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ALVIN INDEPENDENT SCHOOL DISTRICT BOARD OF TRUSTEES
REGULAR BOARD MEETING
June 14, 2016
Official Agenda
7:00 PM
1. Call Meeting to Order and Establish Quorum
2. Invocation
3. Pledge of Allegiance
4. Introduction of Greeters 3
5. Student and Faculty Commendations 4
6. Presentations
A. Schematic Design for Phase I of the Alvin High School Facility Improvements for Student UIL
Events and Parking
6
B. Schematic Design Junior High #7 7
7. Open Forum - Information Only
8. Consent Agenda - Action Items
A. Request to Consider Approval of Board Minutes 8
B. Request to Consider Approval of Technology Related Equipment, Software, Security
Equipment & Supplies Catalog RFP
17
C. Request to Consider Approval of Professional Service Contracts for 2016-2017 31
D. Request to Consider Approval of Methodist Hospital for Alvin ISD's District Wide Athletic
Trainers Program
33
E. Request to Consider Approval of Dental, Property and Student Insurance 35
F. Request to Consider Approval of Emergency Purchases Related to Disaster Response 44
G. Request to Consider Approval of Shared Service Arrangement for the Galveston-Brazoria
Cooperative for the Hearing Impaired
46
H. Request to Consider Approval of Out of State Student Travel 72
I. Request to Consider Approval of Low Attendance Waiver Due to Bad Weather 80
9. Request to Consider Approval of Considering Naming Delegate and Alternate for the
TASA/TASB 2016 Delegate Assembly - Business Action Item
81
10. Request to Consider Approval of Debt Management Local Policy - CA (LOCAL) - Business
Action Item
82
11. Request to Consider Approval of Memorandum of Understanding with the Alvin ISD
Education Foundation - Business Action Item
89
12. Request to Award Contract for Demolition and Abatement of "F" Building as Part of
Construction for the Alvin High School Student UIL Events & Parking Project - Business
Action Item
94
13. Request to Consider Approval for Award of Construction Manager at Risk Contract for the
Alvin High School Facility Improvements for Student UIL Events and Parking - Business
Action Item
97
14. Request to Consider Approval of Policy Revisions DNA (LOCAL) - Personnel Action Item 100
15. Request to Consider Approval of Employment of Personnel - Personnel Action Item 102
16. Request to Consider Approval of Administrative Appointments / - Personnel Action Item
A. Harby Junior High Principal 103
B. Rodeo Palms Junior High Principal 104
C. Stevenson Primary Principal 105
D. Savannah Lakes Elementary Principal 106
E. York Elementary Principal 107
F. Wilder Elementary Principal 108
G. Mark Twain Elementary Assistant Principal 109
17. Superintendent's Report
18. Future Agenda Items
19. Closed Executive Session
A. 551.074 To Deliberate on the Officers for Board of Trustees
20. Election of Board Officers and Request to Consider Check Writing Authority - Business
Action Item
21. Adjournment
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., 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 or session concerning any and all purposes permitted by the Act, including, but not limited to the following
sections and purposes:
Texas Government Code Section:
551.071 Private consultation with the board’s attorney.
551.072 Discussing purchase, exchange, lease, or value of real property.
551.073 Discussing negotiated contracts for prospective gifts or donations.
551.074 Discussing personnel or to hear complaints against personnel.
551.075 To confer with employees of the school district to receive information or to ask
questions.
551.076 Considering the deployment, specific occasions for, or implementation of, security
personnel or devices.
551.082 Considering the discipline of a public school child, or complaint or charge against
personnel.
551.083 Considering the standards, guidelines, terms, or conditions the board will follow, or will
instruct its representatives to follow, in consultation with representatives of employee
groups.
551.084 Excluding witnesses from a hearing.
Should any final action, final decision, or final vote be required in the opinion of the School Board with
regard to any matter considered in such closed or executive meeting or session, then the final action, final decision,
or final vote shall be either:
(a) In the open meeting covered by the Notice upon the reconvening of the public meeting; or
(b) at a subsequent public meeting of the School Board upon notice thereof; as the School Board shall
determine.
Alvin Independent School District
June 14, 2016
To AISD Board of Trustees
Agendum
Greeters
Category Greeters
Resource Personnel Dr. Buck Gilcrease, Superintendent
Daniel Combs, Communications
Attachments None
Rationale The greeters for the evening will be members of the Alvin ISD Education Foundation.
Budget Implications
None
Recommendation or
Proposed Motion
None
3
Alvin Independent School District June 14, 2016
To AISD Board of Trustees
Agendum
Student & Faculty Commendation
Category Recognition
Resource Personnel Dr. Buck Gilcrease, Superintendent Daniel Combs, Communications
Attachments None
Rationale
Sea Perch Nationals
Alvin ISD experienced great success at the National SeaPerch
Challenge! The following teams placed at the National
Competition:
Harby JH Sea CRABS – Grand Champion Trophy (overall
winner for all classes) Rachel Hamilton – 6th Grade
Colby Patterson – 8th Grade
Brian Towne – 7th Grade Anna Wilson – 6th Grade
Campus Sponsors – Michelle Deleon and Kim Hamilton; Parent Sponsor – Tom Wilson Nolan Ryan JH Wave Riders - 3rd place in the Middle School
Class
Bianca Acosta – 8th Grade Reagan Forrest – 8th Grade
Aaric Johnson – 8th Grade
Liam Rhamsey - 8th Grade Joshua Amistoso - 8th Grade
Nikita Singh - 8th Grade
Juston Acklin - 8th Grade
Campus Sponsors – Robin Driver and Sarah Bhaskaran; Parent Sponsor – Aaron Johnson
Manvel HS Team Nautilus - Diversity Award and 2nd place in the High School Presentation Challenge
Michah Harrison – 11th Grade
Tyler Beckman – 9th Grade
Conner Stewart – 12th Grade Nick Altamiran – 12th Grade
Ein Cagle – 12th Grade
Mark Retura – 12th Grade Chris Nolasco – 11th Grade
4
Andreina Ahrens – 11th Grade
Ankim Nguye – 11th Grade Cerena Ermitanio – 11th Grade
Campus Sponsors - Larry Garrett and Jacob Smith Passmore Sea Sharks II - 3rd in the Obstacle Course Challenge
Carmen Mendez – 5th Grade
Tommy Wilson – 4th Grade Cooper Williams – 4th Grade
Sofia Trevino – 4th Grade
Campus Sponsors – Linda Palacio; Parent Sponsor – Delea Wilson Marek Aqua Tigers - 3rd place overall in open class and 3rd
place in the obstacle course in open class Veronica Nuval – 5th Grade
Stephanie Cao – 5th Grade
Mariam Fatima – 5th Grade Princeton Hawk – 4th Grade
Robert Ruiz – 4th Grade
Duke Butler – 5th Grade Campus Sponsor – Michelle Pedalino; Parent Sponsors – Vivianne & Brian Chao
District Goal(s) None
Budget Implications
None
Recommendation or Proposed Motion
That a commendation be presented to the students and staff listed above.
5
Alvin Independent School District June 14, 2016
To AISD Board of Trustees
Agendum Presentation of the Schematic Design for Phase I of the Alvin High School Facility Improvements for Student U.I.L. Events and
Parking Category Business
Resource Personnel Patrick Miller
Associate Superintendent Student Learning Environment
Attachments None
Rationale Huckabee Architects developed the schematic design for the Alvin High School Facility Improvements for Student U.I.L Events
and Parking.
Phase I will focus on the design of the Memorial Stadium. An
update for design and construction timeline will be presented.
Budget Implications None
Recommendation or Proposed Motion
None
6
Alvin Independent School District June 14, 2016
To AISD Board of Trustees
Agendum Presentation of New Junior High #7 Schematic Design
Category Business
Resource Personnel Patrick Miller
Associate Superintendent Student Learning Environment
Attachments None
Rationale Stantec Architecture developed the schematic design for the
new Junior High #7. An update for design and construction
timeline will be presented.
Budget Implications None
Recommendation or
Proposed Motion
None
7
On May 10, 2016 the Alvin
Independent School District Board
of Trustees met for a Regular
Meeting / Public Hearing at Rodeo
Palms Jr. High, AISD, Manvel,
Texas, with the following members
present:
Cheryl Harris, Tiffany Wennerstrom, Vivian Scheibel, Nicole Tonini, Julie Pickren, Earl Humbird & Regan Metoyer
Superintendent Gilcrease and other
administrative staff were present.
VISITORS
A complete list of registered guests
is available in the office of the
Superintendent.
ITEM #1 - PUBLIC HEARING – 2016-2017 ALVIN ISD BUDGET AND PROPOSED TAX RATE
The Board of Trustees entered into a
Public Hearing regarding the 2016-
2017 Budget and Proposed Tax Rate
at 7:00 p.m.
The District’s fiscal year is July 1 –
June 30 of each year. The tax rate
will continue to be set in September
of each year.
Ms. Susan Wilson, Chief Financial
Officer, presented the following:
Student & Property Growth value
2016-2017 Anticipated Revenue
Anticipated Expenditure Budget
Historical Tax Rates
Impact on Average Homeowner
The Notice of Budget and Tax Rate
was presented and Ms. Wilson
noted that these are based on
preliminary taxable values within
the required tax frame. If the
change in final values requires a
higher tax rate the District will
republish the notice prior to the
adoption of the tax rate.
The Proposed Maximum Tax Rate
was presented by Ms. Wilson as
follows:
Maintenance & Operation $1.040000 (M & O) Interest & Sinking (I & S) $0.410000 TOTAL PROPOSED RATE $1.450000
Ms. Wilson continued by presenting
the Combined Statements of
Revenues and Expenditures
Budgets for Approval 2016-2017 as
follows:
General Fund
Revenue $219,407,016 Expenditures $219,407,016
Debt Service Fund:
Revenue $41,028,025 Expenditures $41,028,025
Child Nutrition:
Revenue $12,400,000 Expenditures $12,400,000
(See attachment)
President Harris opened the floor for
discussion.
No patron chose to address the
Board of Trustees.
Following the public hearing the
Board of Trustees entered into a
Regular Meeting at 7:09 p.m.
ITEMS #2, 3 & 4 - CALL TO ORDER, INVOCATION & PLEDGE
President Harris called the meeting
to order and stated that a quorum of
Board members was present, notice
was duly posted, and the meeting
was called to order in accordance
with the Texas Open Meetings Act,
Texas Government Code Section
551.001.
Trustee Pickren gave the invocation.
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8
Page 2 Regular Board Meeting/Public Hearing May 10, 2016
ITEM #5 – GREETERS
The top five students from both
Alvin High School and Manvel High
School, as well as the valedictorian
and salutatorian from ASSETS
Academy served as the greeters for
the evening.
ITEM #6 – STUDENT & FACULTY COMMENDATIONS
Future Problem Solving Team
The following Fairview Junior High
students participated and placed in
the Future Problem solving Program
in San Marcos:
Whitney Barham, Camrin Boren,
Kylie Maples, Faith Dewr, Elizabeth
Moreno, Jacob Wyatt, Emiko
Waldrop, Callie Ward, Blake Adame,
Cole Wooley, Emmah Flores-
Castaneda and Angel Purl.
Coaches were: Bridget Landry,
Barbie Trevino and Dianna Moreno.
Dancer Palooza
Chloe Madding / Fairview JH
Recently appeared on the Ellen
DeGeneres Show
National Council of Excellence
The following members of the EC
Mason Student Council were
recently recognized for their
outstanding efforts which honor
excellence in leadership, citizenship
and community service:
Trenton Jones, Wyatt Plaster, Ava
Gurley, Christian James, Landry
Wisnoski, Joe Martinez & Emma
Jones
Sponsors: Krista Browning, Kristy
Jones and Blaire Donnelly.
Manvel High School Student Council Supporting Others
The following MHS students were
recognized for their efforts for
honoring students who had recently
passed away as well as raising
money for the Thirst Project, which
build water wells in
underserved countries.
Ulissa Calix, Jessica Luong, Caleb
Fisher, Cameron Hightower, Royal
Thomas, Daelin Elzie, Joelle
Anderson, Madeleine Andriola,
Raven Gallien, Erika Bobadilla,
Bethany Fortune and Mariana
Arredondo.
ITEM #7 – OPEN FORUM
Ms. Ana Cecilia Umana addressed
the Board of Trustees regarding
lunch detention at Passmore
Elementary.
CLOSED EXECUTIVE SESSION
The Board of Trustees entered into a
Closed Executive Session at 7:32 to
discuss the following:
551.071 Discuss pending litigation
551.074 Discuss personnel
The Board of Trustees returned into
an Open Session at 8:31 p.m.
ITEM #8 - REQUEST TO CONSIDER APPROVAL OF CONSENT AGENDA ITEMS A – K
Trustee Wennerstrom made a
motion to approve Consent Agenda
Items A – K. Trustee Metoyer
seconded the motion. Motion
carried unanimously (7-0).
ITEM A – REQUEST TO CONSIDER APPROVAL OF BOARD MINUTES.
The following minutes were
presented to the Board of Trustees
for approval:
April 12, 2016
April 26, 2016
May 4, 2016
ITEM B – REQUEST TO CONSIDER APPROVAL OF TRUST PROPERTY
The Offer & Recommendation
Report as presented to the Board of
Trustees as follows:
Property # 3940-0011-000 Bidder Karla Beasley Legal Desc. Lot 9, Treasure Lane, Liverpool .1921 Acres Appraised Value $5,300 Taxes Due $2,430 Offer $1,800
Administration recommended
acceptance of the offer.
9
Page 3 Regular Board Meeting/Public Hearing May 10, 2016
ITEM C – REQUEST TO CONSIDER APPROVAL OF CONTRACTED SERVICE SUBMISSIONS
Two proposals were received for
Federal Programs Contract Service
with a one year non-exclusive term
contract.
Eleven proposals were received for
other service commodity codes as
classified under the Contractor
consultant Services for a one year
non-exclusive award with the option
to renew for an additional two years.
ITEM D – REQUEST TO CONSIDER APPROVAL OF T1605 AUTOMOTIVE & BUS FUEL RFP
The RFP for automotive and bus fuel
was requested for a one year
exclusive award contract with
primary and secondary vendor
awards.
ITEM E – REQUEST TO CONSIDER APPROVAL OF DISPOSAL OF FIXED ASSETS
The attached fixed assets items
requested for disposal has reached
their cost effectiveness to maintain
or are totally inoperable. Disposal
approval at this time will allow us to
schedule an auction this summer
and make room for required
replacement vehicles.
ITEM F – REQUEST TO CONSIDER APPROVAL OF PROFESSIONAL SERVICE AGREEMENT
The following Professional Services
contract has been negotiated for
ORRICK – Attorneys for the
Unlimited Tax Schoolhouse and
Refunding Bonds, Series 2016
which has an anticipated amount
expected to exceed $75,000.
ITEM G – REQUEST TO CONSIDER APPROVAL FOR THE DEDICATION OF EASEMENT FOR CENTER POINT ENERGY AT THE BROTHERS ELEMENTARY #17 SCHOOL SITE
In order to procure electric service
to the future elementary school site
in Shadow Creek Ranch, it is
necessary that Alvin ISD grant a
utility easement to Center Point
Energy.
ITEM H – REQUEST TO CONSIDER BUDGET AMENDMENT #11 TO DESIGN AND CONSTRUCT AHS FACILITY IMPROVEMENTS FOR STUDENT UIL EVENTS AND PARKING
In order to proceed with the
recommended improvements given
by the Memorial Stadium Citizens
Steering Committee a budget
amendment in the amount of
$7,139,195 is needed.
Improvements will include Memorial
Stadium upgrades, new parking,
detention, improvements for
softball, soccer, band, ROTC,
baseball, tennis and other
miscellaneous student programs at
AHS.
ITEM I – REQUEST TO CONSIDER APPROVAL OF BUDGET AMENDMENT #12 FOR THE CONSTRUCTIONOF THE REPLACEMENT POOL AT ALVIN HIGH SCHOOL
In order to proceed with the
replacement pool at AHS, as
recommended by the Memorial
Stadium Citizens Steering
Committee, a Budget amendment in
the amount of $10,163,863 is
needed.
ITEM J – REQUEST TO CONSIDER DISTRICT INVESTMENT FIRMS AND INVESTMENT POLICY / TRAINING SOURCES
Annually, the Board is required to
review the investment policy,
investment firms and brokers to be
used for the next calendar year.
The following list of qualified
brokers or pools are authorized to
engage in investment transactions
for the calendar year: Lone Star / First Public
TCG Advisors
Texas Class / Public Trust Advisors
Texas Term / PM Asset Management LLC
Texpool / Federated
Wells Fargo
10
Page 4 Regular Board Meeting/Public Hearing May 10, 2016
Sources for investment training for
investment officers ASBO – Assoc. of Business Officials
First Public, LLC / PFM Asset Mgmt.
GFOA – Government Finance Officers Assoc.
HCDE – Harris County Dept. of Ed.
Public Trust Advisors
Region IV Education Service Center
TASA – Texas Assoc. of School Admin.
TASB – Texas Assoc. of School Boards
TASBO – Texas Assoc. of School Bus. Officials
Texas State University / Texas State University Hobby Center for Public Service
University of North Texas Center for Public Mgt.
Weaver, LLC
Whitley Penn Certified Public Accountants
ITEM K – REQUEST TO CONSIDER APROVAL OF TASB POLICY UPDATE 104 WITH POLICY FD (LOCAL) CHANGES
The Academic Department
requested approval of changes to an
update to Board Policy FD (LOCAL).
Current policy states that a student
that is new to Alvin ISD and
enrolling from an accredited public,
private, or parochial school shall be
placed initially at the grade level
reached and then final placement
determination be evaluated pending
observation in the classroom. To
allow flexibility for campuses to
initially place students in the grade
level that will meet their immediate
academic needs, the district would
like to evaluate enrollment
documentation and the results of
appropriate assessments when
making grade placement decisions.
This will allow campuses to give
assessments that measure at what
grade level a student is ready to
learn. All students will continue to
be evaluated by the classroom
teacher and each student’s needs
will continue to be addressed.
ITEM #9 – REQUEST TO CONSIDER APPROVAL OF TIMELINE FOR ACCELERATED INSTRUCTION WAIVER AND PRE-KINDERGARTEN WAIVER OF 210 MINUTES SCHOOL DAY
Timeline for Accelerated Waiver
As part of the Student Success
Initiative (SSI), Districts are
required to provide accelerated
instruction to students in grades 5
and 8 who do not demonstrate
proficiency on the STAAR reading
and/or mathematics tests. This
accelerated instruction must occur
after each administration of the test,
including the third administration.
A student may advance to or be
placed in the next grade level only if
(1) He or she completes all
accelerated instruction required by
the grade placement committee
(GPC), and (2) the GPC determines,
by unanimous decision, that the
student is likely to perform at grade
level at the end of the next school
year given additional accelerated
instruction during the course of the
year.
To assist districts in meeting the
accelerated instruction provision
after the third administration of
these tests, TEA is allowing Districts
to apply for a waiver to adjust the
timeline for providing accelerated
instruction to students who fail the
third administration.
Requested School Years: 2016-2017, 2017-2018, 2018-2019
2016-2017 Pre-Kindergarten Waiver of 210 MINUTES SCHOOL DAY
House Bill (HB) 2610, passed by the
84th Texas Legislature, amended
TEC 25.081 by striking language
requiring 180 days of instruction
and replacing this language with the
requirement of districts to provide at
least 75,600 minutes of instruction.
This one time waiver for the 2016-
2017 school year is for pre-k
programs that offer less than 210
minutes school day, but offer at
least 120 minutes of instruction per
day. Alvin ISD currently offers 190
minutes of instruction to a morning
classroom of students and offers
190 minutes of instruction to an
afternoon classroom of students.
Requested school year: 2016-2017
Trustee Tonini made a motion to
approve the waivers as presented.
Trustee Scheibel seconded the
motion. Motion carried
unanimously (7-0).
11
Page 5 Regular Board Meeting/Public Hearing May 10, 2016
ITEM #10 – REQUEST TO CONSIDER APPROVAL OF ACADEMIC COURSES FOR UIL ELIGIBILITY FOR EXTRA-CURRICULAR ACTIVITIES (No pass / No play)
The following courses are identified
as honors* classes as referred to in
the Texas Education code 33.081 (d)
(1), concerning extra-curricular
activities:
All College Board Advanced Placement
courses in all disciplines
High School / College concurrent enrollment classes (that are included in Part One of the “Community College General Academic Course guide manual”) in the subject areas of English language arts, mathematics, science, social studies, economics, advanced studies, or a language other than English.
*Districts may identify additional
honors courses in the subjects of
English language arts, mathematics,
science, social studies, economics,
or a language other than English.
Per the statute above, Advanced
Placement courses required local
approval for exemption.
(see attached list)
Trustee Wennerstrom made a
motion to approve the list of courses
for UIL eligibility for extra-curricular
activities as presented. Trustee
Tonini seconded the motion. Motion
carried unanimously (7-0).
ITEM #11 – REQUEST TO CONSIDER APPROVAL OF 2016-2017 BUDGET
The 2016-2017 budget has been
under development for both the
anticipated revenues and
expenditures related to next school
year’s budget.
The Combined Statements of
Revenues and Expenditures
Budgets for 2016-2017 were
presented to the Board of Trustees
as follows:
General Fund
Revenue $219,407,016 Expenditures $219,407,016
Debt Service Fund:
Revenue $41,028,025 Expenditures $41,028,025
Child Nutrition:
Revenue $12,400,000 Expenditures $12,400,000
(See attachment)
Trustee Pickren made a motion to
approve the 2016-2017 budget as
presented. Trustee Humbird
seconded the motion. Motion
carried (7-0).
ITEM #12 – REQUEST TO CONSIDER APPROVAL OF BOND SALE AUTHORIZATION
2014B Remarketing:
Order providing for the conversion
to term rate of a portion of the AISD
variable rate unlimited tax
schoolhouse bonds, series 2014b;
providing for the amendment of the
bond order; authorizing and
ratifying certain actions of
authorized representative of the
district with regard to such
conversion; and enacting other
provisions relating thereto
2016A:
Order authorizing the issuance, sale
and delivery of AISD unlimited tax
schoolhouse and refunding bonds,
in one or more series, setting certain
parameters for the bonds;
authorizing a pricing officer to
approve the amount, the interest
rate, price and terms thereof and
certain other procedures and
provisions related thereto; levying a
tax and providing for the security
and payment of such bonds; and
enacting other provisions relating
thereto.
Trustee Tonini made a motion to
authorize the issuance, sale and
delivery of bonds as presented.
Trustee Scheibel seconded the
12
Page 6 Regular Board Meeting/Public Hearing May 10, 2016
motion. Motion carried
unanimously (7-0).
ITEM #13 – REQUEST TO CONISDER APPROVAL OF EMPLOYMENT OF PERSONNEL
As presented.
Trustee Wennerstrom made a
motion to approve the employment
of personnel as presented. Trustee
Humbird seconded the motion.
Motion carried unanimously (7-0).
ITEM #14 – REQUEST TO CONSIDER APPROVAL OF ADMINISTRATIVE APPOINTMENTS
Alvin Elementary Asst. Principal
Sandy Holdsclaw was recommended
to serve as an Assistant Principal for
Alvin Elementary
Trustee Pickren made a motion to
approve Ms. Holdsclaw as
presented. Trustee Humbird
seconded the motion. Motion
carried unanimously (7-0).
Mary Marek Asst. Principal
Shalesha Smith was recommended
to serve as an Assistant Principal for
Mary Marek Elementary.
Trustee Tonini made a motion to
approve Ms. Smith as presented.
Trustee Scheibel seconded the
motion. Motion carried
unanimously (7-0).
ITEM #15 - SUPERINTENDENT’S REPORT
Superintendent Gilcrease
highlighted current events in the
district:
ITEM #16 – FUTURE AGENDA ITEMS
No future agenda items were
requested.
ITEM #17 – ADJOURNMENT
Trustee Humbird made a motion to
adjourn the meeting at 8:47 p.m.
Trustee Wennerstrom seconded the
motion. Motion carried
unanimously (7-0).
Attest:
________________________________
Cheryl Harris, President
________________________________
Regan Metoyer, Secretary
13
On May 23, 2016 the Alvin
Independent School District Board
of Trustees met for a Special
Meeting at Alvin ISD Tommy King
Administration Building, 301 E.
House Street, Alvin, Texas with the
following members present:
Cheryl Harris, Tiffany Wennerstrom, Nicole Tonini, Earl Humbird and Vivian Scheibel
Trustees Metoyer & Pickren were
unable to attend the meeting.
Superintendent Gilcrease and other
administrative staff were also
present.
ITEM # 1 - CALL TO ORDER
President Harris called the meeting
to order stating that a quorum of
Board members were present, notice
was duly posted, and the meeting
was called to order in accordance
with the Texas Open Meetings Act,
Texas Government Code Section
551.001.
ITEM #2 – ADMINISTER OATH OF OFFICE TO NEWLY ELECTED TRUSTEES
On March 8, 2016, the Board of
Trustees voted to approve the
Certification of Unopposed
Candidates and adopt the Order of
Cancellation of the May 7, 2016
Board of Trustee election as each
candidate was unopposed.
Even though no election was help,
the candidates who were declared
“elected” had to follow the protocol
of the election calendar, just as if an
election had been held and could
not be sworn in until after the last
day of the canvassing period (May
18, 2016).
Having compiled with all legal and
district requirements for filing,
Municipal Judge, Bill Pannel,
administered the Oath of Office to
the following trustees:
Tiffany Wennerstrom Position 4 Nicole Tonini Position 5
ITEM #3 – REQUEST TO CONSIDER APPROVAL FOR THE DEDICATION OF AN EASEMENT TO CENTER POINT ENERGY AT MERIDIANA ELEMENTARY SCHOOL
Center Point Energy will be
providing service for Meridiana
Elementary School in Iowa Colony.
To obtain gas service it is necessary
that Alvin ISD grant a utility
easement.
Trustee Wennerstrom made a
motion to approve the dedication of
an easement to Center Point Energy
and authorize the Superintendent or
his designee to execute the final
easement agreement. Trustee
Scheibel seconded the motion.
Motion carried unanimously (5-0)
ITEM #4 – REQUEST TO CONSIDER APPROVAL FOR THE DEDICATION OF AN EASEMENT TO CENTER POINT ENERGY AT THE CTE CENTER
Center Point Energy will be building
and providing service for the new
CTE Center in Manvel. To obtain
electrical service, Alvin ISD must
dedicate easements for the
placement of underground service.
Trustee Tonini made a motion to
approve the dedication of an
easement and authorize the
Superintendent or his designee to
execute the final easement
agreement once the area survey is
finalized and the legal description is
drafted. Trustee Humbird seconded
the motion.
Motion carried unanimously (5-0).
ITEM #5 – REQUEST TO CONSIDER APPROVAL OF EMPLOYMENT OF PERSONNEL
As presented
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14
Page 2 Special Board Meeting May 23, 2016
Trustee Wennerstrom made a
motion to approve all requested
personnel as presented. Trustee
Scheibel seconded the motion.
Motion carried unanimously (5-0).
ITEM #6 – REQUEST TO CONSIDER APPROVAL OF ADMINSTRATIVE APPOINTEMNTS
Assistant Principal / Alvin High School
Ashley Marquez was recommended
to serve in the position of Alvin High
School Assistant Principal
Trustee Wennerstrom made a
motion to approve Ms. Marquez as
presented. Trustee Humbird
seconded the motion.
Motion carried unanimously (5-0).
Assistant Principal / Shadow Creek High School
Dana Green was recommended to
serve in the position of Shadow
Creek High School Assistant
Principal
Trustee Scheibel made a motion to
approve Ms. Green as presented.
Trustee Tonini seconded the motion.
Motion carried unanimously (5-0).
ITEM #7 – ADJOURNMENT
Trustee Humbird made a motion to
adjourn with a second given by
Trustee Wennerstrom. Motion
carried (5-0)
Meeting was adjourned at 9:58 a.m.
Attest:
________________________________
Cheryl Harris, President
________________________________
Regan Metoyer, Secretary
15
On June 2, 2016 the Alvin
Independent School District Board
of Trustees met for a Special
Meeting at 9:00 a.m. at York
Elementary – 2720 Kingsley Drive –
Pearland, TX with the following
members present:
Cheryl Harris, Regan Metoyer, Earl Humbird, Tiffany Wennerstrom, Nicole Tonini, Julie Scheibel & Julie Pickren.
Superintendent Gilcrease and other
administrative staff were also
present.
ITEM #1 - CALL TO ORDER
President Harris called the meeting
to order stating that a quorum of
Board members were present, notice
was duly posted, and the meeting
was called to order in accordance
with the Texas Open Meetings Act,
Texas Government Code Section
551.001.
ITEM #2 – REQUEST TO CONSIDER APPROVAL OF EMPLOYMENT OF PERSONNEL
As presented
Trustee Pickren made a motion to
approve all personnel as presented.
Trustee Humbird seconded the
motion. Motion carried
unanimously (7-0).
ITEM #3 - ADJOURNMENT
Trustee Humbird made a motion to
adjourn. Trustee Metoyer seconded
the motion. Motion carried
unanimously (7-0).
Meeting was adjourned at 9:05 a.m.
Attest:
________________________________
Cheryl Harris, President
________________________________
Regan Metoyer, Secretary
SSppeecciiaall MMeeeettiinngg JJuunnee 22,, 22001166
16
Alvin Independent School District
June 14, 2016
To AISD Board of Trustees
Agendum
Request to Consider Technology Related Equipment, Software, Security Equipment & Supplies Catalog RFP
Category Business
Resource Personnel Susan Wilson, Chief Financial Officer
Attachments Memo and Backup from Mickie Dietrich
Rationale The RFP for technology related equipment, software, security
equipment and supplies is requested for a one (1) year non-
exclusive contract with a two (2) year renewal extension.
District Goal(s) Fiscal Responsibility
Budget Implications
In Budget
Recommendation or Proposed Motion
That Board approves the Technology Related Equipment, Software, Security Equipment and Supplies Catalog Request
for Proposal as presented.
17
301 E. House St. ♦ Alvin, TX 77511 ♦ 281-824-0567 ♦ FAX 281-585-4567
Physical Address: 2200 Stapp Maxwell, Alvin, Texas
ALVIN INDEPENDENT SCHOOL DISTRICT
Mickie Dietrich Director of Purchasing
Paula Ursery Bid Coordinator
May 31, 2016
TO: SUSAN WILSON, PAT MILLER
FROM: MICKIE DIETRICH
SUBJ: Request for Award of Proposal #1606 Technology Related Equipment, Software,
Security Equipment & Supplies Catalog Bid Proposal
This proposal was established to qualify approved vendors under the State Purchasing Guidelines CH
Legal and Education Code 44.031(a) whereby school districts are required to utilize a competitive bidding
method that provides the best value for the district when making purchases valued at $50,000 or more in
the aggregate for a 12 month period. To satisfy this State Law, Alvin ISD extended this proposal.
The proposal was extended based on prior year’s usage, staff requests and vendor requests. Over 234
vendors were extended packets by mail, through our bidding software, fax and email with 52 qualified
responses. Additional information on the proposal was extended through the legal notice in our county
newspaper, emails to budget managers as well as the District website to solicit participation in our
bidding process. The proposal was monitored through our ION Wave Bidding Program for participation
and final award.
The approved vendors from the above proposals mentioned were extended the electronic proposal to
provide the new database information for the campuses. As we transition our proposals in Purchasing to
an electronic bidding system and provide an electronic database for staff referencing of approved vendors,
this proposal was extended with 14 identified commodity sub-categories for vendors to provide discount
pricing. The sub-categories were extended with commodity coding to provide for future yearly aggregate
financial track-ability. The following categories were included on 1606 Technology Related Equipment,
Software, Security Equipment & Supplies Catalog Bid Proposal:
Cable Construction, Installation and Maintenance (Fiber Optic, Communication, Computer, etc.)
(A-962-18); Intercom Systems (A-725-32); Computer/Hardware/Peripherals including Network
Components: Adapter Cards, Bridges, Connectors, Expansion Modules/Ports, Firewall Devices, Hubs,
Line Drivers, MSAUs, Routers, Transceivers, Switches, etc. (A-204-00); Networking Services, Including
Installation, Security And Maintenance (A-939-72); PC, Laptops, Handheld Computers, Notebooks,
Printers, PDA’s, accessories, Peripherals, etc. (A-204-52); Repair Services – PC, Laptops, Handheld
Computers, Notebooks, Printers, PDA’s, etc. (A-939-00); Security Systems/ Card Access/ Security
Equipment and Services (A-906-78); Servers – Microcomputer (Application, Database, File, Mail,
Network, Web, Software etc.) (A-209-00); Software (A-208-00A); Telephone Service Providers (A-915-
77); Telephone Systems, Components, Conference Sets, High Volume, Call Answering, Headsets,
Accessories, etc. (A-725-55); Uninterruptible Power Supplies (A-204-72); Video and Audio Systems,
18
301 E. House St. ♦ Alvin, TX 77511 ♦ 281-824-0567 ♦ FAX 281-585-4567
Physical Address: 2200 Stapp Maxwell, Alvin, Texas
Components, Accessories and Parts (A-880-11); and Wireless Service Providers and Equipment
(A-725-51).
Propose award to all 52 vendors meeting specifications outlined in Proposal #1606 Technology Related
Equipment, Software, Security Equipment & Supplies Catalog Bid Proposal. Attached is the list of
vendors that participated in the bidding process and are proposed for award. This listing will be placed on
the website as approved vendors for purchases upon Board approval. This proposal requested a one-year
term contract award with a two-year renewal extension; therefore, this proposal will not expire until June,
2019.
19
1606 Technology Related Equipment, Software, Security Equipment and Supplies
Page 1 of 11
Vendor Line Categories Bid% Discount or
PricingAble Infosat Communications, Inc. 14 Wireless Service Providers and Equipment (A-725-51) 15Bill Donelson281-485-8800281-485-8230 Faxbdonelson@able-usa.com
Vendor Line Categories Bid% Discount or
PricingACP Direct 3 Computer/Hardware/Peripherals including Network Components: Adapter
Cards, Bridges, Connectors, Expansion Modules/Ports, Firewall Devices, Hubs,Line Drivers, MSAUs, Routers, Transceivers, Switches, etc.(A-204-00)
0
K-12 Education Sales & Service Team 11 Telephone Systems, Components, Conference Sets, High Volume, CallAnswering, Headsets, Accessories, etc. (A-725-55)
0
800-238-8009 13 Video and Audio Systems, Components, Accessories and Parts (A-880-11) 0800-238-3117 Faxsales@acpdirect.com
Vendor Line Categories Bid% Discount or
PricingAG iRepair 7 Security Systems/ Card Access/ Security Equipment and Services
(A-906-78)0
Jeff Lander724-838-1170 ext. 137724-838-1179 Faxjeff@agirepair.com
Vendor Line Categories Bid% Discount or
PricingAtricom Telecommunications 1 Cable Construction, Installation and Maintenance (Fiber Optic, Communication,
Computer, etc.) (A-962-18)10
Tommy Gust 2 Intercom Systems (A-725-32) 10281-413-0233 3 Computer/Hardware/Peripherals including Network Components: Adapter
Cards, Bridges, Connectors, Expansion Modules/Ports, Firewall Devices, Hubs,Line Drivers, MSAUs, Routers, Transceivers, Switches, etc.(A-204-00)
10
281-585-5677 Fax 4 Networking Services, Including Installation, Security And Maintenance(A-939-72)
10
tgust@atricom.com 5 PC, Laptops, Handheld Computers, Notebooks, Printers, PDA’s, accessories,Peripherals, etc. (A-204-52)
10
6 Repair Services – PC, Laptops, Handheld Computers, Notebooks, Printers,PDA’s, etc. (A-939-00)
10
7 Security Systems/ Card Access/ Security Equipment and Services(A-906-78)
10
8 Servers – Microcomputer (Application, Database, File, Mail, Network, Web,Software etc.) (A-209-00)
10
9 Software (A-208-00A) 1010 Telephone Service Providers (A-915-77) 1011 Telephone Systems, Components, Conference Sets, High Volume, Call
Answering, Headsets, Accessories, etc. (A-725-55)10
12 Uninterruptible Power Supplies (A-204-72) 1013 Video and Audio Systems, Components, Accessories and Parts (A-880-11) 1014 Wireless Service Providers and Equipment (A-725-51) 10
Vendor Line Categories Bid% Discount or
PricingAves Audio Visual Systems, Inc. 13 Video and Audio Systems, Components, Accessories and Parts (A-880-11) 8-30Angie Gomez281-295-1300281-295-1310 Faxsales@avesav.com
Vendor Line Categories Bid% Discount or
PricingBlackboard, Inc. 9 Software (A-208-00A) 0Justin Nelson202-303-9646202-463-4863 Faxjustin.nelson@blackboard.com
20
1606 Technology Related Equipment, Software, Security Equipment and Supplies
Page 2 of 11
Vendor Line Categories Bid% Discount or
PricingBrooks Duplicator Company 3 Computer/Hardware/Peripherals including Network Components: Adapter
Cards, Bridges, Connectors, Expansion Modules/Ports, Firewall Devices, Hubs,Line Drivers, MSAUs, Routers, Transceivers, Switches, etc.(A-204-00)
0
Jill Grossman281-568-9787281-568-5152 Faxjill@brookscompany.com
Vendor Line Categories Bid% Discount or
PricingBuyquest, Inc. 13 Video and Audio Systems, Components, Accessories and Parts (A-880-11) 3-7Sarah Bratcher & Allison Boop866-952-3334585-445-7216 Faxsbratcher@buyquest.com
Vendor Line Categories Bid% Discount or
PricingC. Link, LLC 1 Cable Construction, Installation and Maintenance (Fiber Optic, Communication,
Computer, etc.) (A-962-18)0-5
Lance Stewart 2 Intercom Systems (A-725-32) 0-5281-997-9111 7 Security Systems/ Card Access/ Security Equipment and Services
(A-906-78)0-5
281-997-9181 Fax 11 Telephone Systems, Components, Conference Sets, High Volume, CallAnswering, Headsets, Accessories, etc. (A-725-55)
0-5
lance@clinkcorp.com 12 Uninterruptible Power Supplies (A-204-72) 0-513 Video and Audio Systems, Components, Accessories and Parts (A-880-11) 0-5
Vendor Line Categories Bid% Discount or
PricingCadan Assistive Technologies 1 Cable Construction, Installation and Maintenance (Fiber Optic, Communication,
Computer, etc.) (A-962-18)13
Abby Wirth 2 Intercom Systems (A-725-32) 13952-278-0555 3 Computer/Hardware/Peripherals including Network Components: Adapter
Cards, Bridges, Connectors, Expansion Modules/Ports, Firewall Devices, Hubs,Line Drivers, MSAUs, Routers, Transceivers, Switches, etc.(A-204-00)
13
651-457-3534 Fax 4 Networking Services, Including Installation, Security And Maintenance(A-939-72)
13
sales@cadan.com 5 PC, Laptops, Handheld Computers, Notebooks, Printers, PDA’s, accessories,Peripherals, etc. (A-204-52)
13
6 Repair Services – PC, Laptops, Handheld Computers, Notebooks, Printers,PDA’s, etc. (A-939-00)
13
7 Security Systems/ Card Access/ Security Equipment and Services(A-906-78)
13
8 Servers – Microcomputer (Application, Database, File, Mail, Network, Web,Software etc.) (A-209-00)
13
9 Software (A-208-00A) 1310 Telephone Service Providers (A-915-77) 1311 Telephone Systems, Components, Conference Sets, High Volume, Call
Answering, Headsets, Accessories, etc. (A-725-55)13
12 Uninterruptible Power Supplies (A-204-72) 1313 Video and Audio Systems, Components, Accessories and Parts (A-880-11) 1314 Wireless Service Providers and Equipment (A-725-51) 13
Vendor Line Categories Bid% Discount or
PricingCLS Technology, Inc. 2 Intercom Systems (A-725-32) 25Robert Wimberley 7 Security Systems/ Card Access/ Security Equipment and Services
(A-906-78)20
713-315-0891281-347-7975 Faxrwimberley@clstechnology.net
Vendor Line Categories Bid% Discount or
PricingCollege Guidance Consultants 8 Servers – Microcomputer (Application, Database, File, Mail, Network, Web,
Software etc.) (A-209-00)10
Marilyn Balke-Lowry713-907-5454707-885-3973 Faxcgc322@comcast.net
21
1606 Technology Related Equipment, Software, Security Equipment and Supplies
Page 3 of 11
Vendor Line Categories Bid% Discount or
PricingComcast Cable Communication Management 1 Cable Construction, Installation and Maintenance (Fiber Optic, Communication,
Computer, etc.) (A-962-18)0
Jim Segovia 4 Networking Services, Including Installation, Security And Maintenance(A-939-72)
0
412-747-6489215-286-1040 Faxwilliam_eubanks@cable.comcast.com
Vendor Line Categories Bid% Discount or
PricingCo-nexus Communication Systems, Inc. 1 Cable Construction, Installation and Maintenance (Fiber Optic, Communication,
Computer, etc.) (A-962-18)5-15
Jeff Hardin 2 Intercom Systems (A-725-32) 0713-934-3908 3 Computer/Hardware/Peripherals including Network Components: Adapter
Cards, Bridges, Connectors, Expansion Modules/Ports, Firewall Devices, Hubs,Line Drivers, MSAUs, Routers, Transceivers, Switches, etc.(A-204-00)
0
713-934-5908 Fax 4 Networking Services, Including Installation, Security And Maintenance(A-939-72)
0
jeff.hardin@co-nexus.com 5 PC, Laptops, Handheld Computers, Notebooks, Printers, PDA’s, accessories,Peripherals, etc. (A-204-52)
0
6 Repair Services – PC, Laptops, Handheld Computers, Notebooks, Printers,PDA’s, etc. (A-939-00)
0
7 Security Systems/ Card Access/ Security Equipment and Services(A-906-78)
5-15
8 Servers – Microcomputer (Application, Database, File, Mail, Network, Web,Software etc.) (A-209-00)
0
9 Software (A-208-00A) 20-3010 Telephone Service Providers (A-915-77) 011 Telephone Systems, Components, Conference Sets, High Volume, Call
Answering, Headsets, Accessories, etc. (A-725-55)20-30
12 Uninterruptible Power Supplies (A-204-72) 013 Video and Audio Systems, Components, Accessories and Parts (A-880-11) 014 Wireless Service Providers and Equipment (A-725-51) 0
Vendor Line Categories Bid% Discount or
PricingCueBlue 1 Cable Construction, Installation and Maintenance (Fiber Optic, Communication,
Computer, etc.) (A-962-18)0
Bill Sellers 2 Intercom Systems (A-725-32) 0713-357-6650 13 Video and Audio Systems, Components, Accessories and Parts (A-880-11) 0713-357-6651 Faxsales@cueblue.com
Vendor Line Categories Bid% Discount or
PricingCybersoft Technologies, Inc. 5 PC, Laptops, Handheld Computers, Notebooks, Printers, PDA’s, accessories,
Peripherals, etc. (A-204-52)0
Mark Stevenson 6 Repair Services – PC, Laptops, Handheld Computers, Notebooks, Printers,PDA’s, etc. (A-939-00)
0
281-453-8515 7 Security Systems/ Card Access/ Security Equipment and Services(A-906-78)
0
281-895-9555 Fax 8 Servers – Microcomputer (Application, Database, File, Mail, Network, Web,Software etc.) (A-209-00)
0
mark.stevenson@primeroedge.com 9 Software (A-208-00A) 0-1012 Uninterruptible Power Supplies (A-204-72) 0
Vendor Line Categories Bid% Discount or
PricingData Projections, Inc. 13 Video and Audio Systems, Components, Accessories and Parts (A-880-11) VariesHouston Ed Sales Team713-781-1999713-781-3338 Faxhoustonedsalesteam@dataprojections.com
22
1606 Technology Related Equipment, Software, Security Equipment and Supplies
Page 4 of 11
Vendor Line Categories Bid% Discount or
PricingDell Marketing, L.P. 3 Computer/Hardware/Peripherals including Network Components: Adapter
Cards, Bridges, Connectors, Expansion Modules/Ports, Firewall Devices, Hubs,Line Drivers, MSAUs, Routers, Transceivers, Switches, etc.(A-204-00)
1
Lindsey Nordling 4 Networking Services, Including Installation, Security And Maintenance(A-939-72)
1
512-513-9788 5 PC, Laptops, Handheld Computers, Notebooks, Printers, PDA’s, accessories,Peripherals, etc. (A-204-52)
1
512-283-4197 Fax 6 Repair Services – PC, Laptops, Handheld Computers, Notebooks, Printers,PDA’s, etc. (A-939-00)
1
Lindsey_Nordling@dell.com 7 Security Systems/ Card Access/ Security Equipment and Services(A-906-78)
1
8 Servers – Microcomputer (Application, Database, File, Mail, Network, Web,Software etc.) (A-209-00)
1
9 Software (A-208-00A) 112 Uninterruptible Power Supplies (A-204-72) 113 Video and Audio Systems, Components, Accessories and Parts (A-880-11) 114 Wireless Service Providers and Equipment (A-725-51) 1
Vendor Line Categories Bid% Discount or
PricingEduphoria 9 Software (A-208-00A) 0Mary Keith972-478-1527214-291-5255 Faxsales@eduphoria.net
Vendor Line Categories Bid% Discount or
PricingFrontline Technologies Group, LLC 1 Cable Construction, Installation and Maintenance (Fiber Optic, Communication,
Computer, etc.) (A-962-18)0
Collin Osburn 2 Intercom Systems (A-725-32) 0484-328-4586 3 Computer/Hardware/Peripherals including Network Components: Adapter
Cards, Bridges, Connectors, Expansion Modules/Ports, Firewall Devices, Hubs,Line Drivers, MSAUs, Routers, Transceivers, Switches, etc.(A-204-00)
0
888-942-0337 Fax 4 Networking Services, Including Installation, Security And Maintenance(A-939-72)
0
cosburn@frontlinetechnologies.com 5 PC, Laptops, Handheld Computers, Notebooks, Printers, PDA’s, accessories,Peripherals, etc. (A-204-52)
0
6 Repair Services – PC, Laptops, Handheld Computers, Notebooks, Printers,PDA’s, etc. (A-939-00)
0
7 Security Systems/ Card Access/ Security Equipment and Services(A-906-78)
0
Vendor Line Categories Bid% Discount or
PricingFrontline Technologies Group, LLC continued 0
8 Servers – Microcomputer (Application, Database, File, Mail, Network, Web,Software etc.) (A-209-00)
0
9 Software (A-208-00A) 010 Telephone Service Providers (A-915-77) 011 Telephone Systems, Components, Conference Sets, High Volume, Call
Answering, Headsets, Accessories, etc. (A-725-55)0
12 Uninterruptible Power Supplies (A-204-72) 013 Video and Audio Systems, Components, Accessories and Parts (A-880-11) 014 Wireless Service Providers and Equipment (A-725-51) 0
Vendor Line Categories Bid% Discount or
PricingGraybar 2 Intercom Systems (A-725-32) 2-70Aaron Cronin 3 Computer/Hardware/Peripherals including Network Components: Adapter
Cards, Bridges, Connectors, Expansion Modules/Ports, Firewall Devices, Hubs,Line Drivers, MSAUs, Routers, Transceivers, Switches, etc.(A-204-00)
3-70
346-228-1173 5 PC, Laptops, Handheld Computers, Notebooks, Printers, PDA’s, accessories,Peripherals, etc. (A-204-52)
0-70
713-423-2930 Fax 7 Security Systems/ Card Access/ Security Equipment and Services(A-906-78)
5-70
aaron.cronin@graybar.com 11 Telephone Systems, Components, Conference Sets, High Volume, CallAnswering, Headsets, Accessories, etc. (A-725-55)
5-70
12 Uninterruptible Power Supplies (A-204-72) 5-7013 Video and Audio Systems, Components, Accessories and Parts (A-880-11) 5-7014 Wireless Service Providers and Equipment (A-725-51) 5-70
23
1606 Technology Related Equipment, Software, Security Equipment and Supplies
Page 5 of 11
Vendor Line Categories Bid% Discount or
PricingIdentity Automation, LP 9 Software (A-208-00A) VariesJohn Mixon281-220-0021281-817-5579 Faxsales@identityautomation.com
Vendor Line Categories Bid% Discount or
PricingIDN Acme 7 Security Systems/ Card Access/ Security Equipment and Services
(A-906-78)35-50
Danny Hoffman 12 Uninterruptible Power Supplies (A-204-72) 40713-668-0022713-668-8050 Faxdhoffman@idnacme.com
Vendor Line Categories Bid% Discount or
PricingInterfacing Company of Texas (ICTX) 1 Cable Construction, Installation and Maintenance (Fiber Optic, Communication,
Computer, etc.) (A-962-18)Varies
Christi Caple713-895-0002713-895-0088 Faxacct@ictxwavemedia.net
Vendor Line Categories Bid% Discount or
PricingIXL Learning, Inc. 9 Software (A-208-00A) 0Ian Moore650-372-4300650-372-4301 Faxorders@ixl.com
Vendor Line Categories Bid% Discount or
PricingJudy Lynn Software, Inc. 9 Software (A-208-00A) 0Elliot Pludwinski732-390-8845Noneelliot@judylynn.com
Vendor Line Categories Bid% Discount or
PricingKomputer Plus Peripherals 3 Computer/Hardware/Peripherals including Network Components: Adapter
Cards, Bridges, Connectors, Expansion Modules/Ports, Firewall Devices, Hubs,Line Drivers, MSAUs, Routers, Transceivers, Switches, etc.(A-204-00)
10-30
Eugene Pascual 5 PC, Laptops, Handheld Computers, Notebooks, Printers, PDA’s, accessories,Peripherals, etc. (A-204-52)
10-30
281-879-8200 6 Repair Services – PC, Laptops, Handheld Computers, Notebooks, Printers,PDA’s, etc. (A-939-00)
10-30
281-879-8216 Fax 8 Servers – Microcomputer (Application, Database, File, Mail, Network, Web,Software etc.) (A-209-00)
10-30
sjbaltazar@komputerplus.com 9 Software (A-208-00A) 10-3012 Uninterruptible Power Supplies (A-204-72) 10-3013 Video and Audio Systems, Components, Accessories and Parts (A-880-11) 10-30
Vendor Line Categories Bid% Discount or
PricingKynetic Technologies, LLC 3 Computer/Hardware/Peripherals including Network Components: Adapter
Cards, Bridges, Connectors, Expansion Modules/Ports, Firewall Devices, Hubs,Line Drivers, MSAUs, Routers, Transceivers, Switches, etc.(A-204-00)
0
John Wells 4 Networking Services, Including Installation, Security And Maintenance(A-939-72)
0
713-851-9550 5 PC, Laptops, Handheld Computers, Notebooks, Printers, PDA’s, accessories,Peripherals, etc. (A-204-52)
0
727-447-8620 Fax 8 Servers – Microcomputer (Application, Database, File, Mail, Network, Web,Software etc.) (A-209-00)
0
JohnW@Kynetictech.com 9 Software (A-208-00A) 013 Video and Audio Systems, Components, Accessories and Parts (A-880-11) 0
24
1606 Technology Related Equipment, Software, Security Equipment and Supplies
Page 6 of 11
Vendor Line Categories Bid% Discount or
PricingLCD Concepts, Inc. 3 Computer/Hardware/Peripherals including Network Components: Adapter
Cards, Bridges, Connectors, Expansion Modules/Ports, Firewall Devices, Hubs,Line Drivers, MSAUs, Routers, Transceivers, Switches, etc.(A-204-00)
Varies
Nancy Olson 13 Video and Audio Systems, Components, Accessories and Parts (A-880-11) Varies281-334-5181 ext 102866-580-8794 Faxnancy@lcdconcepts.com
Vendor Line Categories Bid% Discount or
PricingLensec, LLC 1 Cable Construction, Installation and Maintenance (Fiber Optic, Communication,
Computer, etc.) (A-962-18)15
David S. Martin 3 Computer/Hardware/Peripherals including Network Components: AdapterCards, Bridges, Connectors, Expansion Modules/Ports, Firewall Devices, Hubs,Line Drivers, MSAUs, Routers, Transceivers, Switches, etc.(A-204-00)
15
512-318-3829 4 Networking Services, Including Installation, Security And Maintenance(A-939-72)
15
713-395-0597 Fax 5 PC, Laptops, Handheld Computers, Notebooks, Printers, PDA’s, accessories,Peripherals, etc. (A-204-52)
15
dmartin@lensec.com 7 Security Systems/ Card Access/ Security Equipment and Services(A-906-78)
15
9 Software (A-208-00A) 1512 Uninterruptible Power Supplies (A-204-72) 1514 Wireless Service Providers and Equipment (A-725-51) 15
Vendor Line Categories Bid% Discount or
PricingMDL Enterprise, Inc. 1 Cable Construction, Installation and Maintenance (Fiber Optic, Communication,
Computer, etc.) (A-962-18)10-30
Dennis Lamm 2 Intercom Systems (A-725-32) 10-30713-771-6350 3 Computer/Hardware/Peripherals including Network Components: Adapter
Cards, Bridges, Connectors, Expansion Modules/Ports, Firewall Devices, Hubs,Line Drivers, MSAUs, Routers, Transceivers, Switches, etc.(A-204-00)
10-30
713-771-6380 Fax 4 Networking Services, Including Installation, Security And Maintenance(A-939-72)
10-30
dlamm@mdlent.com 5 PC, Laptops, Handheld Computers, Notebooks, Printers, PDA’s, accessories,Peripherals, etc. (A-204-52)
10-30
6 Repair Services – PC, Laptops, Handheld Computers, Notebooks, Printers,PDA’s, etc. (A-939-00)
10-30
7 Security Systems/ Card Access/ Security Equipment and Services(A-906-78)
10-30
8 Servers – Microcomputer (Application, Database, File, Mail, Network, Web,Software etc.) (A-209-00)
10-30
9 Software (A-208-00A) 10-3011 Telephone Systems, Components, Conference Sets, High Volume, Call
Answering, Headsets, Accessories, etc. (A-725-55)10-30
12 Uninterruptible Power Supplies (A-204-72) 10-3013 Video and Audio Systems, Components, Accessories and Parts (A-880-11) 10-3014 Wireless Service Providers and Equipment (A-725-51) 10-30
Vendor Line Categories Bid% Discount or
PricingNetsync Network Solutions 1 Cable Construction, Installation and Maintenance (Fiber Optic, Communication,
Computer, etc.) (A-962-18)10-50
Nicholas Schafer 3 Computer/Hardware/Peripherals including Network Components: AdapterCards, Bridges, Connectors, Expansion Modules/Ports, Firewall Devices, Hubs,Line Drivers, MSAUs, Routers, Transceivers, Switches, etc.(A-204-00)
10-50
832-607-6622 4 Networking Services, Including Installation, Security And Maintenance(A-939-72)
10-50
713-664-9964 Fax 5 PC, Laptops, Handheld Computers, Notebooks, Printers, PDA’s, accessories,Peripherals, etc. (A-204-52)
10-50
nschafer@netsyncnetwork.com 6 Repair Services – PC, Laptops, Handheld Computers, Notebooks, Printers,PDA’s, etc. (A-939-00)
10-50
7 Security Systems/ Card Access/ Security Equipment and Services(A-906-78)
10-50
8 Servers – Microcomputer (Application, Database, File, Mail, Network, Web,Software etc.) (A-209-00)
10-50
9 Software (A-208-00A) 10-5011 Telephone Systems, Components, Conference Sets, High Volume, Call
Answering, Headsets, Accessories, etc. (A-725-55)10-50
12 Uninterruptible Power Supplies (A-204-72) 10-5013 Video and Audio Systems, Components, Accessories and Parts (A-880-11) 10-5014 Wireless Service Providers and Equipment (A-725-51) 10-50
25
1606 Technology Related Equipment, Software, Security Equipment and Supplies
Page 7 of 11
Vendor Line Categories Bid% Discount or
PricingOffice Depot 1 Cable Construction, Installation and Maintenance (Fiber Optic, Communication,
Computer, etc.) (A-962-18)Varies
Debbie Fitzhugh 2 Intercom Systems (A-725-32) Varies713-996-3144 3 Computer/Hardware/Peripherals including Network Components: Adapter
Cards, Bridges, Connectors, Expansion Modules/Ports, Firewall Devices, Hubs,Line Drivers, MSAUs, Routers, Transceivers, Switches, etc.(A-204-00)
Varies
None 4 Networking Services, Including Installation, Security And Maintenance(A-939-72)
Varies
Debbie.Fitzhugh@OfficeDepot.com 5 PC, Laptops, Handheld Computers, Notebooks, Printers, PDA’s, accessories,Peripherals, etc. (A-204-52)
Varies
6 Repair Services – PC, Laptops, Handheld Computers, Notebooks, Printers,PDA’s, etc. (A-939-00)
Varies
7 Security Systems/ Card Access/ Security Equipment and Services(A-906-78)
Varies
8 Servers – Microcomputer (Application, Database, File, Mail, Network, Web,Software etc.) (A-209-00)
Varies
9 Software (A-208-00A) Varies10 Telephone Service Providers (A-915-77) Varies11 Telephone Systems, Components, Conference Sets, High Volume, Call
Answering, Headsets, Accessories, etc. (A-725-55)Varies
Vendor Line Categories Bid% Discount or
PricingOffice Depot (continued)
12 Uninterruptible Power Supplies (A-204-72) Varies13 Video and Audio Systems, Components, Accessories and Parts (A-880-11) Varies14 Wireless Service Providers and Equipment (A-725-51) Varies
Vendor Line Categories Bid% Discount or
PricingPCCare, Inc. 1 Cable Construction, Installation and Maintenance (Fiber Optic, Communication,
Computer, etc.) (A-962-18)0
Jason Oakes 3 Computer/Hardware/Peripherals including Network Components: AdapterCards, Bridges, Connectors, Expansion Modules/Ports, Firewall Devices, Hubs,Line Drivers, MSAUs, Routers, Transceivers, Switches, etc.(A-204-00)
10-25
979-297-1117 4 Networking Services, Including Installation, Security And Maintenance(A-939-72)
0
979-297-1498 Fax 5 PC, Laptops, Handheld Computers, Notebooks, Printers, PDA’s, accessories,Peripherals, etc. (A-204-52)
10-40
joakes@pccare-inc.com 6 Repair Services – PC, Laptops, Handheld Computers, Notebooks, Printers,PDA’s, etc. (A-939-00)
0
8 Servers – Microcomputer (Application, Database, File, Mail, Network, Web,Software etc.) (A-209-00)
10-40
9 Software (A-208-00A) 5-2012 Uninterruptible Power Supplies (A-204-72) 10-3013 Video and Audio Systems, Components, Accessories and Parts (A-880-11) 10-3014 Wireless Service Providers and Equipment (A-725-51) 10-30
Vendor Line Categories Bid% Discount or
PricingPhilstyn AV 2 Intercom Systems (A-725-32) 0Cathy Thompson 13 Video and Audio Systems, Components, Accessories and Parts (A-880-11) 0713-747-7000713-748-2421 Faxcathy@philstyn-av.com
Vendor Line Categories Bid% Discount or
PricingPiraino Consulting, Inc. 9 Software (A-208-00A) 0-50Nicki Slanker 13 Video and Audio Systems, Components, Accessories and Parts (A-880-11) 0-50979-324-8988501-504-6653 Faxnicki@pirainoconsulting.com
Vendor Line Categories Bid% Discount or
PricingPlanGrid 9 Software (A-208-00A) VariesScott Dawe281-732-4172Nonescott.dawe@plangrid.com
26
1606 Technology Related Equipment, Software, Security Equipment and Supplies
Page 8 of 11
Vendor Line Categories Bid% Discount or
PricingPro SVL, Inc. 2 Intercom Systems (A-725-32) 5-25Danny Hill 12 Uninterruptible Power Supplies (A-204-72) 5-25888-441-8500 13 Video and Audio Systems, Components, Accessories and Parts (A-880-11) 5-25850-484-4201 Faxdanny@prosvl.com
Vendor Line Categories Bid% Discount or
PricingProComputing Corporation 1 Cable Construction, Installation and Maintenance (Fiber Optic, Communication,
Computer, etc.) (A-962-18)2
Michael McKinstry 2 Intercom Systems (A-725-32) 2214 634-2450 ext 8350 3 Computer/Hardware/Peripherals including Network Components: Adapter
Cards, Bridges, Connectors, Expansion Modules/Ports, Firewall Devices, Hubs,Line Drivers, MSAUs, Routers, Transceivers, Switches, etc.(A-204-00)
2
214-634-2449 Fax 4 Networking Services, Including Installation, Security And Maintenance(A-939-72)
2
sales@procomputing.com 9 Software (A-208-00A) 213 Video and Audio Systems, Components, Accessories and Parts (A-880-11) 2
Vendor Line Categories Bid% Discount or
PricingPyramid School Products 12 Uninterruptible Power Supplies (A-204-72) 20Kenneth D. Miller 13 Video and Audio Systems, Components, Accessories and Parts (A-880-11) 30800-792-2644 ext 225813-621-7688 Faxorders@pyramidsp.com
Vendor Line Categories Bid% Discount or
PricingRank One Sport 9 Software (A-208-00A) 0Brian Mann940-594-5961940-458-7364 Faxbmann@rankonesport.com
Vendor Line Categories Bid% Discount or
PricingRELAMPIT 13 Video and Audio Systems, Components, Accessories and Parts (A-880-11) 37-60Lorane Crawford631-244-0051631-244-0053 Faxlcrawford@relampit.com
Vendor Line Categories Bid% Discount or
PricingRenaissance Learning, Inc. 9 Software (A-208-00A) 0Jennifer Ivy877-988-0735866-558-4056 FaxJennifer.Ivy@renaissance.com dept10@renaissance.com
Vendor Line Categories Bid% Discount or
PricingRicoh USA, Inc. 3 Computer/Hardware/Peripherals including Network Components: Adapter
Cards, Bridges, Connectors, Expansion Modules/Ports, Firewall Devices, Hubs,Line Drivers, MSAUs, Routers, Transceivers, Switches, etc.(A-204-00)
15
Kevin Box 4 Networking Services, Including Installation, Security And Maintenance(A-939-72)
15
832-308-7336 5 PC, Laptops, Handheld Computers, Notebooks, Printers, PDA’s, accessories,Peripherals, etc. (A-204-52)
15
713-290-2924 Fax 6 Repair Services – PC, Laptops, Handheld Computers, Notebooks, Printers,PDA’s, etc. (A-939-00)
15
kevin.box@ricoh-usa.com 7 Security Systems/ Card Access/ Security Equipment and Services(A-906-78)
15
8 Servers – Microcomputer (Application, Database, File, Mail, Network, Web,Software etc.) (A-209-00)
15
9 Software (A-208-00A) 1511 Telephone Systems, Components, Conference Sets, High Volume, Call
Answering, Headsets, Accessories, etc. (A-725-55)15
12 Uninterruptible Power Supplies (A-204-72) 1513 Video and Audio Systems, Components, Accessories and Parts (A-880-11) 1514 Wireless Service Providers and Equipment (A-725-51) 15
27
1606 Technology Related Equipment, Software, Security Equipment and Supplies
Page 9 of 11
Vendor Line Categories Bid% Discount or
PricingSEAS Education 9 Software (A-208-00A) 0Paul Gigliotti877-221-7327870-425-7111 Faxpaul.gigliotti@seaseducation.com
Vendor Line Categories Bid% Discount or
PricingSilicon Mountain Memory 3 Computer/Hardware/Peripherals including Network Components: Adapter
Cards, Bridges, Connectors, Expansion Modules/Ports, Firewall Devices, Hubs,Line Drivers, MSAUs, Routers, Transceivers, Switches, etc.(A-204-00)
50
Roy Lunde 5 PC, Laptops, Handheld Computers, Notebooks, Printers, PDA’s, accessories,Peripherals, etc. (A-204-52)
50
888-745-6866303-938-1166 Faxrlunde@smmdirect.com
Vendor Line Categories Bid% Discount or
PricingSystem Five Ltd. Co. 3 Computer/Hardware/Peripherals including Network Components: Adapter
Cards, Bridges, Connectors, Expansion Modules/Ports, Firewall Devices, Hubs,Line Drivers, MSAUs, Routers, Transceivers, Switches, etc.(A-204-00)
0
Erran Botha 9 Software (A-208-00A) 0972-865-2455972-674-3801 Faxerran@sysv.com
Vendor Line Categories Bid% Discount or
PricingTCG Group Holdings, LLP 9 Software (A-208-00A) 50Scott Hauptmann512-600-5230512-600-5330 Faxshauptmann@tcgservices.com
Vendor Line Categories Bid% Discount or
PricingTroxell Communications, Inc. 3 Computer/Hardware/Peripherals including Network Components: Adapter
Cards, Bridges, Connectors, Expansion Modules/Ports, Firewall Devices, Hubs,Line Drivers, MSAUs, Routers, Transceivers, Switches, etc.(A-204-00)
1-65
Adela Briner 4 Networking Services, Including Installation, Security And Maintenance(A-939-72)
1-65
281-538-2497 5 PC, Laptops, Handheld Computers, Notebooks, Printers, PDA’s, accessories,Peripherals, etc. (A-204-52)
1-65
281-538-5484 Fax 8 Servers – Microcomputer (Application, Database, File, Mail, Network, Web,Software etc.) (A-209-00)
1-65
adela.briner@trox.com 9 Software (A-208-00A) 1-6511 Telephone Systems, Components, Conference Sets, High Volume, Call
Answering, Headsets, Accessories, etc. (A-725-55)1-65
12 Uninterruptible Power Supplies (A-204-72) 5-6513 Video and Audio Systems, Components, Accessories and Parts (A-880-11) 5-6514 Wireless Service Providers and Equipment (A-725-51) 1-65
Vendor Line Categories Bid% Discount or
PricingVideo Insight, Inc. 7 Security Systems/ Card Access/ Security Equipment and Services
(A-906-78)Varies
John Fenderson713-621-9779 ext 363713-621-7281 Faxcentral@video-insight.com
28
1606 Technology Related Equipment, Software, Security Equipment and Supplies
Page 10 of 11
Vendor Line Categories Bid% Discount or
PricingVirtucom 1 Cable Construction, Installation and Maintenance (Fiber Optic, Communication,
Computer, etc.) (A-962-18)0
Eric Maldonado 3 Computer/Hardware/Peripherals including Network Components: AdapterCards, Bridges, Connectors, Expansion Modules/Ports, Firewall Devices, Hubs,Line Drivers, MSAUs, Routers, Transceivers, Switches, etc.(A-204-00)
0
512-887-3920 4 Networking Services, Including Installation, Security And Maintenance(A-939-72)
0
770-908-8007 Fax 5 PC, Laptops, Handheld Computers, Notebooks, Printers, PDA’s, accessories,Peripherals, etc. (A-204-52)
0
emaldonado@virtucom.com 6 Repair Services – PC, Laptops, Handheld Computers, Notebooks, Printers,PDA’s, etc. (A-939-00)
0
8 Servers – Microcomputer (Application, Database, File, Mail, Network, Web,Software etc.) (A-209-00)
0
9 Software (A-208-00A) 012 Uninterruptible Power Supplies (A-204-72) 013 Video and Audio Systems, Components, Accessories and Parts (A-880-11) 014 Wireless Service Providers and Equipment (A-725-51) 0
Vendor Line Categories Bid% Discount or
PricingWebinopoly, Inc. 5 PC, Laptops, Handheld Computers, Notebooks, Printers, PDA’s, accessories,
Peripherals, etc. (A-204-52)15
Moe Farhat 8 Servers – Microcomputer (Application, Database, File, Mail, Network, Web,Software etc.) (A-209-00)
15
713-805-5888 9 Software (A-208-00A) 15484-322-8592 Faxmoe@webinopoly.com
29
VendorAble Infosat Communications, Inc.ACP DirectAG iRepairAtricom TelecommunicationsAves Audio Visual Systems, Inc. Blackboard, Inc.Brooks Duplicator CompanyBuyquest, Inc.C. Link, LLCCadan Assistive TechnologiesCLS Technology, Inc.College Guidance ConsultantsComcast Cable Communication ManagementCo-nexus Communication Systems, Inc.CueBlueCybersoft Technologies, Inc.Data Projections, Inc.Dell Marketing, L.P.EduphoriaFrontline Technologies Group, LLCGraybarIdentity Automation, LPIDN AcmeInterfacing Company of Texas (ICTX)IXL Learning, Inc.Judy Lynn Software, Inc.Komputer Plus PeripheralsKynetic Technologies, LLCLCD Concepts, Inc. Lensec, LLCMDL Enterprise, Inc. Netsync Network SolutionsOffice DepotPCCare, Inc.Philstyn AVPiraino Consulting, Inc.PlanGridPro SVL, Inc.ProComputing CorporationPyramid School ProductsRank One SportRELAMPITRenaissance Learning, Inc.Ricoh USA, Inc.SEAS EducationSilicon Mountain MemorySystem Five Ltd. Co.TCG Group Holdings, LLPTroxell Communications, Inc.Video Insight, Inc.VirtucomWebinopoly, Inc.
30
Alvin Independent School District
June 14, 2016
To AISD Board of Trustees
Agendum
Request to Consider Professional Service Contract for 2016 – 2017.
Category Business
Resource Personnel
Susan Wilson, Chief Financial Officer
Attachments
Memo from Mickie Dietrich, Purchasing Director
Rationale The following Professional Services contracts have been
negotiated for Wetlands Professional Services and for EHRA –
which have an anticipated amounts expected to exceed $75,000.
District Goal(s) Fiscal Responsibility
Budget Implications
In Budget
Recommendation or
Proposed Motion
That Board approve the Professional Service Contract as
presented.
31
301 E. House St. ♦ Alvin, TX 77511 ♦ 281-824-0567 ♦ FAX 281-585-4567
Physical Address: 2200 Stapp Maxwell, Alvin, Texas
ALVIN INDEPENDENT SCHOOL DISTRICT
Mickie Dietrich
Director of Purchasing
Jennifer Ortiz
Contract Specialist
May 25, 2016
To: Susan Wilson, Pat Miller
From: Mickie Dietrich, Jennifer Ortiz
Subj: Professional Service Contract
Under the state Purchasing Law, Subsection 44.031(f) in regards to Professional Services, architects, attorneys,
CPAs, engineers and fiscal agents may opted to follow Texas Government Code 2254.003 for the award of a
contract. Additionally information under 44.031 (f), states competitive bids shall not be solicited for professional
services of any licensed or registered certified public accountant, architect, landscape architect, land surveyor,
physician, optometrist, professional engineer, state-certified or state-licensed real estate appraiser, or registered
nurse. Texas Government Code 2254.003 basically states that the district ”may not select a provider of professional
services or a group or association of providers or award a contract for the services on the basis of competitive bids
submitted for the contract or for the services, but shall make the selection and award… on the basis of demonstrated
competence and qualifications to perform the services; and… for a fair and reasonable price.”
Upon review of the currently received Professional Services Contract, vendors shall be required to meet the
CH(Local) provision whereby any single line item over $75,000 must have board approval, regardless of whether
the goods or services are competitively bid. Currently, we have the following vendor that will meet the criteria of
board approval for single line item expenditure over $75,000.
Wetlands Professional Services Professional Engineer for Proposal to maintain 95 acres in Iowa Colony
Cty Rd 64 by mowing vegetation and re0establishing good drainage
Anticipated Line Item Expenditure $101,850.00
EHRA Professional Surveying, Engineering and Construction Phase Services
for Iowa Colony Blvd to serve Meridiana, Alvin ISD tract, MUD #55
Anticipated Line Item Expenditure $294,000.00 plus reimbursements
We are requesting award of the following Professional Service Contract meeting the over $75,000 criteria.
We anticipate submitting approvals for Professional Service Contracts with detail of expenditures over $75,000
throughout the year.
32
Alvin Independent School District
June 14, 2016
To AISD Board of Trustees
Agendum
Request to Consider District Athletic Trainers
Category Business
Resource Personnel Susan Wilson, Chief Financial Officer
Attachments
Memo from Mickie Dietrich, Purchasing Director
Rationale Request that Board approve Methodist Hospital to renew our
contract for District Athletic Trainers.
District Goal(s) Fiscal Responsibility
Budget Implications
In Budget
Recommendation or
Proposed Motion
That Board approve Methodist Hospital for Athletic Trainers
for the District.
33
MEMORANDUM
TO: Susan R. Wilson, Chief Financial Officer
FROM: Mickie Dietrich, Director of Purchasing
Michael Bass, Director of Athletics
Jennifer Ortiz, Contract Specialist
DATE: May 27, 2016
RE: District Wide Athletic Trainers
In the best interest of the District, a Request for Qualifications was sent out on March 8, 2016.
Three responses were received, with two qualifying RFQ submitted by Methodist and Memorial
Hermann which serve school districts of the same size or larger. Although not required by either
state or federal law, a competitive process was utilized for this year’s selection.
As stated in the State Purchasing Law 44.031(f) and Texas School Law Sec. 2254.002-003, a
district is not required to select a provider of professional services through the competitive bid
process but shall make their selections based upon demonstrated competence, qualifications and
reasonable pricing which may not exceed the maximum professional fees for the prescribed
service as provided by law.
We are requesting approval of Methodist Hospital for our District Wide Athletic Trainers
Program.
34
Alvin Independent School District
June 14, 2016
To AISD Board of Trustees
Agendum
Request to Consider Dental, Property and Student Insurance
Category Business
Resource Personnel
Susan Wilson, Chief Financial Officer
Attachments
Plan Premiums, Plan Rates, and Summary Sheets
Rationale Dental Plan
The District Insurance Committee met in May and has
completed their review of the proposals for Dental Insurance and has recommended moving to Met Life. Met Life came in
with the most competitive rate, a very large network, and a
two year rate guarantee with an option to renew for years three and four with an 8.5% cap per year.
Property Insurance
The annual cost for the Property Insurance last year was
$1,442,839 and the submission for 2016-2017 year is $1,409,451. Even with an increase of $186,249,792 in
property value the district is receiving a premium savings of
$33,388. We are recommending Victory Insurance for our property Insurance.
Student Insurance We are requesting that The Brokerage Store be awarded the
bid. They are the only company that is offering a two year
rate guarantee of $101,141.00. We feel that this is the key
point in our recommendation with our expected enrollment growth and an anticipated increase in claims.
District Goal(s) Fiscal Responsibility
Budget Implications
In Budget
Recommendation or
Proposed Motion
That Board approve Dental, Property and Student Insurance
as presented.
35
301 E. House St. ♦ Alvin, TX 77511 ♦ 281-824-0567 ♦ FAX 281-585-4567
Physical Address: 2200 Stapp Maxwell, Alvin, Texas
ALVIN INDEPENDENT SCHOOL DISTRICT
Mickie Dietrich
Director of
Purchasing
May 26, 2015
TO: Susan Wilson
FROM: Mickie Dietrich
Donnie Marek
SUBJ: Request for Award of 1605 Dental Insurance
A Dental Insurance Request for proposal was extended to over 15 vendors by mail, fax or email. Additional
information on the proposal was extended through the legal notice in our county newspaper and on the district
Purchasing website.
There was considerable interest in the RFP, with 12 companies submitting proposals.
The District Insurance Committee has completed the review of the Dental Plan and has recommended moving to
Met Life for a two year rate guarantee with the option of renewing for two additional years with an 8.5% cap for
each year. Cigna’s (current carrier) renewal has an increase for the core plan of 16.5% and the enriched plan for
16.5%. Met Life came in with an increase over current of 6.1% for the core plan and 8.3% for the enriched plan.
Met Life also offers a dedicated national account manager and a local representative. 97% of claims are processed
in 10 days. Of the top 74 currently used providers through Met Life, the core plan has 51 providers currently in
network verse Cigna having 41 providers in network.
36
Dual option CurrentCore Enhanced
In Network Out Network In Network Out Network
Coverage TypeA - Preventive 100% 100% 100% 100%B - Basic 70% 70% 80% 80%C - Major 40% 40% 50% 50%D - Orthodontia 40% 40% 50% 50%
Percentile of R&C OON MAC 90th
DeductibleIndividual $50 $50Family $150 $150
Annual Max BenefitPer Person $1,000 $1,500
Lifetime Ortho MaxPer Person $1,000 $1,500
Late Entrant Not Allowed Not Allowed
Rate GuaranteeYear 1 Yes YesYear 2 Yes YesYear 3 No No
RatesEmployee Only $15.49 $23.72Spouse add-on $14.20 $45.45Child(ren) add-on $19.66 $53.84Family add-on $33.70 $80.10
Cigna Renewal MetLife Core Enhanced Core Buy-Up
In Network Out Network In Network Out Network In Network Out Network In Network Out Network
Coverage TypeA - Preventive 100% 100% 100% 100% 100% 100% 100% 100%B - Basic 70% 70% 80% 80% 70% 70% 80% 80%C - Major 40% 40% 50% 50% 40% 40% 50% 50%D - Orthodontia 40% 40% 50% 50% 40% 40% 50% 50%
Percentile of R&C OON MAC 90th MAC 80th
DeductibleIndividual $50 $50 $50 $50Family $150 $150 $150 $150
Annual Max BenefitPer Person $1,000 $1,500 $1,000 $1,500
Lifetime Ortho MaxPer Person $1,000 $1,500 $1,000 $1,500
Late Entrant Not Allowed Not Allowed Not Allowed Not Allowed
Rate GuaranteeYear 1 Yes Yes Yes YesYear 2 Yes Yes Yes YesYear 3 No No No No
RatesEmployee Only $18.04 $26.72 $16.43 $26.36
37
Annual Dental Costs 2016 - 2018+Company Cigna - Current MetLife Cigna - Renewal Delta
Core Enriched Core Buy-up Core Enriched Core Buy-upEmployee Only $15.49 $23.73 $16.43 $26.36 $18.04 $26.72 $18.08 $26.78Emplyee + Spouse $29.69 $69.19 $31.50 $76.88 $34.59 $77.94 $34.66 $78.12Employee + Child(ren) $35.15 $77.57 $37.29 $86.19 $40.95 $87.38 $41.04 $87.57Employee + Family $49.19 $103.83 $52.19 $115.38 $57.30 $116.98 $57.43 $117.24
EO Monthly Total 904/503 $14,002.96 $11,936.19 $14,852.72 $13,259.08 $16,308.16 $13,440.16 $16,344.32 $13,470.34ES Monthly Total 213/53 $6,323.97 $3,667.07 $6,709.50 $4,074.64 $7,367.67 $4,130.82 $7,382.58 $4,140.36EC Monthly Total 322/110 $11,318.30 $8,532.70 $12,007.38 $9,480.90 $13,185.90 $9,611.80 $13,214.88 $9,632.70EF Monthly Total 345/101 $16,970.55 $10,486.83 $18,005.55 $11,653.38 $19,768.50 $11,814.98 $19,813.35 $11,841.24
Monthly Total $48,615.78 $34,622.79 $51,575.15 $38,468.00 $56,630.23 $38,997.76 $56,755.13 $39,084.64Annual total $583,389.36 $415,473.48 $618,901.80 $461,616.00 $679,562.76 $467,973.12 $681,061.56 $469,015.68Combined Annual Total $998,862.84 $1,080,517.80 $1,147,535.88 $1,150,077.24
2 year Rate Guarantee 8.5% cap 3 & 4 2 year Rate Guarantee 2 year Rate Guarantee 7.5% cap 3
Company BCBS Humana UHC LFG option 2 (lower max w/rollover)Core Buy-up Core 100/50/50 Buy-up Core Buy-up Core Buy-up
Employee Only $18.57 $27.51 $18.59 $27.53 $18.61 $27.56 $17.93 $29.32Emplyee + Spouse $35.60 $80.23 $35.62 $80.28 $35.67 $80.39 $34.35 $85.59Employee + Child(ren) $42.14 $89.94 $42.18 $90.00 $42.23 $90.12 $41.08 $95.46Employee + Family $58.98 $120.40 $59.02 $120.49 $59.10 $120.64 $57.60 $127.86
EO Monthly Total 904/503 $16,787.28 $13,837.53 $16,805.36 $13,847.59 $16,823.44 $13,862.68 $16,208.72 $14,747.96ES Monthly Total 213/53 $7,582.80 $4,252.19 $7,587.06 $4,254.84 $7,597.71 $4,260.67 $7,316.55 $4,536.27EC Monthly Total 322/110 $13,569.08 $9,893.40 $13,581.96 $9,900.00 $13,598.06 $9,913.20 $13,227.76 $10,500.60EF Monthly Total 345/101 $20,348.10 $12,160.40 $20,361.90 $12,169.49 $20,389.50 $12,184.64 $19,872.00 $12,913.86
Monthly Total $58,287.26 $40,143.52 $58,336.28 $40,171.92 $58,408.71 $40,221.19 $56,625.03 $42,698.69Annual total $699,447.12 $481,722.24 $700,035.36 $482,063.04 $700,904.52 $482,654.28 $679,500.36 $512,384.28Combined Annual Total $1,181,169.36 $1,182,098.40 $1,183,558.80 $1,191,884.64
1 year rate 2 year Rate Guarantee 2 year Rate Guarantee 9.5% cap 3 2 year Rate Guarantee
Company Guardian UCCI LFG AmeritasCore Buy-up Core Buy-up Core Buy-up Core Buy-up
Employee Only $18.90 $27.99 $19.46 $28.82 $20.04 $29.67 $15.49 $33.26Emplyee + Spouse $36.22 $81.63 $37.30 $84.06 $38.41 $86.55 $36.07 $97.02Employee + Child(ren) $42.88 $91.51 $44.16 $94.23 $45.47 $97.02 $44.01 $108.76Employee + Family $60.01 $122.51 $61.80 $126.16 $63.64 $129.89 $64.33 $145.58
EO Monthly Total 935/364 $17,085.60 $14,078.97 $17,591.84 $14,496.46 $18,116.16 $14,924.01 $14,002.96 $16,729.78ES Monthly Total 214/51 $7,714.86 $4,326.39 $7,944.90 $4,455.18 $8,181.33 $4,587.15 $7,682.91 $5,142.06EC Monthly Total 240/72 $13,807.36 $10,066.10 $14,219.52 $10,365.30 $14,641.34 $10,672.20 $14,171.22 $11,963.60EF Monthly Total 296/80 $20,703.45 $12,373.51 $21,321.00 $12,742.16 $21,955.80 $13,118.89 $22,193.85 $14,703.58
38
Monthly Total $59,311.27 $40,844.97 $61,077.26 $42,059.10 $62,894.63 $43,302.25 $58,050.94 $48,539.02Annual total $711,735.24 $490,139.64 $732,927.12 $504,709.20 $754,735.56 $519,627.00 $696,611.28 $582,468.24Combined Annual Total $1,201,874.88 $1,237,636.32 $1,274,362.56 $1,279,079.52
2 year Rate Guarantee 8% cap 3 2 year Rate Guarantee 2 year Rate Guarantee 2 year Rate Guarantee 10% cap on 3
Company The Standard The Standard - reduced max benCore Buy-up Core Buy-up
Employee Only $21.84 $32.34 $17.69 $26.20Emplyee + Spouse $42.55 $94.33 $34.47 $76.41Employee + Child(ren) $49.56 $105.75 $40.14 $85.66Employee + Family $69.35 $141.58 $56.17 $114.68
EO Monthly Total 935/364 $19,743.36 $16,267.02 $15,991.76 $13,178.60ES Monthly Total 214/51 $9,063.15 $4,999.49 $7,342.11 $4,049.73EC Monthly Total 240/72 $15,958.32 $11,632.50 $12,925.08 $9,422.60EF Monthly Total 296/80 $23,925.75 $14,299.58 $19,378.65 $11,582.68
Monthly Total $68,690.58 $47,198.59 $55,637.60 $38,233.61Annual total $824,286.96 $566,383.08 $667,651.20 $458,803.32Combined Annual Total $1,390,670.04 $1,126,454.52
2 year Rate Guarantee 2 year Rate Guarantee
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301 E. House St. ♦ Alvin, TX 77511 ♦ 281-824-0567 ♦ FAX 281-585-4567
Physical Address: 2200 Stapp Maxwell, Alvin, Texas
ALVIN INDEPENDENT SCHOOL DISTRICT
Mickie Dietrich
Director of Purchasing
May 26, 2015
TO: Susan Wilson
FROM: Mickie Dietrich
Donnie Marek
SUBJ: Request for Award of 1606 Property Insurance
A Property Insurance Request for proposal was extended to seven vendors by mail, fax or email. Additional
information on the proposal was extended through the legal notice in our county newspaper and on the district
Purchasing website.
There was considerable interest in the RFP, however, only the current provider, Victory Insurance, submitted a
proposal.
The annual cost for the Property Insurance last year was $1,442,839 and the submission for 2016-2017 year is
$1,409,451. Even with an increase of $186,249,792 in property value the district is receiving a premium savings of
$33,388. The policy limits will remain the same.
We are requesting award of the 1606 Property Insurance Proposal to Victory Insurance as our provider for the
amount of $1,409,451. Attached is a brief analysis comparison of the last two year’s expenditures and the
anticipated expenditures for this year.
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AISD - Statement of Values (SOV)2014-2015 2015-2016 2016-2017
$489,938,753 $499,449,152
2014-2015 2015-2016Coverage Limit Deductible Limit Deductible
Property - Named-Storm Wind/Hail $100,000,0003% Per Location -
$250K Min. $100,000,0003% Per Location -
$250K Min.Property - Wind (AOW) $100,000,000 $100,000,000Property - All Other Perils (AOP) $100,000,000 $100,000 $100,000,000 $100,000
Additonal Property CoverageFlood- Excludes Zones A/V/Shaded X/B $10,000,000 $10,000,000Earthquake $10,000,000 $10,000,000Debris Removal 25% of Loss 25% of LossExtra Expense $100,000 $100,000Newly Aquired Real Property $1,000,000 $1,000,000Newly Aquired Personal Property $500,000 $500,000Signs $20,000 $20,000EDP - Including Media $25,000 $25,000Valuable Papers $1,000,000 $1,000,000Accounts Receivable $100,000 $100,000Property in Transit $25,000 $25,000Property Off Premises $25,000 $25,000Personal Effects of Others $10,000 $10,000Property of Others $10,000 $10,000Polllutant Clean-up and Removal $25,000 $25,000Inventory and Appraisal $2,500 $2,500Increased Cost of Construction $2,500,000 $2,500,000Unitentional Errors and Omisions $50,000 $50,000
Property - Boiler and Machinery $100,000,000 $2,500 $100,000,000 $2,500 Additonal Boiler and Machinery CoverageExtra Expense $250,000 $250,000Service Interruption $250,000 $250,000Off Premises Property Damage $25,000 $25,000Perishable Goods $100,000 $100,000Data Restoration $100,000 $100,000Demolition $1,000,000 $1,000,000Ordinance and Law $1,000,000 $1,000,000Expediting Expenses $100,000 $100,000Hazardous Substances $100,000 $1,000,000Newly Acquired Locations $1,000,000 $1,000,000Green $25,000 $25,000Mold $25,000 $25,000
Pricing2014-2015 2015-2016
Property $1,499,211 $1,431,457Boiler and Machinery $11,546 $11,382TWIA 0 0
Totals $1,510,757 $1,442,839
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301 E. House St. ♦ Alvin, TX 77511 ♦ 281-824-0567 ♦ FAX 281-585-4567
Physical Address: 2200 Stapp Maxwell, Alvin, Texas
ALVIN INDEPENDENT SCHOOL DISTRICT
Mickie Dietrich
Director of Purchasing
May 26, 2015
TO: Susan Wilson
FROM: Mickie Dietrich
Donnie Marek
SUBJ: Request for Award of 1605 Student Insurance
A Student Insurance Request for proposal was extended to vendors by mail, fax or email. Additional information on
the proposal was extended through the legal notice in our county newspaper and on the district Purchasing website.
There was considerable interest in the RFP, and four companies’ submitted proposals.
After the initial analysis a Last and Final offer was sent to The Brokerage Store, Texas Kids First, and Achieve.
After reviewing the final proposals we are requesting that The Brokerage Store be awarded the bid. They are the
only company that is offering a two year rate guarantee of $101,141.00. We feel that this is the key point in our
recommendation with our expected enrollment growth and an anticipated increase in claims.
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Student Insurance
The Brokerage Store Texas Kids First Achieve
UIL Coverage $92,000.00 $92,285.00 $86,038.00
Catastrophic Coverage $6,273.00 $9,154.00 $5,274.00
$500K Cash Benefit $2,868 included included
$101,141.00 $101,439.00 $91,312.00
Methodist Network yes yes yes
Voluntary Broshure paper and electronic electronic paper and electronic
Rate Guarantee 2 years 1 year 1 year
Designated Claims Specialist yes yes yes
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Alvin Independent School District June 14, 2016
To AISD Board of Trustees
Agendum Approval of Emergency Purchases Related to Disaster Response
Category Business
Resource Personnel Patrick Miller
Associate Superintendent Student Learning Environment
Attachments Memo Regarding Emergency Purchases
Rationale If in an emergency, the Superintendent is absent and
unavailable by normal communication systems, the
Superintendent’s designated authority as provided by policy to
execute emergency contracts or make emergency purchases up to $500,000.
Budget Implications None
Recommendation or
Proposed Motion
That the Board approve the Emergency Purchases related to
Disaster Responses Memo for the amount of up to $500,000
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301 E. House Street Alvin, TX 77511 Phone 281-388-1130
ALVIN INDEPENDENT SCHOOL DISTRICT
Emergency Purchases for Disaster Response
Reference Policy: CV (LOCAL) - revised 6-13-14
CH (LOCAL) - revised 12-15-14
If in an emergency, the Superintendent is absent and unavailable by normal communication systems, the
following defines the Superintendent’s designated authority as provided by policy to execute emergency
contracts or make emergency purchases up to $500,000. Any purchase made in accordance with this
provision shall be report to the Board at the next Board meeting.
In the event school equipment or facilities are destroyed, severely damaged, or experience a major
unforeseen operational failure, and a delay in repair would substantially impair the educational program
or District operations, any 2 of the following District staff may communicate and with mutual decision,
proceed with authorizing District resources for emergency services to include security, recovery, repairs
as provided for in the above policy effective for budget year July 1, 2016 through July 30, 2017.
CABINET MEMBER’S to include:
Associate Superintendents and
Assistant Superintendents
DIRECTOR’S to include:
Executive Director of Building Programs
Executive Director of Student Safety and Transportation
Chief of Police
Director of Maintenance and Operations
Director of Purchasing
The Superintendent or Interim Superintendent may intervene to alter, reduce, or halt the response for
facility repair, recovery, replacement at any time.
_____________________________________________________
James Gilcrease, Ed. D.
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Alvin Independent School District
June 14, 2016
To AISD Board of Trustees
Agendum
Shared Service Arrangement (SSA) for the Galveston-Brazoria
Cooperative for the Hearing Impaired
Category Business/Action Resource Personnel Dr. Loree Bruton, Associate Superintendent of Federal and
Special Programs
Attachments Draft SSA
Rationale Throughout the 2015-16 school year, the 10 member districts of
the Galveston-Brazoria County for the Hearing Impaired (GBCHI) have worked to update the Shared Service
Arrangement. In order to be adopted, in requires board approval
for all 10 districts.
District Goal(s) Academic Performance
Budget Implications
None
Recommendation or Proposed Motion
Recommendation to approve the draft SSA as presented
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Galveston Brazoria Cooperative for the Hearing Impaired RDSPD SSA
GALVESTON-BRAZORIA COOPERATIVE FOR THE HEARING IMPAIRED
REGIONAL DAY SCHOOL PROGRAM FOR THE DEAF
SHARED SERVICES ARRANGEMENT
Clear Creek Independent School District, Dickinson Independent School District, Friendswood Independent School District, Galveston Independent School District, Hitchcock Independent School District, La Marque Independent School District, Santa Fe Independent School District, Texas City Independent School District, all of which are situated in the county of Galveston, State of Texas, and the Alvin Independent School District and the Pearland Independent School District, each of which is stated in the County of Brazoria, State of Texas, hereinafter called “Member Districts”, hereby agree to cooperatively operate certain aspects of their special education programs as described herein under the authority of Texas Education Code Section 29.007 and Texas Government Code Section 791.001 et seq., as the GALVESTON BRAZORIA COOPERATIVE FOR THE HEARING IMPAIRED (“GBCHI RDSPD SSA”).
MEMBER DISTRICTS AGREE THAT:
1. General Covenants and Provisions
1.1 The purpose of this Agreement is to create a cooperative arrangement whereby the Member Districts may provide for the efficient delivery of legally required special education and related services to eligible students who are deaf or hard of hearing residing within the boundaries of the Member Districts who meets eligibility requirements as a student with an auditory impairment under the IDEA, shall be eligible for consideration for the GALVESTON BRAZORIA COOPERATIVE FOR THE HEARING IMPAIRED RDSPD SSA, subject to the Admission, Review, & Dismissal (“ARD”) Committee recommendations.
1.2 The Member Districts do not intend by entering this Agreement, or otherwise, to create a separate or additional legal entity.
1.3 The GBCHI RDSPD SSA’s administrative offices will be located in League City, Texas.
1.4 The special education program will be operated in compliance with federal and state law, including the Individuals with Disabilities Education Act, 20 U.S.C. § 1401 et seq.; Section 504 of the Rehabilitation Act of 1973, 29 U.S.C. § 794; the Amendments to the Americans with Disabilities Act 2008, 42 U.S.C § 12101 et seq.; Family Educational Rights and Privacy Act; Chapter 29 of the Texas Education Code; Texas Education Code §§ 30.081-30.087 and the most current version of TEA’s Financial Accountability System Resource Guide (FASRG); implementing regulations for all applicable statutes; and the GALVESTON-BRAZORIA COOPERATIVE FOR THE HEARING IMPAIRED RDSPD SSA operating guidelines approved by the Shared Service Arrangement (SSA) Management Board. Operating guidelines inconsistent with the terms of this SSA will be deemed null and void.
All special education terms and acronyms used in this Agreement shall have the meanings and definitions provided to such terms and acronyms as set out in Chapter 33 of the Individuals with
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Disabilities Education Act (IDEA), 20 United States Code Annotated Section 1400 et seq., 34 CFR Part 300, the Texas Education Code, Chapters 29 and 30 and the Texas Administrative Code, 19 TAC 89.1001 et seq. Such terms and acronyms shall include, but not be limited to, FAPE or Free Appropriate Public Education, Child find, IEP or Individualized Education Program, LEA or Local Education Agency, LRE or Least Restrictive Environment, Special Education Evaluations, AI or Auditory Impairment, Eligibility Determinations, Educational Placements, Procedural Safeguards, SEA or State Education Agency, MOE or Maintenance of Effort, ESEA or Elementary and Secondary Education Act and ARD or Admission, Review and Dismissal Committee. The fiscal year shall be July 1 through June 30.
GBCHI RDSPD SSA Auditory Impairment Continuum of Services includes the following: (1) DHH (Deaf and Hard of Hearing). The student has an auditory impairment under IDEA and requires specially designed instruction. (For example, this student may need monthly/yearly consult services by an AI teacher.) (2) Itinerant (Babies 0-3). (For example, this student has an auditory impairment under IDEA-Part C and is being served through early childhood intervention.) This student may need weekly services of an AI teacher provided to the parents. (3) Itinerant (School Aged). (For example, this student has an auditory impairment under IDEA and requires specially designed instruction. The student may need weekly direct services of an AI teacher to address unique communication, auditory, language and emotional needs.) (4) Site Classrooms. The student who attends the site classroom has an auditory impairment under IDEA and requires specially designed instruction. (For example, this student needs daily direct services of an AI teacher, access to sign language interpreting services and access to deaf peers to address unique communication, auditory, language and emotional needs.) (5) Texas School for the Deaf. The student who attends the Texas School for the Deaf has an auditory impairment under IDEA and requires specially designed instruction. (For example, this student needs daily direct intensive services of an AI teacher and access to deaf culture.) This can be a parent initiated placement or a district placement.
1.5 Should a Local Education Agency (“LEA”) seek to become a Member District of the GBCHI RDSPD SSA, a written request must be provided to the GBCHI RDSPD SSA designee for Management Board consideration 30 days before the notification to TEA of pending reconfiguration changes effective for the subsequent year is due. It is agreed that any reconfiguration is subject to TEA timelines and approval by the parties to this Agreement. Any legal fees incurred due to the reconfiguration will be assessed against the School District seeking to become a Member. Any reconfiguration is subject to approval by each Member District’s Board of Trustees.
1.6 GBCHI RDSPD SSA is responsible for audiological services and equipment, and the provision or audiological accommodations for Section 504 only eligible students in Member Districts.
2. Management
2.1 The GBCHI RDSPD SSA shall be governed by the SSA Management Board (“Management Board”) comprised of the superintendent from each Member District. Such Management Board shall meet three (3) times a year as determined by the Chairperson. Additional meetings of the Management Board may be scheduled as determined by the Chairperson or any other member. The Fiscal Agent will be assigned to record, prepare and maintain minutes.
The Chairperson is responsible for the following:
1) Establish and issue a schedule of regular board meetings for the year. 2) Develop meeting agendas and chair all meetings of the Management Board.
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3) Represent the RDSPD, or designate a representative, where representation is deemed advisable or necessary in the best interest of the RDSPD and its programs.
4) Call special meetings of the Management Board. 5) Perform other duties as may be assigned by the Management Board. 6) Authorize necessary applications for funds and amendments of such applications 7) Appoint individual(s) to maintain official meeting minutes
In the event the Chairperson resigns or otherwise vacates the position, then the Management Board may elect another Chairperson.
2.3 The Fiscal Agent, on behalf of the GBCHI RDSPD SSA, may purchase goods and services necessary to administer and operate the GBCHI RDSPD SSA. All personal property including, but not limited to, instructional materials, AT equipment, computers, and testing materials purchased for the SSA using RDSPD funds (as set forth herein), shall be deemed property of the GBCHI RDSPD SSA. The GBCHI RDSPD SSA Chairperson has the discretion to allot an amount of funds to be applied to materials in support of instruction. It is further agreed that GBCHI RDSPD SSA may, in its discretion, transfer personal property to Member Districts based upon student need. The SSA will conduct an inventory of property.
2.4 Members of the Management Board will establish and maintain SSA Operating Guidelines. Any Operating Guidelines that are inconsistent with this Agreement shall be deemed null and void. Any revision to the Operating Guidelines requires a majority vote of the Members of the Management Board.
2.5 Unless otherwise provided herein, Management Board actions require the approval of a majority of a quorum of Member Districts. A quorum is defined as a majority of all of the Member Districts of the GBCHI RDSPD SSA (6 Member Districts of the Management Board constitute a quorum). The GBCHI RDSPD SSA Chairperson has discretion to allow for votes by proxy to be submitted by written or electronic communication. Roberts Rules of Order shall prevail at all meetings.
2.6 It is agreed and understood that the Management Board does not have the authority to revise or amend this contract absent approval from all Boards of Trustees of the Member Districts.
2.7 The Management Board may by a majority vote of its membership, recommend revocation of the membership of a Member District for non-compliance with the terms of the Agreement, for non-compliance with the policies and procedures of the GBCHI RDSPD SSA, or for non-compliance with the terms and conditions of any written agreement between the GBCHI RDSPD SSA and the Member District in question. All TEA timelines and requirements shall apply to any reconfiguration unless the Agency waives the timelines in writing and submits to the Fiscal Agent the written Agency waiver. The GBCHI RDSPD SSA Board shall submit its recommendation to revoke the membership of the Member District to the Member Districts’ Board of Trustees for final approval by each Board of Trustees. The Board of Trustees of the Member District being recommended for revocation shall have no vote in such proceeding. Revocation will be subject to the approval of all Member Districts with the exception of the Member District being recommended for revocation. The withdrawing Member District retains responsibility for any legal fees or other costs associated with the reconfiguration as determined by the GBCHI RDSPD SSA, not to exceed $10,000.00.
2.8 Any Member District which does not agree to the terms of this SSA Agreement and does not properly execute this Agreement with not be considered a party to this contract and will be deemed to have been withdrawn from the SSA without the necessity of further action by the remaining Member Districts, person, entity or agency. All TEA timelines and requirements shall apply to any reconfiguration
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unless the Agency waives the timelines in writing and submits to the Fiscal Agent the written Agency waiver.
2.9 If a student is enrolled on PEIMS Snapshot, the billing for that child will occur the next school year.
3. Personnel
3.1 The Superintendent of the Fiscal Agent District will be the Chairperson of the GBCHI RDSPD SSA. The Chairperson shall be employed by the Fiscal Agent and be subject to the personnel policies of the Fiscal Agent. Administrative decisions regarding daily operations of the instructional program, including but not limited to related services and staff development, and approved budgeted expenditures consistent with Fiscal Agent policy are within the authority of the GBCHI RDSPD SSA Chairperson and do not require Management Board action.
3.2 The Superintendent of each Member District shall serve as deputy officers for public records for purposes of the Texas Public Information Act and the Local Government Records Act, unless otherwise indicated in the Member District’s Board policy.
3.3 All individuals providing services on behalf of the SSA must be appropriately certified or licensed to perform the applicable services.
3.4 The Fiscal Agent shall be responsible for adopting a salary schedule for personnel who are providing direct and related services for the GBCHI RDSPD SSA.
3.5 All GBCHI RDSPD SSA personnel including the Chairperson, Director, Coordinator, classroom teachers, itinerant teachers, parent-infant teachers, auditory enrichment teacher, diagnostician, audiologist, speech language pathologist, deaf education counselor, team leader, interpreters, paraprofessionals, clerical staff and any GBCHI RDSPD SSA office personnel are employed by the Fiscal Agent and are subject to the personnel policies of the Fiscal Agent, including, but not limited to, all policies governing contracts, at will employment, standards of conduct, salary schedule, leave and other benefits. Requirements for professional growth shall be determined by the Fiscal Agent. Hiring and termination authority is solely within the discretion of the Fiscal Agent.
3.6 Except as otherwise provided herein, any hearing on an employee grievance or termination involving a GBCHI RDSPD SSA employee, is the responsibility of, and will be held in accordance with the policies of the Fiscal Agent.
3.7 GBCHI RDSPD SSA personnel, as set forth in 3.5, are assigned by the GBCHI RDSPD Director to provide services to eligible students either at the Member District site or at the GBCHI RDSPD SSA centralized program depending upon Admission, Review & Dismissal (“ARD”) Committee recommendations. GBCHI evaluations will be consistent with Fiscal Agent personnel evaluation policies. All PDAS or other state adopted appraisal instrument procedures or locally adopted appraisal instruments of the Fiscal Agent shall be followed. The Director of the Fiscal Agent may designate individuals to conduct such appraisals. GBCHI RDSPD SSA personnel are employed by and serve under contract to the Clear Creek Independent School District, and are subject to Clear Creek Independent School District policies. The Member District may provide input with regard to the performance of RDSPD personnel and Clear Creek ISD has the final hiring and termination authority.
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3.8 GBCHI RDSPD SSA personnel who are assigned to a Centralized Program are evaluated by the Director of the RDSPD SSA or designee.
3.9 GBCHI RDSPD SSA personnel who have a complaint related to working conditions at a particular campus must first file a complaint with the Director of the GBCHI RDSPD SSA. The Director of the GBCHI RDSPD SSA will review the complaint and the relief requested to determine whether the complaint should proceed through the policy and complaint channels of the Fiscal Agent. All complaints that pertain to GBCHI RDSPD SSA personnel employment status or evaluation must be brought through the policy and complaint channels of the Fiscal Agent. Grievances filed by GBCHI RDSPD SSA personnel and office personnel shall be conducted pursuant to the Fiscal Agent’s policy.
This section does not apply to termination or proposed non-renewals of GBCHI RDSPD SSA personnel, the Fiscal Agent Board policy shall apply.
4. Fiscal Agent
4.1 The Clear Creek Independent School District shall serve as the Fiscal Agent. The Clear Creek Independent School District acknowledges that it is an accredited Texas school district and that it offers grades Pre-kindergarten through 12. The Fiscal Agent, as a Member District, is subject to Member District responsibilities.
4.2 Except as otherwise provided herein, the Fiscal Agent is responsible for applying for, receiving, collecting, expending, and distributing all funds, regardless of source, in accordance with the budget adopted by the Management Board. The Fiscal Agent shall provide accounting services, reports, and shall perform any other responsibilities required by GBCHI RDSPD SSA Operating Guidelines. Such Guidelines must be specifically approved by the Fiscal Agent. The Fiscal Agent will maintain personnel records and payroll systems for GBCHI RDSPD SSA employees.
4.3 The Fiscal Agent is responsible for preparing the operational budget for the GBCHI RDSPD SSA. The Fiscal Agent will account for salaries and expenses of GBCHI RDSPD SSA personnel and GBCHI RDSPD SSA operating expenses. The parties acknowledge that the Fiscal Agent may access total State and Federal allocations, such as IDEA Part B funds; Part C funds (ECI); State Deaf funds and any other funding received for the purpose of furthering this program.
4.4 The GBCHI RDSPD SSA is funded as follows:
The total approximate budget for the school year less the total amount received from State Deaf, IDEA-B Formula Deaf, IDEA-B Formula Pre-School Deaf, IDEA-C ECI and IDEA-B Discretionary Deaf funds divided by total number of students from previous year PEIMS count equals the per student cost for the Districts multiplied by however many students each district has.
4.5 Except as otherwise provided herein, the Fiscal Agent will prepare and submit any reports or applications required by federal or state law or RDSPD Operating Guidelines. It is agreed and understood that the Fiscal Agent assumes no responsibility for a Member District’s failure to maintain its effort.
4.6 The Fiscal Agent, on behalf of the SSA, may negotiate contracts with outside service providers for special education and related services for students with disabilities in accordance with law and Fiscal Agent policies. The Fiscal Agent shall request Americans with Disabilities Act and FERPA compliance by each service provider.
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4.7 The Fiscal Agent must notify the Member Districts of any intention to withdraw as Fiscal Agent of the SSA on or before September 1 preceding the end of the last fiscal year it intends to serve as Fiscal Agent. It is agreed and understood that the withdrawing Fiscal Agent will notify TEA of its intent to withdraw as Fiscal Agent on or before February 1 preceding the end of the fiscal year that it intends to be its last fiscal year to serve as Fiscal Agent. After a satisfactory independent audit of the SSA’s accounts, the transfer of Fiscal Agent status will become effective July 1. All TEA timelines shall apply to any reconfiguration. The Fiscal Agent will provide documentation of affected parties as required by the Texas Education Agency.
4.8 Should the Fiscal Agent cease for any reason to serve, the Management Board will by majority vote of a quorum appoint a Member District as Fiscal Agent. All TEA timelines shall apply to any reconfiguration, including a change in Fiscal Agent. However, a Member District, if so elected by the Management Board, is not required to serve as Fiscal Agent. It is agreed that assuming the role of Fiscal Agent would require specific approval by the Member District’s Board of Trustees or other governing body, if not an ISD.
4.9 Each Member District, where the student resides, shall be responsible for submitting a PEIMS 011 Record to TEA consistent with TEA Requirements. Except as otherwise provided herein, each Member District where a student attends school will prepare all required PEIMS student data reports on the 163 Record for students receiving GBCHI RDSPD SSA services. The Member districts will be responsible for accountability and FAPE for students enrolled in the RDSPD.
In the event a Member District, who is responsible under this provision, fails to submit PEIMS student data on the 163 Record for a student who has been served by the GBCHI RDSPD SSA, it is agreed and understood that the Member Districts that failed to report a GBCHI RDSPD SSA student will contribute toward the financial deficit resulting from such failure, and agrees to pay the amount of lost funding that the students who were not reported would have generated. The additional costs will be calculated by Fiscal Agent and invoiced to the Member District in the spring in addition to the annual tuition charges for the Member District’s student(s).
4.10 Any Member District that reports zero (0) RDSPD students in the official annual Fall PEIMS snapshot shall pay a placeholder fee of $1,000.00 for the respective fiscal year. The placeholder fee will be reviewed annually and determined by the Management Board by January 31st of each year.
5. Member District’s General Obligations
5.1 Member districts agree that any funds assessed under GBCHI RDSPD SSA Administrative Guidelines or this Agreement will be remitted within 90 calendar days of receiving a statement from the Fiscal Agent. Each Member District acknowledges that federal funds received from the state earmarked for deaf education programs, state funds, and ECI Part C funds flow from TEA directly to the Fiscal Agent upon the electronic submission of the Fiscal Agent’s request for program funds.
5.2 Each Member District will be liable for any cost associated with its out of district, non-public or private school placed students. This includes any transportation cost incurred as a result of a district’s initiated placement in the Texas School for the Deaf.
5.3 Each Member District agrees to cooperate with the Fiscal Agent in maintaining the proper fiscal, personnel, and student records for the GBCHI RDSPD SSA operations. Member districts retain responsibility for maintaining student eligibility folders.
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5.4 The Fiscal Agent, shall provide suitable and sufficient classroom space to accommodate students of the program who are Auditorially Impaired as well as office space for supportive personnel as requested by the GBCHI RDSPD SSA and retain responsibility for costs related to such classroom facilities.
5.5 A Member District may withdraw by notifying the Chairperson of the Fiscal Agent and the other Member Districts by September 1 prior to the end of the fiscal year that Member District intends to be its final year in the SSA and the Texas Education Agency of its intention to withdraw by February 1 or any other TEA timelines governing reconfigurations. Additionally, the Fiscal Agent will notify the Texas Education Agency of the Member District’s request to withdraw by February 1. The withdrawing Member District, shall return to the SSA any personal property, including but not limited to, supplies, equipment, testing materials, computers, AT in its possession to the GBCHI RDSPD SSA based upon the annual inventory in effect at the time of the reconfiguration. It is further agreed that the withdrawing Member District will not be entitled to any carry over funds. The withdrawing Member District retains responsibility for any legal fees or other costs associated with the reconfiguration as determined by the GBCHI RDSPD SSA, not to exceed $10,000.00
5.6 Except as otherwise provided herein, Member Districts are ultimately responsible for the education or all students with Auditory Impairments within its district boundaries, whether the child is served in the local program, the RDSPD, or other placements. Such responsibility includes the provision of any related services as determined necessary by the ARD committee. For students who are being serviced in the site or through the itinerant programs, the GBCHI RDSPD SSA will make available the following services for eligible students:
Audiological Services
AI Instructional Services to Students
Student Appraisal support
Auditory Training
Speech and Language Therapy
Itinerant Teachers
Specialized Assistive Listening Devices
Interpreter Services (Site Only)
Parent Education
Program Evaluation
Staff Training
Program Supervision
Consultative Services
Attend Admission, Review, and Dismissal (ARD) Committee meetings as needed
The Provision of any services referenced in provision 5.6 is contingent upon the ARD Committee determination that such services are necessary for the provision of a Free and Appropriate Public Education (FAPE).
5.7 For site and direct students, there is no charge for initial or reevaluation from the cooperative. Initial AI evaluations for eligibility is responsibility of the Member District wherein the student resides if the outcome of the evaluation is not direct or site service. The re-evaluation of RDSPD students is the responsibility of the GBCHI RDSPD SSA. GBCHI will fund the audiological portion and AI portion of re-evaluations. The district where the student resides may seek support for the evaluation
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from the home district and/or GBCHI RDSPD SSA, but the serving District retains responsibility for the completion of the re-evaluation.
5.8 Each Member District agrees that prior to joining another RDSPD SSA that the Member District agrees to consult with the GBCHI RDSPD SSA Management Board and the GBCHI RDSPD SSA designee regarding the dual membership.
5.9 Each Member District agrees to adhere to the procedures described in the GBCHI RDSPD SSA Operating Guidelines.
5.10 Member Districts who are members of special education shared services arrangements shall notify the GBCHI RDSPD SSA designee of the GBCHI RDSPD SSA of reconfigurations impacting the special education shared services arrangement prior to the effective date of the withdrawal of the Member Districts or dissolution of the special education SSA.
5.11 Upon approval of Fiscal Agent via a written agreement, personnel from a Member District shall be authorized to provide instructional services on behalf of the RDSPD. In this circumstance, personnel will be employed by the Member District, not by the Fiscal Agent. All appraisal systems and procedures of that Member District will be followed, and personnel performance monitored by the Member District.
5.12 Prior to the management board meetings, the Director of GBCHI will schedule a meeting with the member district special education directors to review agenda items and any other discussion topics.
6. Non-Member Services
6.1 Students from school districts other than those Member Districts who are parties to this Agreement (“non-member LEAs”) will be considered for services/placement upon written request to the GBCHI RDSPD SSA designee or other Administrator as determined by the Fiscal Agent of the GBCHI RDSPD SSA. An authorized representative of the non-member LEA shall be present at the Management Board meeting to present information and any requested clarification of information regarding the need(s) of the student(s) seeking to access services. The Member District Boards of Trustees delegate authority to the Management Board to enter into contracts with non-member LEAs. The Member Districts acknowledge that it is TEA’s expectation that services be provided to eligible students enrolled in non-member LEAs so that the intent of TEC Chapter 30, subchapter D is met. In the event that the Management Board determines that providing services to students enrolled in non-member LEAs would create an undue burden for the SSA RDSPD, the Fiscal Agent shall refer the matter to TEA for review.
6.2 Factors to be considered by the Management Board when considering the non-member LEA’s request for services/placement, include, but are not limited to: (1) the type of services needed; (2) whether additional GBCHI RDSPD SSA staff will have to be employed or engaged to serve the student; (3) whether the non-member LEA is a member of any other shared services arrangement; (4) whether the non-member LEA can pay all transportation costs for transporting the student and all travel costs of staff associated with serving the student; (5) whether the non-member LEA will agree to transfer funds applicable to the education of the student as AI to the GBCHI RDSPD SSA as appropriate and allowable; (6) whether the non-member LEA will pay all other costs incurred by GBCHI RDSPD SSA in providing educational services to the student(s); and (7) whether the non-member LEA will agree to assume responsibility for attorney’s fees and costs associated with any legal action brought by the student or his or her parents.
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6.3 The costs for providing Non-Member LEA educational services shall be in accordance with the fee schedule in Exhibit “A”, as applicable and as many be amended from time to time by the GBCHI RDSPD SSA designee for the Fiscal Agent. Further, the non-member LEA seeking educational services will be assessed an administrative fee to cover all costs associated with the contract as set forth in the form attached as Exhibit “A”.
6.4 The form of the Interlocal contract for non-member LEA educational services is attached as “Exhibit B”
6.5 Students from Charter Schools who are not parties to this Agreement may be considered for placement upon request to the GBCHI RDSPD SSA designee of the Fiscal Agent of the RDSPD through a services contract. Such contracts shall be in the form attached as Exhibit “C”. The Charter School(s) seeking services will be assessed a fee to cover all costs associated with the contract in the form attached as Exhibit “A”.
6.6 In the event a non-member LEA or Charter School does not agree to enter into a contract, then the GBCHI RDSPD SSA will provide contact information of providers with whom those schools may directly contract for services, if available.
6.7 Each Member District, by approval of this GBCHI RDSPD SSA Agreement, authorizes and delegates to the Member District’s Superintendent the authority to execute the forms of agreements set forth at Exhibits “B” and “C”.
7. Fiscal Practices
7.1 The GBCHI RDSPD SSA will operate on a budget prepared by the GBCHI RDSPD SSA designee, reviewed and approved by the Management Board. The budget shall be prepared in accordance with guidelines established by the Texas Education Agency.
7.2 Administrative costs, including, but not limited to, all costs and salaries related to the GBCHI RDSPD SSA designee, classroom teachers, itinerant teachers, interpreters, classroom aides, and RDSPD office staff, and contracts with outside service providers, including, but not limited to audiologists, interpreters, and consultants, as well as any uncontrollable costs, incurred by the GBCHI RDSPD SSA, over and above the amount of state deaf and/or federal funds (local fee), shall be divided among Member Districts as set forth in Section 4.4 herein.
7.3 Except as otherwise provided herein, a Member District shall not be responsible for any costs associated with the GBCHI RDSPD SSA until such time that a Member District has a student receiving services from the GBCHI RDSPD SSA.
8. Dissolution
8.1 Dissolution of the SSA shall require the affirmative vote of a majority of the Management Board and a majority of the Boards of Trustees of each Member District. Upon dissolution, an appraisal of all personal property shall be conducted by the GBCHI RDSPD SSA. The appraised value and the amount of the SSA funds remaining at the time of the dissolution is effectuated, shall be divided equally among the Member Districts. All TEA timelines and requirements for documentation of affected parties shall apply. After an audit and full satisfaction of all charges and liabilities have been determined, the dissolution will take effect on July 1.
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9. Risk of Loss
9.1 Except as otherwise provided herein, each Member District and GBCHI RDSPD SSA bears its own risk of loss. “Loss” includes, but is not limited to, damage to or loss of personal or real property, costs of administrative hearings, litigation expenses, awards of actual damages, court costs, attorney fees, and settlement costs.
9.2 Each Member District will insure its owned or leased vehicles use in the transportation of students with disabilities for the statutory maximum limits of school district liability for motor vehicle accidents. GBCHI RDSPD SSA or the Fiscal Agent does not provide transportation and does not utilize vehicles for the furtherance of this program.
10. Transportation
10.1 Except as otherwise provided herein, each Member District bears responsibility for providing or contracting for the transportation of each of its eligible students to each facility at which services are provided. GBCHI RDSPD SSA has no responsibility in regard to transportation, including extra-curricular activities.
11. Interpreter Services for School Sponsored Activities Outside the Instructional Day
11.1 It is the responsibility of the GBCHI RDSPD SSA to provide and fund interpreter services for site students participating in after-school non-academic activities. This includes, but is not limited to, UIL events, sporting events, clubs, tutoring and any extra-curricular activity sponsored by the school district.
11.2 It is the responsibility of the GBCHI RDSPD SSA to provide and fund interpreter services in the DAEP, JJAEP, or other disciplinary setting.
11.3 It is the responsibility of the Member districts to provide and fund interpreter services for non-site students or parents for all activities. If a direct service itinerant student’s parent requires an interpreter, this will be provided by GBCHI.
12. The Site Program Determination
12.1 It is agreed and understood that the Management Board may determine site locations with input from the Member Districts. Final site determination is contingent upon Management Board approval and approval by the Board of Trustees for the Member District where the site is to be located per that LEA’s policy.
12.2 Should the site fail to satisfy the criteria set forth in the Operating Guidelines, the GBCHI RDSPD SSA designee’s authority as set forth in Section 3.1, shall apply.
13. Legal Responsibilities
13.1 Except as otherwise provided herein, the Member District wherein the student resides is responsible for the provision of a Free Appropriate Public Education (“FAPE”)
13.2 Except as otherwise provided herein, the Member District wherein the student resides is responsible for legal costs, court costs and attorney’s fees, resulting from litigation directly involving that student.
13.3 If the Fiscal Agent or GBCHI RDSPD SSA is a named party in litigation under the IDEA (a Special Education Due Process Hearing or lawsuit filed in Federal or State Court) or Section 504 of the
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Rehabilitation Act or the Americans with Disabilities Act, involving a student being served as contemplated by this Agreement, the Member District wherein the student resides (or is otherwise enrolled in school) remains responsible for legal costs, court costs and attorney’s fees, resulting from litigation directly involving such student including reimbursement to the GBCHI RDSPD SSA or Fiscal Agent for any legal costs incurred by the GBCHI RDSPD SSA or the Fiscal Agent.
13.4 Each Member District shall be responsible for legal fees incurred due to complaints, grievances, or litigation arising from an employee with whom the district has a contract or with whom the district has an employment relationship. The Fiscal Agent shall be responsible for legal fees incurred due to complaints, grievances, or litigation arising from its employees.
13.5 The legal responsibilities stated herein shall survive the expiration of this contract should litigation arise from events that occurred during the term of the contract.
13.6 The Member Districts of this Shared Services Arrangement contract and the GBCHI RDSPD SSA agree to negotiate in good faith in an effort to resolve any dispute related to this contract. If the dispute cannot be resolved by negotiations, the dispute shall be submitted to mediation before resort to litigation. If the need for mediation arises, a mutually acceptable mediator shall be chosen by the parties to the dispute, who shall share the cost of mediation services based upon an equal split among the Member Districts. The Fiscal Agent shall contribute an equal share in the cost for mediation. Mediation is a voluntary dispute resolution process in which the parties to the dispute meet with an impartial person, called a mediator, who will help to resolve the dispute informally and confidentially. Mediators facilitate the resolution of disputes but cannot impose binding decisions. The parties to the dispute must agree before any settlement is binding. Notwithstanding, programmatic disputes among the Member Districts or Member Districts which have expressed concerns to the Fiscal Agent in writing.
14. The Agreement
14.1 This Agreement will be automatically renewed by each Member District annually unless notification of withdrawal is given by a Member District or the program is otherwise terminated by action of TEA. In the event this contract is revised or modified and a Member District refuses to execute the revised Agreement, then that Member District will not be deemed a party to this contract. In the event there is a dispute among the Member Districts regarding revisions or modifications to this Agreement, the Member District(s) electing not to agree to execute the modifications of the contract will not be parties to the Agreement and Section 14.2 shall control.
14.2 This Agreement will supersede all previous agreements among the parties in relation to the operation of the GBCHI RDSPD SSA.
14.3 This Agreement will apply to and bind the representatives and successors in the interest of the parties to this Agreement.
14.4 This Agreement is governed by the laws of the State of Texas
14.5 If any provision of this Agreement becomes or is held violates of any law or unenforceable, then the invalidity of that provision will not invalidate the remaining provisions. The Member Districts agree that all remaining provisions of this Agreement will remain in effect.
14.6 Citations of and references to any specific federal or state statute or administrative regulation in this Agreement include any amendment to or successor of that statute or regulation.
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14.7 The effectiveness of this Agreement is conditioned upon approval of the Texas Commissioner of Education, pursuant to Education Code § 29.007.
14.8 It is understood and agreed that this Agreement may be executed in a number of identical counterparts, each of which shall be deemed an original for all purposes.
14.9 It is agreed and understood that the terns of this Agreement shall not be modified absent written agreement of all parties.
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Availability of such services will be determined at the time a Request for Non-Member services is submitted.
EXHIBIT A
Requested Non-Member LEA or Charter Schools Services and Applicable Fees
Non-member districts will be charged the same annual fee per student as is required of the member districts. The non-member LEA will pay an additional 10% of the member district annual fee per student as an administrative fee plus an amount equal to the ADA generated by the student in the non-member home district.
This agreement does not contemplate the provision of interpreter services, as an itinerant service or for any non-instructional program or any extracurricular activity.
Students who attend a centralized program/cluster site will not be considered transfer students.
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EXHIBIT B
STATE OF TEXAS COUNTY OF _____________
§ § § §
INTERLOCAL AGREEMENT FOR:
The Galveston Brazoria Cooperative for the Hearing Impaired Regional Day School Program for
the Deaf, an SSA, in Galveston County, Texas (“the SSA”), and _____________________________ (“Non-
Member LEA”), an independent school district and political subdivision of the State of Texas, hereby
enter into this Interlocal Agreement (“the Agreement”) for the provision of specific deaf education
services for Non-Member LEA students who are eligible for deaf education services pursuant to IDEA as
further defined herein (“Deaf Services”), in order to provide access to the SSA’s deaf education program
as required by the Texas Education Agency (“TEA”). SSA and Non-Member LEA may be referred to
jointly herein as the “Parties,” and individually as a “Party.”
WHEREAS, the SSA is currently providing Deaf Services to its Member Districts; and
WHEREAS, pursuant to the Galveston Brazoria Cooperative for the Hearing Impaired Regional
Day School Program for the Deaf Shared Services Arrangement Agreement dated____________, the SSA
may provide Deaf Services to Non-Member LEAs, as requested by TEA, by and through an Interlocal
Agreement; and
WHEREAS, Non-Member LEA seeks Deaf Services for certain eligible students; and
WHEREAS, Non-Member LEA has requested Deaf Services from the SSA and the SSA agrees to
provide the Deaf Services, by means of this Interlocal Agreement; and
WHEREAS, both Parties acknowledge and have found it will increase the efficiency and
effectiveness of their respective entities as required by Section 791.001, et seq. of the Texas
Government Code, the Texas Interlocal Cooperation Act (“the Act”), and will comply with the Division of
IDEA Coordination, TEA, RDSPD SSA Procedures and will be in their best interests and the interest of the
public to cooperate in the provision of Deaf Services as set forth in this Agreement;
NOW THEREFORE, the Parties, for and in consideration of the covenants and agreements herein
set forth, to be kept and performed by them respectively, have agreed to and do hereby agree together
as follows:
1. Purpose
Pursuant to Chapter 791 of the Act, the Non-Member LEA and the Member Districts made a part
of the SSA are public entities, entering into this Agreement for the purpose of providing
governmental functions in which the Parties are mutually interested and with each Party
performing functions they would be authorized to perform individually; specifically: deaf
education services and services for the public health and welfare.
2. General Agreement
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The Non-Member LEA and SSA hereby agree to cooperate as further set forth in this Agreement
in the provision of the Deaf Services. The Deaf Services consist of those identified on Exhibit “A”
attached hereto.
3. SSA Responsibilities
SSA shall provide Deaf Services, utilizing best efforts, through its staff and personnel, as set forth
on Exhibit “A”.
4. Non-Member LEA Responsibilities
The Non-Member LEA agrees to remit any funds assessed by the SSA within thirty (30)
calendar days of receiving a statement from the SSA Fiscal Agent.
The Non-Member LEA retains sole responsibility for funds, if any, related to the
American Recovery and Re-Investment Act of 2009.
The Non-Member LEA will be liable for any and all costs associated with its residentially
placed students.
The Non-Member LEA agrees to maintain proper educational records, including
eligibility folders, for students served by the SSA. It is further agreed that all student
records of any student recipient of SSA services, shall be provided to the SSA prior to the
initiation of SSA services. In the event records submitted are deemed unsatisfactory by
the RDSPD SSA or do not reflect IDEA compliance, Non-Member LEA services may be
rejected.
The Non-Member LEA shall provide suitable and sufficient classroom space to
accommodate its students as well as office space for supportive personnel as requested
by the SSA.
It is agreed and understood that the continued delivery of services to students of
Member Districts of the SSA will take precedence over Non-Member LEA students.
When determining whether or not existing SSA personnel may service Non-Member LEA
student(s), assurances shall be provided to the member districts that the Member
District students will continue to receive appropriate services. This Agreement may be
terminated, consistent with the termination clause set forth herein, should the SSA, in
its sole discretion and at any time, determine that existing personnel or contract
employees cannot adequately serve Non-Member LEA students while maintaining its
obligation to serve Member District students.
The Non-Member LEAs are responsible for the education of each student with auditory
impairments who resides within that Non-Member LEA’s boundaries regardless of
whether the student is served in the Non-Member LEA’s local program, SSA or other
placements. Such responsibility includes the provision of any related services as
determined necessary by the student’s ARD Committee. Except as otherwise provided
herein, the Non-Member LEA, through this Interlocal contract, may retain Deaf Services
based upon the fee schedule set forth in Exhibit “A”.
Child Find and the determination of eligibility for Deaf Services is the sole responsibility
of the Non-Member LEA. The Non-Member LEA will not be allowed to access SSA
services without the submission of the required evaluations for Deaf Services eligibility
of its students.
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The Non-Member LEA agrees to comply with applicable federal and state law and the
SSA Administrative Guidelines. Noncompliance, as determined by the SSA, will result in
a termination of services, as set forth in the termination clause herein.
The Non-Member LEA is solely responsible for transportation of its eligible students to
each facility at which SSA Deaf Services are provided, including providing all required
insurance for vehicles used in such transportation.
The Non-Member LEA is solely responsible for the provision of a Free and Appropriate
Public Education (FAPE) to its students.
The Non-Member LEA is responsible for legal costs, court costs, and attorney’s fees,
resulting from litigation directly involving its student(s).
5. Miscellaneous
A. To the extent permitted under Texas law and without waiving any defenses including
governmental immunity, Non-Member LEA agrees to be responsible for its own acts of
negligence, which may arise in connection with any and all claims for damages, costs and
expenses to or by any person or persons and to any property that may arise out of or be
occasioned by this Agreement or any of its activities or from any act or omission or any
employee or representatives or the Parties of this Interlocal Agreement. Further, Non-
Member LEA shall indemnify and hold the SSA harmless from any actions brought against
the SSA, any Member District of the SSA or any employee, agent or officer of any Member
District of the SSA for any reason related to the Deaf Services and/or this Interlocal
Agreement.
B. Notice and Addresses. All notices required hereunder must be given by certified mail or
registered mail, addressed to the proper Party, at the following address.
To the SSA: GBCHI
PO Box 799
League City, TX. 77574
With a copy to:
Either Party may change the address to which notices are to be sent by giving the other
Party notice of the new address in the manner provided in this section. Notices shall be deemed
to have been received three (3) days after deposit in the mail.
C. Parties Bound. This Agreement shall be binding upon, and inure to the benefit of, the
Parties to this Agreement and their respective heirs, executors, administrators, legal
representatives, successors, and assigns.
D. Prior Agreement Superseded. This Agreement together with the terms of the GBCHI
Regional Day School Program for the Deaf Shared Services Agreement constitutes the sole
and only Agreement of the Parties regarding their responsibilities to each other concerning
the Services and supersedes any prior understandings or written or oral agreements
between the Parties respecting the Services. This Agreement in no way modifies or
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supersedes any document executed by the Parties prior to this Agreement which does not
involve the Non-Member Services.
E. Amendment. No amendment, modification, or alteration of the terms of this Agreement
shall be binding unless it is in writing, dated subsequent to the date of this Agreement, and
duly executed by the Parties to the Agreement.
F. Violation of Law. The Parties shall not violate any federal, state or local laws, regulations or
ordinances in the performance of this Agreement.
G. Definition of Terms. All special education terms and acronyms used in this Agreement shall
have the meanings and definitions provided to such terms and acronyms as set out in
Chapter III, Part 300 of the Individuals with Disabilities Education Act (IDEA), 34 CFR et seq,
and the Texas Administrative Code, 19 TAC Chapter 89. Such terms and acronyms shall
include, but not be limited to, FAPE or Free Appropriate Public Education, IEP or
Individualized Education Program, LEA or Local Education Agency, LRE or Least Restrictive
Environment, SEA or State Education Agency, MOE or Maintenance or Effort, ESEA or
Elementary and Secondary Education Act and ARD or Admission, Review and Dismissal.
H. Enforceability. If any provision of this Agreement proves unlawful or unenforceable by a
court having jurisdiction over the Parties or the subject matter, such provision shall be
severable from the other provision of this Agreement, and all remaining provisions shall be
fully enforceable.
I. Governing Law and Place for Performance. This agreement shall be governed by the laws of
Texas, which state shall also be deemed the place where this Agreement was entered into
and the place of performance and transaction of business and Parties. In the event of
litigation pertaining to the Agreement, the exclusive forum, venue and place of jurisdiction
shall also be the County of _____________ and the State of Texas unless otherwise agreed
in writing by the Parties. The Parties acknowledge that each has had the unfettered
opportunity to review, revise and negotiate the terms of this Agreement, and that if in the
future there is a dispute as to the meaning of any provision herein, then no such provision
shall be construed against the drafter of the Agreement.
J. Exhibits Incorporated. All exhibits to this Agreement are incorporated by reference as if
completely set out herein.
K. Signature Warranty Clause. The signatories to this Agreement represent and warrant that
they have the authority to execute this Agreement on behalf of SSA and the Non-Member
District, respectively.
L. No Waiver of Immunities. Nothing in the Agreement shall be construed to waive any
immunity from suit or liability enjoyed by SSA, the Member Districts, the Non-Member
LEA’s, or the past or present officers, employees, or agents of the Non-Member LEA’s and
Member Districts.
M. Approval by Governing Bodies. This Agreement has been approved by the governing bodies
of the SSA and the Non-Member LEA.
N. Payment from Current Revenues. Each Party paying for the performance of governmental
functions or services must make those payments from current revenues available to the
paying Party.
O. Assignment. Neither Party may assign their interests in this Agreement except upon
receiving the written consent of the other Party.
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P. Either Party may terminate this Agreement at any time with or without cause, by giving the
other party written notice of its decision to terminate at least forty-five (45) business days
prior to termination.
EXECUTED TO BE EFECTIVE this___________ day of ___________________, 20_____.
[INSERT]
By: _________________________________________
Printed Name: ________________________________
Title: ________________________________________
ATTEST:
By: _________________________________________
[INSERT]
By: _________________________________________
ATTEST:
By: _________________________________________
Exhibits:
Exhibit “A”-Rate Sheet
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EXHIBIT C
STATE OF TEXAS COUNTY OF _____________
§ § § §
SERVICES AGREEMENT FOR: DEAF EDUCATION SERVICES
The Galveston Brazoria Cooperative for the Hearing Impaired Regional Day School Program for
the Deaf, an SSA, in Galveston County, Texas (“the SSA”), and _____________________________ (“Non-
Member Charter School”), a Charter School established by the Texas Education Agency, hereby enter
into this Services Agreement (“the Agreement”) for the provision of specific deaf education services for
Non-Member Charter School students who are eligible for deaf education services pursuant to IDEA as
further defined herein (“Deaf Services”), in order to provide access to the Non-Member Charter School’s
students to the SSA’s deaf education program as required by the Texas Education Agency (“TEA”) RDSPD
Guidelines. SSA and Non-Member Charter Schools may be referred to jointly herein as the “Parties,”
and individually as a “Party.”
WHEREAS, the SSA is currently providing Deaf Services to its Member Districts; and
WHEREAS, pursuant to the Galveston Brazoria Cooperative for the Hearing Impaired Regional
Day School Program for the Deaf Shared Services Arrangement Agreement dated____________, the SSA
may provide Deaf Services to Non-Member Charter Schools, as requested by TEA, by and through an
Deaf Services Agreement; and
WHEREAS, Non-Member Charter School seeks Deaf Services for certain eligible students; and
WHEREAS, Non-Member Charter School has requested Deaf Services from the SSA and the SSA
agrees to provide the Deaf Services, by means of this Agreement; and
WHEREAS, both Parties acknowledge that such Agreement is consistent with Division of IDEA
Coordination, TEA, RDSPD SSA Procedures and will be in their best interests and the interests of the
public to cooperate in the provision of Deaf Services as set forth in this Agreement;
NOW THEREFORE, the Parties, for and in consideration of the covenants and agreements herein
set forth, to be kept and performed by them respectively, have agreed to and do hereby agree together
as follows:
1. Purpose
The Non-Member Charter School and the Member Districts made a part of the SSA are entering
into this Agreement for the purpose of allowing Non-Member Charter School students an
opportunity to access SSA Deaf Services consistent with the terms of this Agreement.
2. General Agreement
The Non-Member Charter School and SSA hereby agree to cooperate as further set forth in this
Agreement in the provision of the Deaf Services. The Deaf Services consist of those identified on
Exhibit “A” attached hereto.
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3. SSA Responsibilities
The SSA shall provide Deaf Services, utilizing best efforts, through its staff and personnel, as set
forth on Exhibit “A”.
4. Non-Member Charter School Responsibilities
The Non-Member Charter School agrees to remit any funds assessed by the SSA within
thirty (30) calendar days of receiving a statement from the SSA Fiscal Agent.
The Non-Member Charter School retains sole responsibility for funds, if any, related to
the American Recovery and Re-Investment Act of 2009.
The Non-Member Charter School will be liable for any and all costs associated with its
residentially placed students.
The Non-Member Charter School agrees to maintain proper educational records,
including eligibility folders, for students served by the SSA. It is further agreed that all
student records of any student recipient of SSA services, shall be provided to the SSA
prior to the initiation of SSA services. In the event records submitted are deemed
unsatisfactory by the RDSPD SSA or do not reflect IDEA compliance, such services may
be rejected.
The Non-Member Charter School shall provide suitable and sufficient classroom space
to accommodate its students as well as office space for supportive personnel as
requested by the SSA.
Any participation in the SSA programs by a Non-Member Charter School representative
or employee, whether on a paid or volunteer basis, shall be considered within the
course and scope of the employee’s Non-Member Charter School employment. Non-
Member Charter School shall provide such employee or representative with appropriate
supervision during all times they are performing duties associated with the provision of
SSA services, regardless of the time of day or the location where the duties are
performed. The SSA representative shall have no duty to supervise or provide
supervision or assistance to such persons.
It is agreed and understood that the continued delivery of services to students of
Member Districts of the SSA will take precedence over Non-Member Charter School
students. When determining whether or not existing SSA personnel may service Non-
Member Charter School student(s), assurances shall be provided to the member
districts that the Member District students will continue to receive appropriate services.
This Agreement may be terminated, consistent with the termination clause set forth
herein, should the SSA, in its sole discretion and at any time, determine that existing
personnel or contract employees cannot adequately serve Non-Member Charter School
students while maintaining its obligation to serve Member District students.
The Non-Member Charter Schools are responsible for the education of each student
with auditory impairments who resides within that Non-Member Charter School’s
boundaries regardless of whether the student is served in a local program, SSA, or other
placements. Such responsibility includes the provision of any related services as
determined necessary by the student’s ARD Committee. Except as otherwise provided
herein, the Non-Member Charter School, through this Agreement, may retain Deaf
Services based upon the fee schedule set forth in Exhibit “A”.
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R e v i s e d 2 0 1 5 P a g e 21 | 24
Child Find and the determination of eligibility for Deaf Services is the sole responsibility
of the Non-Member Charter School. The Non-Member Charter School will not be
allowed to access SSA services without the submission of the required evaluations for
Deaf Services eligibility of its students.
The Non-Member Charter School agrees to comply with applicable federal and state law
and the SSA Administrative Guidelines. Noncompliance, as determined by the SSA, will
result in a termination of services, as set forth in the termination clause herein.
The Non-Member Charter School is solely responsible for transportation of its eligible
students to each facility at which SSA Deaf Services are provided, including providing all
required insurance for vehicles used in such transportation.
The Non-Member Charter School is solely responsible for the provision of a Free and
Appropriate Public Education (FAPE) to its students.
The Non-Member Charter School is responsible for legal costs, court costs, and
attorney’s fees, resulting from litigation directly involving its student(s).
If and when applicable, the Non-Member Charter School will sign documents prepared by SSA and
acceptable to_____________________.
5. Risk of Loss and Indemnification
A. Except as otherwise provided herein, Non-Member Charter School bears its own risk of loss.
“Loss” includes, but not limited to, damage to or loss of its own personal or real property,
costs of administrative hearings, litigation expenses, awards of actual damages, court costs,
attorney’s fees, and settlement costs related to SSA services provided under this Agreement
to Non-Member Charter Schools students.
B. To the extent permitted under Texas law and without waiving any defenses including
governmental immunity, Non-Member Charter School agrees to be responsible for its own
acts of negligence, which may arise in connection with any and all claims for damages, costs
and expenses to or by any person or persons and to any property which may arise out of or
be occasioned by this Agreement or any of its activities or any act or omission of any
employee or representatives of the parties to this Agreement.
C. NON-MEMBER CHARTER SCHOOL SHALL INDEMNIFY AND HOLD GBCHI RDSPD (“SSA”)
HARMLESS FROM ANY ACTIONS BROUGHT AGAINST THE SSA, ANY MEMBER DISTRICT OF
THE SSA OR ANY EMPLOYEE, AGENT OR OFFICER OF THE SSA OR ITS MEMBER DISTRICTS
FOR ANY REASON RELATED TO THE DEAF SERVICES AND/OR THIS AGREEMENT.
6. Insurance Requirements
A. Commercial General Liability.
The Non-Member Charter School agrees to provide and maintain during the term of this
Agreement coverage limits of $1,000,000.00 for each occurrence and $2,000,000 General
Aggregate.
B. Automobile Liability
The Non-Member Charter School will insure its owned or leased vehicles used in the
transportation of students receiving Deaf Services for the SSA for the statutory maximum
limits of school district liability for motor vehicle accidents. The Non-Member Charter
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R e v i s e d 2 0 1 5 P a g e 22 | 24
School acknowledges that the SSA does not provide transportation and does not utilize
vehicles for the furtherance of this program or in its role as Fiscal Agent.
C. Workmen’s Compensation
Coverage shall be provided for all liability arising out of the Non-Member Charter School’s
employment of its employees and anyone for whom the Non-Member Charter School shall
be liable for Worker’s Compensation claims. Worker’s Compensation is required and no
“alternative” form of insurance shall be permitted.
D. General Provisions Applicable to Insurance
1. The required insurance must be written by a company licensed to do business in Texas
at the time the policy is issued, and rated no less than B in the most current edition of
Best’s Rating Manual at all times during the term of this Agreement
2. The General Liability and Automobile policy or policies so issued in the name of the Non-
Member Charter School shall also name the SSA as an additional insured, as their
respective interests may appear. The coverage afforded to the additional insured under
the policy or policies shall be primary insurance. It is the intent of the parties to this
Agreement that the General Liability coverage required herein shall be primary to and
shall seek no contribution from all insurance available to the SSA, with the SSA’s
insurance being excess, secondary and non-contributing. The Commercial General
Liability and Automobile coverage provided by the Non-Member Charter School shall be
endorsed to provide such primary and non-contributing liability. If the additional
insured has other insurance which is applicable to the loss, such other insurance shall be
on an excess or contingent basis.
3. The Non-Member Charter School shall have its insurance carrier(s) furnish to the SSA
insurance certificates in form satisfactory to the SSA specifying the types and amounts
of coverage in effect, the expiration dates of each policy, a statement that no insurance
will be cancelled or materially changed while the Agreement is in effect without thirty
(30) calendar days prior written notice to SSA, and a statement that the SSA is named as
additional insured as provided above.
E. Notice and Addresses. All notices required hereunder must be given by certified mail or
registered mail, addressed to the proper party, at the following addresses:
To the SSA:
With a copy to:
To SSA:
With a copy to:
Either Party may change the address to which notices are to be sent by giving the other Party
notice of the new address in the manner provided in this section. Notices shall be deemed to
have been received three (3) days after deposit in the mail.
F. Parties Bound. This Agreement shall be binding upon, and inure to the benefit of, the
Parties to this Agreement and their respective heirs, executors, administrators, legal
representatives, successors, and assigns.
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R e v i s e d 2 0 1 5 P a g e 23 | 24
G. Prior Agreement Superseded. This Agreement together with the terms of the GBCHI
Regional Day School Program for the Deaf Shared Services Agreement constitutes the sole
and only Agreement of the Parties regarding their responsibilities to each other concerning
the Services and supersedes any prior understandings or written or oral agreements
between the Parties respecting the Services. This Agreement in no way modifies or
supersedes any document executed by the Parties prior to this Agreement which does not
involve the Non-Member Services.
H. Amendment. No amendment, modification, or alteration of the terms of this Agreement
shall be binding unless it is in writing, dated subsequent to the date of this Agreement, and
duly executed by the Parties to the Agreement.
I. Violation of Law. The Parties shall not violate any federal, state or local laws, regulations or
ordinances in the performance of this Agreement.
J. Definition of Terms. All special education terms and acronyms used in this Agreement shall
have the meanings and definitions provided to such terms and acronyms as set out in
Chapter III, Part 300 of the Individuals with Disabilities Education Act (IDEA), 34 CFR et seq,
and the Texas Administrative Code, 19 TAC Chapter 89. Such terms and acronyms shall
include, but not be limited to, FAPE or Free Appropriate Public Education, IEP or
Individualized Education Program, LEA or Local Education Agency, LRE or Least Restrictive
Environment, SEA or State Education Agency, MOE or Maintenance or Effort, ESEA or
Elementary and Secondary Education Act and ARD or Admission, Review and Dismissal.
K. Enforceability. If any provision of this Agreement proves unlawful or unenforceable by a
court having jurisdiction over the Parties or the subject matter, such provision shall be
severable from the other provision of this Agreement, and all remaining provisions shall be
fully enforceable.
L. Governing Law and Place for Performance. This agreement shall be governed by the laws of
Texas, which state shall also be deemed the place where this Agreement was entered into
and the place of performance and transaction of business and Parties. In the event of
litigation pertaining to the Agreement, the exclusive forum, venue and place of jurisdiction
shall also be the County of _____________ and the State of Texas unless otherwise agreed
in writing by the Parties. The Parties acknowledge that each has had the unfettered
opportunity to review, revise and negotiate the terms of this Agreement, and that if in the
future there is a dispute as to the meaning of any provision herein, then no such provision
shall be construed against the drafter of the Agreement.
M. Exhibits Incorporated. All exhibits to this Agreement are incorporated by reference as if
completely set out herein.
N. Signature Warranty Clause. The signatories to this Agreement represent and warrant that
they have the authority to execute this Agreement on behalf of SSA and the Non-Member
District, respectively.
O. No Waiver of Immunities. Nothing in the Agreement shall be construed to waive any
immunity from suit or liability enjoyed by SSA, the Member Districts, the Non-Member
LEA’s, or the past or present officers, employees, or agents of the Non-Member LEA’s and
Member Districts.
P. Approval by Governing Bodies. This Agreement has been approved by the governing bodies
of the SSA and the Non-Member LEA.
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R e v i s e d 2 0 1 5 P a g e 24 | 24
Q. Payment from Current Revenues. Each Party paying for the performance of governmental
functions or services must make those payments from current revenues available to the
paying Party.
R. Assignment. Neither Party may assign their interests in this Agreement except upon
receiving the written consent of the other Party.
S. Either Party may terminate this Agreement at any time with or without cause, by giving the other party written notice of its decision to terminate at least forty-five (45) business days prior to termination.
EXECUTED TO BE EFFECTIVE this ____________ day of _______________________, 20______.
[INSERT]
By: _________________________________________
Printed Name: ________________________________
Title: ________________________________________
ATTEST:
By: _________________________________________
[INSERT]
By: _________________________________________
ATTEST:
By: _________________________________________
Exhibits:
Exhibit “A”-Rate Sheet
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Alvin Independent School District
May 10, 2016
To AISD Board of Trustees
Agendum
Request the Approval of Low Attendance Waiver due to bad weather
Category Operations / Action
Resource
Personnel
Brent Shaw, Director of Accountability and Assessment
Attachments none
Rationale Attendance Waiver The Attendance Waiver allows the
district or campus to request a waiver for any instructional days with attendance at least ten (10) percentage points
below the last school year's average attendance due to
inclement weather, health, safety-related issues, etc. be
excused from ADA calculations for the current school year.
On April 18, 2016, the Houston area experienced severe
weather conditions due to extreme flooding. Alvin ISD and twelve (12) campuses were greatly impacted and had daily
attendance rates that were at least ten percentage points
below averages from last year. The campuses affected were: Alvin High School, Manvel High School, Harby Junior
High, Nolan Ryan Junior High, Rodeo Palms Junior High,
EC Mason Elementary, Don Jeter Elementary, Mary Marek
Elementary, Laura Wilder Elementary, Savannah Lakes Elementary, Glenn York Elementary, Dr. James Red Duke
Elementary.
District Goal(s) Academic Performance
Budget Implications
None
Recommendation or Proposed
Motion
That the Board approves the low attendance waiver for the District and the twelve campuses as presented.
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Alvin Independent School District
June 14, 2016
To AISD Board of Trustees
Agendum
Request to Consider Naming Delegate and Alternate for the TASA/TASB 2016 Delegate Assembly
Category Operations/Action Item
Resource Personnel Buck Gilcrease, Superintendent of Schools
Attachments Official Delegate Designation Form
Rationale The Board annually approves a delegate and alternate to
represent AISD at the TASB Fall Conference. The TASA/TASB Fall Conference will be held in Houston, September 23-25,
2016.
District Goal(s) NA
Budget Implications
None
Recommendation or
Proposed Motion
That the Board approve a delegate and alternate to represent
Alvin ISD at the TASB Fall Conference.
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Alvin Independent School District
June 14, 2016
To AISD Board of Trustees
Agendum
Request to Consider Debt Management Local Policy – CA(LOCAL)
Category Business
Resource Personnel Susan Wilson, Chief Financial Officer
Attachments
Recommended Policy
Rationale The attached CA(LOCAL) policy was drafted in coordination
with our Financial/Municipal Advisor and Bond Counsel to
enable Alvin I.S.D. to be efficient and effective with all financial resources.
District Goal(s) Fiscal Responsibility
Budget Implications
None
Recommendation or
Proposed Motion
That Board approve CA(LOCAL) policy as presented.
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Alvin Independent School District June 14, 2016
To AISD Board of Trustees
Agendum
Request to Consider Approval of Memorandum of Understanding with the Alvin ISD Education Foundation
Category Operations/Action
Resource Personnel Dr. Buck Gilcrease, Superintendent Sheila Olson, Education Foundation Director
Attachments Alvin ISD Education Foundation Memorandum of
Understanding
Rationale
The Alvin ISD Education Foundation and Alvin ISD have an
important partnership that benefits both the school district and
the Foundation. The attached Memorandum of Understanding updates the details, obligations and rights of Alvin ISD and the
Alvin ISD Education Foundation.
District Goal(s) N/A
Budget Implications
N/A
Recommendation or Proposed Motion
That the Board of Trustees Approve the Memorandum of Understanding with the Alvin ISD Education Foundation as
Presented.
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MEMORANDUM OF UNDERSTANDING
This Memorandum of Understanding is entered into by and between the Board of Trustees of
the Alvin Independent School District (the District) and the Board of Directors (Foundation
Board) of the Alvin ISD Education Foundation (the Foundation), desiring to memorialize the
nature of their relationship, ratify and approve activities and mutually acknowledge, for the
future, the respective obligations and rights of the parties.
A. Public Purposes: the Alvin ISD Board of Trustees has identified the following
educational public purposes for the District's support of the Foundation:
1. Because of the uncertainty and restrictions inherent in the Texas public school finance
system, the District must seek alternative sources of revenue in order to continue
and/or enhance its quality education programs.
2. Maximization of alternative revenue sources requires strong community support.
3. Strong community support to assist the District in maximizing alternative revenue
sources requires reciprocal commitment and support from the District.
4. The District has realized gains from its investment in the Alvin ISD Education
Foundation.
5. The Foundation has provided to the District grants to teachers and campuses for
innovative teaching programs.
6. Continuation of the momentum achieved in maximizing alternative revenue sources
through the Foundation requires a continual commitment from the District.
7. Community involvement in raising money for educational programs achieves a
concurrent psychological and philosophical investment in the District.
8. The community’s legitimate expectation is that the District supports the Foundation
through the Foundation’s limited use of facilities, equipment and personnel.
9. The community realizes a convenience in having the District allow use of its facilities
by the Foundation.
10. Solicitations of additional revenue by Foundation directors and personnel relieves the
fund-raising burden of the District’s Superintendent, administrators, teachers and staff,
leaving them free to focus on the District’s educational mission.
11. Additional revenue obtained by the Foundation will be provided by the Foundation for
the betterment of the District’s educational programs.
12. It is essential that the District have oversight over any individual who represents the
District or the Foundation in seeking additional revenue sources.
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B. Commitment: The Alvin ISD Board of Trustees agrees to continue to provide the
following to the Foundation, provided that the public purposes continue to be met and the
controls continue to be implemented, and subject to the Alvin ISD Board of Trustees
continuing right to refuse to appropriate the necessary funds in any budget year. All of the
Alvin ISD contribution amounts shall be within the sole discretion of the Alvin ISD Board
of Trustees, which contribution shall be monitored by the Alvin ISD Board and recorded
in the Alvin ISD accounting records as donations to the Foundation:
1. All or a portion of the salary and benefits for the employees of the District serving the
Foundation.
2. Office space facilities and utilities for the employees of the District serving the
Foundation.
3. All or a portion of the equipment used by the employees of the District serving the
Foundation.
4. Employees of the District who are serving the Foundation shall not be entitled to
receive supplemental compensation directly from the Foundation.
C. Responsibilities of Foundation:
1. The Foundation is a nonprofit educational corporation organized in 1998 for
educational and charitable purposes exclusively for the benefit of the District.
2. The Foundation agrees that, during the term of this Memorandum of Understanding,
the Foundation will use its best efforts to solicit, collect, invest and administer funds
for the Foundation, which shall be used to enrich the educational environment of the
District.
3. The Foundation agrees that, in each of the Foundation’s fiscal years, the Foundation
shall contribute more to the District than the value of the District’s contribution to the
Foundation or Alvin ISD funding may, at the Board’s discretion, either cease or be
decreased for the coming fiscal year. For purposes of this agreement, amounts
contributed to the District in any fiscal year shall include all grants to teachers and
campuses.
4. The Foundation agrees that it will require its personnel and the District personnel
providing services to the Foundation to follow all policies and procedures of the
District when representing the District or the Foundation in any capacity.
5. The Foundation agrees that it will continue to recognize the District as the sole
beneficiary of its solicitation program.
D. Controls: This Alvin ISD Board of Trustees and the Foundation Board of Directors agree
on the following controls to ensure that a proper public educational purpose is served by
this arrangement:
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1. Any support personnel serving the Foundation shall be at-will employees of Alvin the
District under the direction supervision and control of the Superintendent of Schools
or his designee. The Foundation may consult with the Superintendent regarding the
Executive Director and the support personnel’s job performance.
2. The Foundation shall abide by all policies and procedures of the District related to
facility and equipment use, personnel, public information, and all other applicable
policies.
3. The Alvin ISD Board of Trustees and the Foundation Board of Directors hereby
designate the Executive Director of the Foundation as the fiscal agent with the
authority to accept grants to either the Foundation or Alvin ISD. The Executive
Director shall report all grants received to the Superintendent of Schools.
4. The Foundation shall ensure that, during each fiscal year of its existence, it provides to
the District more revenue than the District provides to it, pursuant to this or any
agreement, or Alvin ISD funding may, at the Board’s discretion, either cease or be
decreased for the coming fiscal year. For the purpose of this agreement, amounts
contributed to the District in any fiscal year shall include all grants to teachers and
campuses.
5. The Foundation shall provide the Alvin ISD Board of Trustees with a five-year plan,
updated annually, which shall be presented to the Board of Trustees at a public
meeting.
6. The Foundation shall provide an IRS Form 990 annually to the Alvin ISD Board of
Trustees, which shall reflect the District’s contributions to the Foundation and which
shall be reviewed against the District’s accounting records to ensure accuracy. The
completed Form 990 will be posted on the Foundation’s website within one month
after filing with the Internal Revenue Service.
7. The Foundation shall annually provide a cost-benefit evaluation to the District
regarding the District’s investment in the Foundation and the Foundation’s use of this
investment for educational or public purposes. This evaluation shall be presented
annually to the Alvin ISD Board of Trustees at a public meeting.
8. This District shall determine each year, at the time of development of the District’s
budget, whether adequate consideration has been received from the Foundation in the
previous fiscal year and will likely be received in the following fiscal year, to assist
the Board of Trustees in determining funding for the coming fiscal year.
9. The Foundation agrees and understands that the Executive Director of the Foundation
shall research, seek, develop, write and submit grants for educational programs to
further the District’s educational mission.
10. The Foundation understands that, as a result of the District’s investment in the
Foundation, the documents of the Foundation are subject to the Texas Public
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Information Act, absent any specific exemption, and the Foundation agrees to abide by
the Texas Public Information Act.
AGREED TO this ________day of________________, 2016
Alvin ISD Board of Trustees Alvin ISD Education Foundation
____________________________ ___________________________
President, Cheryl Harris President, Shirley Brothers
Attest: Attest:
____________________________ ___________________________
Secretary, Regan Metoyer Secretary, Buck Gilcrease
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Alvin Independent School District June 14, 2016
To AISD Board of Trustees
Agendum Request to Award Contract for Demolition and
Abatement of “F” Building as part of construction
for the Alvin High School Student U.I.L. Events and Parking Project.
Category Business
Resource Personnel Patrick Miller, Associate Superintendent of Student Learning Environment
Attachments Memo from Jeffrey Wilson, Compliance Coordinator
Rationale Demolition of the Alvin High School F Building must
be accomplished prior to the construction of the
Improvements for Student U.I.L Events.
Competitive Sealed Proposals were received from
Four (4) contractors for the prescribed demolition and abatement.
District Goal(s) Fiscal Responsibility
Budget Implications 2015 Bond Funds
Recommendation or
Proposed Motion
That Board approves the contract award to Kennedy
Demolition for the demolition and abatement of the “F” Building at Alvin High School and approves the
Superintendent or his designee to execute a
contract not to exceed $136,267 for this scope of work.
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Page 1
Memo
Date: June 6, 2016
To: Patrick Miller, Associate Superintendent of Student Learning Environment
From: Jeffrey Wilson, Compliance Coordinator
RE: Award of Proposal for Demolition and Abatement of Alvin High School “F”
Building
Prior to construction of the new Athletic Field planned for the site of the former Alvin High School “F” Building, (Second Street), abatement and demolition must be accomplished. A Request for Proposals (RFP) was prepared and legal advertisements were placed as required. On June 3, 2016, Competitive Sealed Proposals were received from four demolition and abatement contractors.
Contractors’ qualifications were reviewed, evaluated, and scored to see if a grade of greater than 80 percent would be obtained as required. Of those contractors grading out above 80 percent, Kennedy Demolition has submitted a proposal that offers the best value to the District at $136,267. Negotiations are underway with Kennedy Demolition to see if additional cost improvements can be realized on the final contract.
The Buildings Programs Department is requesting that the Board of Trustees approve the Superintendent of Schools or his designee to execute a contract with Kennedy Demolition not to exceed $136,267 for demolition and abatement of the Alvin High School “F” Building on Second Street. Funding for this project would be from the 2015 Bond funds for the Alvin High School Facility Improvements for Student U.I.L. Events and Parking associated with the Memorial Stadium Renovation.
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Alvin ISD June 3, 2016
Alvin High School "F" Bldg Demoltion and Abatement Proposal time: 10:00:00 AM
CompanyAAR JTB ERSI Kennedy
Time9:30 9:30 9:35 9:57
Submit sealed bidY Y Y Y
Base Proposal Demolition $99,800.00 $137,835.00 $99,800.00 $74,496.00
Base Proposal Abatement $56,209.00 $62,500.00 $61,200.00 $59,400.00
Alternate 1: Demo Chillers $7,000.00 $3,880.00 $2,500.00 $2,371.00
Acknowledged receipt of Addenda Y Y Y Y
Total (Abate & Demo only) $156,009.00 $200,335.00 $161,000.00 $133,896.00
Total with Alternate $163,009.00 $204,215.00 $163,500.00 $136,267.00
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Alvin Independent School District June 14, 2016
To AISD Board of Trustees
Agendum Request to Consider Approval for Award of Construction
Manager @ Risk Contract for the Alvin High School Facility Improvements for Student U.I.L. Events and Parking
Category Business-Action
Resource
Personnel
Patrick Miller, Associate Superintendent Student
Learning Environment
Attachments Memo From Jeffery Couvillion, Director of Building Programs
Rationale The Construction Manager at Risk method of
Construction requires the contractors to submit qualifications for the District to evaluate and score.
After review and evaluation by the Building Programs
Department and the Project Architect, Stewart Builders has satisfied the evaluation criteria and submitted
pricing that offers the best value to the District.
Budget Implications
These funds are included in the approved 2015 Bond fund budget along with the recently approved Budget
Amendments #11 and #12.
Recommendation or Proposed
Motion
That Board approve Stewart Builders as the Construction Manager at Risk for the Alvin High School
Facility Improvements for Student U.I.L. Events and
Parking Project and authorizes the Superintendent or his designee to review and execute the final negotiated
contract.
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MEMORANDUM
Date: May 30, 2016
To: Patrick Miller – Associate Superintendent, Student Learning Environment
From: Jeffery Couvillion – Director of Building Programs
RE: Award of Construction Manager @ Risk Contract for the Alvin High School Facility
Improvements for Student U.I.L. Events and Parking
The Construction Manager @ Risk (CM@R) contract delivery method was recently approved by
the Board for use on the Alvin High School Facility Improvements for Student U.I.L. Events and
Parking.
Legal advertisements were placed in accordance with Texas State law and on May 24th, five
contractors responded with Competitive Sealed Proposals.
The Contractors and their proposals have been ranked using evaluation criteria as prescribed in
the project specifications, consistent with the CM @ Risk process. As defined in the
specifications, Contractors must score 80% or greater on their ranking criteria to be further
considered. CM @ Risk ranking criteria includes but is not limited to:
• Past performance on similar projects for other Districts
• Ability to contribute to the owner/design team
• Client satisfaction references of other ISD’s and architects
• References and resume of CM@R’s project team assigned to Alvin ISD
• Past performance with Alvin ISD on major projects
Of the five contractors who met the evaluation criteria, Stewart Builders proposed fee schedule
offers the best value to the District for this project.
The Bid Tab showing proposed fee schedules has been attached for your review.
Building Programs Department is requesting the Board of Trustees approve the award of the CM@R contract for the Alvin High School Facility Improvements for Student U.I.L. Events and Parking and authorize the Superintendent of Schools or his designee to review and execute the final negotiated contract with Stewart Builders. Funding for the design of this project was provided for in the 2015 Bond along with the recently approved Budget Amendment’s #11 and #12. Board approval for a Guaranteed Maximum Price (GMP) for construction will be requested at a future date.
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Alvin Independent School District
June 14, 2016
To AISD Board of Trustees
Agendum
Request to Consider Personnel Item – Policy Revisions – DNA (Local)
Category Personnel/Action
Resource Personnel Dr. Buck Gilcrease, Superintendent of Schools
Allen Roberts, Associate Superintendent of Human Resources
Kim Alvarez, Director of Human Resources Syreeta Presley, Coordinator of Human Resources
Attachments DNA (Local) Proposed
Rationale
The current teacher appraisal system, Professional
Development Appraisal System (PDAS), will expire at the end of this current school year. The state’s new recommended
teacher appraisal system is the Texas Teacher Evaluation
and Support System (T-TESS).
We recommend starting with the 2016-2017 school year and
beyond that the board approves T-TESS as the new appraisal
system for teachers.
District Goal(s) Teachers and Staff
Budget Implications
None
Recommendation or Proposed Motion
That Board approval be granted for Policy Revisions – DNA (Local) as requested
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Alvin ISD 020901 PERFORMANCE APPRAISAL DNA EVALUATION OF TEACHERS (LOCAL)
1 of 1 PROPOSED POLICY 5-12-2016 DNA(LOCAL)-A2
PROPOSED POLICY The District shall appraise teachers annually using the Texas Teacher Evaluation and Support System (T-TESS) in accordance with law and administrative regulations.
The Board shall approve a list of certified appraisers who can ap-praise a teacher in place of the teacher’s supervisor.
T-TESS
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Alvin Independent School District
June 14, 2016
To AISD Board of Trustees
Agendum
Request to Consider Personnel Items – Requested Personnel
Category Personnel/Action
Resource Personnel Dr. James “Buck” Gilcrease, Superintendent
Allen Roberts, Associate Superintendent
Attachments Memo related to personnel
Rationale Requested personnel actions
District Goal(s) Teachers and Staff
Budget Implications
None
Recommendation or
Proposed Motion
That Board approval be granted for requested personnel
items as presented
102
Alvin Independent School District
June 14, 2016
To AISD Board of Trustees
Agendum
Request to Consider Personnel Items – Administrative Appointments – Principal – Harby Jr. High School
Category Personnel/Action
Resource Personnel Dr. Buck Gilcrease, Superintendent of Schools
Allen Roberts, Associate Superintendent of Human Resources
Attachments Memo related to administrative appointments to be distributed
prior to the Board Meeting
Rationale Replacements due to reassignment of administrators or new
positions.
District Goal(s) Teachers and Staff
Academic Performance Fiscal Responsibility
Budget Implications
None
Recommendation or
Proposed Motion
That Board approval be granted for Principal – Harby Jr. High
School
103
Alvin Independent School District
June 14, 2016
To AISD Board of Trustees
Agendum
Request to Consider Personnel Items – Administrative Appointments – Principal – Rodeo Palms Junior High School
Category Personnel/Action
Resource Personnel Dr. Buck Gilcrease, Superintendent of Schools
Allen Roberts, Associate Superintendent of Human Resources
Attachments Memo related to administrative appointments to be distributed
prior to the Board Meeting
Rationale Replacements due to reassignment of administrators or new
positions.
District Goal(s) Teachers and Staff
Academic Performance Fiscal Responsibility
Budget Implications
None
Recommendation or
Proposed Motion
That Board approval be granted for Principal – Rodeo Palms
Junior High School
104
Alvin Independent School District
June 14, 2016
To AISD Board of Trustees
Agendum
Request to Consider Personnel Items – Administrative Appointments – Principal – Stevenson Primary School
Category Personnel/Action
Resource Personnel Dr. Buck Gilcrease, Superintendent of Schools
Allen Roberts, Associate Superintendent of Human Resources
Attachments Memo related to administrative appointments to be distributed
prior to the Board Meeting
Rationale Replacements due to reassignment of administrators or new
positions.
District Goal(s) Teachers and Staff
Academic Performance Fiscal Responsibility
Budget Implications
None
Recommendation or
Proposed Motion
That Board approval be granted for Principal – Stevenson
Primary School
105
Alvin Independent School District
June 14, 2016
To AISD Board of Trustees
Agendum
Request to Consider Personnel Items – Administrative Appointments – Principal – Savannah Lakes Elementary School
Category Personnel/Action
Resource Personnel Dr. Buck Gilcrease, Superintendent of Schools
Allen Roberts, Associate Superintendent of Human Resources
Attachments Memo related to administrative appointments to be distributed
prior to the Board Meeting
Rationale Replacements due to reassignment of administrators or new
positions.
District Goal(s) Teachers and Staff
Academic Performance Fiscal Responsibility
Budget Implications
None
Recommendation or
Proposed Motion
That Board approval be granted for Principal – Savannah Lakes
Elementary School
106
Alvin Independent School District
June 14, 2016
To AISD Board of Trustees
Agendum
Request to Consider Personnel Items – Administrative Appointments – Principal – Glenn York Elementary School
Category Personnel/Action
Resource Personnel Dr. Buck Gilcrease, Superintendent of Schools
Allen Roberts, Associate Superintendent of Human Resources
Attachments Memo related to administrative appointments to be distributed
prior to the Board Meeting
Rationale Replacements due to reassignment of administrators or new
positions.
District Goal(s) Teachers and Staff
Academic Performance Fiscal Responsibility
Budget Implications
None
Recommendation or
Proposed Motion
That Board approval be granted for Principal – Glenn York
Elementary School
107
Alvin Independent School District
June 14, 2016
To AISD Board of Trustees
Agendum
Request to Consider Personnel Items – Administrative Appointments – Principal – Wilder Elementary School
Category Personnel/Action
Resource Personnel Dr. Buck Gilcrease, Superintendent of Schools
Allen Roberts, Associate Superintendent of Human Resources
Attachments Memo related to administrative appointments to be distributed
prior to the Board Meeting
Rationale Replacements due to reassignment of administrators or new
positions.
District Goal(s) Teachers and Staff
Academic Performance Fiscal Responsibility
Budget Implications
None
Recommendation or
Proposed Motion
That Board approval be granted for Principal – Wilder
Elementary School
108
Alvin Independent School District
June 14, 2016
To AISD Board of Trustees
Agendum
Request to Consider Personnel Items – Administrative Appointments – Assistant Principal – Mark Twain Elementary
School
Category Personnel/Action
Resource Personnel Dr. Buck Gilcrease, Superintendent of Schools
Allen Roberts, Associate Superintendent of Human Resources
Attachments Memo related to administrative appointments to be distributed
prior to the Board Meeting
Rationale Replacements due to reassignment of administrators or new
positions.
District Goal(s) Teachers and Staff
Academic Performance
Fiscal Responsibility
Budget Implications
None
Recommendation or
Proposed Motion
That Board approval be granted for Assistant Principal – Mark
Twain Elementary School
109
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