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TEXAS SCHOOL FOR THE BLIND AND VISUALLY IMPAIRED

 

FINANCE COMMITTEE MEETING MINUTES

 

November 18, 2016

                                                                                                       

Call to Order:

Michael Garrett called the regularly scheduled meeting of the Finance Committee to order at 8:00 a.m. on November 18, 2016, in Room 102 of Building 600 at the Texas School for the Blind and Visually Impaired, 1100 W. 45th St., Austin, TX.

In addition to Mr. Garrett, Committee member, Joseph Muniz was also present.

TSBVI staff members present were: Pam Darden, Chief Financial Officer; Kate Oehlers, Human Resource Director; Cyrenna Villegas, Procurement Manager; Brian McDonald, School Support Services Director; Mike Wolszon, Information Resource Director; Amanda Hafer, Accounting Director; and Karen Brown, Budget Analyst.

Consideration of Approval of Minutes of the September 30, 2016 Meeting: A motion to accept the Minutes of the September 30, 2016, committee meeting as presented was made by Joseph Muniz. Michael Garrett seconded the motion. The motion passed unanimously.   

Consideration of Approval of Policies:

CBB: State and Federal Review Sources: Federal

Pam Darden discussed the change made in the CBB Policy recommended by Leonard Schwartz. The word “potential”, referring to “potential contractors” was removed from the Ethical Considerations section of the CBB Policy.

CDA: Ethics: Conflict of Interest Other Revenues: Investments

Pam Darden mentioned that no changes were made to the CDA Policy, but It is necessary to review this annually since it is specific to the Broday Trust Fund.

DBDA: Conflict of Interest: Dual Employment

Kate Oehlers discussed the DBDA Policy in detail and how it creates a financial burden on the School. This policy has been amended with the addition of the following statement: “The Texas School for the Blind and Visually Impaired will not hire any individual who is already employed by another Texas state agency or institution in a non-exempt position”.

Joseph Muniz moved to approve the three policies. Michael Garrett seconded the motion. The motion passed unanimously.  

Pam Darden discussed the renewal of the Nolan County farm contracts for calendar year 2017. Ms. Darden mentioned that one of the Lessee’s has requested that the new contract to be written in his son’s name. Ms. Darden will notify both Lessee’s and arrange a visit to both properties this year.

Pam Darden mentioned that she will also reconcile the farm income with the Nolan County Co-operatives annual records, and prepare a report to present at the June Board meeting.

Pam Darden asked for consideration of approval of renewal of the Nolan County farm contracts. Joseph Muniz moved to approve the renewal of the Nolan County farm contracts as presented. Michael Garrett seconded the motion. The motion passed unanimously.

Report on maintenance, annual inspection, and recommendations for maintenance and repair of the campus residence

Pam Darden gave a brief description of maintenance items that have been updated this past year. The Texas Facilities Commission (TFC) is scheduled to replace windows and caulk and repaint the exterior of the residence.

Brian McDonald discussed the results of the annual inspection and described  the condition of items that need attention in the residence.  Board members advised that items in poor condition should be addressed.

 

Consideration of Approval of Investment Report: Pam Darden presented the Investment Report for the twelve months ended August 31, 2016. The total short-term investments balance at 08/31/16 was reported as $853,088.15. Joseph Muniz moved to accept the Investment Report as presented. Michael Garrett seconded the motion. The motion passed unanimously.

Pam Darden advised that the Investment Report will be reformatted for the next Finance Committee meeting in January. The revised report will be sent to Mr. Garrett and Mr. Muniz in advance of the meeting for approval.  

Review of Donations Report: Pam Darden reviewed the Donations Report for the twelve months ended August 31, 2016. The total donations received year to date were  $33,591.82.

Consideration of approval of receipt of gifts and donations of over $500: Pam Darden asked for consideration of approval of receipt of gifts and donations over $500.00. Joseph Muniz moved to accept the donations over $500.00 as presented. Michael Garrett seconded the motion. The motion passed unanimously.

Consideration of approval of request for expenditures of gifts and donations: One of the two donations was received from the United States Association of Blind Athletes (USABA)  and has been designated for the participation in the USABA National Fitness Challenge. The other donation over $500.00 is undesignated.

Pam Darden discussed the undesignated gifts and donations received during the year.   The undesignated gifts and donations totaled $5,673.13 as of August 31, 2016. Ms. Darden recommended  adding this total amount to the Parent Weekend Account to cover expenses.

Pam Darden asked for consideration of approval of request for expenditure of the undesignated gifts and donations.

Joseph Muniz moved to accept the expenditures  as presented. Michael Garrett seconded the motion. The motion passed unanimously.

Review of budget reports: Pam Darden reviewed the Budget Report for the twelve months ended August 31, 2016. The benchmark for expenditures was 100%. The total percent of all budgets in the State Treasury used was 97%.

Review of the Legacy Revenue report: Pam Darden reviewed the Legacy Revenue Report for the twelve months ended August 31, 2016. The benchmark was 100% and the report reflected that TSBVI had received 99% of the projected revenue.

Review of the Legacy Expenditure report: Pam Darden reviewed the Legacy Expenditure Report for the twelve months ended August 31, 2016.The benchmark was 100% with the report reflecting 90% of the projected expenditures.

 

Report from Business, Operations & Technology Administrator

         Pam Darden introduced Amanda Hafer as the new Director of Accounting.  Amanda has over 13 years of state government experience and joined TSBVI on October 17.

Report from Procurement Manager

         Cyrenna Villegas provided information on the new TSBVI requisition system called EREQ that was implemented on October 1.  EREQ automates the paper requisition process and routes the request through a workflow process for approvals ending with a purchase order all within the same system.

Report from School Support Services Director

         Brian McDonald discussed the current Memorandum of Understanding with the Texas Facilities Commission.  His report included overall progress between the two agencies as well as on-going challenges within property management, custodial and grounds.

Report from Information Resources Director

Mike Wolszon provided an update on the Information Resources Department. He highlighted the website transition from Joomla CMS to Drupal CMS that should be completed in early spring and an on-line web ticketing system for website updates and changes.

Adjournment: The meeting adjourned at 9:45 a.m.