Board of Trustees - Minutes
September 26, 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 September 26, 2008.
Call to Order: Deborah Louder, Board President, called the meeting to order at 10:10 a.m. In addition to Ms. Louder, the following Board members were in attendance: Jesus Bautista, Dr. Gene Brooks, Michelle Goodwin, and Jamie Wheeler. Board Members Caroline Daley, Donna Clopton, and Frankie Swift were unable to attend this meeting
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; Dr. Lauren Newton, Principal of Special Programs; Charlotte Miller, Human Resources Director, Cyral Miller, Director of Outreach; Miles Fain, Principal of Comprehensive Programs; Barney Schulz, Director of Business, Operations and Technology; Ken Miller, Director of School and Student Services; John Daude, Operations and Construction; Susan Houghtling, Director of Planning and Evaluation; Kim Nagy, Assistant to the Superintendent; Mike Wolszon, Information Resources; Jaye Stepp, Internal Auditor; many staff and students.
Public Comments/Open Forum: Josue Sela Cavazos asked to appeal his recommendation for dismissal. Debbie Louder requested that Mr. Cavazos’ appeal be put on the agenda for November.
Award of Certificates of Appreciation: Miles Fain lead the recognition of TSBVI Outstanding Students who made achievements on the TAKS and TAKS-Alt tests. Students recognized were John Hart, Rochelle Gordinier, Lizzie Williams, Dylan Turner, Ian Hernandez, Jory Freeman, and Lanie Molinar. Barney Schulz then introduced Becky Overstreet, retired Food Service Director, who was recognized by the Board for her 22 years of service. Mike Wolszon introduced Julie Daniels who was recognized by the Board for her 7 years of service. All students and staff recognized received a commemorative plaque from the Board.
Consideration of Approval of Minutes of the August 1, 2008 Board Meeting: Michelle Goodwin moved that the minutes of the August Board meeting be accepted as presented. Jamie Wheeler seconded the motion, and the minutes were unanimously approved.
Report from the Finance and Audit Committee:
Consideration of Approval of Investment Report: The Finance and Audit Committee moved to approve the investment report. No second was needed, since the motion came from committee. The Board voted unanimously to approve.
Approval of Receipt of Gifts and Donations of Over $500: No donations or gifts received exceeded $500; therefore, no action was needed.
Approval of Request for Expenditure of Gifts and Donations: There was no request for expenditure; therefore, no action was needed.
Report on Book Sales: Michelle Goodwin reviewed the report of book sales for the past fiscal year. For total publications, TSBVI grossed $358,475 from the sale of 8,503 units.
Review of Budget Reports: The committee expressed concern over utility budgeting, recognizing that these costs will continue to increase every year. They feel that the school has budgeted accordingly, with gasoline services being covered by transferring funds from other areas. Barney Schulz noted that in the appropriations request to the legislature, the school has asked for a 25% increase per year for fuel costs, and a 12% increase per year for food expenditures.
Report from Wells Fargo on the Bert E. Broday Trust Fund: David Tawil, Investment Manager from Wells Fargo, presented a report on the asset performance summary of the Bert Broday Jr. Trust Fund. He stated that the fund’s diversified portfolio was well positioned to weather the current financial crisis; however, he stated that within the alternative portfolio, he is closely monitoring the hedge fund. Gene Brooks questioned if it was plausible that the stock markets could completely crash. Mr. Tawil replied that if total collapse were possible, the federal government would not have bailed out American International Group, Inc. (AIG).
Report from the Program Committee:
Reports from Instructional Program Directors:
Comprehensive Programs Principal Miles Fain:
English as a Second Language Annual Evaluation Report: During the 2007-2008 school year, TSBVI serviced 17 ELL students and employed 8 ESL teachers. 3 students were exited based on the new TEA directives. Scores from the holistic rating system of TELPAS are trending up and staff have maintained their TEA-required training.
Report on TAKS results and methods for improving the TAKS program: Reading, Social Studies, and Science scores are trending upward, but math scores remain about the same. Miles Fain stated that TSBVI would continue to individualize education to improve scores in this traditionally difficult subject.
TSBVI Performance Indicator Results: Jamie Wheeler reported that the performance indicator results show that TSBVI students are actually doing well in math, and show better performance in general.
Consideration of approval of School Health Advisory Council: The Program Committee moved to approve the recommendations for the council. Because it came from committee, no second was needed. The Board voted to unanimously approve.
Short-term Programs Principal Lauren Newton:
Report on Summer School Enrollment: 315 students were enrolled in summer 2008, up from 308 last year. The one-week Functional Summer Enrichment program was a pilot (during past summers it was only offered for two weeks). The secondary academic program had to be reduced because of lack of dorm space.
Home school versus public school attendance: Jamie Wheeler reported that it is legally permissible for home schooled or private schooled students to participate in Short-term Programs and Summer Programs.
Report from the Outreach Director: Jamie Wheeler reported on Cyral Miller’s report to the Program Committee on new Outreach Program initiatives. Math will continue to be an issue for blind and visually impaired students across the state. Cyral Miller noted that many problems for Braille readers stem from a lack of Nemeth Code instruction at the appropriate age.
Report on Implementing Videotaped Training of Abuse and Neglect Reporting Procedures and Compliance with Annual Training Requirements: Bill Daugherty reported that a meeting is scheduled to begin filming this training video. 100% have received initial training, and 93% have received the update training. The remaining 7% are scheduled and will receive their update training soon.
Report from the Personnel Committee: The Personnel Committee did not meet.
Consideration of Approval of Board Policies: Ms. Louder reported that the Board reviewed the following policy:
- DEC Compensation and Benefits: Leaves and Absences
The maximum number of vacation hours that can be carried over by TSBVI classified employees from one fiscal year to the next is amended to reflect provisions in Texas Government Code 661.152(d). Jamie Wheeler recommended the approval of the proposed amendment, and Michelle Goodwin seconded the motion. The Board voted unanimously to approve.
Consideration of amending Internal Auditor’s flex time and consideration of Internal Auditor’s job analysis for possible promotion or reclassification: Charlotte Miller recommended promoting Internal Auditor Jaye Steppe to a Step Level 4, which more accurately reflects her experience. Ms. Miller also recommended allowing Ms. Steppe more flexibility with her flex time hours. Jesus Bautista made a motion to approve the amendment and promotion. Jamie Wheeler seconded the motion. The Board voted unanimously to approve.
Consideration of Training Dates Regarding the Superintendent’s Appraisal Process and Goal Development: Charlotte Miller reported that Rita Gibbs from TASB has health issues and will not be able to provide assistance in developing performance goals or the appraisal training. She has arranged for Dr. Bill Rutherford to provide assistance to Ms. Miller and Mr. Daugherty on performance goals, and to provide training to the board on November 20, 2008 from 4:00pm to 7:00pm.
Consideration of Approval of Request to Exceed FTE Cap: Bill Daugherty requested that the school be allowed to exceed the FTE limitations imposed by the General Appropriations Act by 5%, increasing our allowed FTE to 361 from 343.8. This increase will allow the school to provide appropriate staffing for the direct supervision of our student. Michelle Goodwin moved to approve the request. Gene Brooks seconded the motion. The Board voted unanimously to approve.
Consideration of Approval of TSBVI Organizational Chart:
Bill Daugherty submitted the organizational chart, noting that Health Services are now under Executive Administration. Jamie Wheeler moved to approve the TSBVI Organizational Chart. Jesus Bautista seconded the motion. The Board voted unanimously to approve. Debbie Louder requested the number of full-time employees that each department supervises be added to the organizational chart.
Report from Internal Auditor:
Consideration of approval of amending the Fiscal Year 2008 Internal Audit Plan: Jaye Steppe reported that the construction audit was not completed, as it requires additional information from the Texas Facilities Commission which will not be available until sometime in early FY 2009. Ms. Steppe predicted the audit would be ready by next board meeting. It was determined that the timekeeping audit would best be conducted after the new timekeeping system has been installed and tested, sometime in FY 2009. Michelle Goodwin moved to approve the amendment of moving both audits forward to the FY 2009 plan. Jamie Wheeler seconded the motion. The Board voted to unanimously approve.
Fiscal Year 2009 risk assessment and consideration of approval of 2009 Internal Audit Plan: Jaye Steppe reported on the risk assessment, which is different this year than ones in past years. The new matrix ranks activities’ risk by both impact and probability. The Board was very appreciative of the new layout for this report. Ms. Steppe reported that because of the audits carried forward from FY 2008 to FY 2009, there is only room for one additional audit in the FY 2009 plan, which is the sanitation procedures audit. Michelle Goodwin moved to approve the 2009 Internal Audit Plan. Jamie Wheeler seconded the motion. The Board voted unanimously to approve.
Consideration of Approval of Annual Internal Audit Report: Ms. Steppe presented the report to the Board for approval. She recommended changing the previous organizational chart to the current simplified version for future reports. Gene Brooks questioned if we are being audited for ADA compliance. Carol Vaughan stated that we do not have a formal audit for ADA compliance, but that our policies are reviewed and should be up to date. She said she would verify that and report on any issues at the next board meeting. Jamie Wheeler made a motion to approve the Internal Audit Report. Gene Brooks seconded the motion. The Board voted unanimously to approve.
Discussion of requirement for quality assurance review in fiscal year 2009: Ms. Steppe stated that the Texas Internal Audit Act requires a QAR every 3 years. She is working to set up a reciprocal peer-review with another small agency to prevent any cost impact to the school other than her hours. Otherwise, Richard Tarr could complete the QAR at a cost of $2,500.
Status report of prior year internal audit recommendations: Ms. Steppe stated that she should have a full report for FY 2005 through FY 2008 at the next board meeting.
Ms. Louder called for a lunch break at 12:10 pm. The meeting resumed at 1:10 pm.
Award of Certificate of Appreciation: Debbie Louder presented Rosemary Lawson with a plaque honoring her achievements on the TAKS test.
Report from the Superintendent:
Update on Campus Construction: Mr. Daugherty reported that a new architect, Graeber, Simmons, and Cowan, has been hired for upcoming projects. The Texas Facilities Commission will soon meet and approve a contract for a general contractor. Construction of new parking lots will begin soon, and we have arranged with two local churches to allow our overflow to park in their lots. A Construction Status page has been added to our Intranet for alerts on the progress of campus construction. We will also implement a series of kiosks on campus to alert staff to new information regarding construction.
Legislative Update: The first budget hearing on TSBVI’s Legislative Appropriations Request was held on September 10, 2008. Thus far, the analysts from both the LBB and the Governor’s Office of Budget, Planning, and Policy are working well with us.
Superintendent's Travel: Mr. Daugherty will attend the Council of the Schools for the Blind (COSB) and American Printing House for the Blind for partnered meetings in Louisville, KY. APH has asked him to stay two more days to serve on a federal review panel.
Campus visitors and activities: TSBVI recently enjoyed visits from staffers from the Speaker’s Office and Senator Ogden’s office.
Enrollment update: As of September 26, enrollment in elementary is 31, middle school/secondary is 98, and post-secondary is 4 for a total of 133 students.
Progress report on procedures required in policy: Policies COD that was passed in the March board meeting is out for review and outlines for the two procedures are in the process of development.
Review of Consultants’ Contracts Approved at the Administrative Level – Contracts Greater than $600 and Equal To or Less than $10,000: There were 3 contracts in this range signed since the last Board meeting: Ross Mitchel dba Implementations, Inc. to conduct a study of Comprehensive Programs Administrative Structure; Texas Chargers, Inc. for family travel and other expenses related to the 3rd Annual Texas Chargers Weekend Camp; and Deaf-Blind Multi-handicapped Association of Texas for family travel and training expenses related to the 36th Annual DBMAT Family Conference.
Report on Use of Facilities: Mr. Daugherty reported that TSBVI will now be charging for public use of facilities and those monies will be earmarked for additional funding to school fine arts. In addition, we are drastically curtailing use of facilities in light of our current construction projects, which limit campus-parking capabilities.
Efforts to Seek External Funding: We are looking for funding through the Hogg Foundation and the Historical Society to possibly convert the carriage house into the new school museum.
Discussion of Action Plans from the 2007-2008 Annual Improvement Plan: Mr. Daugherty said that we would be purchasing a new timekeeping system, which will dramatically improve the current accountability system. It is projected to be running by the end of this year. Currently, we are conducting an organizational study of Comprehensive Programs, which will be followed by a similar study of the Business, Operations and Technology departments. A fact sheet for visitors has been developed and is in its final review. Once the comprehensive fact sheet is finished, we will develop specific fact sheets for varied audiences. We are also developing a brochure and will present a draft of that at the November Board Meeting. Regarding visits to ESCs, Mr. Daugherty would like to do these visits himself in order to get reacquainted with the Texas system. He predicts accomplishing 5-6 this school year. Debbie Louder expressed gratitude for the thoroughness of this report.
Discussion of Future Board Meeting Topics: Debbie Louder requested that Josue Sela Cavazos’s appeal be placed on the agenda. Gene Brooks requested that the telephone accessibility follow-up be placed on the Finance and Audit Committee agenda. Ms. Louder requested that Mr. Daugherty confer with her three weeks prior to the November Board Meeting to decide if Mr. Tawil needs to report at that meeting. Ms. Louder requested that data on students taking the SAT and ACT and information about SBOE classes in fine arts be placed on the Program Committee agenda. On the board agenda, place updates on outstanding audits from 05-08 and a presentation of a draft of the brochure. From Jesus Bautista’s suggestion, Ms. Louder requested that Carol Vaughan provide training on statutes in March, instead of an update on budget items. Gene Brooks requested an update on whether staffers who are visually impaired are having problems with technology accessibility. Mr. Daugherty stated that he would send an update on these issues and that we will address them at the next board meeting.
Announcements: There were no announcements.
Adjournment: The meeting was recessed at 1:50 p.m.
Meeting of the Board of Trustees
Texas School for the Blind and Visually Impaired
September 25, 2008
The 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 September 25, 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: Jesus Bautista, Dr. Gene Brooks, Michelle Goodwin, Frankie Swift and Jamie Wheeler. Board Members Caroline Daley and Donna Clopton were unable to attend this meeting.
Introduction of Audience: Also in attendance at the meeting was William Daugherty, Superintendent of TSBVI, and Barney Schulz.
Training Session on Advocacy: Carol Vaughan, School Attorney, conducted training on Advocacy.
Adjournment: The meeting was adjourned at 6:25 p.m.
