If, during the course of the meeting covered by this Notice, the Board of Trustees should determine that a closed or executive meeting or session of the Board of Trustees is required, then such closed or executive meeting or session as authorized by the Texas Open Meetings Act, Texas Government Code Section 551.001 et seq., or Texas Government Code 418.183 (f), will be held by the School Board at the date, hour, and place given in this Notice or as soon after the commencement of the meeting covered by this Notice as the School Board may conveniently meet in such closed or executive meeting or session concerning any and all purposes permitted by the Act. Before any closed meeting is convened, the presiding officer will publicly identify the section or sections of the Act authorizing the closed meeting. All final votes, actions, or decisions will be taken in open meeting.
1. Call to Order 2. United States and Texas Flags Pledges of Allegiance and National Anthem
Recognition of Students Placing at the 2017 Texas History Day Competition (To promote and enhance community relations by recognizing students)
Recognition of May 2017 Volunteer of the Month (To promote and enhance community relations by recognizing VIPS)
Presentation of May 2017 “I Am EPISD” Award (The “I Am EPISD” Award recognizes employees/students who have exemplified the EPISD spirit)
Order Canvassing Returns/Votes and Declaring Results of May 6, 2017, Board of Trustees Election (To comply with Texas Election Code Sections 67.002, 67.003, 67.004, and 67.016)
Order Calling Trustee Runoff Election for June 10, 2017 (To comply with Texas Election Code Sections 2.021 and 2.025)
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 for May 3, 2017, Special Board of Trustees Meeting B. Approval of Budget Amendments 1. Personnel Related Costs and Student Travel Related Costs (General Operating Funds - $21,399.00) (Amendment will provide proper funding for District operations) 2. 2016-2017 Year End to Record Revenue for High School Allotment and Deaf Ed Program Funds, Transfer Out Related Costs for 2017 Bond Closing and Align Budget Allotments in Various Functions (General Operating Funds - $6,634,455.00 and Debt Service Funds - $243.00) (Amendment will provide proper funding for District operations) E. Adoption of TASB Advocacy Resolutions (To submit TASB Advocacy Resolutions requesting Legislative support) F. Approval of Contract for Election Services with the El Paso County Elections Department (Budgeted Local Funds - $25,898.00) (To allow the Board to take action if needed) G. Approval of Engagement Letter with Thompson & Horton LLP (To obtain legal assistance with review of policies, procedures, and practices of the District’s Special Education services) H. Approval of Interlocal Cooperative Purchasing Agreements 1. El Paso Independent School District (EPISD) and University of Texas at Austin (UT Austin) for OnRamps Program (Instructional Materials Allotment - $118,000.00) (This Agreement is to implement one or more University of Texas at Austin OnRamps courses at Austin, Chapin, El Paso, and Jefferson High Schools) 2. El Paso Independent School District (EPISD) and 1Government Procurement Alliance (1GPA) (The District will be eligible to purchase goods and services utilizing this Interlocal Cooperative Purchasing Agreement with 1Government Procurement Alliance) I. Purchases Requiring Board Approval 1. Award of District Vehicles, RFP #17-038 (Administration Recommendation: Caldwell Country Chevrolet [Items #1, #2, #4, #9, #11, and #12], Casa Ford, Inc. [Items #3, #5, #6, #7, #8, #10, #15, and #16], and Southwest Truck Sales [Item #14]) (Budgeted Local Funds – $1,002,275.89) (To replace aging vehicles throughout the District) 2. Award of School Buses, RFP #17-039 (Administration Recommendation: Longhorn Bus Sales, LLC) (2016 Bond Referendum Funds - $3,668,951.00) (To purchase school buses to transport EPISD students) 3. Award of Bank Depository Services, RFP #17-049 (Administration Recommendation: Wells Fargo Bank, N.A.) (Budgeted Local Funds - $52,000.00) (To comply with Texas Education Agency requirements for Texas’ public school districts stated in the Texas Education Agency Financial Accountability System Resource Guide [FASRG]) 4. Award of Playground/Park Systems, Installation Service and Related Items RFP #17-063 (Administration Recommendation: Creative Recreational Designs, Inc., Exerplay, Inc., The Playwell Group, Inc., and Playcore Wisconsin, Inc. dba GameTime) (2016 Bond Funds - $3,150,000.00) (Award of this RFP will enable EPISD to select vendors to procure playground and park systems) 5. Additional Expenditures to Longhorn Bus Sales, Utilizing Buyboard Contract, #459-14, School Buses, Options, and Parts, for Purchase and Installation of Three-Point Seatbelt System on 38 New Buses to be Purchased Under School Buses, RFP #17-039 (2016 Bond Referendum Fund - $188,000.00) (To provide safe and reliable transportation to District sponsored student travel) J. Approval of Contract for Additional Expenditures to Blackboard, Utilizing Region 19 Allied States Cooperative, RFP #15-7162 (Budget Local Funds - $68,425.00) (Blackboard will provide EPISD with the license software, support and/or services for notifications) K. Approval of Contract for 2016 Bond Athletic Upgrades - Turfs, Tracks and Tennis Courts 2017, Project No. 17.631B, Utilizing Region 19 Allied States Cooperative RFP #14-7041 Sports Surfaces (Indoor/Outdoor) and Related Items (Administration Recommendation: Hellas Construction, Inc.) (2016 Bond Funds - $2,328,861.54) (To provide the upgrades to athletic turfs, tracks, and tennis courts districtwide) L. Internal Audit Activity Report (To provide the Board of Trustees a report on the Internal Audit activities and related matters, in accordance with Board Policy CFC [Local] and CFC [Exhibit])
Scheduling of Public Meetings to Discuss the Fiscal Year 2017-2018 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)
Possible Rescheduling of June 28, 2017, Regular Meeting of the Board of Trustees (Rescheduling the regular Board Meeting of June 28, 2017, to June 26, 2017, is needed due to scheduling conflicts)
Scheduling of Public Meetings to Discuss the Fiscal Year 2017-2018 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)
Additional Expenditures to Engage Learning, Inc., (“engage2learn”), for the Purchase of Additional Services Utilizing Region 19 Allied States Cooperative, RFP #15-7176 (Supplemental) Consulting, Contracting, Staff Development and Related for Staff Training and Coaching for the Ongoing Implementation of the El Paso ISD Active Learning Framework to include the Platinum Campuses and the Diamond Cohort Campuses and Central Office Staff (Local and Federal Funds - $2,449,373.00) (EPISD needs to purchase these services for the continued development and implementation of the EPISD Active Learning Framework, which will provide in-depth understanding for the internal and external stakeholders)
Action Items Discuss and Take Appropriate Action on Proposed Revisions to Board Policy DEC (Local): Compensation and Benefits, Leaves and Absences (Revised to add language concerning District catastrophic paid administrative leave) (District Policies may be found at www.episd.org under the EPISD Board tab)
Reports Report on Memorandum of Understanding between Texas Tech University Health Sciences Center at El Paso, Paul Foster School of Medicine, Department of Obstetrics and Gynecology, and El Paso Independent School District (To provide the Board of Trustees an update of services provided at CCTA through the CenteringPregnancy© Program)
B. Presentation of School Health Advisory Council (SHAC) 2016-2017 Annual Report (Policy BDF [Legal] requires the development of a SHAC and requires the SHAC to make an annual report to the Board) 12. Adjournment
May 16, 2017 Board of Trustees
If, during the course of the meeting covered by this Notice, the Board of Trustees should determine that a closed or executive meeting or session of the Board of Trustees is required, then such closed or executive meeting or session as authorized by the Texas Open Meetings Act, Texas Government Code Section 551.001 et seq., or Texas Government Code 418.183 (f), will be held by the School Board at the date, hour, and place given in this Notice or as soon after the commencement of the meeting covered by this Notice as the School Board may conveniently meet in such closed or executive meeting or session concerning any and all purposes permitted by the Act. Before any closed meeting is convened, the presiding officer will publicly identify the section or sections of the Act authorizing the closed meeting. All final votes, actions, or decisions will be taken in open meeting.
1. Call to Order 2. United States and Texas Flags Pledges of Allegiance and National Anthem
Recognition of Students Placing at the 2017 Texas History Day Competition (To promote and enhance community relations by recognizing students)
Recognition of May 2017 Volunteer of the Month (To promote and enhance community relations by recognizing VIPS)
Presentation of May 2017 “I Am EPISD” Award (The “I Am EPISD” Award recognizes employees/students who have exemplified the EPISD spirit)
Order Canvassing Returns/Votes and Declaring Results of May 6, 2017, Board of Trustees Election (To comply with Texas Election Code Sections 67.002, 67.003, 67.004, and 67.016)
Order Calling Trustee Runoff Election for June 10, 2017 (To comply with Texas Election Code Sections 2.021 and 2.025)
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 for May 3, 2017, Special Board of Trustees Meeting B. Approval of Budget Amendments 1. Personnel Related Costs and Student Travel Related Costs (General Operating Funds - $21,399.00) (Amendment will provide proper funding for District operations) 2. 2016-2017 Year End to Record Revenue for High School Allotment and Deaf Ed Program Funds, Transfer Out Related Costs for 2017 Bond Closing and Align Budget Allotments in Various Functions (General Operating Funds - $6,634,455.00 and Debt Service Funds - $243.00) (Amendment will provide proper funding for District operations) E. Adoption of TASB Advocacy Resolutions (To submit TASB Advocacy Resolutions requesting Legislative support) F. Approval of Contract for Election Services with the El Paso County Elections Department (Budgeted Local Funds - $25,898.00) (To allow the Board to take action if needed) G. Approval of Engagement Letter with Thompson & Horton LLP (To obtain legal assistance with review of policies, procedures, and practices of the District’s Special Education services) H. Approval of Interlocal Cooperative Purchasing Agreements 1. El Paso Independent School District (EPISD) and University of Texas at Austin (UT Austin) for OnRamps Program (Instructional Materials Allotment - $118,000.00) (This Agreement is to implement one or more University of Texas at Austin OnRamps courses at Austin, Chapin, El Paso, and Jefferson High Schools) 2. El Paso Independent School District (EPISD) and 1Government Procurement Alliance (1GPA) (The District will be eligible to purchase goods and services utilizing this Interlocal Cooperative Purchasing Agreement with 1Government Procurement Alliance) I. Purchases Requiring Board Approval 1. Award of District Vehicles, RFP #17-038 (Administration Recommendation: Caldwell Country Chevrolet [Items #1, #2, #4, #9, #11, and #12], Casa Ford, Inc. [Items #3, #5, #6, #7, #8, #10, #15, and #16], and Southwest Truck Sales [Item #14]) (Budgeted Local Funds – $1,002,275.89) (To replace aging vehicles throughout the District) 2. Award of School Buses, RFP #17-039 (Administration Recommendation: Longhorn Bus Sales, LLC) (2016 Bond Referendum Funds - $3,668,951.00) (To purchase school buses to transport EPISD students) 3. Award of Bank Depository Services, RFP #17-049 (Administration Recommendation: Wells Fargo Bank, N.A.) (Budgeted Local Funds - $52,000.00) (To comply with Texas Education Agency requirements for Texas’ public school districts stated in the Texas Education Agency Financial Accountability System Resource Guide [FASRG]) 4. Award of Playground/Park Systems, Installation Service and Related Items RFP #17-063 (Administration Recommendation: Creative Recreational Designs, Inc., Exerplay, Inc., The Playwell Group, Inc., and Playcore Wisconsin, Inc. dba GameTime) (2016 Bond Funds - $3,150,000.00) (Award of this RFP will enable EPISD to select vendors to procure playground and park systems) 5. Additional Expenditures to Longhorn Bus Sales, Utilizing Buyboard Contract, #459-14, School Buses, Options, and Parts, for Purchase and Installation of Three-Point Seatbelt System on 38 New Buses to be Purchased Under School Buses, RFP #17-039 (2016 Bond Referendum Fund - $188,000.00) (To provide safe and reliable transportation to District sponsored student travel) J. Approval of Contract for Additional Expenditures to Blackboard, Utilizing Region 19 Allied States Cooperative, RFP #15-7162 (Budget Local Funds - $68,425.00) (Blackboard will provide EPISD with the license software, support and/or services for notifications) K. Approval of Contract for 2016 Bond Athletic Upgrades - Turfs, Tracks and Tennis Courts 2017, Project No. 17.631B, Utilizing Region 19 Allied States Cooperative RFP #14-7041 Sports Surfaces (Indoor/Outdoor) and Related Items (Administration Recommendation: Hellas Construction, Inc.) (2016 Bond Funds - $2,328,861.54) (To provide the upgrades to athletic turfs, tracks, and tennis courts districtwide) L. Internal Audit Activity Report (To provide the Board of Trustees a report on the Internal Audit activities and related matters, in accordance with Board Policy CFC [Local] and CFC [Exhibit])
Scheduling of Public Meetings to Discuss the Fiscal Year 2017-2018 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)
Possible Rescheduling of June 28, 2017, Regular Meeting of the Board of Trustees (Rescheduling the regular Board Meeting of June 28, 2017, to June 26, 2017, is needed due to scheduling conflicts)
Scheduling of Public Meetings to Discuss the Fiscal Year 2017-2018 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)
Additional Expenditures to Engage Learning, Inc., (“engage2learn”), for the Purchase of Additional Services Utilizing Region 19 Allied States Cooperative, RFP #15-7176 (Supplemental) Consulting, Contracting, Staff Development and Related for Staff Training and Coaching for the Ongoing Implementation of the El Paso ISD Active Learning Framework to include the Platinum Campuses and the Diamond Cohort Campuses and Central Office Staff (Local and Federal Funds - $2,449,373.00) (EPISD needs to purchase these services for the continued development and implementation of the EPISD Active Learning Framework, which will provide in-depth understanding for the internal and external stakeholders)
Action Items Discuss and Take Appropriate Action on Proposed Revisions to Board Policy DEC (Local): Compensation and Benefits, Leaves and Absences (Revised to add language concerning District catastrophic paid administrative leave) (District Policies may be found at www.episd.org under the EPISD Board tab)
Reports Report on Memorandum of Understanding between Texas Tech University Health Sciences Center at El Paso, Paul Foster School of Medicine, Department of Obstetrics and Gynecology, and El Paso Independent School District (To provide the Board of Trustees an update of services provided at CCTA through the CenteringPregnancy© Program)
B. Presentation of School Health Advisory Council (SHAC) 2016-2017 Annual Report (Policy BDF [Legal] requires the development of a SHAC and requires the SHAC to make an annual report to the Board) 12. Adjournment