Laredo I.S.D. Board of Trustees Laredo I.S.D. Public Facility Corporation Board of Directors Regular Board Meeting Tuesday, December 15, 2015-5:30 PM Amber Yeary 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 G. Board Communications H. Committee Meeting Reports 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. Unaudited Financial Statements c. Donations Report d. Tax Collection Report Ms. Flor Ayala, CPA, Chief Financial Officer 2. Approval of Minutes: Regular Board Meeting ~ November 12, 2015 Special Call Meeting ~ November 9, 2015 President of the Board of Trustees 1
3. Discussion and possible action on the following budget amendments Date Description Department Fund Amount 3A. November 5, 2015 BA #1516-11 Discussion and possible action to approve the General Operating Fund (199) budget amendment in the amount of $4,902,312 to appropriate the projects from Committed Fund Balance and Other Committed Fund Balance. Financial Management Department Fund 199 - General Operating Fund $4,902,312 Purpose: Pursuant to the Texas Education Agency Financial Accountability System Resource Guide, Financial Accounting and Reporting Update 15, 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. December 10, 2015 BA #1516-16 Discussion and possible action to approve the General Operating Fund (199) budget amendment in the amount of $18,473 as a result of transfers between functional expenditure categories. Financial Management Department Fund 199 - $18,473 General Operating Fund Purpose: Pursuant to the Texas Education Agency Financial Accountability System Resource Guide, Financial Accounting and Reporting Update 15, 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. December 10, 2015 BA #1516-17 Discussion and possible action to approve the General Operating Fund (199) budget amendment in the amount of $35,700 as a result of transfers between functional expenditure categories from the Board of Trustees discretionary funds. Financial Management Department Fund 199 - $35,700 General Operating Fund Purpose: Pursuant to the Texas Education Agency Financial Accountability System Resource Guide, Financial Accounting and Reporting Update 15, 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. 2
4. Discussion and possible action to approve and award the following bids, proposals, quotations and contracts. Date Description Recommendation TimePeriod Avail Amt 4A. February 20, 2014 Information Resources (DIR) Co-op Vendor #DIR-SDD-2068: Apple ipads, ipads Applications and ipads Integration Services Technology recommends renewal of the contract to Apple, Inc. for an estimated amount of $4,932,662, which represents the best value to the District. Purchase orders will be processed on an "as needed" basis. of one year (third) beginning March 21, 2016 and ending March 20, 2017. This will be the third (final) year of the contract. $836,751. $4,932,662. Purpose: To comply with procurement requirements to purchase Apple ipads, applications and integration services. Funding is available in the expenditure account code - 211 Title I Funds. 4B. January 16, 2015 Texas Association of School Boards (TASB) Buy Board Co-op #482-15: Interactive Teaching Equipment Technology recommends renewal of the contract to Education 2000 for an estimated amount of $396,847, which represents the best value to the District. Purchase orders will be processed on an "as needed" basis. of one year (second) beginning February 13, 2016 and ending February 12, 2017, renew for a third (final) year. $187,296. $396,847. Purpose: To comply with procurement requirements to purchase interactive teaching equipment (mimio boards) that will allow teachers to integrate material from laptops and ipads. Funding is contingent upon receiving the Notice of Grant Award (NOGA) for - 211 Title I Grant, which is expected in January 2016. 4C. January 13, 2014 Information Resources (DIR) Co-op Vendor# DIR-SDD-1962: Virtual Desktop Infrastructure Technology Department recommends renewal of the of one year (third) contract to Insight Public Sector beginning February for an estimated amount of 14, 2016 and ending $1,335,101, which represents the February 13, 2017. best value to the District. Purchase This will be the third orders will be processed on an "as (final) year of the needed" basis. contract. $275,826. $1,335,101. Purpose: To comply with procurement requirements to purchase software to upgrade the District's older computers. 3
Date Description Recommendation TimePeriod Avail Amt 4D. November 12, 2013 Request for Proposal (RFP) #13-026: Tortilla Products Division of Plant Facilities and Support Services recommends renewal of the contracts to Exquisita Tortillas and Tortillas Santos for an estimated amount of $105,000, which represents the best value to the District. Purchase orders will be processed on an "as needed" basis. of one year (third) beginning January 17, 2016 and ending January 16, 2017. This is the third (final) year of the contract. Purpose: To comply with procurement requirements to purchase flour/corn tortilla products. Funding is available in the expenditure account code - 101 Child Nutrition Program. 4E. November 7, 2014 Texas Association of School Board (TASB) Buy Board Co-op #407-12: Classroom Supplies Division of Curriculum and Instruction recommends renewal of the contract to Mentoring Minds, LP for an estimated amount of $265,000, which represents the best value to the District. Purchase orders will be processed on an "as needed" basis. of one year (second) beginning December 18, 2015 and ending December 17, 2016, renew for a third (final) year. $41,351. $105,000. $224,020. $265,000 Purpose: To comply with procurement requirements to purchase classroom supplies such as STAAR math, science, and reading workbooks for elementary and secondary schools. 4F. November 9, 2015 TASB Buy Board Co-op Vendor#415-12 Installation of Doors and Security Hardware Division of Plant Facilities and Support Services recommends awarding a contract to IDN-Acme, Inc. for an estimated amount of $50,000, which represents the best value to the District. Purchase orders will be processed on an "as needed" basis. of one year (first) beginning December 18, 2015 and ending December 17, 2016 renew for a second and third (final) year. $86,589. $50,000. Purpose: To comply with procurement requirements to purchase the installation of doors and security hardware at Farias Elementary School. 4
Date Description Recommendation TimePeriod Avail Amt 4G. November 17, 2015 Information Resources (DIR) Co-op Vendor #DIR-TSO-2538: Laptops and Desktops Computers Technology recommends awarding a contract to Insight for an estimated amount of $4,201,020, which represents the best value to the District. Purchase orders will be processed on an "as needed" basis. of one year (first) beginning December 18, 2015 and ending December 17, 2016 renew for a second and third (final) year. the last two years were $2,245,662. $4,201,020. Purpose: To comply with procurement requirements to purchase 1,950 desktops computers and 1,695 laptops for teachers and instructional personnel. As funding becomes available, an additional 300 desktops computers and 2,895 laptops will be purchased. Funding is available in the expenditure account code - 199 General Fund and 211 Title 1 Funds. 4H. November 18, 2015 Request for Proposal (RFP) #15-008: Delinquent Tax Statement Services Division of Finance recommends awarding a contract to Laser Printers and Mailing Services, Inc. for an estimated amount of $30,000, which represents the best value to the of one year (first) beginning December 18, 2015 and ending December 17, 2016 $28,019. District. Purchase orders will be renew for a second and processed on an as needed basis. third (final) year. $30,000. Purpose: To comply with procurement requirements to purchase printing services for current and delinquent tax collection notices that are mailed to the District s taxpayers. Funding is available in the expenditure account code 199 General Operating Fund. 4I. January 21, 2015 Region One Co-op Vendor #12-09- 04/Texas Association of School Board (TASB) Buy Board Co-op Vendor #455-14: Band Instrument Purchase Division of Student Services recommends awarding contracts to: Woodwind & Brasswind, Tuba Exchange, Shar Products Company, West Music, Melhart, and Southwest Strings, for an estimated amount of $749,606 which represents the best value to the District. Purchase orders will be processed on an "as needed" basis. of one year beginning December 18, 2015 and ending December 17, 2016. Purpose: To comply with procurement requirements to purchase musical instruments. $903,987. $749,606. 5
Date Description Recommendation TimePeriod Avail Amt 4J. November Request for 11, 2015 Proposal (RFP) recommends awarding contract to of one year (first) #15-035: CabCo Auctioneering Services for beginning December Auctioneer Services an estimated amount of $25,000, 18, 2015 and ending $9,000. Division of Plant which represents the best value to December 17, 2016, Facilities and the District. Purchase orders will Support Services be processed on an "as needed" renew for a second and $25,000. basis. third (final) year. Purpose: To comply with procurement requirements to purchase auctioneering services for District-wide use. Other Consent Items 5. Discussion and possible action to approve the 2014-2015 Texas Accountability Performance Report (TAPR). 6. Discussion and possible action to approve the Memorandum of Understanding between the Laredo Independent School District Pregnancy, Education & Parenting (P.E.P.) Program and Serving Children and Adults in Need (SCAN), Inc. for the purpose of coordinating drug intervention activities/services for pregnant and post-partum females during the 2015-2016 school year at no cost to the district. 7. Discussion and possible action to approve a resolution recognizing the Webb County 4-H Organization as eligible for extracurricular status under 19 Texas Administrative Code, Chapter 76.1, pertaining to extracurricular activities and appointment of adjunct faculty. 8. Discussion and possible action to approve an amendment regarding the reimbursement of funding for snacks provided to student participants within LISD campuses as proposed by the Webb County Commissioner's Court Head Start Program effective August 23, 2015. 9. Discussion and possible action to approve amendments to the current Ryan Elementary School Memorandum of Understanding (MOU) to include lighting for basketball courts that will be provided by the City of Laredo at no cost to the district. 10. Discussion and possible action to approve and accept the final completion and the release of retainage in the amount of $258,387 to Leyendecker Construction, Inc. for the VMT School of Communications & Fine Arts project (RFP #2012-006). 6
11. Discussion and possible action to approve and accept the final completion and the release of retainage in the amount of $50,303 to American Contracting USA, Inc., for the CIP 2013-2014 Metal Canopy Projects (RFCSP #14-031). 12. Discussion and possible action to approve and accept deductive change order # 001 from American Contracting USA., Inc. Metal Canopy Projects included on the CIP 2013-2014 (RFCSP # 14-031) in the amount of $1,038.00 for unused contingency allowances included in the original contract amount. 13. Discussion and possible action to approve the issuance of a request for bids for the sale of district-owned real properties as identified by the Board. 14. Discussion and possible action to approve the Local Assessment Fee Commitment agreement from Region One Education Service Center for Special Service Projects for the 2015-2016 school year for an estimated amount of $26,605.32. REGULAR AGENDA 15. Discussion on status report on action taken to purchase ipads and projectors as approved and funds allocated by the Board of Trustees, and the action taken to this point to contract, purchase, install, and otherwise comply with the provision of shading for elementary school playgrounds for which $923,315 were appropriated and approved by the Board of Trustees two months ago. Mr. Jose A. Valdez 16. Discussion and status report on complying with legal requirements prohibiting violations of nepotism and other personnel actions related to that within district staffing. Mr. Jose A. Valdez 17. Discussion and possible action to install artificial turf in the Nixon High School field. Mr. Hector J. Garcia 18. Discussion and update on district Recycling Program. Mr. Ricardo Garza 19. Discussion and update on sale of snacks, drinks and high sugar content food items being sold on campuses. Mr. Ricardo Garza 7
20. Discussion and possible action to instruct the Superintendent to provide a feasibility study on the construction of rod iron fences around Cigarroa High School and the four corners of Martin High School. Mr. Hector J. Noyola 21. Discussion and possible action to instruct the Superintendent to provide a feasibility study on the possibility of adding Bowling and Wrestling Programs to the Athletic Department. Mr. Hector J. Noyola 22. Discussion and possible action to approve the construction of a fence around the LISD Veterans Baseball Field. 23. Discussion and possible action to award a contract under RFP #15-037: District Wide Chain Link Fence & Gated Projects 2015-2016 for the construction of a fence at the LISD Veterans Field in the estimated amount of $22,500. 24. Discussion and possible action regarding the proposed termination of a teacher on a term contract, including discussion with legal counsel regarding related legal issues and pending litigation. Possible Closed Session Pursuant to Texas Government Code Section 551.074 and 551.071. 25. Discussion and possible action regarding the potential acquisition of the following real properties by purchase and/or by charitable donation: 1420 Corpus Christi 1409 Guerrero (Dublin house) 700+ acres in Zapata County; and Part of Block 294, Eastern Division Possible Closed Session Pursuant to Texas Government Code Sections 551.072 and 551.073. 26. Discussion and possible action regarding the Level 3 hearing of the grievance of Scott Roberts filed on October 22, 2015, including discussion with legal counsel regarding related legal issues and contemplated litigation. Possible Closed Session Pursuant to Texas Government Code Section 551.071(1); 551.074; and 551.082(a)(2). 8
Other Agenda Items 27. Discussion and possible action to approve the recommendation to hire the following Professional Positions. Possible Closed Session Pursuant to Texas Government Code, Section 551.074. Chief Academic Officer Elementary Assistant Principal Nutritionist Technology Network Coordinator 28. 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 29. 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 30. Communications 31. 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 Meetings Act, Texas 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) 273-1401 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 Amber Yeary Board Room, 900 Main. 9