YSLETA INDEPENDENT SCHOOL DISTRICT BOARD OF TRUSTEES YSLETA ROOM CENTRAL OFFICE 9600 SIMS DRIVE. EL PASO TX 79925 MAY 9, 2018 6:00 PM NOTICE OF REGULAR MEETING AGENDA During the course of this meeting the Board of Trustees may determine that a closed meeting of the Board of Trustees is required, to discuss the items set forth below. Such closed meeting is authorized by the Texas Open Meetings Act, Texas Government Code Section 551.001 et seq. The closed meeting will be held by the School Board at the date, hour and place indicated in this Notice/Agenda or as soon after the commencement of the meeting covered by this Notice/ Agenda as the School Board may conveniently meet in such closed or executive meeting or session concerning any and all purposes permitted by the Act, including, but not limited to, the sections and purposes covered by the following sections of the Texas Government Code: 551.071, 551.072, 551.073, 551.074, 551.076, 551.082, 551.0821, 551.0821, 551.083, 551.084. Should any final action, decision or vote be required with regard to any matter considered in closed session, the final action, decision or vote shall be in the open meeting, or at a subsequent public meeting, with notice. THE BOARD OF TRUSTEES WILL DELIBERATE ON THE FOLLOWING MATTERS: I. CALL TO ORDER, ESTABLISH QUORUM II. III. IV. PRESENTATION OF COLORS, PLEDGES OF ALLEGIANCE & MOMENT OF SILENCE RECOGNITIONS AND INTRODUCTIONS 1. President's Award- Eastwood Knolls International School Fifth-Grader Michael Medellin 2. Regional Gymnastics Champion-Bel Air High School 3. Gates Scholars-Eastwood High School CITIZENS INPUT V. AGENDA REVIEW VI. VII. OFFICE OF THE SUPERINTENDENT 1. Superintendent's report on meetings, events and conferences CONSENT All matters listed under the Consent Agenda are considered by the Board of Trustees to be routine and will be enacted by one motion. There will be no separate discussion of these items. If discussion is desired on a specific item(s), that item will be removed from the Consent Agenda and considered separately. Board approval will be approval of the recommendation by administration shown on the Agenda. Page 1 of 8
Unless otherwise stated in the approved motion, by approving a matter the Board of Trustees delegates to the superintendent or designee as applicable, (1) the authority to negotiate and sign any resultant agreements/contract(s); (2) the authority to extend the contract, on the same or reasonably similar terms and conditions, if mutually agreeable by both parties, not to exceed 120 days (as applicable); and (3) the authority to establish the funding sources and make any necessary budget transfers, subject to Board approval of any budget amendment(s) requiring such approval. 1. Board of Trustees - Workshop - Feb 28, 2018 6:00 PM Minutes of the February 28, 2018 Evaluation Instrument Board Workshop. 2. Board of Trustees - Workshop - Mar 5, 2018 6:00 PM Minutes of the March 5, 2018 Board Workshop. 3. Board of Trustees - Special Meeting - Mar 28, 2018 5:30 PM Minutes of the March 28, 2018 Nomination of Superintendent of the Year Special Meeting. 4. Board of Trustees - Workshop - Apr 16, 2018 6:00 PM Minutes of the April 16, 2018 Board Workshop. 5. Board of Trustees - - Apr 18, 2018 6:00 PM Minutes of the Regular April 18, 2018 Board meeting. 6. TEA Attendance Waiver Applications. Recommendation by administration: Approve a low attendance waiver application given the special circumstances as described for each campus. Rationale: TEA allows a waiver to be requested if attendance on a particular instructional day falls 10% or more below the average attendance rate from the previous school year due to a weather, health, or safety issue. This request concerns seven campuses that had special circumstances for a health or safety issue. (Division of Operations - TIS) 7. Resolution to Set the General Fund Committed Fund Balance. Recommendation by administration: Approve a resolution setting the general fund committed fund balance at $17,536,955 as shown on the Resolution in the backup materials. Rationale: The Governmental Accounting Standards Board ("GASB") Statement 54 requires that commitments of fund balances be adopted by formal action at the highest level of decision making. (Finance) 8. Amended Resolution - Investment Training Providers. Recommendation by administration: Amend annual resolution approved in January, 2018 to add the Texas Municipal League as independent source of instruction for investment training. Page 2 of 8
Rationale: Chapter 2256.005 (e) of the Texas Government Code, as amended, requires the treasurer or chief financial officer of a local government to attend an investment training session from any independent source and for the governing body to approve such training sources. This amendment adds the Texas Municipal League as an additional training provider. (Finance) 9. Monthly Financial Updates to include Quarterly Investment Report for March, 2018. Recommendation by administration: Accept monthly Financial Statements, Quarterly Investment Report and Bond Project Budget Report for March, 2018. Rationale: Each month, financial statements are prepared to provide the Board of Trustees a summary of the District s financial position and status of bond project budgets. (Finance) 10. Budget Amendments requiring board approval. Recommendation by administration: Approve budget amendments requiring board approval. Rationale: Budget amendments are presented to the Board under policy CE which requires prior approval of any changes increasing functional expenditures or other uses; revenue or other resources estimates; or affecting the fund balance. (Finance - Budget) 11. Donation to North Star Elementary School. Recommendation by administration: Accept a donation to the district for the benefit of North Star Elementary from Team 1st Technologies, LLC of a Qomo Journey 13 Interactive Display with mobile cart, valued at $5,099. Rationale: Per Policy CDC (Local), this proposed gift over $5,000 requires Board approval. Policy requires that donations be made to the district. (Finance) 12. Approval of award of Cooperative Requisitions for purchase of Furniture. Recommendation by administration: Approve award of YISD Cooperative Requisitions with Meteor Education for the purchase of furniture for various schools for a not to exceed amount of $2,500,000 from local funds through a purchasing cooperative, contingent upon form 1295 Certificate of Interested Parties. Rationale: This purchase will address the replacement of outdated elementary school classroom furniture for 131 classrooms at Ramona, Pebble Hills, Pasodale, and Ysleta Elementary Schools in fall 2018. This represents the first year in a five-year plan to replace outdated furniture in elementary school classrooms across the district. (Division of Operations/Elementary Schools) Page 3 of 8
13. Approval of award of YISD Contract #20180172, with Tornillo Independent School District. Recommendation by administration: Approve award of YISD Contract #20180172, with Tornillo Independent School District, to provide/share purchasing acquisitions between participating governmental entities, to commence on the date it is executed by both parties and continue in effect for a period of one year and will thereafter automatically renew for successive one-year terms unless terminated in accordance with the contract provisions at no cost to the district. Rationale: Pursuant to Chapter 791 of the Texas Government Code governmental entities can enter into an Interlocal Contract to cooperate in providing administrative functions. This agreement sets forth the terms and conditions upon which Ysleta ISD and Tornillo ISD may purchase goods and services competitively procured by the other entity. (Finance) 14. Approval of award of YISD Contract #20180191, with Apple Inc. Recommendation by administration: Approve award, execution, and delivery of YISD Contract #20180191, Master Lease Agreement No. 9680919, with Apple, Inc. for leasepurchase of teacher laptops during a period of 48 months from the commencement date which shall be the date of delivery, and authorize the Superintendent or designee on behalf of YISD to execute the Master Lease Agreement, the related Schedule(s), and all agreements, documents, and instruments in connection therewith, at a cost not to exceed $518,875.30 per year from local funds. Rationale: Board approval for the lease-purchase of these laptops was obtained on April 18, 2018. Additional Board approval is being sought because the lessor under the leasepurchase requires various specific approvals and representations. Legal counsel has reviewed and approved the documents as to form. 15. Approval of award of YISD Contract #20180192, with Dell Financial Services, L.L.C. Recommendation by administration: Approve award, execution, and delivery of YISD Contract #20180192, Master Lease Agreement No. 56608175-42950, with Dell Financial Services, L.L.C. for lease-purchase of teacher laptops during a period of 48 months from the commencement date which shall be the date of delivery, and authorize the Superintendent or designee on behalf of YISD to execute the Master Lease Agreement, the related Schedule(s), and all agreements, documents, and instruments in connection therewith, at a cost not to exceed $114,650.76 per year from local funds. Rationale: Board approval for the lease-purchase of these laptops was obtained on April 18, 2018. Additional Board approval is being sought because the lessor under the leasepurchase requires various specific approvals and representations. Legal counsel has reviewed and approved the documents as to form. Page 4 of 8
VIII. PULLED CONSENT AGENDA ITEMS Unless otherwise stated in the approved motion, by approving a matter the Board of Trustees delegates to the superintendent or designee as applicable, (1) the authority to negotiate and sign any resultant agreements/contract(s); (2) the authority to extend the contract, on the same or reasonably similar terms and conditions, if mutually agreeable by both parties, not to exceed 120 days (as applicable); and (3) the authority to establish the funding sources and make any necessary budget transfers, subject to Board approval of any budget amendment(s) requiring such approval. IX. POLICY ACTION ITEMS Adoption or amendment of Local policies becomes effective upon Board approval or at a future date designated by the Board at the time of approval. TASB Legal Policies are effective immediately without Board action. TASB Vantage Points and Explanatory Notes describe changes to Legal policies. Legal policies and Board adopted Local policies must be read together for a full understanding of a topic. All matters listed under the Policy Action Item can be considered by the Board of Trustees to be enacted by one motion. There will be no separate discussion of these items. If discussion is desired on a specific item(s), that item will be removed from the Policy Action Items and considered separately. Board approval will be approval of the recommendation by TASB with possible Ysleta Specific Language recommended by administration shown on the Agenda. 1. Policy DEAA (Local) Recommendation by administration: Approve Ysleta specific addition of a section entitled Early Notice Incentive to Policy DEAA (Local), Compensation Plan: Incentives and Stipends. Rationale: This policy change authorizes inclusion of early notice incentives in the Compensation Plan to assist the district with staffing planning. Should the Board authorize the Compensation Plan for a given year to include it, the Compensation Plan may include a temporary modification of the provisions under Policy DEC (Local) for payment of accumulated unused sick leave to eligible retiring employees. 2. Policy DEC (Local), Compensation and Benefits: Leaves and Absences. Recommendation by administration: Approve revisions to Ysleta-specific provisions for reimbursement of leave upon retirement in Policy DEC (Local), Compensation and Benefits - Leaves and Absences. Rationale: This policy change authorizes a temporary modification of the provision for reimbursement of leave upon retirement as may be provided in Policy DEAA (Local), Compensation Plan: Incentives and Stipends. X. PUBLIC HEARING As a taxing entity, the District is required to provide an annual forum for the public to provide input on the District s proposed budget. 1. Public Hearing - Proposed Budget 2018-19 Page 5 of 8
XI. ACTION ITEMS Unless otherwise stated in the approved motion, by approving a matter the Board of Trustees delegates to the superintendent or designee as applicable, (1) the authority to negotiate and sign any resultant agreements/contract(s); (2) the authority to extend the contract, on the same or reasonably similar terms and conditions, if mutually agreeable by both parties, not to exceed 120 days (as applicable); and (3) the authority to establish the funding sources and make any necessary budget transfers, subject to Board approval of any budget amendment(s) requiring such approval. 1. Adopt the 2018-19 Official Budget. Recommendation by administration: Approve a resolution adopting the 2018-19 Official Budget including the General Fund Budget, the Child Nutrition Services Budget, and the Debt Service Budget, by fund and function as shown on Schedule A to the Resolution, and which Official Budget includes (i) recommended appropriations listed by Administration; (ii) the 2018-19 annual compensation plan specifying the Salary Schedule for teachers, nurses, and librarians, and compensation to other employees, including any salary increase; and (iii) any additional compensation payable to employees such as a one-time lump-sum. Rationale: The Texas Education Code, Sections 44.002 through 44.005, requires the annual budget be prepared by June 19 of each year. Further, TEA requires the Board of Trustees to formally adopt the budgets for the General Fund, Food Service Fund and Debt Service Fund no later than June 30. (Finance - CFO) 2. Approval of award of YISD Solicitation #218015RFP, Video Scoreboards. Recommendation by administration: Approve award of award under YISD Solicitation #218015RFP, with vendor(s) as shown on solicitation documents, for Video Scoreboards, for a not to exceed amount of $2,015,526.17 from bond funds for technology, contingent upon final negotiations, in-house counsel review, and 1295 certificate of interested parties. Rationale: Scoreboard technology has changed significantly since scoreboards were installed at the seven comprehensive high schools, in most cases over a decade ago. To provide a state of the art experience and to match the newly updated stadiums, administration recommends replacement of the outdated systems with new digital LED scoreboards and sound systems at all seven high schools. These scoreboards will provide a Jumbotron-like experience with live feed capability, playback highlights, player profiles, and opportunities to generate third-party advertising revenue. Video and ad content can be generated at the district level and also by the individual campuses, including by students in CTE classes on video and audio production. The vendor is required to deliver the scoreboards by early August 2018 and provide training on use. A separate solicitation and contract will be used to install the scoreboards at all seven sites, which could as much as $750,000 to the total cost of the initiative, depending on site conditions. (Division of Operations and Technology Information Systems) Page 6 of 8
3. Approval of award of Phase #2 - Solicitation #Bond-22-RFQ, BP17 Bel Air HS Gymnasium Addition & Renovations. Recommendation by administration: Consider and take possible action to approve award of Phase #2 of awarded YISD Solicitation #Bond-22-RFQ, BP17- Bel Air HS Gymnasium Addition & Renovations - Carroll Dibler Bel Air Gym, for $7,120,763.00 from bond funds, towards the Guaranteed Maximum Price (GMP), with the remaining packages totaling the Guaranteed Maximum Price (GMP) and estimated Cost of Construction presented at subsequent board meetings. Rationale: This is the second of several phases of the project. Phase #2 includes the earthwork and structural steel to allow timely construction of the new athletic facility. The final GMP will be set when all phases have been bid. (Division of Operations - Facilities and Construction/VLK) 4. Ratification of award of Change Order #9 to YISD Contract # 20170208, with AO General Contractor, Inc. Recommendation by Administration: Ratify award of Change Order #9 to YISD Contract #20170208 with AO General Contractor, Inc. to increase the fee by an amount of $23,327 for Tierra Del Sol and Desertaire ES additions and renovations project, from various District funds. Rationale: This additional work was required to successfully complete the HVAC upgrade at the Library area of the Tierra del Sol campus. As this work was local funded, change orders were tracked separately for the HVAC portion of the project from the Bond funded portion of the project. This additional cost exceeded the 5% threshold on the HVAC portion of the work, requiring Board approval. (Division of Operations/VLK) 5. Approval of award of Amendment #2 to YISD Contract #20120463, with City of El Paso. Recommendation by administration: Approve of award of Amendment #2 to YISD Contract #20120463, Inter-Governmental Agreement with the City of El Paso, for the District to construct and/or contribute to improvements on City park property, for a total cost not to exceed $225,000, and for joint use of the park property, with a finding that such improvements, use of the property for drainage, and the joint use of such park property will benefit the adjacent district property of Thomas Manor Elementary School. Rationale: This concept was presented to and approved by the Board in March 2017, with the statement that the item would return to the Board when finalized. City Council has already approved the agreement. El Paso Water Utilities will be doing the park improvements while the district will be building the enclosing rock wall, within the maximum cost to YISD. (Division of Operations) Page 7 of 8
XII. CLOSED EXECUTIVE MEETING The following matters are posted for closed meeting to be discussed under one or more of the following Sections of the Texas Government Code: Attorney Consultation Section 551.071 and Personnel Matters Section 551.074 Should any final action, decision, or vote be required in the opinion of the School Board with regard to any matter considered in such closed meeting, then the School Board may take action, decision, or a vote on a matter posted below for closed meeting when it reconvenes in open session. 1. Discuss with legal counsel the proposed non-renewal of the term employment contract of a Fine Arts Teacher. 2. Discuss with legal counsel the proposed non-renewal of the term employment contract of a Special Education Teacher at Parkland Pre-K Center. XIII. ACTION (AFTER CLOSED SESSION) Unless otherwise stated in the approved motion, by approving a matter the Board of Trustees delegates to the superintendent or designee as applicable, (1) the authority to negotiate and sign any resultant agreements/contract(s); (2) the authority to extend the contract, on the same or reasonably similar terms and conditions, if mutually agreeable by both parties, not to exceed 120 days (as applicable); and (3) the authority to establish the funding sources and make any necessary budget transfers, subject to Board approval of any budget amendment(s) requiring such approval. 1. Consider and take possible action to approve the proposed non-renewal of the term employment contract of a Fine Arts Teacher. 2. Consider and take possible action to approve the proposed non-renewal of the term employment contract of a Special Education Teacher at Parkland Pre-K Center. XIV. ADJOURNMENT This notice has been publicly posted at the administrative offices of the Ysleta Independent School District, 9600 Sims, El Paso County, Texas, seventy-two (72) hours in advance of the above meeting, as required by the following sections of the Texas Government Code:551.041 and 551.043. During the regular school year, this notice is also posted at all school district high schools. TENTATIVE JUNE ITEMS 1. Policy FNCA Local Student Conduct, Dress Code 2. Board Self-Evaluation Page 8 of 8