Laredo I.S.D. Board of Trustees Business and Support Committee Meeting Thursday, October 06, 2011-6:00 PM Laredo ISD Board Room - 1620 Houston St. Laredo, TX 78040 The Business and Support Committee of the Board will meet on the above date, time and location to discuss the following: A. Meeting called to order by Business and Support Committee Chairperson. B. Roll Call C. Pledge of Allegiance 1. Discussion and presentation to approve and/or ratify the monthly disbursements for August 2011 at the regular meeting of the Board of Trustees, October 2011. 2. Discussion and presentation to approve monthly reports and/or other updates/reports: A. Un-audited Financial Statements B. Donations Report C. Investment Report D. Tax Collection Report 3. Discussion and presentation 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
4. Discussion and presentation on the following budget amendments Date Description Department Fund Amount 4A. October 6, 2011 BA #1112-01 Discussion and presentation 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 - General Operating Fund $420,699 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. 4B. October 6, 2011 BA #1112-02 Discussion and presentation to approve the General Operating Fund budget amendment in the amount of $7,436 as a result of transfers between functional category. Financial Management Department Fund 199 - General Operating Fund $7,436 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 4C. October 6, 2011 BA #1112-03 Discussion and presentation to approve the General Operating Fund budget 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. Financial Management Department Fund 199 - General Operating Fund $4,300,886 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.
5. Bids, Proposals, Quotations & Contracts Date Description Recommendation Time Period Avail Amt 5A. August 31, 2011 (RFP) #11-051: Copier Paper Department of Operations 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, 2011 and ending October 19, 2012. $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). 5B. September 20, 2011 (RFP) #11-041: Tortilla Products Department of Child Nutrition Program 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, 2011 and 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. 5C. September 20, 2011 Region One South Texas Co-op: Ice Cream Products Department of Child Nutrition Program 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.
Date Description Recommendation Time Period Avail Amt 5D. September 20, 2011 Region One South Texas Co-op: Bread Products Department of Child Nutrition Program 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. year January 22, 2012 and ending July 31, 2012. $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. 5E. June 30, 2010 (RFP) #045-10: Elevator Maintenance/Inspection and Telephone Monitoring Department of Operations 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, 2011 and 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. 5F. September 24, 2010 (RFP) #015-10: Air Conditioning Supplies and Equipment Department of Operations 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 processed on an "as needed" basis. year (second) October 20, 2011 and ending October 19, 2012, with an option to renew for a third (final) year. $112,396. $138,000. Purpose: To comply with procurement requirements to purchase air conditioning supplies and equipment such as filters, belts and condensers.
Date Description Recommendation Time Period Avail Amt 5G. September 22, 2009 Sole Source Provider: Special Education Management System (SEMS) Maintenance Agreement Department of Special Education Division of Curriculum & Instruction renewal of the contract to GG Consulting, LLC 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, 2011 and ending December 14, 2012. $59,815. $56,029. Purpose: To comply with procurement requirements to purchase upgrades for software licenses, materials, training and maintenance support. 5H. September 21, 2011 Request for a Proposal (RFP) #11-036: Athletic Equipment and Supplies Department of Athletics Division of Finance 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 the District. Purchase orders will be processed on an "as needed" basis. year (first) October 20, 2011 and ending October 19, 2012 with an option to renew for a second and third (final) year. $336,000. $336,000. 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. 5I. October 13, 2010 (RFP) #008-10: Federal Funded Apparel Department of Federal Programs Division of Academic Accountability & Compliance 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, 2011 and 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.
Date Description Recommendation Time Period Avail Amt 5J. October 19, 2009 (RFP) #09-048: Trophies, Ribbons, Plaques and Medals District-wide renewal of the contracts to Hamilton Trophies (Laredo, TX), Big Bob's Trophies Plus (Laredo, TX), A & E Office Products (Laredo, TX), Quality Awards and Printing (Laredo, TX), Ed's Trophies (Laredo, TX), and Monarch Trophy Studio (San Antonio, TX) for an estimated amount of $170,897, which represents the best value to the District. Purchase orders will be processed on an "as needed" basis. year (third) final year December 18, 2011 and ending December 17, 2012. Purpose: To comply with procurement requirements to purchase trophies, ribbons, plaques and medals. Other Items $170,897. $170,897. 6. Discussion and presentation to finalize the October 2011 formative evaluation of the Superintendent. President of the Board of Trustees 7. Discussion and presentation on UIL Reclassification and Realignment Options for 2012-14. Dr. A. Marcus Nelson, Superintendent 8. Discussion and presentation to approve the fourth quarterly investment report as of August 31, 2011 required by the Public Funds Investment Act. 9. Discussion and presentation to adopt a resolution to update the list of employees authorized to conduct financial transactions with LISD's depository, BBVA Compass Bank. 10. Discussion and presentation 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. 11. Discussion and presentation to approve the School Improvement Plan (SIP) for J. C. Martin Elementary and Memorial Middle School and updated School Improvement Plan for A.T. Dovalina and Farias Elementary. Mr. Carlos Rios, Executive Director for Academic Accountability and Compliance 12. Discussion and presentation to approve the request for a 2011-2012 maximum class size waiver. Mr. Carlos Rios, Executive Director for Academic Accountability and Compliance
13. Discussion and presentation 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 14. Discussion and presentation of the Laredo Independent School District Belligerent Visitor Administrative Regulation. Mr. Carlos Rios, Executive Director for Academic Accountability and Compliance 15. Discussion and presentation 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 16. Discussion and presentation 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 17. Discussion and presentation on Request for Competitive Sealed Proposal (RFCSP) scoring criteria. Mr. Raymundo Villarreal, Executive Director of Plant 18. Discussion and presentation on the Internal Audit Department's Audit Plan for Fiscal Year 2011-2012. Elizabeth G. Henry, Internal Auditor 19. Discussion and presentation on joining a potential school finance lawsuit. Dr. A. Marcus Nelson, Superintendent 20. Communication and Updates 21. 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.