1. Call to Order 2. United States and Texas Flags Pledges of Allegiance and National Anthem
Recognition of EPISD Fine Arts Department and Student Artists (To recognize student talent in the District)
Recognition of May 2016 Volunteer of the Month (To promote and enhance community relations by recognizing VIPS)
7I 4. Purchases to Obtain Consulting Services, Staff Development, Curriculum Resources and Materials for Successful Implementation of the Advancement Via Individual Determination (AVID) College Readiness System in EPISD Schools from AVID, a College Readiness Services and Professional Development Provider (Budgeted State and Federal Funds – Immediate: $20,000.00 and Future/Ongoing: $300,000.00) (To provide consulting services, professional staff development, and curriculum resources, to administrators, teachers and counselors required to implement the AVID College Readiness System in EPISD campuses) 8C. Discuss and Take Appropriate Action on Approval of Revisions to 2016-2017 and 2017-2018 School Calendars to Reflect District of Innovation Status (The EPISD District of Innovation status allows for changes/modifications to the school calendars, which the Board had already approved on February 16, 2016)
Consent Agenda (Our adopted rules of Parliamentary Procedure, Robert’s Rules, provide for a Consent Agenda listing several items for approval of the Board by a single motion. Documentation concerning these items has been provided to all Board members and the public in advance to assure an extensive and thorough review.) A. Approval of Minutes 1. April 12, 2016, Special Board of Trustees Meeting – Budget Workshop 2. April 14, 2016, Curriculum & Instruction Committee Meeting 3. April 19, 2016, Special Board of Trustees Meeting 4. April 19, 2016, Board of Trustees Meeting 5. April 27, 2016, Policy Committee Meeting 6. May 9, 2016, Special Board of Trustees Meeting – Budget Workshop B. Approval of Out-of-State, In-State and Over-Age Monthly Tuition Rates for 2016-2017 School Year (To approve tuition charges for Out-of-District and Special Program students) C. Approval of Innovative Career and Technical Education Courses for State Elective Credit (The Texas Education Agency requires Board approval for a district or school to offer innovation courses) D. Approval of Facility Use Agreement between The University of Texas at El Paso and El Paso Independent School District to Secure Don Haskins Center for Graduation Ceremonies from June 2016 through June 2020 (Budgeted Local Funds - $82,265.00) (To secure a lease for the use of Don Haskins Center [DHC] for EPISD graduation ceremonies and rehearsals during the term commencing on June 1 2016, and ending June 30, 2020. The benefit of the 5-year contract will guarantee use of DHC and provide a $1,000 discount, equating to one free day) E. Approval of Affiliation Agreement between El Paso Independent School District and Tenet Hospitals Limited dba The Hospitals of Providence to Provide Clinical Learning Experiences to District Students (This affiliation agreement will allow EPISD health science technology students enrolled at Silva Magnet and the Center for Career and Technology Education to complete required clinical learning experiences in patient-centered situations at Tenet hospital facilities in El Paso, Texas) F. Adoption of a Resolution Authorizing an Extension of the Existing Standby Bond Purchase Agreement between JP Morgan Chase Bank, N.A. and the District Relating to the El Paso Independent School District Variable Rate Unlimited Tax School Building Bonds, Series 2004B and Resolving Other Matters Incident and Related Thereto (The Standby Bond Purchase Agreement is required for the District’s Series 2004B, variable rate debt) G. Approval of Amendment to 2016 Polling Place Agreement between El Paso County and El Paso Independent School District (To remove Nolan Richardson Middle School as a voting site) H. Approval and Adoption of Rules to Utilize an Electronic Bidding System as Prescribed by Policy CH (Legal) (To implement an electronic procurement solution to increase productivity and to help manage the solicitation and contract management processes) I. Purchases Requiring Board Approval 3. Award of Professional Services Contract – Bond Program Management Services, RFQ No. 16-042, Project No. 16.597 (Administration Recommendation: VLK Architects) (General Fund Balance - $150,000.00) (To provide bond program management services) 4. Purchases to Obtain Consulting Services, Staff Development, Curriculum Resources and Materials for Successful Implementation of the Advancement Via Individual Determination (AVID) College Readiness System in EPISD Schools from AVID, a College Readiness Services and Professional Development Provider (Budgeted State and Federal Funds – Immediate: $20,000.00 and Future/Ongoing: $300,000.00) (To provide consulting services, professional staff development, and curriculum resources, to administrators, teachers and counselors required to implement the AVID College Readiness System in EPISD campuses) 5. Purchase Annual Food Products, Fresh Fruits, and Vegetables, Utilizing Region 17 West Texas Food Service Cooperative Interlocal Agreement from Labatt Food Service (Budgeted Federal Funds - $13,500,000.00) (Food and produce are necessary to provide students with reimbursable meals for the National School Lunch and Breakfast Program) 6. Purchase Produce Utilizing Region 19 Education Service Center Interlocal Agreement Under RFP #14-7065 from Segovia’s Distributing Inc. (Budgeted Federal Funds - $3,000,000.00) (To purchase produce that is a required component of the reimbursable meals under the National School Lunch and Breakfast Program) 7. Expenditures for Commodity Food Processing Utilizing Region 17 West Texas Food Service Cooperative Interlocal Agreement from AdvancePierre Foods, Alpha Foods Company, Brockwood Farm, Chef’s Corner Foods, Don Lee Farms, High Liner Foods, Inc., Integrated Food Services, Jennie O, JM Smucker Company, Land O’ Lakes, MCI Foods, Inc., and Tyson Foods (Budgeted Federal Funds - $1,646,025.00) (These expenditures are necessary to provide students with reimbursable meals for the National School Lunch and Breakfast Program) 9. Renew Microsoft Enterprise License Utilizing State of Texas Department of Information Resources (DIR) Contract #DIR-SDD-2503 (Budgeted Local Funds - $428,751.00) (To continue to purchase the most current versions of Microsoft products) 8. Additional Expenditures for Energy Management Control System Upgrades Utilizing Texas Association of School Boards (TASB) Buyboard Contracts #458-14 and #461-14 from PC Automated Controls, Inc. (Budgeted Operating Funds - $60,000.00) (To replace outdated control modules at campuses and departments and program replacement modules to interface with Energy Management Control System) J. Approval of Final Payment for Construction Contract – Milam Elementary School Classroom/Core Addition and Improvements, CSP No. 15-005, Project No. 13.542 to Dantex Construction Co. (2007 Bond Funds - $219,837.98) (Approval is needed to proceed with final payment for the project as per Board Policy) K. Approval of Final Option to Extend – Grease Traps Maintenance and Service Contract, CSP No. 14-104, Project No. 15.411.03 to Valley by Products, Inc. (Budgeted Food Service Funds - $200,384.95) (Administration is requesting approval of the final contract extension and an increase of funds to continue grease trap disposal services) L. Approval of Construction Contract – Multipurpose Classrooms Group 6C, Whitaker Elementary School, CSP No. 15-082, Project No. 14.561C (Administration Recommendation: Medlock Commercial Contractors) (2007 Bond Funds - $794,000.00) (Approval required for construction of a new multipurpose classroom building at Whitaker Elementary School as committed in the 2007 Bond)
Award of District Copier Lease RFP #16-026 (Administration Recommendation: Dahill Office Technology Corporation, dba Dahill) (Budgeted Local Funds - $4,000,000.00) (Copiers are needed to support District operations)
Internal Audit Status Report (To provide the Board of Trustees a report on the status of the 2015-2016 Internal Audit Plan; Fraud, Waste, and Abuse Hotline statistics; and Corrective Action Plans in accordance with Policy CFC [Local] and the Internal Audit Charter CFC [Exhibit])
Discuss and Take Appropriate Action on Scheduling of Public Meeting to Discuss the Budget and Proposed Tax Rate (Texas Education Code §44.004 requires an Open Meeting and the Publication of a Notice to discuss the budget and proposed tax rate)
Report on EPISD Social Emotional Learning (SEL) Needs Assessment Results (Provide the Board with information on the SEL needs assessment conducted in January 2016)
Discuss and Take Appropriate Action to Adopt Local Innovation Plan to Achieve Designation as a District of Innovation (To adopt the Local Innovation Plan, as required by Texas Education Code Chapter 12A, in order to obtain designation as a district of innovation)
Discuss and Take Appropriate Action on Approval of Proposed Revisions to Board Policies (District Policies may be found at www.episd.org under the EPISD Board tab) 1. BE (Local), Board Meetings (Revised to exclude Regular Board Meetings during the month of July) 2. EI (Local), Academic Achievement (To award credit to students who transfer from school districts that do not award credit until the end of the year) 4. CFC (Exhibit), Accounting: Audits (Revised to consider input from the Board in developing the annual audit plan and to include language clarifying related investigations performed by other District departments)
FO (Local), Student Discipline (Revised to clarify discipline actions for elementary students through fifth grade)
Discuss and Take Appropriate Action on Approval of Interpretation and Waiver of Board Policy EIC (Local), Academic Achievement: Class Ranking (To calculate GPA and class rank for all 2016 graduates using the same method)
9. Reports A. Presentation of School Health Advisory Committee (SHAC) 2015-2016 Annual Report (Policy BDF [Legal] requires the development of a SHAC and requires the SHAC to make an annual report to the Board) 10. Adjournment
May 17, 2016 Board of Trustees
1. Call to Order 2. United States and Texas Flags Pledges of Allegiance and National Anthem
Recognition of EPISD Fine Arts Department and Student Artists (To recognize student talent in the District)
Recognition of May 2016 Volunteer of the Month (To promote and enhance community relations by recognizing VIPS)
7I 4. Purchases to Obtain Consulting Services, Staff Development, Curriculum Resources and Materials for Successful Implementation of the Advancement Via Individual Determination (AVID) College Readiness System in EPISD Schools from AVID, a College Readiness Services and Professional Development Provider (Budgeted State and Federal Funds – Immediate: $20,000.00 and Future/Ongoing: $300,000.00) (To provide consulting services, professional staff development, and curriculum resources, to administrators, teachers and counselors required to implement the AVID College Readiness System in EPISD campuses) 8C. Discuss and Take Appropriate Action on Approval of Revisions to 2016-2017 and 2017-2018 School Calendars to Reflect District of Innovation Status (The EPISD District of Innovation status allows for changes/modifications to the school calendars, which the Board had already approved on February 16, 2016)
Consent Agenda (Our adopted rules of Parliamentary Procedure, Robert’s Rules, provide for a Consent Agenda listing several items for approval of the Board by a single motion. Documentation concerning these items has been provided to all Board members and the public in advance to assure an extensive and thorough review.) A. Approval of Minutes 1. April 12, 2016, Special Board of Trustees Meeting – Budget Workshop 2. April 14, 2016, Curriculum & Instruction Committee Meeting 3. April 19, 2016, Special Board of Trustees Meeting 4. April 19, 2016, Board of Trustees Meeting 5. April 27, 2016, Policy Committee Meeting 6. May 9, 2016, Special Board of Trustees Meeting – Budget Workshop B. Approval of Out-of-State, In-State and Over-Age Monthly Tuition Rates for 2016-2017 School Year (To approve tuition charges for Out-of-District and Special Program students) C. Approval of Innovative Career and Technical Education Courses for State Elective Credit (The Texas Education Agency requires Board approval for a district or school to offer innovation courses) D. Approval of Facility Use Agreement between The University of Texas at El Paso and El Paso Independent School District to Secure Don Haskins Center for Graduation Ceremonies from June 2016 through June 2020 (Budgeted Local Funds - $82,265.00) (To secure a lease for the use of Don Haskins Center [DHC] for EPISD graduation ceremonies and rehearsals during the term commencing on June 1 2016, and ending June 30, 2020. The benefit of the 5-year contract will guarantee use of DHC and provide a $1,000 discount, equating to one free day) E. Approval of Affiliation Agreement between El Paso Independent School District and Tenet Hospitals Limited dba The Hospitals of Providence to Provide Clinical Learning Experiences to District Students (This affiliation agreement will allow EPISD health science technology students enrolled at Silva Magnet and the Center for Career and Technology Education to complete required clinical learning experiences in patient-centered situations at Tenet hospital facilities in El Paso, Texas) F. Adoption of a Resolution Authorizing an Extension of the Existing Standby Bond Purchase Agreement between JP Morgan Chase Bank, N.A. and the District Relating to the El Paso Independent School District Variable Rate Unlimited Tax School Building Bonds, Series 2004B and Resolving Other Matters Incident and Related Thereto (The Standby Bond Purchase Agreement is required for the District’s Series 2004B, variable rate debt) G. Approval of Amendment to 2016 Polling Place Agreement between El Paso County and El Paso Independent School District (To remove Nolan Richardson Middle School as a voting site) H. Approval and Adoption of Rules to Utilize an Electronic Bidding System as Prescribed by Policy CH (Legal) (To implement an electronic procurement solution to increase productivity and to help manage the solicitation and contract management processes) I. Purchases Requiring Board Approval 3. Award of Professional Services Contract – Bond Program Management Services, RFQ No. 16-042, Project No. 16.597 (Administration Recommendation: VLK Architects) (General Fund Balance - $150,000.00) (To provide bond program management services) 4. Purchases to Obtain Consulting Services, Staff Development, Curriculum Resources and Materials for Successful Implementation of the Advancement Via Individual Determination (AVID) College Readiness System in EPISD Schools from AVID, a College Readiness Services and Professional Development Provider (Budgeted State and Federal Funds – Immediate: $20,000.00 and Future/Ongoing: $300,000.00) (To provide consulting services, professional staff development, and curriculum resources, to administrators, teachers and counselors required to implement the AVID College Readiness System in EPISD campuses) 5. Purchase Annual Food Products, Fresh Fruits, and Vegetables, Utilizing Region 17 West Texas Food Service Cooperative Interlocal Agreement from Labatt Food Service (Budgeted Federal Funds - $13,500,000.00) (Food and produce are necessary to provide students with reimbursable meals for the National School Lunch and Breakfast Program) 6. Purchase Produce Utilizing Region 19 Education Service Center Interlocal Agreement Under RFP #14-7065 from Segovia’s Distributing Inc. (Budgeted Federal Funds - $3,000,000.00) (To purchase produce that is a required component of the reimbursable meals under the National School Lunch and Breakfast Program) 7. Expenditures for Commodity Food Processing Utilizing Region 17 West Texas Food Service Cooperative Interlocal Agreement from AdvancePierre Foods, Alpha Foods Company, Brockwood Farm, Chef’s Corner Foods, Don Lee Farms, High Liner Foods, Inc., Integrated Food Services, Jennie O, JM Smucker Company, Land O’ Lakes, MCI Foods, Inc., and Tyson Foods (Budgeted Federal Funds - $1,646,025.00) (These expenditures are necessary to provide students with reimbursable meals for the National School Lunch and Breakfast Program) 9. Renew Microsoft Enterprise License Utilizing State of Texas Department of Information Resources (DIR) Contract #DIR-SDD-2503 (Budgeted Local Funds - $428,751.00) (To continue to purchase the most current versions of Microsoft products) 8. Additional Expenditures for Energy Management Control System Upgrades Utilizing Texas Association of School Boards (TASB) Buyboard Contracts #458-14 and #461-14 from PC Automated Controls, Inc. (Budgeted Operating Funds - $60,000.00) (To replace outdated control modules at campuses and departments and program replacement modules to interface with Energy Management Control System) J. Approval of Final Payment for Construction Contract – Milam Elementary School Classroom/Core Addition and Improvements, CSP No. 15-005, Project No. 13.542 to Dantex Construction Co. (2007 Bond Funds - $219,837.98) (Approval is needed to proceed with final payment for the project as per Board Policy) K. Approval of Final Option to Extend – Grease Traps Maintenance and Service Contract, CSP No. 14-104, Project No. 15.411.03 to Valley by Products, Inc. (Budgeted Food Service Funds - $200,384.95) (Administration is requesting approval of the final contract extension and an increase of funds to continue grease trap disposal services) L. Approval of Construction Contract – Multipurpose Classrooms Group 6C, Whitaker Elementary School, CSP No. 15-082, Project No. 14.561C (Administration Recommendation: Medlock Commercial Contractors) (2007 Bond Funds - $794,000.00) (Approval required for construction of a new multipurpose classroom building at Whitaker Elementary School as committed in the 2007 Bond)
Award of District Copier Lease RFP #16-026 (Administration Recommendation: Dahill Office Technology Corporation, dba Dahill) (Budgeted Local Funds - $4,000,000.00) (Copiers are needed to support District operations)
Internal Audit Status Report (To provide the Board of Trustees a report on the status of the 2015-2016 Internal Audit Plan; Fraud, Waste, and Abuse Hotline statistics; and Corrective Action Plans in accordance with Policy CFC [Local] and the Internal Audit Charter CFC [Exhibit])
Discuss and Take Appropriate Action on Scheduling of Public Meeting to Discuss the Budget and Proposed Tax Rate (Texas Education Code §44.004 requires an Open Meeting and the Publication of a Notice to discuss the budget and proposed tax rate)
Report on EPISD Social Emotional Learning (SEL) Needs Assessment Results (Provide the Board with information on the SEL needs assessment conducted in January 2016)
Discuss and Take Appropriate Action to Adopt Local Innovation Plan to Achieve Designation as a District of Innovation (To adopt the Local Innovation Plan, as required by Texas Education Code Chapter 12A, in order to obtain designation as a district of innovation)
Discuss and Take Appropriate Action on Approval of Proposed Revisions to Board Policies (District Policies may be found at www.episd.org under the EPISD Board tab) 1. BE (Local), Board Meetings (Revised to exclude Regular Board Meetings during the month of July) 2. EI (Local), Academic Achievement (To award credit to students who transfer from school districts that do not award credit until the end of the year) 4. CFC (Exhibit), Accounting: Audits (Revised to consider input from the Board in developing the annual audit plan and to include language clarifying related investigations performed by other District departments)
FO (Local), Student Discipline (Revised to clarify discipline actions for elementary students through fifth grade)
Discuss and Take Appropriate Action on Approval of Interpretation and Waiver of Board Policy EIC (Local), Academic Achievement: Class Ranking (To calculate GPA and class rank for all 2016 graduates using the same method)
9. Reports A. Presentation of School Health Advisory Committee (SHAC) 2015-2016 Annual Report (Policy BDF [Legal] requires the development of a SHAC and requires the SHAC to make an annual report to the Board) 10. Adjournment