ALVIN INDEPENDENT SCHOOL DISTRICT BOARD OF TRUSTEES PUBLIC HEARING REGARDING 2020-2021 ALVIN ISD BUDGET FOLLOWED BY A REGULAR MEETING June 9, 2020 Official Agenda 7:00 PM
Notice is hereby given that a Public Hearing to Discuss the 2020-2021 Alvin ISD Budget will be held on Tuesday, June 9, beginning at 7:00 p.m. at the Tommy King Administration Building, 301 East House Street, Alvin, TX followed by the Regular Meeting.
1. Call Meeting to Order and Establish Quorum 2. PUBLIC HEARING TO DISCUSS THE 2020-2021 ALVN ISD BUDGET 3 3. Invocation and Pledge of Allegiance 4. Superintendent's Report 5. Open Forum - Information Only 6. Presentation A. Alvin ISD Education Foundation 5 7. Request to Consider Approval of Consent Agenda Items A. Request to Consider Approval of Board Minutes 6 B. Request to Consider Approval of Donations 14 C. Request to Consider Approval of Contractor Consultant Proposals 15 D. Request to Consider Approval of License Renewal for Skyward Program 20 E. Request to Consider Approval of Sale and Conveyance of Water Line Easement to City of 22 Pearland F. Request to Consider Approval of Waiver to Extend the Due Date of the Audited Annual 25 Financial Report G. Request to Consider Approval of Missed School Days Waiver Due to COVID-19 29 H. Request to Consider Approval of Waiver for 2019-2020 Instructional Materials Inventory 30 8. Request to Consider Approval of Changes to the 2020-2021 District Academic Calendar - 31 Operations Action Item 9. Request to Consider Approval of Optional Flexible School Day Program ADA Funding for 33 the Option's Program 2020-2021 - Operations Action Item 10. Request to Consider Approval of Alvin ISD Budget for Fiscal Year 2020-2021 - Business 47 Action Item 11. Request to Consider Approval of Property Insurance, Worker's Compensation Third Party 50 Administrator Services and Worker's Compensation Stop Loss - Business Action Item 12. Request to Consider Approval of Employment of Personnel - Personnel Action Item 62 13. Presentation A. Templeton Demographics Related to Changing District Residential Forecast and Future 63 Enrollment Growth Projections 14. Future Agenda Items 15. Adjournment
If, during the course of the meeting covered by this Notice, the Board of Trustees should determine that a closed or executive meeting or session of the Board of Trustees is required, then such closed or executive meeting or session as authorized by the Texas Open Meetings Act, Texas Government Code Section 551.001 et seq., will be held by the School Board at the date, hour, and place given in this Notice or as soon after the commencement of the meeting or session concerning any and all purposes permitted by the Act, including, but not limited to the following sections and purposes:
Texas Government Code Section:
551.071 Private consultation with the board’s attorney. 551.072 Discussing purchase, exchange, lease, or value of real property. 551.073 Discussing negotiated contracts for prospective gifts or donations. 551.074 Discussing personnel or to hear complaints against personnel. 551.075 To confer with employees of the school district to receive information or to ask questions. 551.076 Considering the deployment, specific occasions for, or implementation of, security personnel or devices. 551.082 Considering the discipline of a public school child, or complaint or charge against personnel. 551.083 Considering the standards, guidelines, terms, or conditions the board will follow, or will instruct its representatives to follow, in consultation with representatives of employee groups. 551.084 Excluding witnesses from a hearing.
Should any final action, final decision, or final vote be required in the opinion of the School Board with regard to any matter considered in such closed or executive meeting or session, then the final action, final decision, or final vote shall be either:
(a) In the open meeting covered by the Notice upon the reconvening of the public meeting; or (b) at a subsequent public meeting of the School Board upon notice thereof; as the School Board shall determine.
Alvin Independent School District June 9, 2020
To Alvin ISD Board of Trustees
Agendum Public Meeting to Discuss Budget
Category Business
Resource Personnel Daniel Combs, Ed.D., Chief Financial Officer
Attachments Notice of Public Hearing Rationale Our Annual Public Hearing on Budget is required to provide opportunity for comment. The information covered in our prior Budget Workshops will be summarized and presented. We published the Notice of Budget and Tax Rate in the Brazosport Facts. The notice is attached. The information is based on preliminary taxable values within the required time frame. If the change in final values requires a higher tax rate, we are required to republish the notice prior to the adoption of the tax rate.
District Goal(s) Fiscal Responsibility
Budget Implications None
Recommendation or None Proposed Motion
3 NOTICE OF PUBLIC MEETING TO DISCUSS BUDGET AND PROPOSED TAX RATE The ALVIN INDEPENDENT SCHOOL DISTRICT will hold a public meeting at 07:00pm, June 09, 2020 in Alvin ISD Tommy King Administration Building 301 E House Street in Alvin Texas 77511. The purpose of this meeting is to discuss the school district's budget that will determine the tax rate that will be adopted. Public participate in the discussion is invited.
The tax rate that is ultimately adopted at this meeting or at a separate meeting at a later date may not exceed the proposed rate shown below unless the district publishes a revised notice containing the same information and comparisons set out below and holds another public meeting to discuss the revised notice. Maintenance Tax $1.034700/$100 (proposed rate for maintenance and operations) School Debt Service Tax $0.363000/$100 (proposed rate to pay bonded indebtedness) Approved by Local Voters Comparison of Proposed Budget with Last Year's Budget The applicable percentage increase or decrease (or difference) in the amount budgeted in the preceding fiscal year and the amount budgeted for the fiscal year that begins during the current tax year is indicated for each of the following expenditure categories. Maintenance and operations 1.32% increase Debt Service 3.80% increase Total expenditures 1.72% increase
Total Appraised Value and Total Taxable Value (as calculated under Section 26.04, Tax Code) Preceding Tax Year Current Tax Year Total appraised value* of all property $12,078,347,286 $14,163,235,999 Total appraised value* of new property** $501,193,870 $479,300,136 Total taxable value*** of all property $9,826,455,202 $11,597,759,282 Total taxable value*** of new property** $447,649,024 $471,661,893
*Appraised value is the amount shown on the appraisal roll and defined by Section 1.04(8), Tax Code. **"New property" is defined by Section 26.012(17), Tax Code. ***"Taxable value" is defined by Section 1.04(10), Tax Code. Bonded Indebtedness Total amount of outstanding and unpaid bonded indebtedness* $796,295,000 *Outstanding principal. Comparison of Proposed Rates with Last Year's Rates Maintenance & Interest & Sinking Total Local Revenue Per State Revenue Per Operations Fund* Student Student Last Year's Rate $1.068300 $0.329400* $1.397700 $5,287 $7,212
Rate to Maintain Same Level of Maintenance & $0.983840 $0.523620* $1.507460 $5,905 $7,300 Operations Revenue & Pay Debt Service Proposed Rate $1.034700 $0.363000* $1.397700 $5,478 $7,378 *The Interest & Sinking Fund tax revenue is used to pay for bonded indebtedness on construction, equipment, or both. The bonds, and the tax rate necessary to pay those bonds, were approved by the voters of this district.
Comparison of Proposed Levy with Last Year's Levy on Average Residence Last Year This Year Average Market Value of Residences $225,302 $247,217 Average Taxable Value of Residences $179,720 $214,293 Last Year's Rate Versus Proposed Rate per $100 Value $1.397700 $1.397700 Taxes Due on Average Residence $2,511.95 $2,995.17 Increase (Decrease) in Taxes $483.23 Under state law, the dollar amount of school taxes imposed on the residence homestead of a person 65 years of age or older or of the surviving spouse of such a person, if the surviving spouse was 55 years of age or older when the person died, may not be increased above the amount paid in the first year after the person turned 65, regardless of changes in tax rate or property value.
Notice of Voter-Approval Rate: The highest tax rate the district can adopt before requiring voter approval at an election is $0.930000. This election will be automatically held if the district adopts a rate in excess of the voter-approval rate of $1.397700. Fund Balances The following estimated balances will remain at the end of the current fiscal year and are not encumbered with or by a corresponding debt obligation, less estimated funds necessary for operating the district before receipt of the first state aid payment. Maintenance and Operations Fund Balance(s) $41,640,146 Interest & Sinking Fund Balance(s) $18,495,629 A school district may not increase the district's maintenance and operations tax rate to create a surplus in maintenance and operations tax revenue for the purpose of paying the district's debt service. 4 Alvin Independent School District June 9, 2020
To AISD Board of Trustees
Agendum Alvin ISD Education Foundation
Category Presentation
Resource Personnel Sheila Olson, Alvin ISD Education Foundation
Attachments None Rationale The Alvin ISD Education Foundation is a non-profit educational corporation organized in 1998 for educational and charitable purposes exclusively for the benefit of the Alvin ISD.
The Memorandum of Understanding that the Foundation has with the District states: The Foundation shall annually provide a cost-benefit evaluation to the District regarding the Districts investment in the Foundation and the Foundation’s use of this investment for educational or public purposes. This evaluation shall be presented annually to the Alvin ISD Board of Trustees at a Public Meeting.
David Becker, the Foundation President, along with Sheila Olson, will give the presentation.
Budget Implications None
Recommendation or None Proposed Motion
5 RReegguullaarr BBooaarrdd MMeeeettiinngg MMaayy 1122,, 22002200 On May 12, 2020 the Alvin ITEM B – REQUEST TO CONSIDER Independent School District Board APPROVAL OF PROPERTIES IN of Trustees met for a Regular TRUST Meeting with the following members This property, account number present: 3940-0058-000 is 0.1118 acres of land. Earl Humbird, Tiffany The legal description of the property Wennerstrom, Cheryl Harris and is ENCHANTED EDGEWATER Regan Metoyer Peterson (LIVERPOOL) BLK 2 LOT 11 (IN TRUST 93T5270). The physical Trustee’s Scheibel, Tonini and address is TREASURE DR. Pickren joined the meeting virtually Offer: $400 via teleconference. Superintendent Nelson and other administrative This property, account number staff were present. 3940-0059-000 is 0.1178 acres of land. ITEMS #1 & #2 - CALL TO ORDER, The legal description of the property INVOCATION & PLEDGE is ENCHANTED EDGEWATER President Humbird called the (LIVERPOOL) BLK 2 LOT 12 (IN meeting to order and stated that a TRUST 93T5270). The physical quorum of Board members was address is TREASURE DR. present, notice was duly posted, Offer: $400 and the meeting was called to order in accordance with the Texas Open This property, account number Meetings Act, Texas Government 3940-0060-000 is 0.0967 acres of Code Section 551.001. Trustee land. Metoyer Peterson gave the The legal description of the property invocation and the Valedictorians is ENCHANTED EDGEWATER and Salutatorians from each Alvin (LIVERPOOL) BLK 2 LOT 13 (IN ISD High School joined the meeting TRUST 93T5270). The physical virtually and led the pledge. address is TREASURE DR. Offer: $400 ITEM #3 – OPEN FORUM No Open Forum requests were This property, account number submitted. 3940-0061-000 is 0.0841 acres of land. ITEM #4 – REQUEST TO The legal description of the property CONSIDER APPROVAL OF is ENCHANTED EDGEWATER CONSENT AGENDA ITEMS A – H (LIVERPOOL) BLK 2 LOT 14 (IN Trustee Metoyer Peterson made a TRUST 93T5270). The physical motion to approve Consent Agenda address is TREASURE DR. Items A-H. Trustee Harris Offer: $400 seconded the motion. Motion carried unanimously (7-0). The Board was asked to approve the recommendation of the Brazoria ITEM A – REQUEST TO CONSIDER County Property Tax Resale APPROVAL OF BOARD MINUTES Committee and to approve the sale Minutes from the following Board of these properties. Meetings were submitted for approval: ITEM C – REQUEST TO CONSIDER April 14, 2020 APPROVAL OF CONTRACTOR May 6, 2020 CONSULTANT PROPOSALS Eight proposals were received for service commodity codes as classified under the contractor consultant proposals for a one-year
6 Page 2 Regular Board Meeting May 12, 2020 non-exclusive award with the option (See Attached) to renew for an additional two years. ITEM F – REQUEST TO CONSIDER ITEM D – REQUEST TO CONSIDER APPROVAL OF DISTRICT APPROVAL OF TRANSPORTATION INVESTMENT POLICY, REQUEST FOR PROPOSAL INVESTMENT FIRMS AND Pursuant to Texas Education Code TRAINING SOURCES 44.031., contracts for the purchase Annually, the Board is required of goods and services valued at to review the investment policy, $50,000 or more will be presented brokers/pools/investment firms for award based on an approved and investment training sources competitive bidding methods. The to be used for the next calendar RFP for Transportation #2005 year. Automotive & Bus Fuel RRFP meets these requirements and is a non- The following list of qualified exclusive proposal. Ten qualified brokers, pools and investment proposals were received. This firms that are authorized to proposal is requested for award engage in investment under a one-year contract with a transactions for the calendar two-year renewal extension as long year: as both parties agree to the terms of Lone Star/First Public contract for use on an as needed TCG Advisors/TD Ameritrade basis and funds are available for Texas Class/Public Trust Advisors Texas Fixed Income Trust/Water Walker these commodities. Renewal of this Investments contract is not anticipated until Texas Term/PFM Asset Management LLC Texpool/Federated April, 2023. TexStar/JP Morgan Wells Fargo ITEM E – REQUEST TO CONSIDER APPROVAL OF EMERGENCYSou Sources for investment training for PURCHASES RELATED TO investment officers. DISASTER RESPONSE If in an emergency, the ASBO – Association of School Business Officials First Public, LLC Superintendent is absent and GFOA – Government Finance Officers Association unavailable by normal HCDE – Harris County Department of Education communication systems, the PFM Asset Management, LLC Public Trust Advisors Superintendent’s designated back Region IV Education Service Center up authorities may execute TASA – Texas Association of School emergency contracts or make Administrators TASB – Texas Association of School Boards emergency purchases up to TASBO – Texas Association of School Business $1,000,000. Officials Texas State University/Texas State University Hobby Center for Public Service The Superintendent will designate University of North Texas Center for Public from the list below any purchase Management made in accordance with this Water Walker Investments Weaver, LLC provision and it shall be reported at Whitley Penn Certified Public Accountants the Board Meeting following the purchase. ITEM G – REQUEST TO CONSIDER Superintendent Cabinet Members APPROVAL OF BACKUP Director of Building Programs SUBMITTER FOR TEAL Director of Maintenance & Operations Director of Purchasing ACCOUNTS Director of Transportation As Primary Request Submitters, District Superintendents and heads The Superintendent may intervene of other organizations provide the to alter, reduce, or halt the response first line of approval for access to for facility repair, recovery and TEA applications. For large replacement at any time. organizations, the Superintendent
7 Page 3 Regular Board Meeting May 12, 2020 may wish to approve backup academic year. AISD has policy request submitters to ensure that FFAA (LOCAL) that requires each staff requests are processed in a student to have an annual physical timely manner. prior to UIL athletic or marching participation. Superintendent Nelson would like to appoint, Brent Shaw, as the backup This resolution would adjust the TEAL submitter for the District. requirement for physicals to 7th grade students who have not had a The approval for backup submitters prior pre-participation physical, will be made on a calendar year and/or students who answer yes to basis and the access will be one of the six health screening terminated one calendar year form questions required by UIL. Board approval date. (See attached Resolution) The Superintendent is still fully liable for the actions of his/her Trustee Wennerstrom made a backups. motion to approve administrations recommendation to approve the ITEM H – REQUEST TO resolution to modify FFAA (Local) for CONSIDER APPROVAL OF THE one year and align with UIL WAIVER OF UIL ELIGIBILITY FOR standard for student pre- EXTRA-CURRICULR ACTIVITIES participation physicals. Trustee FOR THE 2020-2021 SCHOOL Scheibel seconded the motion. YEAR Motion carried unanimously (7-0). The following are identified as honors classes as referred to in the ITEM #6 – REQUEST TO Texas Education Code 33.081(d)(1), CONSIDER APPROVAL OF AWARD concerning extracurricular OF CONTRACT FOR activities: CONSTRUCTION, PAVING & DRAINING IMPROVEMENTS TO All College Board Advanced Placement SERVE ALVIN ISD’S EC MASON courses in all disciplines ELEMENTARY REPLACEMENT High School / College concurrent enrollment CAMPUS classes that re included in the “Community College General Academic Course Guide Competitive Sealed proposals were Manual (Part One)” in the subject areas of st English language arts, mathematics, science, received on April 21 for the offsite social studies, and languages other than civil improvements to serve Alvin English. ISD’s EC Mason Replacement The attached junior high and high Campus in Manvel. school lists have course recommendations for approval. Trustee Harris made a motion to These courses are eligible for a approve a contract award to Lucas waiver form UIL eligibility. Construction for the not to exceed sum of $941,223.50 and authorize ITEM #5 – REQUEST TO the Superintendent or her designee CONSIDER ADOPTING to execute the final negotiated RESOLUTION TO ADJUST FFAA contract. Trustee Metoyer Peterson (LOCAL) AS IT RELATES TO seconded the motion. Motion STUDENT ANNUAL PRE- carried unanimously (7-0). PARTICIPATION PHYSICALS FOR UIL COMPETITION DURING THE ITEM #7 – REQUEST TO 2020-2021 ACADEMIC YEAR CONSIDER APPROVAL OF Due to the situation surrounding DENTAL INSURANCE COVID-19 and the limit on mass The Risk Management office gatherings, UIL has adjusted the received and completed their review guidance on pre-participation of the proposals for Dental physicals for the 2020-2021 Insurance and has recommended
8 Page 4 Regular Board Meeting May 12, 2020 moving to United HealthCare. UHC actions as outlined in the came in with a competitive 4.5% certificates of order which were rate increase over current, a very presented. Trustee Harris seconded large network, and a three year rate the motion. Motion carried guarantee with the option of unanimously (7-0). renewing for year 4 and year 5, each with an 8% cap. ITEM #9 – REQUEST TO CONSIDER APPROVAL OF Trustee Wennerstrom made a EMPLOYMENTS motion to approve United Health As Presented Care as the District’s dental insurance. Trustee Harris seconded Trustee Harris made a motion to the motion. Motion carried approve the employment of unanimously (7-0). personnel as presented. Trustee Wennerstrom seconded the motion. ITEM #8 – REQUEST TO Motion carried unanimously (7-0) CONSIDER APPROVAL OF BOND SALES AUTHORIZATION ITEM #10 - REQUEST TO The Board of Trustees was provided CONSIDER APPROVAL OF FULL- an order which outlines certain DAY PRE-K TEACHING UNITS AND parameters for the bonds; SPECIAL PROGRAM TEACHING authorizing a pricing officer to UNITS FOR 2020-2021 SCHOOL approve the amount, the interest YEAR rate, price and terms thereof and Due to the implementation of Full- certain other procedures and Day Pre-K and the need for provision related thereto; levying a additional staff to support the tax and providing for the security increase of students enrolled in and payment of such bonds; and special programs for the 2020-2021 enacting other provisions thereto. school year; administration requested forty teaching units at This bond sale will be for an amount this time. not to exceed $205,000,000 which includes new money of Trustee Harris made a motion to $133,495,000 for authorized approve the request of classroom construction and refunding for teaching units for full day Pre-K and $71,505,000 Series 2010, Series Special Programs, so campuses may 2010B (Build America Bonds) and begin posting and interviewing Variable Rate Series 2014B – 2036 possible candidates. Trustee Maturity. Wennerstrom seconded the motion.
If not refunded by the bonds in the It was noted that all Alvin ISD Title I preceding paragraph, the 2014B campuses will have full-day Pre-K. Remarketing Parameter order It was also further noted that if all provides for the conversion to a of the requested positions are not term rate of a portion of the Alvin needed the money for these Independent School District variable positions will be rolled back into the rate unlimited tax schoolhouse 2020-2021 school year’s budget. bonds, series 2014B; authorizing and ratifying certain actions of Motion carried unanimously (7-0). authorized representatives of the district with regard to such ITEM #11 – REQUEST TO conversion; and enacting other CONSIDER APPROVAL OF provisions relating thereto. ADMINISTRATIVE APPOINTMENT Principal / Hasse Elementary Trustee Metoyer Peterson made a Administration recommended Kristi motion to approve and authorize Froberg to serve in the position of District representatives to take Principal of Hasse Elementary.
9 Page 5 Regular Board Meeting May 12, 2020
Trustee Harris made a motion to ITEM #15 – FUTURE AGENDA approve the recommendation as ITEMS presented. Trustee Scheibel No future agenda items were seconded the motion. Motion requested. carried unanimously (7-0). ITEM #16 – CLOSED EXECUTIVE ITEM #12 – REQUEST TO SESSION CONSIDER APPROVAL OF No Closed Session was conducted. ADMINISTRATIVE APPOINTMENT Principal / EC Mason Elementary ITEM #17 – ADJOURNMENT Administration recommended Trustee Humbird made a motion to Monique Gadson to serve in the adjourn the meeting at 7:27 p.m. position of principal for EC Mason Trustee Metoyer Peterson seconded Elementary. the motion. Motion carried unanimously (7-0). Trustee Metoyer Peterson made a motion to approve the Attest: recommendation as presented. Trustee Wennerstrom seconded the motion. Motion carried unanimously (7-0).
ITEM #13 – REQUEST TO CONSIDER APPROVAL OF
ADMINISTRATIVE APPOINTMENT Earl Humbird, President Principal / Dr. “Red” Duke Elementary Administration recommended Emily Hall to serve in the position of principal for Dr. “Red” Duke Elementary.
Trustee Harris made a motion to ______approve the recommendation as Tiffany Wennerstrom, Secretary presented. Trustee Wennerstrom seconded the motion. Motion carried unanimously (7-0).
ITEM #14 – REQUEST TO CONSIDER APPROVAL OF ADMINISTRATIVE APPOINTMENT Associate Principal / Shadow Creek High School Administration recommended Jade Stenger to serve in the position of associate principal for Shadow Creek High School.
Trustee Wennerstrom made a motion to approve the recommendation as presented. Trustee Metoyer Peterson seconded the motion. Motion carried unanimously (7-0).
10 BBooaarrdd WWoorrkksshhoopp MMaayy 1199,, 22002200 On May 19, 2020 the Alvin Trustee Metoyer Peterson made a Independent School District Board motion to approve Ms. Schewmake of Trustees met for a Workshop as an assistant principal for SCHS. Meeting at 6:30 p.m. in the Central Trustee Pickren seconded the Administration Building, AISD, motion. Motion carried Alvin, Texas, with the following unanimously (6-0). members present: Kenneth Turner – McNair Jr. High Earl Humbird, Tiffany Wennerstrom, Trustee Harris made a motion to Regan Metoyer Peterson, Julie Pickren approve Mr. Turner as an assistant and Cheryl Harris. principal for McNair Jr. High. Trustee Wennerstrom seconded the Nicole Tonini and Vivian Scheibel motion. Motion carried joined the meeting virtually via unanimously (7-0). teleconference. Laura Wilson – Passmore Mrs. Pickren arrived at 6:35 p.m. Elementary (following the vote for Mr. Riley and Trustee Wennerstrom made a Ms. Rios) motion to approve Ms. Wilson as an assistant principal for Passmore Mrs. Tonini arrived at 6:37 p.m. Elementary. Trustee Scheibel (following the vote for Mr. Riley, Ms. seconded the motion. Motion Rios and Ms. Schewmake) carried unanimously (7-0).
Alvin ISD administrative staff were in ITEM #3 – BUDGET WORKSHOP attendance as well. Dr. Daniel Combs, Alvin ISD’s CFO, conducted a Budget Workshop ITEM #1 - CALL TO ORDER outlining the variables regarding the President Humbird called the 2020-2021 Alvin ISD Budget. meeting to order stating that a quorum of Board members were ITEM #5 – ADJOURNMENT present, notice was duly posted, President Humbird made a motion and the meeting was called to order to adjourn the meeting. Trustee in accordance with the Texas Open Metoyer Peterson gave a second to Meetings Act, Texas Government the motion. Motion carried Code Section 551.001. unanimously (7-0).
ITEM #2 – ADMINISTRATIVE Meeting was adjourned at 8:21 p.m. APPOINTMENTS – ASSISTANT PRINCIPALS (5) Attest: Jason Riley – Alvin Elementary Trustee Harris made a motion to approve Mr. Riley as an assistant principal for Alvin Elementary. Trustee Wennerstrom seconded the ______motion. Motion carried Earl Humbird, President unanimously (5-0).
Victoria Rios – Savannah Lakes Trustee Metoyer Peterson made a motion to approve Ms. Rios as an assistant principal for Savannah ______Lakes Elementary. Trustee Scheibel Tiffany Wennerstrom, Secretary seconded the motion. Motion carried unanimously (5-0). Hellen Schewmake – SCHS
11 BBooaarrdd WWoorrkksshhoopp MMaayy 2266,, 22002200 On May 26, 2020 the Alvin Independent School District Board of Trustees met for a Workshop Meeting at 6:30 p.m. in the Central Administration Building, AISD, Alvin, Texas, with the following members present:
Earl Humbird, Regan Metoyer Peterson, Julie Pickren, Cheryl Harris, Nicole Tonini and Vivian Scheibel.
Trustee Wennerstrom arrived at the meeting at 6:37 p.m.
Alvin ISD administrative staff were in attendance as well.
ITEM #1 - CALL TO ORDER President Humbird called the meeting to order stating that a quorum of Board members were present, notice was duly posted, and the meeting was called to order in accordance with the Texas Open Meetings Act, Texas Government Code Section 551.001.
ITEM #2 – BUDGET WORKSHOP Dr. Daniel Combs, Alvin ISD’s CFO, conducted a Budget Workshop #2 outlining the variables regarding the 2020-2021 Alvin ISD Budget.
ITEM #3 – ADJOURNMENT President Humbird made a motion to adjourn the meeting. Trustee Metoyer Peterson gave a second to the motion. Motion carried unanimously (7-0).
Meeting was adjourned at 8:36 p.m.
Attest:
______Earl Humbird, President
______Tiffany Wennerstrom, Secretary
12 BBooaarrdd WWoorrkksshhoopp JJuunnee 33,, 22002200 On June 3, 2020 the Alvin Attest: Independent School District Board of Trustees met for a Workshop Meeting at 12:00 noon in the Central Administration Building, AISD, Alvin, Texas, with the following members present: ______Earl Humbird, Tiffany Wennerstrom, Earl Humbird, President Regan Metoyer Peterson, Cheryl Harris, Nicole Tonini and Julie Pickren.
Vivian Scheibel arrived at 12:06 p.m.
Alvin ISD administrative staff were in attendance as well. ______Tiffany Wennerstrom, Secretary ITEM #1 - CALL TO ORDER President Humbird called the meeting to order stating that a quorum of Board members were present, notice was duly posted, and the meeting was called to order in accordance with the Texas Open Meetings Act, Texas Government Code Section 551.001.
ITEM #2 – OPEN FORUM No Open Forum forms were submitted.
ITEM #3 – DISCUSS INFORMATIONAL ITEMS RELATED TO UPCOMING (June 9, 2020) BOARD AGENDA The June 9, 2020 Board agenda was reviewed and discussed.
ITEM #4 – ADJOURNMENT President Humbird made a motion to adjourn the meeting. Trustee Scheibel gave a second to the motion. Motion carried unanimously (7-0).
Meeting was adjourned at 12:47 p.m.
13 Alvin Independent School District June 9, 2020
To AISD Board of Trustees
Agendum Request to Consider Approval of Donation
Category Business/Action
Resource Personnel Daniel Combs, Ed.D., Chief Financial Officer Attachments
Rationale Pomona Elementary will be receiving a donation from the Pomona Pirate PTO in the amount of $24,950.00. The donation is intended to support the acquisition of a playground shade structure.
Laura Ingalls Wilder Elementary received a donation from the Wilder Elementary PTO. The amount of the donation is $11,472.72 to be used for the purchase of campus furnishings.
District Goal(s) Fiscal Responsibility Budget Implications Increase to available activity funds Recommendation or That the Board approve the two donations as presented Proposed Motion
14 Alvin Independent School District June 6, 2020
To AISD Board of Trustees
Agendum Request to Consider Approval of Contractor Consultant Proposals Category Business / Action Item
Resource Personnel Patrick Miller, Chief of Operations
Attachments Memo from Mickie Dietrich, Director of Purchasing Rationale Twenty Eight (28) proposals were received for service commodity codes as classified under the Contractor Consultant Proposals (2006CS RFP) for a one year non- exclusive award with the option to renew for an additional two years.
We anticipate a single-line item expenditure over $75,000 to Avondale House, CARR Speech Therapy, Communities In School, Imagine Learning, IXL Learning, MSB Consulting and Shiloh Treatment Center for the upcoming school year and request approval of the expenditure per CH (L).
District Goal(s) Fiscal Responsibility
Budget Implications None
Recommendation or That the Board approves the Contracted Services as Proposed Motion presented.
15
ALVIN INDEPENDENT SCHOOL DISTRICT
Mickie Dietrich Director of Purchasing Jennifer Ortiz Contract Specialist
May 15,, 2020
TO: Patrick Miller
FROM: Mickie Dietrich, Jennifer Ortiz
RE: June 2020 Contract Submissions ● Contractor Consultant Proposal (CCP)– #2006CS RFP ______
Policies and procedures have been established to provide for any and all Service Contract Proposals to be extended monthly for board award due to the total aggregates in any given category being over the $50,000 threshold pursuant of 44.031 (a) and 44.031(f). These are May’s submissions for award by the board at the June board meeting.
All proposals and agreements were extended meeting the specified commodity code qualifications identified per contracts. The proposals and agreements were made available on the Alvin ISD Website, as well as, staff were informed of the proposal process and encouraged to contact vendors.
We are requesting all proposals to be awarded as NON-EXCLUSIVE contracts as one by which multiple vendors may be designated as suppliers for the items covered under the terms of the contract for the duration of said contract.
Contracted Consultant Proposal (CCP) – #2006CS RFP
Under the guidance 44.031(a) (2), these contracts will be for a one (1) year term beginning the date the RFP is awarded by the board, with the option to renew for an additional two (2) years should all parties be in agreement for a NON- EXCLUSIVE AWARD.
Contracted Service Providers will be used on an as needed basis throughout the District. The services and commodity codes included in the CCP are listed below:
COMMODITY SUB-CATEGORY DESCRIPTION CODE BLDGINSPCER Inspection & Certification Services as per TDLR and TAS standards; Conduct On Site Inspections CONSULTADMIN Consulting Service - Administrative, Board Training, Facilitate Community Advisory Council, Bond Planning CONSULTOTHR Consulting Services – Not Otherwise Classified CONSULCHEER Consulting and Training for Student Cheer and Team Building CONSULTINSR Insurance Consulting CONSULTRAFF Traffic Consulting - Design Service FAACCOMPAMI Accompanist Services
301 E. House St. ♦ Alvin, TX 77511 ♦ 281-824-0567 ♦ FAX 281-585-4567 Physical Address: 2200 Stapp Maxwell, Alvin, Texas
16
FACHOREOGR Choreography Band/Drill/Color Guard, Music Tuning Band Visual Design FACLINICIAN Professional Services - Not Otherwise Classified including Clinicians, Private Music Lessons, Clinic Choir; Consult with Directors FACOSTUMES Costumes and Accessories to include Alterations FAEQUPSRV Fine Arts – Misc. Fine Arts General Supplies/Equipment Repair Services FAMUSPROD Music Production Services Video Streaming/Taping; Writing of Music; Percussion Tech FAPIANOTUN Piano Tuning FATHEATSRV Theatrical Services - Video Taping, Audio Technicians and Recording - Video Tape Meetings, Provide Streaming and Archives FINAUDIT Accounting Services - Auditing, A/P Auditing INSTTRAIN Instructional Training for Testing /PSAT/SAT/ACT INSTTRNSGGP Classroom Instructional Training within a Single group, Video Conference, Kickstart, Communities in Schools MNTGENEREP Generator Maintenance Repairs and Services NEWSWRITE Newspapers Publications Advertising, Provide Athletic Reviews; Media Release PHOTOGROUP Photography Services SERVASSEMBL Assemblies – Student Programs; Theatre Groups; Authors Visits; Motivational Speaking; Student Training with Multi Groups in one setting SERVCALIBRATE Equipment Maintenance & repair to include Calibration SERVDISCJOC Disc Jockeys/Emcees - Music, uplighting, monogram, lasers, video, DJ services, party/prom set-up, Presentations/Entertainment/Educational SERVJUDGES Professional Services Judges - Auditions, Art Shows, Cheerleading, Sight Reading, Science Projects SERVMISC Misc. Services Not Otherwise Classified SERVRECMGMT Records Management to Include Shredding SERVTRANSLA Translation Services SPEDAUTISMED Educational and Related Services for Students with AutismSPEDAUTISM SPEDBILASSM Bilingual Assessment/Diagnosis or Evaluations SPEDDIAGSER Diagnostician SPEDINHOME In-Home/Parent Training Services SPEDINTERPRET Interpreting Services SPEDLSSPSER Licensed Specialist in School Psychology SPEDMUSTHER Music Therapy Services SPEDNURSERV Skilled Nursing Services SPEDOMSERV Orientation and Mobility Services SPEDOTSERV Occupational Therapy Services SPEDPTSERV Physical Therapy Services SPEDSIGNSERV Sign Language Interpreting SPEDSPEECH Speech Language Pathology Therapy/Evaluation Services SPEDVISSERV Vision Services SPEDVACCIN Vaccination Program Services STAFCONVO General Staff Development - Convocations STAFMOTIVAT Staff Development – Motivational Team Building / Leadership STAFTRAININST Staff Development - Instructional Based Training TECSERVICES Data Processing, Computer Programming and Software Services TECTRNSERV Computer Educational Training Services
301 E. House St. ♦ Alvin, TX 77511 ♦ 281-824-0567 ♦ FAX 281-585-4567 Physical Address: 2200 Stapp Maxwell, Alvin, Texas
17
UILJUDGES UIL Judges
Under the CCP process, we are requesting award for Twenty Eight (28) qualified responding vendors for services outlined under the following commodity codes:
COMPANY NAME CATEGORY COMMODITY CODE SUB-CATEGORY DESCRIPTION aha! Process, Inc. Motivational and STAFMOTIVAT; Emotional Poverty Consulting CONSULTOTHR Training Akoben LLC Instructional STAFTRAININST Redefining Teacher/ Training Student Respect; and Decrease in Suspension Alliance for Multicultural Federal and SPEDINTERPRET; Interpreting Services; Services dba The Alliance Special Programs SERVTRANSLA Translation Services AVID Center Staff Development STAFTRAININST AVID College & Career Readiness System (ACRS) *Avondale House Federal and SPEDAUTISMED Educational and Related Special Programs Services for Students with Autism Sean Bass Fine Arts FACHOREOGR; FAMUSPROD Winter guard drill writing for varsity and junior varsity groups *CARR Speech Therapy Federal and SPEDSPEECH Speech Language Services PLLC Special Programs Pathology Troy Surgener dba Circle S Agriculture Dept. SERVMISC Hay Baling for the Farms District Center for Leadership in School Staff Development CONSULTADMIN; Professional Reform dba Schlechty Center STAFTRAININST Development Cobb Pediatric Therapy Federal and SPEDSPEECH; SPEDOTSERV; Speech Language Services Special Programs SPEDPTSERV; SPEDLSSPSER Pathology; Occupational Therapy; Physical Therapy; Licensed Spec in School Psychology John F Coggin, CPA PLLC Financial Services FINAUDIT Audits & Reviews of Financial Statements *Communities in Schools of Family and INSTTRNSGGP Classroom Instructional Brazoria County Community Training within a Single Engagement Group ELL Services LLC Patricia Bilingual ELL STAFTRAININST Professional Morales Services Development *Imagine Learning Inc. Staff Development INSTTRNSGGP; Classroom Instructional STAFTRAININST Training within a Single Group; Professional Development; Online Learning/Teaching *IXL Learning Inc. Staff Development STAFTRAININST Professional Development; Online Learning/Teaching Bret Kuhn Fine Arts FAMUSPROD Music /Percussion arranging at Alvin HS
301 E. House St. ♦ Alvin, TX 77511 ♦ 281-824-0567 ♦ FAX 281-585-4567 Physical Address: 2200 Stapp Maxwell, Alvin, Texas
18
LanguageUSA Inc. Federal and SPEDINTERPRET Interpreting Services Special Programs Maxim Healthcare Staffing Federal and SPEDSPEECH; SPEDOTSERV; Speech Language Services Inc. Special Programs SPEDPTSERV; SPEDLSSPSER; Pathology; Occupational SPEDDIAGSER; Therapy; Physical SPEDNURSERV; Therapy; Licensed Spec SPEDSIGNSERV in School Psychology; Diagnostician; Skilled Nursing Service; Sign Language Interpreting *MSB Consulting Services Federal and CONSULTOTHR Medicaid Billing Special Programs Popfizz Corp Technology TECTRNSERV Online Professional Development Courses Preferred Healthcare Registry Federal and SPEDOTSERV; SPEDSPEECH Occupational Therapy Inc. Special Programs Services; Speech Language Pathology Ricardo Rodriguez Fine Arts FAMUSPROD Percussion arrangements for Shadow Creek HS Band *Shiloh Treatment Center Federal and SPEDAUTISMED; Day Treatment Center & Special Programs CONSULTOTHR Residential Services for Children Therapy Source Inc. Federal and SPEDSPEECH Speech Language Special Programs Pathology Andrew Toth Fine Arts FACHOREOGR Movement Coach nd Visual Designer for Marching Band TouchMath LLc Staff Development STAFTRAININST Professional Learning Curriculum Universal Technical Translation Federal and SPEDINTERPRET; Interpreting Services; Inc. Special Programs SERVTRANSLA; Translation Services; Sign SPEDSIGNSERV Language Interpreting
Washmasters Equipment Sales Transportation SERVMISC Vehicle Wash Equipment and Service Sales and Service
IN SUMMARY:
Contractor Consultant Proposals – #2006CS RFP – we have received Twenty Eight (28) qualified responses. Contract Expiration Date: June, 2023 for proposals paid for with general funds. If Federal funds are used, Contract Expiration Date is June 2021 or upon close of grant funding for the 2020-202021 school year.
*We anticipate a single-line item expenditure over $75,000 to Avondale House, CARR Speech Therapy, Communities In School, Imagine Learning, IXL Learning, MSB Consulting and Shiloh Treatment Center for the upcoming school year and request approval of the expenditure per CH (L).
Award is requested for the list of vendors meeting specifications outlined under the current Service Contract proposals and for the June, 2020 contract submissions.
301 E. House St. ♦ Alvin, TX 77511 ♦ 281-824-0567 ♦ FAX 281-585-4567 Physical Address: 2200 Stapp Maxwell, Alvin, Texas
19 Alvin Independent School District June 9, 2020
To AISD Board of Trustees
Agendum Request to Consider Approval of License Renewal for Skyward Program Category Business / Action Item Resource Personnel John Wilds, Executive Director of Technology Services
Attachments Memo
Rationale As required by Policy CH (LOCAL), any expenditure over $75,000 must have Board approval.
The student management system utilized by Alvin ISD is from Skyward. The license renewal for 2020-2021 will be $126,619.00
District Goal(s) Budget Implications As listed above Recommendation or That the Board approve the license renewal for 2020- Proposed Motion 2021 for the student management system, Skyward, in the amount of $126,619.
20 21 Alvin Independent School District June 9, 2020
To AISD Board of Trustees
Agendum Request to Consider Approval of Sale and Conveyance of Water Line Easement to the City of Pearland Category Business / Action Item Resource Personnel Patrick Miller, Chief Operations Officer
Attachments None
Rationale Request that the Board of Trustees approve sale of the .3243 acre easement for the City of Pearland water line expansion, from FM 518 to Kirby Drive, located on the Shadow Creek High School Campus
District Goal(s)
Budget Implications Recommendation or That the Board approve the sale of the water line Proposed Motion easement property to the City of Pearland and authorize the Superintendent or Her Designee to negotiate the sale and conveyance of the property.
22
MEMORANDUM
DATE: May 18, 2020
TO: Patrick Miller – Chief of Operations
FROM: Bill VanWagner – Director of Building Programs
SUBJECT: Sale and Conveyance of a Water Line Easement to the City of Pearland at Shadow Creek High School
As part of their ongoing operations, the City of Pearland will need to construct an additional water line from FM 518 (Broadway) to their existing water plant on Kirby Drive. The intended path for this new line extends along the bank parallel with our SCHS east side drainage ditch, an area currently mowed by the City but titled to Alvin ISD.
The City employed an independent real estate appraiser to provide a fair market value for this easement. In alignment with that market value, the City of Pearland will pay to AISD $25,160.00 for the purchase of the 0.3243 acre easement. The City’s right of way representative has provided the appraisal report and purchase agreement to AISD.
As this easement is in an unusable area of the existing high school site, and doesn’t adversely affect the District’s ability to use or improve the school site, the Building Programs Department is recommending that the Alvin ISD Board of Trustees grant the sale and dedication of an easement and authorize AISD Administration to execute the final easement documents.
Building Programs Dept. 2200 Stapp Maxwell – Bldg A Alvin, TX 77511 281-388-1130 23
24 White Hashed Lines Represent 0.3243 Acre Easement Alvin Independent School District June 9, 2020
To Alvin ISD Board of Trustees
Agendum Request to Consider Approval of Waiver to Extend the Due Date of the Audited Annual Financial Report Category Business/Action Item
Resource Personnel Daniel Combs, Ed.D. Associate Superintendent/ CFO Cheryl Ryan, Sr. Director of Finance Attachments
Rationale On May 14, 2020 the Texas Education Agency released information to extend the due date when audit reports are filed. The extension would allow the District to file the report as late as January 28, 2021 vs. November 27, 2020 should the need arise
District Goal(s) Fiscal Responsibility
Budget Implications None
Recommendation or That Board approve the waiver to extend the due date of the Proposed Motion audited annual financial report
25
MEMORANDUM
To: Daniel Combs, Ed.D., Associate Superintendent/CFO From: Cheryl L. Ryan, Sr. Director of Finance Date: May 19, 2020 RE: Waiver to Extend the Due Date of the Audited Annual Financial Report
On May 14, 2020, The Texas Education Agency released information waiving the requirement in TEC, 44.005 for districts to submit their annual financial audit within 150 days of their fiscal year end (November 27 or January 28).
Due to any unforeseen circumstances within future months, I’d like to request the approval of the Board for the waiver to extend the filing of the District’s audited Annual Financial Report in the event it is needed.
26
FIRST FAQs
May 14, 2020
1. Will TEA waive the requirement in Texas Education Code (TEC), §44.004, to adopt a budget before we start our fiscal year (July 1 or September 1) because of the uncertainties of projecting ADA and funding for 2021? Posted March 30, 2020
No. The requirements for adopting a budget are still in place and TEA does not expect them to be waived. A district or charter school cannot spend funds for the new fiscal year until a budget is adopted. Pursuant to TEC, §44.006, the board may amend the budget or adopt an emergency supplementary budget. TEA has provided guidance regarding remote board meetings on the COVID- 19 webpage.
2. Has TEA considered waiving the requirement in TEC, §44.005, for districts and charter schools to submit their annual financial audit within 150 days of their fiscal year end (November 27 or January 28)? UPDATED May 14, 2020
Districts and charter schools that have a June 30th fiscal year may submit a waiver request through UPDATED 5/14/20 the TEAL system, using the “Other” waiver application option. Instructions for filling out the waiver can be found in the Waivers and Finance section of the TEA Coronavirus website. The waiver application must include the board minutes in which the board approved the action to extend the due date of the audited annual financial report (AFR), as well as, for school districts, comments from a committee formed pursuant to Texas Education Code, §11.251. An extension will be granted, upon the waiver taking effect, to change the AFR due date to January 28, 2021. Please note that if a waiver is not requested, the due date of the AFR remains November 27, 2020. If the AFR is submitted after the due date, it could lead to additional action taken by TEA. Districts and charter schools that have an August 31st fiscal year remain required to submit their audited AFR by January 28th.
3. Is TEA going to postpone issuing Financial Integrity Rating System of Texas (FIRST) ratings for the 2020-2021 ratings year because our auditors may not be able to complete our audits in time to meet the submission deadlines due to school closings because of Covid-19? Posted March 30, 2020
The agency is aware of this concern and will continue to monitor the status of district and charter school closings to determine if additional actions need to be taken.
4. Will TEA turn off certain FIRST indicators like audit submission deadline, budget compared to actual, days of cash on hand, pupil projections, decline in students, etc.? Posted March 30, 2020
27
The agency is aware of this concern and will review the data and make the necessary adjustments, if there are significant impacts to the financial performance of districts and charter schools.
2 28 Alvin Independent School District June 9, 2020
To AISD Board of Trustees
Agendum Request the Approval of Missed School Days Waiver Due To COVID-19 Category Operations / Action
Resource Brent Shaw, Chief of Accountability and Assessment Personnel Attachments none Rationale Missed School Days Waiver Due to COVID-19
On March 16, 2020, Alvin ISD, along with surrounding Region IV districts, suspended classes on the recommendation from the local health department to ensure the safety of our students, community and staff, due to COVID-19. On March 16 the district began distance learning by posting instructional materials to the district webpage. Each campus also began disseminating lessons through distance learning instruction that week and then continued distance learning and school activities through May 22, the scheduled last day of the academic calendar. Governor Abbot officially closed the physical Texas public school buildings on April 17, but required districts to continue providing distance learning for the remaining of the school year.
The district is requesting that the Board approve the Missed School Days Waiver Due to Covid-19 for the forty-eight days the district was providing distance learning instruction.
Alvin ISD was “Closed, Instructing” from March 16 – May 22 (forty-eight days, excluding scheduled holidays on April 10 and April 13).
District Goal(s)
Budget None Implications Recommendation That the Board approves the Missed School Days Waiver or Proposed of 48 days for the Alvin Independent School District. Motion
29 Alvin Independent School District June 9, 2020
To AISD Board of Trustees
Agendum Request to Consider Approval of Waiver for 2019-2020 Instructional Materials Inventory Category Operations/Action
Resource Personnel Dr. Jennifer Valdez, Deputy Superintendent of Academics
Attachments None Rationale School districts and open-enrollment charter schools are required to conduct an annual physical inventory of all currently adopted instructional materials that have been requisitioned by, and delivered to, the district and maintain results of the inventory in the district's files. If a district or charter school did not complete the inventory before school buildings were closed, the school district or charter should request a waiver of the requirement from the Commissioner.
Alvin ISD will still be conducting the inventory but it may take longer than usual due to the closure from COVID-19. We would like to submit the waiver due to our timeline being different due to the closure. District Goal(s) Academic Performance
Budget Implications None
Recommendation or That the Board approve the waiver for 2019-2020 Instructional Proposed Motion Materials Inventory.
30 Alvin Independent School District June 9, 2020
To AISD Board of Trustees
Agendum Request to Consider Approval of Changes to the 2020-2021 District Academic Calendar Category Operations/Action
Resource Personnel Dr. Jennifer Valdez, Deputy Superintendent of Academics
Attachments Revised 2020-2021 District Academic Calendar Rationale The school closure during the COVID-19 pandemic has created the need to add instructional days to the 2020-2021 school year. In order to create more instructional time for students, 6 instructional days have been added to the recommended revised district calendar. The number of district professional development days in August, on the original calendar, have been decreased in order to gain these additional instructional days.
District Goal(s) Academic Performance
Budget Implications None
Recommendation or Board Approval Proposed Motion
31 S M T W T F S S M T W T F S July 2020 January 2021 1 2 3 4 1 2 5 6 7 8 9 10 11 3 4 (5 6 7 8 9 12 13 14 15 16 17 18 10 11 12 13 14 15 16 19 20 21 22 23 24 25 17 18 19 20 21 22 23 26 27 28 29 30 31 Academic Calendar 24 25 26 27 28 29 30 31 August 2020 2020-2021 February 2021 1 Holiday/Breaks 1 2 3 4 5 6 2 3 4 5 6 7 8 (No classes for Students/Teachers) 7 8 9 10 11 12 13 9 10 11 (12 13 14 15 Professional Learning (No classes for Students) 14 15 16 17 18 19 20 16 17 18 19 20 21 22 Working on the Work Day (No classes for Students) 21 22 23 24 25 26 27 23 24 25 26 27 28 29 28 Exchange/Professional Learning (No classes for 30 31 Students September 2020 Campus Professional Learning (No classes for March 2021 1 2 3 4 5 Students) 1 2 3 4 5 6
6 7 8 9 10 11 12 New Teacher Professional Learning 7 8 9 10 11 12) 13 13 14 15 16 17 18 19 14 15 16 17 18 19 20 20 21 22 23 24 25 26 Early Dismissal Days 21 (22 23 24 25 26 27 27 28 29 30 28 29 30 31 STAAR Testing: October 2020 Dec 8-11 - High School April 2021 1 2 3 April 6-9 - Elem., Junior High, and High 1 2 3 School 4 5 6 7 8) 9 10 May 4-7- High School 4 5 6 7 8 9 10 11 12 (13 14 15 16 17 May 11-14 - Elem. and Junior High 11 12 13 14 15 16 17 18 19 20 21 22 23 24 ( ) Begin/End of grading periods 18 19 20 21 22 23 24 25 26 27 28 29 30 31 1st Aug 12 - Oct 8 25 26 27 28 29 30 2nd Oct 13 - Dec 18 November 2020 3rd Jan 5 - Mar 12 May 2021 1 2 3 4 5 6 7 4th Mar 22 - May 28 1 8 9 10 11 12 13 14 School Hours 2 3 4 5 6 7 8 15 16 17 18 19 20 21 High School - 7:20 a.m. - 2:50 p.m. 9 10 11 12 13 14 15 22 23 24 25 26 27 28 Junior High - 8:40 a.m. - 4:05 p.m. 16 17 18 19 20 21 22 29 30 Elementary - 8:00 a.m. - 3:25 p.m. 23 24 25 26 27 28) 29
Graduation Dates: 30 31 December 2020 Alvin High School , Manvel High School, June 2021 1 2 3 4 5 Shadow Creek High School - TBD 1 2 3 4 5 6 7 8 9 10 11 12 ASSETS - TBD 6 7 8 9 10 11 12 13 14 15 16 17 18) 19 Alvin ISD 13 14 15 16 17 18 19 301 E. House St. Alvin, TX 77511-3568 20 21 22 23 24 25 26 281.388.1130 20 21 22 23 24 25 26 27 28 29 30 31 www.alvinisd.net 27 28 29 30 revised for Board approval on 6/9/2020
32
Alvin Independent School District June 9, 2020
To AISD Board of Trustees
Agendum Request to Consider Approval of Optional Flexible School Day Program ADA Funding for the Options’ Program 2020-2021 Category Operations / Action item Resource Personnel Rory Gesch, Deputy Superintendent - Operations
Attachments OFSCP Application OFSCP Schedule Rationale At Options, we have students with unique needs and this Extended Year plan allows Alvin ISD to provide these students with an alternative solution. The proposed schedule is as follows:
M-Thursday: 8am-8pm Friday: 8am-5pm Saturday: 8am-1pm (as needed)
Also, once approved, we will be allowed to collect ADA funding during these times through TEA’s Optional Flexible School Day Program.
District Goal(s) Academic Performance/Attendance Funding
Budget Implications None
Recommendation or That the Board approve the 2020-2021 Alvin ISD Student Proposed Motion Optional Flexible School Day Program
33 34 35 36 37 38 39 40 41 42 43 44 45 46 Alvin Independent School District June 9, 2020
To Alvin ISD Board of Trustees
Agendum Request to Consider Approval of Budget for Fiscal Year 2020- 2021 Category Business/Action
Resource Personnel Daniel Combs, Ed.D., Chief Financial Officer
Attachments Combined Statement of Revenues and Expenditures Rationale During the past few months, the Board and staff have devoted considerable effort and held several meetings to develop the 2020-2021 budget. Texas Education Code §44.002 requires that a “budget must be prepared according to generally accepted accounting principles, rules adopted by the State Board of Education, and adopted policies of the Board of Trustees.”
District Goal(s) Fiscal Responsibility
Budget Implications As indicated
Recommendation or That Board approve the following 2020-2021 budget and Proposed Motion included purchases exceeding $75,000 as presented.
47 ALVIN INDEPENDENT SCHOOL DISTRICT COMBINED STATEMENTS OF REVENUES AND EXPENDITURES BUDGETS FOR APPROVAL - FYE 2021
GENERAL FUND DEBT SERVICE FUND CHILD NUTRITION Object ORIGINAL ORIGINAL ORIGINAL Codes BUDGET BUDGET BUDGET REVENUES: 5700 Local, Intermediate, and out of State $ 108,444,208 $ 36,666,773 $ 5,521,952 5800 State Program Revenues 197,887,206 5,983,325 67,000 5900 Federal Programs 5,558,834 - 9,887,144
Total Revenues $ 311,890,248 $ 42,650,098 $ 15,476,096
Function Codes EXPENDITURES: 11 Instruction $ 176,361,875 $ - $ - 12 Instructional Resources & Media Services 3,611,349 - - 13 Curriculum and Instr. Staff Development 2,577,484 - - 21 Instructional Leadership 5,969,292 - - 23 School Leadership 16,429,731 - - 48 31 Guidance, Counseling & Evaluation Services 7,205,324 - - 32 Social Work Services 189,555 - - 33 Health Services 2,549,934 - - 34 Student (Pupil) Transportation 13,773,182 - - 35 Food Service 25,060 - 15,476,096 36 Co-curricular Activities 7,929,027 - - 41 General Administration 6,897,302 - - 51 Plant Maintenance & Operation 30,867,166 - - 52 Security & Monitoring Services 4,402,313 - - 53 Data Processing Services 5,703,489 - - 61 Community Services 557,080 - - 71 Debt Service - 60,905,492 - 81 Facilities Construction - - - 93 Member District of Shared Serv. Arrangement - - - 95 Juvenile Justice Alternative Ed. Program 26,000 - - 97 TIRZ 5,468,691 2,000,000 - 99 Other Intergovernmental Charges 1,091,000 - - 6050 Total Expenditures $ 291,634,854 $ 62,905,492 $ 15,476,096
TIRZ Related Transfer (20,255,394) 20,255,394
Increase/(Decrease) Fund Balance $ 0 $ 0 $ 0 2020-21 Capital Requests for Board Approval
New or Department Item Amount Replace Child Nutrition R Walk-In Cooler Freezer: Hood-Case Elementary $ 115,000 (Complete removal of existing walk-in cooler freezer units, design of new units, and installation of units which includes expanding outside of the building.)
Child Nutrition R Walk-In Cooler Freezer Refrigeration System $ 95,000
Maintenance R Replace Roof: Stevenson Primary $ 308,000
Transportation R 2007, 77 Passenger Buses X20 @ $114,734 ea $ 2,294,680
Transportation R 2008, 47 Passenger Lift Buses X3 @ $117,928 ea $ 353,784
Total $ 3,166,464
49 Alvin Independent School District June 9, 2020
To AISD Board of Trustees
Agendum Request to Consider Property Insurance, Worker’s Compensation Third Party Administrator Services and Worker’s Compensation Stop Loss Category Business / Action Item
Resource Personnel Donnie Marek, Executive Director of Risk Management
Attachments Plan Premiums, Plan Rates, and Summary Sheets Rationale Property Insurance The annual cost for the Property Insurance last year was $1,673,149.11 and the submission for 2020-21 year is $2,143,864. The district is seeing a $0.04 (23%) rate increase due to increased property values, a volatile re-insurance market, global disasters, predictions of a hostile hurricane season, and Covid-19 implications and uncertainties. The policy limits are remaining the same. We are recommending Arthor J. Gallagher Risk Management Services, Inc. for our property insurance.
Worker’s Compensation Third Party Administrator Services We are requesting that The Littleton Group remains as the District’s Worker’s Compensation Third Party Administrator based on the superior results we have been experiencing with The Littleton Group. The continued partnership with our assigned adjuster will have a positive impact on claims management which will help control costs, shrink the life of the claims, and it will continue to build on our return-to-work program.
Worker’s Compensation Stop Loss We are recommending the award of Midwest Employers Casualty Company (MWECC) an A+XV rated carrier with an annual estimated premium of $99,773 beginning September 1, 2020. MWECC is the only carrier to submit a 2 year rate guarantee which is vital with the unpredictable and volatile re-insurance market.
District Goal(s) Fiscal Responsibility
Budget Implications None
Recommendation or That Board approve the Property Insurance, Workers Proposed Motion Compensation Third Party Administrator and Workers Compensation Stop Loss as presented.
50
ALVIN INDEPENDENT SCHOOL DISTRICT
Donnie Marek Executive Director of Risk Management
May 25, 2020
TO: Daniel Combs Mickie Dietrich
FROM: Donnie Marek
SUBJ: Request for Award of #2006 PROPERTY INSURANCE RFP
A Property Insurance Request for proposal was extended to vendors by mail, fax or email. Additional information on the proposal was extended through the legal notice in our county newspaper and on the district Purchasing website.
Only the current provider, Arthur J. Gallagher Insurance, submitted a proposal.
The annual cost for the Property Insurance last year was $1,673,149.11 and the submission for the 2020-2021 year is $2,143,864. The increase in premium is $470,714.89. The district is seeing a $0.04 (23%) rate increase due to increased property values, a volatile re-insurance market, global disasters, predictions of a hostile hurricane season, and Covid-19 implications and uncertainties. Lloyd's of London, a well-known re-insurer stated in a CNBC on-line article, “it expects coronavirus-related claims to cost it $3 billion–$4.3 billion, making the pandemic its biggest payout since the 9/11 attacks. The losses could rise further if the current lockdown continues into another quarter. Its payout on coronavirus claims would also equal the combined impact of hurricanes Harvey, Irma and Maria in 2017 – the costliest year for storms on record.”
Wes Robinson, National Property President with Risk Replacement Services, Inc. is quoted, saying, “It has been discussed for many years now about the macro-economic dynamics that should impact the day to day transactions we deal with, but this is the first time in a long time it is really hitting home. The trapped capital from the 2017/2018 losses are significantly impacting the retro and ILS markets, creating difficulty for direct carriers to deploy their capital since they have less protection, or what protection they have costs them more. This same concept just became amplified with the uncertainty of how much these carriers will be on the hook for
301 E. House St. ♦ Alvin, TX 77511 ♦ 281-824-0567 ♦ FAX 281-585-4567 Physical Address: 2200 Stapp Maxwell, Alvin, Texas
51
COVID-19. Most carriers are booking this as at least a moderate CAT event and we are two weeks away from hurricane season. All carriers are reporting losses in Q1, and the investment income they rely upon to offset their underwriting losses has backfired since they all have negative investment returns due to the abrupt downtown in the market. What has made that last point worse for some is that they have been invested a little more aggressively lately since the interest rates have been so low.”
The policy limits will remain the same for the 2020-2021 policy year.
We are requesting award of the 2006 Property Insurance Proposal to Arthur J. Gallagher Insurance as our provider for the amount of $2,143,864. Attached is a brief analysis comparison of the last two year’s expenditures and the anticipated expenditures for this year.
301 E. House St. ♦ Alvin, TX 77511 ♦ 281-824-0567 ♦ FAX 281-585-4567 Physical Address: 2200 Stapp Maxwell, Alvin, Texas
52 Alvin ISD 2020-2021 Property Insurance Back Up
AISD - Statement of Values (SOV) 2015-2016 2016-2017 2017-2018 2018-2019 2019-2020 2020-2021 $499,449,152 $685,698,944 $694,495,494 $813,429,995 $899,671,988 $942,265,092
AISD Premiums 2015-2016 2016-2017 2017-2018 2018-2019 2019-2020 2020-2021 $1,442,839 $1,409,451 $1,308,681 $1,378,441.47 $1,642,456.11 $2,143,864.00
2019-2020 2020-2021 Coverage Limit Deductible Limit Deductible Property - Named-Storm Wind/Hail $100,000,000 3% Per Location - $250K Min. $100,000,000 3% Per Location - $250K Min. Property - Wind (AOW) $100,000,000 $100,000,000 Property - All Other Perils (AOP) $100,000,000 $100,000 $100,000,000 $100,000
Additonal Property Coverage Flood- Excludes Zones A/V/Shaded X/B $10,000,000 $10,000,000 Earthquake $10,000,000 $10,000,000 Debris Removal 25% of Loss 25% of Loss Extra Expense $100,000 $100,000 Newly Aquired Real Property $1,000,000 $1,000,000 Newly Aquired Personal Property $500,000 $500,000 Signs $20,000 $20,000 EDP - Including Media $25,000 $25,000 Valuable Papers $1,000,000 $1,000,000 Accounts Receivable $100,000 $100,000 Property in Transit $25,000 $25,000 Property Off Premises $25,000 $25,000 Personal Effects of Others $10,000 $10,000 Property of Others $10,000 $10,000 Polllutant Clean-up and Removal $25,000 $25,000 Inventory and Appraisal $2,500 $2,500 Increased Cost of Construction $2,500,000 $2,500,000 Unitentional Errors and Omisions $50,000 $50,000
Property - Boiler and Machinery $100,000,000 $2,500 $100,000,000 $2,500
Additonal Boiler and Machinery Coverage Extra Expense $250,000 $250,000 Service Interruption $250,000 $250,000 Off Premises Property Damage $25,000 $25,000 Perishable Goods $100,000 $100,000 Data Restoration $100,000 $100,000 Demolition $1,000,000 $1,000,000 Ordinance and Law $1,000,000 $1,000,000 Expediting Expenses $100,000 $100,000 Hazardous Substances $100,000 $1,000,000 Newly Acquired Locations $1,000,000 $1,000,000 Green $25,000 $25,000 Mold $25,000 $25,000
Pricing 2017-2018 2018-2019 2019-2020 2020-2021 Property $1,296,749 $1,378,441.47 $1,642,456.11 $2,115,994 Boiler and Machinery $11,932 $17,871 $21,243 $18,000 TWIA 0 0 0 0 Active Shooter Coverage n/a $3,675 $9,450.00 $9,870
Totals $1,308,681 $1,399,987.47 $1,673,149.11 $2,143,864 Total cost
53
ALVIN INDEPENDENT SCHOOL DISTRICT
Donnie Marek Executive Director of Risk Management
May 25, 2020
TO: Daniel Combs Mickie Dietrich
FROM: Donnie Marek
SUBJ: Request for Award of #2006 Workers’ Comp Third Party Administrator (TPA)
A Request for proposal for Workers’ Comp TPA was extended to vendors by mail, fax or email. Additional information on the proposal was extended through the legal notice in our county newspaper and on the district Purchasing website.
Four proposals were submitted and through our contract with Owens Risk Management Services Inc., all proposals were reviewed with each firm’s information. A spreadsheet was compiled and analyzed and the recommendation is The Littleton Group for a three year contract with options to renew for two additional years beginning July 1, 2020. Although The Littleton Group came in $2,525 more than Claims Administrative Services (CAS), we feel that starting a new relationship with a new TPA would negatively outweigh the savings in premium.
We are requesting that The Littleton Group remains as the District’s Worker’s Compensation Third Party Administrator based on the superior results we have been experiencing with them. The continued partnership with our assigned adjuster will have a positive impact on claims management which will help control costs, shrink the life of the claims, and it will continue to build on our return-to-work program. They are familiar with our claims, our providers, and have a solid report with department leaders that manage their work comp injuries.
Attached is a letter of recommendation for The Littleton Group from our Workers’ Comp consultant, Pat Owens with Owens Risk Management Services, supporting this choice.
301 E. House St. ♦ Alvin, TX 77511 ♦ 281-824-0567 ♦ FAX 281-585-4567 Physical Address: 2200 Stapp Maxwell, Alvin, Texas
54 OWENS RISK MANAGEMENT SERVICES, INC. 2111 County Road 1100 Woodville, Texas 75979 Phone 409-283-3881 Fax 409-283-3129 Email; [email protected]
May 21, 2020
Mr. Donnie Marek Director of Risk Management Alvin I.S.D. 301 East House St. Alvin, Texas 77511
Re: Workers’ Compensation Administration Recommendation.
Dear Mr. Marek
The request for proposal process produced four responses; one respondent was eliminated as their response did not meet the requirement set forth in the Request For Proposals, a spreadsheet analysis of each qualified response is attached.
My recommendation is that the District selects The Littleton Group, the District’s current administrator. The Littleton Group was not the lowest offer, Claims Administration services was lower by $2,525. The starting date of the contract is July 1, 2020
Alvin ISD has experienced good results with The Littleton Groups’ services. The overall cost of claims is stable and have not increased even as the number of employees has increased. Another factor in my recommendation is the current COVID-19 pandemic, it is not a good environment to change administrators unless absolutely necessary.
The Districts’ Workers’ Compensation program has performed well. You and The Littleton Group are to be congratulated for your effort in controlling cost.
Please let me know if you need any additional information from me.
Best Regards,
Patrick E. Owens
55 ALVIN ISD WORKERS' COMPENSATION ADMINISTRATION SPREADSHEET
ADMINISTRATOR CCMS Claims Admin. LITTLETON
Claims office Norman, OK Tyler Austin Annual Admin Fee $13,000 None $9,000
CLAIM FEES Indemnity Fee Per Claim $1,250 $825 $955 30 claims: cost $37,500 $24,750 $28,650 Medical Only Fee Per Claim $175 $130 $180 90 claims: cost $15,750 $11,700 $16,200 Record Only Fee Per Claim $25 $30 $25 4 claims: cost $100 $120 $100 Sunset/additional fees Fees for life of Fees for life of Fees for life of not in totals for est. cost Contract contract contract ESTIMATED COST $66,350 $36,570 $53,950
CLAIM INVESTIGATION On site claims investigation $2,000 Included $2,000 Subrogation $2,500 Included $895 per claim Estimated Cost $0 $0 $895 Claims for SIB's:5 $500 Included Included Adjuster to attend BRC:5 $500 $375 $500 Adjuster to attend CCH:5 $500 $375 $500 ESTIMATED COST $6,000 $750 $3,895
MED. COST CONTAINMENT Estimated Cost $23,500 $35,500 $17,500
TRANSFER OF OPEN CLAIMS (first year only) Indemnity Fee $700 no charge none 41 claims: cost no charge no charge none Medical only Fee no charge no charge none 34 claims: cost no charge no charge none Data Conversion $10,000 no charge none ESTIMATED COST $10,700 $0 none
ESTIMATED TOTAL ANNUAL COST $106,550 $72,820 $75,345
56 ALVIN ISD WORKERS' COMPENSATION ADMINISTRATION SPREADSHEET
57
ALVIN INDEPENDENT SCHOOL DISTRICT
Donnie Marek Executive Director of Risk Management
May 21, 2020
TO: Daniel Combs Mickie Dietrich
FROM: DONNIE MAREK
SUBJ: Request for Award of #2006 Workers’ Comp StopLoss Insurance
Under the state purchasing guidelines, a Request for Proposal (RFP) was extended and three responses were received. Additional information on the RFP was extended through a legal notice in our county newspaper, as well as the District website to solicit participation in our bidding process.
Through our contract with Owens Risk Management Services Inc., all submissions were reviewed with each firm’s information on their Specific Claim Deductible, Aggregate Deductible (Est) and Annual Premium (Est). A spreadsheet was compiled and analyzed and the recommendation for Midwest Employer’s Casualty Company with a two-year contract starting date of September 1, 2020.
Though Star National Insurance Co had the lowest annual premium, there were some concerns listed in our letters from Owens Risk Management and from the broker, Frost Insurance Agency.
We are recommending the award of Midwest Employers Casualty Company, an A+XV rated carrier, as our Worker’s Compensation Stop Loss Insurance. The estimated annual premium is $99,773 with an effective date of September 1, 2020.
301 E. House St. ♦ Alvin, TX 77511 ♦ 281-824-0567 ♦ FAX 281-585-4567 Physical Address: 2200 Stapp Maxwell, Alvin, Texas
58 59 60
OWENS RISK MANAGEMENT SERVICES, INC. 2111 County Road 1100 Woodville, Texas 75979 409-283-3881 Email; [email protected]
May 21, 2020
Mr. Donnie Marek Executive Director of Risk Management Alvin I.S.D. 301 East House Alvin, Texas 77511
Dear Mr. Marek:
Re: Workers’ Compensation Stop Loss Insurance recommendation.
We received responses from three insurance companies. The offers are as follows;
Specific Claim Aggregate Annual Term Deductible Deductible (Est.) Premium (Est.) Star Ins. Co. 1yr. $450,000 $1,841,677 $84,454 Midwest 2yr. $450,000 $1,789,532 $99,773 Safety National 1yr. $450,000 $1,676,204 $135,934
Star Ins. Co. has the lowest premium, but I am not recommending them due to the following concerns. Star is a fronting carrier, a company in name only, all services are contracted thru third-party venders, and takes no risk for claims payment, the insurance risk is shared by multiple reinsurance companies. Star has changed ownership three times in the past five year due to financial problems. I do not believe Star is a wise choice for the long-term risk involved, large workers compensation claims can have a very long life, especially catastrophic injury claims.
My recommendation is that the District select Midwest Employers Casualty Company’s two year offer with a annual premium of $99,773. The effective date of coverage will be September 1, 2020.
Best Regards,
Patrick E. Owens
61 Alvin Independent School District June 9, 2020
To AISD Board of Trustees
Agendum Request to Consider Personnel Items – Requested Personnel
Category Personnel/Action
Resource Personnel Carol Nelson, Superintendent of Schools Johnny Briseño, Ed.D., Executive Director of Human Resources Syreeta Presley, Executive Director of Human Resources
Attachments Memo related to personnel
Rationale Requested personnel actions
District Goal(s) Teachers and Staff
Budget Implications None
Recommendation or That Board approval be granted for requested personnel Proposed Motion items as presented
62 Alvin Independent School District
June 9, 2020
To AISD Board of Trustees
Agendum Templeton Demographics Related to Changing District Residential Forecast and Future Enrollment Growth Projections. Category Presentation
Resource Personnel Patrick Miller, Chief of Operations
Attachments
Rationale Templeton Demographic provided Alvin ISD an enrollment projection forecast. The presentation provides planning data and awareness of future student enrollment compared to available campus student capacity.
District Goal(s) Fiscal Responsibility and District Vision
Budget Implications To be Determined
Recommendation or None Proposed Motion
63