January 11, 2024 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), as presented.

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:  Priority #5: Optimize All Available Resources
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 of January 11, 2024
    a.  Proposed Budget Amendments for Official Budgets - none
2.  Budget Summary Year-to-Date as of November 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.    Total Project Plan
        ii.    2023-24 Project Plan
        iii.    2023-24 Expenditures
        iv.    Balance
        v.    Percentage of Budget Expended

3.  Outstanding Investments as of November 30, 2023

4.    Tax Office Reports for the month of November 2023
        a.  Year-to-Date Collection 2023-24 Report for November
        b.  Refunds of over $500.00 for Board Approval for November - yes

Recommendation: It is recommended that the Board of Trustees accepts the financial reports for November 2023 as presented.

Description:  Priority #5: Optimize All Available Resources
The attached report is a summary of the purchases valued at over $25,000 but not exceeding $100,000 that were made from November 1, 2023, through November 30, 2023.

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

Description:  Priority #5: Optimize All Available Resources
Education Code Sec. §44.0331 requires school districts to present an annual written report to describe any and all contract-related fees paid to any purchasing cooperative.

The report must be submitted to the Board of Trustees as an agenda item in an open meeting and shall describe the purpose of any membership or transaction assessed by any cooperative purchasing program.

The costs associated with this agenda item total $1,050.00.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the Cooperative Purchasing Fee Report as submitted.

Description:  Priority #5: Optimize All Available Resources
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 of each donation.

The total value of donations for the period August - December 2023 is $28,610.80.  

Recommendation: It is recommended that the Board of Trustees accepts the donations made to the District as presented.      
 

Description:  Priority #5: Optimize All Available Resources
Texas Government Code 791 and Texas Education Code 44.031 allows for governmental entities, i.e. state agencies, local governments, and school districts, to enter into a cooperative agreement to allow the procurement process to be performed by a single entity on behalf of all districts electing to participate.  The benefit of the agreement is to reduce administrative costs for each participating member.  CFBISD’s Child Nutrition Department would like to continue using this Multi-Regional Cooperative for Commodity Processing.

The funding source will be federal funds.

This agreement is for one year, beginning July 1, 2024, for commodity processing services.  The District has utilized Region 10 Cooperative for many years with continued success.

Recommendation: It is recommended that the Board of Trustees approve the interlocal agreement with Region 10 ESC for the participation in the Multi-Regional Commodity Processing Program and authorize the Superintendent or her designee to execute purchases and/or contracts in the District's best interest, as presented.  
 

Description:  Priority #1: Optimize Engaging and Diverse Learning
At RL Turner's METSA Academy, in an effort to provide the best education to our students, our educators have partnered with NASA and the University of Iowa to use the STEM Innovator® to help students create community-focused projects and business plans to solve student-centric problems. By focusing on areas of need and solving problems, students gain the skills and knowledge needed to succeed in the future. 
The program also provides professional development opportunities for educators to learn new teaching techniques and incorporate project-based learning into their classrooms. Additionally, the program creates a supportive community for teachers to collaborate and share ideas, resulting in a better quality of education. 
Using this program, our educators set our students up for success. 

There is no associated cost to the District for this program.

Recommendation: It is recommended that the Board of Trustees approve the Agreement between CFBISD and the University of Iowa as presented.

Description:  Priority#5: Optimize All Available Resources
TASB Policy Services has presented Policy Update 122 for the Board's consideration. As per Board Policy BF (LOCAL), it is within the responsibility of the majority of the Board to adopt or amend policies during regular or special meetings. This is provided that adequate advance written notice of the proposed changes has been provided to Board members and the changes have been included on the meeting's agenda.
Recommendation: It is recommended that the Board of Trustees approve TASB Policy Update 122, including the modification as contained in the policy FFB (LOCAL) as presented.

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, and new vendors will be brought to the Board for monthly awards or, 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 District's best interest for the necessary service.  

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

This is an ongoing contract in the first of four (4) one-year extensions.   

Recommendation: It is recommended that the Board of Trustees approve the perpetual RFP 2022-10-031d 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 District's best interest, as presented.
 

Description:  Priority #5: Optimize All Available Resources
This is a non-exclusive qualifying bid, which 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 and new vendors will be brought to the Board for monthly awards or, 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 District's best interest.   

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

This is an ongoing contract in the first of four (4) one-year extensions.  

Recommendation: It is recommended that the Board of Trustees approve the perpetual RFP 2022-10-033d 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 District's best interest, as presented.

Description:  Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
This is the renewal of a non-exclusive contract with approved vendors that provides as-needed electrical supplies and equipment to be utilized throughout the Carrollton-Farmers Branch Independent School District.  This is a vendor-qualifying bid only. 

Local funds will be utilized for this contract.

This is the second (2) extension of four (4) one-year renewal options as specified in the RFP.  

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 her designee to execute purchases and/or contracts in the District's best interest, as presented.
 

Description:  Priority #5: Optimize All Available Resources
This purchase is for architectural professional services for possible renovations to the Education Services Division Complex (ESDC) for a CFB Student Enrollment Center.  This center will serve all aspects of enrollment and family services for all current and incoming students throughout the CFB District.  Services will be provided by DLR Group per the attached proposal. 

Funds utilized for this contract will be from the General Fund $120,000 + $15,000 Contingency = $135,000

Recommendation: It is recommended that the Board of Trustees approve the Design Services with DLR Group for a Student Enrollment Center and authorize the Superintendent or her designee to execute purchases or contracts in the District's best interest, as presented.  

Description:  Priority #5: Optimize All Available Resources
This purchase is for the HVAC Equipment for the summer 2024 bond renovation projects.  Due to extensive lead times for HVAC equipment, the District would like to submit orders to meet the timelines for the upcoming projects. Equipment lead times range from 10-14 weeks.   The District has solicited pricing through Cooperatives with the major manufacturers for HVAC equipment. The award is based on the best value to the District. 

The funding source will be the 2023 Bond, with an estimated cost of $2,775,011 and a $100,000 contingency.

Recommendation: It is recommended that the Board of Trustees approve the purchase of HVAC equipment and authorize the Superintendent or her designee to execute purchases or contracts in the District's best interest, as presented.

Description:  Priority #5: Optimize All Available Resources
The Audit Committee is scheduled to review the ACFR at a meeting scheduled for 5:30 pm on January 11, 2024.  This committee will make a recommendation to the full Board.

The ACFR has been previously delivered to the Board.

Recommendation: It is recommended that the Board of Trustees accept the District's Annual Comprehensive Financial Report for 2022-2023 as presented.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Each year the District Improvement Council presents two calendars to members of the CFB community for their feedback.  This year, the Council considered three (3) calendars and narrowed those down to two (2) based upon feedback from the entire district staff as well as a district committee meeting with campus administration and a variety of district departments and administration.  These two surveys were sent to the entire CFB community on January 4, 2024, for their input.  The calendar, being provided under separate cover, having received the greatest amount of endorsement, is being recommended to the Board for consideration. 

Recommendation: It is recommended that the Board of Trustees approve the calendar provided for the 2024-2025 school year as presented.