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Meeting of the Board of Trustees
Texas School for the Blind and Visually Impaired
September 21, 2001
Board President Mary Sue Welch called the meeting to order at 10:05 am in the Superintendent's Conference Room. The following board members were present: Frankie Swift, Bruce Best, Barbara Cherry, Deborah Louder, Jesus Bautista, and Otilio Galindo.
The Board President requested all staff to observe a moment of silence in observance of those lives that were lost in the terrorist attack against our Country, the troops that are about to go out and fight for our freedom and our work here today and how much it will mean, not only to these students but to what happens to them in the world and to the world because of what we do here. Silence . . .
James Lambert, Debra Nesbitt, Lauren Newton, Linda Locke, Judy Schauer, Malcolm Cleveland, Susan Houghtling, Peggy Wade, Charlotte Duke, Ken Miller, Carol Vaughan, and Phil Hatlen.
James Lambert, Director of Operations, presented a certificate of appreciation to Joseph Urban. He is proficient in almost all areas in maintenance for mechanical and electrical departments. The main areas of accomplishment regarding this certificate is for building #544 - the Silverain Building, the air conditioning unit, and building #500. He has made a great difference in the air conditioning units in both buildings. He is extremely dedicated, a very hard worker, and he put in a lot of "hot" hours in the attic. John Coleman, Maintenance Manager, commented on Mr. Urban's work standards. Mary Sue Welch, Board President, read and presented a certificate of appreciation to Joseph Urban for his work. Many of Mr. Urban's coworkers were present for this acknowledgement.
Phil Hatlen announced another department that would like to comment. Nick Necaise, represents Outreach Department in thanking Mr. Urban for all his hard work. He presented Mr. Urban with a potted plant and a big thank you from his department.
Roy Wright, Director Technology Services, presented a certificate of appreciation to Jim Allan, Statewide Tech. He stated that it has been a pleasure to watch Jim develop into a National expert. He is known world wide, taught web masters, and respected by many with the incredible opportunities in technology strategy in computers, which he has made for blind people. He has the perfect blend of intelligence, training, experience, knowledge, and passion. Mary Sue Welch, Board President, read and presented a certificate of appreciation to Jim Allan for his work.
Phil Hatlen continued with advising the Board that Jim Allan is a national treasure and he has heard other Superintendents compliment him, which makes him very proud to have his talents here at TSBVI. He was awarded the National Recognition Award in Instructional Technology in Pittsburgh, PA.
No Public Comments were presented.
Lauren Newton introduced Peggy Wade, who was the SWEAT coordinator this summer, to explain the program. The SWEAT program was a 6-week summer vocational program that served 13 students, with various levels of visual impairments from across the State. The program was developed and supported by TSBVI, TCB and the Education Service Center XIII. Three students had jobs at Barton Creek Country Club (one doing laundry, one worked as a spa attendant, and the third worked as a day care center worker). Other jobs included work at the Laguna Gloria Art Museum, one at McBeth Recreation Center doing outdoor maintenance jobs, Wallingford Computer Services, (he repaired PC hard drives), one worked at the University of Texas doing research of grants, one at Rosedale School, University Child Care, Texas Department of Health, and Fresh Plus Grocery Store. The video presented, included four students on their actual worksites.
Board Vice-President and Secretary positions are currently open. Bruce Best nominated Frankie Swift for the position of Vice-President of the Board. Barbara Cherry seconded the motion. No other nominations, the motion to pass was unanimous. Frankie Swift is now the Board Vice-President.
Frankie Swift nominated Bruce Best for the position of Secretary of the Board. No second was needed. No other nominations, the motion to pass was unanimous. Bruce Best is now the Board Secretary.
Board President, Mary Sue Welch advised that Zena Pearcy is absent, however, she has agreed to Chair the Personnel Committee. Mary Sue Welch and Jesus Bautista will serve on the Personnel Committee. Barbara Cherry has agreed to Chair the Policy Committee. Debbie Louder will serve on the Policy Committee. Frankie Swift has agreed to Chair the Finance and Audit Committee. Bruce Best and Toby Galindo will serve on the Finance and Audit Committee.
Frankie Swift moved the minutes of the August 3, 2001 board meeting be approved. Jesus Bautista seconded the motion. The motion to pass was unanimous.
Barbara Cherry made a motion for Policies CNC, DDA, DC and FDD receive Board approval. The motion to pass was unanimous.
Frankie Swift, Chairman, presented the report to all members. Malcolm Cleveland presented a report for the contingency funds stating there have been no changes since the last report. A new contingency balance report will be furnished at the November Board Meeting. The investment report was included in the Board Packet. Malcolm stated that as of August 31, 2001, the balance of short-term investments was $484,141.00. These funds have been invested in the Texas CLASS Investment pool since last June. Total interest earned this fiscal year is $27,668.00. The average annual yield is 3.74% (6.22% to the end of May). Phil Hatlen stated there was a pull of $125,000 in funding to pay for the second elevator installation, to make sure that all units that children live, is accessible to all wheel chair students. Malcolm reviewed the list of curriculum sales for the year. Total of 4,510 books were sold which resulted in total revenue of $125,710.80. Phil Hatlen stated that the best seller is the Low Vision Resource Guide, which is almost 10 years old and considered a bit out of date. Two new publications: Elementary Concepts and How to Use Calendar Systems, are almost ready for distribution. A copy of each will be furnished to each Board Member at the November meeting.
Frankie Swift introduced speaker Ken Miller for Proposition 8. Ken Miller introduced Gloria Bennett as the primary speaker. He stated that she is the liaison for the Community to develop Community resources, volunteer coordinator, and the marketing point person for passage of Proposition 8. She furnished a hand out to each Board Member that explains Proposition 8. She met with a committee that involved one person from each of the twelve agencies (Department of Health, School for the Deaf, Parks and Wildlife Department, Texas Youth Commission, Department of Criminal Justice, State Preservation Board, Department of Agriculture, Texas National Guard, Department of Public Safety, Department of Mental Health & Mental Retardation and the General Services Commission) of the State involved with Proposition 8. She explained why Proposition 8 is very valuable for our School. Jim Allan installed the information on our Internet website. She encouraged all Board Members to support and solicit support from their regional areas for Proposition 8. Fifty regular and several braille copies of the handout were distributed to all Board Members. Email copies were also distributed to Board Members. Board President expressed her appreciation to all the presenters and speakers representing the Finance and Audit Committee.
Phil Hatlen states the history: The Texas Department of Assistive and Rehabilitative Services (formerly known as Texas Commision for the Blind) owned an apartment complex on Avenue A. They run a variety of programs at that location. Approx. 3-4 years ago they considered it a surplus site and they wanted to relinquish ownership and eventually became an albatross and was too expensive to maintain. At one time they wanted to give it to us and the Board decided not to accept. Federal monies financed the building and if they ever sold it, the monies were to be returned unless it would be use for some similar activity. Finally, it was approved that they would turn the proceeds over to TSBVI and we would then construct the apartment building for post-secondary students. Three years ago, TCB and TSBVI had a rider on its appropriation up to $400,000.00 being transferred from TCB to TSBVI upon the sale of Avenue A property. Nothing happened for 1 1/2 years and TSBVI had to go to the Legislature and request that they extend those riders and they refused to do so. What they did was go to the General Land Office and request the property to be sold quickly. The GLO did sell the property for $460,000.00, and then started deducting from the proceeds. They deducted for asbestos removal and remodeling the facility. The final sale offer was $310,000.00 and with time limitations pending, we decided to take it. It was very tedious to hand carry forms from the General Land Office, General Service Commission, TCB and TSBVI in order to meet the deadline of August 31st, James Lambert stated the actual date became the 28th August due to Comptroller deadlines. We will start work on it October 1st. James Lambert stated that we did get all we asked for except a metal roof, a composition roof is now on the apartment building. We will still have some surplus of monies to be returned to the Legacy Fund (not to use all $200,000.00). The result will be a nice building with grass, sprinklers, fire alarm system inside and protective items. Dr. Hatlen suggests that during the November Board Meeting, an on-site visit to the property would be instructional.
This item was tabled until the November Board Meeting.
This item was tabled (due to the presenter having a serious illness in her immediate family) until next Board Meeting.
The Board dismissed into a Closed Session to discuss the Internal Auditor's Performance appraisal.
The Board recessed for lunch at 11:40pm.
The Board reconvened into open session at 1:30pm.
This item was discussed in a Closed Session. The conclusion was to look at and review the appraisal at the November Board Meeting. Jesus Bautista recommended this item be tabled until the November 30 meeting. Barbara Cherry seconds the motion. The motion to pass was unanimous.
Debra Nesbit, Human Resource Director stated that the appraisal form and information on performance measures was being sent to the Board to enable them to complete the Superintendent's performance appraisal. She further explained that Dr. Hatlen would complete the same form as a self-appraisal, and that she would compile the input from all Board members into a single summative document to be presented and discussed in executive session at the November meeting.
Lauren Newton, Special Programs Principal, supplied a report on Summer School 2001, to all Board Members. She described the various programs offered, and passed out a handout that showed the number of students applying for and attending each program. She informed the Board of the fact that TCB reduced funding for the summer vocational programs, which resulted in serving fewer students for shorter periods of time. Jesus Bautista was concerned of the cut in funding. Dr. Newton explained that this was due to a shortfall in TCB's own budget.
Phil Hatlen reported for Miles Fain, who was ill, that the track team had 22 athletes, which consisted of boys and girls. Nine went to the Indiana Blind School and eighteen went to Kansas. There was several staff used as chauffeurs.
Malcolm Cleveland presented information concerning the two Nolan County Farm contracts and recommended they be renewed. Frankie Swift made a motion to approve their renewal. The motion to pass was unanimous.
Judy Schauer, Internal Auditor provided the Board with a revised copy of the Proposed Fiscal Year 2002 Audit Plan. The revised plan increased Miscellaneous Audit Hours by 100 hours and replaced the 260 Hours To Be Determined with 160 hours for a Property Management Consulting Engagement. The audit plan was reviewed with a brief explanation of audit work carried forward from the prior year, an explanation of new audits included in the plan, and discussion of other items considered but not included in the plan. The auditor also reviewed the results of the July 2001 Audit of Attendance
Reporting. Frankie Swift recommended acceptance of the report as written.
The Board unanimously voted to accept the report.
Phil Hatlen reviewed the Organizational Chart with the Board Members and explained that it had not changed from last years chart. Frankie Swift stated that a line was missing from Dr. Hatlen to the Board Members and his staff, and asks that it be inserted. Upon revision, she made a motion to approve the Organizational Chart. Jesus Bautista second the motion. The motion to accept the revised chart, was unanimous.
Phil Hatlen advised the Board of the new teachers. Jesus Bautista asked if any of the new teachers had visual impairments. Dr. Hatlen stated that the new PE teacher, who is a returning employee, is visually impaired. It was also noted that two new staff, Holly Cooper, the new Outreach Teacher, and Kay Pruett, the new Special Programs teacher, hold Ph.D.'s. Frankie Swift made a motion to approve the new contract staff. Toby Galindo second the motion. The motion to pass was unanimous.
Dr. Hatlen reviewed consultant's contracts of less and more than $5,000.00, with the Board. Debbie Louder stated an error in name spelling needed correction (Silvia Gray, should be Sylvia Gray). The Board approved contracts exceeding $5,000 for on-campus medical and low vision services for the school year.
Dallas Chapter of Texas Federation of the Blind meeting in Dallas on August 3, 2001. Council of Schools for the Blind meeting in Philadelphia on August 17-19, 2001.
Sent Carolina Martinez and Elsa Wirsching-Guimbarda to Sabinas, Mexico on September 5th, 2001 to attend the opening of a school for the blind.
Dr. Hatlen stated that State Farm Insurance Company has 56 volunteers, on September 28, 2001, to be part of "Done in a Day" projects established by the United Way. Volunteers will be laying sod on the front of the School grounds where the new sprinkler system was installed.
Workshop on weekends SFA/TTU on September 13, 2001.
Dr. Phil Hatlen read a letter received from a parent, recognizing and showing appreciation to the school in behalf of their child. Dr. Hatlen stated that Mr. Van Dyke (from the Netherlands) would be visiting deaf/blind children here on Monday and Tuesday. He is world renown for his methodology in teaching deafblind children.
Track meet at Kansas School for the Blind on September 13-15, 2001.
The Staff Appreciation Luncheon was held on September 26, 2001.
White Cane Day was on October 9, 2001.
The total enrollment for students is 141. There are 23 elementary students, 29 middle school students and 89 high school students.
There have been no $500.00 or more gifts or donations.
Austin Blind Computer Users - meets in Superintendent's Conference Room each Monday evening.
Austin area OTs and PTs meet in Superintendent's Conference Room once a month on Tuesday evenings.
TCB and TSBVI employees play volleyball in the gym every Tuesday evening.
The Austin Civic Wind Ensemble rehearses in the auditorium each Wednesday evening.
The Austin Philharmonic rehearses in the auditorium each Wednesday evening.
The Women's Printmakers of Austin meet in the Superintendent's Conference Room once a month on Wednesday evenings.
The Austin Downtown Lions Club will hold monthly meetings in the Recreation Building or the cafeteria in September, October and November.
In August 2001, there were 129,760 views to our Web site.
Dr. Hatlen informed the Board that $1,475.00 of donated funds was received in memorial of Dr. Hardy Thompson. He requested the Board allow these funds to be utilized for a project in memorial of Dr. Thompson. Suggestions included a plaque with his name or a permanent sign. Board Members questioned the total amount of funds to use. Jesus Bautista made a motion to approve request and allow Dr. Hatlen to use his discretion for funds in lieu of the amount exceeding the donated fund balance. Toby Galindo second the motion. The motion to pass was unanimous.
Dr. Hatlen informed the Board that there would be no results to report until spring.
Diane Nousanen presented nominations of teachers to serve on the Textbook Committee. She explained the purpose of the committee, and its importance to the School. Barbara Cherry made a motion to approve the appointment of a textbook committee. Frankie Swift second the motion. The motion to pass was unanimous.
There were no student expulsions and suspensions to report to the Board.
Dr. Hatlen held the discussion of having a Board Retreat locally, directly after the November Board meeting or at a different location. He requested suggestions for a location in or out of town. He directed that topics for the Retreat should include Team Building (which require TASB 3 hours), new strategic planning, LBB, etc.. Debbie Louder asked if all staff would be included in the retreat. Mary Sue Welch requested that the YO would not be considered. Discussion of a Christmas party was introduced. Frankie Swift and Lauren Newton will make all the party preparations. It was requested that Charlotte Duke attempt to find an area within 1 hour drive for festivities.
Future Board Meetings would include: Internal Auditor, School Improvement Plan, Superintendent Appraisal Plan and Contingency funding usage, we be tabled until the November Board Meeting.
Kate Moss, Outreach Department, gave a report on a workshop held on campus entitled "Power of Touch". It focuses on developing the tactual sense with children who are deafblind. The workshop has two principle presenters, Barbara Miles, author of "Remarkable Conversations," who presented information on development of the tactual sense and hand use and GiGi Newton from Outreach who present in Bonding and Relaxation Therapy (BART) an offshoot of infant massage that assists parents to bond with their child. The workshop format consisted of brief lecture by the presenter followed by hands activities where the parent tries new strategies related to interacting tactually with their child. Each of the six families that participated was invited to bring several professionals with them as part of their team. Two of the children participating in the weekend were also students at TSBVI. One of the students from this weekend also had the opportunity to participate in an arena assessment the following week with Dr. Jan van Dijk and staff from TSBVI.
Board President, Mary Sue Welch requested information from Dr. Hatlen regarding what preparations the school has for safety measures (in light of the Twin Towers disaster in New York City). Jesus Bautista concurred regarding safety measures and evacuation shelters. Dr. Hatlen addressed their concerns. He stated that Miles Fain wrote a script for all teaches to read to all students regarding the disaster. Phil stated that currently, we have no plans for this type of human disaster, this was a definite wake-up call. He will review with staff on Monday to enable our school to be prepared.
Mary Sue Welch adjourned the meeting at 3:45pm.
Mary Sue Welch
Board President
Bruce Best
Board Secretary
Charlotte Duke
Recording Secretary
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