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NOTICE IS HEREBY GIVEN that a regular meeting of the Board of Trustees of the Texas School for the Blind and Visually Impaired shall be held on June 1, 2018, beginning at
10:15 a.m. in the Board Meeting Room, Building 600, 1100 West 45th Street, Austin, Texas.

If, during the course of the meeting, any discussion of any item on the agenda should be held in closed session, the Board shall convene in such closed session in accordance with Texas Government Code, Sec. 551.001, et seq. Before any such session is convened, the presiding officer shall publicly identify the section or sections of the Code authorizing the closed session. All final votes, actions, or decisions shall be taken in open session.

The subjects to be discussed or considered, or upon which any formal action may be taken, are as follows (items do not have to be taken in the same order as shown on this meeting notice):

BOARD AGENDA
 June 1, 2018 Meeting

1. Call to Order

2. Introduction of Audience

3. Recognition of Retiring TSBVI Staff Members (Joseph Muniz)

4. Public Comments/Open Forum

5. Consideration of Approval of Minutes of April 6, 2018 Board Meeting (Joseph Muniz), pages 4-16

6. Report from the Finance Committee (Michael Garrett)

a. Oath of Office for reappointed board member Michael Hanley

b. Consideration of approval of board policies: pages 17-119

CDC (TSBVI) Other Revenues: Gifts and Solicitations (amend), pages 42-43
CE (TSBVI) Annual Operating Budget (amend), pages 44-45
CFA Accounting: Financial Reports and Statements (amend), page 46
CHB (TSBVI) Purchasing and Acquisition: Petty Cash Accounts (amend), pages 47-48
CKA Safety Program/Risk Management: Inspections (amend), pages 49-52
CPAB Office Communications: Mail and Delivery (amend), page 53
CRF (TSBVI) Insurance and Annuities Management: Unemployment Insurance Policy (amend), pages 54-55
DED (TSBVI) Holidays (amend), pages 56-58
DHB Employee Standards of Conduct: Report to State Board of Educator Certification (adopt), pages 59-63
DHF (TSBVI) Employee Standards of Conduct: Fraudulent Action Against TSBVI (amend), pages 64-66
DI (TSBVI) Employee Welfare (amend), pages 67-69
DIA (TSBVI) Employee Welfare: Freedom from Discrimination, Harassment and Retaliation (amend), pages 70-73
DMBA (TSBVI) Special Programs Training: Training Related to Visual Impairment (amend), pages 74-75
GKC Community Relations: Visitors to the School (amend), pages 118-119

c. Consideration of approval of Investment Report, pages 120

d. Consideration of approval of receipt of gifts and donations of over $500, pages 121-123

e. Consideration of approval of request for expenditure of gifts and donations, pages 121-123

f. Review of budget reports

  • Operating Budget Expenditure Report, pages 124-135
  • Legacy Revenue Budget Report, page 136
  • Legacy Operating Expenditure Budget Report, pages 137-138

g. Report on Nolan County Farms

7. Report from the Program Committee (Joseph Muniz)

a. Oaths of Office for newly appointed board members

b. Report from Short-Term Programs Principal, Sara Merritt

  • Short-term Program attendance

c. Report from Comprehensive Programs Principal, Miles Fain

  • School Health Advisory Council’s activities and recommendations
  • Consideration of approval of “Unhushed” sexual education curriculum, pages 139-141
  • Consideration of approval of recommendations of the Instructional Materials Committee, page 142

d. Report from Outreach Program Director, Cyral Miller

  • Update from Outreach

8. Report from the Audit, Compliance, and Management Review Committee (Joseph Muniz)

a. Consideration of approval of board policies: pages 17-119

BBA (TSBVI) Board Members: Appointments/Qualifications (amend), pages 22-24
BBBD (TSBVI) Electioneering (adopt), pages 25-26
BBC (TSBVI) Board Members: Vacancies (amend), pages 27-29
BBE Board Members: Authority (amend), pages 30-32
BED (TSBVI) Board Meetings: Public Participation (amend), pages 33-35
BG Board Self-Evaluation (adopt), page 36
BJA (TSBVI) Superintendent: Qualification and Duties (amend), pages 37-41
GBA Public Information Program: Access to Public Information (amend), pages 76-94
GBAA Information Access: Requests for Information (amend), pages 95-117

b. Report from the Internal Auditor (Kemp Long)

  • Consideration of approval of Internal Audit Plan, page 143

9. Report from the Personnel Committee (Joseph Muniz)

a. Consideration of approval of internal auditor evaluation instrument, pages 144-149

10. Consideration of Approval of New Contract Staff (Bill Daugherty), page 149a

11. Consideration of Approval of Appraisers for the Teacher Appraisal Process (Bill Daugherty), page 150

12. Consideration of Approval of the Agency Strategic Plan for Fiscal Years 2019-2023 (Bill Daugherty), page 151

13. Review of 2018-2019 Annual Improvement Plan (Bill Daugherty), page 152

14. Discussion of Development of Board Operating Procedures (Susan Morrison)

15. Report from the Superintendent, pages 153-154

a. Campus visitors
b. Campus activities

16. Consideration of Approval of Dates for 2018-2019 Board Meetings and Training Dates and Discussion of Summer 2018 Board Meeting (Bill Daugherty), pages 155-156

17. Discussion of Future Board Meeting Topics (Joseph Muniz)

18. Appointment of Board Committee Members, Chairpersons and Vice-Chairpersons (Board President), pages 157

19. Announcements

20. Adjournment

 

Texas School for the Blind and Visually Impaired

Board Meeting Minutes

September 28, 2018 Meeting

Call to Order: 

Joseph Muniz called the meeting of the Governing Board for the Texas School for the Blind and Visually Impaired to order at 10:15 a.m.

Introduction of Board Members and Audience:

Joseph Muniz, Board President introduced himself. The additional Board Members present were: Mike Hanley, Brenda Lee, Julie Prause,

Mary Alexander, Bobby Druesedow, Dan Brown, and Michael Garrett. Lee Sonnenberg was not present.

Audience members present were: Bill Daugherty, Superintendent, Susan Morrison, General Counsel, Veronica Lopez, Administrative Assistant, Tanya Letbetter, step-mom, Wayne Letbetter, father, Dani Casey, TA, Sandy Benson, grandmother, Bill Benson, grandad, Kim Wright, Residential Instructor, Bridgett Wolfe, Residential Instructor, Jesse Estalla, father, Monica Beacley, mother, Emily Coleman, Outreach Director, G’Nell Price, Assistant Principal, Shanna Hamilton, Teacher, Gemma Cooper-Langdale, Residential Instructor, Valerie Bradshaw, Assessment Coordinator, Jay Hiller, Speech Specialist, Pam Darden, Chief Financial Officer, Josh Splinter, Budget Analyst, Brian McDonald, Director of Support Services, Amanda Hafer, Accounting Director, Garner Vogt, Residential Director, Susan Houghtling, Director of Planning and Evaluation, Allison Billes, TA, Daniel Butler, Residential Instructor, Jean Ann Hutsell, Residential Instructor, Sara Kitchen, Outreach, Miles Fain, Principal, Eden Hagelman Assistant Principal, Jim Clark, Teacher, Alex Hughes, Residential Instructor, Brian Bradshaw, Residential Instructor, Sara Merritt, Principal, Misty Wade, Residential Instructor, Kate Mainzer, Human Resources Director, and several TSBVI students.

Public Comments/Open Forum:  

Mr. Muniz stated public comments are important to the Governing body. The Board welcomes anyone who chooses to address any topic. Furthermore, there are rules the Board is governed by in the Texas Open Meetings Act. It allows the Board to hear public comments but because it is not on the agenda they cannot discuss the topic. Public commentators are given three minutes to address the Board.

Daniel Butler, Residential Instructor addressed the Board regarding the budget issues. Mr. Butler gave some insight as to how the budget issues will affect the residential staff at TSBVI. Furthermore, he explained the pay structure for the RI’s at TSBVI and the importance of the residential instruction to students.

Recognition of Students for Outstanding Performance on Statewide Assessments: 

Miles Fain introduced the four students who earned special recognition in STARR testing.  Each student came up to receive a certificate for their achievement which was presented by Joseph Muniz.  

Mr. Muniz thanked parents, family, and staff for attending and congratulated students.

Consideration of Approval of Minutes of August 9 and 10, 2018 Board Meetings: 

Ms. Morrison suggested changes to the Board meeting minutes from August 9 and 10, 2018.

Mary Alexander moved to approve the minutes with the corrections as discussed. Mr. Garrett seconded the motion. The motion carried unanimously.

Report from the Finance Committee:

Consideration of approval of board policies:

GKA (TSBVI) Community Relations:  Conduct on School Premises

Michael Garrett addressed the approval of board policy GKA. Ms. Morrison gave a summary of the policy and the changes made to policy GKA.

The policy was recommended for approval. Motion to approve came from the Committee

therefore, no second was needed and the motion carried.

Consideration of approval of Investment Report:

Mr. Garrett listed the balances for Texas School for the Blind and Visually Impaired’s Investments.

The Finance Committee recommended the approval of the Investment Report to the board.

Motion came from the Committee therefore, no second was needed and the motion carried.

Consideration of approval of receipt of gifts and donations of over $500:

Mr. Garrett stated since the last meeting there were a total of four gifts and donations.

The Finance Committee recommended the approval of receipt of gifts and donations of over $500 to the Board. Motion came from the Committee therefore, no second was needed and the motion carried.

Consideration of approval of request for expenditure of gifts and donations:

Mr. Garrett stated that there is a request for the undesignated funds to go towards the Expanded Core Curriculum. Mr. Garrett stated the Committee approved the request.

Mr. Muniz asked what the amount was. Ms. Lee stated the amount was $7,515.

Motion came from the Committee therefore, no second was needed and the motion carried.

Review of budget reports: Operating Budget Expenditure Report:

Ms. Darden explained the revisions to the Operating Budget Expenditure Report.

Legacy Revenue Budget Report:

Mr. Garrett explained the Legacy Revenue Budget Report and the totals ending August 31, 2018.

Legacy Operating Expenditure Budget Report:

Mr. Garrett explained the Legacy Operating Expenditure Budget Report and the totals ending August 31, 2018.

Consideration of authorization for the Superintendent to draw down additional funds from the Broday Trust: 

Mr. Muniz asked Mr. Daugherty to explain what exactly is being authorized. Mr. Daugherty explained that authorization of this request would authorize Ms. Darden, Ms. Morrison, himself and Well Fargo to request the court to increase TSBVI’s draw rate from 4% to 6% annually and a one time payment of $800,000 to satisfy the current deficit and provide liquidity. Julie Prause asked where the funds will be used. Mr. Daugherty answered in the general operations of the School.

Motion came from the Committee therefore, no second was needed and the motion carried unanimously.

Report from the Program Committee:

Ms. Lee gave the report from the Program Committee.

Introduction of new Outreach Program Director:

Lee introduced TSBVI’s new Outreach Director, Emily Coleman.

Consideration of approval of board policies:

FFG Student Welfare:  Child Abuse, Neglect, Exploitation, and Improper Child Care Practice.

Brenda Lee explained policy FFG and its changes.

Mr. Brown asked about the accessibility and student awareness of braille posters with contact information.  Mr. Daugherty answered that it is standard protocol for braille to be posted on bulletin boards. Students are familiar with the bulletins and Comprehensive Programs works with students to assure they know where these posters are located.

The Committee recommended approval of the amendments as presented to the Board. Motion came from the committee therefore, no second was needed and the motion carried.

Report from Comprehensive Program Principal Statewide Assessment results:

Ms. Lee stated that Valerie Bradshaw presented a report on student achievement last school year on STAAR and TELPAS assessments.

Plan to promote academic excellence:

Ms. Lee reported that Mr. Fain presented a plan to promote academic excellence and improve student performance on STAAR assessments.

Report on English as a Second Language (ESL) Program Analysis:

Ms. Lee reported that Valerie Bradshaw presented a report on the English as a Second Language Program. She explained there were 10 students identified as Limited English Proficient at the beginning of last school year and another student enrolled mid-year. All who were assessed at the beginning or intermediate level in the spring of 2017 showed at least one level of advancement. Two remained the highest possible rating and two of three students who scored Advanced in at least one area improved to the Advanced-High rating.

TSBVI Student Performance Indicator results:

Ms. Lee reported that Miles Fain presented a report by Curriculum Director, Debra Sewell on student achievement in the Student Performance Indicators last year. The accreditation standard for TSBVI set by TEA is 70 percent of students for whom performance indicator evaluations are administered will score 2.0 or higher on each and every Core and Expanded Core Curricular area in which they are receiving programming.

Mr. Brown inquired about the results from STAAR grades 3-8 exams in Science. He wondered if that was due to an instructional gap in Science in particular. Valerie Bradshaw explained students often times come to TSBVI behind in their course work. In Biology especially, teachers are having to work harder to catch students up. Students may not pass assessments but are closing gaps and gaining a higher knowledge in Science. Ms. Prause added that it varies year to year due to the different students attending. Mr. Daugherty stated TSBVI turns over a third of the students each year. A third of students leave and another third will come in.

Consideration of membership to the School Health Advisory Council:

The Program Committee was asked to consider approval of membership to the School’s Health Advisory Council that consists of parents or guardians of TSBVI students and TSBVI staff. The Program Committee voted to recommend membership to the Council to include: parents or guardians Cassandra Hernandez, Rachel Smith, and Brandi Gonzalez.  TSBVI members recommended were: Brian McDonald, Elina Mullen, Debra Sewell, Yanni Crespo and Shelly Allen as the Chairperson for the Council.

Motion came from the Program Committee to approve the School Health Advisory Council therefore, no second was needed and the motion carried.

Report from Short-Term Programs Principal, Sara Merritt 2018 Summer programs:

Ms. Lee reported on the attendance and great success of the summer program for school year 2017-2018.

Mr. Hanley asked if going forward due to budgetary constraints will TSBVI reduce the number of students they will be able to serve. Ms. Merritt answered Short-Term Programs will air on the side of caution and reduce the numbers for budget sake. Ms. Merritt said planning and preparation for the reduction also carries in mind, the staff that will need notice to find other sources of income. Mr. Brown asked how TSBVI will notify districts of the cut back on summer enrollment.  Mr. Daugherty answered that TSBVI will notify through the website, contacts with Education Services and anyone who is a customer that we will have a reduced summer school and why. Ms. Lee added that, as a TVI herself, they know to check the website and that the deadline is in February.

Consideration of Ratifying and Taking Action on the Resignation of Internal Auditor Kemp Long and Discussion of Internal Auditor Position: 

Mr. Muniz stated that Kemp Long, Internal Auditor had submitted his resignation to the Board and Mr. Muniz accepted that resignation.   

Mary Alexander motioned to ratify the action taken on the resignation of Internal Auditor, Kemp Long. Mr. Druesedow seconded the motion. The motion carried unanimously.

Mr. Muniz recommended that the Board defer action to fill the position for a period to help with the current budget situation. He added that TSBVI is caught up on required reports so it is was his recommendation to defer until approximately the April time frame.

Consideration of Approval of the 2018 Annual Internal Audit Report (AIAR): 

Ms. Alexander explained the report and its process.

Mary Alexander recommended to amend the audit, to reflect that the Annual Internal Audit, Quality Assurance and Improvement Program and the Audit Recommendations Tracking Schedule would not be done in the 2019 year. She also recommended to authorize staff to amend and post as required. Brenda Lee seconded the motion. The motion carried unanimously.

Report on the 2018 Quality Assurance and Improvement Program (QAIP): 

Ms. Alexander explained the Internal Auditor Quality Assurance and Improvement Program.

Update on the Audit Recommendations Tracking Schedule:  

Ms. Alexander gave an explanation of the Audit Recommendations Tracking Schedule and the open audit recommendations.

Consideration of Approval of TSBVI Organizational Chart: 

Bobby Druesedow motioned to approve the TSBVI Organizational Chart as submitted. Ms. Alexander seconded the motion. The motion carried unanimously.

Consideration and Discussion of Draft Board Operating Procedures

Ms. Morrison explained the draft of Board Operating Procedures and the process for approval at the November board meeting. A second draft will be sent to the trustees.

Final Update on Completion of Action Plans in the 2017-2018 Annual Improvement Plan: 

Mr. Daugherty reviewed the completion of the action plans from the 2017-2018 Annual Improvement Plan.

Mr. Brown inquired about action plan item 15: Expand Statewide Stakeholder Knowledge and Use of Online Synchronous Instruction. He asked why TVIs had not reached out during the given hours. Ms. Merritt answered it had to do with the time frame. Testing, end of year deadlines and graduation were some of the conflicts with the time frame.

Ms. Alexander inquired about action plan item 4: Promote Students’ Effective Use of Low Vision. She asked if TSBVI provides students with optical devices and non-visual tools. Ms. Lee added that some students from her division have low vision evaluations done. The district will purchase their devices for them. Mr. Fain responded that TSBVI keeps an inventory of devices for students to try out. Cindy Bachofer will work with students and devices and then work with the districts to help purchase devices for students.

Report from the Superintendent: 

Mr. Daugherty gave a report on the Legislative Appropriations Request hearing, Comprehensive Programs enrollment and campus activities.

Ms. Alexander inquired about the SWOMA conference and the cost to TSBVI. Ms. Coleman stated that registration covers the cost for the conference so, there is no cost to TSBVI for the conference. Registration costs covered the food, guest speakers and any other extra items. The committee for the conference are not TSBVI staff. The idea of giving TSBVI staff a discounted rate was brought to the committee. They agreed that, as long as the fee covered outside costs, that would be okay.

Consideration of Superintendent’s Formative Evaluation:

The Board recessed the open session and convened in a closed meeting to discuss agenda item #16 – ‘Consideration of Superintendent’s Formative Evaluation’ in conformance with Texas Government Code Section 551.074 – Personnel Matters.

Mr. Muniz stated that no voting would take place in the closed meeting.  Any action the board wished to take as a result of discussions in closed meeting would take place after the board reconvenes in the open meeting.  The time was 12:22 p.m. and the meeting went into closed session.

At 1:49 p.m., the Board reconvened in open session. There was no action taken and no voting took place in the closed session.  

Appointment of Board Personnel Committee Members, Chairperson and Vice-Chairperson: 

Joseph Muniz appointed: Mary Alexander as Chairperson of the Committee, Mike Hanley as Vice-Chairperson of the Committee and Dan Brown as a Member of the Committee. This Committee will interview candidates for the Internal Auditor position and recommend a candidate for hire to the full Board.

Discussion of Future Board Meeting Topics and Training Dates: 

Ms. Houghtling asked if Board members would like any training at the next board meeting. Ms. Alexander suggested that there be a finance training with Pam Darden. Ms. Darden agreed that this would be a good time to do this type of training.  

Announcements: 

Michael Garrett announced he celebrated a 40th anniversary for his organization. His baseball team, the Bayou City Heat, also finished second in the World Series. Ms. Lee thanked Mr. Daugherty for coming to Abilene for the Braille Literacy for Young Children.

Adjournment:

Michael Hanley motioned to adjourn. Michael Garrett seconded the motion. The motion carried unanimously. The meeting was adjourned at 1:54 p.m.

NOTICE IS HEREBY GIVEN that a regular meeting of the Board of Trustees of the Texas School for the Blind and Visually Impaired shall be held on January 25, 2019 beginning at 10:15 a.m. in the Board Meeting Room, Building 600, 1100 West 45th Street, Austin, Texas.

If, during the course of the meetings, any discussion of any item on the agenda should be held in closed session, the Board shall convene in such closed session in accordance with Texas Government Code, Sec. 551.071, .072, 073, .074, .076, .082, .0821, .083, .084, or .089. Before any such session is convened, the presiding officer shall publicly identify the section or sections of the Code authorizing the closed session. All final votes, actions, or decisions shall be taken in open session. The subjects to be discussed or considered, or upon which any formal action may be taken, are as follows (items do not have to be taken in the same order as shown on this meeting notice):

BOARD AGENDA
for January 25, 2019 Meeting

1.   Call to Order

2.   Introduction of Audience

3.   Recognition of the TSBVI School Board Members (Bill Daugherty)

4.   Recognition of Retiring TSBVI Staff (Joseph Muniz)

5.   Recognition of the 2019 TSBVI Outstanding Direct Care and Outreach Staff Members (Joseph Muniz)

6.   Public Comments/Open Forum

7.   Consideration of Approval of Minutes of November 15 and 16, 2018 Board Meetings (Joseph Muniz)

8.   Report from the Finance Committee (Michael Garrett)

      a. Consideration of approval of board policies: 

          BJCD-E Procedures for Appraisal of Superintendent (amend)
          CH (TSBVI) Purchasing and Acquisition (amend)
          CHC Purchasing (delete)
          CNA (TSBVI) Transportation Management: Student Transportation (amend)
          CNC (TSBVI) Transportation Management: Transportation Safety (amend)
          DBAA (TSBVI) Employment Requirements and Restrictions: Criminal History (amend)
          DBD (TSBVI) Employment Requirements and Restrictions: Conflict of Interest (amend)
          DF (TSBVI) Termination of Employment (amend)
          DFBA Term Contracts: Suspension/Termination During Contracts (amend)
          DK (TSBVI) Assignments and Schedules (amend)
          DNAA Accountability: Appraisal of Noncontract Employees (review)
          DNB (TSBVI) Performance Appraisal: Evaluation of Campus Administrators (amend)
          DP (TSBVI) Personnel Positions (amend)
          GBA Public Information Program: Access to Public Information (amend)
          GKB (TSBVI) Community Relations: Advertising and Fundraising in the Schools (amend)
          GKD (TSBVI) Community Relations: Use of School Facilities (amend)

      b.   Consideration of approval of Investment Report

      c.   Consideration of adoption of a resolution regarding the review of the investment policy and strategies of TSBVI

      d.   Consideration of approval of receipt of gifts and donations of over $500

      e.   Consideration of approval of request for expenditure of gifts and donations

      f.   Review of budget reports

           -- Operating Budget Expenditure Report
           -- Legacy Revenue Budget Report
           -- Legacy Operating Expenditure Budget Report

9.   Report from the Program Committee (Lee Sonnenberg)

      a. Consideration of approval of board policies:

          AIB (TSBVI) Performance Reporting (amend) 
          BQ (TSBVI) Planning and Decision-Making Process (amend) 
          BR (TSBVI) Reports (amend) 
          EF Instructional Resources (amend) 
          EFB Instructional Resources (amend) 
          EHAD Basic Instructional Program: Elective Instruction), amend 
          EIC (TSBVI) Academic Achievement: Class Ranking (amend) 
          EKB (TSBVI) Testing Programs: State Assessment (amend) 
          EMG (TSBVI) Miscellaneous Instructional Policies: Animals in the School (amend) 
          FBA (TSBVI) Equal Educational Opportunity: Service and Guide Animals (amend) 
          FJ Student Fundraising (amend) 

      b. Update from the Social Media Committee

10. Public Discussion of TSBVI’s 2017-2018 Annual Report (Joseph Muniz) 

11. Status Report on Action Plans in the 2018-2019 School Improvement Plan (Bill Daugherty)

12. Discussion and Consideration of Approval of Board Operating Procedures (Susan Morrison)

13. Report from the Superintendent

      a. Legislative activities

      b. Campus activities

14. Discussion of Future Board Meeting Topics and Scheduling of Training Sessions (Joseph Muniz)

15. Report from the Personnel Committee (Mary Alexander)

      a. Consideration of approval of the hiring process for a new internal auditor for TSBVI:

          -- Timeline for posting the Internal Auditor position
          -- Approval of salary for the Internal Auditor
          -- Timeline and process for conducting interviews
          -- Timeline and process for selecting and hiring

16. Consideration of Superintendent’s Performance Appraisal (Joseph Muniz)

17. Announcements

18. Adjournment

 

Texas School for the Blind and Visually Impaired

Board Meeting Minutes

September 28, 2018 Meeting

Call to Order:  Joseph Muniz called the meeting of the Governing Board for the Texas School for the Blind and Visually Impaired to order at 10:15 a.m.

Introduction of Board Members and Audience: Joseph Muniz, Board President introduced himself. The additional Board Members present were: Mike Hanley, Brenda Lee, Julie Prause, Mary Alexander, Bobby Druesedow, Dan Brown, and Michael Garrett. Lee Sonnenberg was not present.

Audience members present were: Bill Daugherty, Superintendent, Susan Morrison, General Counsel, Veronica Lopez, Administrative Assistant, Tanya Letbetter, step-mom, Wayne Letbetter, father, Dani Casey, TA, Sandy Benson, grandmother, Bill Benson, grandad, Kim Wright, Residential Instructor, Bridgett Wolfe, Residential Instructor, Jesse Estalla, father, Monica Beacley, mother, Emily Coleman, Outreach Director, G’Nell Price, Assistant Principal, Shanna Hamilton, Teacher, Gemma Cooper-Langdale, Residential Instructor, Valerie Bradshaw, Assessment Coordinator, Jay Hiller, Speech Specialist, Pam Darden, Chief Financial Officer, Josh Splinter, Budget Analyst, Brian McDonald, Director of Support Services, Amanda Hafer, Accounting Director, Garner Vogt, Residential Director, Susan Houghtling, Director of Planning and Evaluation, Allison Billes, TA, Daniel Butler, Residential Instructor, Jean Ann Hutsell, Residential Instructor, Sara Kitchen, Outreach, Miles Fain, Principal, Eden Hagelman Assistant Principal, Jim Clark, Teacher, Alex Hughes, Residential Instructor, Brian Bradshaw, Residential Instructor, Sara Merritt, Principal, Misty Wade, Residential Instructor, Kate Mainzer, Human Resources Director, and several TSBVI students.

Public Comments/Open Forum:  Mr. Muniz stated public comments are important to the Governing body. The Board welcomes anyone who chooses to address any topic. Furthermore, there are rules the Board is governed by in the Texas Open Meetings Act. It allows the Board to hear public comments but because it is not on the agenda they cannot discuss the topic. Public commentators are given three minutes to address the Board.

Daniel Butler, Residential Instructor addressed the Board regarding the budget issues. Mr. Butler gave some insight as to how the budget issues will affect the residential staff at TSBVI. Furthermore, he explained the pay structure for the RI’s at TSBVI and the importance of the residential instruction to students.

Recognition of Students for Outstanding Performance on Statewide Assessments:  Miles Fain introduced the four students who earned special recognition in STARR testing.  Each student came up to receive a certificate for their achievement which was presented by Joseph Muniz.  

Mr. Muniz thanked parents, family, and staff for attending and congratulated students.

Consideration of Approval of Minutes of August 9 and 10, 2018 Board Meetings:  Ms. Morrison suggested changes to the Board meeting minutes from August 9 and 10, 2018.

Mary Alexander moved to approve the minutes with the corrections as discussed. Mr. Garrett seconded the motion. The motion carried unanimously.

Report from the Finance Committee:

Consideration of approval of board policies: GKA (TSBVI) Community

Relations:  Conduct on School Premises

Michael Garrett addressed the approval of board policy GKA. Ms. Morrison gave a summary of the policy and the changes made to policy GKA.

The policy was recommended for approval. Motion to approve came from the Committee therefore, no second was needed and the motion carried.

Consideration of approval of Investment Report: Mr. Garrett listed the balances for Texas School for the Blind and Visually Impaired’s Investments.

The Finance Committee recommended the approval of the Investment Report to the board.  Motion came from the Committee therefore, no second was needed and the motion carried.

Consideration of approval of receipt of gifts and donations of over $500:

Mr. Garrett stated since the last meeting there were a total of four gifts and donations.  The Finance Committee recommended the approval of receipt of gifts and donations of over $500 to the Board. Motion came from the Committee therefore, no second was needed and the motion carried.

Consideration of approval of request for expenditure of gifts and donations: Mr. Garrett stated that there is a request for the undesignated funds to go towards the Expanded Core Curriculum. Mr. Garrett stated the Committee approved the request. Mr. Muniz asked what the amount was. Ms. Lee stated the amount was $7,515. Motion came from the Committee therefore, no second was needed and the motion carried.

Review of budget reports: Operating Budget Expenditure Report:

Ms. Darden explained the revisions to the Operating Budget Expenditure Report.

Legacy Revenue Budget Report: Mr. Garrett explained the Legacy Revenue Budget Report and the totals ending August 31, 2018.

Legacy Operating Expenditure Budget Report: Mr. Garrett explained the Legacy Operating Expenditure Budget Report and the totals ending August 31, 2018.

Consideration of authorization for the Superintendent to draw down additional funds from the Broday Trust:  Mr. Muniz asked Mr. Daugherty to explain what exactly is being authorized. Mr. Daugherty explained that authorization of this request would authorize Ms. Darden, Ms. Morrison, himself and Well Fargo to request the court to increase TSBVI’s draw rate from 4% to 6% annually and a one time payment of $800,000 to satisfy the current deficit and provide liquidity. Julie Prause asked where the funds will be used. Mr. Daugherty answered in the general operations of the School.  Motion came from the Committee therefore, no second was needed and the motion carried unanimously.

Report from the Program Committee: Ms. Lee gave the report from the Program Committee.

Introduction of new Outreach Program Director: Lee introduced TSBVI’s new Outreach Director, Emily Coleman.

Consideration of approval of board policies: FFG Student Welfare:  Child Abuse, Neglect, Exploitation, and Improper Child Care Practice.

Brenda Lee explained policy FFG and its changes.

Mr. Brown asked about the accessibility and student awareness of braille posters with contact information.  Mr. Daugherty answered that it is standard protocol for braille to be posted on bulletin boards. Students are familiar with the bulletins and Comprehensive Programs works with students to assure they know where these posters are located.

The Committee recommended approval of the amendments as presented to the Board. Motion came from the committee therefore, no second was needed and the motion carried.

Report from Comprehensive Program Principal Statewide Assessment results: Ms. Lee stated that Valerie Bradshaw presented a report on student achievement last school year on STAAR and TELPAS assessments.

Plan to promote academic excellence: Ms. Lee reported that Mr. Fain presented a plan to promote academic excellence and improve student performance on STAAR assessments.

Report on English as a Second Language (ESL) Program Analysis: Ms. Lee reported that Valerie Bradshaw presented a report on the English as a Second Language Program. She explained there were 10 students identified as Limited English Proficient at the beginning of last school year and another student enrolled mid-year. All who were assessed at the beginning or intermediate level in the spring of 2017 showed at least one level of advancement. Two remained the highest possible rating and two of three students who scored Advanced in at least one area improved to the Advanced-High rating.

TSBVI Student Performance Indicator results: Ms. Lee reported that Miles Fain presented a report by Curriculum Director, Debra Sewell on student achievement in the Student Performance Indicators last year. The accreditation standard for TSBVI set by TEA is 70 percent of students for whom performance indicator evaluations are administered will score 2.0 or higher on each and every Core and Expanded Core Curricular area in which they are receiving programming.

Mr. Brown inquired about the results from STAAR grades 3-8 exams in Science. He wondered if that was due to an instructional gap in Science in particular. Valerie Bradshaw explained students often times come to TSBVI behind in their course work. In Biology especially, teachers are having to work harder to catch students up. Students may not pass assessments but are closing gaps and gaining a higher knowledge in Science. Ms. Prause added that it varies year to year due to the different students attending. Mr. Daugherty stated TSBVI turns over a third of the students each year. A third of students leave and another third will come in.

Consideration of membership to the School Health Advisory Council: The Program Committee was asked to consider approval of membership to the School’s Health Advisory Council that consists of parents or guardians of TSBVI students and TSBVI staff. The Program Committee voted to recommend membership to the Council to include: parents or guardians Cassandra Hernandez, Rachel Smith, and Brandi Gonzalez.  TSBVI members recommended were: Brian McDonald, Elina Mullen, Debra Sewell, Yanni Crespo and Shelly Allen as the Chairperson for the Council.

Motion came from the Program Committee to approve the School Health Advisory Council therefore, no second was needed and the motion carried.

Report from Short-Term Programs Principal, Sara Merritt 2018 Summer programs: Ms. Lee reported on the attendance and great success of the summer program for school year 2017-2018.

Mr. Hanley asked if going forward due to budgetary constraints will TSBVI reduce the number of students they will be able to serve. Ms. Merritt answered Short-Term Programs will air on the side of caution and reduce the numbers for budget sake. Ms. Merritt said planning and preparation for the reduction also carries in mind, the staff that will need notice to find other sources of income. Mr. Brown asked how TSBVI will notify districts of the cut back on summer enrollment.  Mr. Daugherty answered that TSBVI will notify through the website, contacts with Education Services and anyone who is a customer that we will have a reduced summer school and why. Ms. Lee added that, as a TVI herself, they know to check the website and that the deadline is in February.

Consideration of Ratifying and Taking Action on the Resignation of Internal Auditor Kemp Long and Discussion of Internal Auditor Position:  Mr. Muniz stated that Kemp Long, Internal Auditor had submitted his resignation to the Board and Mr. Muniz accepted that resignation.   

Mary Alexander motioned to ratify the action taken on the resignation of Internal Auditor, Kemp Long. Mr. Druesedow seconded the motion. The motion carried unanimously.

Mr. Muniz recommended that the Board defer action to fill the position for a period to help with the current budget situation. He added that TSBVI is caught up on required reports so it is was his recommendation to defer until approximately the April time frame.

Consideration of Approval of the 2018 Annual Internal Audit Report (AIAR):  Ms. Alexander explained the report and its process.

Mary Alexander recommended to amend the audit, to reflect that the Annual Internal Audit, Quality Assurance and Improvement Program and the Audit Recommendations Tracking Schedule would not be done in the 2019 year. She also recommended to authorize staff to amend and post as required. Brenda Lee seconded the motion. The motion carried unanimously.

Report on the 2018 Quality Assurance and Improvement Program (QAIP):  Ms. Alexander explained the Internal Auditor Quality Assurance and Improvement Program.

Update on the Audit Recommendations Tracking Schedule:  Ms. Alexander gave an explanation of the Audit Recommendations Tracking Schedule and the open audit recommendations.

Consideration of Approval of TSBVI Organizational Chart:  Bobby Druesedow motioned to approve the TSBVI Organizational Chart as submitted. Ms. Alexander seconded the motion. The motion carried unanimously.

Consideration and Discussion of Draft Board Operating Procedures

Ms. Morrison explained the draft of Board Operating Procedures and the process for approval at the November board meeting. A second draft will be sent to the trustees.

Final Update on Completion of Action Plans in the 2017-2018 Annual Improvement Plan:  Mr. Daugherty reviewed the completion of the action plans from the 2017-2018 Annual Improvement Plan.

Mr. Brown inquired about action plan item 15: Expand Statewide Stakeholder Knowledge and Use of Online Synchronous Instruction. He asked why TVIs had not reached out during the given hours. Ms. Merritt answered it had to do with the time frame. Testing, end of year deadlines and graduation were some of the conflicts with the time frame.

Ms. Alexander inquired about action plan item 4: Promote Students’ Effective Use of Low Vision. She asked if TSBVI provides students with optical devices and non-visual tools. Ms. Lee added that some students from her division have low vision evaluations done. The district will purchase their devices for them. Mr. Fain responded that TSBVI keeps an inventory of devices for students to try out. Cindy Bachofer will work with students and devices and then work with the districts to help purchase devices for students.

Report from the Superintendent:  Mr. Daugherty gave a report on the Legislative Appropriations Request hearing, Comprehensive Programs enrollment and campus activities.

Ms. Alexander inquired about the SWOMA conference and the cost to TSBVI. Ms. Coleman stated that registration covers the cost for the conference so, there is no cost to TSBVI for the conference. Registration costs covered the food, guest speakers and any other extra items. The committee for the conference are not TSBVI staff. The idea of giving TSBVI staff a discounted rate was brought to the committee. They agreed that, as long as the fee covered outside costs, that would be okay.

Consideration of Superintendent’s Formative Evaluation: The Board recessed the open session and convened in a closed meeting to discuss agenda item #16 – ‘Consideration of Superintendent’s Formative Evaluation’ in conformance with Texas Government Code Section 551.074 – Personnel Matters.

Mr. Muniz stated that no voting would take place in the closed meeting.  Any action the board wished to take as a result of discussions in closed meeting would take place after the board reconvenes in the open meeting.  The time was 12:22 p.m. and the meeting went into closed session.

At 1:49 p.m., the Board reconvened in open session. There was no action taken and no voting took place in the closed session.  

Appointment of Board Personnel Committee Members, Chairperson and Vice-Chairperson:  Joseph Muniz appointed: Mary Alexander as Chairperson of the Committee, Mike Hanley as Vice-Chairperson of the Committee and Dan Brown as a Member of the Committee. This Committee will interview candidates for the Internal Auditor position and recommend a candidate for hire to the full Board.

Discussion of Future Board Meeting Topics and Training Dates:  Ms. Houghtling asked if Board members would like any training at the next board meeting. Ms. Alexander suggested that there be a finance training with Pam Darden. Ms. Darden agreed that this would be a good time to do this type of training.  

Announcements:  Michael Garrett announced he celebrated a 40th anniversary for his organization. His baseball team, the Bayou City Heat, also finished second in the World Series. Ms. Lee thanked Mr. Daugherty for coming to Abilene for the Braille Literacy for Young Children.

Adjournment

Michael Hanley motioned to adjourn. Michael Garrett seconded the motion. The motion carried unanimously. The meeting was adjourned at 1:54 p.m.

Texas School for the Blind and Visually Impaired

Board Meeting Minutes

November 15, 2018 Meeting

Call to Order:  

Board President, Joseph Muniz called the meeting of the Governing Board of the Texas School for the Blind and Visually Impaired to order at 1:02 p.m.

Introduction of Board Members and Audience:  

Joseph Muniz, Board President introduced himself. The additional Board Members present were: Brenda Lee, Julie Prause, Lee Sonnenberg, Bobby Druesedow, Dan Brown and Michael Garrett. Mary Alexander and Michael Hanley were unable to attend the meeting.

Audience Members present were: Bill Daugherty, Superintendent, Veronica Lopez, Administrative Assistant, Pam Darden, Chief Financial Officer, Josh Splinter, Budget Analyst, Faye Hilpert of Wells Fargo, Jim Brown of Wells Fargo, Susan Hauser, Director of Center for School Resources, Susan Houghtling, Director of Planning and Evaluation and Susan Morrison, General Counsel.

Public Comments/Open Forum:

There were no public comments.

Report from Wells Fargo on the Bert E. Broday Trust Fund:  

Mr. Daugherty gave an overview of the Broday Trust Fund and how it was started.

Ms. Hilpert explained the ongoing process for the modification to the Broday Trust Fund. It is not as originally thought because it is more like a non-profit foundation. She stated that she had no numbers to provide to the Board and hoped that Wells Fargo will find a way to modify the trust so that it works well for TSBVI.

Mr. Brown discussed the annual report done through the close of the quarter in September and said the Trust had done well generating a half-million per year in cash flow dividends. The fees, including Trustee’s fees are less than one percent (0.08% annually).

Mr. Garrett asked what the outlook on the technology groups was, especially for Apple and Amazon. Mr. Brown answered that, since 2008, this has been a technology stock driven recovery market earning the Trust $8 million since 2007. Stocks are divided into growth or value. Wells Fargo is transitioning the Trust stocks from growth to value. Most of the technology companies follow in the growth style. High quality dividend stocks follow the value stock and provide some protection from volatility. If you look at the last ten years, it has been primarily a growth driven market. One of the points that Wells Fargo has been looking at for over a year is the valuation stocks that pay higher dividends. The discipline Wells Fargo adheres to is one of the main reasons the portfolio has continued to grow. Mr. Brown adjusts investments on a quarterly basis.

Mr. Garrett asked if the trust is structured in a manner that produces enough to raise the distribution. Mr. Brown answered that, historically and in the future, it has and will produce enough to support distribution. He added that Wells Fargo knows the early signs of recession and the economy is at the end of the longest bull market. Mr. Brown added that Wells Fargo did not foresee a recession in the next 12 months but they have been working to prepare for a downturn. Big institutions have to have distributions whether it is teacher’s retirements or Utimpco. Even if the distribution is increased Wells Fargo is at no risk of coming to a meeting of this nature and delivering bad news.

Mr. Garrett asked over what time period have the unrealized gains been measured. Mr. Brown answered since inception.

Consideration of Approval of Proceeding with Broday Trust Modification: 

The Board recessed the open session and convened in closed session to discuss agenda item number 5 Consideration of Approval of Proceeding with Broday Trust Modification in conformance with Texas

Government Code 551.071 – Consultation with School Attorney. Mr. Sonnenberg announced that no voting would take place in the closed meeting.  Any action the board wished to take as a result of discussions in closed meeting would take place after the board reconvened in the open meeting.  It was 1:47 p.m.  

The Board reconvened in open session at 2:17 p.m. Mr. Druesedow made a motion that the Attorney proceed with contacting the Office of the Attorney General and proceed in accordance with the legal advice given to her at that point by the Office of the Attorney General. Mr.

Sonnenberg seconded the motion. The Board voted unanimously and the motion carried. 

Consideration of Approval of Board Policies: 

Ms. Morrison gave a description of policies DHB, EB, EC, EFA, EFAA, EHB, EHBA, EHBAA, EHBAC, EHBAD, EHBAE, EHBD, EHBK, EHDD, EKBA EKC, EKD, FED, FOC, FOC – E, FOD, and FOF for amendment, amendment with additional changes or deletion.

DHB                     Employee Standards of Conduct:  Report to State Board of Educator Certification

EB (TSBVI)          School Year

EC (TSBVI)         School Day

EFA (TSBVI)       Instructional Resources:  Instructional Materials Selection and Adoption

EFAA                    Instructional Materials Selection and Adoption

EHB (TSBVI)       Curriculum Design:  Special Programs (Deleted)

EHBA (TSBVI)    Special Programs:  Special Education

EHBAA (TSBVI) Special Education:  Identification, Evaluation, and Eligibility

EHBAC (TSBVI) Special Education:  District Share of Enrollment Costs at TSBVI

EHBAD (TSBVI) Special Education:  Transition Services

EHBAE (TSBVI) Special Education:  Procedural Requirements

EHBD                   Special Education:  Federal Title I Programs

EHBK (TSBVI)    Special Programs:  Other Instructional Initiatives

EHDD                   Extended Instructional Programs:  College Course Work

EKBA (TSBVI)    State Assessment:  English Language Learners/LEP Students

EKC (TSBVI)       Testing Program:  Reading Assessment Program

EKD (TSBVI)       Testing Programs:  Mathematics Assessment Program

FED (TSBVI)       Admissions and Attendance:  Attendance Enforcement

FOC (TSBVI)       Student Discipline:  Placement in Disciplinary Alternative Education Programs

FOC-E (TSBVI)   Student Discipline:  Placement in a Disciplinary Alternative Education Setting

FOD (TSBVI)       Student Discipline:  Expulsion

FOF (TSBVI)       Student Discipline:  Students with Disabilities

Mr. Druesedow made a motion to delete policy EFAA – Instructional Materials Selection and Adoption. Ms. Prause seconded the motion. The Board voted unanimously and the motion carried.

Mr. Druesedow made a motion to amend policy EHBAA (TSBVI) – Special Education:  Identification, Evaluation, and Eligibility to include changes: “If TSBVI determines that an additional examination or test is required for individual evaluation, the local district shall provide the information required by Education Code 29.0041(a) and shall obtain additional parental consent. If a parent does not give consent within 20 calendar days after the district provided the information, the parent’s consent is considered denied” brought forth by Ms. Morrison during the meeting. Mr. Lee seconded the motion. The Board voted unanimously and the motion carried.

Mr. Druesedow made a motion to amend policy EHBAE (TSBVI) – Special Education:  Procedural Requirements to include minor corrections to the section Psychological Examination and Tests brought forth by Ms. Morrison during the meeting to include: adding to the title Psychological Examinations and Tests “as Part of a Re-evaluation”, add “re-“ to evaluation, change school to “local district”, change school to “TSBVI” and change school to “local school district”. Mr. Brown seconded the motion. The Board voted unanimously and the motion carried.

Mr. Druesedow made a motion to amend policies DHB, EB, EC, EFA, EHB, EHBA, EHBAC, EHBAD, EHBD, EHBK, EHDD, EHBA, EKC, EKD, FED, FOC, FOC-E, FOD and FOF as presented. Ms. Lee seconded the motion. The Board voted unanimously and the motion carried.

Update on School Budget: 

Mr. Daugherty and Ms. Darden gave an update on the School budget.

Mr. Daugherty stated that TSBVI is meeting their savings targets. He added that the budget has not had a negative impact on students or student instruction. There is a firm line on TSBVI’s Summer Program budget. TSBVI will provide two thirds of Summer Programs without relying on the Broday Trust. Mr. Daugherty added he thought it was going to be much lower. Positions that can remain frozen will be as long as possible. Staffing accounts for a large part of TSBVI’s savings. Overtime hours are limited to absolute necessity for student coverage. Mr. Daugherty stated TSBVI has been doing well with the School budget.

Ms. Darden stated that she compared expenditures from the first two months of fiscal year 2018 to the first two months of fiscal year 2019 and TSBVI was at about a $200,000 savings. She added that TSBVI’s budget strategies to find savings have been working and that it is very important that TSBVI stick to these strategies for the rest of the year.

Recess: 

The meeting recessed at 3:22 p.m.

Call to Order: 

The meeting was called to order at 3:30 p.m.

Training Session on TSBVI’s Budget: 

Ms. Darden provided training to board members on the development phases and cycles of TSBVI’s budget.

Adjournment: 

Mr. Druesedow made a motion to adjourn. Ms. Lee seconded the motion. The

Board voted unanimously and the motion carried. The meeting was adjourned at 4:00 p.m.

 

Texas School for the Blind and Visually Impaired

Board Meeting Minutes

November 16, 2018 Meeting

 

Call to Order: 

Joseph Muniz, Board President called the meeting of the Governing Board of the Texas School for the Blind and Visually Impaired to order at 10:16 a.m.

Introduction of Board Member and Audience: 

Board members present were:  Brenda Lee, Julie Prause, Joseph Muniz, Lee Sonnenberg, Bobby Druesedow, Dan Brown, and Michael Garrett. Mary Alexander and Michael Hanley were unable to attend the meeting. Audience members present were:  Bill Daugherty, Superintendent; Susan Morrison, General Counsel; Veronica Lopez, Administrative Assistant; Miles Fain, Principal of Comprehensive Programs; Lenora Williams, staff family member; Justin Andrews, staff family member; Xavier Andrews, staff family member; Pat Stephenson, staff family member, Randy Stephenson, staff member, Tad Doezema, Asst. Principal, Darla Andrews, staff family member, Marty Stephenson, staff family member; Haley Andrews, staff family member; Allie Andrews, staff family member; Jason Andrews, staff family member; Kapi Noah, staff family member; Sara Merritt, Principal; Kate Mainzer, Human Resources Director; Kim Wright, Residential Instructor' Bridgett Wolfe, Residential Instructor; Ma’ani Monady, Residential Instructor; Misty Wade, Residential Instructor; Daniel Butler, Residential Instructor; Emily Coleman, Residential Instructor; Dan Hampton, Information Resources Director; Cyrenna Villegas, Procurement Director; Susan Houghtling, Director of Planning and Evaluation; Scott Kelly, TA; Carlotta Binns, Career Ed Teacher; Pam Darden, CFO; Josh Splinter, Budget Analyst; Diane Broadway, Admin. Asst.; Michael Bittinger, Admin. Asst.; Brian McDonald, Director of School Support Services; and Alex Moir, Texas State Employees Union.

Public Comments/Open Forum: 

Daniel Butler came forth for public comment.

Mr. Butler congratulated Mr. Stephenson upon his retirement. He spoke on the TSBVI’s budget shortfall and the effect it will have on the support staff. He stated that he had spoken with several TAs and RIs and wanted to pass the information along to the Board for future consideration to help remedy hardships. Mr. Butler stated the Christmas holiday would be difficult because of the lack of overtime opportunities that will force staff to go on leave without pay. He added that, in the past, there was discussion about making support staff 12 month employees. He stated they will get paid less, however, it would put staff at ease knowing they will be paid for the time students are not in school. Mr. Butler thanked the Board for the opportunity to speak. 

Mr. Muniz thanked him for coming forward and for his input.

Recognition of Retiring TSBVI Employees:   

Mr. Muniz and Mr. Doezema recognized retiree Randy Stephenson for his 30 years of service.

Consideration of Approval of Minutes of September 28, 2018 Board Meeting:  

Mr. Druesedow made a motion to approve the minutes of September 28, 2018. Ms. Prause seconded the motion. The Board voted unanimously and the motion carried.

Report from the Finance Committee:           

Consideration of approval of board polices:

CB (TSBVI)            State and Federal Revenue Sources

CDA (TSBVI)          Other Revenues:  Investments

CLC                         Buildings, Property, and Equipment Management:  Traffic and Parking Controls

CMD                        Equipment and Supplies Management:  Instructional Materials Care and Accounting

CRB (TSBVI)          Board Member and Executive Management Staff Liability Insurance and for Worksites Where Student Work

CRD (TSBVI)         Insurance and Annuities Management:  Health and Life Insurance

CRE (TSBVI)          Insurance and Annuities Management:  Workers’ Compensation Coverage

CRG (TSBVI)         Insurance and Annuities Management:  Deferred Compensation and Annuities

CV (TSBVI)            Facilities Construction

Michael Garrett stated that the Committee recommended Policy CB (TSBV) – State and Federal Revenue Sources for adoption. Recommendation came from Committee, therefore, no second was needed. The Board voted unanimously and the motion carried.  The Committee recommended policies CDA (TSBVI) – Other Revenues:  Investments, CLC – Buildings, Property, and Equipment Management:  Traffic and Parking Controls, CMD – Equipment and Supplies Management:  Instructional Materials Care and Accounting, CRB (TSBVI) – Board Member and Executive Management Staff Liability Insurance and for Worksites Where Student Work, and CRD (TSBVI) – Insurance and Annuities Management:  Health and Life Insurance for amendment. Recommendation came from Committee, therefore, no second was needed. The Board voted unanimously and the motion carried.

CRE (TSBVI) – Insurance and Annuities Management:  Workers’ Compensation

Coverage, CRG (TSBVI) – Insurance and Annuities Management:  Deferred

Compensation and Annuities, and CV (TSBVI) – Facilities Construction were reviewed by the Committee.

Consideration of approval of renewal of Nolan County farm contracts:

Mr. Garrett stated the Committee recommended to approve the renewal of the Nolan County farm contracts. Recommendation came from the Committee, therefore, no second was needed. The Board voted unanimously and the motion carried.

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

Mr. Garrett gave a report on the maintenance, annual inspection, and recommendations for maintenance and repair of the campus residence. He added that it was to his and the rest of the Committee’s satisfaction that the window installation at the Superintendent’s residence had been completed. He added that the Superintendent reported he has been able to run heat and air and keep it at a comfortable temperature.

Consideration of approval of Investment Report:

Mr. Garrett listed the balances for the Investment Report ending on August 31, 2018. 

The Finance Committee recommended the Investment Report for approval. The motion came from Committee, therefore, no second was needed. The Board voted unanimously and the motion carried.

Consideration of approval of receipt of gifts and donations of over $500:

Mr. Garrett reported that there were no gifts or donations of over $500 since the last board meeting.

Consideration of approval of request for expenditure of gifts and donations:

There was no request for expenditure of gifts and donations.

Review of budget reports Operating Budget Expenditure Report:

Mr. Garrett reported the percentage at which each department was operating. The total for all budgets in State Treasury that were used was 99 percent.

Legacy Revenue Budget Report:

Mr. Garrett reported TSBVI’s Legacy Revenue Budget Report totals.

Legacy Operating Expenditure Budget Report:

Mr. Garret stated that the total Legacy Project Expenditures was at 104 percent for the Legacy Operating Budget Expenditure Report.

Report from the Program Committee     

Report from Short-Term Programs Principal Update on Summer 2019 programs:

Mr. Sonnenberg reported that Sara Merritt had announced the number of students that would be offered summer programs in 2019. The number decreased from 319 to approximately 211 due to the budget needs. 

Report from Comprehensive Programs Principal Social Emotional Learning Update:

Mr. Sonnenberg reported that Valerie Perwein and Michael Clinkscales gave an update on the social emotional learning of TSBVI students. 

Report from Outreach Program Director Professional development events:

Mr. Sonnenberg reported on the Outreach Program professional development events. He stated that Emily Coleman has come out with a podcast to which listeners will soon be able to subscribe.  Mr. Muniz asked Mr. Daugherty to notify the Board when the podcast is available.

Annual Report on Complaints about Discrimination or Harassment: 

Ms. Mainzer reported that there were no complaints about discrimination or harassment.

Mr. Muniz asked what kind of measures are in place to educate on discrimination and harassment. Ms. Mainzer answered that the State requires harassment prevention training within 30 days of hire and TSBVI follows this procedure. New hire employees are required to take this session before New Employee Orientation (NEO). Then, there is a question and answer part that is done in NEO. That allows for time for discussion if anyone has any questions or concerns. There is a refresher required every two years by the State. Lastly, Ms. Mainzer stated TSBVI provides it as a requirement every year as part of the Bridge training management system.

Report on Achievement of Objectives for 2017-2018 from the Agency Strategic Plan and the Annual Improvement Plan: 

Ms. Houghtling reported on the achievement of objectives for 2017-2018 from the Agency Strategic Plan and the Annual Improvement Plan.

Mr. Sonnenberg asked how the results for the achievement numbers of graduates are obtained. Ms. Houghtling answered that, in previous years’, surveys were mailed out with few responses being returned. For a number of years TSBVI has done telephone surveys with greater responsiveness.

Mr. Garrett asked if we are one of the only ones doing this kind of tracking. Ms. Lee answered that it is required by TEA for special education students.

Discussion of Board Operating Procedures: 

Ms. Morrison invited a motion to table this item.

Mr. Sonnenberg motioned to table Discussion of Board Operating Procedures. Ms. Lee seconded the motion. The Board voted unanimously and the motion carried.

Report from the Superintendent: 

Mr. Daugherty gave a report on various campus activities and curriculum sales and projects.

Report of Completion of Board Member Training Requirements for the Past Year: 

Mr. Sonnenberg listed the Board member record of training and requirements:

For the 2018 calendar year, Board Members beyond their first year of service were required to receive a Tier 2 Team Building session with the entire Board and Superintendent and 5 hours of Tier 3 continuing education.  Completing the annual required continuing education is a basic obligation and expectation of any sitting board member under State Board of Education rule.

Following are the training hours received by members of the TSBVI Board:

Mary Alexander:  Met the team building training requirement.  Received 1.5 of the required 5 hours of continuing education.

Bobby Druesedow:  Needed the team building session.  Exceeded the required 5 hours of continuing education with 16.5 hours of training.

Michael Garrett:  Met the team building training requirement.  Received 1 of the required 5 hours of continuing education.

Michael Hanley:  Met the team building training requirement.  Received 1 of the required 5 hours of continuing education.  Needs online contract management training.

Joseph Muniz:  Met all training requirements including the team building training requirement and the requirement to complete 5 hours of continuing education with a portion on the duties of the Board President.

Lee Sonnenberg:  Met the team building training requirement.  Received 2.5 of the required 5 hours of continuing education.

New Board Members are required to receive training on the Public Funds Investment Act within 6 months of taking office, training on open meetings within 90 days of taking the oath of office, and to receive an orientation to Texas Education Code within the first year or 12 months of service.  They also must receive team building training annually or every 12 months, complete 10 hours of continuing education within the first year or 12 months of service and complete online training on contract management.

Training hours received by new Board members were:

Dan Brown:  Completed Public Funds Investment Act and Open Meetings Act training.  Timelines for future training requirements include completing an orientation to Texas Education Code, participating in annual team building and completing 10 hours of continuing education.  8 of these 10 hours have already been completed.  Online training on contract management will also need to be completed.

Brenda Lee:  Completed Public Funds Investment Act and Open Meetings Act training.  Timelines for future training requirements include completing an orientation to Texas Education Code, participating in annual team building and completing 10 hours of continuing education.  8.5 of these 10 hours have already been completed.  Online training on contract management will also need to be completed.

Julie Prause:  Completed Open Meetings Act training and contract management training.  Timelines for future training requirements include viewing the Public Funds Investment Act video, completing an orientation to Texas Education Code, participating in annual team building and completing 10 hours of continuing education.  2.5 of these 10 hours have already been completed.

Discussion of Scheduling Board Training for the Next Year Based on the Framework for School Board Development:  

Board members agreed on the annual team building training being done January 24, 2018. Training on vision and goals for the organization will be done at the summer board meeting. Training on the updates to the Texas Education Code will be done at the November Board Meeting.

Discussion of Future Board Meeting Topics: 

No topics were brought forth.

Announcements: 

Mr. Sonnenberg announced that his daughter is having surgery. He added that thoughts and prayers are appreciated.

Mr. Druesedow announced that Walgreens gives free access to the AIRA glasses through an app on your phone. He said that that is a great opportunity for those who have not used it to try it out.

Ms. Prause announced that a student who lost his battle to cancer received great love and support from the TSBVI community, as well as his family. Ms. Prause said she felt supported too. She thanked TSBVI for their kindness during this difficult time. Mr. Daugherty stated that he was a great kid and it was an honor to know him.

Mr. Brown expressed his appreciation as a new board member to the administrative staff for all that they do to make documents and electronic files accessible.

Mr. Garrett announced that he attended the Education Action Committee meeting in Outreach and he was extremely impressed with the meeting. He added that Cyral Miller does a great job of keeping everyone on task yet making it a fun, educational, and productive experience.

Discussion of Initiating the Superintendent’s Annual Performance Appraisal for the January Board Meeting:  

Ms. Mainzer assured the Board that she would ensure that her successor would have instructions to follow to complete the process of initiating the Superintendent’s annual performance appraisal for the January Board meeting.

Mr. Daugherty added that Ms. Mainzer had done an exceptional job at modernizing her department. TSBVI’s directors and managers appreciate her and everyone at TSBVI wishes her the best in the future upon her retirement.

Ms. Mainzer added that she spent 30 years in the private sector and 13 years with the State. One of the things she learned was there are a lot of really good people doing really good work and a lot of times with very little resources. That speaks to their dedication and to their commitment. She added she has seen that over and over at TSBVI. She wished the Board and everyone at TSBVI the best.

Mr. Muniz announced the Board would recess the open session and convene in a closed meeting to discuss agenda item #9 – Discussion of Initiating the Superintendent’s Annual Performance Appraisal for the January Board Meeting in conformance with Texas Government Code Section 551.074 – Personnel Matters. 

Mr. Muniz stated that no voting would take place in the closed meeting.  Any action the board wished to take as a result of discussions in closed meeting would take place after the board reconvened in the open meeting.  It was 12:04 p.m.

Mr. Muniz announced it was 12:45 p.m. and the Board would reconvene in open session.

Mr. Muniz stated that the Board would not be taking action on agenda item number 9 – Initiating the Superintendent’s Annual Performance Appraisal for the January Board Meeting.

Adjournment: 

Mr. Druesedow made a motion to adjourn the November 16, 2018 Board meeting. Mr. Garrett seconded the motion. The Board voted unanimously and the motion carried. The meeting was adjourned at 12:45 p.m.

 

 

 

TEXAS SCHOOL FOR THE BLIND AND VISUALLY IMPAIRED

FINANCE COMMITTEE MEETING MINUTES

June 1, 2018


Call to Order: 

Michael Garrett called the regularly scheduled meeting of the Finance Committee to order at 8:00 a.m. on June 1st, 2018, 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, Board member Bobby Druesedow Jr. and Michael Hanley were present.

TSBVI staff members present were: 

Pamela Darden, Chief Financial Officer; Brian McDonald, Director of School Support Services; Amanda Hafer, Director of Accounting; Dan Hampton, Information Resource Director; Susan Morrison, General Counsel and Josh Splinter, Budget Officer.

Oath of Office: 

Michael Garrett swore in Michael Hanley with the oath of office as a re-appointed board member.

Consideration of Approval of Minutes of the April 06, 2018 Meeting: 

A motion to accept the minutes of the April 06, 2018, committee meeting as presented was made by Michael Hanley. Bobby Druesedow seconded the motion. The motion passed unanimously.

Report on TSBVI Farm Properties: 

Pamela Darden reported that herself, Amanda Hafer and Josh Splinter visited Sweetwater Texas the first week of May and visited with both Mr. Fullwood and Mr. Osborne. Both farmers took the TSBVI members to see their respective farm lands. Mr. Osborne also took the members to the cotton gin and seed plant and explained the cotton process. During this time of the year though no crop could be seen. Mr. Fullwood proposed wells being installed on the land he owns. TSBVI would be responsible for the well and pumps and he would pay for all the irrigation supplies. The business office is looking into a cost analysis for this. Pamela also talked about a visit that was made in the town of Roscoe where Mary Prior is buried. Mary Prior is the person that willed the land to TSBVI.

Consideration of Approval of Board Policies: 

Susan Morrison Presented a total of 14 policies, 13 that needed to be amended and 1 that needed to be adopted. The board first reviewed all the policies that needed to be amended, those are as follows: CDC, CE, CFA, CHB, CKA, CPAB, CRF, DED, DHF, DI, DIA, DMBA, and GKC. Bobby Druesedow made a motion to accept the amend the policies as stated. Michael Hanley seconded the motion. The motion passed unanimously.

Susan Morrison then presented policy DHB that needed to be adopted. Bobby Druesedow moved to approve the adoption of the new policies as presented. Michael Hanley seconded the motion. The motion passed unanimously.

Consideration of Approval of Investment Report: 

Pamela Darden presented the Investment Report for the 8 months of fiscal year 2018 ended on April 30, 2018. The total short-term investments balance was reported as $793,005.61. Pam Darden said that once the LAR is complete that herself and Amanda Hafer will be looking into other investment opportunities for the CD’s, and that earnings year-to-date on those are $5,517.02. Bobby Druesedow made a motion to accept the Investment Report as presented. Michael Hanley seconded the motion. The motion passed unanimously.

Review of Donations Report: 

Pamela Darden reviewed the Donations Report for the 8 months of fiscal year 2018 ended on April 30, 2018. The total donations received year to date was reported as $23,333.80

Consideration of approval of receipt of gifts and donations of over $500: 

Pamela Darden reported that there were two donations received for over $500.00 during this reporting period. The Point Venture Lions Club donated $3,000 which was undesignated. The Becken Bell Lewis Horzech family & Edwin Allison Remax Realtors donated $5,000 to be used for student technology. Also reported was a total of donations under $500. Bobby Druesedow moved to accept the receipt of gifts and donations over $500 as presented. Michael Hanley seconded the motion. The motion passed unanimously.

Consideration of approval of request for expenditures of undesignated gifts and donations: 

Pamela Darden advised the $3,000 is undesignated and doesn’t need to be approved. Bobby Druesedow made a motion to approve the expenditure of the $5,000 that was designated for technology. Michael Hanley seconded the motion. The motion passed unanimously.

Review of budget reports: 

Pamela Darden reviewed the Budget Report for the 8 months of fiscal year 2018 ended on April 30, 2018. The benchmark for expenditures was 67%. The total percent of all budgets in the State Treasury expended was 63%. Pamela advised that even though the percentages look good that TSBVI is very tight on the budget due to one-time funding that was received back in 2010 and used annually to cover expenditures has now run out.

Review of the Legacy Revenue report: 

Pamela Darden reviewed the Legacy Revenue Report for the 8 months of fiscal year 2018 ended on April 30, 2018. The benchmark for revenues was 67%. The total revenue reported as received was $632,870.30 which is 80%.

Review of the Legacy Expenditure report: 

Pamela Darden reviewed the Legacy Expenditure Report for the 8 months of fiscal year 2018 ended on April 30, 2018. The benchmark for expenditures was 67%. A total of 49% of the annual budget. in expenditures was reported.

Report from Chief Financial Officer: 

Pamela Darden reported on the Legislative Appropriations Report. She stated that we will have several exceptional items. She doesn’t not anticipate any cuts in our base GR. She stated we will request additional GR due to the loss of the one-time funds. Also we will be asking for funding to assist in school safety items. In addition to the exceptional items we will be asking for several riders to be added. One of those riders is SHARS and HHSC, we will try and receive direct payment from SHARS instead of doing our own billing.

Report from Information Resources Director: 

Dan Hampton provided an update on the Information Resources Department, Dan stated they will be working E-Rate funding to help fund better end point protection and server upgrades. Websites have been converted, and several different sites have been created. The new help desk has been stood up and they will be tying all four help desk personnel together so there is more collaboration happening. Dan has hired the Instructional Technology Coordinator, Daniel Wheeler. Dan talked about accessibility with the board members and the requirements for all new software.

Report from School Support Services: 

Brian McDonald provided an update on BLDG. 507, he stated they are underway on the project and have already moved some personnel to their new temporary locations. Starting in July TFC will be doing the asbestos abatement and that will take approximately 10 days. The new building should start in October and will be complete around February 2019. Brian wanted to give his thanks to everyone that participated in the graduation. The perimeter fence around 4801 has been completed but there will be additional construction happening in that building and should be completed by the start of school. The windows for the superintendent’s house are currently in fabrication and should take 6-8 weeks to complete.

Adjournment: 

Bobby Druesedow entertained a motion to adjourn the meeting. Michael Hanley seconded the motion and the motion passed unanimously. The meeting adjourned at 09:41 a.m.

End of document

 

TEXAS SCHOOL FOR THE BLIND AND VISUALLY IMPAIRED

 FINANCE COMMITTEE MEETING MINUTES

 September 28, 2018

                                                                                                       

Call to Order:

Michael Garrett called the regularly scheduled meeting of the Finance Committee to order at 8:00 a.m. on Sept 28th, 2018, 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, Board member Bobby Druesedow Jr., Michael Hanley, Mary Alexander, Dan Brown, and Board President Joseph Muniz were present.

TSBVI staff members present were: Pamela Darden, Chief Financial Officer; Brian McDonald, Director of School Support Services; Amanda Hafer, Director of Accounting; Dan Hampton, Information Resource Director; Susan Morrison, General Counsel; Bill Daugherty, Superintendent and Josh Splinter, Budget Officer.

Consideration of Approval of Minutes of the September 28th, 2018 Meeting:

A motion to accept the minutes of the Sept 28th, 2018, committee meeting as presented was made by Mary Alexander. Bobby Druesedow seconded the motion. The motion passed unanimously.

Consideration of Approval of Board Policies:

Susan Morrison presented one policy, GKA which is the community relations on campus policy. It covers Trespassing, smoking, and drinking on campus. Susan explained that we have a grievance policy in place if anyone objects to being evicted from campus. Also as a state agency we have designated smoking locations outside the fences. Mary Alexander asked how we handle the trespassing on the buses at designated drop-off locations. Bill Daugherty replied stating that TSBVI’s practice would be for the staff on the bus to contact the local police agency.

Bobby Druesedow moved to approve the adoption of the new policies as amended. Michael Hanley seconded the motion. The motion passed unanimously.

Consideration of Approval of Investment Report:

Pamela Darden presented the Investment Report for the 12 months of fiscal year 2018 ended on August 31, 2018. The total short-term investments balance was reported as $465,796.14, and that earnings year-to-date on those are $7,415.97. Pam Darden stated that these funds are usually used to cover the difference between the Broday trust and what is spent out of Legacy. For FY19 though we will stick to the Broday Trust amount and these funds will be used for shortfalls in appropriated budget side. She also stated that the Texas Class is a high rate of return currently and we rolled funds from the CDs into the Texas Class Pool.  Bobby Druesedow made a motion to accept the Investment Report as presented. Dan Brown seconded the motion. The motion passed unanimously.

Review of Donations Report:

Pamela Darden reviewed the Donations Report for the fiscal year 2018 ended on August 31, 2018. The total donations over $500 received year to date was reported as $24,850.92 and donations under $500 totaled $4,625.15

Consideration of approval of receipt of gifts and donations of over $500:

Pamela Darden reported that there were four donations received for over $500.00 during this reporting period. $812 were proceeds from the spring play which go to the drama department. We received $1,000 from Janet and Michael Margrave and this was undesignated.  The Delta Gamma Foundation donated $2,373 which was undesignated and Andy McLauren donated $1,000 for the Jinna Mclauren award which is presented at graduation. Also reported was a total of $1,079.27 from donations under $500. Bobby Druesedow moved to accept the receipt of gifts and donations over $500 as presented. Mary Alexander seconded the motion. The motion passed unanimously.

Consideration of approval of request for expenditures of undesignated gifts and donations: 

Pamela Darden advised that the total for the year ending August 31, 2018 in undesignated was $7,515.40. Pam Darden requested approval from the board to transfer those funds in expanded core curriculum materials account. Michael Hanley made a motion to approve the transfer of the $7,515.40 into the expanded core curriculum account. Bobby Druesedow seconded the motion. The motion passed unanimously.

Review of budget reports:

Pamela Darden reviewed the Budget Report for the fiscal year 2018 ended on August 31, 2018. Pam stated that the report is pending the final year adjustments and that the board would receive the final total during the November board meeting. She stated she made changes to the report that will carry forward to all future reports. This is in effort to clarify actual cash available to support the budget. Pam Stated that the total short fall to this point is $338k. Those funds as the year closes out will be covered by Legacy.

Review of the Legacy Revenue report:

Pamela Darden reviewed the Budget Report for the fiscal year 2018 ended on August 31, 2018. Pamela stated that the estimated revenue was $789,600 and we actually collected $832,449. That was 105% of what was budgeted. Two Notes were added, first the quarterly Broday Trust payments increased and second, on this report it has been historically been called “Farm Rent”. The school does not actually get a rent but instead they receive a portion of what the farmers make on their share of the crops.  

Review of the Legacy Expenditure report:

Pamela Darden reviewed the Budget Report for the fiscal year 2018 ended on August 31, 2018. The remaining balance in Legacy, pending year end close is $106,780.  

Report from Information Resources Director: 

Dan Hampton reported they have consolidated the technology purchasing budgets into two accounts that he is responsible. This will allow him to keep a better eye on purchases and wasted expenses. For cyber security they have drawn back on the anticipated plan with the current financial situations. He said the new plan is a step above where we are right not but a step below the grand end all plan we originally looked at.

Report from School Support Services:

Brian McDonald provided an update on BLDG. 4801, he stated they completed several different upgrades to that building over the summer. The demolition of BLDG 507 is complete and the current architectural analysis and drawings are in the value engineering stage. The biggest adjustment is the schedule right now. The start was supposed to be October but will not be January through to the end of May.

Adjournment:

At 8:58 AM Joseph Muniz called the meeting into a closed session. They returned to an open session at 9:40. No action was needed from the closed session. Bobby Druesedow entertained a motion to adjourn the meeting. Dan Brown seconded the motion and the motion passed unanimously. The meeting adjourned at 09:45 a.m.

End of document

Texas School for the Blind and Visually Impaired

Board Meeting Minutes

November 15, 2018 Meeting

 

Call to Order: Board President, Joseph Muniz called the meeting of the Governing Board of the Texas School for the Blind and Visually Impaired to order at 1:02 p.m.

Introduction of Board Members and Audience: Joseph Muniz, Board President introduced himself. The additional Board Members present were: Brenda Lee, Julie Prause, Lee Sonnenberg, Bobby Druesedow, Dan Brown and Michael Garrett. Mary Alexander and Michael Hanley were unable to attend the meeting.

Audience Members present were: Bill Daugherty, Superintendent, Veronica Lopez, Administrative Assistant, Pam Darden, Chief Financial Officer, Josh Splinter, Budget Analyst, Faye Hilpert of Wells Fargo, Jim Brown of Wells Fargo, Susan Hauser, Director of Center for School Resources, Susan Houghtling, Director of Planning and Evaluation and Susan Morrison, General Counsel.

Public Comments/Open Forum: There were no public comments.

Report from Wells Fargo on the Bert E. Broday Trust Fund: Mr. Daugherty gave an overview of the Broday Trust Fund and how it was started.

Ms. Hilpert explained the ongoing process for the modification to the Broday Trust Fund. It is not as originally thought because it is more like a non-profit foundation. She stated that she had no numbers to provide to the Board and hoped that Wells Fargo will find a way to modify the trust so that it works well for TSBVI.

Mr. Brown discussed the annual report done through the close of the quarter in September and said the Trust had done well generating a half-million per year in cash flow dividends. The fees, including Trustee’s fees are less than one percent (0.08% annually).

Mr. Garrett asked what the outlook on the technology groups was, especially for Apple and Amazon. Mr. Brown answered that, since 2008, this has been a technology stock driven recovery market earning the Trust $8 million since 2007. Stocks are divided into growth or value. Wells Fargo is transitioning the Trust stocks from growth to value. Most of the technology companies follow in the growth style. High quality dividend stocks follow the value stock and provide some protection from volatility. If you look at the last ten years, it has been primarily a growth driven market. One of the points that Wells Fargo has been looking at for over a year is the valuation stocks that pay higher dividends. The discipline Wells Fargo adheres to is one of the main reasons the portfolio has continued to grow. Mr. Brown adjusts investments on a quarterly basis.

Mr. Garrett asked if the trust is structured in a manner that produces enough to raise the distribution. Mr. Brown answered that, historically and in the future, it has and will produce enough to support distribution. He added that Wells Fargo knows the early signs of recession and the economy is at the end of the longest bull market. Mr. Brown added that Wells Fargo did not foresee a recession in the next 12 months but they have been working to prepare for a downturn. Big institutions have to have distributions whether it is teacher’s retirements or Utimpco. Even if the distribution is increased Wells Fargo is at no risk of coming to a meeting of this nature and delivering bad news.

Mr. Garrett asked over what time period have the unrealized gains been measured. Mr. Brown answered since inception.

Consideration of Approval of Proceeding with Broday Trust Modification: The Board

recessed the open session and convened in closed session to discuss agenda item number 5

Consideration of Approval of Proceeding with Broday Trust Modification in conformance with Texas

Government Code 551.071 – Consultation with School Attorney.

Mr. Sonnenberg announced that no voting would take place in the closed meeting. Any action the board wished to take as a result of discussions in closed meeting would take place after the board reconvened in the open meeting. It was 1:47 p.m.

The Board reconvened in open session at 2:17 p.m. Mr. Druesedow made a motion that the

Attorney proceed with contacting the Office of the Attorney General and proceed in accordance

with the legal advice given to her at that point by the Office of the Attorney General. Mr.

Sonnenberg seconded the motion. The Board voted unanimously and the motion carried.

Consideration of Approval of Board Policies: Ms. Morrison gave a description of policies

DHB, EB, EC, EFA, EFAA, EHB, EHBA, EHBAA, EHBAC, EHBAD, EHBAE, EHBD, EHBK, EHDD,

EKBA EKC, EKD, FED, FOC, FOC – E, FOD, and FOF for amendment, amendment with

additional changes or deletion.

DHB                     Employee Standards of Conduct: Report to State Board of Educator Certification

EB (TSBVI)          School Year

EC (TSBVI)         School Day

EFA (TSBVI)       Instructional Resources: Instructional Materials Selection and Adoption

EFAA                    Instructional Materials Selection and Adoption

EHB (TSBVI)       Curriculum Design: Special Programs (Deleted)

EHBA (TSBVI)    Special Programs: Special Education

EHBAA (TSBVI) Special Education: Identification, Evaluation, and Eligibility

EHBAC (TSBVI) Special Education: District Share of Enrollment Costs at TSBVI

EHBAD (TSBVI) Special Education: Transition Services

EHBAE (TSBVI) Special Education: Procedural Requirements

EHBD                   Special Education: Federal Title I Programs

EHBK (TSBVI)    Special Programs: Other Instructional Initiatives

EHDD                   Extended Instructional Programs: College Course Work

EKBA (TSBVI)    State Assessment: English Language Learners/LEP Students

EKC (TSBVI)       Testing Program: Reading Assessment Program

EKD (TSBVI)       Testing Programs: Mathematics Assessment Program

FED (TSBVI)       Admissions and Attendance: Attendance Enforcement

FOC (TSBVI)       Student Discipline: Placement in Disciplinary Alternative Education Programs

FOC-E (TSBVI)   Student Discipline: Placement in a Disciplinary Alternative Education Setting

FOD (TSBVI)       Student Discipline: Expulsion

FOF (TSBVI)       Student Discipline: Students with Disabilities

Mr. Druesedow made a motion to delete policy EFAA – Instructional Materials Selection and Adoption. Ms. Prause seconded the motion. The Board voted unanimously and the motion carried.

Mr. Druesedow made a motion to amend policy EHBAA (TSBVI) – Special Education: Identification, Evaluation, and Eligibility to include changes: “If TSBVI determines that an additional examination or test is required for individual evaluation, the local district shall provide the information required by Education Code 29.0041(a) and shall obtain additional parental consent. If a parent does not give consent within 20 calendar days after the district provided the information, the parent’s consent is considered denied” brought forth by Ms. Morrison during the meeting. Mr. Lee seconded the motion. The Board voted unanimously and the motion carried.

Mr. Druesedow made a motion to amend policy EHBAE (TSBVI) – Special Education: Procedural Requirements to include minor corrections to the section Psychological Examination and Tests brought forth by Ms. Morrison during the meeting to include: adding to the title Psychological Examinations and Tests “as Part of a Re-evaluation”, add “re-“ to evaluation, change school to “local district”, change school to “TSBVI” and change school to “local school district”. Mr. Brown seconded the motion. The Board voted unanimously and the motion carried.

Mr. Druesedow made a motion to amend policies DHB, EB, EC, EFA, EHB, EHBA, EHBAC, EHBAD, EHBD, EHBK, EHDD, EHBA, EKC, EKD, FED, FOC, FOC-E, FOD and FOF as presented. Ms. Lee seconded the motion. The Board voted unanimously and the motion carried.

Update on School Budget: Mr. Daugherty and Ms. Darden gave an update on the School budget.

Mr. Daugherty stated that TSBVI is meeting their savings targets. He added that the budget has not had a negative impact on students or student instruction. There is a firm line on TSBVI’s Summer Program budget. TSBVI will provide two thirds of Summer Programs without relying on the Broday Trust. Mr. Daugherty added he thought it was going to be much lower. Positions that can remain frozen will be as long as possible. Staffing accounts for a large part of TSBVI’s savings. Overtime hours are limited to absolute necessity for student coverage. Mr. Daugherty stated TSBVI has been doing well with the School budget.

Ms. Darden stated that she compared expenditures from the first two months of fiscal year 2018 to the first two months of fiscal year 2019 and TSBVI was at about a $200,000 savings. She added that TSBVI’s budget strategies to find savings have been working and that it is very important that TSBVI stick to these strategies for the rest of the year.

Recess: The meeting recessed at 3:22 p.m.

Call to Order: The meeting was called to order at 3:30 p.m.

Training Session on TSBVI’s Budget: Ms. Darden provided training to board members on the

development phases and cycles of TSBVI’s budget.

Adjournment: Mr. Druesedow made a motion to adjourn. Ms. Lee seconded the motion. The

Board voted unanimously and the motion carried. The meeting was adjourned at 4:00 p.m.

 

 

Texas School for the Blind and Visually Impaired

Board Meeting Minutes

November 16, 2018 Meeting

 

Call to Order: Joseph Muniz, Board President called the meeting of the Governing Board of the Texas School for the Blind and Visually Impaired to order at 10:16 a.m.

Introduction of Board Member and Audience: Board members present were: Brenda Lee, Julie Prause, Joseph Muniz, Lee Sonnenberg, Bobby Druesedow, Dan Brown, and Michael Garrett. Mary Alexander and Michael Hanley were unable to attend the meeting.  Audience members present were: Bill Daugherty, Superintendent, Susan Morrison, General Counsel, Veronica Lopez, Administrative Assistant, Miles Fain, Principal of Comprehensive Programs, Lenora Williams, staff family member, Justin Andrews, staff family member, Xavier Andrews, staff family member, Pat Stephenson, staff family member, Randy Stephenson, staff member, Tad Doezema, Asst. Principal, Darla Andrews, staff family member, Marty Stephenson, staff family member, Haley Andrews, staff family member, Allie Andrews, staff family member, Jason Andrews, staff family member, Kapi Noah, staff family member, Sara Merritt, Principal, Kate Mainzer, Human Resources Director, Kim Wright, Residential Instructor, Bridgett Wolfe,  Residential Instructor, Ma’ani Monady, Residential Instructor, Misty Wade, Residential Instructor, Daniel Butler, Residential Instructor, Emily Coleman, Residential Instructor, Dan Hampton, Information Resources Director, Cyrenna Villegas, Procurement Director, Susan Houghtling, Director of Planning and Evaluation, Scott Kelly, TA, Carlotta Binns, Career Ed Teacher, Pam Darden, CFO, Josh Splinter, Budget Analyst, Diane Broadway, Admin. Asst., Michael Bittinger, Admin. Asst., Brian McDonald, Director of School Support Services, and Alex Moir, Texas State Employees Union.

Public Comments/Open Forum: Daniel Butler came forth for public comment.

Mr. Butler congratulated Mr. Stephenson upon his retirement. He spoke on the TSBVI’s budget

shortfall and the effect it will have on the support staff. He stated that he had spoken with several

TAs and RIs and wanted to pass the information along to the Board for future consideration to

help remedy hardships. Mr. Butler stated the Christmas holiday would be difficult because of the

lack of overtime opportunities that will force staff to go on leave without pay. He added that, in the

past, there was discussion about making support staff 12 month employees. He stated they will

get paid less, however, it would put staff at ease knowing they will be paid for the time students

are not in school. Mr. Butler thanked the Board for the opportunity to speak.

Mr. Muniz thanked him for coming forward and for his input. 

Recognition of Retiring TSBVI Employees: Mr. Muniz and Mr. Doezema recognized retiree

Randy Stephenson for his 30 years of service.

Consideration of Approval of Minutes of September 28, 2018 Board Meeting: Mr. Druesedow made a motion to approve the minutes of September 28, 2018. Ms. Prause seconded the motion. The Board voted unanimously and the motion carried.

Report from the Finance Committee:           

Consideration of approval of board polices:

CB (TSBVI)            State and Federal Revenue Sources

CDA (TSBVI)          Other Revenues: Investments

CLC                         Buildings, Property, and Equipment Management: Traffic and Parking Controls

CMD                        Equipment and Supplies Management: Instructional Materials Care and Accounting

CRB (TSBVI)          Board Member and Executive Management Staff Liability Insurance and for Worksites Where Student Work

CRD (TSBVI)         Insurance and Annuities Management: Health and Life Insurance

CRE (TSBVI)          Insurance and Annuities Management: Workers’ Compensation Coverage

CRG (TSBVI)         Insurance and Annuities Management: Deferred Compensation and Annuities

CV (TSBVI)            Facilities Construction

Michael Garrett stated that the Committee recommended Policy CB (TSBV) – State and Federal Revenue Sources for adoption. Recommendation came from Committee, therefore, no second was needed. The Board voted unanimously and the motion carried.

The Committee recommended policies CDA (TSBVI) – Other Revenues: Investments,

CLC – Buildings, Property, and Equipment Management: Traffic and Parking Controls,

CMD – Equipment and Supplies Management: Instructional Materials Care and

Accounting, CRB (TSBVI) – Board Member and Executive Management Staff Liability

Insurance and for Worksites Where Student Work, and CRD (TSBVI) – Insurance and

Annuities Management: Health and Life Insurance for amendment. Recommendation

came from Committee, therefore, no second was needed. The Board voted unanimously

and the motion carried.

CRE (TSBVI) – Insurance and Annuities Management: Workers’ Compensation

Coverage, CRG (TSBVI) – Insurance and Annuities Management: Deferred

Compensation and Annuities, and CV (TSBVI) – Facilities Construction were reviewed by

the Committee.

Consideration of approval of renewal of Nolan County farm contracts: Mr. Garrett stated the Committee recommended to approve the renewal of the Nolan County farm contracts. Recommendation came from the Committee, therefore, no second was needed. The Board voted unanimously and the motion carried. 

Report on maintenance, annual inspection, and recommendations for maintenance and repair of the campus residence: Mr. Garrett gave a report on the maintenance, annual inspection, and recommendations for maintenance and repair of the campus residence. He added that it was to his and the rest of the Committee’s satisfaction that the window installation at the Superintendent’s residence had been completed. He added that the Superintendent reported he has been able to run heat and air and keep it at a comfortable temperature. Consideration of approval of Investment Report: Mr. Garrett listed the balances for the Investment Report ending on August 31, 2018.

The Finance Committee recommended the Investment Report for approval. The motion came from Committee, therefore, no second was needed. The Board voted unanimously and the motion carried.

Consideration of approval of receipt of gifts and donations of over $500: Mr. Garrett reported that there were no gifts or donations of over $500 since the last board meeting. Consideration of approval of request for expenditure of gifts and donations: There was no request for expenditure of gifts and donations. Review of budget reports Operating Budget Expenditure Report: Mr. Garrett reported the percentage at which each department was operating. The total for all budgets in State Treasury that were used was 99 percent. 

Legacy Revenue Budget Report: Mr. Garrett reported TSBVI’s Legacy Revenue Budget Report totals. Legacy Operating Expenditure Budget Report: Mr. Garret stated that the total Legacy Project Expenditures was at 104 percent for the Legacy Operating Budget Expenditure Report.

Report from the Program Committee     

Report from Short-Term Programs Principal Update on Summer 2019 programs: Mr. Sonnenberg reported that Sara Merritt had announced the number of students that would be offered summer programs in 2019. The number decreased from 319 to approximately 211 due to the budget needs. 

Report from Comprehensive Programs Principal Social Emotional Learning Update: Mr. Sonnenberg reported that Valerie Perwein and Michael Clinkscales gave an update on the social emotional learning of TSBVI students.

Report from Outreach Program Director Professional development events: Mr. Sonnenberg reported on the Outreach Program professional development events. He stated that Emily Coleman has come out with a podcast to which listeners will soon be able to subscribe. Mr. Muniz asked Mr. Daugherty to notify the Board when the podcast is available.

Annual Report on Complaints about Discrimination or Harassment: Ms. Mainzer reported that there were no complaints about discrimination or harassment.

Mr. Muniz asked what kind of measures are in place to educate on discrimination and harassment. Ms. Mainzer answered that the State requires harassment prevention training within 30 days of hire and TSBVI follows this procedure. New hire employees are required to take this session before New Employee Orientation (NEO). Then, there is a question and answer part that is done in NEO. That allows for time for discussion if anyone has any questions or concerns. There is a refresher required every two years by the State. Lastly, Ms. Mainzer stated TSBVI provides it as a requirement every year as part of the Bridge training management system.

 Report on Achievement of Objectives for 2017-2018 from the Agency Strategic Plan and the Annual Improvement Plan: Ms. Houghtling reported on the achievement of objectives for 2017-2018 from the Agency Strategic Plan and the Annual Improvement Plan.

Mr. Sonnenberg asked how the results for the achievement numbers of graduates are obtained. Ms. Houghtling answered that, in previous years’, surveys were mailed out with few responses being returned. For a number of years TSBVI has done telephone surveys with greater responsiveness.

Mr. Garrett asked if we are one of the only ones doing this kind of tracking. Ms. Lee answered that it is required by TEA for special education students.

Discussion of Board Operating Procedures: Ms. Morrison invited a motion to table this item.

Mr. Sonnenberg motioned to table Discussion of Board Operating Procedures. Ms. Lee seconded the motion. The Board voted unanimously and the motion carried.

Report from the Superintendent: Mr. Daugherty gave a report on various campus activities and curriculum sales and projects.

Report of Completion of Board Member Training Requirements for the Past Year: Mr. Sonnenberg listed the Board member record of training and requirements:

For the 2018 calendar year, Board Members beyond their first year of service were required to receive a Tier 2 Team Building session with the entire Board and Superintendent and 5 hours of Tier 3 continuing education. Completing the annual required continuing education is a basic obligation and expectation of any sitting board member under State Board of Education rule.

Following are the training hours received by members of the TSBVI Board:

Mary Alexander: Met the team building training requirement. Received 1.5 of the required 5 hours of continuing education.

Bobby Druesedow: Needed the team building session. Exceeded the required 5 hours of continuing education with 16.5 hours of training.

Michael Garrett: Met the team building training requirement. Received 1 of the required 5 hours of continuing education.

Michael Hanley: Met the team building training requirement. Received 1 of the required 5 hours of continuing education. Needs online contract management training.

Joseph Muniz: Met all training requirements including the team building training requirement and the requirement to complete 5 hours of continuing education with a portion on the duties of the Board President.

Lee Sonnenberg: Met the team building training requirement. Received 2.5 of the required 5 hours of continuing education.

New Board Members are required to receive training on the Public Funds Investment Act within 6 months of taking office, training on open meetings within 90 days of taking the oath of office, and to receive an orientation to Texas Education Code within the first year or 12 months of service. They also must receive team building training annually or every 12 months, complete 10 hours of continuing education within the first year or 12 months of service and complete online training on contract management.

Training hours received by new Board members were:

Dan Brown: Completed Public Funds Investment Act and Open Meetings Act training. Timelines for future training requirements include completing an orientation to Texas Education Code, participating in annual team building and completing 10 hours of continuing education. 8 of these 10 hours have already been completed. Online training on contract management will also need to be completed.

Brenda Lee: Completed Public Funds Investment Act and Open Meetings Act training. Timelines for future training requirements include completing an orientation to Texas Education Code, participating in annual team building and completing 10 hours of continuing education. 8.5 of these 10 hours have already been completed. Online training on contract management will also need to be completed.

Julie Prause: Completed Open Meetings Act training and contract management training. Timelines for future training requirements include viewing the Public Funds Investment Act video, completing an orientation to Texas Education Code, participating in annual team building and completing 10 hours of continuing education. 2.5 of these 10 hours have already been completed.

Discussion of Scheduling Board Training for the Next Year Based on the Framework for School Board Development: Board members agreed on the annual team building training being done January 24, 2018. Training on vision and goals for the organization will be done at the summer board meeting. Training on the updates to the Texas Education Code will be done at the November Board Meeting.

Discussion of Future Board Meeting Topics: No topics were brought forth.

Announcements: Mr. Sonnenberg announced that his daughter is having surgery. He added that thoughts and prayers are appreciated.

Mr. Druesedow announced that Walgreens gives free access to the AIRA glasses through and app on your phone. He said that that is a great opportunity for those who have not used it to try it out.

Ms. Prause announced that a student who lost his battle to cancer received great love and support from the TSBVI community, as well as his family. Ms. Prause said she felt supported too. She thanked TSBVI for their kindness during this difficult time. Mr. Daugherty stated that he was a great kid and it was an honor to know him.

Mr. Brown expressed his appreciation as a new board member to the administrative staff for all that they do to make documents and electronic files accessible.

Mr. Garrett announced that he attended the Education Action Committee meeting in Outreach and he was extremely impressed with the meeting. He added that Cyral Miller does a great job of keeping everyone on task yet making it a fun, educational, and productive experience.

Discussion of Initiating the Superintendent’s Annual Performance Appraisal for the January Board Meeting: Ms. Mainzer assured the Board that she would ensure that her successor would have instructions to follow to complete the process of initiating the Superintendent’s annual performance appraisal for the January Board meeting.

Mr. Daugherty added that Ms. Mainzer had done an exceptional job at modernizing her department. TSBVI’s directors and managers appreciate her and everyone at TSBVI wishes her the best in the future upon her retirement.

Ms. Mainzer added that she spent 30 years in the private sector and 13 years with the State. One of the things she learned was there are a lot of really good people doing really good work and a lot of times with very little resources. That speaks to their dedication and to their commitment. She added she has seen that over and over at TSBVI. She wished the Board and everyone at TSBVI the best.

Mr. Muniz announced the Board would recess the open session and convene in a closed meeting to discuss agenda item #9 – Discussion of Initiating the Superintendent’s Annual Performance Appraisal for the January Board Meeting in conformance with Texas Government Code Section 551.074 – Personnel Matters.

Mr. Muniz stated that no voting would take place in the closed meeting. Any action the board wished to take as a result of discussions in closed meeting would take place after the board reconvened in the open meeting. It was 12:04 p.m.

Mr. Muniz announced it was 12:45 p.m. and the Board would reconvene in open session.

Mr. Muniz stated that the Board would not be taking action on agenda item number 9 – Initiating the Superintendent’s Annual Performance Appraisal for the January Board Meeting.

Adjournment: Mr. Druesedow made a motion to adjourn the November 16, 2018 Board meeting. Mr. Garrett seconded the motion. The Board voted unanimously and the motion carried. The meeting was adjourned at 12:45 p.m.

 BOARD PROGRAM COMMITTEE MEETING

September 28, 2018

Call to order: 

Brenda Lee called to order the meeting of the TSBVI Board Committee on Programs at 8:02 a.m. on September 28, 2018 in Room 104 of the Main Administration Building 600, 1100 W. 45th Street, Austin, Texas.

Program Committee member Julie Prause was also present.

Program Committee member Lee Sonnenberg was not present.

TSBVI staff members participating in the meeting were: 

Susan Morrison, School Counsel; Sara Merritt, Short-Term Programs Principal; Miles Fain, Comprehensive Programs Principal; Emily Coleman, Outreach Director; Susan Hauser, Center for School Resources Director; Valerie Bradshaw, Bilingual ESL and Assessment Coordinator.

Consideration of approval of minutes of the June 1, 2018 meeting:  

Ms. Prause moved that the minutes of the June 1, 2018 meeting be approved and Ms. Lee seconded the motion. Committee members were in favor of the motion.

Consideration of approval of Board Policy FFG Student Welfare: Child Abuse, Neglect, Exploitation, and Improper Child Care Practice:  

Ms. Morrison presented policy amendments for consideration. This policy must be reviewed every year. A few amendments are recommended at this time, since there are some legislative updates that require amendments. In addition, there is a change to make clear TSBVI’s higher standard for investigating reports of improper child care, even when the incident does not rise to the level of abuse or neglect. Because this policy is within the jurisdiction of the Program Committee, the Committee must determine by vote whether to recommend approval of amendments to the full Board.

Ms. Prause moved that the policy amendments be accepted. Committee members were in favor of the motion.

Introduction of New Outreach Director, Emily Coleman:  

Ms. Coleman was introduced, and she briefly described her background. She has been an Itinerant Teacher of the Visually Impaired, and she has served as Outreach Director at the Washington School for the Blind. She has a child with a visual impairment. Ms. Coleman and her family moved to Austin in August.

Report from Comprehensive Programs Principal, Miles Fain

a. Statewide Assessment results

Mr. Fain introduced Valerie Bradshaw, who helped review data on assessment results.

Ms. Bradshaw summarized changes to statewide assessments for the 2017-2018 school year. There were no significant changes to the STAAR and STAAR-ALT2 testing programs. There were changes to the Texas English Language Proficient Assessment System (TELPAS). Tests for English as a Second Language (ESL) and English Language Learners (ELL) are no longer used. Now students are classified as English Learner (EL) or English Proficient (EP). The TELPAS Listening and Speaking assessments were introduced using an online testing program consisting of point-and-click responses. Since this program is not accessible for visually impaired students, TEA allowed districts to continue using Holistic Ratings for listening and speaking for these students. The Reading test is still not accessible. Ms. Bradshaw said that, in order for tests to be made accessible, TEA must give Pearson direction on how to structure the test to make it accessible, so this change must start with TEA. Ms. Bradshaw and teacher Brenda O’Sail have contacted state authorities about this accessibility issue.

Ms. Bradshaw and two Short-Term Programs teachers serve on a TEA accessibility committee. TEA has a stated goal for accessibility. Refreshable braille is new and has been added as an accommodation regularly. Reading, writing, and social studies assessments can now be accessed through a screenreader. TEA discussed accomodations with TSBVI students and arranged for TSBVI students to try out accomodation prototypes in order to improve them. There are online practice methods for students to prepare themselves. Ms. Lee is aware that there has been a shift at TEA to support accessibility, and there is a much more accepting attitude toward accommodations for visually impaired. TEA is allowing dictionary apps, which is helpful for visually impaired students. The test was shortened considerably last year. There are also American Sign Language (ASL) signed videos for the online test, and there are practice apps with that. Spanish testing has been improved as well. TEA is not allowing scientific and graphing calculators through 8th grade, which Ms. Bradhaw plans to look into.

Ms. Bradshaw reviewed the number of TSBVI students participating and the medium used by TSBVI students for the following State of Texas Assessments of Academic Readiness (STAAR) assessments: STAAR grades 3-8, STAAR ALT2 grades 3-8, STAAR End of Course (EOC) and STAAR ALT2 EOC. TEA allows districts to preview the ALT2 exams for one week prior to the assessment window so teachers and trained staff can create individualized accommodations for students who access information in a manner other than print. TEA also allowed preview of STAAR EOC exams for the purpose of accommodating these tests materials. For the 2018 spring STAAR administration, a standardized braille and tactile graphic supplement was produced by TSBVI braillists for all braille students using Embedded Supports. TSBVI is working with Educational Testing Servies (ETS) to produce this braille supplement at ETS for distribution with standard test materials during the 2019 spring administration.

Testing results are reported using a variety of measures. Ms. Bradshaw reviewed TSBVI results. TSBVI students exceeded the state passing rate for STAAR students in Special Education in several areas. There is a Memorandum of Understanding (MOU) regarding TSBVI students’ passing rates. TSBVI will not meet the MOU standards for the 2017-2018 year. Mr. Fain said that this is due to the types of students who are currently being referred to TSBVI. TSBVI testing results depend of the specific group of students who are attending each school year. Low passing results are reflective of the students that are being referred to TSBVI, many of whom have not been academically successful in their local districts. The TSBVI student population is very transient, and TSBVI is unable to track individual students over time. The small number of TSBVI students being reported skew testing results very significantly. Ms. Lee suggested going back to the legislature to have the MOU revised, and Mr. Fain acknowledged that this step will likely be necessary . Mr. Fain said that there are no stated consequences to TSBVI for not meeting MOU standards, other than discussion and possible revision of the MOU.

Ms. Merritt mentioned that Short-Term Programs provide support for students in local districts so those students can be successful there.

Ms. Fain said that the elimination of the Modified test dramatically affected statewide assessment results. That test was much more appropriate for certain students, and those students may never be able to pass the test that is required now. We do know that our students are making progress through our use of progress measure. Even students who do not pass academic testing have shown that they are making academic progress.

b. Plan to promote academic excellence

Mr. Fain reviewed the TSBVI Plan to Promote Academic Excellence and Improve Student Performance on the STAAR. This plan is a group effort by Comprehensive Programs staff to create effective strategies. The Superintendent and Board are asked to review and give input to this plan. Mr. Fain described some of the kinds of trainings that staff are able to access (such as at ESC 13 and the University of Texas Dana Center) and the support that students receive. Mr. Fain believes that this plan has helped significantly with student performance and achievement. Ms. Prause mentioned that one student her district referred to TSBVI was surprised that there was not as much focus on statewide testing results. The TSBVI focus on additional learning areas really helped this student.

c. Report on English as a Second Language (ESL) Program Analysis

Ms. Bradshaw provided information regarding the Limited English Proficient (LEP) students (now called English Learners). At the beginning of the 2017-2018 year, there were 10 students identified as LEP and an additional 3 students who had been exited from English as a Second Language (ESL) services but still monitored by the Language Proficiency Assessment Committee (LPAC). Recently a determination was made that EXIT students no longer need to be assessed using TELPAS. TSBVI had 30 certified ESL teachers by the end of the 2017-2018 school year. All self-contained teachers obtain ESL certification. TSBVI is working on getting all content-area secondary teacher to become ESL certified as well, so that ESL services do not need to be provided on a pull-out basis. There are a number of after-school and cultural opportunities at TSBVI for LEP students. Five students last year had been in the US for fewer than two years, so they were just beginning to learn English. TSBVI provided lots of help to staff so that these students could receive intensive support in learning English. TSBVI also had one student who had had an interpreter before attending TSBVI, so he was also just beginning to learn English. He made good progress in learning English last year, though he still needs support. Ms. Bradshaw reviewed the number of students who exited from ESL last year and the number of TELPAS exemptions. All students improved their rating levels from one year to next if they were not already at the highest rating level.

d. TSBVI Student Performance Indicator results

Mr. Fain reviewed the Performance Indicators (PIs) Report for the 2017-2018 school year. This set of curriculum-based evaluations was created a number of years ago and includes ways to assess students’ progress in all Core Curriculum and Expanded Core Curriculum (ECC) areas. Each student receives a pre-test in the fall and a post-test in the spring, so students not present for both tests cannot be included in reported results. There is a Memorandum of Understanding with TEA that sets out requirements for student progress on the PIs. For the 2017-2018 school year, the requirement is 70% of students evaluated by PIs will make at least moderate progress in every area. Mr. Fain observed that it is difficult to ensure that every student make progress in every area. School-wide, 85% of students made moderate to substantial progress in assessed areas. The report includes a specific break-out of scores in various academic and ECC areas. Ms. Prause asked how often the MOU is revised, and Mr. Fain said that changes are not made very often, but it was revised recently based on changes to STAAR testing. Ms. Coleman plans to talk with Debra Sewell to learn more about the PIs. Ms. Bradshaw mentioned that any of the PI evaluations can be used as needed. Each TSBVI student’s evaluations are based on need areas identified by the student’s ARD committee. TSBVI Lead Teachers help classroom teachers determine what PIs should be used for each student. The decision is very individualized.

e. Consideration of membership to the School Health Advisory Council

Mr. Fain briefly described the activities of the School Health Advisory Council and he made a recommendation for members for the Council. Ms. Prause moved that the recommended membership be accepted, and Ms. Lee seconded the motion. Committee members were in favor of the motion.

6. Report from Short-Term Programs Principal, Sara Merritt

a. 2018 Summer programs

Ms. Merritt gave a report on 2018 summer programs. Ms. Merritt plans to submit information prior to the Board meeting for future meetings instead of waiting to share data at the time of meeting. Ms. Merrit explained the program offerings during Summer of 2018. Ms. Lee shared anecdotal data about participating in Summer programs in the past. Ms. Merritt explained the newer DeafBlind Vocational program and the need for this camp even though attendance is lower than other programs. Summer programs had 24 fewer students than last year due to meeting the budget requirement; attendance totaled 315.

Ms. Merritt stated in 2018, they received 488 applications and they offered 410 students a class at some point, however not all could attend. Students not offered a position may have not met the program criteria and Short-Term Programs also offers space first to students that have not attended in the past. Each ESC, except for Region 9, had at least one student attend the Summer Programs. Ms. Merritt has made efforts to visit ESCs that have had lower student enrollment in the past. Ms. Lee shared difficulty of traveling to Austin for some regions of Texas. In 2018, Summer Programs served 139 districts, which is 9 fewer than last year. Ms. Merritt indicated this may be due to families moving into larger districts in urban settings.

Due to the medical needs of our population, Ms. Merritt indicated it is challenging to make sure the nursing staff and expertise can serve high numbers of students. Ms. Lee shared similar planning concerns with the camp she coordinates in her region. Ms. Merritt discussed the health forms that go home to families and the significant factor of assuring medications are delivered and up-to-date at the beginning of the student attendance. Applications are due in February and the TSBVI Health Center reviews medical paperwork upon receipt. Ms. Merritt and Ms. Lee discussed the unique situation of students arriving with a nurse. Ms. Lee asked for suggestions and paperwork used by TSBVI in the past to coordinate a nurse attending with a student.

Ms. Merritt shared that a significant reduction in summer programs may happen in 2019 due to budget constraints. Discussion indicated the hope is that this is a one-time reduction. Ms. Merritt shared that programs funded by TWC will likely be continued. Ms. Lee suggested reviewing programs to see if TWC will fund other events, and Ms. Merritt stated she has pursued this option and will continue to do so. Ms. Lee offered her assistance to draft information for TWC consideration.

7. Adjournment

Ms. Prause made a motion to adjourn. Ms. Lee seconded the motion. Ms. Lee adjourned the meeting at 9:45 a.m.

TSBVI BOARD COMMITTEE MEETING

AUDIT, COMPLIANCE, AND MANAGEMENT REVIEW

June 1, 2018

Call to Order:  

Joseph Muniz called to order the meeting of the TSBVI Board Committee on Audit, Compliance, and Management Review at 7:50 a.m. on June 1, 2018 in Room 104 of the Main Administration Building 600, 1100 W. 45th Street, Austin, Texas.  Board member Mary Alexander was also present. TSBVI staff members participating in the meeting were Kate Mainzer, Human Resources Director, Kemp Long, Director of Internal Audit, Susan Houghtling, Director of Planning and Evaluation, and Susan Morrison, General Counsel.

Consideration of Approval of Minutes of the April 5, 2018 Meeting:  

Mary Alexander moved to approve the minutes of the April 5, 2018 Committee meeting and Joseph Muniz seconded the motion.  All board members were in favor of the motion.

Consideration of Approval of Board Policies BBA, BBBD, BBC, BBE, BED, BG, BJA, GBA and GBAA: 

Susan Morrison reviewed proposed changes to Board policies.  Policy BBA is updated to more specifically address eligibility for Governor appointed members.  The Legislature added blanket ineligibility language for a person to serve on the Board if the person has been convicted of prostitution. 

Policy BBBD on electioneering is a new policy that addresses board ethics issues including a limitation on using public funds for political advertising.

Language in Policy BBC was amended to clarify that only the Governor may appoint a board member replacement to serve temporarily if an appointed board member will be on active military duty for longer than 30 days.

New language was added to Policy BBE as per Senate Bill 1566 to clarify when TSBVI must provide requested information, documents or records to a board member.  The policy also requires that the information provided must be confidentially maintained by the Board member as required by privacy laws including the Family Educational Rights and Privacy Act (FERPA).  Also added is language requiring TSBVI to create a policy on visits to the School by a member of the Board.

Policy BED addresses public participation in board meetings.  Language was added stating:  “The Board may confine its meetings to specified subject matter and may hold nonpublic sessions to transact business.”  Ms. Morrison recommended that this language be struck and board members vocalized their support.

New policy BG states that the commissioner of education shall develop a board improvement and evaluation tool and the Board may determine whether to use the self-evaluation tool.  Ms. Morrison said it is intended that the Board self-evaluate annually.  Mr. Muniz responded that he preferred that a time frame not be specified and the evaluation be conducted as needed to maintain flexibility.

Policy BJA added new language regarding the responsibilities of the Superintendent.

Policy GBA contains many changes related to access to public information including changes from Senate Bill 7 that clarify confidential teacher and administrator evaluations are not subject to disclosure under the Public Information Act.  Senate Bill 532 and House Bill 1861 add to security information that is confidential to address information directly arising from the Board’s routine efforts to prevent, detect, investigate or mitigate a computer security incident, including information obtained in an information security log.  The policy includes language regarding how an employee or board member may choose to restrict public access to personal information including a person’s home address, home telephone number, emergency contact information, or social security number, or any other information that reveals whether the person has family members.  Mary Alexander questioned whether “home telephone number” included personal cell phone numbers.  Ms. Morrison said that she will strike the word “home” and add an “s” after “numbers” to clarify that this includes a person’s home, cell and work numbers.

Policy GBAA included many amendments and addressed the process followed for public information requests.  Two typos were noted that need to be corrected.

Mrs. Alexander moved to accept the policies as presented with corrections as noted in the meeting.  Mr. Muniz seconded the motion and all board members were in favor of the motion.  Mr. Muniz thanked Ms. Morrison for her work on the policies. 

Report from the Internal Auditor - Consideration of Approval of Internal Audit Plan:  

Kemp Long stated that internal auditors are required to use a process of risk assessment to develop the Internal Audit Plan.  A risk factor approach or an enterprise risk model approach may be used.  Mr. Long explained how the Internal Auditor facilitates with administration the accomplishment of the strategic plan and operations in general.  For the risk assessment, both impact and probability of an event are rated as high, medium or low.  High means the impact or probability would be catastrophic or severe, low means negligible or no impact and medium is everything in between.  After the risk footprint is developed, the audit history is used to develop the Internal Audit Plan for each fiscal year.

Mr. Long explained that management develops their own control steps to identify how they mitigate risks.  It is a joint assurance between management and the Internal Auditor that risks have been identified and controlled or changes will be made.

Mr. Long reviewed his proposed audits for FY 2019:  (1) the Cybersecurity Audit would address confidentiality of information and records and (2) the Grants Management Audit would cover grants management compliance, monitoring and reporting controls.  Both of these audits would spread across several areas of the campus.  The third audit that was recommended would cover deployment by Human Resources and Payroll of the CAPPS system.  It would be a review and consulting engagement to assist with the deployment of the system and design of internal controls.

Mr. Kemp reviewed his time estimates for completing his internal audit activities.  He added that one area that should be addressed but would be difficult to audit is hiring of qualified personnel.  There are environmental factors such as the School being in Austin and its increased cost of living that have an impact.

Mrs. Alexander asked that, for the next year, Mr. Long become more family with the campus and how it serves 10,000 students across the state.  She added that she would like to see an audit addressing student risks.  Mr. Kemp responded that audits have already been completed in areas such as transportation, the Health Center, as well as the abuse/neglect audit but added that he could shift his audit time from the consulting role.

Mr. Muniz asked, considering the Legislature has provided funds for consulting time regarding CAPPS, if some time was shifted to focus on students, what would that be?

Mr. Long replied that he would suggest a transportation audit as high risk considering the long distances that School vehicles travel for Weekends Home.  He added that he thought it important for the Internal Auditor to be involved at the front end of the CAPPS implementation due to a risk of failure.

Mary Alexander moved to accept the Internal Audit Plan for FY 2019 and Joseph Muniz seconded the motion.  All Board members were in favor of the motion.

Adjournment:  

Mary Alexander moved to adjourn the meeting and Joseph Muniz seconded the motion.  All Board members were in favor and the meeting was adjourned at 8:53 a.m.