November 3, 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 recommended that the Board of Trustees approves the above Out-of-State Travel Request(s).

Description:  Priority #1: Optimize Engaging and Diverse 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 recommended that the Board of Trustees approves the employment of these individuals as indicated on the list provided.

Description:  Priority #5: Optimize All Available Resources
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:
Budget Amendments Year-to-Date as of November 3, 2022
    a.  Proposed Budget Amendments for Official Budgets-None 

2.  Budget Summary Year-to-Date-as of September 30, 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 September 30, 2022

4.    Tax Office Reports for the month of September 2022
        a.  Year-to-Date Collection 2021-22 Report for September
        b.  Refunds of over $500.00 for Board Approval for August-None

Recommendation: It is recommended that the Board of Trustees accepts the financial reports for September 2022.

Description:  Priority #5: Optimize All Available Resources
Background: The attached report is a summary of the purchases valued over $25,000, but not exceeding $100,000; unless the Board has previously approved the spending of funds over the $100,000 threshold. 

Recommendation:   It is recommended that the Board of Trustees accepts the Purchasing Report for the period of September 1, 2022 through September 30, 2022 as presented.

Description:  Priority #5: Optimize All Available Resources
Background:   Each year after the tax rate is adopted, Texas Tax Code 26.09(e) requires the district Tax Assessor to perform the following:

1)    Calculate the tax imposed on each property included on the appraisal roll
2)    Enter the amount of tax in the appraisal roll
3)    Submit the information to the school board for approval

Approval of the Appraisal Roll constitutes the Taxing Unit’s Tax Roll.  The amount of tax to be collected for the 2022 tax year is $326,851,401.

The 2021 annual tax collection reports are attached for submission to the Board of Trustees as required by Section 31.10(b) of the Texas Property.

Recommendation: It is recommended that the Board of Trustees approves the Tax Roll for the year 2022 and approve the reports as presented.

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.  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, 2022. 

Recommendation: It is recommended that the Board of Trustees accepts the Annual Investment Report for the year ended August 31, 2022.

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 that ended on August 31, 2022. 

Recommendation: It is recommended that the Board of Trustees accepts the Quarterly Investment Report for the quarter that ended on August 31, 2022.

Description:  Priority #5: Optimize All Available Resources
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:

1. Bank of America Securities
2. BOK Financial
3. Cantor Fitzgerald & Co
4. Citigroup Global Markets
5. Daiwa Capital Markets
6. Dallas Capital Bank, N.A.
7. FHN Financial
8. First Financial Equity Corporation
9. FTN Financial
10. Goldman, Sachs & Co
11. INTL FCStone
12. JP Morgan Securities
13. KeyBanc Capital Markets
14. Loop Capital Markets
15. Mesirow Financial
16. Mizuho Securities
17. Morgan Stanley & Co
18. Multi-Bank Securities
19. Piper Sandler & Co.
20. Raymond James
21. RBC Capital Markets
22. Rice Financial
23. Siebert Williams Shank
24. SunTrust Robinson Humphrey
25. Stifel, Nicolaus & Co.
26. TD Securities
27. UBS Securities
28. Vining Sparks FTN Financial
29. Wells Fargo Securities, LLC

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

Description:  Priority #5: Optimize All Available Resources
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 adjust our investment officers list.

Recommendation: It is recommended that the Board of Trustees executes the resolution designating investment officers for the Carrollton-Farmers Branch Independent School District.

Description:  Priority #5: Optimize All Available Resources
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."  Last year, the following changes were recommended and approved:  
•    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 two years to five 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."

These changes made a big impact on the District’s ability to increase investment revenue.  This year, the District does not have any proposed changes.  

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

Description:  Priority #5: Optimize All Available Resources
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 as presented in the attached resolution.

Recommendation: It is recommended that the Board of Trustees approves and executes the resolution approving independent sources of training relating to investment responsibilities.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: The agreement between Dallas College and Carrollton-Farmers Branch ISD will allow for the continued operation of Early College High School (ECHS) at Brookhaven College.

Recommendation: It is recommended that the Board of Trustees approves the Agreement between Dallas College and Carrollton-Farmers Branch ISD.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: The agreements between Dallas College and Carrollton-Farmers Branch ISD will allow for the continued operation of dual credit programming and implementation of PTECHs at comprehensive campuses.

Recommendation: It is recommended that the Board of Trustees approves the agreement between Dallas College and Carrollton-Farmers Branch ISD for Dual Credit.

Description:  Priority #5: Optimize All Available Resources
Background: In conjunction with exposure to legal issues in the course of business, the need for legal services has been identified. This agreement would continue to provide for the District the legal option for General Counsel services through the Renewal of the Membership Retainer Program Agreement from Walsh, Gallegos, Trevino, Kyle, & Robinson P.C.

Legal services are selected under the Professional Services Act, as outlined in Texas Government Code 2254.004, which is based on qualifications and demonstrated competence. 

The rates proposed in the letter of engagement are acceptable and fall within the fair and reasonable fee definition for legal services.

Recommendation: It is recommended that the Board of Trustees approves the Renewal of Membership in Walsh Gallego's Retainer Program as presented.

Description:  Priority #5: Optimize All Available Resources
Background: Members of the Subcommittee will evaluate and provide a recommendation to the Board of Trustees for the naming of the Dewitt Perry Middle School Track and Field Complex as outlined in Board Policy CW(LOCAL).

Recommendation: It is recommended that the Board of Trustees approves establishing a subcommittee to evaluate and provide to the Board of Trustees a name for the Dewitt Perry Middle School Track and Field Complex.

Description:  Priority #1: Optimize Engaging and Diverse Learning 
Background: This is a non-exclusive contract that provides for supplies, materials, and services for the English as a Second Language (ESL) and Bilingual Programs utilized throughout the District.  When items or services are needed, CFBISD staff will request quotes from the awarded vendors and select based on the best interest of the District.   

Purchases made under this contract will utilize multiple local, state, and federal funding sources.  The estimated spend is not to exceed $ 200,000.00.

This is the second (2) option of four (4) one-year renewal extensions.

Recommendation: It is recommended that the Board of Trustees approves the extension of RFP 2020-08-022 for ESL & Bilingual Educational Supplies, Materials, and Services with the recommended vendors and authorize the Superintendent or his designee to negotiate contracts within this RFP in the best interest of the District through the term of this contract.

Description:  Priority #5: Optimize All Available Resources
Background: This contract provides for staff professional development and training services utilized throughout the District.  When items or services are needed, CFBISD staff will request quotes from the awarded vendors and purchase the items/services based on the best interest of the District.   

Purchases made under this contract will utilize multiple local, state, and federal funding sources.  The estimated spending is not to exceed $500,000.00.

This is the second (2) option of four (4) one-year renewal extensions.

Recommendation: It is recommended that the Board of Trustees approves the extension of RFP 2020-10-024 for District-Wide Professional Development & Training Services with the recommended vendors and authorize the Superintendent or his designee to negotiate contracts within this RFP in the best interest of the District through the term of this contract.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: This is a non-exclusive contract that provides for outside contracted services, such as maintenance and operational vendors needed to make repairs, as well as other contracted services to address various needs throughout the District; not necessarily known at this time.  This is a perpetual RFP that will be awarded monthly, as needed, to increase the District’s variety of approved vendors for necessary services.  CFBISD staff will request quotes from the awarded vendors and select based on the best interest of the District for the service necessary.   

Purchases made under this contract will utilize multiple local, state, and federal funding sources.  The estimated spend is not to exceed $500,000 at this time.  This amount will increase as vendors and needs arise. 

This is an ongoing contract and can renew annually for up to four (4) one-year extensions. 

Recommendation: It is recommended that the Board of Trustees approves the perpetual RFP 2022-10-031 for Outside Contracted Services with the recommended vendors and to authorize the Superintendent or his designee to negotiate contracts within this RFP in the best interest of the District through the term of this contract.
 

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background:  This is a non-exclusive contract that provides grocery and catering services.  This contract will supplement the existing contract and eventually replace it, putting it on a five (5) year cycle for renewal.  This contract will approve vendors needed to be used throughout the District for various events.   This is a perpetual RFP that will be awarded monthly, as needed, to increase the District’s variety of approved vendors for necessary items and services.  CFBISD staff will request quotes from the awarded vendors and make a selection based in the best interest of the District.   

Purchases made under this contract will utilize local funding sources. The estimated spend is not to exceed $250,000 at this time.  This amount will increase as vendors and needs arise. 

This is an ongoing contract and can renew annually for up to four (4) one-year extensions.

Recommendation: It is recommended that the Board of Trustees approves the perpetual RFP 2022-10-032 for Grocery & Catering Services with the recommended vendors and to authorize the Superintendent or his designee to negotiate contracts within this RFP in the best interest of the District through the term of this contract.

Description:  Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
Background: In alignment with District Priority 2 and in support of the ongoing work identified in the 2018 Bond Program, we are requesting to begin the first step of a three-step process in selecting a Construction Manager for the construction projects scheduled to start in May of 2023.

Step 1: Approval of the Construction Delivery Method: Construction Manager at Risk (CM-R) delivery method.

Step 2: Selection of Construction Manager: Seek Qualification Statement submissions and subsequently select the most qualified Construction Manager at Risk (CM-R) utilizing a procurement process pursuant to Texas Government Code §2269.

Step 3: Approval of a Guaranteed Maximum Price (GMP): Contracted CM-R to develop defined scopes of work and solicit bids for the assigned project.  Ultimate costs are negotiated, in tandem, with District personnel and contracted architects to ensure the best value to the District.
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Step 1: Approval of the Construction Delivery Method

To ensure the most qualified construction managers are selected to complete the work, a list of weighted criteria has been provided for review.  The requested delegation of authority shall be made by resolution and places the responsibility of full evaluation and negotiation to those delegated by the Board of Trustees. It is the recommendation of the Superintendent that such a delegation be made to the Chief Operations Officer.  They will select Construction Managers for each of the projects included in Phase III utilizing the Construction Manager At-Risk, Two-Step Process, Construction Delivery Method, which is recommended for the project listed below:

Project	Construction Value	Assigned Architect	Projected Start	Projected Completion
Summer 2023 Elementary School Renovation Projects	$7.3 MM	LPA	May 2023	December 2023

Recommendation: It is recommended that the Board of Trustees approves 
(1) the construction delivery method as Construction Manager At-Risk (CM-R) to be selected in a two-step process, 
(2) the evaluation criteria and corresponding weighted values, and
(3) the delegation of the necessary authority to receive, evaluate, and make recommendations on each project to the Chief Operations Officer. 

Description:  Priority #5: Optimize All Available Resources
Background: The Board of Trustees originally approved a not-to-exceed amount of $250,000. The scope has since increased, and another not-to-exceed amount of $250,000 is being recommended. This will continue to be paid by Bond funds.

Recommendation: It is recommended that the Board of Trustees approves a not-to-exceed amount of $250,000 to Huckabee Architects.

Description:  Recommendation:  It is recommended that the Board of Trustees approves the minutes of the Pre-Meeting Briefing held on October 6, 2022.

Description:  Recommendation:  It is recommended that the Board of Trustees approves the minutes of the Regular Meeting held on October 6, 2022.

Description:  Recommendation:  It is recommended that the Board of Trustees approves the minutes of the Special Called Meeting held on October 13, 2022.

Description:  Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
Background: This is an annual purchase for the renewal of anti-virus and anti-malware licenses for the Technology Department with Cylance.  This product provides for protection of the District’s desktop and laptop computers against malicious viruses and malware.  The Technology Department quotes this product across many contracts to determine the best value for the District.  We will utilize the Department of Information Resources (DIR) contract with the State of Texas (DIR-TSO-4291) for this purchase.  The total expense will be $108,360.00 with SHI-G and will come from the local Technology budgeted funds.

Recommendation: It is recommended that the Board of Trustees approves the annual purchase for renewal of the anti-virus and anti-malware Cylance licenses and authorize the Superintendent, or his designee, to execute any contract or agreement in the best interest of the District.