Harlandale ISD

Regular Meeting

Tuesday, January 19, 2021 6:15 PM

Central Office, 102 Genevieve, , TX 78214 via video conference Effective March 16, 2020 Governor Gregg Abbott authorized the temporary suspension of some of the statutory provisions of the 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 Tuesday, January 19, 2021, beginning at 6:15 PM, Central Office, 102 Genevieve Dr, 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. January 19, 2021. 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 and 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

1 1 Tuesday, January 19, 2021 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 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. Announcements

4. Information/Reports

A. Lone Star Governance Student Outcomes Data

5. Consent

A. Approve the December 14, 2020 board meeting minutes. 4

B. Consider and take appropriate action to approve the renewal of the 7 MOU/Contract/Agreement for the 2020-2021 school year for the following agency/vendor: YWCA-San Antonio

C. Consider and approve Lone Star Governance Superintendent Constraints. 8

D. Review and accept the annual report, as required by Education Code § Sec. 9 44.0331(b), of the management fees under certain cooperative purchasing contracts.

E. Consider and take appropriate action regarding the budget amendments to the General Fund 11 and the Debt Service fund for the 2020-2021 fiscal year in various amounts.

F. Consider and take appropriate action on adopting a Joint General Election Order for the Board14 of Trustee election to be held May 1, 2021 for Single Member Districts One (1), Two (2), Three (3), and Four (4).

G. Consider and take appropriate action on approval of a Joint Election Agreement and to 21 negotiate a contract with the Bexar County Election Office for conducting the May 2021 Joint Election, funding for this agreement is from the General Fund budgeted funds of $23,400.

H. Consider and take appropriate action on the request to award RFP 200008 demography 26 services, funding to be from the General Fund budgeted funds for the estimated amount of $27,795.

2 2 Tuesday, January 19, 2021 I. Consider and take appropriate action on the request to award RFP 200010 waste management27 services, funding to be from the General Fund and Child Nutrition fund total budgeted funds for the estimated amount of $177,735.

J. Consider and take appropriate action on the request to award RFP 200014-A pest control and 28 herbicide services, funding to be from the General Fund and Child Nutrition fund total budgeted funds for the estimated amount of $36,168.

K. Consider and take appropriate action on the request to award RFP 200015 auditory impaired 29 specialist services, funding to be from the State Special Education allotment for the estimated amount of $35,200.

L. Consider and take appropriate action on the request to award RFP 200016 Campus Principal 30 coaching services, funding to be from the Teacher Incentive Allotment funds for the estimated amount of $34,500.

6. Individual Items

A. Approve the Comprehensive Annual Financial Report for the year ended June 30, 2020 as 31 presented by Garza/Gonzales and Associates.

B. Consider and take appropriate action on approval of schematic design for 45 Harlandale High School and McCollum High School Auditorium Renovations.

C. Consider and take appropriate action on approval of schematic design for the 46 Memorial Stadium Parking and Lighting Project.

7. Convene in Closed Session as authorized by the Texas Government Code, Chapter 551, Sections 551.071 through 551.084.

A. Discuss and take possible action on the recommended regular personnel report. (TGC 551.074)

8. Convene in Open Session and take appropriate action on items discussed in Closed Session.

9. Adjourn

The notice for this meeting was posted on January 15, 2021 in compliance with the Texas Open Meetings Act as amended by Governor Gregg Abbott on March 16, 2020.

______Gerardo Soto Superintendent of Schools

3 3 Tuesday, January 19, 2021 Harlandale Independent School District Board of Trustees Regular Board Meeting December 14, 2020

The Board of Trustees of the Harlandale Independent School District met for a Regular Board meeting on Monday, December 14, 2020 at Central Office PDC via video conference, 102 Genevieve, San Antonio, Texas 78214. Ms. Norma Cavazos, President, called the meeting to order at 6:15 PM.

Roll Call: Ms. Norma Cavazos, President; Mr. Juan Mancha, Vice President, Ms. Elaine Anaya-Ortiz, Secretary, Ms. Christine Carrillo, Ms. Elizabeth Limon, Mr. Ricardo Moreno, Members. Mr. Zeke Mendoza was not in attendance. The Chair declared a quorum present. Also present was Dr. Judy Castleberry, Conservator. Staff Present: Gerardo Soto, Superintendent; Richard Hernandez, Assist. Supt. for Business; Melissa Casey, Assist. Supt for Curriculum; Dr. Melinda Salinas, Exec. Dir. Human Resources, Kyle Blakeney, Exec. Dir. Operations; Mariana Veraza, Public Information Officer; Mila Perez, Recorder. Tony Resendez, Attorney, Walsh Gallegos. Information/Reports: Presentations were given for the following: A. Lone Star Governance Student Outcomes Data, B. Be informed of Harlandale ISD submitting an Attestation for Terminating Remote Learning for Individual Students, C. Delinquent Tax Collection Report for the period July – September 2020. Consent: Ms. Carrillo motioned to approve items 5A-5G, Ms. Limon seconded: A. Approve the November 16, 19,2020 board meeting minutes. B. Consider and take appropriate action to approve the renewal of the MOU/Contract/Agreement for the 2020-2021 school year for the following agencies/vendors: Mission Road Developmental Center (Renewal, No Cost): Early College High School MOU with ACCD Palo Alto College (Renewal, Cost sharing with PAC) C. Consider and take appropriate action regarding the budget amendment to the General Fund’s sub-fund of Donations for the 2020-2021 fiscal year in various amounts. D. Consider ant take appropriate action to approve a resolution to enter in an agreement with Texas Fixed Income Trust Local Government Investment Pool, a public funds investment pool E. Approve the request for the waiver of penalty and interest on account #07885-001-0130 year 2019, (Owner: Oscar C. Ibieta. in accordance with Section 33.011 of the Texas Property Tax Code). F. Consider and take appropriate action on the request to award RFP 200014 preventative maintenance of refrigeration equipment services in the estimated amount of $75,000 funded primarily with Child Nutrition Funds. G. Consider ant take appropriate action to approve on the request to purchase roofing repairs and maintenance services for Harlandale High School from Cram Roofing company through OMNIA Partners purchasing cooperative (contract #R180901), in the estimated amount of $179,071.00 funded with the settlement funds.

4 10485 December 14, 2020

Ms. Carrillo, Ms. Limon, Mr. Moreno, Ms. Ortiz, Mr. Mancha and Ms. Cavazos voted in favor and the motion passed.

Individual: 6A- A presentation was given by Mr. Ronnie Cantu. After presentation, Ms. Carrillo made a motion to approve the Targeted Improvement Plans for Tejeda Jr. Academy, Adams, Bellaire, Columbia Heights, Rayburn, Stonewall Flanders, and Wright. Ms. Cavazos seconded the motion. All members present voted in favor, motion passed.

6B- Mr. Morendo made motion to modify the board resolution to exclude 2019-2020 4th 6 weeks or 4th semester (9weeks) from GPA ranking, Ms. Carrillo seconded. Ms. Ortiz, Mr. Moreno, Mr. Mancha, Ms. Limon, Ms. Carrillo and Ms. Cavazos voted in favor, motion passed.

6C- Ms. Ortiz motioned to approve a resolution establishing the District’s intention to reimburse itself for the prior lawful expenditure of funds in furtherance of acquiring, constructing, equipping and improving school facilities from the proceeds of tax-exempt obligations to be issued by the District for authorized purposes, Ms. Carrillo seconded the motion. All members present voted in favor, motion passed.

6D- Ms. Limon motioned to discuss item after closed session, Ms. Ortiz seconded. Ms. Limon and Ms. Ortiz voted in favor; Mr. Moreno, Ms. Carrillo and Ms. Cavazos voted against; Mr. Mancha abstained, motion failed. Ms. Limon made a substitute motion to terminate Sanchez & Wilson and continue with Walsh Gallegos, no second, motion dies. Closed Session: Ms. Carrillo motioned to convene in closed session to discuss the following agenda items and Ms. Limon seconded: 7A. Discuss and take possible action on the recommended regular personnel report. (TGC 551.074) 7B. Review and accept the findings of the Harlandale ISD 2020 school safety audit. (TGC 551.071) 7C. Consider and take appropriate action to adopt the 2020 Emergency Operations Plan (EOP) for the Harlandale ISD. (TGC 551.071) 7D. Consultation with attorney regarding status of claim against insurance company due to damage to district facilities by hail. (TGC 551.071) 7E. Consultation with attorney regarding status and legal issues pertaining to Comprehensive Training Center, et al. vs. Harlandale Independent School District, Cause No. 2020-CI-17298, In the District Court, 57th Judicial District, Bexar County, Texas. (TGC 551.071)

Ms. Carrillo, Ms. Limon, Mr. Mancha, Ms. Ortiz, Mr. Moreno and Ms. Cavazos voted in favor and the board convened in Closed Session at 8:13pm.

5 10486 December 14, 2020 Open Session: At 10:16pm, the board reconvened in open session. 7A. Ms. Ortiz motioned to approve the regular personnel report as discussed in closed session and Ms. Carrillo seconded All members present voted in favor, motion carried. 7B. Ms. Limon motion to accept the findings of the Harlandale ISD 2020 school safety audit, Ms. Carrillo seconded. All members present voted in favor, motion carried. 7C. No action taken at this time, item will be placed on the January 2021 regular board meeting agenda. 7D. No action taken at this time, item will be placed on the February 2021 regular board meeting agenda. 7E. No action taken at this time, it will be placed on the January 2021 regular board meeting agenda. Ms. Carrillo motioned to adjourn and Ms. Ortiz seconded. All members present voted in favor and the meeting adjourned at 10:19pm.

______Elaine Anaya-Ortiz, Secretary Norma Cavazos, President

10487 December 14,2020 6

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: January 19, 2021

SUBJECT: Consider and take appropriate action to approve the renewal of the MOU/Contract/Agreement for the 2020-2021 school year for the following agency/vendor.

The Board will be asked to approve the renewal of the MOU/Contract/Agreement for the 2020-2021 school year for the following agency/vendor:

YWCA-San Antonio: "Safe Dates"/ Teen Dating Violence Prevention classes are being offered to Harlandale I.S.D. High School Students (Harlandale Alternative Center, Academy, Harlandale High School, McCollum High School, and STEM Early College High School) to bring awareness and education around dating abuse to empower teens to prevent and end dating violence. This Program is evidence based and aims towards promoting healthy relationships, challenging dating norms, and acknowledges tools to spot abusive behavior while providing information on how to help someone in an abusive relationship leave. The lessons expand over a 10-day period. Implementation will be in the Spring of 2021.

The “Safe Dates” Program intended for High Schools has been reviewed and approved by our S.H.A.C. (School Health Advisory Council) to be implemented in the Spring of 2021.

Parent newsletters, "Families for Safe Dates" will be offered while additional resources will become available to support the needs of parents that are seeking information to better guide their children.

No cost to the District.

Superintendent’s Recommendation: X Approved Rejected

______Gerardo Soto, Superintendent

7 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: January 19, 2021

SUBJECT: Consider and approve Lone Star Governance Superintendent Constraints.

BACKGROUND

As part of Lone Star Governance, Superintendent constraints and Constraint Progress Measures (CPMs) must be adopted. Constraints were adopted in October 2019. Below modifications to the original constraints made to align to current timelines, adjust percentages by types, and clarify what data will be used for the Constraint Progress Measure (CPM) for Constraint 2.

Superintendent Constraint Progress Measures Constraint 1: The superintendent shall not allow any campus to receive either a D or F rating.

 The percent of teachers who score below proficient and above in TTESS 2.1(Achieving Expectations) and 2.2 (Content Knowledge & Expertise) will decrease by 2% each year by August 2025. 2018-2019 Baseline: 11% not at proficient on 2.1* 2018-2019 Baseline: 12% not at proficient on 2.2*

*19-20 TTESS data unavailable due to COVID 19

Constraint 2: The superintendent shall not allow more than 25% of teachers with 0-5 years experience at any campus.

 The retention rate for teachers in the district will increase from 81.0% to 88% by December 2025. 2018-2019 Baseline: 81.0%

RECOMMENDATION

Approve superintendent constraints as presented.

Superintendent’s Recommendation: X Approved Rejected

______Gerardo Soto, Superintendent

8 HARLANDALE INDEPENDENT SCHOOL DISTRICT

TO: Members of the Board

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

PRESENTER: Ricardo J. Hernandez, CPA Assistant Superintendent for Finance Benjamin S. Mora, Purchasing Manager

MEETING DATE: January 19, 2021

SUBJECT: Annual report of management fees under certain Cooperative Purchasing Contracts

BACKGROUND: Texas Education Code § Sec. 44.0331(b) requires an annual purchasing cooperative fee report be submitted to the Board of Trustees for review and acceptance. The attached annual Purchasing Cooperative fee report details contract related fees paid either by the District or awarded contractor. Purchasing Cooperative district membership/participation fees are paid directly out of the District’s General Fund. These fees help the Cooperative offset operating costs associated with serving the District. These annual fees are a planned item approved in the overall budget.

Vendor Fees are paid directly by the awarded contractor to compensate the respective Purchasing Cooperative for the services and functions performed under the Interlocal Participation Agreement. They enable the organization to pay the administrative, endorsement, licensing, marketing, and other expenses involved in successfully operating a program of electronic commerce for Cooperative members. Please note that the attached report only reflects fees collected by the Cooperatives year to date; calendar year 2020. As procurement requirements for education become more complicated and budgeting constraints tighter, staff continues to seek out innovative ways to deliver savings and efficiencies. The advantages of Purchasing Cooperative participation include the following:

• Strength in number/economies of scale • Superior quality • Best practices and regulatory compliance • Time savings

The District only participates in Purchasing Cooperatives that have been explicitly authorized by the Board of Trustees. Further, Purchasing Cooperatives like the BuyBoard provide rebates to the District’s General fund for vendor fees collected in excess of their annual operating expenses. A rebate check was issued in the amount $35,105. in December of 2020.

Attachment(s) Respectfully submitted

Ricardo J. Hernandez, CPA Assistant Superintendent for Business 9 Harlandale Independent School District Annual Purchasing Cooperative Fee Report (Year 2020)

Purchasing Cooperative Fee Type Fee Description Amount

Texas SmartyBuy District Membership Fee Annual fee $100.00

Central Texas Purchasing Alliance District Membership Fee Annual fee $125.00

Region 20 District Participation Fee 2013 Purchasing Cooperative $875.00

Region 20 District Participation Fee Educational Technology $772.00

Region 20 Vendor Fee PACE Purchasing Cooperative $540.55

Region 20 Vendor Fee Texas 20 Purchasing Cooperative (Food Service) $18,818.64

Buyboard Vendor Fee for Purchases over $25k Stewart Signs $696.52

Buyboard Vendor Fee for Purchases over $25k Caldwell Country Chevrolet, LLC $400.00

Buyboard Vendor Fee for Purchases over $25k Pitney Bowes $860.00

Buyboard Vendor Fee for Purchases over $25k WatchGuard, Inc. $547.80

Buyboard Vendor Fee for Purchases over $25k Caldwell Country Chevrolet, LLC $400.00

Buyboard Vendor Fee for Purchases over $25k Liberty Source, LP $614.80

Buyboard Vendor Fee for Purchases over $25k Quality Hardwood Floors, Inc. $1,880.00

Buyboard Vendor Fee for Purchases over $25k 806 Technologies $500.00

10 HARLANDALE INDEPENDENT SCHOOL DISTRICT

TO: Members of the Board

FROM: Ricardo J. Hernandez, CPA

Assistant Superintendent for Finance

MEETING DATE: January 19, 2021

SUBJECT: BUDGET AMENDMENTS

General Fund 199 – Exhibit A Campus 1. To transfer funds within the campus allocation of Leal MS for the purchase of an iPad for administration for effective and consistent communication. Available funds are being transferred out of function 11 Instuction to function 23 Campus Administration in the amount of $1,236. 2. To transfer funds within the campus allocation of Terrell Wells MS for postage for the mailing of report cards and progress reports for the remainder of the year. Under TEA guidelines these cost must be recorded to function 23 Campus Administration. Available funds are being transferred out of function 11 Instuction in the amount of $2,500. Language Arts Department 3. To transfer funds within the department budget originally budeted substitute funds which will not be utilized at this time from function 11 Instructional Services to function 21 Instruction Administration in the amount of $2,000 in support of content building for the instructional reading coaches.

Debt Service Fund 599 - Exhibit B 1. To reflect the corresponding budget to the Board approved remarketing of the 2015 bonds in August, 2019.

Superintendent: √ Approved ______Rejected

Mr. Gerardo Soto Superintendent

11 Harlandale Independent School District GENERAL OPERATING FUND (199) 2020 - 2021 FISCAL YEAR BUDGET AMENDMENT 19-Jan-21

APPROVED PROPOSED DATA ORIGINAL BUDGET BUDGET CONTROL BUDGET AS OF AS OF Increase CODES 7/1/2020 12/14/2020 1/19/2021 (Decrease) ESTIMATED REVENUES: 5700 Local, Intermediate & Out-of-State $ 21,395,958 $ 21,399,958 $ 21,399,958 - 5800 State Programs 117,396,398 117,559,858 117,559,858 - 5900 Federal Programs 3,170,000 3,170,000 3,170,000 -

5030 Total Estimated Revenues 141,962,356 142,129,816 142,129,816

APPROPRIATIONS: 0011 Instructional Services 83,486,695 84,676,200 84,670,464 (5,736) 0012 Instructional Resources & Media Services 2,400,918 2,492,268 2,492,268 - 0013 Curriculum & Personnel Development 4,147,889 3,974,580 3,974,580 - 0021 Instruction Administration 2,085,887 2,077,695 2,079,695 2,000 0023 School Administration 9,735,431 9,872,833 9,876,569 3,736 0031 Guidance & Counseling Services 5,522,855 5,643,649 5,643,649 - 0032 Social Work Services 2,287,645 2,309,084 2,309,084 - 0033 Health Services 2,063,650 2,147,513 2,147,513 - 0034 Student (Pupil) Transportation 3,416,659 3,565,412 3,565,412 - 0035 Food Service - - - - 0036 Cocurricular/Extracurricular Activities 2,743,798 2,902,596 2,902,596 - 0041 General Administration 4,240,829 4,309,266 4,309,266 - 0051 Plant Maintenance & Operations 17,205,917 17,873,075 17,873,075 - 0052 Security and Monitoring Services 2,385,694 3,460,336 3,460,336 - 0053 Data Processing Services 3,126,563 3,186,298 3,186,298 - 0061 Community Services 52,499 64,458 64,458 - 0071 Debt Service - - - - 0081 Construction - - - - 0093 Payments for Shared Services 200,000 366,010 366,010 - 0095 Juvenile Justice Alternative Ed. Program 100,000 100,000 100,000 - 0099 Other Governmental Entities 125,000 125,000 125,000 -

6050 Total Appropriations 145,327,929 149,146,273 149,146,273 $ - Other Financing Sources Net (3,365,573) (7,016,457) (7,016,457) Add: Reserve-Encumbrance - 2,358,547 2,358,547 - Add: Reserve Capital Improvements - 70,000 70,000 - Excess (Deficiency) of Estimated Revenues Over Appropriations/Other (3,365,573) (4,587,910) (4,587,910) $ -

0100 Fund Balance (Beginning) 50,137,973 50,137,973 50,137,973

3000 Fund Balance (Ending) $ 46,772,400 $ 45,550,063 $ 45,550,063

Exhibit A 12

G:\Board Blurbs & Transmittals\Budget Amendments & Gifts\Budget Schedules by Fund 20-21\Fund 199\2020-2021\Fd 199 20-21 01-19-21 Harlandale Independent School District Debt Service Fund 599 2020 - 2021 FISCAL YEAR BUDGET AMENDMENT 19-Jan-21 ORIGINAL PROPOSED DATA APPROVED BUDGET CONTROL BUDGET AS OF Increase CODES 2020/2021 01/19/21 (Decrease) ESTIMATED REVENUES: 5700 Local, Intermediate & Out-of-State $ 8,617,956 $ 8,617,956 $ - 5800 State Programs 9,567,372 9,567,372 - 5900 Federal Programs

5030 Total Estimated Revenues 18,185,328 18,185,328 -

APPROPRIATIONS: 0011 Instructional Services - - - 0012 Instructional Resources & Media Services - - - 0013 Curriculum & Personnel Development - - - 0021 Instruction Administration - - - 0023 School Administration - - - 0031 Guidance & Counseling Services - - - 0032 Social Work Services - - - 0033 Health Services - - - 0034 Student (Pupil) Transportation - - - 0036 Cocurricular/Extracurricular Activites - - - 0041 General Administration - - - 0051 Plant Maintenance & Operations - - - 0052 Security and Monitoring Services - - - 0053 Data Processing Services - - - 0061 Community Services - - - 0071 Debt Service 20,170,408 20,690,408 520,000 0081 Facilities Acquisition & Construction - - - 0093 Payments for Shared Services - - - 6050 Total Appropriations 20,170,408 20,690,408 520,000 7900 Other Resources 55,747,000 55,747,000 8900 Other (Uses) (55,227,000) (55,227,000) 1200 Excess (Deficiency) of Estimated Revenues Over (Under) Appropriations (1,985,080) (1,985,080) -

0100 Resricted Fund Balance (Beginning) 14,759,683 14,759,683

3000 Restricted Fund Balance (Ending) $ 14,759,683 $ 12,774,603

Exhibit B 13

G:\Board Blurbs & Transmittals\Budget Amendments & Gifts\Budget Schedules by Fund 20-21\Fund 599\2018-2019\bd 599 feb 599 HARLANDALE INDEPENDENT SCHOOL DISTRICT

TO: Members of the Board

FROM: Ricardo J. Hernandez, CPA

Assistant Superintendent for Finance

PRESENTER: Ricardo J. Hernandez, CPA

MEETING DATE: January 19, 2021

SUBJECT: Joint General Election Order

Staff recommends approval of the attached Election Order for the Harlandale Single Member District Election of May 1, 2021 for District One (1), Two (2), Three (3), and Four (4).

The early voting sites for the election will be incorporated into the Election Order once they have been determined by the Bexar County Clerk Elections Administrator, Jacque Callanen.

Also, since by law the District is mandated to participate in a joint election with Bexar County, Ms. Callanen provided the following information:

• The County allocates the early voting sites based on the number of entities on the Joint ballot. • Consistency of early voting sites. • Election Day sites, as with early voting, are the sites that are consistent and familiar with the voters. This may require a voting site to be outside a SMD boundary but because it is a joint election, it will “…adequately and conveniently serve the affected voters and will facilitate the orderly conduct of the election” (Section 271.003)

Superintendent: √ Approved ______Rejected

Mr. Gerardo Soto Superintendent

14 ELECTION ORDER BY THE BOARD OF TRUSTEES OF HARLANDALE INDEPENDENT SCHOOL DISTRICT CALLING A JOINT GENERAL ELECTION TO BE HELD ON May 1, 2021 FOR THE PURPOSE OF ELECTING FOUR (4) TRUSTEES

BE IT ORDERED BY THE BOARD OF TRUSTEES OF HARLANDALE INDEPENDENT SCHOOL DISTRICT OF BEXAR COUNTY, TEXAS:

I.

THAT a general election be held in said school district on May 1, 2021, for the purpose

of electing to the Board of Trustees of said school district, Four (4) trustees, one each for Single-

Member District One (1), Single-Member District Two (2), Single-Member District Three

(3), and Single-Member District Four (4) each being for a full four year term, that all requests by candidates to have their names placed on the ballot for the above-mentioned election shall be in writing and signed by the candidate, and shall have been filed with the Secretary of the Board of Trustees not earlier than January 13, 2021, and not later than 5:00 p.m. of

February 12, 2021, by and through the Secretary’s agent, Ricardo J. Hernandez.

II.

THAT said election shall be conducted, supervised and administered for the Harlandale

Independent School District by Bexar County Clerk Elections Administrator, Jacque Callanen,

who is hereby appointed as the Elections Administrator and who is hereby authorized to make

such preparations for the election as described below, including designation for the appointment

of election officials. Any contracts for the lease of equipment or space shall be presented to the

Superintendent or Assistant Superintendent for approval and signature.

15 III.

THAT said general election shall be conducted in the precincts and polling places listed in Exhibit “A” for early voting. That accordingly, the Elections Administrator is hereby appointed as Early Voting Clerk for the conduct of the Harlandale Independent School District’s

Board of Trustees general election. The Board hereby appoints a Deputy Clerk, if necessary, to assist in such early voting by mail and other Deputy Early Voting Clerks are also hereby appointed to assist the Early Voting Clerk. An Early Voting Ballot Board is hereby created, and the Early Voting Clerk shall designate those individuals who will serve as Early Voting Ballot

Board members. Said general election shall be conducted by precincts as those precincts have been established by the Commissioner’s Court of the County of Bexar, State of Texas, subject only to the necessary combining of precincts as shown in the listing of precincts and polling places set forth herein.

IV.

THAT said places of early voting listed in Exhibit “A” shall remain open from Monday, April

19, 2021, through Thursday, April 22, 2021, from 8:00 a.m. to 6:00 p.m., on each day of early voting that is not a Saturday, Sunday, or official State holiday; except that said polling places shall remain open for early voting on Saturday, April 24, 2021 from 8:00 a.m. to 8:00 p.m., and that, in addition, early voting shall be conducted on Monday, April 26, 2021 and Tuesday, April 27, 2021 from 8:00 a.m. to 8:00 p.m. that early voting by mail be conducted, in addition to any other manner permitted by law, by making application for ballot at the office of the Early Voting Clerk, 1103 S.

Frio, Suite 100, San Antonio, Texas 78207, which is a public place within said District, and is hereby designated as a place at which early voting by mail may be conducted. (Early Voting Dates and

Times may change pending Bexar County Election Office but a determination will be made on/before March 1, 2021.)

16 V.

THAT said places of said Election Day shall remain open on Election Day from 7:00 a.m. to 7:00 p.m.

VI.

THAT voting machines shall be used in the holding of said general election on the day of said election, and also in conducting of early voting in said general election by personal appearance; provided, however, if the use of voting machines shall not be granted, then and in that event, electronic voting devices shall be used in conducting said general election; provided, however, in the event the use of such electronic voting devices shall not be granted, said general election shall be conducted by the use of paper ballots.

VII.

THAT the manner of holding said general election shall be governed, as near as may be, by the Education Code, the Election Code of this state, and the Agreement, and the Elections

Administrator will furnish all necessary ballots, voting machines, if obtainable, and other election supplies requisite to said election. The officers of such general election shall act as managers thereof in their respective precincts and shall make returns of such election to the

Elections Administrator and the President and to the Secretary of the Board of Trustees of the

District, at the administration office of the District at 102 Genevieve Street, San Antonio, Texas

78214-2997.

VIII.

THAT immediately after said general election has been held, the officials holding the same shall return to the Elections Administrator in a sealed envelope, a copy of the returns and tally sheet for said election, and the results from these returns shall be used by the Board of

Trustees in canvassing said general election.

17 IX.

THAT the Presiding Judge of early voting shall return to the Elections Administrator immediately after the votes have been counted, all election supplies, and same shall be preserved and kept in accordance with the terms and provisions of the Texas Education Code. The

Presiding Judges of the Election Day polling places shall return to the Election Administrator immediately after the votes have been counted, all election supplies, and same shall be preserved and kept in accordance with the terms and provisions of the Texas Election Code.

X.

THAT in the holding and conducting of said general election, voter forms, instructions, and other materials required therefore, including the ballot, shall be both in the English language and in the Spanish language.

XI.

THAT each candidate receiving a plurality of the votes cast for all candidates in Single-

Member-District One (1), Single Member-District Two (2), Single Member-District Three

(3), and Single Member-District Four (4), shall be declared elected.

XII.

THAT the Board of Trustees shall forthwith cause a notice of said general election to be published at least once, not earlier than Thursday, April 1 2021, the 30th day before election

day, or no later than Wednesday, April 21, 2021, the 10th day before election day, and shall, not

later than Saturday, April 10, 2021, the 21st day before election day, a notice of said general

election be posted on the bulletin board used for posting notices of the meetings of the Board of

Trustees of the District, and further, the Board of Trustees shall cause all notices, postings and

publications required by applicable law to be forthwith posted and given.

18 XIII.

THAT the Superintendent or the Assistant Superintendent for Business of the District is hereby authorized to execute any and all contracts, agreements, certificates, notices or documents necessary to effectuate this election order.

PASSED AND APPROVED this 19th day of January 2021.

______President Board of Trustees HARLANDALE INDEPENDENT SCHOOL DISTRICT

ATTEST:

By: ______Secretary

19

EXHIBIT A

MAY 1, 2021 Single-Member Trustee Joint Election

Early Voting

Bexar County Election Department (Main Early Voting Location) 1103 S. Frio

Mission Library 3134 Roosevelt Ave.

20 HARLANDALE INDEPENDENT SCHOOL DISTRICT

TO: Members of the Board

FROM: Ricardo J. Hernandez, CPA

Assistant Superintendent for Finance

PRESENTER: Ricardo J. Hernandez, CPA

MEETING DATE: January 19, 2021

SUBJECT: Bexar County Election Office Joint General Election Agreement and negotiations of a contract

Staff recommends approval of the Joint General Election agreement and to negotiate a contract with the Bexar County Election Office for conducting the May 1, 2021 Joint Elections for Harlandale ISD Single Member Districts One (1), Two (2), Three (3), and Four (4). Funding for this agreement is from the General Fund budgeted funds for the estimated amount of $23,400.

Superintendent: √ Approved ______Rejected

Mr. Gerardo Soto Superintendent

21

JOINT ELECTION AGREEMENT

This Agreement is entered into by and between Bexar County Elections Administrator (“ADMINISTRATOR”), acting on behalf of Bexar County; with City of San Antonio (“COSA”); Alamo Heights Independent School District (“AHISD”); Judson Independent School District (“JISD”); San Antonio Independent School District (“SAISD”); Harlandale Independent School District (“HISD”); Northside Independent School District (“NISD”); Southside Independent School District (“SSISD”); the City of Balcones Heights (“COBH”); the City of Castle Hills (“COCH”); the City of Converse (“COC”); the City of Elmendorf (“COE”); the City of Helotes (“COH”); the City of Kirby (“COK”); the City of Leon Valley (“COLV”); the City of Olmos Park (“COOP”); the City of Shavano Park (“COSP”); the City of Somerset (“COS”); BCESD #8 (“BCESD # 8”); the City of Universal City (“COUC”); the City of Windcrest (“COW”) and the Town of Hollywood Park (“TOHP”) and they may also be referred to, individually, as an “Entity” or, collectively, as the “Entities,” acting by and through their duly appointed and qualified representatives, pursuant to Texas Election Code Section 271.002(a), for the May 1, 2021 election.

WHEREAS, COSA will conduct a general and amendment election on Saturday, May 1, 2021; and

WHEREAS, AHISD will conduct a general election on Saturday, May 1, 2021; and

WHEREAS, HISD will conduct a general election on Saturday, May 1, 2021; and

WHEREAS, JISD will conduct a general election on Saturday, May 1, 2021; and

WHEREAS, NISD will conduct a general election on Saturday, May 1, 2021; and

WHEREAS, SAISD will conduct a general election on Saturday, May 1, 2021; and

WHEREAS, SSISD will conduct a general election on Saturday, May 1, 2021; and

WHEREAS, COBH will conduct a general election on Saturday, May 1, 2021; and

WHEREAS, COC will conduct a charter election and 2 special elections on Saturday, May 1, 2021; and

WHEREAS, COCH will conduct a general election on Saturday, May 1, 2021; and

WHEREAS, COE will conduct a general election on Saturday, May 1, 2021; and

WHEREAS, COH will conduct a general and special election on Saturday, May 1, 2021; and

WHEREAS, COK will conduct a general and 2 special elections on Saturday, May 1, 2021; and

WHEREAS, COLV will conduct a general election on Saturday, May 1, 2021; and

WHEREAS, COOP will conduct a general election on Saturday, May 1, 2021; and

WHEREAS, COSP will conduct a general and special election on Saturday, May 1, 2021; and

WHEREAS, COS will conduct a general election on Saturday, May 1, 2021; and 22

WHEREAS, COUC will conduct a general election on Saturday, May 1, 2021; and

WHEREAS, COW will conduct a charter election on Saturday, May 1, 2021; and

WHEREAS, BCESD#8 will conduct a special election on Saturday, May 1, 2021; and

WHEREAS, TOHP will conduct a general election on Saturday, May 1, 2021; and

WHEREAS, Section 271.002(a) of the Texas Election Code authorizes two or more political subdivisions to enter into an agreement to hold elections jointly in the election precincts that can be served by common polling places; and

WHEREAS, the Entities desire that a joint election be held in order to provide a convenient, simple, and cost- saving election to the voters in their respective jurisdictions; and

WHEREAS, the Entities desire to enter into an agreement setting out their respective duties and responsibilities for the May 1, 2021 election;

NOW THEREFORE, it is agreed that the Entities will hold a joint election on Saturday, May 1, 2021 (the “Joint Election”) under the following terms and conditions:

I.

The Entities are each required to enter into their own separate contract with ADMINISTRATOR for election services and will hold elections jointly with other Entities in the election precincts that can be served by common polling places, using joint election officer and clerks as ADMINISTRATOR determines is necessary and appropriate. II.

The Entities agree to conduct early voting jointly. ADMINISTRATOR will arrange for and handle early voting in person and by mail for the Joint Election in accordance with her contracts with those Entities.

III.

The Entities agree that a single ballot, containing all the measures and offices to be voted on at a particular polling place, shall be used in this Joint Election.

IV.

Each Entity is responsible for its own posting of public notices in connection with the Joint Election. ADMINISTRATOR shall be responsible for publishing a Notice of Election in a newspaper of general circulation in the territory as required of all the Entities under Section 4.003 of the Election Code, and each Entity shall pay ADMINISTRATOR its proportionate share of the publishing cost.

V. 23 2

Each Entity is responsible for paying ADMINISTRATOR for any and all other election costs, as applicable to the specific Entity and agreed upon by separate contract for election services between each Entity and ADMINISTRATOR.

VI.

ADMINISTRATOR will tabulate the ballots and provide a set of copies of the affidavit page of each return along with the returns of the election, as agreed upon by separate contract between each Entity and ADMINISTRATOR.

VII.

Each Entity will be responsible for canvassing its respective precinct returns for the Joint Election.

VIII.

The Entities agree to comply with any and all applicable state and federal record retention statutes. Each Entity shall be the custodian of its respective election records.

IX.

If an Entity determines not to participate in the Joint Election to be held on Saturday, May 1, 2021, because it has no contested positions, the nonparticipating Entity shall promptly notify ADMINISTRATOR and the other Entities, and this Agreement shall be automatically amended to delete the nonparticipating Entity as a party to the Agreement.

X.

The undersigned persons are the duly authorized signatories of their Entities, and their signatures represent acceptance of the terms and conditions of this Agreement, as passed and approved by their respective governing bodies.

XI.

This Agreement may be executed in two or more counterparts. Together the counterparts shall be deemed an executed original instrument. The Entities may execute this Agreement and exchange counterparts of the signature pages by means of facsimile transmission, and the receipt of executed counterparts by facsimile transmission shall be binding on the Entities. Following a facsimile exchange, the Entities shall promptly exchange original signature pages.

SIGNED and AGREED this ______day of ______, 2021.

24 3

BEXAR COUNTY ELECTIONS ADMINISTRATOR

______Jacquelyn F. Callanen

ENTITY: ______

BY: ______

TITLE: ______

ENTITY: ______

BY: ______

TITLE: ______

ENTITY: ______

BY: ______

TITLE: ______

25 4 HARLANDALE INDEPENDENT SCHOOL DISTRICT

TO: Members of the Board

FROM: Ricardo J. Hernandez, CPA

Assistant Superintendent for Finance

PRESENTER: Melissa Casey, Assistant Superintendent of Curriculum and Instruction Ricardo J. Hernandez, CPA Benjamin S. Mora, Purchasing Manager

MEETING DATE: January 19, 2021

SUBJECT: Request to award RFP 200008 for demography services

BACKGROUND The District serves approximately 13,600 students in a 14 square mile radius. Although the District does not experience development growth, with the exception of the anticipated sale of its 100 acres for development, it has experienced generational change in its population. Demography services will provide the District planning information as it develops and modifies its facilities to properly meet the needs of its students. Currently the District has Pre K – Grade 5, Grade 6 – 8, and Grade 9 – 12 with a campus enrollment for 2019-2020 of 6,683 students, 3,068 students and 3,915 students, respectively.

Proposals for RFP 200008 for the provision of demography services were opened on October 29, 2020. After posting notice of intent in The Hart Beat and inviting twenty (20) vendors on the District’s online procurement portal to review the District’s requirements and offer quotations, six (6) vendors responded.

RECOMMENDATION In conjunction with the Curriculum and Instruction and Pupil Services departments, staff recommends that RFP 200008 for demography services be awarded to Davis Demographics for an estimated cost of $27,795. Term of this contract will be one (1) year from Board award date with two (2) one (1) year renewal options and will be funded from budgeted funds in the General Fund.

Superintendent: √ Approved ______Rejected

Mr. Gerardo Soto Superintendent

26

HARLANDALE INDEPENDENT SCHOOL DISTRICT

TO: Members of the Board

FROM: Ricardo J. Hernandez, CPA

Assistant Superintendent for Finance

PRESENTER: Kyle Blakeney, Executive Director for Operations Marcos Rodriguez, Child Nutrition Director Benjamin S. Mora, Purchasing Manager

MEETING DATE: January 19, 2021

SUBJECT: Request to award RFP 200010 for the provision of waste management services

BACKGROUND One of the inevitable costs associated with the operation of a school district is the expense to dispose of refuse on a daily basis. The District has approximately forty (40) dumpsters located throughout the District’s campuses and departments. Each of these dumpsters are picked up on all weekdays as well as extra coverage provided for special events and construction/facilities/grounds related refuse.

Proposals for RFP 200010 for the provision of waste management services were opened on December 10, 2020. After posting notice of intent in The Hart Beat and inviting five hundred (500) vendors on the District’s online procurement portal to review the District’s requirements and offer quotations, five (5) vendors responded.

RECOMMENDATION In conjunction with the District’s Maintenance and Child Nutrition Departments, staff recommends that RFP 200010 for the provision of waste management services be awarded to Tiger Sanitation for an estimated annual cost of $177,735. The contract will be for one (1) year from Board award date with two (2) one (1) year renewal options and will be funded from the District’s General Fund and Child Nutrition Program Funds.

Superintendent: √ Approved ______Rejected

Mr. Gerardo Soto Superintendent

27 HARLANDALE INDEPENDENT SCHOOL DISTRICT

TO: Members of the Board

FROM: Ricardo J. Hernandez, CPA

Assistant Superintendent for Finance

PRESENTER: Kyle Blakeney, Executive Director for Operations Marcos Rodriguez, Child Nutrition Director Benjamin S. Mora, Purchasing Manager

MEETING DATE: January 19, 2021

SUBJECT: Request to award RFP 200014-A for the provision of pest control and herbicide services

BACKGROUND One of the inevitable costs associated with the operation of a school district is the expense of providing pest control and herbicide services to the District’s cafeteria’s/kitchens, instructional support areas and athletic fields.

Proposals for RFP 200014-A for the provision of pest control and herbicide services were opened on December 10, 2020. After posting the notice in The Hart Beat and inviting eighty-one (81) vendors through the District’s online procurement portal to review the District’s requirements and offer proposals, two (2) vendors responded.

This proposal requires monthly inspections and services of all buildings and grounds, including the cafeterias and the athletic fields. The herbicide treatment of the District’s athletic fields as well as the variable demand for rodent control will be contracted for with the bid prices as needed throughout the year.

RECOMMENDATION In conjunction with the District’s Maintenance, Athletic and Child Nutrition Departments, staff recommends that RFP 200014-A for the provision of pest control and herbicide services be awarded to Front Runner Pest Control, Inc. for a total annual base cost of approximately $36,168. The terms of this proposal are for one (1) year from Board award date with two (2) one-year renewal options. Funding for these services is from the General Fund and Child Nutrition Program funds via the respective department’s operating budget.

Superintendent: √ Approved ______Rejected

Mr. Gerardo Soto Superintendent 28 HARLANDALE INDEPENDENT SCHOOL DISTRICT

TO: Members of the Board

FROM: Ricardo J. Hernandez, CPA

Assistant Superintendent for Finance

PRESENTER: Della Taylor, Director of Special Education Melissa Casey, Assistant Superintendent of Curriculum & Instruction Benjamin Mora, Purchasing Manager

MEETING DATE: January 19, 2021

SUBJECT: Request to award RFP 200015 auditory impaired specialist services

BACKGROUND The District’s Special Education Department is required by TEA to provide an auditory impaired support services for infants ages 0 – 3 through the parent infant program and for students K-12th grade to post-secondary. The District’s current case load is thirteen (13) students.

An auditory impaired specialist will provide individualized educational services as specified in the IEP, access students functioning levels using appropriate evaluation instruments, have knowledge of hearing aids and frequency modulation equipment, service and maintain the equipment, be fluent in sign language and must be able to provide sessions virtually.

Proposals for RFP 200015 for the prosivion of auditory impaired services were opened on November 26, 2020. After posting the notice in The Hart Beat and inviting one hundred seventy-nine (179) vendors through the District’s online procurement portal to review the District’s requirements and offer proposals, three (3) vendors responded.

RECOMMENDATION In conjunction with the District’s Special Education Department, staff recommends that RFP 200015 for the provision of auditory impaired services be awarded to DOTCOM Therapy Inc. for a total estimated cost of $35,200. This cost will be funded from the State Special Education allotment budgeted funds. The term for the service will be from January, 2021 through the end of the school year.

Superintendent: √ Approved ______Rejected

Mr. Gerardo Soto, Superintendent

29

HARLANDALE INDEPENDENT SCHOOL DISTRICT

TO: Members of the Board

FROM: Ricardo J. Hernandez, CPA

Assistant Superintendent for Finance

PRESENTER: Melissa Casey, Assistant Superintendent of Curriculum & Instruction Benjamin Mora, Purchasing Manager

MEETING DATE: January 19, 2021

SUBJECT: Request to award RFP 200016 Campus Principal coaching services

BACKGROUND The District is part of Cohort D for the State funded Teacher Incentive Allotment Program. The application is due this Spring, April 2021. As part of the approval and application process, TEA recommends principal training and calibration so that teachers can be evaluated accurately and fairly. Coaching will target this need as well as foundational skills that impact teacher and student growth. These team of consultants will be trained and certified principal trainers and T-TESS trainers.

The Team's purpose is to implement a school leadership development coaching model that engages current school principals in a continuous and sustained reflective self-inquiry process designed to develop leadership capacity. Their objectives are to meet with campus principals monthly and on an individual basis to do a campus needs assessment that will focus on aggressive reform and improvement. Key focal points are: using historical and current data to target campus and student needs, teacher appraisal calibration, promoting teacher growth, management of innovation and change, understanding organizational cultures and how they operate, how to create dynamic learning and working environments, and a willingness to engage in deep reflection and self-discovery to establish a strong sense of self and what they stand for.

Proposals for RFP 200016 for the provision of Campus Principal coaching services were opened on November 26, 2020. After posting the notice in The Hart Beat and inviting two thousand eight hundred and fifty-five (2855) vendors through the District’s online procurement portal to review the District’s requirements and offer proposals, fifteen (15) vendors responded.

RECOMMENDATION In conjunction with the District’s Curriculum and Instruction Department, staff recommends that RFP 200016 for the provision of Campus Principal coaching services be awarded to Dr. Encarnacion Garza, Dr. Evangeline Aguilera, and Dr. Juan Niño, (consultants) that utilize the Urban School Leaders Academy coaching program for an estimated cost of $34,500. Funding for these services will be from the Teachers Incentive Allotment Program.

Superintendent: √ Approved ______Rejected

Mr. Gerardo Soto, 30 Superintendent

HARLANDALE INDEPENDENT SCHOOL DISTRICT

TO: Members of the Board

FROM: Ricardo J. Hernandez, CPA

Assistant Superintendent for Finance

PRESENTER: Rene Gonzalez, Partner Ruben Martinez, Audit Manager Garza/Gonzalez and Associates

MEETING DATE: January 19, 2021

SUBJECT: Comprehensive Annual Financial Report for the Year Ended June 30, 2020

Report Under separate cover are the Comprehensive Annual Financial Report (CAFR) for the fiscal year ended June 30, 2020 and the Report on Conduct of Audit (Management Letter). The “Management’s Discussion & Analysis” section of the CAFR provides the financial highlights of the District.

Presentation Messrs. Rene Gonzalez, Partner and Ruben Martinez Audit Manager of Garza/Gonzalez & Associates the District’s external auditors will present a comprehensive overview of the CAFR and management letter. Following this transmittal letter is their “HISD Audit Summary for the Year Ended June 30, 2020” provided as an executive summary to the reports.

The following summary is provided by Staff. Comprehensive Annual Financial Report The audit opinion issued is unmodified, or a “clean” opinion.

Fund Balances (pages 22 – 23) Exhibit C-1 • 10 General Fund o 3450 –Federal or State Grant Restriction is the fund balance strictly for the Child Nutrition (CN) Program. The balance is $2,764,291. Texas Department of Agriculture requirement is no more than 3 months of operation which currently represents $3,046,000. The CN fund balance will greatly help the District at the end of this year to absorb the expected loss due to a decrease in meals claims. o 3545 – Other Committed Fund Balance are the funds reserved for the Gillette Foundation repairs. The balance is $3,241,630. o 3600 – Unassigned Fund Balance is the “Rainy Day” balance for General Operations. The balance is $44,031,386. This balance includes a set-aside of $25 million for an unexpected need in operations and $11,351,000 for facility assessment needs. Leaving a balance of $7,680,386. However, the amount designated for facility assessment needs can always be changed if necessary for operations. • 30 Debt Service Fund o 3480 – Retirement of LT Debt balance of $14,759,683. However, once August 2020 bond payments were made the true fund balance is $1,966,549.

31

• 60 Capital Projects o 3470 – Capital Acquisition is the balance of available funds for construction and improvements. The balance is $11,856,795 which comprises of remaining interest earnings and bond funds of $2,524,658 from bond issues and remaining monies from the Trane Settlement with interest earnings in the amount of $9,332,137. Revenues and Expenditures (page 79) Exhibit F-1

• General Fund Budget to Actual (Includes the Child Nutrition fund) o This schedule represents both General Fund and Child Nutrition (CN) funds. o Expenditures did not exceed budgeted amounts per the last column. o The negative net change line “1200” of $3,958,164 was from a “loss” in operations in the CN fund in the amount of $2,453,786 and $1,504,378 in the General fund. . CN fund – The negative was due to a drop off of meals claimed after COVID. • The CN fund budget to actual schedule is at Exhibit F-6 on page 89. • General Fund – The negative was due to a drop in ADA funding of $7 million but offset with local revenue of $458,000 through property taxes and interest earnings and federal revenue of $$613,000 in Medicaid reimbursements (SHARS program). Additionally, mitigating the drop in State funding was the reduced expenditures due to the COVID shut down. o Significant items budgeted and purchased during the year were 17 buses and a district- wide communications system at a cost of $2 million and $811,000, respectively. o Exhibit C-3 provides the same revenue and expenditure information but without the budgeted information for the General Fund and Debt Service fund. • Workers Compensation fund (page 31) Exhibit D-2 o A self-insured program of the District. o Amount of fund balance of $285,147 is considered a reasonable amount to reflect proper charging of funds for the coverage. Extension of submission Districts’ with a fiscal year ending date of June 30, 2020, such as HISD, are grateful for TEA’s granting a submission reporting waiver for such districts. Not only having to work through these unusual times at the start of school but also adapting and gathering information upon a moment’s notice by the State for requests for reimbursements and purchases of allowable equipment under the Coronavirus Relief Fund federal program staff continued to work diligently on the preparation, completion and submission of the annual financial report.

Management Letter

In conjunction with the audit, the auditors reviewed and tested extensively the District’s internal controls that safeguard the District’s assets. The Report of Conduct or “Management Letter” basically provides the processes of the audit undertaken by the auditors including their management comments to assist the District in strengthening its internal controls and processes. All prior year comments were cleared and did not occur for 2019-2020. These were dealing with interfund balances, Child Nutrition excess fund balance, Student Activity Funds, Leaver reporting, and budget compliance.

A current year comment is included in the report along with Staff’s response on how to successfully address it going forward. 32

Please do not hesitate to call me if you have any questions or seek further clarification on the DRAFT comprehensive annual financial report for the year-ended 6/30/2020 or the Management letter. Or you may most certainly call them directly at 210-227-1389, Rene Gonzalez-Partner and Ruben Martinez- Audit Manager.

The auditors are available for further questions as you review the CAFR and management letter prior to the Board approval. Please do not hesitate to contact Messrs. Gonzalez and/or Martinez at 210-227- 1389 or myself at 210-989-4336.

RECOMMENDATION Staff recommends approval of the Comprehensive Annual Financial Report for the Year Ended June 30, 2020 as presented by Garza/Gonzalez & Associates. (Under Separate Cover)

Superintendent: √ Approved ______Rejected

Mr. Gerardo Soto Superintendent

33

HARLANDALE INDEPENDENT SCHOOL DISTRICT San Antonio, Texas

AUDIT SUMMARY

For the Fiscal Year Ending June 30, 2020

Garza/Gonzalez & Associates CERTIFIED PUBLIC ACCOUNTANTS

34

HARLANDALE INDEPENDENT SCHOOL DISTRICT 2020 Audit Summary Comprehensive Annual Financial Report For the Year Ended June 30, 2020

1. Independent Auditor’s Report on the Financial Statements (pgs. 1-3) • Unmodified Opinion rendered • Amounts are ‘fairly stated in all material respects’ in accordance with generally accepted accounting principles

2. Auditor’s Report in Accordance with Government Auditing Standards (Yellow Book – pgs.139- 141) o No material weaknesses identified on internal control over financial reporting o No significant deficiencies identified o No material non-compliance issues identified on the financial statements

3. Auditor’s Report on Compliance for Each Major Program and on Internal Control over compliance required by the Uniform Guidance (Federal Programs – pgs. 143-145) • Unmodified Opinion rendered o No material weaknesses on internal control over major programs o No significant deficiencies identified o No audit findings or questioned costs required to be reported in accordance with the Uniform Guidance • Identification of Major Federal Programs (pg. 149) o Child Nutrition Cluster o Twenty-First Century Community Learning Centers • HISD Qualified as a Low-Risk Auditee o Low risk auditees are required to have 20% of federal program expenses audited as major programs vs. 40% for non-low risk auditees.

4. General Fund Balance Results at June 30, 2020 (pgs. 22) • Total General Fund balance is $53.2 million • Represents a decrease of $3,958,164 from the prior period (pg. 26) • “Unassigned” Fund Balance is $44.0 million (82.6 % of total Fund Balance). Represents approximately 105 days of operations. • “Committed” Fund Balance was $3.2 million (6.08 % of total Fund Balance) • “Restricted” Fund Balance (Federal and State Programs) was $2.7 million (5.1 % of total Fund Balance) “Other Assigned” Fund Balance was $2.3 million (4.4 % of Fund Balance)

5. General Fund Budget to Actual (pg. 79) • Final amended budget for expenditures totaled $164.3 million; Actual expenditures we r e $152.0 million. Actual expenditures were under final amended budget by $12.2 million. • Expenditures did not exceeded appropriations in any functions. • Final amended budget reflects an expected decrease to the general fund balance by $6.7 million; however, the actual decrease was $ 3.9 million.

35 1 HARLANDALE INDEPENDENT SCHOOL DISTRICT 2020 Audit Summary Comprehensive Annual Financial Report For the Year Ended June 30, 2020

6. New Subsequent Event Transactions (pg. 74-75) • On August 19, 2020, the District issued Fixed and Variable Rate Unlimited Tax Refunding Bonds, Series 2020 to refund the outstanding Series 2015 Series Bonds. The refunding’s are expected to result in debt service present value savings of $25,850,350. • On November 19, 2020, the Board approved a mediated proposed settlement in the amount of $700,000 in connection with a Professional Services Agreement with an Engineering Co.

Report on Conduct of Audit

Difficulties encountered in performing the audit (pg. 3) • We encountered no difficulties in dealing with management in performing and completing our audit.

Prior Year Comments (pg. 5) • The prior year comments relating to student activity funds and leaver code reporting and documentation were satisfactorily addressed and cleared during the year.

Immaterial Instance of Non-Compliance with State Requirements (pg. 5) • Texas Public Funds Investment Act Reporting. One quarterly report was not timely provided to the Board nor signed by the Investment Officer.

36 2 Garza/Gonzalez & Associates CERTIFIED PUBLIC ACCOUNTANTS

HARLANDALE INDEPENDENT SCHOOL DISTRICT San Antonio, Texas

REPORT ON CONDUCT OF AUDIT

For the Year Ended June 30, 2020

207 Arden Grove 37 San Antonio, TX 78215 210/227-1389 Fax 227-0716 Garza/Gonzalez & Associates CERTIFIED PUBLIC ACCOUNTANTS

Board of School Trustees Harlandale Independent School District San Antonio, Texas

We have audited the financial statements of the governmental activities, each major fund, and the aggregate remaining fund information of the Harlandale Independent School District (the District) for the year ended June 30, 2020.

Professional standards require that we provide you with the following information about our responsibilities under U.S. generally accepted auditing standards, Government Auditing Standards and the Uniform Guidance, and that we also communicate to you other information related to our audit. Our responsibilities and other information are provided in Parts I-VIII; internal control and other matters is provided in Part IX; and an immaterial instance of non-compliance with State laws is provided in Part X of this report.

This letter does not affect our report dated January 1, 2021 on the financial statements of the District. Our comments and recommendations, all of which have been discussed with the appropriate members of management, are intended to improve the internal control structure and to ensure compliance with established local policies and state laws and regulations.

This report is intended solely for the use of the Board of School Trustees and management of the District, and is not intended to be, and should not be used by anyone other than these specified parties.

We would like to take this opportunity to acknowledge the courtesy and assistance extended by the personnel of the District during the course of our audit.

January 1, 2021

207 Arden Grove 38 San Antonio, TX 78215 210/227-1389 Fax 227-0716 HARLANDALE INDEPENDENT SCHOOL DISTRICT San Antonio, Texas

REPORT ON CONDUCT OF AUDIT

For The Year Ended June 30, 2020

PAGE

I. The Auditors’ Responsibility under U.S. Generally Accepted Auditing Standards, Government Auditing Standards, and the Uniform Guidance ...... 1

II. Qualitative Aspects of Accounting Principles ...... 2

III. Difficulties Encountered in Performing the Audit ...... 3

IV. Corrected and Uncorrected Misstatements ...... 3

V. Disagreements with Management ...... 3

VI. Management Representations ...... 3

VII. Management Consultations with Other Independent Accountants ...... 3

VIII. Other Issues ...... 4

IX. Internal Control and Other Matters ...... 5

X. Immaterial Instance of Non-Compliance with State Requirements ...... 5

39 I. The Auditor’s Responsibility under U.S. Generally Accepted Auditing Standards, Government Auditing Standards and the Uniform Guidance

As stated in our engagement letter dated November 13, 2020, our responsibility, as described by professional standards, is to express opinions about whether the financial statements prepared by management with your oversight are fairly presented, in all material respects, in conformity with U.S. generally accepted accounting principles. Our audit of the financial statements does not relieve you or management of your responsibilities.

Our responsibility is to plan and perform the audit to obtain reasonable, but not absolute, assurance that the financial statements are free of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements, assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall financial statement presentation; therefore, our audit involved judgment about the number of transactions examined and the areas tested.

In planning and performing our audit, we considered the District’s internal control over financial reporting as a basis for designing our auditing procedures for the purpose of expressing our opinions on the financial statements and not to provide assurances on the internal control over financial reporting. We also considered internal control over compliance with requirements that could have a direct and material effect on a major federal program in order to determine our auditing procedures for the purpose of expressing our opinion on compliance and to test and report on internal control over compliance in accordance with the Uniform Guidance.

As part of obtaining reasonable assurance about whether the District’s financial statements are free of material misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts and grants, noncompliance with which could have a direct and material effect on the determination of financial statement amounts. However, providing an opinion on compliance with those provisions was not an objective of our audit. Also, in accordance with the Uniform Guidance, we examined, on a test basis, evidence about the District’s compliance with the types of compliance requirements described in the “U.S. Office of Management and Budget (OMB) Compliance Supplement” applicable to each of its major federal programs for the purpose of expressing an opinion on the District’s compliance with those requirements. While our audit provides a reasonable basis for our opinion, it does not provide a legal determination on the District’s compliance with those requirements.

We are responsible for communicating significant matters related to the audit that are, in our professional judgment, relevant to your responsibilities in overseeing the financial reporting process. However, we are not required to design procedures specifically to identify such matters.

40 1 II. Qualitative Aspects of Accounting Practices

Accounting Policies Management is responsible for the selection and use of appropriate accounting policies. The significant accounting policies used by the District are described in Note A to the financial statements.

We noted no transactions entered into by the District during the year for which there is a lack of authoritative guidance or consensus. All significant transactions have been recognized in the financial statements in the proper period.

Accounting Estimates Accounting estimates are an integral part of the financial statements prepared by management and are based on management’s knowledge and experience about past and current events and assumptions about future events. Certain accounting estimates are particularly sensitive because of their significance to the financial statements and because of the possibility that future events affecting them may differ significantly from those expected. The most sensitive estimates affecting the financial statements were depreciation expense, amortized bond discounts, premiums, valuation of investments, uncollectible taxes receivables, and workers compensation claims liability, State Foundation School Program (FSP) funding, and the actuarially determined net pension liability. Following are the basis used by management for such estimates:

• depreciation expense is based on estimated useful lives of the respective capital asset class • bond discounts, premiums, and accounting losses are amortized over the life of the respective bond • accretion of interest on capital appreciation bonds based on accretion tables in the applicable official statements for the bonds • fair value of investments is based on published market values or where necessary provided by a financial institution • allowance for uncollectible taxes are based on historical data and is estimated at five (5) percent of the taxes receivable • worker’s compensation liability is estimated by a third party and reviewed by the District. • FSP funding is computed using various data elements; to include, student attendance projections and estimated taxable property values • net pension liability and OPEB liability are based on the actuarially determined amounts as of the valuation date, adjusted for activity subsequent to the valuation date through the financial statement date.

We evaluated the key factors and assumptions used to develop the accounting estimates in determining that they were reasonable in relation to the financial statements taken as a whole.

Financial Statement Disclosures The financial statement disclosures, as included in the financial statements, are neutral, consistent, and clear. 41 2 III. Difficulties Encountered in Performing the Audit

We encountered no significant difficulties in dealing with management in performing and completing our audit.

IV. Corrected and Uncorrected Misstatements

Professional standards require us to accumulate all known and likely misstatements identified during the audit, other than those that are trivial, and communicate them to the appropriate level of management.

We noted no uncorrected material misstatements, both individually, or in the aggregate, to the financial statements taken as a whole.

V. Disagreements with Management

For purposes of this letter, professional standards define a disagreement with management as a financial, accounting, reporting, or auditing matter, whether or not resolved to our satisfaction that could be significant to the financial statements or the auditor’s report. We are pleased to report that no such disagreements arose during the course of our audit.

VI. Management Representations

We have requested certain representations from management that are included in the management representation letter dated January 1, 2021.

VII. Management Consultations with Other Independent Accountants

In some cases, management may decide to consult with other accountants about auditing and accounting matters, similar to obtaining a “second opinion” on certain situations. If a consultation involves application of an accounting principle to the District’s financial statements or a determination of the type of auditor’s opinion that may be expressed on those statements, our professional standards require the consulting accountant to check with us to determine that the consultant has all the relevant facts. To our knowledge, there were no such consultations with other accountants.

42 3 VIII. Other Issues

Matters Discussed with Management Prior to Reappointment We generally discuss a variety of matters, including the application of accounting principles and auditing standards, with management each year prior to retention as the District’s auditors. However, these discussions occurred in the normal course of our professional relationship and our responses were not a condition to our retention.

Required Supplementary Information We applied certain limited procedures to management’s discussion and analysis, budgetary comparison information for the general fund, schedule of district’s proportionate share of net pension liability, and the schedule of district pension contributions, which are, required supplementary information (RSI) that supplements the basic financial statements. Our procedures consisted of inquiries of management regarding the methods of preparing the information and comparing the information for consistency with management’s responses to our inquiries, the basic financial statements, and other knowledge we obtained during our audit of the basic financial statements. We did not audit the RSI and do not express an opinion or provide any assurance on the RSI.

Supplementary Information With respect to the required (TEA) schedules, combining statements, statistical section, schedule of expenditures of federal awards, and other supplementary information accompanying the financial statements as listed in the District’s Comprehensive Annual Financial Report’s table of contents, we made certain inquiries of management and evaluated the form, content, and methods of preparing the information to determine that the information complies with accounting principles generally accepted in the of America, the method of preparing it has not changed from the prior period, and the information is appropriate and complete in relation to our audit of the financial statements. We compared and reconciled the supplementary information to the underlying accounting records used to prepare the financial statements or to the financial statements themselves. We found no exceptions to the supplementary information.

We were not engaged to report on the introductory and statistical sections, which accompany the financial statements. We did not audit or perform other procedures on this information and we do not express an opinion or provide any assurance on it.

Other Information in Documents Containing the Audited Financial Statements We are not aware of any other documents that contain the audited financial statements and the auditor’s report thereon. If we become aware that such documents were published, we would have a responsibility to read such information, in order to identify material inconsistencies, if any, with the audited financial statements.

43 4 IX. Internal Control and Other Matters

PRIOR YEAR COMMENTS

The prior year comments relating to student activity funds and leaver code reporting and documentation were satisfactorily addressed.

X. Immaterial Instance of Non-Compliance with State Requirements

PRIOR YEAR COMMENT

The prior year comment relating to budget compliance was satisfactorily addressed.

Texas Public Funds Investment Act Reporting

Chapter 2256 of the Texas Government Code, the Public Funds Investment Act, requires that internal investment reports be signed by the investment officer(s). In addition, the Act requires the report be prepared and submitted to the governing body not less than on a quarterly basis.

We noted the December 2019 quarterly report was not signed by the Investment Officer, nor was it timely provided to the Board of Trustees, as required by the Act.

We recommend the District adhere with the requirements of the Act by submitting the signed quarterly investment report(s) to the Board of Trustees in compliance with the requirements outlined in Section 2256.023 of the Texas Government Code.

Management’s Response

The District's Staff has implemented a standardized process for submitting Board agenda items for the second month following each quarter to ensure preparation and signature of the required investment report be submitted timely to the Board in accordance with PFIA.

44 5 HARLANDALE INDEPENDENT SCHOOL DISTRICT

TO: Members of the Board

FROM: Kyle Blakeney Executive Director for Operations

PRESENTER: Kyle Blakeney, Executive Director for Operations Gerardo Soto, Superintendent

MEETING DATE: January 19, 2021

SUBJECT: Consider and take appropriate action on approval of schematic design for Harlandale and McCollum Auditorium Renovations

BACKGROUND: The Board of Trustees on October 19, 2020 approved RVK Architects Inc. to provide architectural services for the Harlandale High School and McCollum High School auditorium renovations projects. District user group, consultant and engineer meetings, site visits, field measurements and engineering studies have since occurred and the schematic designs are now ready for review and approval.

RECOMMENDATION: Staff recommends approval of the schematic design for Harlandale High School and McCollum High School auditoriums.

Superintendent’s Recommendation:√ Approval Rejected

______Mr. Gerardo Soto Superintendent

45 HARLANDALE INDEPENDENT SCHOOL DISTRICT

TO: Members of the Board

FROM: Kyle Blakeney Executive Director for Operations

PRESENTER: Kyle Blakeney, Executive Director for Operations Gerardo Soto, Superintendent

MEETING DATE: January 19, 2021

SUBJECT: Consider and take appropriate action on approval of schematic design for the Memorial Stadium Parking and Lighting Project.

BACKGROUND: The Board of Trustees on October 19, 2020 approved RVK Architects Inc. to provide architectural services for the Memorial Stadium Parking and Lighting Project. District user group, consultant and engineer meetings, site visits, field measurements and engineering studies have since occurred and the schematic designs are now ready for review and approval.

RECOMMENDATION: Staff recommends approval of the schematic designs for Memorial Stadium Parking and Lighting project.

Superintendent’s Recommendation: ___√______Approval ______Rejected

______Mr. Gerardo Soto Superintendent

46