February 16, 2009 Regular Meeting

February 16, 2009 Regular Meeting The E.I.S.D. Board of Trustees met for a regular meeting on Monday, February 16, 2009, at 6:30 p.m. in the Barbara Novikoff Board Room at the Administration Building. Present at the meeting: Board Members: Ricky Burgess, Gary Balch, Vicky Garza, Marilyn Hodge, Charlie Baxter, and Anthony Nevels Ruby Herring was absent. Administrators: Dr. Jeri Pfeifer, Cathy Sewell, Joee Gainer, Curtis Amos, Jennifer Samuel, Glenn Brown, Maggie Stevens, Becky Noon, Phyllis Townsend, Janet Wynne, James King, Mya Asberry, Nikita Russell, Pat Brady, Collette Kotula, Felicia Donaldson, Debra Carter, Nita Page, Patrick Lamers, and Nancy Kay Also present were recording secretary, Cherri Bentley, Gary Walker, and several employees and visitors. 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 Pastor Tom Franklin had requested to address the board, but when he was notified by Mr. Burgess that he would be limited to three minutes and that he could not address personnel issues, Mr. Franklin asked to address the board in private. Dr. Pfeifer explained that legalities of that would have to be verified and Mr. Franklin did not address the Board further. Superintendent Report Dr. Pfeifer recognized Charlie Baxter and welcomed him back after his extended illness. Construction Dr. Pfeifer announced that Glenn Brown would be giving an update of the construction projects and that Joee Gainer would be presenting a financial report on bond projects. Glenn Brown made his monthly report on the status of construction projects. E. Ray Addition The City of Fort Worth allowed Speed Fab-Crete to begin dirt work today. Permits from Fort Worth should be back by the end of the week or the first of next week. Fort Worth is requiring that a 3,000 gallon grease trap be installed prior to completion of the project, but after permits are received Mr. Brown will be talking with Fort Worth about this requirement. Townley The school is about 80% complete and things are looking good. Field Event Areas East of the High School Football Field Concrete has been poured and is drying and the rubber topping will be added in the next week or so. JPS Clinic Waiting for the city to make taps for water lines. Field House Ceramic tile has been installed on floors and walls and the project is going well. Gym Lobby Restrooms Piers are being installed and they are starting on the foundation. The underground problems have been dealt with. 1

Forum Way Glenn has been meeting with Gary Emery and Lonnie Massey and contractors to formulate a wish list for the building to bring to the Board. Charles Baxter Jr. High Architects and engineers are still working on plans and a meeting should hopefully be scheduled with them later this week. Science Labs- Working on pricing details and work should start soon. Bishop Cafeteria Remodel Pat Hennessy has been working on details for this summer project. Vicky Garza asked whether a fence would be placed around the new extension of the Bishop parking lot. Mr. Brown and Dr. Pfeifer explained that Mr. Emery and his department would be working on this and that a fence would be installed. Locker Rooms Plans have been turned in to the city for approval. Asbestos abatement involved with the project should be done during Spring Break. Mr. Nevels asked about the $176,000 for electrical wiring at the E. Ray Addition which was discussed at the February 2 nd Called Construction Meeting. Mr. Brown and Gary Walker stated that this cost will not be necessary but that the District will need to agree to an easement with Oncor. Dr. Pfeifer then stated that she was very proud of the report that Mr. Gainer would now present regarding bond funds and construction projects. Mr. Gainer presented a report with graphs and data concerning all phases of the bond funds for 2005 and 2007. The report showed revenues and expenditures for all projects. He explained that the projects are able to be funded from four sources bond funds, bond interest proceeds, gas well proceeds and food service funds. He reported that the District was able to obtain good rates until March and June of 2009. He stated that most of projects which were pledged from the $12,500,000 Series 2005, Phase I have been completed. Dr. Pfeifer explained that voters had agreed on $63,000,000 bond campaign and that District administrators have maximized the funds to $69,000,000. She then commended Mr. Emery, Mr. Brown, Mr. Gainer and principals and directors for working with the budgets and making the most of the funds. She also commended the Board for their leadership. Marilyn Hodge then commended Dr. Pfeifer for her guidance. Report of Board Training Hours for 2008 Dr. Pfeifer stated that the superintendent is required to announce to the public the required training hours for the previous year. She stated that the Board has traditionally exceeded the minimum requirements for many years and continually sought training in the best interest of the District. She then reported that all trustees have completed the required hours and are in good standing, current and well trained. Proposed Capital Outlay Expenditures from 2008-2009 Fund Balance Dr. Pfeifer stated that she regrets that the Board has to hear this report and also take possible action in the same meeting. She then stated that with great caution, District administration is proposing a number of capital outlay expenditures totaling $500,000 for Board consideration and she then reviewed the expenditures. Dr. Pfeifer further stated that these items are not appropriate for funds intended for construction, nor are they a viable option for the regular operational budget, given their magnitude. She stated that they are one-time large purchases that should be considered if and when district fund balance would allow such consideration. Dr. Pfeifer reported that the Fund Balance deposit for 2007-2008 of $13,404,373 was significant. She stated there was a surplus of between 1.3 and 4.1 million to consider for projects. Dr. Pfeifer reminded the Board that fund balance capital projects in 2006-07 included the purchases of buses and vehicles and in 2007-08 these projects included buses, equipment and band instruments. She then apologized again to the Board and reported the list of projects would be presented as a possible action item later in the meeting. 2

Anthony Nevels asked if the District would again need to purchase more buses with the addition of the new campuses. Mr. Amos responded that the District should be fine with the current buses even if there was additional enrollment of 100 students. Reports and Discussion Items Financial Assistant Superintendent, Joee Gainer, stated that the cash position of the District is very strong, that tax payments have been good and that the District has obtained some very strong rates on investments. He stated that gas well revenues were just below target on what was budgeted. He then summarized the financial and investment reports for January, 2009. General Operating Fund for the current month shows total revenue of $2,935,247.57, total expenditures of $2,867,716.55, and excess revenues over expenditures of $67,531.02. Year to date excess revenue over expenditures total $3,358,527.19. The Financial Report for Food Service Fund shows total revenue for the current month of $45,039.96, expenditures for the current month of $251,198.02, and current excess revenues over expenditures of ($206,158.06). Debt Service reports current month revenue of $1,117,669.90 with year to date total expenditures of $0.00. Excess revenues over expenditures year to date total $2,405,934.16. Monthly Pro-rata and Year-to-Date Account by Function and by Object Code of Actual Expenditures to Amended Budget. Mr. Gainer reported that this report of actual expenditures to the amended budget, ending January 31, 2009, shows the District is $283,810 ahead of the budget. The Monthly Investment Report, ending 1/31/09, shows total invested at $56,855,444.56; total interest earned at $90,789.38; monthly deposits totaled $10,684,657.93; with a total ending balance of $55,646,085.41. Gas Well Revenue received thus far this fiscal year (1/31/09) is $90,681.10. Mr. Gainer also reported that the total Everman ISD Education Foundation cash balance as of 1/30/09 is $154,883.63. He stated that scholarships have been awarded to 11 seniors and 9 juniors. Marilyn Hodge commended Mr. Gainer and asked that the District always proceed with caution. Student Activities Curtis Amos, Assistant Superintendent, highlighted upcoming events on District campuses including many sporting events as well as Family Math and Science Nights at several campuses. High School Technical Assistance Team Report Cathy Sewell, Assistant Superintendent, stated that as the High School is in Stage 1, having missed the required Annual Yearly Progress for 2007-08, provisions of NCLB require a Technical Assistance Team to review campus instruction and make recommendations designed to improve student performance. She stated that the team is comprised of parents, teachers, campus and district administrators and community members. She further stated that the product of their discussions is a report submitted to TEA. Ms. Sewell stated that the TAT has developed a school improvement plan that includes strategies, initiatives, and redesign activities targeted to improve student performance. She reported that the school improvement plan will focus improvement efforts toward meeting 2009 academic accountability standards. She further reviewed several pages in the report that covered issues of concern and recommendations for changes and focuses to improvement. 3

Anthony Nevels stated that he wanted to encourage and support the effort of the District administration and staff. Transportation Audit with Region IV Education Service Center Mr. Amos stated that Region IV will look at District reports filed with TEA back to 2001 to determine if funds are owed to the District. He stated that there is no cost to the District unless funds are recovered and that the cost at that point would be 20% of any recovered funds. Vicky Garza asked why the District would go to Region IV instead of using Region XI. Mr. Amos responded that Region XI does not offer this service to this extent. At this point Dr. Pfeifer asked that Mr. Burgess and the Board grant a personal privilege and let Dana Van Wig, a representative from UEA, address the Board. This was granted and Ms. Van Wig commented briefly on UEA, distributed the UEA Salary Comparison Document and commended the District and the Board on being above average in all levels of the teacher salary scale. Dr. Pfeifer asked Reverend Franklin if he would like to speak at this time. He declined and indicated that he would speak to the Board privately. Consent Items A-J Gary Balch made a motion to approve consent items as presented. Vicky Garza seconded. The following consent items were approved: Minutes of the Meetings on Jan. 12, 2009 and Feb. 2, 2009 Tax Report for January, 2009 Bills and Claims for January, 2009 Discipline Reports Contracts None Resignations effective at the end of the 2008-09 school year were approved for: Marlon Dorhan Powell/Assistant Principal Barbara Johnson Powell/Reading Specialist Keith Stendebach Powell/6 th Grade Math EISD Board Policy EIA (Local) to Reflect Prior Board Action Budget Amendments Student Transfer Requests were approved for: Michael Forbes 5 th Grade/Powell DeSean Pellum 2 nd Grade/Bishop Adoption of EISD Board Policy EKB (Local) Action Items Call for Election of EISD Board of Trustees, Places 2, 3, and 7 At-Large Charlie Baxter made a motion to call for Board Election for Place 2, Place 3, and Place 7 At-Large to be held jointly with the Cities of Everman, Fort Worth, and Forest Hill. Vicky Garza seconded. Dr. Pfeifer briefly summarized the election calendar stating the Election Day is May 9, 2009 and the last day to file an application for a place on the ballot is March 9, 2009. 2009-2010 Calendar (First Reading) Dr. Pfeifer recognized Mr. Amos, Ms. Sewell and the calendar committee for their work on the calendar. Mr. Amos stated that the committee began work last semester and he then introduced Robert Martin, a teacher and committee member. Mr. Martin stated that the committee is presenting a calendar that reflects high student achievement which is implemented with the inclusion of nine staff development days. He explained that the additional three days over the amount in the 2008-09 calendar would allow for more collaboration of teachers in departments and grade levels. He also stated that the additional staff development days would help the teachers be in the classroom more and save money on substitutes. 4

There was some discussion regarding the teacher workday being on Monday, June 7 instead of Saturday, June 5. Mr. Amos responded that the majority of the committee preferred Monday, June 7. After further discussion, the Board agreed to discuss the next Action Item on the agenda, TEA Waiver for Staff Development Days, before taking any action on the calendar. TEA Waiver for Staff Development Days Cathy Sewell explained that the District is applying for a waiver which will allow the District to change three instructional days into professional development days to provide for district and campus training. She stated that a second waiver is needed for one specific day dedicated to math professional development and one day for targeted professional development in science. Ms. Sewell then explained that with turnover in staff it is essential to provide time to insure that all teachers have strategies needed to be successful in the classroom especially in the areas of science and math. She then stated that the waiver has been approved by the Everman District-Wide Improvement Committee and introduced Jennifer Samuel, committee chairperson. Ms. Samuel stated that the Committee was very high on the plan for more training days and asked that the Board approve the Waiver and the calendar. Gary Balch made a motion to adopt the 2009-2010 calendar at first reading as recommended with second reading and final adoption on March 23, and to apply to TEA for a waiver for a total of nine staff development days as recommended by the District- Wide Improvement Committee. Charles Baxter seconded. 2009-2010 Attendance Zone Boundaries (First Reading) Dr. Pfeifer commended Mr. Amos and the committee for their work. Charlie Baxter made a motion to approve the 2009-2010 attendance zone boundaries at first reading with second reading and final adoption on March 23. Gary Balch seconded. 2009-2010 New Career Technical Education Courses Dr. Pfeifer extended thanks to Cathy Sewell, Janet Wynne and Jennifer Samuel for work on curriculum. Cathy Sewell introduced Janet Wynne who reported findings from the Career and Technology Task Force that indicated additional program opportunities that mirror high-demand occupations would be beneficial to Everman students. Ms. Wynne reported that the 2009-2010 year will be year two of a five year plan. She stated that two new courses, Ready, Set, Teach and Career Preparations, were added in the 2008-09 year. She then reviewed some of the courses recommended for the 2009-2010 year and explained that some of these will be replacement classes that will come with additional funding. She stated that these are elective classes which will help prepare students for post-secondary success. Ms. Wynne explained that there will be a canvass of students in early March to determine which classes to offer. Mr. Nevels commented that he was very pleased with the Ready, Set, Teach program that was implemented this year. Charlie Baxter made a motion to approve new Technical Education course offerings at Everman High School. Gary Balch seconded. Determination of Make-Up Day for January 28 Snow Day Dr. Pfeifer stated that the 2008-09 calendar provides two weather make-up days, as prescribed by law. She reported that the two days were April 10 and May 25 and stated that the District is recommending that the January 28 school day be made-up on May 25. She also stated that as the Board determines the yearly calendar, any change to that calendar must be approved by the Board. Gary Balch made a motion to schedule the January 28 make-up day on May 25. Charlie Baxter seconded. 5

General Operating Fund Balance Capital Outlay Projects Dr. Pfeifer asked the Board to consider either the full amount or just part of the list presented in the Superintendent Report earlier in the meeting. Marilyn Hodge made a motion to approve general operating fund balance capital outlay projects as proposed in the amount of $500,000. Gary Balch seconded. Mr. Burgess announced that the following items would be discussed in Executive Session. Administrative Contracts for 2009-2010 and 2009-2011 Rescind Action of January 12, 2009 for Fence and Amend Easement Agreement Lease of Mineral Rights on 1+ Acre Purchase of Real Estate Executive Session: The Board adjourned into Executive Session at 8:17 p.m. pursuant to the following sections of the Texas Open Meetings Act: 551.072, Deliberation of Real Property; 551.074, Personnel Matters. The Board resumed Open Session at 8:51 p.m. Administrative Contracts for 2009-2010 and 2009-2011 Charles Baxter made a motion to approve administrative contracts as recommended. Gary Balch seconded. Rescind Action of January 12, 2009 for Fence and Amend Easement Agreement Gary Balch made a motion to rescind award of fence contract with Viking Fence Company and amend easement agreement. Anthony Nevels seconded. Lease of Mineral Rights on 1+ Acre Gary Balch made a motion to award lease of mineral rights to Thunderbird Oil and Gas and combine with earlier approved lease contract. Charlie Baxter seconded. Ayes: Ricky Burgess, Marilyn Hodge, Gary Balch, Charlie Baxter, Anthony Nevels Vicky Garza abstained. Purchase of Real Estate No action was taken on this action item. Ricky Burgess and Gary Balch thanked the Board, Dr. Pfeifer, District administrators, and teachers for their hard work. The meeting was adjourned at 8:54 p.m. 3-23-09 Date Approved Ricky Burgess, President Vicky Garza, Secretary 6