September 1, 2022 at 7:00 PM - Regular Meeting

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: In accordance with Policy FMG (LOCAL), students may be permitted to take out-of-state school-sponsored trips for the following purposes: 

1.    Instructional purposes (field trips and excursions).
2.    Activities of school-sponsored or sanctioned clubs or organizations.
3.    Other sanctioned competitions. 

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the above Out-of-State Travel Request(s).

Description:  Priority #1: Optimize Diverse and Engaging Learning
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 approve the employment of these 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 reports, outstanding investments, and tax office reports.
This report includes the following items:

1.    Budget Amendments Year-to-Date as of September 1, 2022 

2.  Budget Summary Year-to-Date as of July 31, 2022
        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.    2021-22 Project Plan
        iii.    2021-22 Expenditures
        iv.    Balance
        v.    Percentage of Budget Expended

3.  Outstanding Investments as of July 31, 2022

4.    Tax Office Reports for the month of July 2022
        a.  Year-to-Date Collection 2021-2022 Report for July
        b.  Refunds of over $500 for Board Approval for July 

5.  Federal Grant Applications as of July 31, 2022 - None

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees accepts the financial reports for July 2022.

Description:  The attached report is a summary of the purchases valued over $25,000 but not exceeding $100,000 that were made from July 1, 2022 through July 31, 2022.

Recommendation:   It is the recommendation of the Superintendent that the Board of Trustees accepts the Purchasing Report for the period of July 1, 2022 through July 31, 2022 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 119 was submitted to the Board of Trustees in advance of the September Board of Trustees meeting for review. 

CPC(LOCAL): OFFICE MANAGEMENT - RECORDS MANAGEMENT

DMA(LOCAL): PROFESSIONAL DEVELOPMENT - REQUIRED STAFF DEVELOPMENT

EHAA(LOCAL): BASIC INSTRUCTIONAL PROGRAM - REQUIRED INSTRUCTION (ALL LEVELS)

EHB(LOCAL): CURRICULUM DESIGN - SPECIAL PROGRAMS

EHBAA(LOCAL): SPECIAL EDUCATION - IDENTIFICATION, EVALUATION, AND ELIGIBILITY

EHBB(LOCAL): SPECIAL PROGRAMS - GIFTED AND TALENTED STUDENTS

EIF(LOCAL): ACADEMIC ACHIEVEMENT - GRADUATION

FFBA(LOCAL): CRISIS INTERVENTION - TRAUMA-INFORMED CARE

FFH(LOCAL): STUDENT WELFARE - FREEDOM FROM DISCRIMINATION, HARASSMENT, AND RETALIATION

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve Policy Update 119 Local Manual Update as initiated by the TASB Policy Service.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: The Board of Trustees has entered into a joint Memorandum of Understanding with the Denton County Juvenile Board outlining all issues pertinent to the interaction between the juvenile board and the school district in the operation of the Juvenile Justice Alternative Education Program. The objective of the program is to help students achieve behavioral and academic improvement and provide an effective education program. Details of this relationship are defined in an agreement available for public inspection upon request of the Superintendent of Schools.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the 2022-2023 Memorandum of Understanding (MOU) with Denton County for the Juvenile Justice Alternative Education Program (JJAEP) as presented.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: In order to recognize the Denton County 4-H organizations as an extracurricular activity of CFBISD, Resolutions must be signed and agreements are drawn up appointing Denton County extension agents as adjunct staff members.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees accept the Resolution Regarding the Denton County 4-H Organization and the Denton County Extension Agents as Adjunct Staff Members for 2022-2023.

Description:  Priority #5: Optimize All Available Resources
Background: The university Go-Center/G-Force/Student Mentorship projects are designed to bring college access and career awareness to high school students and parents.  The program will establish a Go-Center on each campus staffed with collegiate G-Force members who will provide a general overview of the college experience, including college selection and completion of financial aid and admissions applications. Go-centers will be supervised by CFBISD staff and may also assist CCMR staff in evening and weekend parent and student events pertaining to college access and success.  

Students will interact with the G-Force university mentors both virtually and in person.  

There will be no cost associated with the agreement.  The contract is renewed annually and valid for only the 2022-2023 school year. 

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the interlocal agreement for Texas Woman’s University and provides the required district representative signatures for the renewal. 

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: The Eduphoria! Suite subscription is comprised of software for the reporting and analysis of student performance on local, state, and national assessments in grades K-12.  There are many modules, including tools to record teacher/principal appraisals and the management of professional development activity and staff development hours. It also includes an additional source of test questions for use within the development of campus and district-created assessments.  The estimated annual spend is $155,000 from multiple funding sources. This contract provides services to the District from September 1, 2022 - August 31, 2023, and will be a yearly recurring cost. Procurement authority for this contract is provided by the TIPS Cooperative RFP 220105 - Technology Solutions, Products, and Services.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the purchase of Eduphoria! software subscriptions as described above and authorizes the Superintendent or his designee to execute renewals in the best interest of the District through the term of the TIPs Cooperative Contract with yearly options to renew until May 31, 2027. 

Description:  Priority #5: Optimize All Available Resources
Background: This contract is for grocery and catered foods awarded on an as-needed basis for district-wide use.  The contract allows the District to provide food and refreshments for meetings, staff development, and other various events.  The anticipated spending is approximately $500,000 using multiple fund sources throughout the District.  This is the second (2) extension of a five-year (5) contract.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the option to extend the agreement of RFP 2020-06-016 for Grocery and Catered Foods for the second one (1)-year extension with the recommended vendors and to authorize the Superintendent or his designee to execute renewals as provided in the RFP in the best interest of the District through the term of the contract.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: This contract is for library media, books and all other related supplies and services.   Quotes will be obtained from the list of vendors on an as-needed basis.  Items purchased may include library books, eBooks, audio books, library supplies, digital resources and/or services. Estimated spend for this contract is approximately $300,000 from multiple funding sources.  This contract has the option to extend for an additional four (4) one-year (1) terms.

Recommendation: It is the Recommendation of the Superintendent that the Board of Trustees approve the award of all vendors meeting specifications responding to RFP 2022-06-025 for Library Media, Books, Supplies and Services for the initial one (1) year term with the option to extend for an additional four (4) one-year (1) terms, and to authorize the Superintendent or his designee to execute renewals as provided in the RFP in the best interest of the District through the term of the contract.

Description:  Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt 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 is anticipated that the dollars spent on these services will increase as well.  A formal process was proactively conducted, ensuring contracts are established with firms that have demonstrated core qualifications at competitive rates. Award of these contracts will ensure that the District receives the best value for these services from the most qualified firms on capital improvement projects.

As governed in Texas Government Code §2254.004, a Request for Qualifications (RFQ) was issued on June 28, 2021, to solicit Qualification Statements from firms to perform various services, as detailed below.   Seventeen Qualification Statements were received in step one of this process, which were internally reviewed by an evaluation committee.  District administration determined that based on the quantity and complexity of projects to be assigned, the District would be best served by selecting multiple firms to form a pool of qualified and competent firms that will be assigned projects based on each firm’s qualifications, competence, capabilities, and design and programming approach.  Based on their demonstrated capabilities, the firms on the attachment were approved to form a pool.
The estimated cost for these services will vary based on project and scope, but the intended spend will not exceed $2,000,000 for the FY 2023 contract year. Individual contracts below the reporting threshold will be reported to the Board in the monthly Purchasing Report.

The start date for contracts will vary based on project need but shall commence as early as Board award of these contracts, and shall not exceed December 31, 2025.  Typically, contracts will range the duration of a construction project. 

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the extension of the RFQ 2021-06-029 for the pool of firms listed on the attachment, and delegate the authority of the Superintendent or his designee, to assign projects, negotiate, and execute agreements with qualified firms to perform the services identified under the Request for Qualifications.             

Description:  Priority #5: Optimize All Available Resources
Background: As an employer in the State of Texas, the District is required to provide unemployment insurance as mandated by state law.  To accomplish this mandate, the District has exercised its option to procure this service by participating in an Interlocal Agreement with another local agency as defined in Texas Education Code §44.031.  The Texas Association of School Boards (TASB) qualifies as a local government entity under this provision and extends an invitation to school districts to provide this service.  CFBISD has procured unemployment insurance from TASB since 1980.  

The total contribution to participate in the Interlocal Participation Agreement - Unemployment Compensation Risk Management Fund for October 1, 2022 through September 30, 2023 is $142,274, which represents a 5% decrease from 2021-2022.

Funding for this purchase will be from the CFBISD Unemployment Insurance Budget.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the extension for the Interlocal Participation Agreement with Texas Association of School Boards (TASB) Risk Management Fund and delegates the Superintendent or his designee the authority to negotiate and execute any required contract or agreement documents.

Description:  Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to the Student Needs
Background: This contract provides all property and casualty insurance for the District.  The insurance policies included are for the following:
    Commercial Property                            Cyber Suite
    Commercial Crime                                General Liability
    Commercial Automobile & Liability       Employee Benefits Liability
    Educators’ Legal Liability                      Public Official Bonding
    Foreign Travel                                       Terrorism, Violence & Malicious Acts

Insurance Services are provided by Roach Howard Smith and Barton (RHSB).  Funding is provided by multiple funding sources, including general operating, campus activity funds, grant and federal funds.  The policy covers October 1, 2022 through September 30, 2023, providing $600 million of coverage for the District.  This is the 3rd (3) renewal of a five-year (5) contract.   Contract spend not to exceed $3,500,000.00.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the extension of RFP 2019-04-007 for Commercial Property and Casualty Insurance for the 2022-2023 school year as described above and authorizes the Superintendent or his designee to execute contracts for the listed insurance in the best interest for the District. The contract will be provided under separate cover.

Description:  Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the minutes of the Regular Meeting held on August 4, 2022.
 

Description:  Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the minutes of the pre-Meeting Briefing held on August 4, 2022.

Description:  Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the minutes of the Board Work/Study held on August 13, 2022.

Description:  Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the minutes of the Special Called Budget Meeting held on August 18, 2022.

Description:  Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
Background: This contract is for the purchase of a camera system to provide a safe and secure environment on our school buses.  KLC Video Security will provide the camera system equipment for real-time monitoring and recordings.  The cost for installation and equipment is $491,000, to be funded utilizing the Transportation Operating Budget.  Purchasing authority is provided by the TIPS cooperative contract 210801 for School Bus Surveillance.  

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the purchase of the Security Bus Camera System with the recommended vendor and authorize the Superintendent, or his designee, to execute any contract or agreement as required.