Laredo I.S.D. Board of Trustees Business and Support Services Committee Meeting Thursday, March 05, - 5:30 P.M. Amber Yeary Board Room - 1620 Houston St. Laredo, TX 78040 The Business and Support Services 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 Services Committee Chairperson. B. Roll Call C. Pledge of Allegiance 1. Discussion and presentation to approve and/or ratify the monthly disbursements for January at the regular meeting of the Board of Trustees, March. Ms. Flor Ayala, CPA, Chief Financial Officer 2. Discussion and presentation to approve monthly reports and/or other updates/reports: a. Unaudited Financial Statements b. Donations Report c. Tax Collection Report Ms. Flor Ayala, CPA, Chief Financial Officer 1
3. Discussion and presentation on the following budget amendments Date Description Department Fund Amount 3A. March 5, BA #1415-22 Discussion and General Operating Fund (199) budget amendment in the amount of $143,522 as a result of transfers between functional expenditure categories. Financial Management Department Fund 199 - General Operating Fund $143,522 3B. March 5, BA #1415-23 Discussion and 2014 Bond Series (694), 2005 Series EDA (695), and 2006 Series IFA (698) in the amount of $225,268 from interest earnings and the Capital Projects Fund (616) in the amount of $24,732 from fund balance to allocate funds for the furniture of Henry B. Zachry Elementary. Financial Management Department/Construction Department. Fund 616 Capital Projects, 694-2014 Bond Series, 695-2005 Series EDA, and 698-2006 Series IFA $250,000 3C. March 5, BA # 1415-24 Discussion and General Operating Fund (199) budget amendment to reverse previously approved BA#1415-18 in the amount of $904,101 from Undesignated Fund Balance as approved during the Regular Board meeting held in February 12,. Financial Management Department Fund 199 - General Operating Fund ($904,101) 2
Date Description Department Fund Amount 3D. March 5, BA# 1415-25 Discussion and General Operating Fund (199) budget amendment in the amount of $2,002,601 to increase appropriation of revenues for additional state revenues and music instruments, Vidal M. Trevino furniture and equipment, Zachry Elementary furniture, Urban building remodel and naming facilities signage, and HVAC systems for Nixon cafeteria. Financial Management Department Fund 199 - General Operating Fund $2,002,601 3E. March 5, BA #1415-26 Discussion and Athletics Fund (181) budget amendment in the amount of $9,000 as a result of transfers between functional expenditure categories. Financial Management Department/Athletics Department Fund 181 - Athletics $9,000 3F. March 5, BA #1415-27 Discussion and presentation to approve the General Operating Fund (199) budget amendment in the amount of $34,741 as a result of transfers between functional expenditure categories from the Board of Trustees discretionary funds. Financial Management Fund 199 Operating Fund $34,741 3
4. Discussion and presentation to approve and award the following bids, proposals, quotations and contracts. 4A. January 16, 2013 Renewal Request for Proposal (RFP) #12-057: Consulting Services recommends renewal of the contract to PRJ Coaching for Educational Excellence for an estimated amount of $12,000, which represents the best value to the District. Purchase orders will be processed on an "as needed" of one year (third) and ending March 19, 2016. This is the third (final) year of the contract. $61,000. $12,000. Purpose: To comply with procurement requirements to purchase consulting services for the District's instructional programs. The consultant will provide instructional leadership/staff development for the purpose of meeting the educational needs of low-achieving children in the District. Funding is available in the expenditure account code 211 Title I Grant. 4B. May 21, 2014 Renewal Request Qualifications (RFQ) #2014-005: Certified Deaf Interpreter Services recommends renewal of contracts to: Prime Healthcare Staffing, Soliant Health, Communications Consulting Group, LLC, and The Deaf and Hard of Hearing Center $450,000, which represents the processed on an 'as needed' of one year (second) beginning June 13, and ending June 12, 2016, with for a third (final) year. $218,546. $450,000. Purpose: To comply with the procurement requirements to purchase certified deaf interpreters services. This RFQ has established a pool of vendors that the District may utilize in awarding services as needed by the department. Funding is available in the expenditure account code - 224-IDEA Part B Formula. 4
4C. February 06, 2013 Renewal Request for Proposal recommends renewal of the (RFP) #12-058: contract to HUB International Risk Management Consulting Services $28,400, which represents the Finance processed on an "as needed" of one year (third) beginning March 28, and ending March 27, 2016. This will be the third (final) year of the contract. $28,400. $28,400. Purpose: To comply with procurement requirements to purchase consulting services will assist in the evaluation and award of the District's health insurance plan. Funding is available in the expenditure account code - 199 General Operating Fund. 4D. November 11, 2012 Renewal Request for Proposal (RFP) #12-051: Trophies, Ribbons, Plaques and Medals District Wide Use recommends the renewal of the contracts to: Awards Masterz, Ed's Trophies, Jones Supply Company, Inc., Elite Promotions, House of Ribbons, NEFF Motivation, Inc., Big Bob's Trophies Plus & More, Positive Promotions, Inc., SUN LI JA CHA, Inc., Hamilton Trophies, K & M Sports, Hodges Badge Company, Inc., and Monarch Trophy Studio $156,567, which represents the processed on an "as needed" of one year (third) beginning March 28, and ending March 27, 2016. This will be the third (final) year of the contract. $156,567. $156,567. Purpose: To comply with procurement requirements to purchase trophies, ribbons, plaques and medals. Funding is available in the expenditure account code 199 General Operating Fund and 211 Title I Grant. 5
4E. February 17, Co-op #394-12: Video Equipment Division for Student Services recommends awarding contract to Videotex System for an estimated amount of $241,509, which represents the best value to the District. Purchase orders will be processed on an "as needed" of one year (first) and ending There are no historical this item as this is the first major purchase of commercial video equipment for VMT. $241,509. Purpose: To comply with procurement requirements to purchase video equipment for VMT. The equipment will be used to train students in television broadcasting and journalism. Funding is available in the expenditure account code 694 Construction Fund. 4F. January 21, Region One Co-op Vendor #12-09- 04/Texas Association of Co-op Vendor #455-14: Band Instrument Purchase Student Services recommends awarding contracts to: Woodwind & Brasswind ($742,011), Tuba Exchange ($17,692), Shar Products Company ($115,614), and West Music ($28,670) $903,987, which represents the processed on an "as needed" of one year (first) and ending March 19, 2016, with $91,000. $903,987. Purpose: To comply with procurement requirements to purchase musical instruments. The distribution of instruments is as follow: Funding is available in the expenditure account code - 199 General Operating Fund. Band Instruments - Cost High s Quantity to be Quantity to be Amount Middle Purchased Purchased Amount Cigarroa High Christen Middle 79 $174,046 71 $111,289 Martin High Cigarroa Middle 88 $152,553 97 $147,611 Nixon High Lamar Middle 61 $117,348 66 $145,166 Memorial Middle 70 $55,974 Total 228 $443,947 304 $460,040 Band Instruments Grand Total $903,987 Total Instrument Purchase 532 6
4G. February 26, Co-op #414-12 : Furniture recommends awarding a contract to: J.R Inc.,($708,619) Spectrum Industries,($193,792) and Dick Blick ($10,069) $912,480 which represents the processed on an "as needed" of one year (first) and ending $946,471. $912,480. Purpose: To comply with procurement requirements to purchase furniture for Nixon High and the Vidal M. Treviño of Communications & Fine Arts. Funding is available in the expenditure account codes - 694 Construction Fund and pending BA 1415-23/1415-25. 4H. February 23, Purchasing Co-op Vendor #423-13: Playground Equipment Plant Facilities and Support Services recommends awarding a contract to Play and Park Structures for an estimated amount of $100,000, which represents the best value to the District. Purchase orders will be processed on an as needed of one year (first), and ending the option to renew $875,563. $100,000. Purpose: To comply with procurement requirements to purchase new playground equipment for Milton Elementary for $53,000 ($47,000 C.I.P. + $6,000 additional funding from pending fundraising) and Sanchez/Ochoa Elementary for $47,000 (C.I.P.). Funding is available in the expenditure account code 199 General Operating Fund (C.I.P.). 4I. February 18, Purchasing Co-op Vendor #455-14: Music and Dance Equipment recommends awarding a contract to Wenger Corporation $148,509, which represents the processed on an as needed of one year (first), and ending $1,675. $148,509. Purpose: To comply with procurement requirements to purchase music and dance equipment such as risers, music stands, and theatre chairs for the Vidal M. Treviño of Communications & Fine Arts. Funding is available in the expenditure account code - Fund 695 2005 Series EDA. 7
4J. February 10, Region One ESC Co-op Vendor: Transforming Learning: Teaching for Success Initiative (Staff Development) recommends awarding a contract to Region One Education Service Center for an estimated amount of $99,500, which represents the best value to the District. Purchase orders will be processed on an as needed of one year (first), and ending $784,464. $99,500. Purpose: To comply with procurement requirements to purchase staff development services for teachers and staff for implementation in the -2016 school year. Topics for the Teaching for Success Initiative are as follows: C & I Academy, Lead Teacher Academy, Summer Education Summit, and SMART Conference. Funding is available in the expenditure account code - 211 Title I Grant. 4K. February 19, s Co-op #414-12: Furniture recommends awarding contracts to Lakeshore Learning Materials ($32,657) and South Texas Furniture ($54,099) for an estimated amount of $86,756, which represents the best value to the District. Purchase orders will be processed on an "as needed" of one year (first) and ending March 19, 2016, with $946,471. $86,756. Purpose: To comply with procurement requirements to purchase furniture for the library, ten (10) Pre-K and Kindergarten classrooms at Zachry Elementary. Items to be purchased include booktrucks, magazine shelves, computer stations, cubby storage units, low rectangular tables, and low banana tables. Funding is pending Budget Amendment BA 1415-23 and BA 1415-25. 5. Tax Refund(s) Acct# Tax Year Tax Payer Description Amount 5A. 436-00645- 2013, 2014 Cristina G. Zuniga Staff recommends to approve the tax $656.58 010 5B. 558-01738- 2013, 2014 Ana M. Juarez Staff recommends to approve the tax $522.82 060 5C. 110-00498- 2013, 2014 Juan and Maria G. Staff recommends to approve the tax $766.04 080 Carreon 8
Acct# Tax Year Tax Payer Description Amount 5D. 105-00237- 2013, 2014 Jose R. and Edelmira P. Staff recommends to approve the tax $814.37 050 Hernandez 5E. 550-001344- 2012, 2013, Francisco Garcia Staff recommends to approve the tax $1,186.00 050 2014 Other Items 6. Discussion and monthly employee payroll pay dates for fiscal year -2016. Dr. A. Marcus Nelson, Superintendent of s 7. Discussion and presentation on the -2016 scholastic year calendar. Dr. A. Marcus Nelson, Superintendent of s 8. Update on Student Attendance and Truancy. Dr. A. Marcus Nelson, Superintendent of s 9. Update on JROTC Program. Dr. A. Marcus Nelson, Superintendent of s 10. Discussion and update on -2016 Budget Requests. Dr. A. Marcus Nelson, Superintendent of s 11. Communication and Updates 12. 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 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