November 5, 2020 at 7:00 PM - Regular Meeting

Description: 
Background:  The District employs full-time professional employees in positions requiring a certificate from the State Board of Educator Certification (SBEC), nurses, and other designated employees under a probationary or term contract.  The purpose of this agenda item is to facilitate Board approval of these contracts.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the employment of the individuals as indicated on the list provided.
  

Description: 
Background:  The monthly financial reports presented to the Board for consideration will include budget amendments (when applicable), budget summary year-to-date reports, construction summary report, outstanding investments, and tax office reports.

Recommendation:   It is the recommendation of the Superintendent that the Board of Trustees accepts the financial reports for August 2020.
  

Description: 
Background:  The Public Funds Investment Act (“PFIA”) under Government Code, Chapter 2256: Public Funds Investment requires that each district, not less than quarterly, prepare and submit to the board of trustees a report of investment transactions for all funds. The quarterly investment report includes the District’s investment transactions required by the PFIA for the quarter ended August 31, 2020.

Recommendation:   It is the recommendation of the Superintendent that the Board of Trustees accepts the quarterly investment report for the quarter ended August 31, 2020.
  

Description: 
Background:  The Public Funds Investment Act (“PFIA”) under Government Code, Chapter 2256: Public Funds Investment requires that each district, not less than quarterly, prepare and submit to the board of trustees a report of investment transactions for all funds. In addition to the quarterly report required by law and signed by the District’s investment officers, a comprehensive report on the investment program and activity shall be presented annually to the Board per Board Policy CDA (LOCAL). The annual investment report includes the District’s investment transactions required by the PFIA for the year ended August 31, 2020.

Recommendation:   It is the recommendation of the Superintendent that the Board of Trustees accepts the annual investment report for the year ended August 31, 2020.
  

Description: 
Background:  The attached report is a summary of the purchases valued over $25,000 but not exceeding $50,000 that have been made from September 1, 2020 through September 30, 2020.

Recommendation:   It is the recommendation of the Superintendent that the Board of Trustees accepts the Purchasing Report for the period of September 1, 2020 through September 30, 2020 as presented.
  

Description: 
Background:  The attached report of blanket/project purchase orders is a summary of major budgeted items approved during the budget process for the 2020-2021 fiscal year for which scheduled purchases will be made against invoices based on usage throughout 2020-2021. This is a one-time report of these scheduled purchases for the Board’s awareness.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the report of major budgeted items for 2020-2021 as presented.
  

Description: 
Background:  Each secondary campus’ Restorative Site Committee composed of administrators, counselors, teachers and behavior resource specialists (BRS) as well as content directors, coaches and specialists will attend virtual professional development provided by International Institute for Restorative Practices (IIRP).  

IIRP is the world’s first graduate school wholly devoted to restorative practices.  When applied in schools, restorative practices proactively strengthen relationships between individuals and improves school climate and culture.   

To date, CFBISD has provided restorative practices training at an aggregate cost of $48,914. In order to complete as-needed restorative practices training, a Request for Proposal has been issued and will be evaluated in time to include in this Executive Summary.  

Anticipated costs for restorative practices training for the remainder of 2020-2021 are not expected to exceed $150,000.  Staff requests approval to purchase restorative training on an as needed basis from the service providers approved in the RFP process.

CFBISD staff determines which vendor to use from the awarded vendors under this contract based on the campus or departmental needs and District standards.  Staff will continue to work closely with the Purchasing Department by obtaining competitive quotes from vendors awarded under this agreement, where practical, to ensure the District receives the best value for each purchase.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the purchase as presented. 
  

Description: 
Background:  The District requests approval to purchase new band uniforms for Ranchview High School. As per past district practice, a predetermined nine-year rotation for new band uniforms has been in place. It is time to replace the Ranchview High School uniforms for the 2020-2021 school year. The current uniforms were purchased in 2010 and have experienced much wear and tear over the past nine years. The purchase will be made through an Interlocal cooperative contract through TASB BuyBoard, Contract #507-16. 

Staff developed specifications for replacement of the uniforms at Ranchview and solicited offers from suppliers off of available cooperative contracts based on design, quality, durability, style and price.  Firms were requested to develop and submit an initial uniform rendering, along with pricing based on the submitted rendering.   

Offers have been received from three quality major uniform production companies and are currently being evaluated.   The vendor that meets each component of the specifications and represents the best value to produce the new Ranchview High School uniforms will be based on the design, quality, workmanship and ability to provide requested uniforms within the approved budget for this expenditure.  

The estimated number of uniforms needed is 75 and the cost per uniform will be determined following the completion of the evaluation. The total cost requested for approval will be within the approved $75,000 budget.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the purchase of band uniforms as presented.
  

Description: 
Background:  This is a non-exclusive agreement that allows campuses and departments the ability to purchase bilingual educational supplies, materials, and services on an as-needed basis to support the instructional effort for bilingual instruction. Multiple vendors will be awarded under this agreement, which is a multi-year arrangement to make repeated purchases for use in the classroom. The pricing under this agreement will be a discount off of a list price or catalog, depending on how vendors price their products to CFBISD. Materials to be purchased under this RFP are primarily reading materials available in various formats, such as paperback, hardback, digital, textbooks and periodicals. Services available under this agreement are instructional support, such as Region 11 ESC, as well as translation software (Rosetta Stone) and online bilingual tools.  

The cost for these purchases for the 2020-2021 school year is unknown; however, historical spending for the previous three years is $26,127.14. 

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the purchase of bilingual educational supplies, materials, and services as presented.
  

Description: 
Background:  In accordance with Board Policy CDA (LEGAL) Other Revenue: Investments, all District investment officers must complete initial and on-going investment training requirements from Board approved investment training providers.  The independent sources of instruction relating to investment responsibilities were reviewed by the Audit Committee and are being recommended for approval. 

Recommendation:   It is the recommendation of the Superintendent that the Board of Trustees executes the Resolution Approving Independent Sources of Training Relating to Investment Responsibilities.
  

Description: 
Background:  The Public Funds Investment Act (PFIA) requires the District to review its investment policy at least annually.  The District’s investment policy is defined in Board Policy CDA (LEGAL) “Other Revenue: Investments” and the District’s investment strategies are defined in Board Policy CDA (LOCAL) “Other Revenue: Investments.”  Based on the District’s Audit Committee review of the investment policy and strategies, there are four recommended changes to the policy.  All recommended changes will give Administration the flexibility to increase yield while maintaining compliance with the PFIA: 

• Add obligations of municipalities to the list of approved investments 
• Change the maximum dollar weighted maturity from 180 days to 365 days 
• Change the maximum allowable stated maturity of any other individual investment owned by the District from 2 years to 5 years. 
• Delete the following restriction on investments for Debt Service Funds and Capital Project Funds "Maturities up to two years are authorized provided legal limits are not exceeded".

Recommendation:   It is the recommendation of the Superintendent that the Board of Trustees executes the resolution adopting and reviewing the investment policy of the Carrollton-Farmers Branch Independent School District. 
  

Description: 
Background:  In accordance with Section 2256 of the Texas Government Code, the Board of Trustees shall designate one or more officers to be responsible for the investment of its funds. Due to staff changes within the Business Services Department, we will make adjustments to our investment officers.

Recommendation:   It is the recommendation of the Superintendent that the Board of Trustees executes the Resolution Designating Investment Officers for the Carrollton-Farmers Branch Independent School District.
  

Description: 
Background:  To achieve the District’s goal of investment diversification, Carrollton-Farmers Branch ISD will approve the following investment brokers/dealers as authorized investment brokers/dealers for District funds: B of A Securities, BOK Financial, Cantor Fitzgerald & Co., Citigroup Global Markets, Daiwa Capital Markets, Dallas Capital Bank, N.A., FHN Financial, First Financial Equity Corporation, FTN Financial, Goldman Sachs, INTL FCStone, JP Morgan Securities, KeyBanc Capital Markets, Loop Capital Markets, Mesirow Financial, Mizuho Securities, Morgan Stanley, Multi-Bank Securities, Piper Sandler & Co., Raymond James, RBC Capital Markets, Rice Financial, Siebert Williams Shank, SunTrust Robinson Humphrey, Stifel Nicolaus & Co., TD Securities, UBS Securities, Vining Sparks FTN Financial, Wells Fargo Securities LLC.       

Recommendation:   It is the recommendation of the Superintendent that the Board of Trustees executes the resolution to approve certain investment brokers/dealers.
  

Description: 
Background:  The Board is scheduled to receive a recommendation to approve class size waivers for classes with more than 22 students per teacher.  Each school district in Texas is required to conduct a class size enrollment survey for grades K-4 every school year.  Districts must submit a waiver for class sections that exceed a ratio of 22 students per teacher.  Districts can eliminate the need for a waiver by assigning a full-time teacher assistant to the sections that exceeds the 22:1 ratio, reassigning students to another class section, or adding sections and splitting the classes.  The District is required to get board approval for the waivers and submit a waiver request to the Texas Education Agency.  The District is also required to submit a plan to TEA for bringing the effected sections within the 22:1 ratio.  CFBISD only requests a waiver when absolutely necessary.  Each campus receiving a waiver is required to send a notice to the parents or guardians of every student in the effected class sections.  The Personnel Department also works closely with administrators to provide support necessary to assure that schools are meeting the educational need of each student.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the class size waivers as presented.
  

Description: 
Background:  The College Preparatory Mathematics and College Preparatory English Language Arts courses are structured to build skills of students who have not met college readiness benchmarks on the SAT, ACT, or Texas Success Initiative Assessment (TSIA). One goal of the courses is to help these students meet benchmark scores on the TSIA in order to start college in on-level courses without remediation. Completion of the approved college preparatory courses is also a Texas Education Agency measure of accountability for College, Career, and Military Readiness.

Recommendation:  It is the Recommendation of the Superintendent that the Board of Trustees approves the Memorandum of Understanding and Data Sharing Agreement with Texas College Bridge Online Curriculum as presented.
  

Description: 
Background:  Due to malware, and other malicious cyber-attacks, it is necessary for the District to become more proactive in detecting actual and potential threats to protect its network from attacks that can damage its systems and provide protection against compromise to information accessible through its network.   

Conventional software that protects against known threats is not sufficient as malware is constantly evolving due to use of robotic attacking mechanisms, also known as “bots,” that use artificial intelligence to conduct constant attacks.  Technology conducted a search for a product or system that would provide a more assertive method for protection against these threats for the 2018-2019 school year and renewed it for use in the 2019-02020 school year.  Because this has proven to be an effective tool against cyber-attacks, Technology recommends the continuation of this solution for 2020-2021. 

Cylance is a company that develops antivirus programs and other kinds of computer software with artificial intelligence (AI) based solutions that predict and prevent execution of advanced threats and malware. Cylance Protect is AI driven threat protection program. It works at the endpoint where most attacks occur for better efficacy, faster resolution and less disruption.  

This purchase will provide 12,000 licenses to protect the district’s desktop units connected to the network.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the purchase of Cylance as presented.
  

Description: 
Background:  This is an exclusive agreement which provides for investment advisory services for the Carrollton-Farmers Branch Independent School District in conjunction with the District’s fiscal management.   

District officials selected the firm of Hilltop Securities Assets Management (HSAM), based on their competence and qualifications, to provide investment advisory services.  Service to be provided under this agreement are: 

• Review investment policy and strategy for compliance with the Public Funds Investment Act and industry best practices, and provide a formal review letter summarizing our findings and recommendations annually.  

• Evaluate and select prudent investment securities that adhere to authorized investment policy and cash flow constraints. By exploring all of the alternatives available, the District can be assured of making the best investment choices and enhancing investment earnings.  

• Assist in trade execution, literally buying securities on behalf of the District from among dozens of approved broker/dealers. We will then arrange for delivery into the District’s safekeeping account, assuring proper settlement. This competitive and fully documented process allows our clients to reap the benefits of the “economies of scale” inherent with a large investment advisor.  

• Fully document and retain copies of all related trade information on the District’s behalf and assist in answering subsequent questions that may arise during future internal or external audits.  

• Regularly monitor the credit ratings on the District’s investments, assuring that portfolio quality is maintained.  

• Provide complete monthly and quarterly investment reports in full compliance with the Public Funds Investment Act, investment policy and GASB standards.  

• Keep District staff informed with relevant economic and market information that affect securities held in the portfolio and consequently the expected investment earnings  

The costs for this agreement are based on the District’s average total portfolio balance with fees billed quarterly.  This firm currently provides investment reporting services for the District for $6,000 per year. The charge for all the services listed above are not expected to exceed $80,000 per year. 

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the purchase of investment advisory management services as presented.
   

Description: 
Background:  In order to increase efficiency and provide a uniform method for complying with this requirement and observing records retention policy, the need to purchase a district-wide document management system for use in all applications has been determined.  The District currently has multiple document management systems in place that serve to provide centralized, controlled access to various records in digital format.  Additionally, the District’s Enterprise Resource Planning (ERP) system requires adding records to document purchases, update personnel records, etc. as part of the business process.   
 
A Scope of Work was developed jointly between user departments and Purchasing to solicit qualified vendors to submit proposals to fulfill this need.  Multiple vendors were invited to respond to this solicitation from vendors under contracts available to CFBISD.  Proposals will be evaluated according to the criteria included in the solicitation document and product/system demonstrations will be scheduled with the highest ranked vendors, as needed. 
 
The cost for this system is unknown but will be determined and included in the Executive Summary for the November 5, 2020 Board meeting.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the purchase of a district-wide document management system as presented.
  

Description: 
Background:  Due to the aging bus and vehicle fleet, District mechanics need the ability and authorization to respond to needed repairs in a timely manner.  Authorization to spend up to a not-to-exceed amount of $350,000 will allow the Transportation Department to quickly and efficiently obtain vehicle repairs in a manner that is least disruptive to the Transportation Operation. 
 
CFBISD staff seeks approval to expend up to $350,000 for vehicle repair and maintenance services and replacement of units on an as-needed basis under this agreement.  Quotes for major repairs will be obtained from approved vendors under this agreement as documentation for demonstrating best value for vehicle repair.   
 
Expenditure reports document the history of purchases under previous vehicle repairs to be $243,481.16 for 2018-2019 and $144,510.39 for 2019-2020.  The recommended amount of $350,000 should provide sufficient operating capacity to perform required purchases for 2020-2021. 
 
Individual purchases above $25,000 will be submitted to the Board of Trustees through the Purchasing Report.  

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the item as presented.
  

Description: 
Background:  In order to provide materials for campuses not currently being renovated under the bond, the district has identified funds for facilities improvement projects across the district. Projects might include furniture, window screens, custom door mats, wall murals, flooring and concrete. 
 
CFBISD staff determines which vendor to use from the awarded vendors under this contract based on the campus or departmental needs and district standards.  Staff will continue to work closely with the Purchasing Department by obtaining competitive quotes from vendors awarded under this agreement, where practical, to ensure the District receives the best value for each purchase. 
 
The cost for all purchases under this authorization shall not exceed $500,000. 
 
Purchases under this approval will be made from vendors awarded under qualified purchasing cooperatives such as BuyBoard, Choice Partners and TIPS/TAPS, as well as vendors awarded under CFBISD RFPs may also be used for the projects.  
 
Individual purchases above $25,000 will be submitted to the Board of Trustees through the Purchasing Report.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the purchase of facilities improvement project materials as presented.
   

Description: 
Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the minutes of the pre-meeting held on October 1, 2020.

Description: 
Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the minutes of the regular meeting held on October 1, 2020.