Laredo I.S.D. Board of Trustees Finance Committee Meeting Thursday, July 10, - 6:30 P.M. LISD Board Room, 1620 Houston Street Laredo, TX 78040 The Finance Committee of the Board will meet on the above date, time and location to discuss the following: A. Meeting called to order by Finance Committee Chairperson. B. Roll Call C. Pledge of Allegiance 1. Discussion and presentation of monthly disbursements to be approved at the regular meeting of the Board of Trustees, July 15,. 2. Discussion and presentation of monthly financial statements, donation report, investment reports, tax report, change order report, travel report, and other updates and status reports: A. Un-audited Financial Statements B. Donation Report C. Investment Report D. Tax Collection Report E. Change Order Report F. Travel Report (Board and Supt. Cabinet Team) G. Risk Management H. Child Nutrition I. Transportation J. Division of Operations K. Postal Usage L. Utility Comparison Report M. Surplus Inventory Report
3. Discussion and presentation of 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 BA# 0708-41 Discussion and Financial Management Fund 199 - General presentation on the General Operating Department/ District Fund Fund budget amendment in the total Wide Campuses and/or amount of Fifty-nine Thousand Six Departments Hundred Twenty-six Dollars ($59,626.00) as a result of transfers between functions and authorizing the Superintendent to implement said budget. A. July 10, Fifty-nine Thousand Six Hundred Twentysix Dollars ($59,626.00) Purpose: Pursuant to the Texas Education Agency Financial Accountability System Resource Guide, Financial Accounting and Reporting Update 12, 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. B. July 10,. BA #0708-42 Discussion and Financial Management presentation on the Seventy-two Department/ Million Dollar ($72,000,000.00) IFA Construction #1 Bond Issue budget amendment in Department the amount of Nineteen Thousand Five Hundred Sixty-two Dollars ($19,562.00) to be transferred from Dovalina Elementary School to Leyendecker Elementary School to cover property lease payments and moving services and authorizing the Superintendent to implement said budget. Fund 699 - Seventy-two Million Dollars ($72,000,000.00) IFA #1 Bond Issue Nineteen Thousand Five Hundred Sixty-two Dollars ($19,562.00) Purpose: Pursuant to the Texas Education Agency Financial Accountability System Resource Guide, Financial Accounting and Reporting Update 12, formal budget amendments are required in order be in compliance with sections 1.1.1 GAAP & Legal Compliance and 1.1.2 Legal Requirements.
Date Description Department Fund Amount BA #0708-43 Discussion and Financial Management Fund 625 - Eight presentation on the Eight Million / Construction Million Dollar Dollar ($8,000,000.00) Qualified Zone Department $8,000,000.00) Academy Bond Issue #1 and Eight Qualified Zone Million Dollar ($8,000,000.00) Academy Bond #1 Qualified Zone Academy Bond Issue and Fund 630 - #3 budget amendment in the amount of Eight Million Three Hundred Seventy-eight Dollar Thousand Nine Hundred Eleven $8,000,000.00) Dollars ($378,911.00) to be transferred Qualified Zone from Nixon High School and interest Academy Bond #3 earnings to Cigarroa High School and Cigarroa Middle School to fund OCR Project costs, and authorizing the Superintendent to implement said budget. C. July 10, Three Hundred Seventy-eight Thousand Nine Hundred Eleven Dollars ($378,911.00) Purpose: Pursuant to the Texas Education Agency Financial Accountability System Resource Guide, Financial Accounting and Reporting Update 12, formal budget amendments are required in order be in compliance with sections 1.1.1 GAAP & Legal Compliance and 1.1.2 Legal Requirements. D. July 10,. BA #0708-44 Discussion and Financial Management presentation on the Fifty-seven Million / Construction Dollar ($57,000,000.00) Bond Issue Department budget amendment in the amount of One Million Five Hundred Thousand Dollars ($1,500,000.00) to be transferred from interest earnings to cover Nixon High School Special Systems Connectivity Project requested by the City of Laredo Fire Department to be in compliance and correct a violation, and authorizing the Superintendent to implement said budget. Fund 698 - Fiftyseven Million Dollar ($57,000,000.00) Bond - issued on 09/28/06 One Million Five Hundred Thousand Dollars ($1,500,00.00). Purpose: Pursuant to the Texas Education Agency Financial Accountability System Resource Guide, Financial Accounting and Reporting Update 12, 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 RFP # 07-044 Charter Bus Services A. July 13, 2007 awarding to ACH Travel & Tours, Inc., Cougar Bus Lines, LTD, Del Valle Grand Tourismo, Inc., and Imperial Bus Company as primary vendors and to Coach USA Kerrville Bus Company, OK Tours, Star Shuttle & Charter, and Tornado Tours, Inc., as secondary vendors for an estimated amount of Seventy-seven Thousand Five Hundred Ten Dollars ($77,510.00). Purchase orders will be processed on an as needed basis. beginning September 14, and September 13, 2009 with an option to renew for a third and final year. were Seventy-seven Thousand Five Hundred Ten Dollars ($77,510.00). Budgetary Purpose: To comply with procurement requirements to purchase charter bus services for district wide use. B. June 19, 2007 RFP # 07-055 Air Conditioning Supplies awarding to R & M Refrigeration Supply as primary vendor and Insco Distributing and CAPP, Inc., as secondary vendors. Purchase orders will be processed on an as needed basis. beginning August 18, and August 17, 2009 with an option to renew for a third and final year. were Eighty-two Thousand Three Hundred Eighty Dollars ($82,380.00). Budgetary Purpose: To comply with procurement requirements to purchase air conditioning supplies for district wide use. C. May 26, 2006 RFP # 062-06 Welding Gases awarding to Acetylene Oxygen Company for an estimated cost of Three Thousand Dollars ($3,000.00). Purchase orders will be processed on an "as needed" basis. beginning November 9, and November 8, 2009. This will be the third and final year of the contract. were One Thousand Six Hundred Twenty-two Dollars ($1,622.00). Purpose: To comply with procurement requirements to purchase welding gases and cylinder rentals for district wide use. D. September 11, 2007 RFP # 07-073 Repair of Appliance and Kitchen Equipment Child Nutrition Program awarding to City Service, Inc., ITWFEG, LLC, d/b/a Hobart Service, and Holman Boiler Works, Inc., as primary vendors for an estimated amount of Twelve Thousand Seven Hundred Fifty Dollars ($12,750.00). Purchase orders will be processed on an as needed basis. beginning October 12, and October 11, 2009. the expenditure account code. Historical expenditures for one year were Twelve Thousand Seven Hundred Fifty Dollars ($12,750.00). Purpose: To comply with procurement requirements to purchase repair services for appliance and kitchen equipment.
Date Description Recommendation Time Period Avail Amt TASB Buyboard Employee Uniforms E. June 12, awarding to G & K Services for an estimated amount of Seventy Thousand Fifteen Dollars ($70,015.00). Purchase orders will be processed on an "as needed" basis. and July 15, 2009 with an option to renew for a second and third year. were Seventy Thousand Fifteen Dollars ($70,015.00). Budgetary Purpose: To comply with procurement requirements to purchase employee uniforms for district wide use. F. June 19, 2007 RFP # 07-046 Chain Link Fence Installation/ Repair Services and Supplies awarding to Laredo Fence Materials, Inc., for an estimated amount of Twenty-one Thousand Eight Hundred Fifty Dollars ($21,850.00). Purchase orders will be processed on an as needed basis. beginning August 14, and August 13, 2009 with an option to renew for a third and final year. code. Historical were Twenty-one Thousand Eight Hundred Fifty Dollars ($21,850.00). Budgetary Purpose: To comply with procurement requirements to purchase chain link fence installation/ repair services and supplies for district wide use. G. June 19, Central Texas This is a one-time Purchasing awarding the purchase of orchestra purchase from the Alliance Cooperative Cigarroa High instruments and supplies for the Cigarroa cooperative High School orchestra to SHAR Products vendor. in the amount of Fifty-one Thousand were Fifty-five Thousand School Orchestra Ninety-seven Dollars ($51,097.00). Thirty-seven Dollars Instruments Purchase orders will be processed on an ($55,037.00). Budgetary "as needed" basis. Purpose: To comply with procurement requirements to purchase orchestra instruments for Cigarroa High School. H. June 17, RFP # 037-08 Tire Repair Service Contract awarding to Tire Centers, LLC for an estimated amount of Seven Thousand Six Hundred Ninety Dollars ($7,690.00). Purchase orders will be processed on an "as needed" basis. beginning September 14, and September 13, 2009 with an option to renew for a second and third year. code. Historical were Seven Thousand Six Hundred Ninety Dollars ($7,690.00). Purpose: To comply with procurement requirements to purchase tire repair services for district wide use.
Date Description Recommendation Time Period Avail Amt RFP # 038-08 The evaluation committee will provide an Health Insurance update and possibly a recommendation at District-Wide the July 15, Board Meeting. I. June 4, effective September 1, thru August 31, 2009 with the option to renew a second and third year. expenditure account code. Estimated expenses to the district are Two Hundred Thirty-five Dollars ($235.00) per employee with the difference in premium to be paid by employees based on coverage(s). Purpose: To comply with procurement requirements to purchase employee health insurance coverage(s). J. June 12, TCPN COOP Vendor Copy Paper awarding to Xerox Corporation for an estimated amount of One Hundred Thirty-five Thousand Dollars ($135,000.00). Purchase orders will be processed on an "as needed" basis. period beginning July 16, and December 15, 2009. Purpose: To comply with procurement requirements to purchase copy paper for district wide use. K. July 15, Sole Source Provider MAXIMUS, Inc. Information Technology awarding to MAXIMUS, Inc. as a sole source provider to purchase a software maintenance service agreement for SchoolMAX in the amount of Twenty-six Thousand Four Hundred Seventy-four Dollars ($26,474.00) and July 15, 2009 with an option to renew for a second and third year. Purpose: To comply with procurement requirements to purchase software maintenance agreements. L. May 6, RFQ #006- Food Facility Planning and Kitchen Design Consultants awarding Millunzi and Associates, Inc. and The Facility Group as primary vendors. Purchase orders will be processed on an "as needed" basis. were Two Hundred Fifty-eight Thousand Nine Hundred Forty Dollars ($258,940.00). the expenditure code(s). Historical expenditures for one year were Twenty-five Thousand Two Hundred Thirteen Dollars ($25,213.00). Contracts with appropriate funding sources will be presented and to the Board of Trustees July when Administration 15, 2009 with an recommends awarding option to renew contracts for new and/or for a second and renovation construction third year. projects. Purpose: To comply with procurement requirements to purchase consultant services for Food Facility Planning and Kitchen Design for district wide use.
Date Description Recommendation Time Period Avail Amt RFCSP # 028-08 Cigarroa HS/MS awarding to Zertuche Construction for an CTE-OCR estimated amount of Four Hundred Fortysix Thousand Seven Hundred Fifty-five and Program Construction Dollars ($446,755.00). July Department 15, 2009. M. April 9, Funding is contingent on approval of budget amendment # 0708-43 to be presented at the July 10, Finance Committee meeting. Purpose: To comply with procurement requirements to acquire labor, materials, tools and necessary equipment for an OCR project. N. April 15, RFCSP # 029-08 Martin High School OCR Project Library, Science Building, Life Skills and Academic Building Construction Department awarding to Leyendecker Construction for an amount not to exceed Two Million Eight Hundred Thousand Dollars ($2,800,000.00). and July 15, 2009. Funding is contingent on approval of a budget amendment. Purpose: To comply with procurement requirements to acquire labor and materials, tools and necessary equipment for an OCR project. O. April 15, RFCSP # 030-08 J. W. Nixon High awarding to Cantu Electric Company for School an amount not to exceed One Million Underground Forty-one Thousand Dollars Connectivity ($1,041,000.00). Project Construction Department and July 15, 2009. Purpose: To comply with procurement requirements to acquire underground connectivity services. P. June 10, RFCSP # 027-08 Cigarroa Middle School Orchestra/Art Building Construction Department to award to Leyendecker Construction for an estimated amount of One Million Seven Hundred Twenty-one Thousand Dollars ($1,721,000.00). and July 15, 2009. Funding is contingent on approval of budget amendment # 0708-44 to be presented at the July 10, Finance Committee meeting. the expenditure code(s). Purpose: To comply with procurement requirements to acquire labor, materials, tools and necessary equipment for an orchestra/art building.
6. Tax Refund(s) Acct# Tax Year Tax Payer Description Amount A. 557-01668-010 2007 IBOC Real Estate Refund due to overpayment $8,094.61 Purpose: To comply with Texas Tax Code Section 31.11 Other Items 7. Discussion and presentation regarding the appointment of Rodolfo Sanchez, Director of Tax Collections, to calculate and publish the District s rollback tax rate, and to certify the anticipated debt collection rate for the tax year and the excess debt collections for tax year 2007. 8. Discussion and presentation to set a date, time and location for a public meeting to be held by the School Board to discuss the school district s proposed budget and proposed tax rate. 9. Communication and Updates 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 Mercedes Santos 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.