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MINUTES

Meeting of the Board of Trustees

Texas School for the Blind and Visually Impaired

September 13, 2002 @ 10:15am

Call to Order:

Board Vice-President Frankie Swift called the meeting to order at 10:15am in the Superintendent's Conference Room (Mary Sue Welch, Board President, was absent due to an illness in the family).  The following board members were present:  Toby Galindo, Jesus Bautista, Deborah Louder and Zena Pearcy.  Absent:  Mary Sue Welch, Bruce Best and Barbara Cherry.

Introduction of Attendees:

Cyral Miller, Carol Vaughan, Lauren Newton, Miles Fain, Malcolm Cleveland, Barney Schulz, Roy Wright, Debra Nesbitt, Judy Schauer, Ken Miller, Becky Overstreet, Patsy Cruser, Art Cruser, James Lambert, Matthew Caldwell,  Susan Houghtling, Charlotte Duke and Phil Hatlen.

There were no public comments for this meeting.

Presentation of Certificates of Appreciation to Retiring Teachers, Patsy and Art Cruser:

Phil Hatlen introduced Art and Patsy Cruser to the Board.  He stated the total years service each provided to the school and our appreciation for their contribution.  Frankie Swift read the certificates and awarded a signed, sealed, framed document to each.

 Presentation of Certificate of Appreciation to Food Services Manager, Becky Overstreet:

Phil Hatlen introduced Becky Overstreet.  He requested that James Lambert, her supervisor give recognition for her services.  James Lambert informed the Board that Becky Overstreet was the food service manager and was exceptional in her work and with the supervision of her staff.  Frankie Swift read the certificate and awarded a signed, sealed, framed document to her.

Consideration of Approval of Report on Outreach's Mentor Program (Cyral Miller)

Cyral Miller expressed her appreciation for the flowers sent to her, from the Board, during her recent illness and surgery.  She then introduced Ruth Ann Marsh to present the Mentor Program Report.  She informed the Board that within the last school year there were:  74 protégés assigned to mentors in districts, 6 assigned to statewide mentors and 48 assigned to ESC VI personnel, which total 128 assigned protégés throughout the State of Texas.  A written report was supplied to each Board member, and Ruth Ann Marsh continued to review it.  Currently, with the help of Region 13 personnel, the Mentor Program will begin an evaluation process to determine what is working and what needs to be revamped or refined with the Mentor Program. 

Consideration of Approval of Minutes of the July 26, 2002 Board Meeting:

Frankie Swift asked for any comments for the approval of the minutes.  Zena Pearcy made a motion that the minutes be approved.  Debra Louder seconded the motion.  The motion to pass was unanimous.

Report on Requested Legislative Appropriations Request Rider Revisions and Amendments:

Phil Hatlen reviewed the report presented to the Board and requested any questions prior to approval.  He reviewed a report on the Legislative Appropriations Request Process and advised the Board that Susan Houghtling, Barney Schulz and Ken Miller are doing the workload to prepare all documents needed.  He continued to explain exceptional items, superintendent's salary proposal and the outcome of personnel prep funding.  Susan Houghtling provided a copy of the LAR (Legislative Appropriations Request).  Dr. Hatlen informed the Board that the Governor requested State agencies to provide proposals on how they might handle a 3%-5% budget cut.  Dr. Hatlen stated that the school made the decision to cut quantity instead of quality.  Dr. Hatlen read a letter created for Brian Wilson, Budget Analyst for the Governor's Office. 

Zena Pearcy reviewed the Superintendent's salary survey that included information on salaries of Superintendents of Schools for the Blind across the United States.  Carol Vaughan interjected the significance of the request and support for the increase of salary.  She reviewed the salary request to establish Dr. Hatlen's salary at $100,736.00, and the method for establishing the salary.  The salary provision codes allow the Board to establish the salary at 20% above the highest-level administrator but no more than a level capped by the Legislature.  The Legislature has established the maximum currently for Dr. Hatlen's position at $84,000, which is much less than 20% of the highest salary.  He is the only TSBVI employee that has not received a pay raise in the last four years.  Carol Vaughan continued to review the justifications for the salary increase, salary rates from four other schools, total number of staff supervised, and other comparable equivalent to a competitive salary.  A salary survey was furnished to the Board.   Dr. Hatlen stated that Board signatures on the letter would support the salary increase requested.  Deborah Louder made a motion to accept the proposal to increase Dr. Hatlen's salary.  Jesus Bautista seconded the motion.  The motion to pass was unanimous.

Consideration of Approval of Investment Report:

Barney Schulz presented the Investment Report to the Board.  He explained the report is a report on the Legacy Fund investment for the fiscal year ending August 31st.  The short-term investment balance as of August 31, 2002, was $282,395.72, average yield was 1.72%.  He stated that the school is not earning much income from these investments at this time.  Interest income received for the year is $8, 256.79.  There were no questions.  Toby Galindo made a motion to accept, as presented.  Jesus Bautista seconded the motion.  The motion to pass was unanimous. 

Consideration of Approval of Nolan County Farm Contracts:

Barney Schulz explained the two Nolan County Farm Contracts and what they mean to the School.  TSBVI owns an 87-acre tract and a 160-acre tract, leased to two farmers in Nolan County.  The farmers lease this property and produce crops of cotton and some grain.  The School receives a percentage of profits from the farmers, based on their profits.  The School has an 8-year history of funds from the farms into our Legacy funds and we will receive approximately $4,000.00 in profits from one of the farms in 2002.  They are not heavy moneymakers, but are steady incomes dating back to the mid-1940's.  These farms have been passed down from father to son as farmers of the land.  Mr. Schulz asked the Board to approve the lease as stated.  There were several questions from Board members regarding the lease and mineral interests.  Jesus Bautista made a motion to accept the new farm contracts as presented.  Toby Galindo seconded the motion.  The motion to pass was unanimous. 

Preparation for Completion of 2001-02 Superintendent's Performance Appraisal:

Zena Pearcy reviewed the Superintendent Appraisal Subordinate Input Questions.  A request for an additional item at the end of the form to read, "Please give any additional comments regarding any aspect of the superintendents performance," was stated.  Debra Nesbitt added comments on the new appraisal process and timelines in preparation for the November meeting.  She stated that ten of Dr. Hatlen's direct reports would be asked to respond to the new questions for subordinates.  Jesus Bautista made a motion to accept this addition to the Superintendent's Performance Appraisal as presented.  Zena Pearcy seconded the motion.  The motion to pass was unanimous.

Preparation for Completion of 2001-02 Internal Auditor's Performance Appraisal:

Judy Schauer stated she would complete her portion of the appraisal and submit it to the Finance/Audit Committee chair using the new appraisal document and process that were approved at the July 2002 board meeting.

At 11:45am, the Board meeting recessed for a lunch break.

At 1:07pm, the Full Board meeting was reconvened.

Frankie Swift advised the Board that a quorum is present.  However, due to travel schedules of one Board member, the normal routine of the agenda would be changed to ensure a full quorum for motions and approvals. 

Consideration of Approval of New Contract Staff:

Phil Hatlen informed the Board that since the last Board meeting, two additional teachers were hired due to vacancies.  One teacher was a returning teacher and one teacher is an Arlington ISD special education teacher.  Request for approval was sought.  Jesus Bautista made a motion to accept the two additional teachers, as presented.  Debra Louder seconded the motion.  The motion to pass was unanimous.  Frankie Swift added comments of her suggestions.  In the future, she would like to know the new teachers' areas of certification and TSBVI teaching assignment. 

Consideration of Approval of Appointment of a Textbook Committee:

Phil Hatlen introduced Diane Nousanen to request the Board's approval of the Textbook Committee in 2002-03.  Diane Nousanen stated the committee would be reviewing Social Studies, Grades 1-12, and Economics.  Dr. Hatlen requested approval of the Textbook Adoption Committee and approval that Diane Nousanen be elected as Chairperson for the Committee.  Zena Pearcy made a motion to accept request the request as presented.  Toby Galindo seconded the motion.  The motion to pass was unanimous.

Report from the Superintendent:

Gifts and donations of over $500

Dr. Hatlen reviewed the amounts and contributors of gifts received.  A motorcycle club, "Hardcore Riders" ran a benefit for us and donated $1,2000.00 to TSBVI, and did not designate how the funds are to be used.  Dr. Hatlen requested to set up a new account titled "Visitors Services", for such funds to be used in our visitors' quarters.  He explained furnishing, refurbishing such housing (ie: pictures on wall, furniture, blankets, kitchen items, etc.), would be very useful.  Jesus Bautista made a motion to approve the request as presented.  Toby Galindo seconded the motion.  The motion to pass was unanimous.

Dr. Hatlen continued to review all donations received from the beginning of this fiscal year.  All donations listed were in the memory of infant Jordan Bowen and totaled $229.00.   This was an infant who was born blind and died.  The parents decided they wanted the contributions to be sent to our school.  Malcolm Cleveland stated that another check for $25.00 was received.  Dr. Hatlen continued by stating that he would like permission to use these funds specifically to do something memorializing Jordan Bowen.  It was suggested to have a portion of the playground dedicated in his memory.  Debra Louder made a motion to approve Dr. Hatlen's request and allow him the ability to request additional funding, at his discretion, should the need arise.  Toby Galindo seconded the motion.  The motion to pass was unanimous.

Report by the Internal Auditor: 

Request for approval of FY2003 Internal Audit Plan:

Ms. Schauer presented an overview of the proposed internal audit plan for FY2003.   Discussion then turned to topics that were considered by not included in the proposed audit plan.  Extensive discussion followed on whether the audit plan should include a review of administrative procedures.  Carol Vaughan explained the differences between policy, procedure and administrative regulation.  She and Dr. Hatlen explained the current actions already underway to review and update TSBVI Policies during FY2003.  Dr. Hatlen stated that procedures were in poor shape and indicated that he would like the opportunity to meet with Carol Vaughan and the Management Team regarding reasonable timelines for both policies and procedures and recommended postponing consideration of an audit until FY2004. 

Toby Galindo made a motion to approve the FY2003 Internal Audit Plan as presented.  Jesus Bautista seconded the motion.  The motion to pass was unanimous.

Request for acceptance of audit report for Procedures for Investigating Allegations of Abuse and Neglect:

Judy Schauer stated that this audit is required by the Texas Family code and reviewed the process for the Board.  Board policy requires this audit every three years.  She reported that the established policy and procedure are not always followed and management had not implemented recommendations from the previous audit regarding record keeping.  As a result of the policies and procedures not being followed properly, some investigation records were left incomplete and the outcome of investigations was not always accurately documented.  Detailed results are included in the report. 

Debra Louder expressed her concern over the audit results.  Dr. Hatlen assured her that we do a very thorough job in terms of investigation but that the process breaks down with regards to record keeping.  He asked Ken Miller to comment.  Ken Miller assured the Board he welcomes the audit and knew some of the records and documentation has not been completed timely.  

Debra Louder stated that any allegation that occurred during the period reviewed needed to have some type of closure.  Debra Louder indicated that she wanted completion of management action items 1, 5, 6, & 8 by the November Board meeting. 

Discussion regarding how and when board members should be notified of investigations was initiated.  Frankie Swift requested that this item be included on the agenda for the next Board meeting.  Jesus Bautista made a motion to accept the audit report of Procedures for Investigating Allegations of Abuse and Neglect.  Toby Galindo seconded the motion.  The motion to pass was unanimous.

Consideration of Approval of TSBVI Organizational Chart:

Dr. Hatlen presented the TSBVI Organizational Chart for the Board's review.  Debra Louder had several questions concerning the chart.  She asked who was responsible to whom, according to the chart.  Debra Louder requested clarification on the chart.  She cited the example of Debra Sewell being called "Director" and another place she is called "Coordinator".  She added that she cannot see the chain of who is responsible for whom, like the social workers and facility coordinator.  She would like to see consistency to this format.  She wanted to know who they are and what they are responsible for.  Dr. Hatlen suggested the title "Director" be removed after Debra Sewell's, Gloria Bennett's, Brenda Benner-New's names and a typo be corrected under Cyral Miller's name.  Jesus Bautista made a motion to accept the organizational chart with exceptions for changes to be consistent.  Debra Louder seconded the motion.  The motion to pass was unanimous. 

Consideration of a Board Retreat:

Dr. Hatlen explained to the new Board members, the reasons for past Board retreats.  The retreat is an annual meeting to guide, train and encourage team building.  Some meetings have been held out of the city over several days.  Board members have visited Wimberley, Kerrville, Lago Vista, NorthPark Suites Hotel and many others.   He suggested the retreat be held in November.  Jesus Bautista suggested to meet in January, Frankie Swift suggested to meet in July and Zena Pearcy suggested to meet on March 21, 2003.  Other members advised their suggestions.  No dates were agreed on for the retreat and therefore Dr. Hatlen tabled the Agenda item.

Reports from Instructional Program Directors Including a Report on the 2002 Summer Programs (Lauren Newton, Miles Fain and Cyral Miller):

A meeting will be held in October to develop a proposed summer schedule for 2003.  TSBVI received a special grant to hold a sports camp during summer 2003, so that new program will be included. Lauren Newton also reviewed the school year Short-Term Programs for the 2002-2003 school year.  One new class being offered was proposed by Frankie Swift, and is called A Capitol Experience. It will include introducing students to the legislative process during the time the Legislative Session is open in Austin.  Ken Miller and Cyral Miller will teach the class.

The Board lost the Quorum at 3:10pm due to the departure of Jesus Bautista.  He had flight requirements that deemed he leave for the Airport to return to El Paso.

Miles Fain presented the Board with the following information:  The School is currently serving 12 limited english proficient students:  1 student primary language is Hindy and Spanish is the primary language of the other 11students.  We have accepted 34 new students this school year.  More changes have been coming regarding the statewide assessment program and we are involving training staff to the essential skills required.  The parent weekend is scheduled on February 1st, 2003.  We are improving contacts and referrals of students, parents and staff.  September 11th was commemorated at the flagpole by a speech from Dr. Hatlen regarding overcoming evil with good, followed by songs that were reflective and meaningful to all.  Frankie Swift requested an update on the DEC monitoring.  Mr. Fain stated he would be glad to furnish that information.

Cyral Miller reported to the Board that this week a presenter from Denmark, Dr. Lillie Nielsen, provided a workshop on Active Learning as part of our new teacher training.  There were 265 in attendance and we had a waiting list. Every weekend in October will involve ongoing training.  The first weekend will be the TSBVI Technology Institute; the second weekend we will be supporting the family weekend of the Deaf Blind Multihandicapped Association of Texas held outside of Waco; third weekend will be the VI outreach team presenting a weekend on touch for parents and their young children who are tactile learners (4-8 yr olds); the fourth weekend we will be presenting at a Panhandle cluster work shop for parents and professionals.  Every three weeks, we are doing a telecast about adaptive technology.  We are participating in family workshops in the Valley and El Paso.  Because this is our last year for the deafblind grant we will be writing a new grant in January 2003 to hopefully begin in October 2003.  We participate in the VI network with Region 11 and will continue our involvement in personnel prep. 

Report from the Superintendent:

Superintendent's Travel:

Dr. Hatlen reported travel to Holland and the Netherlands in July-August, 2002 to attend the International Conference on Education of Visually Impaired.  There were 700 people attending representing 100 countries. 

Campus Visitors

Personnel Prep meeting with Texas Tech Univ. & Stephen F. Austin Univ. - August 30.

Deafblind Project Quarterly Meeting on September 5 including Roseanne Davidson, Marty Murrell and 2 people from ESC Region 3.

Five Australian students and two adults on campus September 15-21

Campus Activities

September 25th - Staff Appreciation Luncheon

Track meet in Kansas in September

October 4 - White Cane Day activities

October 18 - Fiesta Celebration

November 6 - tentative date for Junior/Senior dinner

November 13 - Academic Bowl contest

November 16 - Wrestling tournament

Enrollment Update

Ken Miller reported there were 25 children in elementary, 36 in middle school and  89 in high school that totals 150. 

Use of Facilities by Outside Groups

Nothing new to report

Monthly Reports of Web Hits for August 2002

Document Views totaled 269,963, visits to TSBVI's web site totaled 66,463, which averaged per day 2,143 in the month of August 2002.  There were over a million visits to the web site in fiscal year 2002.

Annual Report on Book Sales:

Barney Schulz presented the Finance and Audit Report.  It reveals book sales revenue of approximately $141,000 representing over 5,000 pieces of printed material sold.  The top four publications are the new ones and our calendars.  He reviewed graphs of sales and sales by location chart.  Frankie Swift asked if the sales are up or down from last year.  He replied the graphic sale will show the increase but he was not sure of the percentage of increase.  A sale by customer chart is also presented and our best customer is the school district of Hillsborough County in Florida, with second best being Region III.  Frankie Swift made a suggestion to increase prices and hire additional staff to assist in the production.  Barney Schulz stated that the prices have increased.

Discussion of Future Board Meeting Topics:

The floor was open for discussion.  No suggestions were offered.  Dr. Hatlen offered several items and stated he would develop a report for review.  Zena Pearcy suggested a report of use of volunteers on campus.  She also stated that Barney Schulz was supposed to produce a history report for use of the Legacy Fund account, which needs to be part of the next Board agenda.  Frankie Swift stated that a topic for discussion could be the number of students in the redistricting process. 

Announcements:

Dr. Hatlen asked all attending to keep Don Welch in their thoughts and prayers for his health.  Also for Mike Smith, a teacher at the School, due to an illness.

 Adjournment:

Deborah Louder made a motion to adjourn the meeting at 3:50pm.  Since Jesus Bautista left at 3:10pm, and therefore no quorum was present, no motion was needed.

Mary Sue Welch, Board President                         Date

Bruce Best, Board Secretary                                              Date

Charlotte Duke, Recording Secretary                                Date

Board Directives:

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