ALVIN INDEPENDENT SCHOOL DISTRICT BOARD OF TRUSTEES REGULAR BOARD MEETING March 5, 2013 Official Agenda 7:00 PM

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1 ALVIN INDEPENDENT SCHOOL DISTRICT BOARD OF TRUSTEES REGULAR BOARD MEETING March 5, 2013 Official Agenda 7:00 PM 1. Call Meeting to Order and Establish Quorum 2. Invocation 3. Pledge of Allegiance 4. Greeters / Commendations / Recognitions / Proclamations A. Introduction of Greeters 3 B. Commendations 1. Student 4 2. Staff 6 C. Proclamations 7 5. Presentations A. Professional Learning Open Forum - Information Only 7. Consent Agenda - Action Items A. Request to Consider Approval of Board Minutes 12 B. Request to Consider Approval of Budget Amendments 17 C. Request to Consider Approval of Redirection of Capital 25 D. Request to Consider Approval of Requests for Proposals 1. Catalog Request to Consider Approval of Purchase of Capital - Business Action Item Request to Consider Approval of Guaranteed Maximum Price Contract Addendum for CTE Renovations - Business Action Item 10. Request to Consider Approval of Contract Award for Walt Disney Cafeteria Upgrade - Business Action Item 11. Request to Consider Approval of Contract with SHW Architects for Design of High School #3 - Business Action Item 12. Request to Consider Approval of Employment, Resignations and Leaves - Personnel Action Item 13. Request to Consider Approval of Administrative Appointment(s) - Personnel Action Item A. Alvin ISD Chief of Police Request to Consider Approval of Renewal / Extension of Administrator / Principal / Assistant Principal Contracts - Personnel Action Item 15. Request to Consider Approval of Resolution Regarding Vouchers - Operations Action Item Video Taping of Board Meetings - Discussion Only Superintendent's Report 18. Future Agenda Items 19. Closed Executive Session A : For the purpose of a private consultation with the Board's attorney on all subjects or matter authorized by law

2 1. Consultation with Board Attorney pursuant to Texas Government Code Section regarding a matter in which the duty of the attorney to the governmental body under the Texas Disciplinary Rules of Professional Conduct of the State Bar conflicts with the Open Meetings Act. 2. Consider legal advice regarding items specifically listed on the agenda 3. Consider legal advice regarding legal report, recommendations, and related actions regarding personnel, nepotism and continuous employment issues and related legal review B : For the purpose of considering the appointment, employment, resignation, evaluation, reassignment, duties, discipline or dismissal of a public officer or employee 1. Discussion and deliberation of personnel action items outlined on the agenda 2. Discussion and deliberation of legal report, recommendations, and related actions regarding personnel, nepotism and continuous employment and related legal review 20. Adjournment The mission of Alvin Independent School District, the center for public education, is to offer exemplary programs enabling all students to possess the ability to learn for the rest of their lives and become productive citizens.

3 To Agendum Category Alvin Independent School District March 5, 2013 AISD Board of Trustees Greeters Greeters Resource Personnel Attachments Rationale Dr. Fred Brent, Superintendent Daniel Combs, Communications None March is Youth Art Month in the State of Texas and tonight we have National Art Honor Society Officers from both Alvin and Manvel High School serving as our greeters. NAHS President, Brenda Leon, from Alvin High School will share a few words about the National Art Honor Society Nina Hays (AHS) and Vick Satterwhite (MHS) are the National Art Honor Society Sponsors. This evening they are facilitating a Mentor Art Exhibition taking place from 5:30-7 pm at ACC. District Goal(s) NA Budget Implications None Recommendation or Proposed Motion None 3

4 To Agendum Category Alvin Independent School District March 5, 2013 AISD Board of Trustees Student Commendations Recognition Resource Personnel Attachments Rationale Dr. Fred Brent, Superintendent Daniel Combs, Communications None This evening we are honored to have with us Stevenson Elementary second grade student, Nathaniel Ortiz. Nathaniel s commitment to his fellow students and persistent determination are an example to us all. A few months ago, Nathanial began to mention that he would like to start a club that is focused on teaching students to be friends and to prevent bullying. After discussing with numerous people, Nathaniel requested a meeting with Principal Julie Weiss to discuss the club. Following this meeting, Nathaniel met with counselors and teachers alike to elicit buy in. As a testament to his hard work and persistence, and with the watchful support of 1 st grade teacher Monica Herrera and Counselor Liz Recendez, Nathaniel was able to successful start the Friends for Change club at Stevenson Elementary. Two Manvel High School students did a wonderful job representing Alvin ISD by qualifying for the State Cross Examination Debate Tournament which will take place March in Austin, Texas. Laurel Rawley Captain of the Debate team, 2 nd in her class, 4 th year debate Kyle Knight 3 rd in class and 1 st year debater. (The Manvel Debate Team is under the leadership of instructor Randall Meek.) We appreciate their commitment and wish them well in 4

5 the upcoming tournament. Two Manvel High School Swimmers recently represented Alvin ISD at the State Diving and Swim Meet in Austin Texas this past February. Courtney Gay Competed in the 1M diving competition Bridgette Seip Competed in the 100 M Breaststroke. We appreciate the way these young ladies represented their Campus and Alvin ISD at this competition. (The Swim and Dive teams are led by Coaches Rick Veal and Aaron Swaty.) District Goal(s) Teachers and Staff Budget Implications None Recommendation or Proposed Motion That certificates of commendation be presented to the students listed above. 5

6 To Agendum Category Alvin Independent School District March 5, 2013 AISD Board of Trustees Staff Commendations Recognition Resource Personnel Attachments Rationale Dr. Fred Brent, Superintendent Daniel Combs, Communications None This evening we are honored to have a special presentation courtesy of Texas State Representative Ed Thompson. Mr. Thompson was not able to be with us this evening; however, Amy Hill, Thompson s District Director is with us to make a special presentation to Milken Award Winning Teacher, Kristi Plummer. (Ms. Hill will present Kristi Plummer with a Texas State Flag that was flown over the Capitol Building in her honor.) District Goal(s) We are also honored to recommend a special Board Commendation this evening to Manvel High School Athletic Trainer, Monica Jackson. Ms. Jackson s heroic efforts at the Manvel Girls Basketball game on Tuesday, February 19 were truly lifesaving. While in attendance at the game, a spectator suffered a life threatening heart attack. Ms. Jackson s quick efforts to utilize the Automated External Defibrillator, AED, and perform CPR were instrumental in saving a life. For your heroic efforts, the Board of Trustees would like to present you with a Certificate of Commendation and extend our most heartfelt appreciation for your actions. Teachers and Staff Budget Implications None Recommendation or Proposed Motion That certificates of commendation be presented to the students listed above. 6

7 To Agendum Category Alvin Independent School District March 5, 2013 AISD Board of Trustees Recognition Proclamations Resource Personnel Attachments Rationale Dr. Fred Brent, Superintendent Daniel Combs, Communications Youth Art Month Proclamation The proclamations in recognition of the following special observances are submitted for board approval: Texas Public Schools Week: March 4-8. Texas Public Schools Week is celebrated in Texas to recognize public school students and their great future. Despite higher expectations and greater challenges, our students are accomplishing more than ever before. A strong and successful public education system takes everyone working together, so this week is designed to provide parents and community members the opportunity to be a part of the action in our schools. Youth Art Month is celebrated in March to recognize the outstanding work of art students, to urge students to become more interested in art and to encourage patrons to support quality school art programs for children and youth. We appreciate the members of the Alvin High School and Manvel High School Art Honor Society that served as our greeters this evening. I recommend that the board accept the following Youth Art Month proclamation (attached). National Athletic Training Month is a time to spread the word about the profession of athletic training and how it positively impacts the world. This year s theme is Every Body Needs an Athletic Trainer. We appreciate the countless hours, dedication and expertise displayed by the athletic trainers that serve the students of Alvin ISD. 7

8 District Goal(s) Teachers and Staff Budget Implications NA Recommendation or Proposed Motion That the proclamations presented by approved. 8

9 Alvin Independent School District Youth Art Month Proclamation WHEREAS, YOUTH ART MONTH has been observed nationally and in many foreign countries since 1961 and has gained wide acceptance, and WHEREAS, childhood is the time to develop interests, skills and aptitudes that will last a lifetime, and WHEREAS, through meaningful art activities, children develop initiative, self expression, creative ability, self-evaluation, discipline, and a heightened appreciation of their environment, and WHEREAS, the importance of art in education and in recreation is widely recognized, NOW, THEREFORE I, Fred Brent, Superintendent of Alvin Independent School District, in Alvin Texas do hereby proclaim March 2013 as YOUTH ART MONTH 9

10 All Students are urged to become interested in and give full support to quality school art programs for children and youth. Alvin Independent School District School Board President This Fifth day of March,

11 Alvin Independent School District March 5, 2013 To Agendum Category Resource Personnel AISD Board of Trustees Professional Learning Presentation Dr. Fred Brent, Superintendent Attachments Rationale None Jeff Burke and Kathy Windsor will give an overview of the professional Learning Day that took place on February 18 th. District Goal(s) Teachers and Staff Budget Implications None Recommendation or Proposed Motion NA 11

12 On February 13, 2012 at 7:00 p.m. the Alvin Independent School District Board of Trustees met for a Regular Meeting at the Central Administration Building, AISD, Alvin, Texas, with the following members present: Tiffany Wennerstrom, Eddie Martinez, Cheryl Harris, Regan Metoyer, Mike Lansford, Charles McCauley and Sue Stringer Superintendent Brent and other administrative staff were also present. ITEM #1, #2, #3 - CALL TO ORDER, PLEDGE, INVOCATION President Wennerstrom called the meeting to order stating that a quorum of Board members were present, notice was duly posted, and the meeting was called to order in accordance with the Texas Open Meetings Act, Texas Government Code Section Trustee Metoyer gave the Invocation and led the Pledge of Allegiance. VISITORS A complete list of registered guests is available in the office of the Superintendent. ITEM #4 - PUBLIC HEARING ACADEMIC EXCELLENCE INDICATOR SYSTEM REPORT Mr. Brent Shaw, Director of Accountability and Assessment, presented the AEIS report. The District is required to publish an annual report describing the educational performance of the District and each campus in the District. The Board of Trustees must also hold a public hearing for public discussion of the report. Public Hearing Regular Board Meeting February 12, 2013 The complete AEIS report for will be available to the public through the Alvin ISD web-site and TEA web-site. A hard copy will also be available at the Alvin ISD Administration Building. District Testing Coordinator, Brent Shaw, presented the AEIS report reviewing the following: Changes to the AEIS (which includes no accountability ratings for 2012) District/Campus Performance District/Campus Profile LEP Performance, District Only 2012 TAKS Performance Attendance 4 - year Completion Rate 4 - year Graduation Rate Student Demographics District Staff Information District Financial Information Program Enrollment Discussion ensued regarding the graduation rate and how it is calculated. President Wennerstrom asked if any person wished to address the Board regarding the AEIS report. No patrons chose to address the Board of Trustees regarding the AEIS report. Following the Public Hearing the Board of Trustees entered into a Regular Session. ITEM #5 - COMMENDATIONS/ RECOGNITIONS/ PROCLAMATIONS Greeters The greeters for the evening were members of the Alvin High School Show Choir. Student Commendations Alvin ISD Rodeo Art Contest Elementary Garrett Sassin Best of Show Shannon Graybill Gold Medal Junior High Christine Estrada Best of Show Xochitl Cerda Gold Medal 12

13 Page 2 Public Hearing/ Regular Board Meeting February 12, 2013 High School Yarji Lee Best of Show Regina Gomez Gold Medal Alina Tonu Gold Medal Jeanna Escobar Special Merit Aaron Knight Special Merit 5A All State Band/Orchestra Alvin High School Matthew Mondragon 1 st Chair Trumpet Morgan Tao 2 nd Chair Percussion Aaron Lira 4 th Chair Percussion Wyatt Sustaita 6 th Chair Trumpet Manvel High School Zach Bagadion The Alvin High School Academic Decathlon Team recently competed in the Region V meet at Pearland High School and qualified for the State meet. This is the first time a team from Alvin ISD has qualified for the Academic Decathlon State meet, which will be held in El Paso Feb Team members who will compete are: Austin Weaver, Maria Sosa, Kattalin Carbajal, Reed Kartye,Kathleen Nelson, Chloe Stowell, Laura Hilinsky, Manny Castro, Blane Fitzhenry, Hyacinth Simmons The team is coached by Christopher Greene and Fred Lewis. Proclamations Career & Technical Education Month Black History Month National FFA Week Feb Trustee Martinez made a motion to approve all commendations and proclamations as presented. Trustee Harris seconded the motion. Motion carried unanimously (7-0) ITEM #6 OPEN FORUM INFORMATION ONLY The following patrons addressed the Board of Trustees: Dennis J. Edwards Allegations of capital expenditure policy violation and TEA s investigation into these allegations Pete Vincent Capital Expenditure ITEM #7 REQUEST TO CONSIDER APPROVAL OF CONSENT AGENDA ITEMS A D Trustee Lansford asked that Item D be pulled to be voted upon separately. All Trustees agreed. Trustee Stringer made a motion to approve Consent Agenda Items A-C. Trustee McCauley seconded the motion. Motion carried unanimously (7-0). ITEM A REQUEST TO CONSIDER APPROVAL OF BOARD MINUTES The following minutes were submitted for Board approval: January 14, 2013 January 15, 2013 January 22, 2013 ITEM B REQUEST TO CONSIDER APPROVAL OF BUDGET AMENDMENTS Amendment #12 - $12, Manvel Jr. High Instructional Supplies Amendment #13 - $5,572, Director of Finance Funds from Fund Balance for Elementary #15. ITEM C REQUEST TO CONSIDER APPROVAL OF REDIRECTION OF CAPITAL Manvel High School Baseball Program s netting overhang and backstop are torn beyond repair due to age, high winds and weather experienced in Manvel. The remaining capital outlay balances will partially cover the netting project. The remaining balance will be covered by a MHS baseball account code. 13

14 Page 3 Public Hearing/ Regular Board Meeting February 12, 2013 ITEM D REQUEST TO CONSIDER APPROVAL OF EXTERNAL AUDITORS FOR FINANCIAL REPORTING Annually, the District is required to employ an external audit firm. Last year, the District contracted with Whitley Penn. P.C. Cheryl Ryan, Director of Finance, recommended renewing the contract for external auditing services ending June 30, Trustee Lansford made a motion to approve the External Audit Engagement Letter for as presented. Trustee Harris seconded the motion. Trustee Lansford asked if this item had been sent out for bids. Mr. King noted that this was a renewal. Mr. Lansford suggested that administration might want to look into going through the bid process for this service next year. Motion carried unanimously (7-0). ITEM #8 REQUEST TO CONSIDER APPROVAL TO AMEND MINUTES OF DECEMBER 11, 2012 BOARD MEETING During the December 11, 2012 meeting the district s legal counsel wrote the appropriate language to be used for the recommendation. The recorded minutes and action taken differ from the exact language of Agenda Item #21. The minutes were revised to reflect the action of the Board specifying three separate parcels of property for future campus facilities. Trustee Harris made a motion to approve the amended minutes of the December 11, 2012 meeting. Trustee Martinez seconded the motion. Motion carried unanimously (7-0). ITEM #9 REQUEST TO CONSIDER CALLING TRUSTEE ELECTION AND SCHEDULE ELECTION DATES The 2013 Board of Trustee Election date is Saturday, May 11, Positions up for election are as follows: Position 4: Currently held by Tiffany Wennerstrom Position 5: Martinez Currently held by Edie An order for election indicating early voting locations, dates and times were presented to the Board of Trustees. Judges and Clerks will be appointed by Brazoria County. Senate Bill 1 does not provide for run-off elections. A simple plurality vote is the deciding factor. Trustee Stringer made a motion to approve calling for an election to be held May 11, 2013 for Trustee positions four (4) and five (5) and approve the election dates, time and places. Trustee Metoyer seconded the motion. Motion carried unanimously (7-0). ITEM #10 REQUEST TO CONSIDER COUNTY WIDE JOINT ELECTION An inter-local agreement with Brazoria County for conducting the May Joint Election was presented to the Board of Trustees for approval. Last year was the sixth year the County conducted the election for the May General Election and this has proven to be a very efficient process. Trustee Stringer made a motion to approve the Inter-Local Joint Election Agreement. Trustee McCauley seconded the motion. Motion carried unanimously (7-0). 14

15 Page 4 Public Hearing/ Regular Board Meeting February 12, 2013 ITEM #11 REQUEST TO CONSIDER APPROVAL OF AWARD OF RFP FOR GENERAL CONTRACTOR AND CONTRACT FOR CONSTRUCTION OF ELEMENTARY #15 Competitive Sealed Proposals were received from ten (10) general contractors for the construction of Elementary #15. Drymalla Construction has submitted the proposal that offers the best value to the District. Negotiations are presently underway with Drymalla Construction. Trustee Harris made a motion to approve Drymalla as the General Contractor for the construction of Elementary #15 and approve the Superintendent to execute a contact not to exceed $14,400,000 for general construction of Elementary #15. Trustee Stringer seconded the motion. Motion carried unanimously (7-0). ITEM #12 - REQUEST TO CONSIDER EMPLOYMENT, RESIGNATIONS AND LEAVES As presented. Trustee Lansford made a motion to approve employments, resignations and leaves as presented. Trustee Metoyer seconded the motion. Trustee Stringer asked that the actual date an employee starts to work be noted on employments, resignations and leaves in the future. Discussion ensued regarding employee leaves and the timing of the dissemination of this information. It was noted that leaves are a for information only item and Board approval is not required. Motion carried unanimously (7-0). ITEM #13 REQUEST TO CONSIDER APPROVAL OF RESOLUTION DELEGATING AUTHORITY TO ACCEPT A CONTRACT EMPLOYEE S RESIGNATION Education Code (b),.160(b), and.210(b) provide than an educator may resign effective before the end of the school year, with the consent of the Board or the Board s designee. Trustee Metoyer made a motion that in addition to the delegation of authority to the Superintendent in DFE (LOCAL), the Board of Alvin ISD also delegates to the Deputy Superintendent and Assistant Superintendent(s) authority to accept a contract employee s resignation when the resignation is effective before the end of the school year. Trustee Harris seconded the motion. Discussion ensued regarding how adopting this resolution would differ from current practices. This will not be a change in practice just additional specificity to the current policy Motion carried unanimously (7-0). ITEM #14 VIDEO TAPING OF REGULAR BOARD MEETINGS DISCUSSION ONLY During the January 15, 2013 Regular Board Meeting, several trustees requested information regarding the video-taping of Regular Board Meetings to be posted on the District web-site. Laura Perez & John Wilds presented a video system analysis reviewing the following: o o o o What is involved Infrastructure Required Personnel Required Cost Comparisons They concluded their presentation with the following recommendation: 15

16 Page 5 Public Hearing/ Regular Board Meeting February 12, 2013 o Swagit Lowest overall cost Requires no additional personnel 100% client retention Used by Houston ISD & Katy ISD Available integration into U-Verse TV ITEM #15 SUPERINTENDENT S REPORT Dr. Brent reviewed current District activities as well as current Legislative activity. ITEM #16 FUTURE AGENDA ITEMS Trustee Wennerstrom asked that the Board review and consider the resolution regarding vouchers at the March 5 th regular meeting. ITEM #17 ADJOURNEMNT Trustee Lansford made a motion to adjourn the meeting. Trustee Metoyer seconded the motion. The meeting was adjourned at 8:30 p.m. Attest: Tiffany Wennerstrom, President Charles McCauley, Secretary 16

17 Alvin Independent School District March 5, 2013 To AISD Board of Trustees Agendum Request to Consider Amendments #14 - #19 Category Business Resource Personnel Tommy King, Deputy Superintendent for Business & Support Services Attachments Memo from Budget Managers Rationale Amendment #14 - $32, Jackie Caffey requests the transfer of $31, for standardized testing materials and $ for GT testing. Amendment #15 - $10, Christie Whitbeck, Assistant Superintendent of Academics requests the transfer of $10, for lead teachers to develop curriculum for summer school. Amendment #16 - $ Aeniqua Flowers, Wilder Elementary Principal requests the transfer of $ for a teacher to attend the ABYDOS conference in April. Amendment #17 - $214, Jennifer Basich, Director of Child Nutrition requests the transfer to upgrade the Walt Disney Elementary cafeteria in the amount of $214, Amendment #18 - $3,194, Jeff Couvillion, Director of Building Programs requests the transfer of $3,194, for the Architectural Services for design of High School #3 to the SHW Group. Amendment #19 - $195, This amendment is for the additional costs of the CTE Manvel facility which includes $34, of architectural fees. Reasons for the increase are indicated in the award of the GMP. District Goal(s) Fiscal Responsibility 17

18 Budget Implications None Recommendation or Proposed Motion That Board approve Amendment #14 for $32,100.00, Amendment #15 for $10,400.00, Amendment #16 for $307.00, Amendment #17 for $214,000.00, Amendment #18 for $3,194, and Amendment #19 for $195,

19 Budget Amendment Advanced Academics To: Tommy King From: Jackie Caffey and Deana Burford Rational: Money for AP standardized testing material is listed under function 11 and should be listed under function 31. As per the budget preparation manual, function 31 should include testing material for standardized test (pg. 15). From Account Amount To Account Amount $31, AP $31, Rational: Money for tests developed and administered by teachers is listed under a 31 function and should be listed under an 11 function. As per the budget preparation manual, function 11 should include testing materials for tests developed and administered by teachers (pg. 11). From Account Amount To Account Amount GT $ AM $

20 Dr. Christie Whitbeck Assistant Superintendent of Academics M E M O R A N D U M TO: FROM: Tommy King Dr. Christie Whitbeck DATE: February 13, 2013 SUBJECT: Budget Amendment for Summer School Curriculum Writing Please accept this memo as a request to move money from a 21 function to a 13 function. In the past, Alvin ISD has not had a district-developed summer school curriculum. I am recommending that the lead teachers develop the curriculum and materials to be used by summer school teachers this year. Lead teachers will need to review district data and student needs, create a scope and sequence, develop daily lesson plans, and gather related materials. The end product would be a prescriptive curriculum to be used to target at-risk students needs. A focus would be on technology and engaging lessons that would offer variety from what students were exposed to during the course of the regular school year. In order to complete this task, the lead teachers would need to work after hours, weekends, or spring break, being paid from a timecard with the maximum allowed for each course to be $400. The courses requiring curriculum development are Mathematics and Language Arts for K-8 th grades and Mathematics, Science, Social Studies, and Language Arts for 9 th 10 th Grades. If lead teachers are not able to complete the task themselves, then they would select a teacher from within the district who has expertise in that grade/subject area. The maximum expenditure would be $10, $10,400 To $10,400 I believe this expenditure is an important next step to assist struggling learners and to strengthen instruction during the summer. If you have any questions, please feel free to call me. 301 E. House Street, Alvin, Texas or Fax

21 ALVIN INDEPENDENT SCHOOL DISTRICT Laura Ingalls Wilder Elementary Aeniqua Flowers Principal Stephanie Hopkins Assistant Principal Stacy Huffman Counselor February 19, 2013 Re: Board Approval for Transfer Mr. King: We would like to ask permission for money to be transferred between accounts that will need Board Approval. Please transfer $ from our into account We will be using these funds to send Michele Nance to ABYDOS in April. We would like to register her early to take advantage of the discounted rate. Please let me know if you need anything else. Thank you. Sheila Hageman Wilder Elementary E. House St. Alvin, TX

22 Memo Date: February 19, 2013 To: Tommy King, Deputy Superintendent From: Jennifer Basich, Director of Child Nutrition Services Re: Budget Amendment - Fund Balance Transfer Request - $214, Walt Disney upgrades Child Nutrition Services is requesting the approval of this Budget Amendment for a transfer from Fund Balance to Building Programs for $214, The purpose of the request is to upgrade the following items at the Walt Disney cafeteria: New Serving Line New Flooring New Walk-In Refrigeration New Freezers Any MEP, Contingency Fees, Consultant Fees attached to the approved amended construction contract that is being requested and provided in a separate request by Building Programs Child Nutrition Service requests to be able to provide the funding for this project while Building Programs manage the actual project itself, including any disbursement of funds. Budget Amendment Fund Balance Transfer Request: Transfer from: CNS Fund Balance Transfer to: Amount: $214, Your consideration in approving this transfer, in order to service our children better, is greatly appreciated. Page 1 22

23 ALVIN INDEPENDENT SCHOOL DISTRICT BUDGET AMENDMENT REQUEST AMENDMENT # 18 DATE OF BOARD ACTION March 5, 2013 Date of Request: February 26, 2013 Campus/Department: Building Programs Submitted by: Jeff Couvillion TRANSFER FROM: NEW ACCT ACCOUNT # FUND 1993? AMOUNT N Fund Balance $3,194, TRANSFER TO: NEW ACCT ACCOUNT # FUND 1993? AMOUNT N $3,194, JUSTIFICATION: For Architectural Services for design of HS #3. BUDGET MANAGER S SIGNATURE AND DATE: FOR BUSINESS OFFICE USE ONLY DATE TRANSFER ENTERED: ENTERED BY: Please note: Funds will be encumbered pending Board action. 23

24 ALVIN INDEPENDENT SCHOOL DISTRICT BUDGET AMENDMENT REQUEST AMENDMENT # 19 DATE OF BOARD ACTION March 5, 2013 Date of Request: February 26, 2013 Campus/Department: Submitted by: Business Office TRANSFER FROM: NEW ACCT ACCOUNT # FUND 1993? AMOUNT N Fund Balance $195, TRANSFER TO: NEW ACCT ACCOUNT # FUND 1993? AMOUNT N $195, JUSTIFICATION: For CTE Manvel facility. BUDGET MANAGER S SIGNATURE AND DATE: FOR BUSINESS OFFICE USE ONLY DATE TRANSFER ENTERED: ENTERED BY: Please note: Funds will be encumbered pending Board action. 24

25 Alvin Independent School District March 5, 2013 To Agendum Category Resource Personnel Attachments Rationale AISD Board of Trustees Request to Consider Redirection of Capital Business Tommy King, Deputy Superintendent for Business & Support Services Memo from Laura Perez, Executive Director of Technology Laura Perez, Executive Director of Technology requests the redirection of capital funds from Promethean boards, document cameras and telecommunication upgrades to general supplies in the amount of $105, District Goal(s) Fiscal Responsibility Budget Implications None Recommendation or Proposed Motion That Board approve the redirection of capital for Technology in the amount of $105,

26 MEMORANDUM To: Tommy King Dr. Christie Whitbeck From: Laura Perez, Executive Director of Technology Services Date: 2/28/2013 Re: Request to Re-Direct Capital Technology Services respectfully requests that $105, from the capital outlay monies allocated during September 2012 for Promethean Boards, Document Cameras, and Telecommunications Upgrades be redirected to a General Supplies account to purchase necessary items for the Video Distribution and BYOD projects. A change in district initiatives and philosophy as well as projects being completed under budget are the reasons for the re-direction of funds. The following funds will be utilized to facilitate the purchase of new items: From To Amount Controlled Supply-Promethean Boards C General Supplies C $45, Controlled Supply-Document Cameras C Controlled Supply- Telecommunication Upgrades C General Supplies C General Supplies C $10, $50, Total $105, If you have questions or need additional information, please contact Laura. 26

27 Alvin Independent School District March 5, 2013 To Agendum Category Resource Personnel Attachments Rationale AISD Board of Trustees Request to Consider Catalog Request for Proposal (RFP) Business Tommy King, Deputy Superintendent for Business & Support Services Memo from Michie Dietrich, Director of Purchasing Athletics, Library and Special Education Vendor packets were distributed to 34 area vendors by mail, and fax with 30 responses for instruction, athletic, library and special education catalog needs. This is a nonexclusive award. This is for a three-year contract and will not be renewed until March, District Goal(s) Fiscal Responsibility Budget Implications None Recommendation or Proposed Motion That Board approve request for proposals as presented. 27

28 Alvin Independent School District Mickie Dietrich Director of Purchasing February 28, 2013 TO: FROM: SUBJ: TOMMY KING MICKIE DIETRICH INSTRUCTIONAL/ATHLETIC/ LIBRARY CATALOG PROPOSAL #1303INST/ATH/LIB-CAT A catalog bid proposal was extended to establish categories for the purchase of instructional supplies for Special Education and for General Instructional supplies categories including Athletics and Library supplies and small equipment. A non-exclusive award is requested, allowing each participating vendor to supply catalog percent discounts and/or formal fax electronic quotes to comply with the state purchasing laws on items for which we do not elect to receive line-item proposals. Vendors were selected from staff, financial usage reports and request to purchase outside category letters. Packets were mailed/faxed to over 34 vendors with 30 responses. All vendors responding to the bidding process agree to the terms of the catalog bidding process and are recommended for approval under the non-exclusive award. This proposal combined four major categories into sub-categories which allowed additional clarity of the items and commodities they can provide to the School District. SECTION I: Instructional Supplies and Equipment Sub-Categories on this proposal under Instructional included: General Supplies Dyslexia and Language Arts Social Studies and Globes Science/Health Nurses/Athletic Trainer Vocational/ Technical Supplies Theatre Arts/Drama Music Sheet Music/Elem. Music/Musical Supplies and Small Musical Equipment and Instruments Foreign Language Library Supplies ESL/Bilingual and Foreign Language Math/Math Manipulatives Art Special Education Supplies/Equipment Specialty Supplies Instructional Software Photo Journalism - Yearbook General Supplies/Specialty Supplies Motivational Incentives for the Classroom 28

29 SECTION II: Athletic Supplies and Equipment Sub-Categories on this proposal under Athletics include: Various Sports-General Supplies Sports Decal Football Swimming Volleyball Apparel Baseball and Softball Soccer Weight and Fitness Apparel Motivational Gymnastics Tennis Cheerleading/Drill Team Footwear Golf Track and Field Athletic Trainer and Training Reconditioning Supplies SECTION III: Library Books/Periodicals, Textbooks & Media Supplies Sub-Categories on this proposal under Library include: Trade: Including fiction, non-fiction, and reference books sold as trade publications Textbooks, Technical titles, books of scientific nature and other short discount titles Publishers Library Editions Pre-Bounds Paper Back Books Reference Books Periodicals Processing Charges Binding Services Audio Visual/Media Library Supplies Campuses will be encouraged to "shop these catalog vendors" as well as utilize their local sales representatives to insure the very best pricing. Staff will be required to utilize the approved catalog vendors first, if the supplies are not available, outside vendors may be utilized upon formal request and documentation substantiating the purchase. Purchasing would like to request approval of #1303INST/ATH/LIB-CAT as a non-exclusive award. Attached is the list of vendors proposed for award meeting the terms and conditions outlined under the bid proposal. This proposal is for a three-year contract and will not be renewed until March,

30 1303 VENDOR LIST B BAD SPORTS INC. BAPTIST S ATHLETIC SUPPLY INC. CARLEX, INC. CENTAR NDUSTRIES CONVENANT COMMUNICATIONS DEMCO, INC. DYNAVOX SYSTEMS LLC/MAYER-JOHNSON LLC EAI EDUCATION E-COMPLETE EUROSPORT FLOYETTE ORIGINALS INC. HAPPY FEET INC. HATCH INC. HOUGHTON MIFFLIN HARCOURT PUBLISHING COMPANY KAPCO KENT ADHESIVE PRODUCTS COMPANY L S & S LLC LAB RESOURCES, INC. LEONETTI GRAPHICS LINGUI SYSTEMS, INC. LOGOMATIC MDL ENTERPRISE, INC. MARIANNA INDUSTRIES MULTI HEALTH SYSTEMS INC. OVERDRIVE INC. PROJECT WISDOM, INC. RALLY! EDUCATION RANK ONE SPORT SOCCER 4 ALL SOUTHERN FLORAL COMPANY THE BURMAX CO. INC. TOWNSEND PRESS 30

31 Alvin Independent School District March 5, 2013 To Agendum Category Resource Personnel Attachments Rationale AISD Board of Trustees Request to Consider Capital Purchase Business Tommy King, Deputy Superintendent for Business & Support Services Memo from Christina Rice CTE Coordinator and Mickie Dietrich, Director of Purchasing Project Lead the Way Capital Purchase In order to properly equip both Alvin and Manvel High School programs we need approval to purchase two capitol items. The two pieces equipment are (2) Zprinter 450 Multi- Color 3D Printers plus shipping totaling $66, CTE Facility Capital Purchase Mickie Dietrich, Director of Purchasing requests for the new CATE program at the Manvel Annex, two items that were identified as requiring Board approval for their purchase as fixed assets. The items are a PlasmaCam for the shop area in the amount of $14, and Single Phase Compressor Control Board for $5, We will utilize funds that were amended and approved in our December 2012 Board Meeting to fund both of these pieces of equipment. District Goal(s) Fiscal Responsibility Budget Implications None Recommendation or Proposed Motion That Board approve Project Lead the Way and CTE Facility Capital Purchases as presented. 31

32 ALVIN INDEPENDENT SCHOOL DISTRICT Christina Rice-Wiltz Coordinator of Career & Technical Education To: Tommy King, Deputy Superintendent From: Christina Rice-Wiltz, Coordinator of Career & Technical Education CC: Kevon Wells, Executive Director of Secondary Education & Student Services Christie Whitbeck, Assistant Superintendent for Academics Date: February 20, 2013 Re: Approval for Capitol Purchases In order to facilitate our new STEM courses from Project Lead the Way we have began the process of looking at the instructional equipment needs of the programs. In order to properly equip both Alvin and Manvel High School programs we need approval to purchase two capitol items. The two pieces equipment are (2) Zprinter 450 Multi-Color 3D Printers plus shipping totaling $66, We will utilize funds that were amended and approved in our December 2012 Board Meeting to fund both of these pieces of equipment. Approval of this capitol purchase is recommended. Thank you for your consideration. 1 32

33 ALVIN INDEPENDENT SCHOOL DISTRICT Purchasing Mickie Dietrich Director of February 20, 2013 To: Tommy King From: Mickie Dietrich, Christina Rice-Wiltz Subj: CTE Facility Capital Outlay Items Request for Approval of Purchase Upon review of the FFE requests for the new CATE program at the Manvel Annex, two items were identified as requiring Board approval for their purchase as fixed assets. A PlasmaCam for the shop area at a cost of $14, A Single Phase Compressor Control board (instructional HVAC unit) at a cost of $5, Funds for this purchase have already been amended and approved at our December 2012 board meeting. Approval of this capitol purchase is recommended. Thank you for your consideration. From: Current account code approved for project: To: New account codes to be established for these purchases: $14, $5, E. House St. Alvin, TX FAX Physical Address: 2200 Stapp Maxwell, Alvin, Texas 33

34 Alvin Independent School District March 5, 2013 To Agendum Category Resource Personnel Attachments Rationale AISD Board of Trustees Request to Consider Guaranteed Maximum Price (GMP) for Renovations of the Career & Technology Education Building Business/Action Tommy King, Deputy Superintendent Business & Support Services Memo Proposals for construction of the renovation of the Career & Technology Education (CTE) building for the guaranteed maximum price were received. Stewart Builders is able to price the different trades of the project in a manner that allows them to guarantee to Alvin ISD that the final contract price will not exceed the stated GMP. The Building Programs Department is requesting that the Board of Trustees approve the Guaranteed Maximum Price for the CTE Renovations Project and authorize the Superintendent of Schools to review and execute the contract with Stewart Builders. District Goal(s) Budget Implications None Recommendation or Proposed Motion RESPECTFULLY SUBMITTED, Fiscal Responsibility That Board approve Guaranteed Maximum Price (GMP) for Renovations of the Career & Technology Education Building and authorize the Superintendent to review and execute the contract with Stewart Builders. SUPERINTENDENT OF SCHOOLS DEPUTY SUPERINTENDENT 34

35 Memo Date: February 22, 2013 To: Tommy King, Deputy Superintendent From: Jeffery Couvillion, Director of Building Programs Re: Approval of a Guaranteed Maximum Price (GMP) for the Renovations to Serve the Career & Technology Programs at the Lewis Lane Annex Building The Construction Risk contract method was previously approved by the Board for use on the Renovations to Serve the Career & Technology Programs at the Lewis Lane Annex Building Project. A contract was awarded to Stewart Builders to serve as the Construction Manager/General Contractor for this project. Alvin ISD Building Programs and CTE Dept., along with Stewart Builders and PBK Architects, have been working to capture the needs of the CTE program and finalize the construction documents for this project. At this present stage of completion, Stewart Builders is able to price the different trades of the project in a manner that allows them to guarantee to Alvin ISD that the final contract price will not exceed the stated Guaranteed Maximum Price (GMP). By setting the GMP now, obtaining approval, and incorporating it via addendum into the original Construction Risk contract, Stewart is able to begin work as soon as final permitting is complete. The final permitting review by the City of Manvel could have impact on the final cost should additional requirements be placed on the project that are beyond the originally submitted construction documents. AISD Building Programs Dept is not recommending the acceptance of any of the three alternates listed for this project. The GMP of $579,425 submitted is greater than the originally approved construction budget of $443,385. These overages can be attributed to a few key areas of the project: Increased scope in the Cosmetology area due to clarification of State requirements for program certification. Increased scope in the ventilation and electrical service needs of the Pavilion renovation area to house the Building Trades and HVAC programs, and to accommodate the addition of the Ag Mechanical & Metal program to this area. Overall increase in construction cost that we have seen since the first of the year. Page 1 35

36 The Building Programs Department is requesting that the Board of Trustees approve and authorize the Superintendent of Schools to review and execute an Addendum to the Construction Risk contract with Stewart Builders Not to Exceed $604,425 for the Renovations to Serve the Career & Technology Programs at the Lewis Lane Annex Building. This Not to Exceed contract amount is made up of a Guaranteed Maximum Price (GMP) of $579,425 plus an additional $25,000 allowance to cover any additional cost imposed by the City of Manvel permitting review should it be needed. Page 2 36

37 Alvin Independent School District March 5, 2013 To Agendum Category Resource Personnel Attachments Rationale AISD Board of Trustees Request to Consider Contract Award for Walt Disney Cafeteria Upgrade Business Tommy King, Deputy Superintendent for Business & Support Services Memo from Jeff Couvillion, Director of Building Programs Competitive Sealed Proposals were submitted for the replacement of the serving line and the freezer/cooler unit at Walt Disney cafeteria. Contract negotiations are underway with Construction Masters of Houston not to exceed $139,300 for the completion of the project. Child Nutrition will be funding this project. District Goal(s) Fiscal Responsibility Budget Implications None Recommendation or Proposed Motion That Board approve the Superintendent to execute a contract with Construction Masters of Houston not to exceed $139,300 for Walt Disney Elementary Cafeteria Upgrades. 37

38 Memo Date: February 25, 2013 To: Tommy King, Deputy Superintendent From: Jeffery Couvillion, Director of Building Programs Re: Serving Line and Freezer Cooler Replacement Project at Walt Disney Elementary Legal advertisements were recently placed requesting Competitive Sealed Proposals to be submitted for the replacement of the serving line and the freezer/cooler unit at Walt Disney Elementary. Proposals were received on Monday Feb 25 th from two contractors. The evaluation process has been performed to insure that the contractor s grade out above 80 percent as required. Contract negotiations are underway to insure that the best value for Alvin ISD is received. The Building Programs Department is requesting that the Board of Trustees approve the Superintendent of Schools to execute a contract with Construction Masters of Houston not to exceed $139,300 for the completion of the Serving Line and Freezer Cooler Replacement Project at Walt Disney Elementary. Funding for this project has being requested and provided for in a separate request from the Child Nutrition Dept. Page 1 38

39 ALVIN ISD 2013 Serving Line and Freezer/Cooler Replacement at Walt Disney Elementary February 25, 2:00 pm Contractor Stewart Builders CMH Time Received 1:43 AM 1:43 AM Base Proposal $157, $139,

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41 Alvin Independent School District March 5, 2013 To Agendum Category Resource Personnel Attachments Rationale AISD Board of Trustees Request to Consider Architectural Services for Design of High School #3 Business Tommy King, Deputy Superintendent for Business & Support Services Memo from Jeff Couvillion, Director of Building Services Building Programs is recommending a contract award to SHW Group for architectural and engineering services (A/E Services) for the design of High School #3. The scope of services for this request would cover design services for Phase one of a two phase project, up to but not inclusive of the bid phase. The value of these services is $3,194,953. District Goal(s) Fiscal Responsibility Budget Implications None Recommendation or Proposed Motion That Board approve the Architectural Services for Design of High School #3 to the SHW Group. 41

42 Memo Date: Feb 21, 2013 To: Tommy King, Deputy Superintendent From: Jeffery Couvillion, Director of Building Programs RE: Architectural Services for Design of High School #3 Building Programs is recommending a contract award to SHW Group for architectural and engineering services (A/E Services) for the design of High School #3. SHW Group has worked with the District to perform preliminary land studies and site layout options during the purchase and early planning of site development and platting. The scope of services for this request would cover design services for Phase one of a two phase project, up to but not inclusive of the bid phase. The value of these services is $3,194,953. An approved budget amendment with a Capital Projects accounting code will be required to execute the A/E Services contract and issue a purchase order. The design of High School #3 was included in the 2009 Bond Referendum. Page 1 42

43 Alvin Independent School District March 5, 2013 To Agendum Category Resource Personnel Attachments Rationale AISD Board of Trustees Request to Consider Personnel Items Employments, Resignations and Leaves Personnel/Action Dr. Fred Brent, Superintendent of Schools Dr. Elizabeth Veloz, Assistant Superintendent of Human Resources Memo related to personnel and resignations Requested personnel and resignations District Goal(s) Teachers and Staff Budget Implications None Recommendation or Proposed Motion That Board approval be granted for requested personnel and resignations 43

44 Alvin Independent School District March 5, 2013 To Agendum Category Resource Personnel Attachments Rationale AISD Board of Trustees Request to Consider Personnel Items Administrative Appointment(s) Personnel/Action Dr. Fred Brent, Superintendent of Schools Dr. Elizabeth Veloz, Assistant Superintendent for Human Resources Memo Replacement(s) due to resignation/retirement/reassignment of administrator(s). District Goal(s) Teachers and Staff Fiscal Responsibility Academic Performance Budget Implications None Recommendation or Proposed Motion That Board approval be granted for administrative appointment(s) as recommended. 44

45 Alvin Independent School District March 5, 2013 To Agendum Category Resource Personnel Attachments AISD Board of Trustees Request to Consider Renewal/Extension of Administrator/Principal/Assistant Principal Contracts Personnel/Action Dr. Fred Brent, Superintendent of Schools Dr. Elizabeth Veloz, Assistant Superintendent of Human Resources Memo from Dr. Elizabeth Veloz, Assistant Superintendent, Human Resources to be distributed prior to board meeting. Rationale To comply with the Texas Education Code, the Board may consider Administrator/Principal/Assistant Principal contracts at its March meeting. District Goal(s) Teachers and Staff Technology Facilities Academic Performance Parental/Community Involvement Fiscal Responsibility Budget Implications Funding within personnel budget allocation. 45

46 Alvin Independent School District March 5, 2013 To Agendum Category Resource Personnel AISD Board of Trustees Request to Consider Approval of Resolution Regarding Vouchers Operations / Action Item Dr. Fred Brent, Superintendent Attachments Rationale Resolution Trustee Wennerstrom requested this Resolution be placed on the agenda as an Action Item. District Goal(s) Budget Implications None Recommendation or Proposed Motion None 46

47 BOARD OF TRUSTEES INDEPENDENT SCHOOL DISTRICT RESOLUTION VOUCHERS, TAXPAYER SAVINGS GRANTS, TAX CREDITS AND OTHER MECHANISMS THAT REDUCE PUBLIC EDUCATION FUNDING STATE OF TEXAS COUNTY OF WHEREAS, Article 7, Section 1 of the Texas Constitution requires that the Texas Legislature establish and make suitable provision for the support and maintenance of an efficient system of public free schools; WHEREAS, during the 82 nd Regular Session, the Texas Legislature reduced public education funding by $5.4 billion; WHEREAS, public school districts are subject to stringent accountability standards; WHEREAS, school choice already exists in the Texas public school system; WHEREAS, vouchers, taxpayer savings grants, and tax credits eliminate public accountability and do not provide all parents and children with school choice; WHEREAS, vouchers, taxpayer savings grants, and tax credits have not been proven effective in improving student achievement and closing the achievement gap; WHEREAS, diverting public money away from public schools is an inefficient use of scarce resources; and WHEREAS, vouchers, taxpayer savings grants, and tax credits will not guarantee a competitive, educated workforce to meet the demands of employers in Texas. NOW, THEREFORE, BE IT RESOLVED that the ISD Board of Trustees calls on the Texas Legislature to reject all attempts to divert public dollars away from public schools in the form of vouchers, taxpayer savings grants, tax credits, or any other mechanisms that have the effect of reducing funding to public schools. 47