November 2, 2023 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 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 recommended 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 November 2, 2023
    a.  Proposed Budget Amendments for Official Budgets-None 

2.  Budget Summary Year-to-Date-as of September 30, 2023
        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.    Remaining Project Plan
        ii.    2023-24 Expenditures
        iii.    Encumbrances
        iv.    Balance w/Encumbrances
        v.    Percentage of Budget Expended

3.  Outstanding Investments as of September 30, 2023

4.    Tax Office Reports for the month of September 2023
        a.  Year-to-Date Collection 2023-24 Report for September
        b.  Refunds of over $500.00 for Board Approval for August-None

Recommendation: It is recommended that the Board of Trustees accept the financial reports for September 2023.

Description:  The attached report is a summary of the purchases valued over $25,000 but not exceeding $100,000 that were made from September 1, 2023, through September 30, 2023.

Recommendation:  It is recommended that the Board of Trustees accept the Purchasing Report for the period of September 1, 2023, through September 30, 2023 as presented. 

Description:  Priority #5: Optimize All Available Resources
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 2023 tax year is $296,730,206.00.

The 2022 annual tax collection reports are attached for submission to the Board of Trustees as required by Section 31.10(b) of the Texas Property Code.

Recommendation: It is recommended that the Board of Trustees approve the tax roll for the 2023 year and approve the reports as presented.
 

Description:  Priority #5: Optimize All Available Resources
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, 2023. 

Recommendation: It is recommended that the Board of Trustees accept the Annual Investment Report for the year ended August 31, 2023.

Description:  Priority #5: Optimize All Available Resources
The Public Funds Investment Act ("PFIA") under Government Code, Chapter 2256: Public Funds Investment requires that each district, not less than quarterly, prepare and submit to the Board of Trustees a report of investment transactions for all funds. The quarterly investment report includes the District’s investment transactions required by the PFIA for the quarter ended August 31, 2023. 

Recommendation: It is recommended that the Board of Trustees accept the Quarterly Investment Report for the quarter ended August 31, 2023.

Description:  Priority #5: Optimize All Available Resources
These agreements 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. and Engagement Letter from Thompson and Horton LLP.

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 letters 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 approve the renewal of legal services from the recommended firms as presented.

Description:  Priority #5: Optimize All Available Resources
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. Daiwa Capital Markets
4. FHN Financial
5. Goldman, Sachs & Co
6. Great Pacific Securities
7. JP Morgan Securities
8. KeyBanc Capital Markets
9. Loop Capital Markets
10. Mesirow Financial
11. Misuho Securities
12. Morgan Stanley & Co
13. Multi-Bank Securities
14. Oppenheimer & Co
15. Piper Sandler & Co
16. Raymond James
17. RBC Capital Markets
18. Rice Financial
19. Siebert Williams Shank
20. Stifel Financial
21. StoneX
22. TD Securities
23. Truist Securities Inc. (formerly Sun Trust)
24. UBS Securities
25. UMB Bank
26. Wells Fargo Securities
27. Allegiance Bank
28. PNC Bank
29. Comerica Bank
30. East-West Bank
31. First Financial Equity Corp
32. Gulf Coast Educators FCU
33. Independent Bank
34. Investor's Brokerage of Texas
35. Plains Capital Bank
36. Prosperity Bank
37. Veritex Bank
38. Wells Fargo

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

Description:  Priority #5: Optimize All Available Resources
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. 

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

Description:  Priority #5: Optimize All Available Resources
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."  

This year, the District does not have any proposed changes.  

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

Description:  Priority #5: Optimize All Available Resources
In accordance with Board Policy CDA (LEGAL) Other Revenue: Investments, all District investment officers must complete initial and ongoing 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 #5: Optimize All Available Resources
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 is valid for the 2023-2024 school year only.

Recommendation: It is recommended that the Board of Trustees approve the updated Go-Center agreements and renewals as presented.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Proclamation 2024 calls for the adoption of instructional materials for K-12 Science. The proposed District Textbook Adoption Committee and schedule of meeting dates for the adoption are attached. 
This group is charged with the task of examining current instructional materials in order to determine what additional resources are needed to teach the Texas Essential Knowledge and Skills (TEKS). 

Recommendation: It is recommended that the Board of Trustees approve the Textbook Adoption Membership and Timeline as presented.

Description:  Priority #1: Optimize Engaging and Diverse Learning
This item requests approval of 2023-2024 administrator appraisers for the Texas Teacher Evaluation and Support System (T-TESS), the teacher appraisal system approved for the District. All T-TESS appraisers have completed and/or provided evidence of the credentials required to perform the duties and responsibilities of a T-TESS appraiser as required by the Texas Education Agency. In accordance with Board Policy DNA (LEGAL) and DNA (LOCAL), we respectfully submit the comprehensive list of administrators for Board approval as T-TESS appraisers who possess the required credentials to perform the responsibilities of an appraiser within the CFBISD.

Please note that the names of additional T-TESS appraisers will be forwarded to the Board of Trustees for approval as they become certified during the 2023-2024 school year. The attached list contains the additional appraisers to be considered for approval.

Recommendation: It is recommended that the Board of Trustees approve the list of T-Tess Administrative Appraisers as provided.

Description:  Priority #1: Optimize Engaging and Diverse Learning
This non-exclusive contract provides supplies, materials, and services for 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 make a selection based on the best interest of the District.

Local, state, and federal funding sources may be used for these purchases.
This is the third (3) option of four (4) one-year extensions.

It is recommended that the Board of Trustees approve the extension of RFP 2020-08-022 for ESL and Bilingual Educational Supplies, Materials, and Services with the attached recommended vendors and authorize the Superintendent or her designee to execute purchases and/or contracts within this RFP in the best interest of the District.

Description:  Priority #5: Optimize All Available Resources
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 services based on the best interest of the District.   This contract will eventually be replaced by the perpetual RFP 2022-10-033 for Administrative, Educational Consultants and Professional Development Services.  CFBISD Purchasing is transitioning vendors to one bid to streamline and refine the process.

Local, state, and federal funding sources may be used for these purchases.
This is the third (3) option of four (4) one-year renewal extensions. 

It is recommended that the Board of Trustees approve the extension of RFP 2020-10-024 for District-Wide Professional Development & Training Services with the attached vendors and authorize the Superintendent or her designee to execute purchases and contracts within this RFP in the best interest of the District.

Description:  Priority #5: Optimize All Available Resources
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.  

All local, state, and federal funding sources may be used for these purchases.  
This is an ongoing contract and can be renewed annually up to four (4) one-year extensions.

Recommendation: It is recommended that the Board of Trustees approve 
the perpetual RFP 2022-10-031b for Outside Contracted Services with the attached vendors and authorize the Superintendent or her designee to execute purchases and/or contracts within this RFP in the best interest of the District.

 

Description:  Priority 5: Optimize All Available Resources
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 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 on the best interests of the District.   

Local, state, and federal funding sources may be used for these purchases.
This is an ongoing contract and can be renewed annually for 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, and Professional Development Services with the attached vendors and authorize the Superintendent or her designee to execute purchases and/or contracts within the RFP in the best interest of the District.

Description:  Priority #1: Optimize Engaging and Diverse Learning
This is a non-exclusive contract that provides for as-needed purchases of student and staff books, utilized throughout the Carrollton-Farmers Branch Independent School District.  The RFP is a qualifying bid only, providing approved vendors to replace expiring bids covering textbooks, library books, staff professional development books, and other student resources, including weekly readers.  

Local, state, and federal funding sources may be used for these purchases.

This RFP has the option to extend for four (4) additional one-year extensions. 

Recommendation: It is recommended that the Board of Trustees approve RFP 2023-08-047 Student and Staff Books with the attached recommended vendors and authorize the Superintendent or her designee to execute purchases and/or contracts within this RFP in the best interest of the District.

Description:  Priority #1: Optimize Engaging and Diverse Learning
This purchase will provide on-campus instructional coaching and support based on data via PLC at Work™ (Professional Learning Communities). The goal is to improve student achievement within our high-need campuses and feeder patterns.

Campuses will build on their PLC foundation and gain deeper insight to become a campus where all students succeed. Learn how to customize the PLC process to meet the needs of their campus. During the five campus sessions, individuals and teams discover how to create and maintain a healthy collaborative culture, as well as how to answer the four critical questions every PLC must address. Attendees leave the training with a working understanding of the PLC at Work™ model and will be able to begin working together in a collaborative fashion to support and sustain a professional learning community.

Attendees will understand the three big ideas of PLC’s:
  1.  Focus on student learning.
  2.  Focus on collaboration.
  3.  Focus on results.

The District will utilize Solution Tree via a local contract with quotes for the purchase.  

This is a new service that provides staff development at specific campuses and instructional coaching for the campus administrators on using data for Professional Learning Communities and monitoring student achievement. This training is customized for the needs of the campus and will support the district feeder pattern with the highest needs. 
Campuses identified for support are: 
Central Elementary
McKamy Elementary
McWhorter Elementary
Riverchase Elementary
Sheffield Elementary
Polk MS
Smith HS

Federal Funds (Title II), with an estimated amount of $ 236,600.00, may be used for this purchase.

Recommendation: It is recommended that the Board of Trustees approve the purchase of professional development training for campus staff with Solution Tree and authorize the Superintendent, or her designee, to execute purchases and/or contracts as needed, in the best interest of the District. 

Description:  Priority #5: Optimize All Available Resources
In June of 2023, RFQ 2023-05-043 for Architectural Services was brought before the Board and a pool of architects was approved. The District has now exercised step 2 of this process and made a final selection based on criteria outlined in the proposal documents. A committee was formed with district representatives to evaluate thirty-three (33) respondents to this RFQ.  Six (6) firms were selected for interview and three (3) firms were chosen for award. The 2023 bond projects are broken into two (2) phases; renovations and new-build.  The District is requesting authority to negotiate and execute contracts with three (3) Architectural Firms, DLR Group, Glenn Partners and Parkhill, to secure the contracts for the 2023 bond projects. 

2023 Bond Funds will be used for this purchase. 

Recommendation: It is recommended that the Board of Trustees approve the Architectural firms of DLR Group, Glenn Partners and Parkhill for architectural services to be provided with the 2023 bond projects and to authorize the Superintendent or her designee to negotiate and execute contracts in the best interest of the District.   

Description:  Priority #5: Optimize All Available Resources
This is an exclusive agreement that provides Investment Advisory Services to the Carrollton-Farmers Branch ISD in conjunction with the District’s fiscal management. This is a Professional Service and does not require competitive bidding. Services to be provided under this agreement are:

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

•    Evaluate and select prudent investment securities that adhere to authorized investment policy and cash flow constraints. 

•    Assist in trade execution of buying securities on behalf of the District from among dozens of approved brokers/dealers. 

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

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

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

Local funding sources may be used for these purchases with an estimated spend of $120,000.00.
The District has utilized Hilltop Securities Asset Management since 2016.

Recommendation: It is recommended that the Board of Trustees approve the purchase of investment advisory professional services by Hilltop Securities Asset Management and authorize the Superintendent or her designee to execute purchases and contracts in the best interest of the District. 
 

Description:  Priority #4: Optimize Social and Emotional Health of All Students
This purchase will provide specialized educational services from an approved non-public day school facility.  The District is utilizing an agreement with Behavior Network for this purchase and the estimated expense will be $115,300.00

Local, state, and federal funding sources may be used for these purchases.

Recommendation: It is recommended that the Board of Trustees approve the purchase of specialized educational day school services with Behavior Network and authorize the Superintendent or her designee to execute the purchase and/or agreement for these services.    
 

Description:  Priority #5: Optimize All Available Resources
This item provides the Board of Trustees the opportunity to review and approve the procurement method for the 2023 Bond Renovations Projects.   Board Policy CV (LOCAL) requires the Board to determine the project delivery method to be used for each construction contract at or above $50,000.  To assist the Board, the Superintendent shall recommend the project delivery method that she determines provides the best value to the District.  The District recommends Construction Manager at Risk (CMAR) for the method of procurement for the attached list of projects. 

Construction Management at Risk (CMAR)
CMAR is a delivery method wherein the Construction Manager at Risk serves as the General Contractor assuming the risk for construction guaranteed price, and provides design phase consultation in evaluating costs, schedule, implications of alternative designs, systems, and materials during and after design of the facility. 

Recommendation: It is recommended that the Board of Trustees approve the Construction Manager at Risk (CMAR) as the procurement method for the delivery of construction for the attached renovation projects of the 2023 Bond Program and authorize the Superintendent or her designee the authority to execute purchases and contracts in the best interest of the District.  

Description:  Priority #5: Optimize All Available Resources
The District previously contracted consulting services with Cooperative Strategies to perform a Capacity Utilization Study with Master Scheduling Modeling and GIS Analysis.  The administration would like to broaden the scope to provide Education Specifications and a Facilities Main Plan to complement the work already underway.  Cooperative Strategies is an approved vendor on the local contract for Administrative, Educational Consultants and Professional Development Services.  

Funding for this purchase would be from the 2023 Bond Funds
Capacity Utilization Study (Previously)     $98,000
Education Specifications                           $92,500
Facilities Master Plan                                $82,500
                                                                  $273,000 Total Cost

Recommendation: It is recommended that the Board of Trustees approve 
Cooperative Strategies to provide consulting services for both Education Specifications and a Facilities Master Plan and authorize the Superintendent or her designee to execute contracts in the best interest of the District.

Description:  Priority #1: Optimize Engaging and Diverse Learning
This purchase is to supplement the K-5 English and Spanish Language Arts curriculum resources.  The resources will provide materials to cover 100% of the state standards and align to legislative requirements. The district data indicates gaps in early literacy skill areas that are needing to be strengthened. The Spanish curriculum materials will provide a high-quality resource to help with language development and with our growing number of emergent bilinguals. All campuses K-5 will be utilizing the material for the next four (4) years.

The District will use local contracts for the procurement with Houghton Mifflin Harcourt (HMH).

Procurement will be divided into three (3) parts:
•    Phonics & Grammar Program                              $31,462.24
•    Digital Online Resources                                    $128,301.25
•    Pilot Reading Program (Select Campuses)     $1,258,413.77
                              (Annual Payment of $314,603.45 for 4 years)*

*Annual payments could increase when additional campuses are added.
Local and state funding sources may be used for this purchase - Total not to exceed $475,000.00 for one year.

One-time purchase with three (3) one-year renewal options.

Recommendation: It is recommended that the Board of Trustees approve the purchase of the phonics & grammar program with supplemental reading pilot and digital online resources for elementary schools with Houghton Mifflin Harcourt and authorize the Superintendent or her designee to execute purchases or contracts in the best interest of the District. 

 

Description:  The Board will consider approving revisions to their Board Operating Procedures.