August 5, 2021 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 under a probationary or term contract and other designated employees. 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 these individuals as indicated on the list which is provided at the Board Meeting.

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.
This report includes the following items:

1.    Budget Amendments Year-to-Date as May 31, 2021
    a.  Proposed Budget Amendments for Official Budgets

2.  Budget Summary Year-to-Date as May 31, 2021
        a.  Unaudited Revenue Summary including:
        i.    Adopted Budget
        ii.    Current Amended Budget
        iii.    Realized to-date Revenue
        iv.    Unrealized Revenue
        v.    Percentage Revenue Realized
        b.  Unaudited Expenditure Summary including:
        i.    Adopted Budget
        ii.    Current Amended Budget
        iii.    Cumulative to-date Expenditures
        iv.    Unencumbered Balance
        v.    Percentage of Budget Expended for the following funds:
                1.  General Funds
                2.  Special Revenue Funds
                3.  Debt Service Funds
                4.  Capital Projects Funds
        c.  Construction Summary including:
        i.    Total Project Plan
        ii.    2020-21 Project Plan
        iii.    2020-21 Expenditures
        iv.    Balance
        v.    Percentage of Budget Expended

3.  Outstanding Investments as of May 31, 2021 

4.    Tax Office Reports for the month of May 2021
        a.  Year-to-Date Collection 2020-2021 Report for May
        b.  Refunds of over $500 for Board Approval for May - None

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees accepts the financial reports for May 2021.

Description:  The attached report is a summary of the purchases valued over $25,000 but not exceeding $100,000 that have been made from May 1, 2021 through June 30, 2021.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees accepts the Purchasing Report for the period of May 1, 2021 through June 30, 2021 as submitted.

Description:  Priority #5: Optimize All Available Resources
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 May 31, 2021. 

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees accepts the Quarterly Investment Report for the quarter ended May 31, 2021.

Description:  Priority #5: Optimize All Available Resources
Background: Bilingual teaching positions are difficult to fill; therefore, it is prudent to provide supplemental pay to support recruitment and retention.
Likewise, securing employees for After the Bell (ATB) positions has been challenging. In order to offer a more competitive pay wage an increase in the hourly rate is being proposed.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the updated Supplemental Pay Compensation Plan as presented.

Description:  Priority #5: Optimize All Available Resources
Background: The Texas Property Tax Code, under Section 26.04(a) and (b), requires the District’s Registered Texas Assessor/Collector to submit to the Board of Trustees each year the sworn certified appraisal rolls from the Dallas Central Appraisal District and the Denton Central Appraisal District.  The Certification of Appraisal Rolls summary sheet will include the total appraised, assessed and taxable value of all property by the school district, as well as the total taxable value of new property in the District.  The Board of Trustees is to adopt a resolution to approve the 2021 Tax Roll calculated from the District’s Tax Assessor/ Collector previously presented report.

The District’s Registered Texas Assessor/Collector is also required to estimate the debt collection rate for the tax year.  This total includes current taxes, delinquent taxes, rollback taxes, penalties, interest and the additional penalty under Section 33.07 and 33.08, Property Tax Code.   The Board is to adopt a resolution to approve the District’s Tax Assessor/ Collector certification of the anticipated collection rate previously presented report.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the report and resolutions as presented.

Description:  Priority #5: Optimize All Available Resources
Background: The District receives donations from a variety of sources including parents, PTA’s, area businesses and other groups.  Many organizations within the District benefit from donations such as campuses, student groups, teachers, and classes.  All donations made to the District must be approved by the Board of Trustees. The attached report summarizes these donations and states the intended purpose for each donation.

The total value of donations for the period January 2021 - July 2021 is $31,186.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves and accepts the Donations made to the District as presented.

Description:  Priority #4: Optimize Social and Emotional Health of All Students
Background: This letter of agreement identifies the key elements of an arrangement between Communities in Schools Dallas Region, Inc., (CISDR) and specified Carrollton-Farmers Branch schools. Twelve (12) campuses shall be served by CISDR in the 2021-2022 school year. CISDR will place professional staff on-site at agreed upon locations for the purpose of delivering direct program service and coordinating related social services for at-risk students in our schools and their families.

The campuses served under this agreement are:  

Elementary School Campuses:	Blair, Carrollton, Central, Landry, McLaughlin-Strickland and Sheffield
Middle School Campuses:	Vivian Field, Dan F. Long
High School Campuses:	Creekview, Newman Smith, Ranchview, R.L. Turner

Communities in Schools offsets the cost of personnel with grant funding. The total cost to the District for ten (10) social workers is $100,000.

This purchase is made under authority of Board Policy EHBC (LEGAL) and Texas Education Codes §33.156 and §33.157, which allows participation in Communities in Schools without requiring a competitive procurement process.

Services under this agreement begin in August 2021 and continue through June 30, 2022.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves this agreement with Communities in Schools and authorizes the Superintendent or his designee to execute any necessary documents.

Description:  Priority#1: Optimize Engaging  & Diverse Learning
Priority#2: Optimize Facility, Safety & Security and Infrastructure to be Adaptable to Student Needs
Priority #3: Optimize Community Engagement
Priority #4: Optimize Social & Emotional Health of All Students
Priority #5: Optimize All Available Resources
Background: The District Plan and Campus Plans are aligned to the goal of high expectations for all and are guided by the five strategic priorities: Optimize Engaging & Diverse Learning; Optimize Facility, Safety & Security and Infrastructure to be Adaptable to Student Needs; Optimize Community Engagement; Optimize Social & Emotional Health of All Students, and Optimize All Available Resources.

A Board shall ensure that a district improvement plan and improvement plan for each campus are developed, reviewed, and revised annually for the purpose of improving the performance of all students.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the District Plans and Campus Plans as presented.
 

Description:  Priority #5: Optimize All Available Resources
Background: Per Board Policy BF(LOCAL) policies may be adopted or amended by a majority of the Board at any regular or special meeting, provided that Board members have had advance written notice of the proposed change and that it has been placed on the agenda for such meeting. TASB Policy Update 117 will be submitted to the Board of Trustees in advance if the August Board of Trustees meeting for review.

Recommendation: It is the recommendation of the Superintendent that Board of Trustees approves and adopts the updates to Policy CH (LOCAL), CV (LOCAL) and DEC (LOCAL) as presented.

Description:  Priority #5: Optimize All Available Resources
Background: Per Board Policy BF(LOCAL) policies may be adopted or amended by a majority of the Board at any regular or special meeting, provided that Board members have had advance written notice of the proposed change and that it has been placed on the agenda for such meeting.

Recommendation: It is the Recommendation of the Superintendent that the Board of Trustees adopt the changes to Board Policy CE(LOCAL), DEA(LOCAL), EIC(LOCAL) and FO(LOCAL) as presented.

Description:  Priority #2: Optimize Facilities, Safety and Security, and Infrastructure to be Adaptable to Student Needs
Background: Oncor required easement for provision of electrical service to New Sheffield ES

Recommendation: It is the recommendation of the Superintendent that the "Board adopts the Resolution approving the conveyance of an easement to Oncor Electric Delivery Company, LLC, as set forth in the Resolution." 

Description:  Priority #4: Optimize Social and Emotional Health of All Students
Background: The Student Code of Conduct mirrors CFB District board policy and is based on the Walsh-Gallegos Student Code of Conduct, which is used by many school districts across the state of Texas. The Student Code of Conduct provides information to parents, students and administrators regarding standards of conduct, consequences of misconduct, and procedures for administering discipline. 

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the 2021-2022 Student Code of Conduct as presented.

Description:  Priority #2: Optimize Facility, Safety and Security, and Infrastructure to be Adaptable to Student Needs
Background: In parallel with construction and renovation projects, a multitude of services are performed by licensed professionals to ensure compliance with local, state, and federal building regulations.   With the volume of capital improvement projects steadily increasing throughout the District, it was anticipated that the dollars spent on these services, would increase as well. 

A formal process was proactively conducted, ensuring contracts were established with firms that had demonstrated core qualifications at competitive rates. On April 1, 2021, the Board of Trustees approved RFQ 2020-12-036 which created a pool of qualified vendors to perform various types of professional services for construction projects within the District.  Services included geotechnical engineering, site surveying, materials testing/observation, environmental testing/abatement, special inspections, bleacher inspections, and roofing assessment services.

With planning underway for summer 2022 construction, there is a need to begin contracting with these firms.  The Board is being asked to authorize a spend amount not to exceed $500,000 for these services for the 2021-2022 Fiscal Year.  Funding source will depend on the project funding source (bond, TIF, capital).

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves a spend authorization not to exceed $500,000 for professional services for construction covered under the terms of RFQ 2020-12-036

Description:  Priority #5: Optimize All Available Resources
Background: This is a non-exclusive contract which provides for as-needed rental of charter buses and vehicles to be utilized for authorized travel throughout the District.  This agreement will be used by Athletics and Fine Arts for out of town trips, as well as field trips and planned travel for all student groups for the 2021-2022 school year.  Vehicle rentals will be utilized primarily by administrative staff for business travel.

Average expenditures under the two (2) most recent years under the previous agreement for the fiscal years covering 2019-2020 and 2020-2021 are $74,561, however, expenditures under this agreement for the last complete year, 2018-2019, were $123,774.   With travel expected to resume for the 2021-2022 school year, it is anticipated that expenditures under the initial year of this agreement will exceed $100,000.  Authorization is requested not exceed $200,000.

Purchases made under this agreement will be made primarily with General Operating Funds; however, any Board approved budget may be used for purchases under this contract.

These contracts will end in either June of 2022 or June of 2024 depending on which cooperative contract is utilized.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the utilization of EPCNT contracts for Charter Buses and Rental Vehicles as presented.

Description:  Priority #1: Optimize Diverse and Engaging Student Learning
Background:  The Board approved the use of the Texas Teacher Evaluation and Support System (T-TESS) for teacher appraisals on March 5, 2020.  It is a requirement that the Board approve a list of certified appraisers who can appraise teachers.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the list of certified appraisers as presented.

Description:  Priority #1: Optimize Diverse and Engaging Student Learning
Background: The Board of Trustees has annually approved the administrator and teacher T-TESS Appraisal Calendar.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the T-TESS Appraisal Calendar as presented. 

Description:  Priority #5: Optimize All Available Resources
Background: S. B. No 1566 requires that school districts in which students utilize a prepaid meal account to purchase cafeteria meals adopt a grace period policy regarding the use of the meal accounts and have the Board of Trustees approve the terms of this policy. The policy must include a grace period in which the students can accumulate a negative balance or receive an extension of credit from the district so that they can continue to receive meals. The length of the grace period and the amount of negative balance allowed are to be determined by the district. The district must notify the parent or guardian of the exhausted account. In addition, the district is not permitted to charge a fee or interest in connection to the delinquent account but may set a schedule for repayment of the account balance.  

Beginning in 2017-2018 and continuing into school year 2020-2021, a grace period with a charge limit of $15.00 per student was approved and implemented. This charge limit allowed paid students to charge both breakfast and lunch for three (3) days or to charge only lunch for five (5) days. Once the charge limit has been reached, students have been provided with an emergency sack lunch prepared by the Student Nutrition staff. For discretion, the sack lunch has distributed to the students by the school office staff in the same manner as a meal provided to the office by a parent. The emergency sack lunch has contained an entrée, two vegetable servings, a fruit serving and both flavored and unflavored milk.  

To notify parents/guardians, the district contacts them regarding their student’s insufficient account balance via the following methods: 

• Parents of elementary students have received negative balance letters in weekly take-home folders
•  Parents of all students have received weekly phone calls and emails upon reaching the account balance associated with their eligibility status (Paid - Balance of $5.00 or less, Reduced and Free - Balance of -$0.01 or less)

Per Federal regulations, bad debt which is defined as the total amount of any delinquent student account balances accrued as outlined in the district’s charging policy must be alleviated by the district’s general fund at the end of fiscal year.  In 2019-2020, the district’s bad debt totaled $11,032.36 and the Student Nutrition Department absorbed the cost of 1,274 emergency breakfast meals and 12,686 emergency lunch meals at no cost to students or the district’s general fund. 

In addition, during the time period in which the district is only providing remote learning, we would request a temporary increase in the charge limit to $45.  During remote learning, bulk meals (five (5) breakfast and five (5) lunches) will be available for pickup at designated schools once a week.  This increase will allow a paid student to pick up bulk meals on three (3) occasions.  Once schools are physically open, the charge limit will be reset to the traditional $15.00

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the Charge Policy as described above.

Description:  Priority #5: Optimize All Available Resources
Background: The Healthy, Hunger-Free Kids Act of 2010 (HHFKA) requires that paid school meal prices be indexed to the Federal reimbursement rates for free meals using the Paid Lunch Equity (PLE) Tool to establish meal prices each year. Alternatively, districts may use the PLE exemption to avoid changing prices by demonstrating the existence of a zero or positive fund balance as of December of the previous year. The Student Nutrition fund balance as of December 2020 was $403,985.87 indicating a positive fund balance. While this would allow for the use of the PLE exemption, this fund balance has decreased by greater than $5.1 million since December 2019 and will be negative by the end of SY 2020-2021 due to the financial impact of the COVID-19 pandemic. Additionally, the district has utilized the exemption every year since August 2017. For each year that the exemption is utilized, the PLE weighted price average yields a larger price increase when one does occur. This increased weighted price average makes it necessary to request a $0.25 increase in paid student meal prices for the 2021-2022 school year. The price increase will allow   Student Nutrition to remain in compliance with HHFKA. Additionally, the increase will allow the district to continue to provide meals at the current quality level and to maintain the revenues necessary in order for Student Nutrition operations to remain self-sustaining.  

Additionally, school districts are allowed to charge a maximum of $0.30 for breakfast and $0.40 for lunch to students who qualify for reduced-price meals, but also have the option to lower or eliminate reduced-price charges and subsidize the loss of revenue with program funds. In 2019-2020, reduced prices were lowered to $0.00. The price reduction was well received as the participation of reduced students increased 34% at breakfast and 22% at lunch in 2019-2020. No reduced-price participation data is available for 2020-2021 due to Seamless Summer Operation feeding related to the pandemic.  
     USDA regulated that adult meal prices must equal the free student reimbursement rate, plus the rate of USDA Commodity assistance per meal.  To meet this requirement and ensure adult meals are not subsidized by the federal program, adult breakfast prices must increase by $0.25 to a total of $2.75.  All student meal prices will remain the same pending Board approval.
     

Meal Category	Eligibility	Current Price	Proposed Price 2021-2022	Proposed Change
Breakfast	Paid Student	$2.00	$2.25	$0.25
Breakfast	Reduced Student	$0.00	$0.00	None
Breakfast	Adult / Guest	$2.50	$2.75	$0.25
Lunch	Paid Student	$3.00	$3.25	$0.25
Lunch	Reduced Student	$0.00	$0.00	None
Lunch	Adult / Guest	$4.00	$4.00	None

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve a $0.25 paid student meal price and adult breakfast price increase for the 2021-2022 school year. Additionally, administration recommends continuation of the cost elimination of reduced-price meals.

Description:  Priority #5: Optimize All Available Resources
Background: This purchase agreement provides carpentry supplies and equipment to be utilized throughout the District on an as-needed basis.  This will be used for any situation as they arise and for preventative maintenance or minor construction projects for all facilities in the District.

Purchases made under this agreement will be made primarily with General Operating Funds; however, any Board approved budget may be used for purchases under this contract.

The annual spending over the last two (2) complete years has averaged $130,609.

This is the fourth and final extension option (beginning August 6, 2021) as specified in the RFP.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the extension of RFP-17-06-151-4 for carpentry supplies and equipment for the fourth and final extension term.

Description:  Priority #5: Optimize All Available Resources
Background: This is a non-exclusive contract which provides for as-needed purchases of Custodial Supply and Equipment to be utilized throughout the Carrollton-Farmers Branch Independent School District.  This agreement will be used for any situations as they arise and for preventative maintenance for all buildings in the District.

Purchases made under this agreement will be made primarily with General Operating Funds; however, any Board approved budget may be used for purchases under this contract.

The value of this agreement for the previous three (3) years has been:
    2017-2018: $307,000; 2018-2019: $289,000; 2019-2020: $355,000
  
This is the fourth and final extension (beginning August 6, 2021) as specified in the RFP.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the extension of RFP 17-05-311-4 for Custodial Supply and Equipment for the fourth and final extension term.

Description:  Priority #5: Optimize All Available Resources
Background: This is an exclusive service contract which provides software as a service for online vendor registration and E-bid management for the Carrollton-Farmers Branch Independent School District.

The annual cost for the top-ranked solution from IonWave Technologies is based on an initial period from March 2, 2018 through August 31, 2018, followed by five (5) one (1) year renewal options, starting September 1, 2018 - August 31, 2019.  CFBISD renewal amounts for the subsequent years are as follows:

Year No.	Start	End	Renewal Amount
1	Sept. 1, 2018	Aug. 31, 2019	$23,000
2	Sept. 1, 2019	Aug. 31, 2020	$23,500
3	Sept. 1, 2020	Aug. 31, 2021	$24,000
4	Sept. 1, 2021	Aug. 31, 2022	$24,500
5	Sept. 1, 2022	Aug. 31, 2023	$25,000

The renewal cost for the fourth term is $24,500, which includes the following modules: Vendor Registration, IWT Sourcing (E-Bid), Contract Management, Bid Evaluation Scoring, Annual Support and Maintenance, Annual Hosting and implementation services.  Funding is from the General Operating Fund.

For CFBISD, this is the fourth (beginning September 1, 2021), of five (5) one (1) year extension options as provided in this RFP.

This RFP was also conducted on behalf of the Educational Purchasing Cooperative of North Texas (EPCNT) and included a separate pricing structure based on the member’s annual budget as shown in the table above.  Annual Board approval of extension options is required for cooperative members to continue to utilize this contract.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the extension of RFP 18-01-071-4 for Vendor Registration and E-Bid Management System.

Description:  Priority #5: Optimize All Available Resources
Background: In conjunction with the need to sell real property identified as surplus and no longer needed for school operations, the need to establish a relationship with a licensed Real Estate Broker to provide Real Estate Broker services is evident.  The authority to contract with a broker is authorized in Texas Education Code 11.154 as follows: 

     "(c) The District may employ, retain, contract with, or compensate a licensed real estate broker or salesperson for assistance in the acquisition or sale of real property. "

Imminent opportunities to dispose of land require the use of a Real Estate Broker to represent CFBISD in the sale of real property identified as surplus and no longer needed for school operation.  This authorization will establish an agreement with The Chrisman Company as its Real Estate Broker of record to perform broker services in locating potential sites for the Board of Trustees to consider.

At the August 20, 2020 Regular Board meeting, Trustees approved a Real Estate Broker’s agreement with The Chrisman Company to assist with the sale of real estate.  The agreement is scheduled to expire on September 1, 2021.  Continuing efforts are underway to sell this property; therefore, this agreement requires extension in order to continue utilizing these services.

All costs for publicizing this property will be provided by The Chrisman Company.  Compensation for services will be paid from buyers proceeds and will not impact the District’s budget.

This will be a one-year extension, beginning September 1, 2021, which will expire on August 31, 2022, but may be extended in one-year increments, if needed.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the award of this contract to The Chrisman Company to provide Real Estate Broker Services and authorize the Superintendent or his designee to negotiate and execute a contract as provided in the proposal in the best interest of the District.   

Description:  Priority #5: Optimize All Available Resources
Background: This is an exclusive contract which provides for as-needed purchases of Solid Waste & Recycling to be utilized throughout the Carrollton-Farmers Branch Independent School District.

Purchases made under this agreement will be made primarily with General Operating Funds; however, any Board approved budget may be used for purchases under this contract.  Spending authorization is requested not to exceed $325,000.

Purchases made under this contract utilizing federal funds adhere to all requirements for expenditures under federal Education Department General Administrative Regulations (EDGAR).

This agreement was initially for a three (3) year term (beginning June 3, 2019) and this is the second extension (beginning August 6, 2021) of two (2) one (1) year extension options as specified in the RFP.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the extension option of RFP-17-03-081-4 for Solid Waste and Recycling Services with the recommended vendor, and to authorize the Superintendent or his designee to execute renewals as provided in the RFP.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: This vendor provides CFBISD with standardized tests by specific Advanced Placement (AP) content each May and preliminary SAT assessments for students in grades 9-12 in October. Qualifying scores on AP exams allow students comparable course college credit. PSAT scores for 11th graders qualify students for National Merit Scholarship and recognition opportunities. 

The College Board’s Early Participation Program is an initiative to support the involvement of high school students preparing to attend college. Students are connected to colleges, scholarship providers, and recommendations for AP subject area enrollment based on test scores and survey responses. Annual reports by this vendor for AP, PSAT, and SAT student performance provide feedback for campus and district instructional improvement. Scores on the AP, TSIA 2.0 (Accuplacer), PSAT, and SAT exams provide college readiness benchmark to CFBISD students, parents, and staff.  Items and associated costs to the District are included in the table below:

Item	Qty.	Unit Cost	Total	Rebates/ Discounts	District Cost
Advance Placement Exams	3,500	$95	$332,500	($113,750)	$218,750
SAT exams (11th-12th Grade)	3,100	$55	$170,500	($58,900)	$111,600
PSAT/NMSQT exams (10th-11th Grade)	3,350	$18	$60,300	($16,750)	$43,550
PSAT 8/9 exams (9th Grade only)	1,800	$14	$25,200	($7,200)	$18,000
TSIA 2.0 (Accuplacer) exams	21,700	$1.75	$37,975	$0	$37,975
Professional development related fees	49	$550	$26,950	($20,825)	$6,125
Total for 2021-22 School Year			$653,425	($217,425)	$436,000

Qualifying scores on AP, SAT, and TSI (Accuplacer) designate high school graduates as College Ready under College, Career, and Military Readiness (CCMR) indicator.   

The estimated number of AP exams for the 2021-22 school year is 3,500. Overall cost is estimated at $218,750. 

The cost of an AP exam is $95 per exam. For students who receive free and reduced lunch, College Board offers a $33 fee reduction. Additionally, the state of Texas offers a $32 fee reduction for students receiving free and reduced lunch. Estimated cost for 2021-22 is based on 1,750 AP exams taken by students receiving free and reduced lunch.

To lower the cost of exams to families, the District subsidizes $10 per free and reduced exam and $55 for full pay exams. This brings the cost of exams to students to $20 per exam for free and reduced students and $40 per exam for students who do not receive free and reduced lunch.

Students pay a portion of the AP test fees at an estimated cost of $105,000. Campus and District funds are utilized for offsetting expenditures based on student fee reduction needs at an estimated cost of $113,750.

PSAT and SAT assessments are administered in the Fall of 2021 and Spring of 2022 to provide students with individual score reports and free access to online, personalized resources through College Board.  Students will receive access to comprehensive reporting, allowing them to track and monitor their progress on preliminary college entrance exams. SAT School Day allows campuses to administer the SAT exam campus during a school week-day. 

TSI 2.0 (Accuplacer) exams measures college readiness in reading and mathematics. Examinees with a qualifying score in reading and/or math can enroll in any entry-level freshman course without restrictions at a public state college or university in Texas. Student score reports and any applicable diagnostic test results can be used by counselors to help guide students on their high school educational plan and future course selections.  On average, students use seven (7) testing tickets to complete all sections of the reading and math TSI 2.0 (Accuplacer) exams. Overall cost is estimated at $37,975.

Professional Development from The College Board is utilized District-wide throughout the year with AP Summer Institute and includes membership for participating teachers and administrators. The estimated cost for 2022 AP Summer Institute training is $26,950. TEA reimburses districts $425 per AP teacher for APSI training completed during prior to start of school year. Overall cost is estimated at $6,125.

These purchases will be made (beginning September 1, 2021) from CFBISD Bid No. RFP 16-33 for Teaching Supplies and Instructional Materials approved at the February 2, 2017 Regular Board meeting, (Consent Agenda Item No. IV.B.1.c), and complies with Section §44.031 of the Texas Education Code for competitive procurement.  Purchases utilizing federal funds adhere to all requirements for expenditures under federal Education Department General Administrative Regulations (EDGAR).

This purchase will primarily be funded out of the 2021-2022 General Operating Budget; however, purchases may be made with any Board approved and appropriated budgeted funds, general operating budget, campus activity funds, grant and title funds.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the purchase of products and services described above from The College Board at an anticipated expenditure not to exceed $436,000, of Board approved budgets for the 2021-2022 school year, and delegate the authority to execute all required documents and contracts necessary to complete the purchase to the Superintendent or his designee.

Description:  Priority #5: Optimize All Available Resources
Background: This is a non-exclusive contract which provides for as-needed purchases of Transportation Parts to be utilized throughout the Carrollton-Farmers Branch Independent School District.

Since this is a brand-new contract, we have no available spending data. Purchases will be funded through the General Operating Budget.

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.

Individual purchases above $25,000 will be submitted to the Board of Trustees through the Purchasing Report.  Individual purchases of $100,000 or above will be submitted to the Board of Trustees for approval in accordance with policy.

This agreement is for an initial one (1) year term (beginning August 6, 2021) and includes four (4) one (1) year extension options as specified in the RFP. The District reserves the right to rebid the RFP at any time.

The District reserves the right to purchase or re-procure this solution at any time according to any procurement method allowable under Texas Education Code §44.031 as the District’s needs require.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the award of RFP 2021-05-028 for Transportation Parts for the initial one (1) year term with the recommended vendors and to authorize the Superintendent or his designee to execute renewals as provided in the RFQ in the best interest of the District throughout the term of this contract.

Description:  Priority #5: Optimize All Available Resources
Background: This is an exclusive service contract which provides for Child Day Care meals and snacks.  

In conjunction with the District’s day care program, it is necessary to provide meal service for the Child Development Academy (Kelly Pre-Kindergarten Center) for the children enrolled in the Academy.  This agreement requires the vendor to provide meals and snacks at a fixed price per student per day with a minimum guarantee of 150 students.  Additional meals and snacks above the minimum are provided for each lunch and each additional snack.

Average expenditures under the previous agreements for the periods from June 1st and May 31st of the fiscal years covering 2019-2020 and 2020-2021 are $75,516, however, expenditures under this agreement for the last complete year, 2018-2019 were $110,548.  Authorization is requested not to exceed $175,000.

Funding for purchases made under this agreement will be from the enterprise fund comprised of day care proceeds.

This will be the first year of this contract (beginning August 6, 2021) with four (4) one (1) year renewal options thereafter.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the award of RFP 2021-05-025 for Child Day Care Catering with the recommended vendor as presented and delegate the authority to execute and complete any necessary documentation for this agreement ro the Superintendent or his designee.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: This purchase is to provide devices, mobile hot spots and other items to provide increased remote learning capacity for CFBISD students and staff.  The Federal Communications Communication's (FCC) Emergency Connectivity Fund (ECF) is a $7.17 billion program that will help eligible schools and libraries provide the tools and services their communities need for remote learning during the COVID-19 emergency period. The Emergency Connectivity Fund will help provide relief to millions of students, school staff, and library patrons and will help close the homework gap for students who currently lack necessary internet access or the devices they need to connect to classrooms. 

Eligible items under this program include:  Laptop and tablet computers, Wi-Fi hotspots, modems (including air cards), routers, and devices that combine a modem and router.  Schools and libraries can also receive funding for commercially available broadband internet access service that provides a fixed or mobile broadband connection for off-campus use by students, school staff, or library patrons who would otherwise lack access to connectivity sufficient to engage in remote learning.

The program will reimburse eligible schools and libraries a maximum of $400 for each laptop or tablet, and a maximum of $250 for Wi-Fi hotpots.  Schools and libraries may buy more expensive laptops, tablets, or Wi-Fi-hotspots, but they can only be reimbursed up to $400/$250.  For other eligible equipment and services, USAC will review costs to ensure they are reasonable.

National and regional resellers were solicited for quotes and the District received seven (7) responses. Once quotes were received, evaluated and tabulated, it was determined that the quote from CDW-G, under the provisions of the Sourcewell Cooperative Contract No. 081419, was the lowest quote and represented the best value to the District at a total cost of $258,300.  The fund source of this purchase will be the Technology Fund with anticipated reimbursement for up to 80% of the cost through the federal E-Rate program.

This purchase was the result of an E-Rate filing window that will expire on August 13, 2021, therefore, an order was placed based in order to assure funding by this program, as these are reviewed and approved on a first-come, first-serve basis.  This approval is to seek ratification of this purchase in order to receive needed workstations in time to provide to new staff hired with ESSER funding.  This is a one-time purchase.

The District reserves the right to purchase or re-procure this solution at any time according to any procurement method allowable under Texas Education Code §44.031 as the District’s needs require.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the ratification of the purchase of desktop and mobile workstations from CDW-G and authorize the Superintendent or his designee to negotiate and execute contracts for such purchases in the best interest of the District.

Description:  Recommendation:  It is the recommendation of the Superintendent that the CFBISD Board of Trustees approves the minutes of the Pre-Meeting Briefing held on June 3, 2021.

Description:  Recommendation: It is the recommendation of the Superintendent that the CFBISD Board of Trustees approves the minutes of the Regular Meeting held on June 3, 2021.

Description:  Recommendation:  It is the recommendation of the Superintendent that the CFBISD Board of Trustees approves the minutes of the Special Called Meeting held Monday, June 21, 2021.

Description:  Priority #5: Optimize All Available Resources
Background: A competitive compensation plan has been identified as a District top priority. TRS recently announced premium increases for TRS-ActiveCare health insurance participants. Currently, 2,467 staff members are enrolled, and the new premiums will be an average increase of 25%. 

Our last increase in district medical contribution was effective in September 2018 increasing the district contribution from $262 to $278 per month. Prior to that, the district contribution of $262 was in effect back to 2010.  Additionally, the $278 per month contribution is not competitive with other district contributions.

Administration is proposing an increase to the employer contribution rate from $278 to $350 per month. Approximately 79% of participants obtain employee only coverage under TRS plans. The proposed increase in the District contribution would result in a decrease in premium for 92% of all employee only participants and would help offset the increase for those employees who have selected other plan options with TRS. The budget impact would be contingent upon the number of participants, but is estimated to be $2.1 million.  The $350 per month contribution will put CFBISD into the top third of area districts as noted in the attachment.  

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves authorizing an increase in the District contribution to employee health insurance premium from $278 per month to $350 per month.

Description:  Priority #5: Optimize All Available Resources
Background:  Each year, the Texas Association of School Boards invites school boards in Texas to designate one voting delegate and one alternate as representation to the TASB Delegate Assembly held in conjunction with the annual TASA/TASB Conference.

It has been the practice each year for the CFBISD Board of Trustees to designate a voting delegate and alternate using a process of nomination and a majority vote of the Board.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees provides a delegate and alternate for the TASA/TASB General Conference.
 

Description:  Priority #5: Optimize All Available Resources
Background:  In July, the list of nominated individuals for election to the TASB Board of Directors was distributed to Board Presidents and Superintendents.  As stipulated in the TASB Bylaws, the CFBISD Board of Trustees is eligible to endorse one nominee each for Region 10, Position A.  Individuals on the list are Tricia Ikard (Maypearl ISD), Ty. G. Jones (Lancaster ISD), Stephanie O'Dell (McKinney ISD), and Jeff Pendill (Community ISD).

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees determines whether to endorse one of the candidates listed.
 

Description:  Priority #2: Optimize Facilities, Safety and Security, and Infrastructure to be Adaptable to Student Needs
Background: The work outlined in the 2018 Bond Program has provided valuable infrastructure, much needed safety and security upgrades, and large renovations of existing spaces, all to provide students, faculty, and staff with more functional facilities throughout the District.  With construction continuing through the Summer of 2022 utilizing the current bond, it is the desire to continue this work throughout the rest of the District.  After the Board’s approval at the June 3, 2021 meeting, the District issued RFQ 2021-04-022 seeking statements from qualified firms to provide services in preparation for a 2023 bond initiative. 

The solicitation was released on June 7, 2021 and responses were received from six (6) firms on June 28, 2021.  The evaluation committee scored all responses, short-listing three (3) firms to participate in interviews and submit cost proposals for their services.  Interviews were conducted on July 21, 2021.

Based on the information received in these interviews, coupled with the qualifications demonstrated in the submitted proposals, it is the recommendation of the evaluation committee that the District contract with Huckabee for the bond planning services as described in RFQ 2021-04-022.   The term of this contract is set to commence upon board approval, and continue through the receipt of all outlined deliverables leading up to successful passage of the bond in May 2023.

The total cost of these services for the initial contract term will not exceed $250,000 to include project planning, district master planning, formation of a Bond Steering Committee, project development and prioritization based on key stakeholder recommendation, community outreach and surveying, and finalization of the bond order.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves Huckabee as the contracted firm to provide Bond 2023 planning services under the terms of RFQ #2021-04-022.