February 2, 2023 at 7:00 PM - Regular Meeting
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1. CALL TO ORDER
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1.A. Moment of Reflection and Pledge of Allegiance
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1.B. Welcome Visitors
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2. SPECIAL PRESENTATIONS AND RECOGNITIONS
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2.A. Teachers of the Nine Weeks
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2.A.(1) Dewitt Perry Middle School - Miguel Caban
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2.A.(2) Ted Polk Middle School - Carla Scott Rogers
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2.A.(3) Creekview High School - Karla Hardaway
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2.A.(4) Early College High School - Emmelynn Fuentes
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2.A.(5) Ranchview High School - Sandrella Bush
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2.A.(6) Newman Smith High School - Charles Morrison
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2.A.(7) RL Turner High School - Shannon Miller
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2.A.(8) Grimes Education Center - Cara Stage
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2.A.(9) Bea Salazar Education Center - Paula Brown
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2.B. Employees of the Nine Weeks
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2.B.(1) Facilities Department - Odomes (Brian) Seng
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2.B.(2) Student Nutrition Services - Elsa Lopez
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2.B.(3) Paraprofessional/Clerical - Dleisha Lawrence
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2.B.(4) Professional/Certified - Monica Weese
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2.C. Recognitions
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2.D. District Announcements
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2.E. Update from PTA
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3. AUDIENCE FOR GUESTS
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4. NON-ACTION ITEMS FOR DISCUSSION
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4.A. CCMR & CTE Update
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5. CONSENT AGENDA
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5.A. Consider/Approve Requests for Carrollton-Farmers Branch Students to Travel Out-of-State
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 approve the requests for CFBISD students to travel on out-of-state field trips as presented.
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5.B. Consider/Approve Personnel Report
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 approve the employment of these individuals as indicated on the list provided. |
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5.C. Consider/Approve Financial Reports
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 reports, outstanding investments, and tax office reports. Summary: This report includes the following items: 1. Budget Amendments Year-to-Date as of February 2, 2023 a. Proposed Budget Amendments for Official Budgets-See Agenda 2. Budget Summary Year-to-Date-as of December 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. 2022-23 Project Plan iii. 2022-23 Expenditures iv. Balance v. Percentage of Budget Expended 3. Outstanding Investments as of December 31, 2022 4. Tax Office Reports for the month of December 2022 a. Year-to-Date Collection 2022-23 Report for December b. Refunds of over $500 for Board Approval for December - yes Recommendation: It is recommended that the Board of Trustees approve the financial reports for December 2022.
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5.D. Consider/Approve Purchasing Report for the Period of December 1, 2022 Through December 31, 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 that were made from December 1, 2022 through December 31, 2022. Recommendation: It is recommended that the Board of Trustees approve the Purchasing Report for the period of December 1, 2022 through December 31, 2022 as presented.
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5.E. Consider/Approve TASB Policy Update 120 as Initiated by TASB Policy Services
(LOCAL) Policies BBB(LOCAL): BOARD MEMBERS – ELECTIONS CKC(LOCAL): SAFETY PROGRAM/RISK MANAGEMENT - EMERGENCY PLANS FNG(LOCAL): STUDENT RIGHTS AND RESPONSIBILITIES - STUDENT AND PARENT COMPLAINTS/GRIEVANCES FO(LOCAL): STUDENT DISCIPLINE
Description:
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 120 has been submitted to the Board of Trustees in advance of this meeting for review. Recommendation: It is recommended that the Board of Trustees approve TASB Policy Update 120 as recommended by TASB Policy Service.
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5.F. Consider/Approve Extension for RFP 2021-11-046 for Instructional Supplies and Teaching Materials
Description:
Priority #1: Optimize Engaging and Diverse Learning
Background: This is the renewal of a non-exclusive contract of approved vendors which provides as-needed instructional supplies and teaching materials to be utilized throughout the Carrollton-Farmers Branch Independent School District. This is the first (1) extension of four (4) one-year renewal options as specified in the RFP. The estimated spend will not exceed $2,500,000.00. Recommendation: It is recommended that the Board of Trustees approve the extension of RFP 2021-11-046 for Instructional Supplies and Teaching Materials with the recommended vendors and authorize the Superintendent or his designee to execute renewals and contracts as provided in the RFP in the best interest of the District through the term of this contract.
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5.G. Consider/Approve Extension of RFP 2021-11-047 for Ground Supplies and Equipment
Description:
Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
Background: This is the renewal of a non-exclusive contract of approved vendors which provides as-needed ground supplies and equipment to be utilized throughout the Carrollton-Farmers Branch Independent School District. This is the first (1) extension of four (4) one-year renewal options as specified in the RFP. The estimated spend will not exceed $150,000.00. Recommendation: It is recommended that the Board of Trustees approve the extension of RFP 2021-11-047 for Ground Supplies and Equipment 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 this contract.
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5.H. Consider/Approve Extension for RFP 2021-11-048 for HVAC Supplies and Equipment
Description:
Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
Background: This is the renewal of a non-exclusive contract of approved vendors which provides as-needed HVAC supplies and equipment to be utilized throughout the Carrollton-Farmers Branch Independent School District. This is the first (1) extension of four (4) one-year renewal options as specified in the RFP. The estimated spend will not exceed $100,000.00. Recommendation: It is recommended that the Board of Trustees approve the extension of RFP 2021-11-048 for HVAC Supplies and Equipment 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 this contract.
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5.I. Consider/Approve Extension of RFP 2021-10-045 for Electrical Supplies & Equipment
Description:
Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
Background: This is the renewal of a non-exclusive contract of approved vendors which provides as-needed electrical supplies and equipment to be utilized throughout the Carrollton-Farmers Branch Independent School District. This is the first (1) extension of four (4) one-year renewal options as specified in the RFP. The estimated spend will not exceed $175,000. Recommendation: It is recommended that the Board of Trustees approve the Extension of RFP 2021-10-045 for Electrical Supplies and Equipment with the recommended vendors and 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 this contract.
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5.J. Consider/Approve New Vendors for RFP 2022-10-031c for Outside Contracted Services
Description:
Priority #5: Optimize All Available Resources
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, which are unknown 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. 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 approve the perpetual RFP 2022-10-031c 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.
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5.K. Consider/Approve New Vendors for RFP 2022-10-033b for Administrative, Educational Consultants, & Professional Development Services
Description:
Priority #1: Optimize Engaging and Diverse Learning
Background: This is a non-exclusive contract that provides for administrative, educational consultants, & professional development. 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 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 select 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 $ 100,000 at this time. This amount will increase as vendors and needs arise. This is an ongoing contract and can renew annually up to four (4) one-year extensions. Recommendation: It is recommended that the Board of Trustees approve the perpetual RFP 2022-10-033b for Administrative, Educational Consultants, & Professional Development 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.
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5.L. Consider/Approve the Purchase of a Visitor/Volunteer Management Portal with an Emergency Management Suite and Silent Panic Alert System
Description:
Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
Background: This purchase is to improve the safety and security of the entire District. The contract will be with Raptor Technologies, a system that the District is already familiar with and has on each campus. This purchase provides a visitor and volunteer management portal, an emergency notification and management suite, and also a silent panic alert system. By utilizing systems already in place in the District, these features will communicate and collaborate to create a safer environment for our students and staff. The contract will be for three years (3) with an initial cost of $96,750.00 and a recurring cost of $77,400.00 for the next two (2) year terms. Pricing comes from the TASB Buyboard contract, 661-22. Recommendation: It is recommended that the Board of Trustees approve the purchase of the Visitor and Volunteer Management Portal, Emergency Notification and Management Suite, and the Silent Panic Alert System with Raptor Technologies and authorize the Superintendent, or his designee, to execute any contract or agreement in the best interest of the District regarding this purchase.
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5.M. Consider/Approve Purchase of Chromebooks
Description:
Priority #1: Optimize Engaging and Diverse Learning
Background: This purchase is for five thousand (5000) HP Chromebook 11 G9 EE laptops to replace existing Chromebooks that are reaching end-of-service life for students throughout the District. Quotes were taken from various contracts to secure the best price and value for the purchase and deployment of the equipment. Delcom was the lowest price at $1,475,100.00 for the equipment and the best value to the District for deployment at $52,500. The total contract price is $1,527,600.00 using the DIR-TSO-4159 state contract. Recommendation: It is recommended that the Board of Trustees approve the purchase of Chromebooks and authorize the Superintendent, or his designee, to execute any contract or agreement in the best interest of the District regarding this purchase.
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5.N. Consider/Approve Purchase of Laptops
Description:
Priority #1: Optimize Engaging and Diverse Learning
Background: This purchase is for five hundred (500) HP EliteBook laptops, including dock stations to replace equipment that is reaching the end-of-service life. Quotes were taken from various contracts to secure the best price and value for the purchase of the equipment. Delcom was the lowest price at $638,950.00. The contract to be used will be the DIR-TSO-4159 state contract. Recommendation: It is recommended that the Board of Trustees approve the purchase of laptops and authorize the Superintendent, or his designee, to execute any contract or agreement in the best interest of the District regarding this purchase.
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5.O. Consider/Approve Ratification for Purchase of Classroom Furniture
Description:
Priority #1: Optimize Engaging and Diverse Learning
Background: This purchase was for classroom furniture for McWhorter Elementary School as part of the renovation package for the 2018 Bond Program. The purchase was made on March 2, 2021, as part of the CMAR contract with Jackson Construction and delivered on April 30, 2021. The purchase was left out of the pay application with Jackson Construction and must be paid by the District directly. The vendor used was Indeco, an approved vendor for CFBISD. The total amount of the invoice is $148,045.00 to be paid from bond funds. Recommendation: It is recommended that the Board of Trustees ratify the purchase of classroom furniture in the amount of $148,045.00.
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5.P. Consider/Approve Minutes of Pre-Meeting Briefing Held January 12, 2023
Description:
Recommendation: It is recommended that the Board of Trustees approve the Minutes as presented for the PreMeeting Briefing held on January 12, 2023.
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5.Q. Consider/Approve Minutes of Regular Meeting Held January 12, 2023
Description:
Recommendation: It is recommended that the Board of Trustees approve the Minutes as presented for the Regular Meeting held on January 12, 2023.
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5.R. Consider/Approve Minutes of Work/Study Meeting Held on January 24, 2023
Description:
Recommendation: It is recommended that the Board of Trustees approve the Minutes as presented for the Work/Study Meeting held on January 24, 2023.
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5.S. Consider/Approve Minutes of Special Meeting Held on January 26, 2023
Description:
Recommendation: It is recommended that the Board of Trustees approve the Minutes as presented for the Special Meeting held on January 26, 2023.
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6. ITEMS FOR DISCUSSION AND/OR ACTION
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6.A. Items Removed From Consent
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6.B. Consider/Approve Recommendation of the Facility Naming Committee for the Dewitt Perry Athletic Field
Description:
Priority #2: Optimize Facilities, Safety & Security, and Infrastructure to be Adaptable to Student Needs
Background: Per District Policy CW (LOCAL), a Facilities Naming Committee was formed to consider nominations received from the Carrollton-Farmers Branch ISD Community to name the Dewitt Perry Athletic Field. The Committee has met and has come to a decision to present to the Board of Trustees for consideration. Committee Members were: Vicki Cisneros Jo Gillen Cindy Gillis Lance Hamlin Joe LaPuma DaLana Laxson Jo Luttrell Recommendation: It is recommended that the Board of Trustees approve the Naming of the Dewitt Perry Athletic Field as presented by the Facilities Naming Committee. |
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6.C. Consider/Approve Action Regarding all Matters Related to a May 6, 2023 General Trustee Election, Including Adoption of an Election Order
Description:
Priority #1: Optimize Engaging and Diverse Learning
Background: Texas Election Law states that it is necessary for the Board of Trustees to pass an order establishing the procedure for filing and conducting a Trustee Election. The election must be called by February 17, 2023. This election will be conducted for the purpose of electing two (2) at-large members to the Board of Trustees of Carrollton-Farmers Branch ISD. Recommendation: It is recommended that the Board of Trustees approve the Adoption of the Election Order for the General Election to be held on May 6, 2023.
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7. ADJOURNMENT TO CLOSED SESSIONS PURSUANT TO TEXAS GOVERNMENT CODE SECTION:
PURSUANT TO SECTION 551.071 OF THE TEXAS GOVERNMENT CODE, CONSULTATION WITH THE DISTRICT'S ATTORNEY CONCERNING LEGAL ISSUES RELATED TO A BOND ELECTION. |
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8. RECONVENE IN OPEN SESSION
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9. CONSIDERATION AND APPROVAL OF A RESOLUTION APPROVING AN ENGAGEMENT AGREEMENT FOR BOND COUNSEL LEGAL SERVICES WITH WALSH GALLEGOS TREVINO KYLE & ROBINSON, P.C. AND CANTU HARDEN LLP; AND OTHER MATTERS IN CONNECTION THEREWITH.
WRITTEN NOTICE OF FINDINGS OF THE BOARD OF TRUSTEES OF THE CARROLTON- FARMER’S BRANCH INDEPENDENT SCHOOL DISTRICT, RELATING TO THE RESOLUTION TO APPROVE AN ENGAGEMENT AGREEMENT FOR BOND COUNSEL LEGAL SERVICES WITH WALSH GALLEGOS TREVIÑO KYLE & ROBINSON, P.C AND CANTU HARDEN LLP; AND OTHER MATTERS IN CONNECTION THEREWITH, TO BE CONSIDERED FOR ADOPTION BY THE DISTRICT ON FEBRUARY 2, 2023 1. The Board of Trustees of the District intends to engage Walsh Gallegos Trevino Kyle & Robinson P.C. and Cantu Harden LLP and.to provide the District with co-bond counsel and co-disclosure counsel legal services pertaining to the District’s issuance of public securities on the public or private market, including advising the District on any "official statement" to potential investors pursuant to federal securities laws and issuing a legal opinion as to the foregoing; 2. Walsh Gallegos Treviño Kyle & Robinson P.C. and Cantu Harden LLP have consistently demonstrated its competence, qualifications, and experience as an industry leader in public finance matters through the provision of co-bond counsel and co-disclosure counsel legal services, the representation of municipal advisors, issuers, and other parties in United States Securities and Exchange Commission enforcement actions, the publication of disclosure policies and the representation of state agencies and political subdivisions within the State of Texas on public securities related issues and matters; 3. Accessing the public or private markets through the issuance of public securities and providing an "official statement" of the District to potential investors is governed by State and federal securities and federal tax laws and requires the advice of legal advisors that specialize in public finance matters that are well versed in public finance legal matters; 4. Engaging an attorney in private practice who specializes in public finance matters that is well versed in State and federal securities and federal tax laws pursuant to an hourly fee arrangement would likely result in higher fees to be paid by the District, and such fees incurred would be payable by the District by amounts on deposit in the District’s General Fund, whether or not the public securities are actually issued; 5. Fees for legal services in public finance matters, including co-bond counsel and co-disclosure counsel legal services, have traditionally been paid pursuant to a contingent fee contract, where such fees become payable only upon the successful issuance of the public securities and solely from the proceeds of the public securities; 6. Entering into a contract for bond counsel legal services with Walsh Gallegos Treviño Kyle & Robinson P.C. and Cantu Harden LLP (a firm that specializes in public finance matters and is well versed in State and federal securities and federal tax laws) payment of which is contingent on the District’s successful issuance of public securities and payable out of public securities proceeds provides the District a superior level of co-bond counsel and co-disclosure counsel legal services and fee(s) payable under the contract are reasonable in the public finance market and would likely be less than if such services were conducted pursuant to an hourly rate contract with an attorney specializing in such public finance matters; and 7. For each of the reasons stated above, this selection of co-bond counsel and co-disclosure counsel legal services pursuant to a contingent fee contract is in the best interest of the residents of the District.
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10. CONSIDERATION AND APPROVAL OF AN ORDER CALLING A BOND ELECTION TO BE HELD BY THE CARROLLTON-FARMERS BRANCH INDEPENDENT SCHOOL DISTRICT, MAKING PROVISION FOR THE CONDUCT OF A JOINT ELECTION, AND RESOLVING OTHER MATTERS INCIDENT AND RELATED TO SUCH ELECTION
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11. CONSIDERATION AND APPROVAL OF A RESOLUTION RELATING TO ESTABLISHING THE DISTRICT'S INTENTION TO REIMBURSE ITSELF FOR THE PRIOR LAWFUL EXPENDITURE OF FUNDS RELATING TO CONSTRUCTING AND EQUIPPING VARIOUS DISTRICT IMPROVEMENTS FROM THE PROCEEDS OF TAX-EXEMPT OBLIGATIONS TO BE ISSUED BY THE DISTRICT FOR AUTHORIZED PURPOSES; AUTHORIZING OTHER MATTERS INCIDENT AND RELATED THERETO; AND PROVIDING AN EFFECTIVE DATE.
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12. COMMENTS FROM BOARD MEMBERS REGARDING POSTED AGENDA ITEMS
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13. ADJOURNMENT
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