Board of Trustees - Minutes
September 24, 2004 MINUTES
Meeting of the Board of Trustees
Texas School for the Blind and Visually Impaired
The regularly scheduled meeting of the Board of Trustees, Texas School for the Blind and Visually Impaired (TSBVI) was held in Room 116 of the Administration Building, located at 1100 West 45th Street, Austin, Texas on September 24, 2004.
Call to Order: Frankie Swift, President, called the meeting to order at 10:15a.m. In addition to Frankie Swift, the following board members were in attendance: Jesus Bautista, Gene Brooks, Otilio (Toby) Galindo, Debbie Louder, Jamie Wheeler, Donna Clopton, and Mary Sue Welch.
Introduction of Audience: Others in attendance at the meeting included Phil Hatlen, Susan Houghtling, Ken Miller, Barney Schulz, Malcolm Cleveland, Debra Cleveland, Miles Fain, Debra Nesbitt, Garner Vogt, Carol Vaughan, and Lauren Newton.
Public Comments/Open Forum: Carol Dancey introduced two recent graduates from TSBVI, Samarrow Johnson and Minnie Contreras. The board asked them questions about their lives since graduating. Ms. Johnson stated that she is currently living in an apartment with another TSBVI graduate, Rachel Watkins, and that she is working with young children at a local Christian school. Ms. Contreras stated that she lives with her father and sister in Houston and does volunteer work. She has had trouble getting a Greencard and therefore is still unemployed. She likes to read and help out around the house to keep busy. The board thanked them for taking the time to share their stories with them.
Award of Plaque to Malcolm Cleveland, Accounting Director: Barney Schulz introduced Malcolm Cleveland and granted him an award of commitment to service on behalf of the Board of Trustees. Mr. Schulz explained that TSBVI had a significant budget crisis this past year, and that Malcolm was instrumental in coming up with a plan and making contacts to allow TSBVI to receive an additional appropriation from the Legislative Budget Board (LBB). Mr. Cleveland accepted the award, noting that Ken Miller, Barney Schulz and Phil Hatlen were instrumental, as well.
Consideration of Approval of Minutes of July 23, 2004 Board Meeting: Donna Clopton moved that the July 23, 2004 minutes be accepted as presented in the board packet with one correction. On page 7, “summer 2005” programs should be corrected to say “summer 2006”. Gene Brooks seconded the motion. The motion to pass was unanimous.
Report from the Program Committee:
Reports from Instructional Program Directors: Lauren Newton reported on final data from summer programs 2004. . She reported that the secondary academic program was divided in two during the summer, so that students who frequently attend would not be rejected altogether but instead would come for only a four-day program called The Gathering. The other group of secondary academic students attended the Secondary Vocational Program. Whereas the secondary academic students are a difficult population to attract, programming for the students who do attend (43 this year) is very valuable. Dr. Newton reported that The Gathering, a new four-day performance art program, was quite successful. We need to continue to look for effective ways to serve this population. Regarding parent and school district surveys, one of the main comments she has received is to restore the length of programs, which were shortened this year due to budget cuts. Dr. Newton then passed out a document describing the impact of losing summer programs. The greatest impact would be on students who would no longer have the unique benefit that summer programs offer in the array of services they receive. Programming provided during the summer programs is different from either the long-term Comprehensive Programs offered at TSBVI or the itinerant services typically offered in local school districts. The programs focus on aspects of Expanded Core Curriculum that can be difficult to provide during the regular school day in a local district. They also provide a unique place for students to interact with other visually impaired children and adults, often resulting in life-long changes in areas such as the development of self-confidence, friendship and belonging. Secondary to the effect on students, the loss of summer programs would (1) have a dramatic impact on the ability of TSBVI staff to have continuous employment, with the likely attrition of staff during the spring semester; (2) loss of a site to provide summer practicum experience to pre-professionals in the areas of teacher and O&M specialist; (4) loss of a site where sufficient numbers of visually impaired children to perform research; and (5) loss of the opportunity for parents to test the waters for having their child away from home, potentially leading to appropriate, long needed placements in either Comprehensive Programs or Short-Term Programs. Jesus Bautista stated that summer programs are too valuable to lose, and he would like the full board to discuss their decision to cut summer programs in order to achieve a 5% budget reduction in November. Frankie Swift suggested Dr. Newton find out the cost of each individual summer program and the cost of each student attending those programs.
Discussion on TAKS, SDAA, and LDAA Test Results: Debbie Louder directed board members to several reports on student assessments from the 2003-2004 school year. The Program Committee reviewed these reports and asked for comparative results for TSBVI students versus students statewide who have visual impairments.
Annual Report on Limited English Proficiency (LEP) Students: Debbie Louder briefly reviewed an annual report that was discussed more in depth during the Program Committee’s meeting on English Language Learner (ELL) students, formerly knows as “Limited English Proficiency” students.
Consideration of Approval of Appointment of a Textbook Committee: Debbie Louder reported that the Program Committee moved for approval of a Textbook Committee as presented in the Board agenda packet. Since the motion for approval came from the Program Committee, no second was necessary. The motion to pass was unanimous.
Report from the Personnel Committee:
Consideration of Approval of Board Policies DEC and DKAA: Donna Clopton presented policies DEC and DKAA to the board for approval. The Personnel Committee moved that both policies be accepted with one change to Policy DKAA. The word “campus” should be added under #3 in the “Permanent Alternate Work Location” paragraph. Since the motion for approval came from the Personnel Committee, no second was necessary. The motion to pass was unanimous.
Discussion of Overtime: Donna Clopton reported that the committee discussed overtime with Shelly Allen, and that the committee wishes for a full Board discussion on the topic at the next board meeting.
Consideration of Approval of New Contract Staff: Donna Clopton stated that the Personnel Committee recommends approval of one new contract staff member to TSBVI – Jennifer Fierro. Since the motion for approval came from the Personnel Committee, no second was necessary. The motion to pass was unanimous.
Consideration of Initiating 2003-2004 Summative Appraisal of
Superintendent: Donna Clopton reported that the committee decided not to require Superintendent performance evaluations from the management team this year. Mary Sue Welch stated that this year’s appraisal will include only the Superintendent’s self appraisal and the statistical information compiled by Susan Houghtling. Debra Nesbitt stated that the board will address the Superintendent’s appraisal in a closed session during the November board meeting.
Report from the Finance and Audit Committee:
Consideration of Approval of Investment Report: Toby Galindo stated that the Finance and Audit Committee recommended approval of the Investment Report. Since the motion for approval came from the Finance/Audit Committee, no second was necessary. The motion to pass was unanimous.
Report on Alternative Investment Options: Toby Galindo reported on the alternative investment option discussed in the committee meeting. Barney Schulz had reported on investing in Jumbo CDs at alternative banking institutions. Currently, TSBVI has a CD with MBA Municipal Investor Service Corporation at a rate of 1.94% for a 3-month CD. Mr. Schulz stated that the general consensus is that CD rates will continue to increase; therefore, it would be best to invest in short-term CDs. Frankie Swift said that the committee decided not to invest in another CD yet, but to discuss this further with the full board at the November board meeting.
Approval of Receipt of Gifts and Donations over $500 and Approval of Request for Expenditure of Gifts and Donations: Phil Hatlen recommended that undesignated funds received since the last report be deposited in the Student Enrichment Fund, except for $800 that would be deposited in the Staff, Volunteers and Guests Activities Account. Toby Galindo stated that the Finance and Audit Committee recommended approval of the receipt of gifts and donations valued over $500 and also approval for the request on how they should be used or spent. Since the motion for approval came from the Finance/Audit Committee, no second was necessary. The motion to pass was unanimous.
Report on Work with the Legislature: Phil Hatlen reported on work with the legislature. The Legislative Appropriation Request (LAR) has been delivered and has already undergone its first review. Dr. Hatlen stated that TSBVI is working with a new Legislative Analyst at the Legislative Budget Board (LBB), John McGeady, and a new Representative from the Governor’s Office, Marisa Negovetich. Ms. Negovetich recently visited campus and Dr. Hatlen took her on a tour where she met with teachers and listened to a discussion on the school’s highest priorities. Dr. Hatlen stated that on September 23, 2004, the LBB and the Governor’s Office had a public hearing on the LAR. Dr. Hatlen, Barney Schulz, Susan Houghtling, and Ken Miller were in attendance, and testified from a two-page handout on the top four exceptional items. There were many questions regarding summer school, and Dr. Hatlen noted that the LBB will probably pursue charging local school districts and parents for summer school. Jesus Bautista asked which representative he should write in order to further our case for maintaining summer programs. Dr. Hatlen stated that he would have better and more current information for the board at the next board meeting. At that time representatives will be chosen, and Dr. Hatlen encouraged the board to enlist as many people as possible to write to their representatives about the schools needs. He stated that they could start writing to Senator Duncan and Senator Shapiro immediately. Dr. Hatlen also noted that the Senate Finance Committee wants to meet with TSBVI representatives this fall, and the two-page document previously mentioned was created specifically for that meeting to address questions from the Senate Finance Committee. Barney Schulz suggested that Dr. Hatlen may want to invite board members to attend that meeting. Dr. Hatlen agreed, adding that he would like one or two parents at that meeting, as well.
The Board recessed for lunch at 12:10p.m. and reconvened at 1:20p.m.
Consideration of Approval of Filling Internal Auditor’s Position or of Outsourcing Required Audits: Dr. Hatlen started the discussion on the future of the Internal Auditor position. He emphasized that it is the board’s position, and therefore the board’s decision. He clarified that it is no longer a financial concern for the school whether the position is refilled or outsourced. Frankie Swift moved to fill the position for Internal Auditor for no more than 20 hours per week. Gene Brooks seconded the motion. All members of the Board voted to approve the motion except Donna Clopton who abstained from voting. Frankie Swift suggested that the application process be started immediately, and then she could come in the Thursday before the next board meeting to be present during the interview process. Debra Nesbitt stated that she could devise an applicant rating form that would help narrow the candidate pool, so that only a few top candidates would need to be interviewed on that day.
Discussion of the Comparison of Costs Relating to the Weekends Home Program: Garner Vogt and Shelly Allen reported on costs relating to the Weekends Home Program. Mr. Vogt discussed the history of Weekends Home, stating that we now have a much higher participation in the program than we have in past years. That has helped to reduce costs, since it allows entire dorms to be closed down every weekend, saving on both utilities and staffing costs. He also stated that the program helps keep families together and make the family a partner with the school. Mr. Vogt stated that if TSBVI were to end the Weekends Home Program and keep the students on campus most weekends, then it would cost the school approximately $733,815 more per year. Ms. Allen and Mr. Vogt reviewed a chart that broke down the costs of Weekends Home and No Weekends Home, and answered questions from the board.
Consideration of Approval of TSBVI Organizational Chart: Debbie Louder moved for approval of the TSBVI Organizational Chart as presented in the Board agenda packet. Donna Clopton seconded the motion. The motion to pass was unanimous.
Consideration of Nomination of a Board Liaison to the Instructional Planning Council: Ken Miller questioned the board if they would like to continue having a liaison to the Instructional Planning Council (IPC). Debbie Louder suggested that all board members receive e-mails of the IPC meeting agendas, so that each member could send comments if they wished. This would be in lieu of a single liaison attending the actual meetings. All who attended the board meeting agreed on this plan.
Status of All Blind Children of Texas Charity: Mary Sue Welch reported on recent developments with the All Blind Children of Texas (ABCT) Charity. She reported that Gloria Bennett traveled to Dallas in early September to work with Mrs. Welch and Paula Margeson on the non-profit’s vision statement, mission statement, and goals. Mrs. Welch then read the vision and mission statements, and the board approved. The current goals of ABCT are: 1) generate resources (money or in-kind services) to facilitate recreational, educational, social, and artistic opportunities for children who are blind or visually impaired; 2) plan and sponsors events relevant to the mission of the organization; 3) support and enhance the activities, programs and facilities of TSBVI; 4) increase public awareness and appreciation of children with visual impairment. The ABCT Board now consists of Don and Mary Sue Welch, Mary Rose, Paula Margeson, and Doris Treadwell. Mrs. Welch stated that most money received thus far has been designated for the Goodenough fund and must be used to renovate the auditorium. However, she noted that she was able to raise $1,000 from the Dallas chapter of American Council of the Blind, and that donation is not earmarked for a specific cause. It will therefore be used as operating funds. Mrs. Welch stated that ABCT now has its non-profit status, and that TSBVI employees will be notified that they can choose to contribute to ABCT in the United Way Charity packet they receive in October. Jamie Wheeler suggested organizing a workday when parents, board members and community members could volunteer their services to the repair and beautification of campus. Donna Clopton suggested that local church groups could be involved in that project, as well. Gene Brooks suggested that ABCT look into Bingo Charity. Phil Hatlen stated that TSBVI recommends to ABCT that an Alan Koenig fund be established within the non-profit to help his family and Kay Holbrook pay for their visitation costs.
Report from the Superintendent:
Superintendent’s Travel: Dr. Hatlen reported that he attended Texas Focus in Dallas and an AFB Board Meeting in New York in June. On August 5th he visited Alan Koenig at MD Anderson in Houston. On August 19th and 20th, he was a guest speaker at a workshop in Mount Pleasant. On September 20th-22nd, he visited the Hadley School for the Blind in Winnetka, IL, and he stated that he would like to develop TSBVI’s relationship with the Hadley School further.
Campus Visitors and Activities: Dr. Hatlen reported that Sherry Cunningham and four students from Australia visited September 13-17. The students were able to visit classes at both TSBVI and McCallum High School. HEB celebrated the Day of Caring by sending 65 people to campus to trim hedges, paint curbs, clean the natatorium, etc. The Braille Textbook Committee meeting occurred on September 14th and 15th, and Dr. Hatlen chaired the committee. On September 29th we will have Staff Appreciation Lunch. On November 6th we will have Parent Weekend and the theme is Family Fall Festival.
Enrollment Update: Phil Hatlen reported on current enrollment: Elementary - 20, Middle School - 34, and Secondary - 81 for a total of 135 students. It is now 142 because we just accepted 7 more students.
Progress Report on Procedures Required in Policy: Dr. Hatlen stated that he had a chart displaying current progress on procedures that the Board could review if interested. At this point, some procedures are in the process of being developed, some are being reviewed, and some have yet to be started.
Use of Facilities by Outside Groups: Dr. Hatlen stated that the list of facility use by outside groups is quite long. He said there were no additions of significant importance, and if the Board would like to review the list he would pass it around.
Monthly Report of Web Site Visitors: Dr. Hatlen reported that Jim Allan was at Space Camp; therefore, there was no updated report. Dr. Hatlen noted that the board members could request the information to be sent to them once it is compiled if they were interested.
Report of Consultants’ Contracts Approved at the Administrative Level – Contracts Greater than $600 and Equal To or Less than $10,000: Phil Hatlen reported that we have two contracts for over $600 that were approved since the last board meeting. They were both for pediatricians that have been with the schools for years.
Discussion of Board Member’s Training Requirements and Consideration of a Board Retreat: Susan Houghtling reported that, each year, the board should consider training needs and develop a plan for meeting those needs. She read requirements for board member training outlined in Texas Administrative Code that includes annual team building with the Superintendent, 10 hours of continuing education for board members in their first year of service, 5 hours of continuing education each year for continuing board members, updates to Texas Education Code following legislative sessions, and leadership training for the board president.
Donna Clopton stated that she would benefit greatly from training on how to approach representatives regarding issues pertaining to the school. Dr. Hatlen stated that TSBVI deals almost exclusively with members of the House Appropriations Committee and the Senate Finance Committee, so contacting senators and representatives on those committees would be most helpful. Frankie Swift suggested that the board have its retreat in January after the elections, but that the board discuss it further at the November board meeting. She stated that in addition to training in lobbying tactics, she would also like training in Board/Superintendent relations. Everyone agreed to finalize details of the retreat in November.
Discussion of Future Board Meeting Topics: Frankie Swift noted that she would like to continue to discuss summer programs, review an itemized cost analysis of summer programs, and discuss overtime at the next meeting. Gene Brooks would like to discuss the transition issues of TSBVI graduates. Frankie Swift brought up the topic of board lodging, stating that there are no restaurants within walking distance of La Quinta, which is a problem for visually impaired board members. Mary Sue Welch stated that she did not like the previous hotel choice because of their general layout, but that if she could stay in the building directly opposite the main office, she had no problem with staying there. Malcolm Cleveland stated that the state has now entered into contracts with preferred hotels, and that we will need to review that list before we can choose new lodging arrangements for the board. The board requested a report on other hotel options at the next board meeting.
Announcements: Lisa Hayes reported on videoconferencing requirements and passed around a handout to discuss in relation to the board holding a videoconference board meeting in the future. Frankie Swift reported that SFA accepted a student from the Austin area into a program, and that Lisa Hayes set up the videoconferencing network, saving the student from having to travel to San Angelo twice a week. Ms. Swift expressed appreciation to Ms. Hayes for her efforts. Donna Clopton reported on her trip to the California School for the Blind. She stated that it was a beautiful campus that was divided into sections that represented downtown (administration), school (educational buildings), and home (dormitories).
Adjournment: Frankie Swift adjourned the Board meeting at 3:30pm
Frankie Swift
Board President
Donna Clopton
Board Secretary
Kim Nagy
Recording Secretary
BOARD DIRECTIVES
September 24, 2004
- Place on November board meeting – Discussion of future of Summer Programs (Jesus Bautista)
- Discussion on overtime (Donna Clopton)
- Discussion of transition issues facing TSBVI graduates (Gene Brooks)
- Report on alternative lodging arrangements for board members (Frankie Swift)
- Consideration of a board retreat in January (Frankie Swift)
- Discussion on investing in Jumbo CDs (Frankie Swift)