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Meeting of the Board of Trustees
Texas School for the Blind and Visually Impaired
Call to Order: Mary Sue Welch, President, called the meeting to order at 10:05am. In addition to Mary Sue Welch, the following board members were present: Frankie Swift, Toby Galindo, Jesus Bautista, Gene Brooks, Donna Clopton, Debbie Louder, and Jamie Wheeler.
Introduction of Audience: Others in attendance at the meeting included Phil Hatlen, Susan Houghtling, Barney Schulz, Carol Vaughan, Debra Sewell, Debra Nesbitt, Lauren Newton, Miles Fain, Sara Merritt, Cyral Miller, James Lambert, Malcolm Cleveland, Ken Miller, and Judy Schauer.
There were no public comments.
This agenda item was postponed until the November Board meeting.
Mary Sue Welch informed the Board that the previous meeting minute dictation was very difficult due to the recording equipment not working properly. There were many blank spaces on the tape that might be caused by the use of cell phones.
Gene Brooks made a comment on the retirement of Mike Marshall, who was recognized at the last meeting. Donna Clopton moved that the minutes of the July 11, 2003 board meeting be approved. Jesus Bautista seconded the motion. The motion to pass was unanimous.
Jesus Bautista recommended that 4 policies be approved: DEB, DEC, DED and DEF. No second approval is required and all were in favor of approval for the Personnel policies. It was noted that all policies (with one exception) were legislative changes.
Donna Clopton reviewed the Superintendent appraisal instrument with all board members. She explained the subordinate appraisal and the board member appraisal process. Debra Nesbitt will present the completed subordinate appraisals to the Board for review. Donna Clopton requested that the subordinate component of the superintendent appraisal be completed on an annual basis. Jesus Bautista made a motion for this year to use the subordinate component of the superintendent appraisal as presented. Jamie Wheeler seconded the motion. The motion to pass was unanimous.
Jesus Bautista made the recommendation to approve the new contract staff Kodie Nagy and Hank Wade. VI Certification of both teachers was questioned. Frankie Swift reminded the Board members that, in past meetings, it was agreed that the Board would be informed regarding certification and degrees of new contract staff. Miles Fain informed the Board that Hank Wade is a long time employee of the school working as a Residential instructor, teacher aide, and recreation assistant and recently completed his training at UT, and will be placed in elementary special education in a Basic Skills class. He continued that Kodie Nagy is a long time teacher aide and currently a TA III with considerable responsibilities. She was the only applicant who was chosen through the Region 13 Alternative Special Ed Certification Program. He stated that she is continuing various courses this year, and has a temporary certificate to teach in special ed. She has a bachelor degree in Drama at UT. Jesus Bautista made the recommendation to approve the new contract staff of Kodie Nagy and Hank Wade. All were in favor. Miles Fain stated the teachers have four years to accomplish the task of receiving their VI certification, according to TSBVI policy.
Frankie Swift stated that the committee reviewed the donations report and only one item needs approval due to the amount. That item is $1,000.00 cash for the Annie Gerke Technology Award. Dr. Hatlen continued by stating that this is an annual contribution received for approximately four years from the Texas Federation of the Blind, Dallas Chapter. Jamie Wheeler made a motion to accept the $1,000.00 donation from the Texas Federation of the Blind, Dallas Chapter. Gene Brooks seconded the motion. The motion to pass was unanimous.
Frankie Swift reviewed the Investment Report and Finance & Audit Report and recommended the report be accepted and approved as presented. The motion to pass was unanimous. Frankie Swift continued to state the expenditure and revenue reports are being moved to the November Board meeting. James Lambert presented a report update regarding the facilities project. He stated that there are four projects that are not completed. The roof project has incomplete small items the contractor has not completed but should be finished by the end of the month. The next project is the heating and air conditioning renovations of the silverain building that has been delayed due to mold. Mold is now found around the doors and under the wallpaper. The boiler in the main building that provides heat is under repair. He continued to state that we are building a 40 ft. X 90 ft. warehouse. The last project is the dormitory project. He invited all to attend the ground breaking. The cost is $4,000,000, which is being paid for by bond monies. It will have a metal roof, Austin stone construction and big slab to be sturdy and secure. The duplex will have 4-6 students in each side and is scheduled for completion on August 15, 2004. Debra Louder commented on the lighting project and requested that the Student Council be informed of the status. Miles Fain stated the Student Council contributed $1,000.00, several years ago, to the auditorium for the curtain. Frankie Swift continued by stating that, at the November meeting, a review of the farm contracts was requested due to the lack of funds being received from them. One farmer suggested a regular lease in lieu of a profit sharing contract. This will be presented at the November board meeting. Barney Schulz requested the Board’s permission to review an alternate type of contract. He stated that it would take a couple of months to review the options to be presented at the November meeting.
The Board recessed at 10:57am.
The meeting was reconvened at 11:09am.
Miles Fain stated the Legislature revised Chapter 37 of the discipline code of conduct. TASB informed schools of these changes. A summary and copy of the code of conduct was furnished to the Board previous to the board meeting. Approval was requested for the revised code of conduct. Jesus Bautista voiced concerns regarding ARD’s and having parents present. Miles Fain stated that parents must be invited and the school does everything possible to make provisions to allow the parents to attend. Frankie Swift made a motion to approve the revised Student Code of Conduct as presented. Toby Galindo seconded the motion. The motion to pass was unanimous.
Ken Miller stated that each year the School Improvement Plan consists of goals, objectives and action plans that have been developed and worked on by the Board, Superintendent, representatives from campus staff who served on the IPC, Outreach staff, parents who serve on the committee, and community members. A document was furnished to the Board for their review. He stated there are six employees requesting to visit all 20 service centers in the next few months to distribute material and talk with VI teachers. He reviewed all the goals that were listed. Jesus Bautista had questions concerning safety issues that were discussed last year to see if anything had been done yet. Ken Miller referred him to Guy Groomer, Safety Officer. Susan Houghtling advised that there is an action plan in process of being created to address these concerns. Debra Louder stated that crisis intervention is a requirement for all campus improvement plans in the state of Texas and it is not addressed in this plan anywhere. Debra Louder askedwhatthe intervention strategy is, should a child die on campus. This is a requirement in the long-range plan. She asked what would happen if you were a non-custodial parent? She stated that she could drive anywhere on campus and no one asks her why she’s here. Ken Miller stated that he would research this and see what part of crisis intervention should be added. Jamie Wheeler inquired if there was a plan for a national disaster (ie: 9-11 disaster) in place for the protection of the children? Miles Fain stated that currently there is no plan that addresses that, but we are drafting a new procedure and training plan with the safety committee and management team. An updated emergency procedure is forthcoming. Dr. Hatlen agrees with Debra Louder that we need a process for management of every crisis that happens on campus. Jesus Bautista suggested having a planning group to discuss this in more detail.
Ken Miller continued to advise the Board that the IPC (Instructional Planning Council) meetings are adding a day for parents to be involved and to focus on issues and another meeting for business and community involvement. It was suggested by Jamie Wheeler to post signs for public awareness to inform them that bond monies are funding building projects. Debra Louder requested that the School Improvement Plan be consistent when naming involved personnel (ie: all first names and last names). She also inquired about the status of work in progress. Ken Miller stated that a progress report is furnished to Dr. Hatlen at Monday Management meetings. Debra Louder stated that the reports should be reported back to the board too. Dr. Hatlen stated that he reviews action plans in his evaluation once a year. Ms. Louder stated she has concerns about addressing specific students’ progress. Phil Hatlen stated that he felt there might be a misunderstanding about the action plans, and how they are used on campus. There are two areas of focus that have been selected by the IPC as high priority. Those areas are: vocational education, (which has an action plan to improve), and best practices. Debra Louder asked why there is nowhere that states how to measure a student’s progress. She continued to state that everything in the School Improvement Plan should be focused around student rights, achievements and what students expect. Frankie Swift agreed with her comments and continued to state that it is not reflective in the surveys of customers. She stated an example regarding VI certification requested by the Board several years ago that they have never been made aware of whether or not these staff members have been licensed or if anyone ever finished the certification. For students to do well, they must have certified teachers. Jesus Bautista stated that he holds the superintendent responsible for this. Debra Louder stated to him that as a Board member, it is your responsibility to make sure this happens.
Mary Sue Welch recessed the meeting at 12:35am for lunch and the Board convened in such closed session in accordance with Texas Government Code, Sec. 551-074 Personnel Matters et.seq..
The meeting was reconvened at 1:56pm.
Ken Miller was not present to continue. Phil Hatlen stated that we are not on a time line for it and he suggested to table it, put a committee together including a couple of board members and work on it more. Mary Sue Welch requested volunteers.
Gloria Bennett introduced Evie Patton of Solectron, Dennis Kinsler, North Side General Manager and David Ataviano, General Manager Mobile Services. Ms. Patton stated that she brought a staff of forty volunteers who are currently working hard in different areas of the school. Solectron repairs high technology items and produces circuit boards. The Board acknowledged and expressed their appreciation to all the volunteers.
Ken Miller continued the discussion of the School Improvement Plan. Donna Clopton stated that there was a motion on the table to table this discussion until there is a subcommittee selected to make the changes as the Board has proposed. Debra Louder suggested that he select someone from Region 13 that has worked on such plans, then return in November and go over it. Donna Clopton made a motion to table the School Improvement Plan for 2003-04 until the November Board meeting. Jesus Bautista seconded the motion. The motion to pass was unanimous.
Ken Miller inquired about the proposed committee. Donna Clopton suggested that a Board member be included in the IPC Meetings. Phil Hatlen suggested one or two Board members should be involved. All members agreed.
Miles Fain explained the work of the IPC and suggested that members include a Board member and a parent. Mary Sue Welch asked if anyone would volunteer for this appointment. The meetings are the first Monday in each month from 3:00pm to 4:15pm. Debra Louder stated that she would do it and suggested to do the meetings through interactive television. Gene Brooks stated that he would serve as a member. Mary Sue Welch nominated and assigned Gene Brooks, Debra Louder and Frankie Swift to be members of the IPC. Frankie Swift stated that she would be interested in attending. Ken Miller questioned the previous Board item, and asked is it presumed that these three board members would also serve us to redevelop the SIP? She said yes.
Phil Hatlen informed the Board there was only one book being adopted this year and it is a biology textbook. He stated that Diane Nousannan, who is the chairperson for a number of years, continue in that capacity again this year. Maylene Bird, a teacher of mathematics, Cindy Kubach, teacher of middle school, Glenda Torrence, teacher of middle school, and Debra Sewell, Curriculum Coordinator, will comprise the Textbook Adoption Committee. Frankie Swift made a motion to approve the appointment of the Textbook Committee as presented. Donna Clopton seconded the motion. The motion to pass was unanimous.
Lauren Newton reported on the results of the Summer 2003 programs, including the names of each program, targeted enrollment, number of students who applied to each program, number accepted, on waiting list, denied and actually attending. Donna Clopton made the suggestion that she would like to see a model come to different areas of the State, on how to start work programs in her area and other regions statewide. Lauren Newton explained in detail, many of the classes offered for students. There were 33% students accepted that did not come to the summer classes. Debra Louder suggested that the upcoming summer calendar be posted early enough for awareness of the School’s summer programs. Lauren Newton furnished the Board with specific definition lists to review. This list included each program, targeted enrollment, applied enrollment, accepted enrollment, waiting list, denied and attended students. Donna Clopton made the suggestion that she would like to see a model come to different areas of the State, on how to start work programs in her area and other regions statewide. Lauren Newton explained in detail, many of the classes offered for students. There were 33% students accepted that did not come to the summer classes. Debra Louder suggested that the schedules be mailed early enough for awareness of the School’s summer programs.
Miles Fain stated that the school programs are up and running and being innovative with less staff due to budget difficulties. There are real difficulties in some areas, in classes and residential groupings, but we are committed to make the best of this situation and try to maintain the best quality program for students. We remain the same student population, but staff has been reduced with larger class sizes. He continued to advise the Board that O&M has been challenged to assist the students’ development. Miles Fain stated that out of 143 students, 126 students are currently in O&M. There are seven O&M instructors. Miles Fain stated there is a new Exit Program for 18-22 year old students with six teachers. Miles Fain informed the Board that the school had received an informal commendation from Region 13 and an award of $3,000.00 for materials. We involve the Student Council on “what should our school rules be”. The four winners of the PSB (Principles of the School for the Blind) are preparing to travel to Louisville, Ky., and APH award winner students will go on October 15. The White Cane Day will be October 15, 2003 and will include a march at the Capital and festivities. Miles Fain informed the Board that student Emillio Hernandez has returned from the Oregon trip and is prepared to give the Board a full recount of his travel. Mary Sue Welch suggested that he be included at the Board meeting luncheon in November. Miles Fain informed the Board that the Texas Space Consortium at the University of Texas has met with him and with Lauren Newton to provide student training in space education to students in both Comprehensive and Special Programs during the current school year. They offered to send interested teachers to the McDonald Observatory for training and experience. Lauren Newton, along with 8-10 teachers is scheduled to attend.
Miles Fain and Sara Merritt continued to discuss the annual report on Limited English Proficiency (LEP) students. She stated that this report is sent to TEA each year to evaluate our program for students that are Limited English Proficient (LEP). We are not required to provide any bilingual instructions so we offer English as a Second Language Program. We have eight ESL teachers.
Cyral Miller furnished the board with a handout indicating the Outreach Program onsite, presentations and workshops for 2002-2003. It included local presentations (total 93), regional presentations (total 74), visual impaired onsites (total 65) and deaf blind onsites (total 74). She stated there were only two regional presentations in Region 16, which warrants her visit for a review. TCB has been a very important part of parent travel funding this year. We just received a new piece of video conferencing equipment thanks to the grant we share with SFA. Travel is very expensive, is wearing out her staff and any way they can use the video conferencing equipment is extremely helpful. Cyral Miller stated that the deaf blind grant has been submitted to the federal government and the new grant should start October 1, 2003, but we have not received approval as yet. The Mountbatton grant was signed and applications are now being accepted. Dr. Hatlen commented that at the next board meeting he will put on the agenda that one of Cyral Miller’s staff, Nancy Toelle has been working in Iowa to develop a QPVI (Quality Programs for the Visually Impaired) for residential schools and would like to work with our school.
The Board recessed at 3:25 pm.
The meeting was reconvened at 3:30pm.
Phil Hatlen announced that each Board member is asked to be videoed with their responses to what does literacy mean to you and how would you like to see it at TSBVI? Board members will be videoed by Lisa Hayes for their response.
Miles Fain furnished a handout to the board in regard to a Board members’ request for data and reviewed several documents. He continued to advise the board that all students are required to take the TAKS testing and, if the ARD committee determines the test is not appropriate for the student, he/she is required to take the State developed alternative assessment at their own instructional grade level. He stated that all students are required to take one of the tests. Miles Fain introduced Debra Sewell. She informed the Board that the performance indicator assessments are negotiated with TEA in the fields of math, language arts, independent living skills, and O&M. She stated that we wanted to develop a set of assessment tools that reflected what our students are learning. Debra Sewell reviewed various charts that she gave to the Board members.
Dr. Hatlen stated that we are proposing the Board add a half-day retreat in January 2004, after the Board meeting. That time period includes the parent weekend and Dr. Hatlen encouraged Board members to stay and join parents in the strategic planning workshop.
Frankie Swift introduced Judy Schauer to review her goals. Judy Schauer asked the Board if they wanted to make any area of changes or improvements to the list. She suggested improved communication with the Board and needed suggestions to implement it. Donna Clopton requested to have time with the Auditor at every other Board meeting for a review. Judy Schauer stated that it would have to be an agenda item. Carol Vaughan added that it would have to be a specific agenda item and delineate each item (i.e.: Superintendent’s report), and publicly posted. Judy Schauer furnished the Board with the 2003 Goals Report. Debra Louder made a motion to approve the Goals for 2003 as presented. Donna Clopton seconded the motion. The motion to pass was unanimous.
Judy Schauer presented the 2004 Internal Audit Plan and asked for the Board’s approval. She furnished the Board with a report of possible audit topics. There were four items that had high priority: audit Human Resources, the teacher prep grant, student performance indicator system and consideration of establishing a foundation to support school activities. These topics were sent to the Board via email. When presented to the Board, the response indicated interest in the student performance indicator system. When presented to the Management Team, they did not show the same level of concern and felt they did a good job in that area. Judy Schauer asked the Board for their input as to what areas they had concerns; what areas they think present a risk to the School, and what areas may provide the most benefit to the school. She continued with the list of seven items, indicating that three are State mandated. Debra Louder suggested the Outreach Services, Teacher Prep Consortium, and Student Performance Indicators. Donna Clopton requested information on certification of teachers (i.e.: who’s lacking, where they stand, etc.) from Human Resources Department. Dr. Hatlen stated there would be a report to the Board in November on teacher certification. Judy Schauer stated that in minutes from a prior Board meeting, Debra Louder asked about more information concerning the Weekends Home Program and Donna Clopton asked the school to pursue options for funding from the private sector. Donna Clopton requested a cost analysis on the Weekend’s Home Program. Judy Schauer furnished the Board with a summary of cost indicators for closed weekends of the school. Dr. Hatlen stated the School for the Deaf will start closing on weekends. Judy Schauer then stated her interpretation of what the Board wanted her to audit: Human Resources to determine and assess the impact of the increasing number of retirees and develop appropriate strategies to address the long term human resource needs of the school, Outreach Services – Teacher Preparation Consortium, and Establishment of a Foundation to Support School Activities. Debra Louder made a motion to approve the audit plan presented with one exception. The suggested audit of the Student Performance Indicator System will not be performed. Jesus Bautista seconded the motion. The motion to pass was unanimous.
Donna Clopton made a motion to approve the TSBVI Organizational Chart as presented. Jesus Bautista seconded the motion. The motion to pass was unanimous.
Phil Hatlen stated that we are proposing to add two additional teacher appraisers for the school year and introduced Miles Fain. Miles Fain stated the current appraisers are: Miles Fain, Cyral Miller, Ken Miller, Lauren Newton and the assistant principals. Dr. Hatlen requested approval to add two new appraisers. Donna Clopton made a motion to approve Sara Merritt and Peggy Wade as the two new teacher appraisers as presented. Debra Louder inquired if the two named had administrative certification and will not appraise people they work directly with. Miles Fain stated Peggy Wade and Sara Merritt are lead teachers and administrative interns that have not yet completed their requirements for it, but have both taken the necessary training to become certified appraisers and are knowledgeable about appraising teachers. Miles Fain stated those teachers that are in leadership positions wouldappraiseteachers on their teams. Jamie Wheeler seconded the motion. The motion to pass was unanimous.
Ken Miller furnished the enrollment update of 143 currently with 38 in elementary and 105 in Junior high and high school.
Dr. Hatlen stated that there was only one gift or donation of over $500.00 - the Texas Federation of the Blind – Dallas Chapter, for the Annie Gerke Technology Award.
Dr. Hatlen stated there are several and the outlines for three have been completed and one is under review for revision and details will be furnished at the next Board meeting.
Dr. Hatlen stated that monthly reports of web hits from September 2002 to August 2003 were 1,644,000. There were 341 hits from Venezuela, 59 from Costa Rica, 26 from Romania, and 24 from Croatia.
Jesus Bautista suggested that he would like to see a wrestling tournament here that may improve the situation for the kids. Dr. Hatlen stated that we do sponsor a team. Jesus Bautista stated that he wanted use of the facility in February when his team is brought for the State Tournament.
Miles Fain reported there were no expulsions or suspensions.
Report of Consultants’ Contracts Approved at the Administrative Level – Contracts Greater than $600 and Equal To or Less Than $10,000:
Phil Hatlen reviewed the contracts as furnished in the agenda package. Donna Clopton inquired concerning the fact that in a previous Board meeting, the topic of the school not paying for low vision evaluations was discussed. Dr. Hatlen directed the concerns to Ken Miller. Ken Miller responded that the Board wanted to start charging the school districts of this, but we have not informed them of this as yet. He continued to say that the Board talked about it but no definite decision was made and it wasn’t on this agenda to be decided upon. Dr. Hatlen stated that it was a recommendation from the Board to us, then we could implement that decision. Ken Miller stated that it needs to be a topic for future discussion. Miles Fain stated that it needs to be looked at and compared to other school services that we offer. Jesus Bautista suggested that it be placed on the next Board agenda. Donna Clopton stated that it is the responsibility of the school district to provide the low vision evaluation, therefore you need to make each district responsible for this payment. They can either do the low vision in their district or pay this school to have it done by Laura. Frankie Swift stated that it needs to be included with assessments for review at the next meeting. Dr. Hatlen stated that he will have an investigation on this issue done before the next Board meeting and it will be presented at that time.
Phil Hatlen stated that the agenda for the Board Retreat was furnished to all Board Members. It will be at the hotel at 8am September 13, 2003.
Debra Louder requested that Policy GND be placed on the November Board meeting. Mary Sue Welch stated that student Emillio Hernandez has returned from the Oregon Trail. She wants to invite him and a guest, to give a 20-minute presentation during the lunch break, so he can inform the Board of his trip. Jesus Bautista requested a meal and not a sandwich. Dr. Hatlen suggested to present the student with a certificate of appreciation during this time and all members agreed.
Donna Clopton suggested to begin all future Board meetings at 9am. Mary Sue Welch inquired about hotel tax and tax exemption certificates furnished to those going to the TASB convention in Dallas. Malcolm Cleveland explained that when any Board member travels in the capacity of our Board, they are not exempt in paying hotel taxes.
Board President, Mary Sue Welch adjourned the meeting at 5:27pm.
Mary Sue Welch, Board President
Debbie Louder, Board Secretary
Charlotte Duke, Recording Secretary
September 12, 2003
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