Bb 05.18.2020

Harlandale ISD

Regular Meeting

Monday, May 18, 2020 6:15 PM

Central Office, 102 Genevieve, San Antonio, TX 78214 via video conference Effective March 16, 2020 Governor Gregg Abbott authorized the temporary suspension of some of the statutory provisions of the Texas Open Meetings Law This Meeting of the Board of Trustees of the Harlandale Independent School District is being held pursuant to this authorization and will limit the face-to-face meetings to slow the spread of the Corona Virus (COVID-19). See attached Open Meeting Laws Subject to Temporary Suspension

Agenda of Regular Meeting

The Board of Trustees Harlandale Independent School District

A Regular Meeting of the Board of Trustees of Harlandale Independent School District will be held Monday, May 18, 2020, beginning at 6:15 PM, Central Office, 102 Genevieve, San Antonio, TX 78214 via video conference.

This board meeting will be held via Zoom. Members of the public may access this meeting by the free of charge video conference link by logging into the following Zoom website https://zoom.us/j/3770069569 Password: HISD no more than 15 minutes before the meeting. Additionally, the District will provide a live stream of the meeting via YouTube. That link address will be posted on the front page of the Harlandale ISD website www.Harlandale.net the day of the meeting. A recording of the meeting will be made available to the public within 5 business days at the Harlandale ISD website www.Harlandale.net under the SCHOOL BOARD/Board Meeting Videos page. An electronic copy of the agenda packet may be accessed at the Harlandale ISD website under the SCHOOL BOARD/BoardBook page prior to the meeting.

The Board may go into Closed Session on any agenda item, if permitted under Chapter 551 of the Texas Government Code. In such event, the Board President will announce the applicable Government Code Section prior to the Board going into Closed Session.

1. Meeting called to order A. Roll call and recording of Board Members present B. Declaration of quorum present. C. Recording of Superintendent and staff members present. 2. Public Comment –Members of the Public may email [email protected] to register to speak by providing name, phone number, and the item, if any, which they wish to speak. Registration shall be sent by 5:00 p.m. April 21, 2020. The meeting shall begin at 6:15 p.m. After the meeting begins, each registrant will be invited to speak. Each person must be available to speak when asked or will lose their opportunity to address the Board. Three-minute maximum per speaker. Citizens are offered an opportunity to address the Board without prior approval. The Board President will have the discretion to reduce the time allotment and limit the total number of speakers in order to ensure that the meeting is orderly and managed within technological capabilities. The topics addressed shall be limited to those specifically included on the board’s agenda and/or district related. The Board will not comment or engage in discussion. Presentations shall be informative only - no Board

1 May 18, 2020 action will be taken. Presentations shall not include statements which may be considered defamatory, inflammatory, and/or threatening, against a person or the District; and speakers shall not mention student names unless naming your own child, nor address a complaint against a District employee or officer. Such complaints will be handled through the guidelines set out in District Policy. At all other times, members of the public shall not enter into any discussion or debate on matters being considered by the Board. The Board shall not tolerate disruption of the meeting by members of the audience. If, after at least one warning from the presiding officer, any individual continues to disrupt the meeting by his or her words or actions, the presiding officer may request assistance from law enforcement officials to have the individual removed from the meeting. 3. Information and Discussion Items A. COVID-19 Goals and Progress Measures 1. Curriculum and Instruction 5 2. Finance 8 3. Human Resources 11 4. Communication 12 B. Discussion regarding the reorganization of the officers for the Board of Trustees. 13 4. Consent A. Approve the April 21, 2020 board meeting minutes. 15 B. Consider and approve submission of Waiver for CPR Graduation Requirement for 19 students graduating in 2020. C. Approve the renewal of the MOU/Contract/Agreement for the 2020-2021 school year for 20 the following agency/vendor: Curriculum & Instruction AVID D. Approve the nomination by the Board Members for the election of two DPREC 21 Community Representatives for 2020-2021 DPERC and remove Board member from same. E. Consider and take appropriate action on the request to enter into an interlocal agreement 22 to purchase outdoor classroom equipment for the Collier Elementary Outdoor Classroom Initiative from Nature Explore/DERF a 501(c) (3). F. Consider and take appropriate action on the request to purchase digital public safety 23 radios for elementary schools from Motorola Solutions through DIR purchasing cooperative (DIR Contract #DIR-TS0-4101). G. Consider and take appropriate action on the request to purchase roofing repairs and 24 maintenance services for Rayburn Elementary from Turner Roofing Company through Omnia Partners purchasing cooperative (Contract # R180901). H. Consider and take appropriate action on the request to approve a resolution for Schools 26 and Libraries Universal Services (E-Rate) for the school year 2020-2021 authorizing the filing of the Form 471 applications for funding year 2020-2021 and the payment of the District’s share upon approval of funding and receipt of services.

2 May 18, 2020 5. Individual Items A. Discussion, consideration, and possible action on recomposition and removal of board 28 members from the following committees: Building, curriculum, finance, insurance, policy, and consultation. B. Discussion, consideration and possible action to approve resolution to retain the Law 30 Firms of Sanchez & Wilson, PLLC and Flores & Pelaez-Prada, PLLC to a contingent Legal Services Contract to pursue and investigate any legal claim against the insurance company for the claim for damages sustained by the Harlandale ISD due to hail damage to their facilities 6. Convene in Close Session as authorized by the Texas Government Code, Chapter 551, Sections 551.071 through 551.084. A. The Board will consider and take possible action on the recommended Regular Personnel Report (TGC 551.074). B. The Board will consider and take possible action on the 2020-2021 school year Professional Probationary Contracts, Professional Term contracts and Professional Non- Certified Contracts. (TGC 551.074). C. The Board will consider and take possible action on the Superintendent’s recommendation for the appointment of a Principal at Adams Elementary. (TGC 551.074). D. The Board will consider and take possible action on the Superintendent’s recommendation for the appointment of a Principal at Gilbert Elementary. (TGC 551.074). E. The Board will consider and take possible action on the Superintendent’s recommendation for the appointment of a Director of Curriculum and Instruction. (TGC 551.074). F. Discussion and consideration of contingent fee contract with Sanchez & Wilson, PLLC 32 and Flores and Pelaez-Parda to investigate and possibly pursue claim against insurance company due to hail damage to District Facilities and Resolution regarding same. 7. Convene in Open Session and take appropriate action on items discussed in Closed Session. 8. Adjourn

The notice for this meeting was posted on May 15, 2020 in compliance with the Texas Open Meetings Act as amended by Governor Gregg Abbott on March 16, 2020.

______Gerardo Soto Superintendent of Schools

3 May 18, 2020 HARLANDALE ISD INSTRUCTIONAL CONTINUITY

C & I will be working on finalizing plans for Summer 2020 as well as options for starting school August 2020. Both plans are contingent upon guidance from CDC, the City of San Antonio, and TEA.

English Learners (Dual Language & ESL): We are conducting end of year LPACs for every campus discussing each English Learner’s: ● Program placement for 2020-2021 ● Possible program recommendations for next school year (AP courses, interventions, etc.) ● Potential for reclassification Recruitment for Dual Language: Pre-Kindergarten- We are recruiting PK English speaking kids interested in participating in DL starting in Kindergarten. A survey/application was shared with PK teachers to post in Google Classrooms, Class Dojo, remind, etc. 5th grade- Bilingual Dept. have been attending class meetings with students to share opportunities to continue Dual Language at Leal MS. We have had over 100 families submit responses to our survey indicating whether or not they are interested in participating. Currently about 57- 5th grade students have indicated they are interested in continuing DL at Leal.

ELAR Comprehension is a key skill in building a reader and elementary ELAR teachers continue to review standards to support their students. Ideas and activities are shared with teachers to assist in the review of story elements, making words and context clues. Teachers continue to reach out for support during ELAR office hours on Wednesdays. Summer school curriculum is also being planned and reviewed for kindergarten through fifth grade.

Math Elementary Math teachers have been provided with information about FREE summer professional development offered by Region 20 and encouraged to attend to keep abreast on math instruction. Teachers continue to reach out for support on Tuesday’s math office hours. Summer school curriculum is currently being reviewed for K-5th students.

Secondary Math PLCs continue to work together to encourage student participation and authentic learning from home. In addition, we are creating plans for revising our curriculum and common assessments to maximize opportunities for reteaching and spiraling. We are also thinking through how to best maintain quality instruction next fall irrespective of how we meet with students (in person, through distance learning, or a mix of the two).

Physical Education/Health Coaches have collaborated on a different level to ensure that skills are being developed at home and are continuously being expanded by creating a virtual gym. Parental feedback has been positive as they have enjoyed the lesson plans weekly and we are highlighting campuses this week. Topics include health and are relevant to daily lives.

5 HARLANDALE ISD INSTRUCTIONAL CONTINUITY

Nurse Student Support Continued distribution of returning meds back to families, checking in with families, updating immunizations and answering questions received. They are preparing to assist with added support for graduation ceremonies

Teacher Support: IT and Instructional Coaches As Instructional Coaches continue supporting teachers, they are also enhancing their coaching knowledge by reading articles from various coaching experts, taking part in webinars and researching ideas to strengthen the program for the 2020-2021 school year. The team is also taking GT courses from Region 20 to ensure they will be able to support teachers with all students.

Comprehensive Counseling Student Support Counselors at all levels continue offering virtual guidance lessons, wellness checks and mindful activities to support students continued engagement in school assignments, Social Emotional Wellness and daily routines. Secondary level Counselors continue to complete next year schedules and encourage HS students to follow their college/career plans. College advisors and partners continue their work with students and parents ensuring final steps are completed for transition to next year or higher education options. Smore Vol 5 src="https://www.smore.com/hf685-harlandale-isd-counselors?embed=1" title

Response to Intervention (RtI Campuses are continuing to contact parents regarding student achievement and growth in skills and concepts. RTI teachers continue to create videos to support student learning and development. Students (and some parents) are attending RTI virtual office hours to receive instruction in concepts they may find difficult. RTI teachers are using various platforms (example: Seesaw or Zoom) to create activities for students.

Dyslexia Dyslexia teachers are continuing their weekly virtual meetings with their students. To continue their growth, dyslexia teachers have the opportunity to attend various sessions through Region 20 as well as a Virtual Dyslexia Conference through Learning Ally.

Career & Technical Education (CTE) In preparation for Industry Based Certification (IBC) tests, CTE teachers who offer these in their courses have been asked to respond to the following: How many students need electronic devices to take the test? Which teachers will be able to work with students during the 2-week summer enrichment program June 15-18 and June 22-25? Which tests are being offered remotely and which ones require students to take the test in person? Guidelines will be provided to students and parents once this information has been finalized.

Pre-K 3 and 4 year old program-Registration for Pre-K 3/4 continues this week. On-line registration is now available. Go to Harlandale ISD homepage and click the yellow banner to

6 HARLANDALE ISD INSTRUCTIONAL CONTINUITY take you to the registration page. Registration for Harlandale employee children is also in progress. Employees have the option to enroll their child at Bellaire, Rayburn, Vestal or Wright Elementary. This is a tuition based program for employee children ages 3 and 4.

Kinder Registration - Kindergarten round up begins Monday, May 18th. Students who are new to Harlandale may register on-line by clicking the Kinder round-up banner and registering on TXCONNECT. Students must be 5 years old by September 1st to register at one of our Elementary schools.

Fine Arts FIne Arts teachers are still meeting weekly, by content areas, to plan, collaborate and discuss ideas that have come about during the quarantine. Elementary Music and Art teachers have seen a growth in the number of students reached based on suggestions and ideas from other elementary music and art teachers.

Look for a McCollum Mariachi Video coming out real soon via social media!

Special Education: The adaptive bike lending program has been a great success. Last Wednesday there were 6 reservations of which 3 were picked up. This week we have 5 reservations. Our parents have been very excited to have this opportunity to experience the bikes with the students.

Library: Many librarians are having virtual story times over Zoom. Parents are invited to participate with the little ones and some wonderful connections are being made with families including teaching how parents make the most of reading to their children. Librarians are providing tech and learning support in a number of ways, over the phone, through email, and zoom calls.

AP: Testing occurring this week and next. Students testing online from home.

Harlandale Independent School District Information Services Department 632 W. Vestal  San Antonio, Texas 78221  Office: 210‐989‐5120

TO: Members of the Board and Superintendent, May 18, 2020

The following is an update of Technology support during COVID 19.

MOBILE DEVICE DISTRIBUTION  District has purchased 560 mobile devices and maintains an inventory for immediate distribution or replacement when requested by a Student from their campus.  300 Chromebooks in inventory of the 400 ordered and received  Individual Hotspots are available for students who are unable to utilize the many access points (on district buildings and buses) provided by the District due to unforeseen personal circumstances

BUILDING ANTENNAS

 All building antennas have been erected (100 WiFi access points) and are operational 24/7  We have seen internet access of 25-30% daily – meaning there is still more capacity to support additional access to the internet through the WiFi.

BUS ROUTERS AND ACCESS POINTS

 All buses with 60 access points are being deployed to provide internet access from 9am-6pm Monday through Friday.

TECHNOLOGY SUPPORT FOR FACULTY, STAFF, STUDENTS AND PARENTS

 The Helpdesk that is operational from 8am-6pm Monday through Friday.  Have responded to 288 online work orders in addition to phone and email assistance  Launched Online Registration for parents enrolling NEW students  Trained 70 staff members (campus clerks, department staff, C&I administrators) on new online registration process  Currently working with Region 20 to implement Online Registration for Returning students – launch date projected at June 1, 2020.

Staff continues to work closely with other departments to assist in their responsibilities.

             

 Harlandale ISD : Inspiring O8 ur Students to be the Change Student Mobile Device Devices still Inventory - Includes Additional # Devices available for iPads, Streams, HP Devices Distributed distribution Probooks, Galaxy Tabs, purchased TEACHERS # Devices based on MacBooks, and after March AFTER March Distributed campus School Chromebooks, etc.. 16th 16, 2020 STUDENT # Devices Still Needed inventory Notes Harlandale H.S 655 49 14 360 0 330 Delivered McCollum H.S. 630 95 33 376 0 316 5/7/20 90 HP Chromebooks ordered Frank Tejeda Academy 231 35 4 66 0 196 Delivered Harlandale Alternative Center 51 2 0 32 0 12 9 Teachers were given computers at the beginning of sem. 2 STEM ECHS 518 1:1 1:1 0 N/A 5/6/20 6 HP laptops purchased from TechStore (4 on Weitzel/Transition 14 6 0 11 0 9 backorder). Harlandale M.S 385 12 122 0 251 Kingsborough M.S. 247 7 20 226 0 8 4/23/20 7 iPads purchased from the TechStore. we have been able to accomidate more once I was able to get Leal M.S. 283 2 94 0 187 inside ipad cart. We are continuing to distribute as needed 5/4/20 49 HP Chromebooks purchased from the TechStore. Terrell Wells M.S. 276 90 7 186 0 173 5/6/20 41 HP Chromebooks purchased from the TechStore. We have 14 devices left. 3 IPads (2 that are in need of repair and one with a cracked screen), 2 laptops, and 9 Pre-K IPads Adams Elem 182 2 3 168 0 13 (which are not available for distribution) We have a few laptops left. Waiting for parent pick up and Bellaire Elem 233 7 102 0 124 assign the others. Carroll Bell Elem 272 7 6 140 0 133 Delivered Collier Elem 264 0 45 0 144 We distributed 7 more to the families and picked up 12 more Columbia Heights Elem 93 30 12 124 0 -13 orders today and will be picked up next Wednesday Gilbert Elem 230 62 21 148 0 123 04/22/20 17 iPads purchased from the TechStore. Does the devices still available for distribution column include teacher ipads for TPRI and mClass? Also, we have two carts with iPads that are 5 years old that have 16 gb and students would have issues with zoom because of memory and storage. (We are not issuing those at this time.) We have been checking out newer models of 128 gb. Lastly, we have 16 laptops that are not working. Six were picked up by technology and have not been returned. Most of the problems are with the small laptops that were purchased this school year. (STREAM mini laptops) Parents have returned a few. (7 laptops were checked out to teachers prior to March Gillette Elem 268 8 88 0 172 16th. Waiting on Parents to pick up 9 devices they requested.) Morrill Elem 107 35 3 103 0 9 4/27/20 25 HP Chromebooks purchased from the TechStore. The devices available are for PK students. Parents have been Rayburn Elem 186 32 32 130 0 28 notified. I still have devices available. I am waiting for students on list to pick up.Technology will remove from cart so I can distribute to the remainder of students on the list. This is campus list Schulze Elem 187 10 139 0 38 NOT survey list. We have devices ready every Wednesday for pick up, we've had 2-6 parents weekly asking for a device since our 2nd Stonewall Flanders Elem 224 16 111 0 97 distribution and have been fulfilling their requests Vestal Elem 263 33 47 0 183 Wright Elem 273 121 0 152 85 ipad chargers needed Special Ed 34 34 0 0 Issued to Spec Ed Students Fenley Transitional 30 30 IS Warehouse - pending CP campus orders. Ordered 30 Tech Store - IS Warehouse 80 Streams and 50 laptops for the TechStore TOTAL 6,102 566 243 2,973 0 9 HARLANDALE ISD CHILD NUTRITION MEALS DISTRIBUTION DURING COVID 19 SCHOOL CLOSURE

A BCDEFGHIM 1 SUMMARY OF MEALS SERVED BY SITE 2 TOTAL Week 1 Week 2 Week 3 Week 4 Apr Week 5 Apr Week 6 Apr Week 7 Apr Week 8 BREAKFAST 3 BREAKFAST March 16-20 March 23-27 Mar 30-Apr 3 6-10 14-17 20-24 27-5/1 May 4-5/8 SERVED 4 HMS 442 496 320 173 128 535 514 572 3,180 5 TWMS 579 755 607 811 419 1,291 1,357 1,173 6,992 6 LMS 447 507 391 379 240 1,255 1,509 1,416 6,144 7 KMS 418 508 441 1,367 8 Adams 588 404 539 654 650 2,835 9 C.Bell 458 329 446 450 488 2,171 10 Bellaire 737 616 740 640 664 3,397 11 Col. Hts 488 333 354 379 536 2,090 Central Office / 12 Scheh Center 158 114 224 280 280 1,056 13 Gillette 979 749 915 1,010 994 4,647 14 Gilbert 890 800 1,114 1,230 1,256 5,290 15 Morrill 629 456 481 605 658 2,829 16 Schulze 879 586 800 724 647 3,636 17 Rayburn 557 418 452 459 588 2,474 18 St. Flanders 637 424 656 756 693 3,166 19 Vestal 478 245 370 413 409 1,915 20 Wright 351 216 234 291 279 1,371 21 TOTAL 1,886 2,266 1,759 9,192 6,477 10,406 11,271 11,303 54,560

Week 1 Week 2 Week 3 Week 4 Apr Week 5 Apr Week 6 Apr Week 7 Apr Week 8 TOTAL LUNCH 22 LUNCH March 16-20 March 23-27 Mar 30-Apr 3 6-10 14-17 20-24 27-5/1 May 4-5/8 SERVED 23 HMS 1575 1840 1,655 873 489 535 514 572 8,053 24 TWMS 1613 2265 2,243 1,698 984 1,291 1,357 1,173 12,624 25 LMS 1796 2329 2,145 1,643 814 1,255 1,509 1,416 12,907 26 KMS 1414 1661 1,599 4,674 27 Adams 588 404 539 654 650 2,835 28 C.Bell 458 329 446 450 488 2,171 29 Bellaire 737 616 740 640 664 3,397 30 Col. Hts 488 333 354 379 536 2,090 Central Office 31 /Scheh Ctr 158 114 224 280 280 1,056 32 Gillette 979 749 915 1,010 994 4,647 33 Gilbert 890 800 1,114 1,230 1,256 5,290 34 Morrill 629 456 481 605 658 2,829 35 Schulze 879 586 800 724 647 3,636 36 Rayburn 557 418 452 459 588 2,474 37 St. Flanders 637 424 656 756 693 3,166 38 Vestal 478 245 370 413 409 1,915 39 Wright 351 216 234 291 279 1,371 40 TOTAL 6,398 8,095 7,642 12,043 7,977 10,406 11,271 11,303 75,135

TOTAL MEALS Week 1 Week 2 Week 3 Week 4 Apr Week 5 Apr Week 6 Apr Week 7 Apr Week 8 TOTAL MEALS 41 SERVED March 16-20 March 23-27 Mar 30-Apr 3 6-10 14-17 20-24 27-5/1 May 4-5/8 SERVED 42 HMS 2,017 2,336 1,975 1,046 617 1,070 1,028 1,144 10,089 43 TWMS 2,192 3,020 2,850 2,509 1,403 2,582 2,714 2,346 17,270 44 LMS 2,243 2,836 2,536 2,022 1,054 2,510 3,018 2,832 16,219 45 KMS 1,832 2,169 2,040 6,041 46 Adams 1,176 808 1,078 1,308 1,300 4,370 47 C.Bell 916 658 892 900 976 3,366 48 Bellaire 1,474 1,232 1,480 1,280 1,328 5,466 49 Col. Hts 976 666 708 758 1,072 3,108 Central Office / 50 Scheh Center 316 228 448 560 560 1,552 51 Gillette 1,958 1,498 1,830 2,020 1,988 7,306 52 Gilbert 1,780 1,600 2,228 2,460 2,512 8,068 53 Morrill 1,258 912 962 1,210 1,316 4,342 54 Sculze 1,758 1,172 1,600 1,448 1,294 5,978 55 Rayburn 1,114 836 904 918 1,176 3,772 56 St. Flanders 1,274 848 1,312 1,512 1,386 4,946 57 Vestal 956 490 740 826 818 3,012 58 Wright 702 432 468 582 558 2,184 59 TOTAL 8,284 10,361 9,401 21,235 14,454 20,812 22,542 22,606 107,089

C:\Users\ricardo.hernandez\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\UMSRPQE5\Hernandez Report CV GG Meal Service ParticipationSUMMARY 10

Human Resources

HR Updates:

. Contracts going out electronically on Monday, May 18 to all staff.

. Continuing to process new hires.

11 Communications

-Marketing Campaign Mailers -Media contacts for interviews -Campus parades (listed below)

5:30:00 5/15/2020 Schulze Neighborhood Parade. PM 7:00:00 5/27/2020 Carroll Bell ES 5th Grade Celebration Parade PM 6:00:00 5/28/2020 Gilbert 5th Grade Celebration Parade PM 11:00:00 5/30/2020 Bellaire 5th Grade Celebration Parade. AM Gillette 6:00:00 5/30/2020 5th Grade Farewell Fiesta Elementary PM 9:00:00 5/30/2020 Morrill 5th Grade Celebration Parade AM Columbia 6:00:00 6/3/2020 Neighborhood Parade. Heights PM 6:00:00 6/4/2020 Adams ES 5th Grade Celebration Parade PM 11:00:00 6/5/2020 Wright EL End of Year Neighborhood Parade AM Retirement Parade for Dee Ludwig- 9:00:00 6/5/2020 Morrill Retiring after 37 years at Morrill AM

12 Harlandale ISD 015904

OFFICERS AND OFFICIALS BDAA DUTIES AND REQUIREMENTS OF BOARD OFFICERS (LEGAL)

Selection of Officers At the first meeting after each election and qualification of Board members, the members of the Board shall organize by selecting: 1. A president, who shall be a member of the Board. 2. A secretary, who may or may not be a member of the Board. 3. Such other officers and committees as the Board may deem necessary. Education Code 11.061(c) Reorganization In addition to the required post-election organization, the Board may also organize at other times. Atty. Gen. Op. MW-531 (1982) Duties / Powers of The duties and powers of the President of the Board include, but Board President are not limited to, the following: Public Meeting on 1. Call a meeting of the Board, giving public notice not earlier Budget and than the 30th day or later than the tenth day before the meet- Proposed Tax Rate ing, to discuss and adopt the budget and the proposed tax rate. Education Code 44.004 [See CE and CCG] Financial 2. Ensure that the annual financial statements are published as Statements required by law. Local Gov’t Code 140.006 [See CFA] Mineral Rights 3. Execute an oil and/or gas lease or sell, exchange, and convey the minerals in land belonging to the District, approved by resolution of the Board. Education Code 11.153 Deeds 4. Execute the deed for the sale of property, other than minerals, held in trust for free school purposes. Education Code 11.154(b)

DATE ISSUED: 12/2/2002 1 of 1 UPDATE 69 BDAA(LEGAL)-P 13 Harlandale ISD 015904

OFFICERS AND OFFICIALS BDAA DUTIES AND REQUIREMENTS OF BOARD OFFICERS (LOCAL)

Board Officers The Board shall elect a President, a Vice President, and a Secre- tary who shall be members of the Board. The Board may assign a District employee to provide clerical assistance to the Board. Offic- ers shall be elected by majority vote of the members present and voting. Vacancy A vacancy among officers of the Board shall be filled by majority action of the Board. Term and Duties Board officers shall serve for a term of one year or until a succes- sor is elected. Officers may succeed themselves in office. Each officer shall perform any legal duties of the office and other duties as required by action of the Board. President In addition to the duties required by law, the President of the Board shall: 1. Preside at all Board meetings unless unable to attend. 2. Have the right to discuss, make motions and resolutions, and vote on all matters coming before the Board. Vice President The Vice President of the Board shall: 1. Act in the capacity and perform the duties of the President of the Board in the event of the absence or incapacity of the President. 2. Become President only upon being elected to the position. Secretary The Secretary of the Board shall: 1. Ensure that an accurate record is kept of the proceedings of each Board meeting. 2. Ensure that notices of Board meetings are posted and sent as required by law. 3. In the absence of the President and Vice President, call the meeting to order and act as presiding officer. 4. Sign or countersign documents as directed by action of the Board.

DATE ISSUED: 11/7/2006 ADOPTED: 1 of 1 UPDATE 79 BDAA(LOCAL)-B 14 Harlandale Independent School District Board of Trustees Regular Call Board Meeting April 21, 2020

The Board of Trustees of the Harlandale Independent School District met on Tuesday, April 21, 2020 for a Regular Call Board meeting via video conference as approved by the Governor’s Office during the Corona Virus disaster – COVID-19. Mr. Ricardo Moreno, President, called the meeting to order at 6:15 PM. Roll Call: Mr. Ricardo Moreno, President; Mr. Juan Mancha, Vice President; Mr. Esequiel Mendoza, Secretary; Ms. Christine Carrillo, Ms. Norma Cavazos, Ms. Elizabeth Limon, Ms. Elaine Anaya-Ortiz, Members. The Chair declared a quorum present. Staff Present: Gerardo Soto, Superintendent; Richard Hernandez, Assist. Supt. for Finance; Dr. Melinda Salinas, Exec. Dir. Human Resources; Melisa Casey, Interim Assist. Supt. of Curriculum; Kyle Blakeney, Exec. Dir. Operations; Albert Rosales, Public Information Officer; Blanche Diaz, Recorder. Also present was Dr. Judy Castleberry, Conservator, and Robert “Woody” Wilson, attorney. COVID-19 Goals and Progress Measures: Kyle Blakeney reported on the safety and security measures taken districtwide, and for custodial, transportation, athletics, maintenance and police. Myrna Martinez provided an update on the purchase and installation of the building antennas and bus routers to support student access for online distance learning. Richard Hernandez gave a summary of the meals served by site and week – 63,735 total of breakfast and lunch meals served in five weeks. Melissa Casey outlined the instructional continuity for the digital learning landscape. Dr. Melinda Salinas reported on the teacher appraisal waiver, requesting in July an extension from April 22 to September 30 for superintendent’s authority to employ classroom teachers, and staffing update on retirees, vacancies, and 123 certified teacher applicants received. TEA Corrective Action Plan: Dr. Judy Castleberry, TEA Conservator, provided an overview of the required Corrective Action Plan being developed collaboratively with staff. The plan will address issues identified in the Special Investigation conducted by TEA, the 2019 report of the External Auditor, and the March 31, 2020 letter from TEA addressing the 2019 report of the External Auditor. The completed plan will be shared with the Board at a later date. Lone Star Governance: Staff reported that Continuing Education Credits (CEC) reporting was postponed for board members until September 2020. TASB is providing online courses and up to board members to proceed or wait. The board agreed by consensus to wait and see how things progress with the COVID-19 and then decide at the next board meeting to continue LSG with Region 20. Consent: Mr. Moreno motioned to approve by consent agenda items 4A through 4N and Ms. Cavazos seconded. During discussion, Ms. Ortiz motioned to amend Mr. Moreno’s motion to also pull item 4G and H for further discussion and Ms. Limon seconded. Messrs. Mancha,

10446 April 21, 2020

15 Mendoza, Moreno, Ms. Carrillo, Ms. Cavazos, Ms. Limon, Ms. Ortiz voted in favor of the amendment and the motion carried: A. March 2, 3, 16, 23, 2020 board meeting minutes B. Report gift(s) accepted on behalf of the Board C. Investment Report for Quarter ending March 31, 2020 D. Instructional Materials Allotment TEKS Certification form 2020-2021 E. two additional purchases recommended to support the Instructional Materials Adoption approved by the Board on March 23, 2020 - 1) Computers on Wheels and 2) Classroom Book Collection Manager Program F. Resolution to consider including TAKS and TAAS alternative graduation requirements for identified students I. adopt a written instrument stating that the Board has reviewed the investment policy and investment strategies J. Approve a list of qualified brokers and investment pools to be authorized to engage in investment transactions with the District K. Suspend all grievance timelines referenced in Board policy while the district is closed due to the Covid-19 pandemic. All timelines will continue when we resume all regular district operations L. Delegate to the Superintendent final authority for employment of classroom teachers from April 22, 2020 to September 30, 2020 M. Educator/ Principal/ Administrator Appraisal Waiver for submission to TEA N. COVID-19 Support Cooperative Agreement with the Education Service Center Region 20 and estimated appropriation from the General Fund Messrs. Mancha, Mendoza, Moreno, Ms. Carrillo, Ms. Cavazos, Ms. Limon, Ms. Ortiz voted in favor of the amendment and the motion carried: 4G. Ms. Carrillo moved to approve Resolution for adjustments to EIC Local: Class Rank due to COVID-19 and Ms. Limon seconded. After discussion, Messrs. Mancha, Mendoza, Moreno, Ms. Carrillo, Ms. Cavazos, Ms. Limon, Ms. Ortiz voted in favor and the motion carried. 4H. Ms. Carrillo moved to approve the budget amendments to the General Fund for the 2019- 2020 fiscal year and Ms. Mendoza seconded. After discussion, Messrs. Mancha, Mendoza, Moreno, Ms. Carrillo, Ms. Cavazos, Ms. Limon, Ms. Ortiz voted in favor and the motion carried. Closed Session: Ms. Carrillo motioned to convene in Closed Session to discuss the following items and Ms. Cavazos seconded: A. Consider and take possible action on the recommended Regular Personnel Report (TGC 551.074).

10447 April 21, 2020

16 B. Discuss the Superintendent’s recommendation for the appointment of Assistant Superintendent of Curriculum and Instruction subject to future reassignment by the Superintendent (TGC 551.074). C. Discuss the Superintendent’s recommendation for the appointment of a Head Football Coach at McCollum High School subject to future reassignment by the Superintendent (TGC 551.074). D. Consider and take possible action on the 2020-2021 school year Professional Probationary Contracts, Professional Term contracts and Professional Non-Certified Contracts (TGC 551.074). E. Consultation with attorney regarding Harlandale Independent School District v. Jasmine Engineering: No. 04-19-00638-CV; Fourth Court of Appeals; from the 407th Judicial District Court, Bexar County, Texas Trial Court No. 2018-CI-02459 including discussion regarding the finding by TEA as to the contract with Jasmine Engineering. (TGC 551.071). F. Discussion regarding the evaluation instrument to be used for the Superintendent and timeline for same and any other matter related thereto.(TGC 551.074 and 551.071) G. Discussion regarding the determination made by Affiliated FM Insurance Company as to the insurance claim for wind and hail damage sustained by District facilities. (TGC 551.071) H. Discussion regarding the Agreement for Purchase and Sale of Real Property and any extension thereto. (TGC 551.071 and 551.072) Messrs. Mancha, Mendoza, Moreno, Ms. Carrillo, Ms. Cavazos, Ms. Limon, Ms. Ortiz voted in favor and the motion carried. The board convened in closed session at 7:51 PM. Open Session: At 9:44 PM, the board reconvened in open session. Ms. Carrillo motioned to approve the recommended personnel report as discussed in closed session and Ms. Cavazos seconded. Messrs. Mancha, Mendoza, Moreno, Ms. Carrillo, Ms. Cavazos, Ms. Limon, Ms. Ortiz voted in favor and the motion carried. Ms. Ortiz motioned to accept the superintendent’s recommendation of Melissa Casey for appointment of Assistant Superintendent of Curriculum and Instruction subject to future reassignment by the superintendent and Ms. Limon seconded. Messrs. Mancha, Mendoza, Moreno, Ms. Carrillo, Ms. Cavazos, Ms. Limon, Ms. Ortiz voted in favor and the motion carried.

Ms. Ortiz motioned to accept the superintendent’s recommendation of Carl Klan for the Head Football Coach at McCollum HS subject to future reassignment by the superintendent and Mr. Mancha seconded. Messrs. Mancha, Mendoza, Moreno, Ms. Carrillo, Ms. Cavazos, Ms. Ortiz voted in favor; Ms. Limon voted against. The motion carried. Ms. Carrillo motioned to approve all the 2020-2021 contracts of Professional Probationary, Professional Term, and Professional Non-Certified contracts and Mr. Mancha seconded. Messrs. Mancha, Mendoza, Moreno, Ms. Carrillo, Ms. Cavazos, Ms. Limon, and Ms. Ortiz voted in favor and the motion carried.

10448 April 21, 2020

17 Mr. Moreno motioned to let the findings of TEA regarding the PSA with Jasmine Engineering including impropriety and legality of the same are adopted by the board today and Mr. Mancha seconded. Messrs. Mancha, Mendoza, Moreno, Ms. Carrillo voted in favor; Ms. Limon voted against; Ms. Cavazos and Ms. Ortiz abstained. The motion carried. Mr. Moreno read a June 7, 2019 TEA final report done on Jasmine Engineering regarding the PSA. Mr. Moreno motioned to accept the purchaser’s 90 day extension timeline and revision regarding the Agreement for Purchase and Sale of Real Property and Ms. Cavazos seconded. Messrs. Mancha, Mendoza, Moreno, Ms. Carrillo, Ms. Cavazos, Ms. Limon voted in favor; Ms. Ortiz voted against. The motion carried. Ms. Carrillo motioned to adjourn and Ms. Limon seconded. All voted in favor and the meeting adjourned at 10:03 PM.

______Esequiel “Zeke” Mendoza, Secretary Ricardo Moreno, President

10449 April 21, 2020

HARLANDALE ISD

TO: Members of the Board

FROM: Melissa Casey, Assistant Superintendent of Curriculum & Instruction

PRESENTER: Melissa Casey, Assistant Superintendent of Curriculum & Instruction

MEETING DATE: May 18, 2020

SUBJECT: The Board will be asked to consider and approve submission of Waiver for CPR Graduation Requirement for students graduating in 2020.

Due to Covid-19, some seniors have not completed required CPR requirements for graduation. Texas Administrative Code requires a school district or an open-enrollment charter school shall provide instruction to students in cardiopulmonary resuscitation (CPR). The instruction: must be provided to each student at least once before graduation from high school.Cardiopulmonary resuscitation (CPR) instruction must include training that has been developed: by the American Heart Association or the American Red Cross; or using nationally recognized, evidence-based guidelines for emergency cardiovascular care and incorporating psychomotor skills to support the instruction. For purposes of Subsection (e), “psychomotor skills” means hands-on practice to support cognitive learning. The term does not include cognitive-only instruction and training. The state is allowing districts to submit a waiver for this graduation requirement due to Covid 19 School Closures.

Superintendent’s Recommendation: X Approved Rejected

______Gerardo Soto, Superintendent

HARLANDALE ISD

TO: Members of the Board

FROM: Melissa Casey, Assistant Superintendent of Curriculum & Instruction

PRESENTER: Melissa Casey, Assistant Superintendent of Curriculum & Instruction

MEETING DATE: May 18, 2020

SUBJECT: Approve the renewal of the MOU/Contract/Agreement for the 2020-2021 school year for the following agency/vendor.

Curriculum & Instruction AVID: The AVID College Readiness System is designed to increase schoolwide learning and performance for students in grades K–12. The mission of the AVID program is to close the achievement gap by preparing all students, with a focus on first generation college going and underrepresented students, for college readiness and success in a global society. A well-developed AVID system restructures the teaching methods of an entire school and opens access to rigorous curriculum, raising advanced-level course enrollments and increasing the number of students attending college. The agreement includes membership fees, professional development (13 seats at virtual Summer Institute) and a weekly subscription to AVID Weekly. AVID programming will occur at STEM Early College High School, Harlandale High School, McCollum High School, Terrell Wells MS, Kingsborough M.S., Harlandale M.S., and Leal M.S. The cost of $47,803 will be funded through local funds.

Superintendent’s Recommendation: X Approved Rejected

______Gerardo Soto, Superintendent

HARLANDALE ISD

TO: Members of the Board

FROM: Melissa Casey, Assistant Superintendent of Curriculum & Instruction

PRESENTER: Melissa Casey, Assistant Superintendent of Curriculum & Instruction

MEETING DATE: May 18, 2020

SUBJECT: DPERC Nominations

Policy BQA (LOCAL) which deals with the composition of the District PERC, states “two community members are to be nominated by Board members and drawn by lot in accordance with administrative procedures”. Each Board member submits two nominees who are community members. “A parent of a student cannot be considered a community representative. Community representatives must reside in the District and must be at least 18 years of age” (BQA LEGAL). Two names and an alternate will be drawn at the May meeting. Ballots will be available through google docs.

Superintendent’s Recommendation: X Approved Rejected

______Gerardo Soto, Superintendent

21 HARLANDALE INDEPENDENT SCHOOL DISTRICT TO: Members of the Board

FROM: Ricardo J. Hernandez, CPA Assistant Superintendent for Finance

PRESENTER: Melissa Casey, Asst. Superintendent for Curriculum & Instruction Benjamin Mora, Purchasing Manager

MEETING DATE: May 18, 2020

SUBJECT: Request to enter into an interlocal agreement to purchase outdoor classroom equipment for the Collier Elementary Outdoor Classroom Initiative from Nature Explore/DERF, a 501 (c) (3).

BACKGROUND For the past two years, Pre-K 4 SA (PK4SA) has awarded the District grant funds through a competitive education grants program. PK4SA has approved the District to use grant funds for the consultation and design of outdoor classrooms by a PK4SA acknowledge vendor, Nature Explorer, a 501(c)(3). The grant funds will also be used to purchase materials and equipment for this initiative.

Gillette Elementary was the first campus to receive these grant funds for the year 2018-2019. Nature Explorer was the company that was used for consultation, design and purchase of related equipment and furnishings. For the 2019-2020 year, Rayburn Elementary and Collier Elementary are designated as outdoor classroom sites. At their request each campus was visited by Nature Explorer design team in November of 2019. As a result, the campus, in working with PK4SA, was approved for the design and planned purchases.

Nature Explore/DERF is a registered 501(c) (3) non-profit organization. Texas Government Code 791 Interlocal Cooperation Contracts allows the District to enter into an agreement to purchase goods and services from non- profits. The relevant statute language is as follows: "Sec. 791.025. CONTRACTS FOR PURCHASES. (a) A local government, including a council of governments, may agree with another local government or with the state or a state agency, including the comptroller, to purchase goods and services.(b) A local government, including a council of governments, may agree with another local government, including a nonprofit corporation that is created and operated to provide one or more governmental functions and services, or with the state or a state agency, including the comptroller, to purchase goods and any services reasonably required for the installation, operation, or maintenance of the goods..." and "..(c) A local government that purchases goods and services under this section satisfies the requirement of the local government to seek competitive bids for the purchase of the goods and services." This interlocal contract satisfies the competitive bidding requirement for purchases above $15,000 and above. RECOMMENDATION In conjunction with the District’s Curriculum and Instruction and the MOST Department, staff recommends to enter into an interlocal agreement (contract) with Nature Explore/DERF for the purchase of equipment for the Collier Elementary School outdoor classroom imitative for a total estimated cost of $46,695.96. Funding will be from the Pre-K for SA Competitive Education Grant Funds. Attachment(s)

Superintendent: √ Approved ______Rejected

Mr. Gerardo Soto Superintendent

HARLANDALE INDEPENDENT SCHOOL DISTRICT

TO: Members of the Board

FROM: Ricardo J. Hernandez, CPA Assistant Superintendent for Business

PRESENTER: Michael Ramirez, Chief of Police Benjamin Mora, Purchasing Manager

MEETING DATE: May 18, 2020

SUBJECT: Request to purchase digital public safety radios for elementary schools from Motorola Solutions through DIR purchasing cooperative (DIR Contract # DIR-TSO-4101)

BACKGROUND The District has started the build out of Phase I of the state-of-the-art Enhanced Motorola Solutions Digital LMR APCO-P25 TDMA Public Safety Communications System as approved by the Board of Trustees on February 18, 2020. Phase I of the system is set to go online by August 2020. Strategically Land Mobile Radios (LMR) devices have been purchased to bring on line the Police and Transportation Departments. During the Phase I build out, the two High Schools will be brought online simultaneously. Each administrative staff member from each of the District’s schools and the District’s owned facilities will have direct communications with the District’s Police Department and neighboring First Responders with Interoperability capabilities. This initiative will result in the eventual deployment of four hundred four hundred (400) LMRs throughout the District for Public Safety Communications in the schools and satellite facilities. Phase I is a transitional phase of school implementation of these radios. The District has been awarded a grant from the Texas School Safety Center in the amount of $227,925 which will supplement this effort. In accordance with the submitted application, the purchase of LMR for the elementary campuses is an allowable cost. To maintain consistency and reliability within the system a quote from Motorola Solutions, Inc. was acquired under the DIR Contract# DIR-TSO-4101. In utilizing the DIR the District meets the State of Texas and Local procurement requirements for formal price competition.

RECOMMENDATION In conjunction with the District’s police department, staff recommends the purchase of digital public safety radios for elementary schools be granted to Motorola Solutions under the DIR Cooperative contract # DIR-TSO-4101 at an estimated cost of $227,925.00. The funding will be from the School & Safety Security grant.

Superintendent: √ Approved ______Rejected

Mr. Gerardo Soto Superintendent

HARLANDALE INDEPENDENT SCHOOL DISTRICT

TO: Members of the Board

FROM: Ricardo J. Hernandez, CPA Assistant Superintendent for Business

PRESENTER: Kyle Blakeney, Executive Director of Maintenance and Operations Benjamin Mora, Purchasing Manager

MEETING DATE: May 18, 2020

SUBJECT: Request to award vendor for the purchase of roofing repairs and maintenance services for Rayburn Elementary School through Omnia Partners purchasing cooperative (Contract # R180901)

BACKGROUND At the January 21, 2020 Regular Board Meeting, the Board approved Staff’s assessment and prioritization of facility repairs, maintenance and improvements. One of those critical areas was the repair and maintenance of building roofs throughout the District. As a result, staff entered into a services agreement with National Roofing Partners (NRP) via Omnia Partners Contract R180901 for roof consulting services which included assessment of roofs, projected costs of needs, facilitation of bidding process through District approved cooperatives and independent oversight of projects to insure proper completion. An immediate need to be addressed was the Rayburn Elementary roof. Staff worked with NRP to seek proposals for the repair and maintenance of Rayburn Elementary’s roof system through proper bid preparation.

NRP recommends and Staff concurs with a single ply PVC (polyvinyl chloride) application, for Rayburn Elementary’s roof. The application includes the following:

SINGLE-PLY 60 MIL PVC SCOPE OF WORK  Perform IR scan to detect any moisture in current roof system and replace ISO at unit cost price  Tear off all flashings at RTUs, walls, MEP penetrations and curbs and install ¼” DensDeck Prime on vertical surfaces  Tear off all metal work and dispose of  Repair any damage to current roof system including: blisters, fish mouths, open laps, voids and tears  Furnish and install Soprema 60 mil Fleece Back Bright White PVC membrane fully adhered over existing roof system  Flash all MEP penetrations using factory prefabricated accessories where possible  Flash all curbs up and over terminating under RTUs when practical  Flash all walls up and over terminating under coping cap  Furnish and install new prefinished metal work with 20-year finish warranty (standard colors only)  Provide and install new walk pad at all roof access points per manufacturer’s minimum requirement  All components will be installed using manufacturer's standard 20-year details or written approved deviations  Provide contractor's 2-year workmanship warranty  Provide manufacturer's 20-year NDL warranty covering labor and materials, and a 5-year maintenance program.

Three bids from Cram Roofing Co., Beldon Roofing Company, and Turner Roofing Company, Inc. were acquired via Omnia Partners Purchasing Cooperative approved vendors. Purchases utilizing Omnia Partners Contract# R180901 meets or exceeds the State of Texas and Local procurement requirements for formal price competition.

RECOMMENDATION In conjunction with NRP’s recommendation, the Maintenance and Operations Department, staff recommends the purchase of roofing maintenance services for Rayburn Elementary be granted to Turner Roofing Company, Inc. under the Omnia Partners Cooperative contract # R180901 at an estimated cost of $380,285 Single Ply Recover 60 Mil PVC and a five (5) year maintenance program. Various funding resources were approved by the Board on January 21, 2020 which included the Settlement Funds. This funding source will be used for the funding for the repairs and maintenance of the Rayburn Elementary roof.

Attachment(s)

Superintendent: √ Approved ______Rejected

/s/ Gerardo Soto

Mr. Gerardo Soto Superintendent

HARLANDALE INDEPENDENT SCHOOL DISTRICT

TO: Members of the Board

FROM: Ricardo J. Hernandez, CPA Assistant Superintendent for Business

PRESENTER: Myrna Martinez, Director of Information Services

MEETING DATE: May 18, 2020

SUBJECT: Request to approve resolution for Schools and Libraries Universal Services (E-RATE) for the school year 2020-2021 authorizing the filing of the Form 471 applications for funding year 2020-2021 and the payment of the District’s share upon approval of funding and receipt of services

BACKGROUND The approval of this resolution authorizes the filing of two E-Rate Form 471 applications for funding year 2020-2021 and the payment of the District’s share upon approval of funding and receipt of services and/or products. Form 471 application # 201014646 requests Category 1 Internet Access. Included in Category 1 are wide area network services and access to high-speed internet service. Form 471 application # 201028782 request from Category 2 the purchase of internal connections. This request will fund campus-based network equipment and the basic maintenance of existing network equipment. This includes technical support and basic maintenance of equipment that provides wireless and network services. Both applications ensure the continuous service to students and staff by providing access, hardware, upgrades, and technical support to the District’s internal network support staff.

The District will receive in total value of product and services $796,193. The District’s share of cost for internet services and internal connections plus non E-Rate eligible equipment and service is $107,829.

RECOMMENDATION: Staff recommends approval of the resolution authorizing the filing of the two E-Rate Form 471 applications and the payment of the District’s share for school year 2020-2021. The District will receive in total value of product and services $796,193. The District’s share of eligible cost plus non E- Rate eligible equipment and service is $107,829. This expense will be contingent upon the approval of E-Rate funding. Funding for the District’s cost is from the General Fund budgeted funds.

Superintendent: √ Approved Rejected

Mr. Gerardo Soto Superintendent

26 E-Rate Requests, FY 2020 (07/01/2020-06/30/2021)

Applicant Name:HARLANDALE INDEP SCHOOL DIST Billed Entity #:141545

Pre-Disct Requested Applicant 471 App # FRN Service Provider SPIN Category Amount Disct Amount Share 201014646 2099018882 Crown Castle Fiber LLC 143005274 Data Transmission 21,504.00 90% 19,353.60 2,150.40 And/or Internet Access

2099018888 Crown Castle Fiber LLC 143005274 Data Transmission 21,504.00 90% 19,353.60 2,150.40 And/or Internet Access

2099018890 Crown Castle Fiber LLC 143005274 Data Transmission 189,000.00 90% 170,100.00 18,900.00 And/or Internet Access

Totals for 471 App # 201014646: 232,008.00 208,807.20 23,200.80 Pre-Disct Requested Applicant 471 App # FRN Service Provider SPIN Category Amount Disct Amount Share 201028782 2099047823 Layer 3 Communications, LLC 143026409 Basic Maintenance 28,033.77 85% 23,828.70 4,205.07 Of Internal Connection

2099047824 Layer 3 Communications, LLC 143026409 Basic Maintenance 13,568.52 85% 11,533.24 2,035.28 Of Internal Connection

2099047825 Layer 3 Communications, LLC 143026409 Internal 29,002.00 85% 24,651.70 4,350.30 Connections 2099047826 Intech Southwest Service LLC 143026602 Internal 469,441.00 85% 399,024.85 70,416.15 Connections 2099047827 Intech Southwest Service LLC 143026602 Internal 24,140.00 85% 20,519.00 3,621.00 Connections

Totals for 471 App # 201028782: 564,185.29 479,557.49 84,627.80

Totals for Billed Entity # 141545: 796,193.29 688,364.69 107,828.60

BOARD INTERNAL ORGANIZATION BDB INTERNAL COMMITTEES (LEGAL)

The Board may from time to time as it deems necessary create committees to facilitate the efficient operation of the Board. A committee that includes one or more Board members and has supervision or control over public business or public policy is subject to the Open Meetings Act when it meets to discuss that public business or policy. A committee that includes less than a quorum of Board members is not subject to the Open Meetings Act if it serves a purely advisory function, with no power to supervise or control public business. However, should the committee actually function as something more than a merely advisory body with the result that it in fact su- pervises or controls public business or policy, it must comply with the Open Meetings Act to avoid depriving the public of access to the Board’s actual decision-making process. Education Code 11.061(c)(3); Atty. Gen. Op. Nos. DM-284 (1994), JM-1072 (1989), JM-331 (1985), H-3 (1973); see also Atty. Gen. Op. LO-97-058 (1997) [See BE(LEGAL)]

DATE ISSUED: 10/6/1998 1 of 1 UPDATE 59 BDB(LEGAL)-P 28 Harlandale ISD 015904

BOARD INTERNAL ORGANIZATION BDB INTERNAL COMMITTEES (LOCAL)

Special Committees The President shall appoint members to special committees created by the Board to fulfill specific assignments, unless otherwise provided by Board action. These committees may include District personnel and citizens. The function of committees shall be fact- finding, deliberative, and advisory, but not administrative. Special committees shall report their findings to the Board and shall be dis- solved upon completion of the assigned task or vote of the Board. The President of the Board and the Superintendent shall be ex offi- cio members of all Board committees, unless otherwise provided by Board action. Transacting Committees may transact business only within the specific authori- Business ty granted by the Board. To be binding, all such business must be reported to the Board at the next regular or special meeting for approval and entry into the minutes as a public record.

DATE ISSUED: 7/5/2018 ADOPTED: 1 of 1 LDU 2018.02 BDB(LOCAL)-A 29 The Harlandale Independent School District will be entering into a contingent fee contract for legal services and provides the following information to the public:

A. The District has recently received a decision by it’s insurance carrier regarding a claim for damages to District Facilities due to wind and/or hail storms. The District needs a law firm to make a determination on whether the reports and decision provided by the insurance carrier is accurate and provides proper value and coverage for all the damages sustained by the District pursuant to District’s Insurance Policy. If the law firm determines that the reports provided and the coverage decision made by the insurance company is in breach of the District’s Insurance Policy and/or violates the Texas Insurance Code the District would pursue a claim to recover all the damages the District is legally entitled under its Insurance Policy and the laws governing conduct of Insurance Carriers who do business in Texas.

B. The Law Firm of Sanchez & Wilson has been representing the District for several years in all its legal matters. This Law Firm has demonstrated in competence, qualifications and experience over these years and the District is very familiar with their services in representing political subdivisions of the State of Texas that includes Independent School Districts.

The Law Firm of Flores & Pelaez-Prada has specialized in representing commercial property owners, homeowners, school districts, municipalities, and small business in claims against insurance companies. They have handled over 3,500 property insurance claim disputes. They have a combined almost 40 years experience in representing clients. They have experience in high stakes complex litigation and have a specialized knowledge and training in claims against insurance companies. Insurance claim disputes make up 95% of their practice.

C. The District retained Sanchez & Wilson, PLLC in October 2015. This firm has continued their representation since that retention.

The Law Firm of Flores & Pelaez-Prada has been providing consulting services to Sanchez & Wilson, PLLC over this last year regarding the insurance coverage for the damages sustained by the District due to the hail storm.

D. The District does not have in house counsel to provide representation. This type of representation is of a specialized nature that only a few law firms are able to provide. The District does not have the personnel nor the administration to determine the nature and extent of the damage to the District Facilities.

E. The District will not incur any cost and expense in retaining these Firms. If the District did not retain these law firms the District would be responsible for hiring and retaining contractors to determine the extent of the damages to the District Facilities. These law firms will cover this entire cost for the District. If the District retained a law firm and paid them by the hour and all the firms expenses it will result in a large incurred expense the District will have to float until an outcome is reached on the claim. If the case is lost or dismissed under an hourly rate the District would likely be out hundreds of thousands of dollars in expenses with no recourse. If the case is lost or dismissed under a contingent agreement, only the Law Firms will incur the loss and the District is protected. Under a contingent agreement, the District is protected from expenses regardless of the outcome of the case.

30 F. Based upon on all the above reasons and in saving large amounts of time, resources, and expenses for the District it is in the best interest of the District to retain legal services on a contingent basis.

31 The Harlandale Independent School District will be entering into a contingent fee contract for legal services and provides the following information to the public:

C. The District retained Sanchez & Wilson, PLLC in October 2015. This firm has continued their representation since that retention.

32 F. Based upon on all the above reasons and in saving large amounts of time, resources, and expenses for the District it is in the best interest of the District to retain legal services on a contingent basis.

33 RESOLUTION NO. ______

RESOLUTION OF THE HARLANDALE INDEPENDENT SCHOOL DISTRICT

At a properly called meeting of the Board of Trustees of the Harlandale Independent

School District, the following Resolution was introduced by the Board President, and was considered by the Board:

WHEREAS, the Harlandale Independent School District (“District”) received a decision by it’s insurance carrier regarding a claim for damages to District Facilities; and

WHEREAS, the board of trustees of the District (the “Board”) has determined the

District will need a law firm to inspect, analyze, and determine on whether the reports and decision provided the by the insurance carrier is accurate and provides proper value and coverage for all damages sustained by the District pursuant to the Districts’ insurance policy;.

WHEREAS, the Law Firm of Sanchez & Wilson, PLLC has been representing the

District for several years in all its legal matters; The Law Firm has demonstrated its competence, qualifications, and experience over these years and the District is familiar with their services in representing political subdivisions of the State of Texas, including School Districts;

WHEREAS, The Law Firm of Flores & Pelaez-Prada has specialized in representing commercial property owners, homeowners, school districts, municipalities, and small business in claims against insurance companies. They have handled over 3,500 property insurance claim disputes. They have a combined almost 40 years experience in representing clients. They have experience in high stakes complex litigation and have a specialized knowledge and training in claims against insurance companies. Insurance claim disputes make up 95% of their practice.

NOW, THEREFORE, BE IT RESOLVED that The Board of Trustees of the

Harlandale Independent School District finds that:

34 (1) There is a substantial need for the legal services;

(2) The legal services cannot be adequately performed by the attorneys and

supporting personnel of the political subdivision; and

(3) The legal services cannot reasonably be obtained from attorneys in private

practice under a contract providing only for the payment of hourly fees, without regard to

the outcome of the matter, because of the matter for which the services will be obtained

or because the political subdivision does not have funds to pay the estimated amounts

required under a contract providing only for the payment of hourly fees.

RESOLVED FURTHER, that the Board retain the Law Firms of Sanchez & Wilson,

PLLC and Flores & Pelaez Prada subject to the terms of the contingent fee contract that has been presented.

RESOLVED FURTHER, that the Board President of the District’s Board of Trustee’s, is hereby recognized to have the power and authority, to execute on behalf of the District the contract.

This Resolution is a part of the minutes of the Special Meeting of the Board of Trustees of the Harlandale Independent School District held on ______, ______at ______p.m.

ATTESTED:

______May 18, 2020 President, Board of Trustees

______May 18 , 2020 Secretary, Board of Trustees