Laredo I.S.D. Board of Trustees Laredo I.S.D. Public Facility Corporation Board of Directors Regular Board Meeting Wednesday, October 19, 2011-6:00 PM Laredo ISD Board Room - 1620 Houston St. Laredo, TX 78040 A. Call to Order B. Roll Call C. Pledge of Allegiance and Song D. Special Observance E. Recognitions F. Public Forum CONSENT AGENDA Items listed in this part of the LISD Board Meeting Agenda have been presented and discussed at previous Board Meetings, Board Committee Meetings, or are considered to be routine items or matters. 1. Approval and/or ratification of: A. Monthly Disbursements B. Un-audited Financial Statements C. Donation and Investment Report D. Tax Collection Report Ms. Flor Ayala, CPA, Interim Chief Financial Officer 2. Approval of Minutes: Regular Board Meeting ~ September 14, 2011 Special Call Meeting ~ September 21, 2011 Chairman of the Board of Trustees 1
3. Discussion and possible action on the following budget amendments Date Description Department Fund Amount 3A. October 6, 2011 BA #1112-01 Discussion and possible action to approve the General Operating Fund budget amendment in the amount of $420,699 as a result of 2011-2012 additional salary increases to teachers, administrators, clerical/technical, and manual trades personnel. Financial Management Department Fund 199 - $420,699 General Operating Fund Purpose: Pursuant to the Texas Education Agency Financial Accountability System Resource Guide, Financial Accounting and Reporting Update 14, formal budget amendments are required in order to be in compliance with sections 1.1.1 GAAP & Legal Compliance and 1.1.2 Legal Requirements. 3B. October 6, BA #1112-02 Discussion and Financial 2011 possible action to approve the Management General Operating Fund budget Department amendment in the amount of $7,436 as a result of transfers between functional category. Fund 199 - $7,436 General Operating Fund Purpose: Pursuant to the Texas Education Agency Financial Accountability System Resource Guide, Financial Accounting and Reporting Update 14, formal budget amendments are required in order to be in compliance with sections 1.1.1 GAAP & Legal Compliance and 1.1.2 Legal Requirements 3C. October 6, BA #1112-03 Discussion and Financial 2011 possible action to approve the Management General Operating Fund budget Department amendment in the amount of $4,300,886 to decrease revenues and appropriations originally adopted under the General Fund as Education Jobs Fund in order to appropriate these funds under the Special Revenue Fund 287 as required by TEA. Fund 199 - $4,300,886 General Operating Fund Purpose: The Edu Jobs program is a new Federal program that provides $10 billion in assistance to States to save or create education jobs for the 2010-2011 school year. Jobs funded under this program include those that provide educational and related services for early childhood, elementary, and secondary education. The Edu Jobs program is authorized in Public Law No. 111-226 (Act), which President Obama signed on August 10, 2010. Pursuant to the Texas Education Agency Financial Accountability System Resource Guide, Financial Accounting and Reporting Update 14, formal budget amendments are required in order be in compliance with sections 1.1.1 GAAP & Legal Compliance and 1.1.2 Legal Requirements. 2
4. Bids, Proposals, Quotations & Contracts Date Description Recommendation Time Period 4A. August 31, Request for Proposal 2011 (RFP) #11-051: Copier Paper Department of Operations recommends awarding a contract to Liberty Paper (Los Angeles, CA) for an estimated amount of $266,011, which represents the best value to the District. Purchase orders will be processed on an "as needed" basis. year October 20, ending October 19, 2012. Avail Amt $259,938. $266,011. Purpose: To comply with procurement requirements to procure copier paper for District copying equipment, printers and fax machines. Over the past year the District has purchased a case of paper (5,000 sheets) at an average cost of $25.76. This purchase will cost the District $26.39 per case (10,080 cases). 4B. September 20, 2011 Request for Proposal (RFP) #11-041: Tortilla Products Department of Child Nutrition Program recommends awarding contracts to Tita's Flour Tortillas (Laredo, TX), Exquisita Tortillas (Edinburg, TX), and Tortillas Santos (Laredo, TX) for an estimated amount of $67,000, which represents the best value to the District. Purchase orders will be processed on an "as needed" basis. year (first) October 20, ending October 19, 2012, with an option to renew for a second and third (final) year. $41,500. $67,000. Purpose: To comply with procurement requirements to purchase flour and corn tortilla products. Staff conducted a series of taste tests at 18 District schools. Students had the opportunity to taste the different products and provide feedback to the evaluation committee. The increase in cost is due to expanded menu items. The District is also purchasing whole wheat flour tortillas, which are more expensive and have a greater nutritional value. 4C. September 20, 2011 Region One South Texas Co-op: Ice Cream Products Department of Child Nutrition Program recommends awarding a contract to Blue Bell Creameries (Brenham, TX), for an estimated amount of $25,000, which represents the best value to the District. Purchase orders will be processed on an "as needed" basis. period of six months January 22, 2012 and ending July 31, 2012. $25,000. six months are $25,000. Purpose: To comply with procurement requirements to purchase ice cream products, such as fruit bars, yogurt cups, vanilla ice cream cups, and other items. 3
Date Description Recommendation Time Period 4D. September 20, 2011 Region One South Texas Co-op: Bread Products Department of Child Nutrition Program recommends awarding a contract to Flower Baking Company (San Antonio, TX), for an estimated amount of $95,000, which represents the best value to the District. Purchase orders will be processed on an "as needed" basis. period of 6 months January 22, 2012 and ending July 31, 2012. Avail Amt $190,000. six months are $95,000. Purpose: To comply with procurement requirements to purchase bread products, such as sliced sandwich bread, sliced whole wheat bread, hoagie steak buns, regular and whole wheat hamburger buns, hot dog buns, and dinner rolls. 4E. June 30, 2010 Renewal Request for Proposal (RFP) #045-10: Elevator Maintenance/Inspection and Telephone Monitoring Department of Operations recommends renewal of the contracts to Schindler Elevator, Co. (San Antonio, TX) as primary vendors and Thyssun Krupp Elevator Corporation (Corpus Christi, TX) as secondary vendor for an estimated amount of $36,000, which represents the best value to the District. Purchase orders will be processed on an "as needed" basis. year (second) November 25, ending November 24, 2012 with an option to renew for a third (final) year. $36,000. $36,000. Purpose: To comply with procurement requirements to purchase elevator maintenance and monitoring services for the District's 20 elevators. 4F. September 24, 2010 Renewal Request for Proposal (RFP) #015-10: Air Conditioning Supplies and Equipment Department of Operations recommends renewal of the contracts to R and M Refrigeration & Supply, Inc. (Laredo, TX), as primary vendor, Insco Distributing, Inc. (Laredo, TX), as secondary vendor and CAPP, Inc. (Clifton Heights, PA), as a third vendor for an estimated amount of $138,000, which represents the best value to the District. Purchase orders will be year (second) October 20, ending October 19, 2012, with an option to renew for a $112,396. $138,000. third (final) processed on an "as needed" basis. year. Purpose: To comply with procurement requirements to purchase air conditioning supplies and equipment such as filters, belts and condensers. 4
Date Description Recommendation Time Period 4G. September 22, 2009 Renewal Sole Source Provider: Special Education Management System (SEMS) Maintenance Agreement Department of Special Education Division of Curriculum & Instruction recommends renewal of the contract to GG Consulting, LLC (Dallas, TX) for an estimated amount of $56,029, which represents the best value to the District. Purchase orders will be processed on an "as needed" basis. year (third) December 15, ending December 14, 2012. Avail Amt $59,815. $56,029. Purpose: To comply with procurement requirements to purchase upgrades for software licenses, materials, training and maintenance support. 4H. September 21, 2011 Request for a Proposal (RFP) #11-036: Athletic Equipment and Supplies Department of Athletics Division of Finance recommends awarding contracts to The Sport Center of Laredo (Laredo, TX) as a primary vendor, Mira's Sports & More (Corpus Christi, TX) as a secondary vendor and Barcelona Sporting Goods (Houston, TX) as third vendor for an estimated amount of $336,000, which represents the best value to year (first) October 20, ending October 19, 2012 with an option to renew for a $336,000. $336,000. the District. Purchase orders will be second and processed on an "as needed" basis. third (final) year. Purpose: To comply with procurement requirements to purchase athletic equipment and supplies such as, helmets, gloves, jerseys, shoes, free weights and other items used by the District's students. 4I. October 13, 2010 Renewal Request for Proposal (RFP) #008-10: Federal Funded Apparel Department of Federal Programs Division of Academic Accountability & Compliance recommends renewal of the contract to JC Penney (Laredo, TX) for an estimated amount of $38,000, which represents the best value to the District. Purchase orders will be processed on an "as needed" basis. year (second) December 17, ending December 16, 2012 with an option to renew for a third (final) year. $38,000. $38,000. Purpose: To comply with procurement requirements to purchase federal funded apparel in accordance with the District's dress code. Products to be purchased include coats, shirts, pants and belts. 5
Date Description Recommendation Time Period 4J. October 19, 2009 Renewal Request for Proposal (RFP) #09-048: Trophies, Ribbons, Plaques and Medals District-wide recommends renewal of the contracts to Hamilton Trophies year (third) (Laredo, TX), Big Bob's Trophies final year Plus (Laredo, TX), A & E Office Products (Laredo, TX), Quality December 18, Awards and Printing (Laredo, TX), Ed's Trophies (Laredo, TX), and ending Monarch Trophy Studio (San December 17, Antonio, TX) for an estimated 2012. amount of $170,897, which represents the best value to the District. Purchase orders will be processed on an "as needed" basis. Avail Amt $170,897. $170,897. Purpose: To comply with procurement requirements to purchase trophies, ribbons, plaques and medals. Other Consent Items 5. Discussion and possible action to approve the fourth quarterly investment report as of August 31, 2011 required by the Public Funds Investment Act. Ms. Flor Ayala, CPA, Interim Chief Financial Officer 6. Discussion and possible action to adopt a resolution to update the list of employees authorized to conduct financial transactions with LISD's depository, BBVA Compass Bank. Ms. Flor Ayala, CPA, Interim Chief Financial Officer 7. Discussion and possible action to approve an Interlocal Contract between Harris County Department of Education and Laredo ISD to obtain competitive pricing for the products and services that are useful to the district. Ms. Flor Ayala, CPA, Interim Chief Financial Officer 8. Discussion and possible action to approve the School Improvement Plan (SIP) for J. C. Martin Elementary School and Memorial Middle School and updated School Improvement Plan for A.T. Dovalina and Farias Elementary Schools. Mr. Carlos Rios, Executive Director for Academic Accountability and Compliance 9. Discussion and possible action to approve the request for a 2011-2012 maximum class size waiver. Mr. Carlos Rios, Executive Director for Academic Accountability and Compliance 6
10. Discussion and possible action to approve the agreement between Laredo Independent School District, United Independent School District, and Webb County Juvenile Department for the school year 2011-2012 to provide an educational program for students who reside in the Webb County Youth Village at no cost to the district. Mr. Carlos Rios, Executive Director for Academic Accountability and Compliance 11. Discussion and possible action to approve the agreement for Meals for Our Lady of Guadalupe School, St. Peter s Memorial School and Gateway Academy. Mr. Raymundo P. Villarreal, Jr., Executive Director for Plant Facilities & Support 12. Discussion and possible action to approve the district s annual membership renewal with Region One Education Service Center Child Nutrition Program South Texas Co-Op (CNP- STC) for an estimated amount of $8,647 effective September 1, 2011 to August 31, 2012. Mr. Raymundo P. Villarreal, Jr., Executive Director for Plant Facilities & Support 13. Discussion and possible action on the Internal Audit Department's Audit Plan for Fiscal Year 2011-2012. Elizabeth G. Henry, Internal Auditor REGULAR AGENDA 14. Update on deletion of unfilled positions from the district budget as recommended by the Superintendent. Dr. A. Marcus Nelson, Superintendent 15. Update on the Civic Center Complex acquisition. Dr. A. Marcus Nelson, Superintendent 16. Update on ADA received for attendance in the district. Mr. Hector Garcia 17. Discussion and possible action to finalize the PILOT program agreements. Mr. Jose Valdez 18. Update on employee and student participation in the flu shot initiative. Mr. George Beckelhymer 19. Update on implementation and utilization of hand sanitizers in the schools. Mr. George Beckelhymer 7
20. Discussion and possible action on an initiative to aggressively pursue the idea of energy conservation by installing unified lighting control system and develop methods of energy production such as solar panels and wind turbines. Mr. Jesus Martinez 21. Discussion of laboratory assistant aides for the science departments at middle and high schools as recommended by the Superintendent. Mr. Jesus Martinez Other Agenda Items 22. Discussion and possible action on Request for Competitive Sealed Proposal (RFCSP) scoring criteria. Mr. Raymundo P. Villarreal, Jr., Executive Director of Plant 23. Discussion and possible action to approve the 2011-2012 Campus Performance Objectives and District Performance Objectives as related to the District Improvement Plan. Mr. Carlos Rios, Executive Director for Academic Accountability and Compliance 24. Discussion and possible action to authorize the Superintendent to include applicants from outside the district in the applicant/interview pools for the following positions: LAP Teacher Aide (1) Math/Reading Teacher Aide (1) Warehouse Manager (1) Nutritionist/ HACCP Coordinator (1) Facilities Officer (1) Division of Operations Clerk (1) Chief Financial Officer (1) Director of Secondary Education (1) Director of Special Education (1) Mr. David Garza, Executive Director for Human Resources 25. Discussion and possible action to approve the Memorandum of Understanding (MOU) between Community Action Corporation of South Texas Project Ninos - Early Childhood Intervention (ECI) Program and Laredo Independent School District Special Education Department November 1, 2011 through August 31, 2012 at no cost to the district. Ms. Linda Theret, Executive Director of Curriculum and Instruction 26. Discussion and possible action on the recommendation to amend the EIC (Local) Academic Achievement - Class Ranking and EIA (Local) Academic Achievement - Grading/Progress Reports To Parents. Ms. Linda Theret, Executive Director of Curriculum and Instruction 8
27. Discussion and possible action to approve the recommended supplemental science materials. Ms. Linda Theret, Executive Director of Curriculum and Instruction 28. Discussion and possible action regarding a negotiated contract for a prospective charitable gift relating to a new scoreboard for Shirley Field. Possible Closed Session Pursuant to Texas Government Code Section 55.073. Dr. A. Marcus Nelson, Superintendent 29. Discussion and update on the duties of the Internal Auditor, including on-going audits. Possible Closed Session Pursuant to Texas Government Code, Section 551.074(a)(1). Ms. Elizabeth G. Henry, Internal Auditor 30. Discussion and possible action on the duties and responsibilities of the Internal Auditor as assigned by the Board of Trustees, including the potential assignment of auditing duties. Possible Closed Session Pursuant to Texas Government Code Section 551.074(a)(1). Ms. Elizabeth G. Henry, Internal Auditor 31. Discussion and possible action to approve the recommendation to hire the following Professional Position. Possible Closed Session Pursuant to Texas Government Code, Section 551.074. Director of Child Nutrition Program Mr. David Garza, Executive Director for Human Resources PFC AGENDA RECESS AS THE LAREDO I.S.D. BOARD OF TRUSTEES AND CONVENE AS THE LAREDO I.S.D. PUBLIC FACILITY CORPORATION BOARD OF DIRECTORS: 32. Call to Order Laredo I.S.D. Public Facility Corporation Regular Meeting 33. Roll Call 9
34. Discussion and possible action to approve monthly reports for the Laredo I.S.D. Public Facilities Corporation: A. Un-audited Financial Statements B. Investment and Interest Report C. Change Order Report D. Disbursement Report Ms. Flor Ayala, CPA, Interim Chief Financial Officer ADJOURN AS THE LAREDO I.S.D. PUBLIC FACILITY CORPORATION BOARD OF DIRECTORS AND RECONVENE AS THE LAREDO I.S.D. BOARD OF TRUSTEES. 35. Communications 36. Adjournment If during the course of the meeting, discussion of any item on the agenda should be held in a closed meeting, the Board will conduct a closed meeting in accordance with the Texas Open Meeting Act, Tex Government Code, Chapter 551, Subchapter D and E. It is the Policy of the Laredo Independent School District not to discriminate on the basis of race, color, national origin, gender, religion, limited English proficiency, or handicapping condition in its programs. DISABILITY ACCESS STATEMENT Persons with disabilities who plan to attend this meeting and who may need auxiliary aid or services are requested to contact Josie Z. Rodriguez at (956) 795-3406 at least two working days prior to the meeting so that appropriate arrangements can be made. The accessible entrance and accessible parking spaces are located at the LISD Board Room, 900 Main. 10