyral Miller, Carol Vaughan, Lauren Newton, Linda Locke, Students Nichole Penn and Emillo Hernandez, Haley Moberg, Miles Fain, Malcolm Cleveland, Barney Schulz, Roy Wright, Debra Nesbitt, Judy Schauer, Ken Miller, James Lambert, and Phil Hatlen.

There were no public comments for this meeting.

Presentation of Certificates of Appreciation to Teacher, Haley Moberg:

Miles Fain introduced Haley Moberg working in her 20^th year at TSBVI. She is our liaison teacher to Austin ISD, Lamar Middle School and McCallum High School. She was highlighted as a "TSBVI Jewel" by the DEC monitors. Linda Locke gave supporting information concerning her work with students. Student Council President, Nichole Penn and Emillo Hernandez presented the Board with their compliments of Ms. Moberg's dedication to all students. Mary Sue Welch read the certificate and awarded a signed, sealed, framed document to her.

Consideration of Approval of Minutes of the September 13, 2002 Board Meeting:

Mary Sue Welch asked for any comments for the approval of the minutes. Dr. Hatlen stated that there was a typographical error on page 8 ($1,2000.00 should have read $1,200.00) that was corrected. Frankie Swift stated that under the "directives" section, she would like to request that all print outs be available before the Board Meetings in order for the Board Members to have sufficient time to review the data. Dr. Hatlen directed this request to Malcolm Cleveland for compliance. He spoke about quarterly reporting to the Board. Zena Pearcy made a motion that the minutes be approved. Toby Galindo seconded the motion. The motion to pass was unanimous.

Consideration of Approval of Board Policies:

Barbara Cherry presented the policy review by the Policy Committee and stated that the Finance and Personnel Committees will discuss their policies separately. On behalf of the Policy Committee, Barbara Cherry made a recommendation to the Board to approve revision of policy AE, AF-E, BBFA, BDA, BDAB, DHD, EFB, EFE, EMG, FFG, FFGA, FJ and FNCF. All were in favor of the revisions.

A Committee report will be presented to the Board. Carol Vaughan stated the implementation of the new policy review plan was successful and it went very smoothly. The process of updating policies is continuous. She advised that all policies are now brought up to date. Barbara Cherry made a motion to accept the plan that listed policy updates for November, January, March and May. All were in favor. The motion to pass was unanimous and approval of the policy plan was accepted.

The Board President expressed appreciation to all involved in the policy process and development.

Consideration of Approval of 2003 Summer Programs and Calendar:

Dr. Lauren Newton reviewed and answered all questions pertaining to the 2003 calendar. One area of feedback regarding academic instruction included offering credit courses in the summer program. She is currently investigating this recommendation. Target areas include health, technology and physical education. The health programs will be focused on mental health, nutrition, physical exercise, sexuality, etc. If it turns out that we cannot provide a credit class for the summer, a health class may be substituted as a pilot program. Suggestions were requested. We lost an additional $5,000 for the SWEAT program due to TCB funding cuts. Dr. Newton informed the Board about a new sports program to be offered in 2003. In June, we will offer a 3-4 day stand-alone program to the secondary students. It will not be a separate program for elementary students. Dr. Hatlen stated the Board's involvement and consideration is requested. Dr. Newton added comments about the summer program. Frankie Swift added comments about the classes offered, new technology and credit courses. Ken Miller offered more information on the courses. Frankie Swift made a motion to accept the proposed calendar. Toby Galindo seconded the motion. The motion to pass was unanimous.

It was accepted that Agenda Items 8, 9 and 10 would be held in Executive Session.

Consideration of Approval of Investment Report:

Frankie Swift reviewed the reports received from the Finance Committee. She advised the Board that reports from the Finance and Audit Committee included the Donations Report. No questions were asked. All accepted the reports as presented.

Consideration of Approval of Finance and Audit Committee Report:

Frankie Swift presented policy BDE for review. She stated that policy BJBA, CDA and CE are recommended for approval. The recommendation was open for discussion. Currently consultants' contracts over $5,000.00 require Board approval. Policy BDE is requesting a change of the amount to over $15,000.00 (a 200% increase). Information on all contracts for greater than $600.00 but less than $15,000.00 would be provided to the Board without the need for Board approval. Dr. Hatlen stated that the medical service contracts are usually over $5,000.00, and the Board generally approves them retroactivity due to time constraints. Frankie Swift recommended that contracts of $10,000.00 or more be approved by the Board and contracts greater than $600.00 but less than $10,000.00 be reported to the Board. Barbara Cherry made a motion to accept $10,000.00 and $600.00 as presented. Bruce Best seconded the motion. The motion to pass was unanimous. Susan Houghtling asked for clarification on whether the Board would approve contracts equal to or more than $10,000.00. The Board agreed that they would approve contracts over $10,000.00.

At 11:05am, the Board meeting recessed to enter into a Closed Session meeting in compliance of Government Code sections 551.071 and 551.074, to reconvene at 1:00pm.

At 1:40pm, the Full Board meeting was reconvened.

Consideration of Internal Auditor's Performance Appraisal:

Frankie Swift advised the Board that the appraisal for Internal Auditor, Judy Schauer, was reviewed and accepted in closed session. A merit pay increase was discussed. Dr. Hatlen stated that the Board should direct the merit increase to be given. Carol Vaughan suggested the Board accept the auditor's evaluation with a merit increase. Debra Louder made a motion to accept the auditor's appraisal, as presented. Barbara Cherry seconded the motion. The motion to pass was unanimous. The Board President directed the Board for input on the merit increase for the auditor. It was discussed and approved to issued a merit increase as of November 1, 2002 for a one step increase. Frankie Swift made a motion to provide a merit increase to the internal auditor, as presented. Barbara Cherry seconded the motion. The motion to pass was unanimous.

Report on Achievement of Objectives in the Agency Strategic Plan and the School Improvement Plan:

Susan Houghtling delivered a document that included charts and graphs depicting the School's performance in school year 2001-2002 on each of the objectives from the Agency Strategic Plan and the School Improvement Plan.

Debra Sewell reviewed the performance of the School in its first objective regarding the percent of students making progress in core curricular areas. This is the standard upon which the School is accredited by the Texas Education Agency. The School did achieve its targeted objective for this performance standard in 2001-2002. Ms. Sewell provided the Board with more specific information on how students performed by curricular area. Ms. Sewell informed the Board that Carol Allman will consult with the School on how to better assesses students in core curricular areas.

Frankie Swift shared comments made to her by statewide VI personnel regarding their perspectives of the School. She expressed concern regarding some of the public perceptions of the School, including perceptions that the School is self-contained and that students may learn certain mannerisms; also that teachers are not as aware of what is happening in public schools as they should be.

Barbara Cherry agreed that she has also heard concerns from VI personnel about the School.

Zena Pearcy stated that students leaving TSBVI should leave with more self-confidence and be able to function in an adult fashion.

Ken Miller stated that enrollment at the School over the past few years has continued to increase with approximately 80% of referrals being parent-initiated with their local school districts.

Discussion ensued about possible perceptions of local school districts about TSBVI including their unwillingness to lose money by sending a child to the School and whether districts are reluctant to send students to the School because the district would be seen as a failure.

Dr. Hatlen directed Mr. Miller to prepare for the School to be an exhibitor at the next TCASE Conference in order to provide better information to special education directors about TSBVI.

Ms. Houghtling continued to review the charts that depicted the School's performance on its objectives. One of the charts outlined the percent of TSBVI professionals certified within their areas of assignment within 3 years.

Debra Louder requested information regarding the certification rates of TSBVI teachers.

Dr. Hatlen and Miles Fain explained that some employees were grandfathered into the School and that 13 teachers are currently working on obtaining VI certification. Although the School nationally advertises openings for VI teachers, the number of teachers with VI certification is very limited. Therefore, the School allows newly hired teachers four years to complete their certification.

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

Mary Sue Welch requested staff suggestions for future meetings, possibly a Board Retreat, concerns included losing Board members and gaining new Board members. She suggested a retreat to learn more about each other. Frankie Swift suggested a retreat to readdress issues from year past regarding the facilitator in ways to rewrite things to be more meaningful and possibly a retreat of measures. Frankie Swift and Barbara Cherry reintegrated the facts of what they have been told regarding this school and its reputation. Dr. Hatlen thanked Board members for the awareness of this concern and will strive for improvement. The Board President directed Dr. Hatlen to review potential dates for a Board retreat and Parent Weekend and a few dates that may be appropriate.

Consideration of Superintendent's Performance Appraisal:

Zena Pearcy made a motion to approve the Superintendent's Performance Appraisal as presented. Debra Louder seconded the motion. The motion to pass was unanimous.

The Board lost the Quorum at 3:35pm due to the departure of Barbara Cherry and Frankie Swift.

Report on Broday Trust Litigation:

Carol Vaughan stated this was taken care of in the closed session.

Report by the Internal Auditor:

a. Review of State Auditor's Office Travel Advance and Petty Cash Audit:

Copies of the report were distributed to board members by the SAO. TSBVI was included, along with four other agencies, in a State Auditor's Office (SAO) review of Travel Advance and Petty Cash Audit. SAO reported that all five agencies spent and accurately reported their travel advance and petty cash funds in accordance with state laws and regulations. However, control weaknesses related to travel advance and petty cash accounts were identified at the agencies audited. Most significant to TSBVI was the recommendation to document policies and procedures regarding the proper administration of travel advance and petty cash funds. TSBVI management provided a written response to the audit concurring with recommendations and indicating that implementation has begun. Internal Audit will follow-up on recommendations when directed by SAO. Board members had no questions regarding the audit.

b. Review of Fiscal Year 2002 Internal Audit Annual Report:

The FY2002 Internal Audit Report was submitted to the State Auditor's Office, Legislative Budget Board, Governor's Office and Sunset Advisory Commission by the November 1, 2002 deadline, as required by the Texas Internal Auditing Act. The report contains a summary of work completed during the year, including significant recommendations and implementation status. The report also includes the audit plan for FY 2003. The board was provided with copies of the report. No questions were asked.

c. Update on Implementation of Recommendations for Audit of Procedures for Investigating Allegations of Abuse and Neglect (Ken Miller reported):

At the September 13, 2002 board meeting, board members requested the internal auditor to report on the status of implementation of recommendations from the Abuse and Neglect audit at the November 22 board meeting. The following corrective actions were completed within agreed upon timeframes.

A checklist and tracking system to monitor abuse and neglect investigations have been developed and implemented.
Record keeping requirements for investigations have been implemented, however it was noted that timeframes for the completion of investigation reports was not met for the investigation reviewed.

(6) Revisions to Policy FFG were completed and approved by the Board early during this meeting.

The director of School and Student Services continues to provide a monthly report to the Superintendent regarding progress.

Other: Training on abuse and neglect reporting for non-direct care staff is scheduled for December 19^th.

Item (5) was not completed within the agreed upon time timeframe. Revisions to the administrative procedure for investigating allegations of abuse, neglect, exploitation and improper childcare practices have not been completed. A separate procedure for investigating reports of alleged improper childcare practices and sexual harassment involving student has not been drafted.

d. Update on Short-Term Program Performance Measures Audit

As reported in agenda item 18. Report on Achievement of Objectives in the Agency Strategic Plan and the School Improvement Plan, management identified an error in the information gathered for one of the short-term program performance measures. The principal for Short-Term Programs has taken corrective action and the internal auditor and Susan Houghtling will review the information gathered after the next short-term class for accuracy. During the Finance and Audit Committee meeting, one board member noted that the efficiency measure for short-term programs and summer school was combined and would like to see costs for each program captured individually. The internal auditor indicated that she was already working with the principal for Short-Term Programs on that issue.

Report from Instructional Program Director:

Cyral Miller demonstrated the new Mountbatten Braillewriter to the Board. This electronic brailler allows a braille student's work to be observed in a print copy by a sighted teacher or classmate. As an example, a fifth grade student can type in a story and the teacher can read it to approve the correct spelling and punctuation. A new $224,000 grant will be used to purchase ten braillewriters, videoconferencing equipment for training and on site visits. She expressed her appreciation to the Board members for their assistance and support to proceed with the grant for these purchases.

Report on History of Legacy Funds:

Barney Schulz presented the report of Legacy Funds.

Report from the Personnel Committee:

Zena Pearcy presented the Personnel Policy Committee Policy BJA, BJCE, CRD, CRE, CRF, DAFA, DBA, DBD, and DC, for approval. All were in favor.

Report on Work for Next Legislative Session (Phil Hatlen):

Dr. Hatlen reported that the next session will take place next January. Zena Pearcy requested to be contacted when this takes place. Dr. Hatlen informed the Board of the work between the School for the Blind and Senator Zaffirini's office.

Report from the Superintendent:

Dr. Hatlen stated that his report is on the computer and he will email it to all Board members.

District Effectiveness and Compliance (DEC):

Miles Fain reviewed and informed the Board all information pertaining to the DEC Report.

Report of Student Suspensions and Expulsions:

Miles Fain reported there were no student suspensions or expulsions.

Consideration of Board Member Participation in the Instructional Planning Council:

Miles Fain informed the Board about their need to participate in the Instructional Planning Council. Mary Sue Welch requested that Zena Pearcy be the school representative on an ongoing basis. Dr. Hatlen stated to add Mary Sue Welch to the Council listing as a school representative. Board Member Zena Pearcy stated she would participate.

Announcements:

Mary Sue Welch reminded the group that this time last year Dr. Hatlen was not able to attend the November Board meeting due to open heart surgery.

Adjournment:

Mary Sue Welch made a motion to adjourn the meeting at 4:23pm.

____________________________ ___________________

Mary Sue Welch, Board President Date

___________________________ ___________________

Bruce Best, Board Secretary Date

___________________________ ___________________

Charlotte Duke, Recording Secretary Date

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