Regular Meeting January 19, 2010

Regular Meeting January 19, 2010 The E.I.S.D. Board of Trustees met for a regular meeting on Tuesday, January 19, 2010, at 6:30 p.m. in the Barbara Novikoff Board Room at the Administration Building. Present at the meeting: Board Members: Ricky Burgess, Marilyn Hodge, Ruby Herring, Gary Balch, Vicky Garza, Lonzetta Smith-Allen and Charlie Baxter Administrators: Dr. Jeri Pfeifer, Joee Gainer, Curtis Amos, Jennifer Samuel, Glenn Brown, Maggie Stevens, James King, Nancy Kay, Patrick Lamers, Nita Page, Mya Asberry, Nikita Russell, Pat Brady, Colette Kotula, Felicia Donaldson, Debra Carter, Art LeBeau, Phyllis Townsend, Gary Emery, Lonnie Massey and Janet Snider Also present were recording secretary, Cherri Bentley, Candy McMichen from the Everman Star and employees Rose Ann Phillips, Jon Mostad and Lee Ann Pyeatt Ricky Burgess, Presiding Board President, called the meeting to order. Dr. Pfeifer gave the invocation. Mr. Burgess led the Pledge of Allegiance. Ricky Burgess announced that a quorum of Board members was present, that the meeting had been duly called and that notice of the meeting had been posted in accordance with the Texas Open Meetings Act, Texas Gov. Code 551. Audience Items There was no one present in the audience who wished to address the Board. Spotlight Junior High Students Dr. Pfeifer stated that one of her favorite things to do was to honor students. She then explained that tonight the District and Board would be honoring a group of students who have made some remarkable achievements. Junior High Principal, Debra Carter, thanked Dr. Pfeifer, the Board, and the students and their parents. She stated that she was very proud to honor these students and introduced Junior High Counselor, Lee Ann Pyeatt. Ms. Pyeatt also stated how proud she was of the great results that these students had achieved on the PSAT test. She explained that this is the same test taken by 10 th and 11 th grade students and is scored the same for them as for the high school students. She reported that these students chose to pay for and take the test and scored at or above average. She then introduced the 14 students and told about their goals and aspirations and the scores that they received on the test. She thanked their parents for their 1

support and encouragement. The Board, Dr. Pfeifer and all others in attendance congratulated the students and their parents. EISD Board of Trustees Dr. Pfeifer took the podium and stated that as Superintendent she wanted to recognize the seven people who give so much to the District in so many ways. She explained that the Board had over 90 years of cumulative service to the District and expressed her appreciation for all the hours the Board put in at Board meetings, training and District functions in doing a job that in too many cases is thankless. She stated that she believes service on a school board is the best form of elected democracy. She spoke about each member individually and thanked them for the many attributes that each one brought to the Board. She explained how fortunate EISD is to have such a wonderful Board. Mr. Burgess thanked Dr. Pfeifer and all the administrators for the honor and for the jobs that they do which makes Board service easier. Superintendent Report Dr. Pfeifer stated that she had mixed feelings about seeing the light at the end of the tunnel for construction projects in the District. She explained how proud she was of the work that has been done and that it has been very exciting. She then asked Mr. Brown to present the construction report. Construction Glenn Brown, construction project manager, summarized the projects in the district as follows: High School Former Field House The work is very near completion and they should do the punch list soon. There is still some railing to be installed and then the final clean-up. Charlie Baxter Junior High Mr. Brown stated that this is such an impressive building and that 150 or more people are working on the project daily and it is going well. He then stated that ½ of Shelby Road is having to be re-done in connection with the project and it would take about two weeks to complete that work. Bus Drivers Building The exterior is 95% completed. The maintenance department has used ceiling tiles, lighting and other items found within the District for parts of the project to save money. It should be ready in about three weeks. Old Gym Weight Room This project is completed except for door hardware and cleanup. Forum Way Building Work has been slow due to the maintenance department being busy with other projects such as the Bus Driver s Building. They hope to move into this building during the summer if not sooner. Feasibility and Usage of Current Junior High Campus Dr. Pfeifer explained that the current Junior High building has had lots of work done over the past years such as a second gym, band hall, cafeteria expansion, and new track. She reported that the Charles A. Baxter Junior High should be ready for occupancy in January of 2011, which would leave the current Junior High building empty during the spring semester of the 2010-2011 school year. She explained that the District needs to decide what program would be housed in the current building and if the building is staged to house that program. She explained that there should be approximately 1 million to 1.5 million dollars available for this project. She reported 2

that a committee consisting of herself, Mr. Gainer, Ms. Sewell, Mr. Amos Mr. Brown, Mr. Emery, Ms. Donaldson, and some teachers and staff will be meeting to determine the best use for the building. She explained that there would only be about nine months for this construction project. She stated that the first meeting would be Monday, February 8 th at 10:00 A.M. She explained that by May she hoped to report the findings to the Board and then move quickly to determine the construction method and architect. She invited any Board members who wanted to attend the meetings and welcomed their ideas. Ms. Garza asked if there would be any parent involvement in the committee. Dr. Pfeifer stated that there wouldn t be in the determination of how to use the building, but there could be in the staging of the building after the program has been determined. Reports and Discussion Items Financial Monthly and Quarterly Reports Assistant Superintendent, Joee Gainer, reported that on a cash basis revenue is ahead of expenditures. He reported that the District collected approximately 2.8 million dollars in local funds in January of 2009 and will be on target with that same amount for January 2010. He stated that State funding goes down a lot for the next three months, and then will pick up again in May. Mr. Gainer stated that there is a semi-annual debt service payment of approximately 2.4 million dollars due February 15, 2010, and the District has already collected enough revenue to pay it. He stated that a smaller debt service payment will be due in August. Mr. Gainer reported that the Monthly Pro-rata & Year-to-Date Actual Expenditures to Amended Budget Report shows the District to be in very good shape and holding steady one-third of the way through the year. He explained that the Monthly Investment Report shows a small amount of interest, but that the District was able to get some 150 day and 180 day rates on some construction funds that could add twenty to twenty-five thousand dollars interest. He also reported that gas well proceeds were up over $10,000 for December and he hopes that the proceeds for January will be between $10,000 and $12,000. Mr. Gainer then summarized the financial and investment reports for December, 2009. General Operating Fund for the current month shows total revenue of $4,157,512.84, total expenditures of $2,674,735.25, and excess revenues over expenditures of $1,482,777.59. Year to date excess revenue over expenditures totals $4,590,816.64. The Financial Report for Food Service Fund shows total revenue for the current month of $210,397.14, expenditures for the current month of $233,535.50, and current month excess revenues over expenditures of $(23,138.36) and year-to-date excess revenues over expenditures of $(38,805.48). Debt Service reports current month revenue of $1,047,065.92 with year to date total expenditures of $400.00. Excess revenues over expenditures year to date total $2,448,314.88. The Monthly Investment Report, ending 12/31/09, shows total invested at $33,724,404.85; total interest earned at $6,556.77; monthly deposits totaled $4,838,039.77; with a total ending balance of $35,301,165.32. 3

Monthly Pro-rata and Year-to-Date Account by Function and by Object Code of Actual expenditures to Amended Budget Mr. Gainer explained that this report of actual expenditures to the amended budget, ending December 31, 2009, shows the District is $269,544 ahead of the budget. Gas Well Revenue received thus far this 2009-10 fiscal year (12/31/09) is $30,624.28. Student Activities Assistant Superintendent, Curtis Amos, highlighted activities occurring at the campuses stating that the High School and Jr. High had many athletic activities scheduled. He also reported that the High School had Thrasher Book Study and a Men s Forum as well as student testing and Renaissance trips scheduled. He stated that most campuses had extended and Saturday Library hours on the calendar. He reported that the elementary campuses had Bass Hall trips, science fairs, Black History programs, Family Literacy Classes, writing camps and spelling bees scheduled. Ms. Hodge asked what the Men s Forum would address. Ms. Page explained that topics would deal with issues that affect young men and would be facilitated by male teachers at the High School. Ms. Herring asked if the extended hours at the libraries were being used. Ms. Page stated that students and parents were taking advantage of the extended hours. Ms. Smith-Allen commended the theatre department at the High School for the outstanding job on the drug awareness program that she attended last week. Consent Items A-I Gary Balch made a motion to approve consent items A-I as presented. Ruby Herring seconded. Ms. Garza asked if the District had asked for a waiver for a modified schedule for seniors on TAKS testing days in the past. Ms. Page stated that they had done this before and that the seniors could make college visits and come in late on those days. Ms. Garza asked if the District had thought about having seniors come at regular time on those days and have a speaker come in to address them. Ms. Samuel stated that there would be a problem with faculty and space since the testing groups were varied and split into so many locations. Ms. Garza suggested that the District check into using city facilities for this purpose. The vote was taken. The following consent items were approved: Minutes of the Meeting on December 14, 2009 Tax Report for December, 2009 Bills and Claims for December, 2009 totaling $1,940,997.39 Discipline Reports 4

Contracts: None Resignations were approved for: Mychl Buckley Asst. Principal/Jr. High - Effective Jan. 1, 2010 Matt Wright Teacher/Coach/High School Effective Jan. 15, 2010 Student Transfer Requests for the remainder of the 2009-2010 year were approved for: Steven Joshua Donaldson K/Bishop Pamela Brooke Furbush 01/Townley Alex Lee Luna 03/Townley Breanna Kay Sherrill 04/Townley Budget Amendments None TEA Waiver for Modified Schedule on TAKS Testing Days Action Items Accept Memorial to Bertha Lee Souder from Roger Souder Dr. Pfeifer stated that many of the Board personally knew Mr. Souder and that he had contacted Ms. Brady at Souder Elementary about a memorial for his wife. Ms. Brady explained that Mr. Souder would like to give a gift to Souder Elementary to honor his wife. He asked the campus to discuss how the gift would be used. Ms. Brady and a committee will be determining some options to take back to Mr. Souder. Ms. Brady mentioned that the gift might be used for a scholarship. Dr. Pfeifer stated that tonight the District is asking the Board to accept the gift of perhaps $10,000 to be used for children at Souder. Once the recommendation for use of the funds is determined, the Souder committee will present their work to the Board for approval and authorization to proceed with the project. Ruby Herring made a motion to accept a memorial gift honoring Bertha Lee Souder from Roger Souder. Charlie Baxter seconded. Submission of 2010-2011 E-Rate Application for Priority 1 Funds Dr. Pfeifer stated that in January of each year, the District asks the Board to approve the E-Rate Application for Priority I Funds, consisting of telephone service, long-distance and internet service. She explained that this application substantially reduces the cost of telephone service and reimburses those funds back to the District on a percentage basis. Dr. Pfeifer introduced Lonnie Massey, technology coordinator, and Russell Neal with VST Services, LLC, the District consultant for E-Rate applications. Mr. Neal stated that it was a pleasure to work with the District and very briefly summarized the E-Rate application and contracts. He stated that once the application and contract is made the District just reapplies every year until the contract is over. Gary Balch made a motion to approve the 2010-2011 E-Rate Application for Priority 1 Funds. Charlie Baxter seconded. Dr. Pfeifer then explained that there was also information in the Board packet regarding E-Rate funding under Priority II. She reported that these are technology projects that no one really sees, but which allow the District to upgrade basically everything. She explained that out of the 2.2 5

million dollars of funds spent, which came out of bond money, approximately 1.9 million was reimbursed from E-Rate so that the cost to the District was only $400,000. She expressed her appreciation to Mr. Neal for his work. Mr. Neal then stated that he likes that he gets to help students and then asked if he could present a gift to the EISD Education Foundation. He presented Dr. Pfeifer with a check for $1,000. Dr. Pfeifer and the Board thanked Mr. Neal for his generosity. Approve Budget Workshop Topics and Calendar Dr. Pfeifer stated that the budgeting process this spring will be very important due to the increasingly difficult budget environments across the state and the enrollment increases projected for EISD over the next five years. She explained that the District can no longer budget for one year at a time, but must look at three to five years out. Due to this the District is proposing monthly budget workshops with the Board. She stated that these workshops are scheduled to be held on the first Monday of each month starting in February and going through June. She outlined the topics to be discussed at each meeting and stated that the first workshop is scheduled for February 1 st. She then explained that there would be no action taken at these workshops. Dr. Pfeifer then stated that if the Board preferred not to have two meetings a month, they could use the first hour of the regular monthly meeting for a budget workshop. Ms. Hodge stated that she appreciated having the separate meetings with a specific topic for each one and made a motion to approve the budget workshop topics and calendar as presented. Gary Balch seconded. The Board thanked Dr. Pfeifer and Mr. Gainer for their hard work and stated that they thought the workshops would be most beneficial. Call for Board of Trustee Election for Places 1 and 4 to be Held on May 8, 2010 and Announcement of Board Training Hours Dr. Pfeifer stated that the three-year terms of place 1 Trustee Lonzetta Smith-Allen and Place 4 Trustee Ruby Herring will end in May, 2010, and those places will be up for election. She added that Ms. Smith-Allen was appointed to complete the 3-year term vacated by the resignation of Anthony Nevels in September, 2009, and if elected in May, 2010, would serve a new 3-year term. She stated that the Board of Trustees is required to call for the election and announce the positions to be filled. She added that Board training hours are required to be announced at the Board meeting when the call for election is approved. Board President, Ricky Burgess, announced the following training hours completed by the trustees in 2009: Gary Balch 14.50 Charles Baxter 15.25 Ricky Burgess 17.25 Vicky Garza 11.75 Ruby Herring 17.25 Marilyn Hodge 13.25 Lonzetta Smith-Allen 6.00 6

Charlie Baxter made a motion to call for a Board of Trustee Election for Place 1 and Place 4 to be held on May 8, 2010, at various local polling places to be determined. Vicky Garza seconded. Change Order for Joe C. Bean Locker Room Dr. Pfeifer stated that the old football field house is being converted into locker rooms, storage, offices and laundry for boys and girls soccer and tennis. She also commented that, as in most remodeling projects, particularly of older facilities, change orders are common to allow for unknowns in the planning process. Garry Walker, construction foreman from Speed Fab-Crete, highlighted the work being done and the items on the change order consisting of removing carpet and installing new VCT, painting some walls and floors, removing an old mop sink and adding a new sink and fixtures, and new exterior doors with complete hardware. Glenn Brown stated that one item in the amount of $484.00 on the change order needs to be deleted. Dr. Pfeifer stated that funds for the change order are available from the existing budget for remodeling of Wing 7 at the High School. Ruby Herring asked if the Wing 7 remodel is complete and Dr. Pfeifer answered that it was complete. Charlie Baxter made a motion to approve the change order in the amount of $12,208.25 as proposed for Joe C. Bean Locker Room. Gary Balch seconded. President Burgess announced that the Board would go into Executive Closed Session to discuss Action Item F Conduct Superintendent Annual Evaluation and Possibly Take Action on Contract, Action Item G District and Superintendent Goals for 2010-2011, and Action Item H Purchase of Real Estate. Executive Session: The Board adjourned into Executive Session at 8:06 P.M. pursuant to the following sections of the Texas Open Meetings Act: 551.072, Deliberation of Real Property and 551.074, Personnel Matters. The Board resumed Open Session at 10:55 P.M. Conduct Superintendent Annual Evaluation and Possibly Take Action on Contract The annual Superintendent evaluation was conducted in executive session. Charlie Baxter made a motion to extend the existing superintendent contract 1 year. The new contract will commence on July 1, 2010, and end on June 30, 2015. Gary Balch seconded. The Board deferred any action on superintendent compensation until the development of the 2010-2011 budget. District and Superintendent Goals for 2010-2011 7

Ruby Herring made a motion to approve the District and Superintendent Goals for 2010-2011 as presented. Gary Balch seconded. Purchase of Real Estate - There was nothing to address so no action was taken. The meeting was adjourned at 10:59 P.M. February 15, 2010 Date Approved Ricky Burgess, President Vicky Garza, Secretary 8