September 7, 2023 at 7:00 PM - Regular Meeting

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: In accordance with Policy FMG (LOCAL), students may be permitted to take out-of-state school-sponsored trips for the following purposes: 

1.    Instructional purposes (field trips and excursions).
2.    Activities of school-sponsored or sanctioned clubs or organizations.
3.    Other sanctioned competitions. 

Recommendation: It is recommended that the Board of Trustees approve the above Out-of-State Travel Request(s).

Description:  Priority #1: Optimize Diverse and Engaging Learning
Background: The District employs full-time professional employees in positions requiring a certificate from the State Board of Educator Certification (SBEC), nurses under a probationary or term contract and other designated employees. The purpose of this agenda item is to facilitate Board approval of these contracts.

Recommendation: It is recommended that the Board of Trustees approve the employment of these individuals as indicated on the list provided.

Description:  Background: The monthly financial reports presented to the Board for consideration will include budget amendments (when applicable), budget summary year to date reports, construction summary report, outstanding investments, and tax office reports.

This report includes the following items:

1.    Budget Amendments Year-to-Date as of September 7, 2023 - none

2.  Budget Summary Year-to-Date as of July 31, 2023
        a.  Unaudited Revenue Summary including:
        i.    Adopted Budget
        ii.    Current Amended Budget
        iii.    Realized to-date Revenue
        iv.    Unrealized Revenue
        v.    Percentage Revenue Realized
        b.  Unaudited Expenditure Summary including:
        i.    Adopted Budget
        ii.    Current Amended Budget
        iii.    Cumulative to-date Expenditures
        iv.    Unencumbered Balance
        v.    Percentage of Budget Expended for the following funds:
                1.  General Funds
                2.  Special Revenue Funds
                3.  Debt Service Funds
                4.  Capital Projects Funds
        c.  Construction Summary including:
        i.    Remaining Project Plan Budget
        ii.    2022-23 Expenditures    
        iii.    Encumbrances
        iv.    Balance 
        v.    Percentage of Budget Expended

3.  Outstanding Investments as of July 31, 2023

4.    Tax Office Reports for the month of July 2023
        a.  Year-to-Date Collection 2022-2023 Report for July
        b.  Refunds of over $500 for Board Approval for July - none


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

Description:  The attached report is a summary of the purchases valued over $25,000 but not exceeding $100,000 that were made from July 1, 2023, through July 31, 2023.

Recommendation: It is recommended that the Board of Trustees approve the purchasing report as presented.

Description:  Priority #1: Optimize Engaging and Diverse Learning.
This Memorandum of Understanding (MOU) is with Carrollton-Farmers Branch ISD and the Denton County Juvenile Board and outlines all issues pertinent to the interaction between the juvenile board and the school district in the operation of the Juvenile Justice Alternative Education Program (JJAEP). The objective of the program is to help the student achieve behavioral and academic improvement and provide an effective education program.

Recommendation: It is recommended that the Board of Trustees approve the MOU between Carrollton-Farmers Branch ISD and the Denton County Juvenile Board and authorize the Superintendent or her designee to execute contracts in the best interest of the District as presented.

Description:  Priority #5: Optimize All Available Resources
As an employer in the State of Texas, the District is required to provide unemployment insurance as mandated by state law.  To accomplish this mandate, the District has exercised its option to procure this service by participating in an Interlocal Agreement with another local agency as defined in Texas Education Code §44.031.   The Texas Association of School Boards (TASB) qualifies as a local government entity under this provision and extends an invitation to school districts to provide this service.  

The total contribution to participate for CFBISD in 2023-2024 is $142,274, representing the same cost as last year.

CFBISD has procured unemployment insurance from TASB since 1980.

Recommendation: It is recommended that the Board of Trustees approve the renewal for participation in the interlocal agreement with TASB Risk Management Fund and delegate the Superintendent or her designee the authority to negotiate and execute any required contract or agreement documents. 

Description:  Priority #5: Optimize All Available Resources
This contract provides all property & casualty, commercial & liability insurance for the District.  The insurance policies included are for the following:
    Commercial Property                            Cyber Suite
    Commercial Crime                                General Liability
    Commercial Automobile & Liability       Employee Benefits Liability
    Educators’ Legal Liability                      Public Official Bonding
    Foreign Travel                                      Terrorism, Violence & Malicious Acts

Insurance Services are provided by Roach Howard Smith and Barton (RHSB).  The policy covers October 1, 2023 through September 30, 2024, providing $600 million of coverage for the District. This is the fourth (4) renewal of a five-year contract. Contract spend not to exceed $4,200,000.00.

Funded through the general fund.

Renewed Annually.

Recommendation: It is recommended that the Board of Trustees approve the renewal of Property & Casualty, Commercial & Liability Insurance as listed above for the 2023-2024 school year and authorize the Superintendent or her designee to execute contracts for insurance in the best interest of the District. 

Description:  Priority #1: Optimize Engaging and Diverse Learning
This contract is for library media, books, and other related supplies and services.   Quotes will be obtained from the list of vendors on an as-needed basis.  Items purchased may include library books, eBooks, audiobooks, library supplies, digital resources, and/or services to be utilized by the District. This is the first extension of four (4) one-year optional terms.

Funding for these purchases may come from local, state, or federal funds.

Recommendation: It is recommended that the Board of Trustees approve  the extension RFP 2022-06-025 for Library Media, Books, Supplies, and Services with the attached vendors and authorize the Superintendent or her designee to execute purchases and contracts within this RFP in the best interest of the District.

Description:  Priority #1: Optimize Engaging and Diverse Learning
This is a non-exclusive contract that provides for grocery products and catering services throughout the District.  RFP 2020-06-016 is the original.  The perpetual RFP 2022-10-032 supplements this existing contract and will eventually replace it, thus putting vendors on a five (5) year cycle for renewals.  This will be the third (3) renewal of four (4) one-year extensions.

Funding for these purchases may come from local, state, or federal funds.

Recommendation: It is recommended that the Board of Trustees approve the renewal of RFP 2020-06-016 for Grocery & Catering Services with the attached vendors and authorize the Superintendent or her designee to execute purchases and/or contracts within this RFP in the best interest of the District.

Description:  Priority #1: Optimize Engaging and Diverse Learning
This is a non-exclusive contract that provides for outside contracted services, such as maintenance and operational vendors needed to make repairs, as well as other contracted services, to address various needs throughout the District, which are unknown at this time.  This is a perpetual RFP that will be awarded monthly, as needed, to increase the District’s variety of approved vendors for necessary services throughout the District and put vendors on a five (5) year cycle for renewals.   This will be the first renewal of four (4) one-year extensions.  

Funding for these purchases may come from local, state or federal funds.

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

Description:  Priority #1: Optimize Engaging and Diverse Learning
This is a non-exclusive contract which provides for grocery products and catering services.  This RFP supplements an existing contract and will eventually replace it, thus putting vendors on a five (5) year cycle for renewals.   This is a perpetual RFP that will be awarded monthly, as needed, to increase the District’s variety of approved vendors for necessary items and services throughout the District.   This will be the first renewal of four (4) one-year extensions.  

Funding for these purchases may come from local, state, or federal funds.

Recommendation: It is recommended that the Board of Trustees approve the renewal of the perpetual RFP 2022-10-032 for Grocery & Catering Services with the attached vendors and authorize the Superintendent or her designee to execute purchases and/or contracts within this RFP in the best interest of the District.

Description:  Priority #1: Optimize Engaging and Diverse Learning
This is a non-exclusive contract that provides for administrative, educational consultants, & professional development.  This is a perpetual RFP that will be awarded monthly, as needed, to increase the District’s variety of approved vendors for necessary services throughout the District and put vendors on a five (5) year cycle for renewals.   This will be the first renewal of four (4) one-year extensions.

Funding for these purchases may come from local, state, or federal funds.

Recommendation: It is recommended that the Board of Trustees approve the renewal of the perpetual RFP 2022-10-033 for Administrative, Educational Consultants, and Professional Development Services with the attached vendors and authorize the Superintendent or her designee to execute purchases and/or contracts within this RFP in the best interest of the District.

 

Description:  Priority #1: Optimize Engaging and Diverse Learning
This purchase is for two thousand, five hundred (2500) HP Chromebooks  to be issued to students as a replacement of unrepairable or lost devices throughout the District.  Some new staff are issued chromebooks in lieu of laptops based on position type.   Quotes were taken from various contracts to secure the best price and value for the purchase and deployment of the equipment.   The purchase will be from Delcom for the equipment and deployment services via the DIR Contract.

Funding/Cost: The hardware cost will be $737,550 and the deployment services will be $26,250 for a total of $763,800 to be funded by the General Fund.

This will be a one-time purchase. CFBISD has been utilizing HP Chromebooks since 2016, and has found the brand to be the best value to the District.  The Technology team periodically reviews products that are available in the marketplace to determine the best possible solution for the District. 

Recommendation: It is recommended that the Board of Trustees approve 
the purchase of Chromebooks from the recommended vendor and to authorize the Superintendent, or her designee, to execute any contract or agreement in the best interest of the District regarding this purchase.

 

Description:  Priority #1: Optimize Engaging and Diverse Learning
Goalbook is a software system that supports educators with instruction design, including the development of present levels of academic achievement and functional performance, goals and objectives, progress monitoring, and application strategies for the Special Services Department.  This program will benefit all CFBISD students with IEPs and teachers throughout the District.  It will be procured through Enome, Inc., from the CTPA Cooperative. 

This program will be introduced for the 2023-2024 school year and is a tool that can change teacher practice, as it answers the question of, "How can I teach this differently."  The UDL strategy wizard helps teachers discover highly-effective, research-based practices that meet the diverse needs of our student population.  These strategies and resources will help to bridge the gap between Special Education and General Education by putting tools and resources at the fingertips of teachers and specialists. 

Funded by State and Federal Funds for an estimated amount of $177,013.00 per year.  

The contract will be for a (3) year term, renewing annually.

Recommendation: It is recommended that the Board of Trustees approve the purchase of Goalbook with the recommended vendor and  authorize the Superintendent or her designee to execute purchases or contracts in the best interest of the District.  


 

Description:  Priority #1: Optimize Engaging and Diverse Learning
Istation Reading provides computer-based assessment and instruction in reading and writing for PreK-12 students.  Students complete game-based lessons and activities led by animated characters while the program generates reports on their progress for teachers, parents and administrators. In CFB, this program is utilized for all students in grades K-8.  It supports:  1) the personalization of instruction through iStation’s integration with Measures of Academic Progress (MAP), and 2) the early identification of students with dyslexia.  

Funding and Cost: The cost for the 2023-2024 school year will be $267,063.00 and will be funded by the General Operating Budget, utilizing the local CFBISD local contract. 

This is a renewal with an effective term from September 2023 through August 31, 2024.  This program has been utilized by the District for the last three (3) years.

Recommendation: It is recommended that the Board of Trustees approve the renewal of iStation and authorize the Superintendent or her designee to negotiate and execute contracts for such purchases in the best interest of the District.

 

Description:  Priority #1: Optimize Engaging and Diverse Learning
Progress Learning will effectively replace the Dream Box (math) program previously used for K-8 students throughout the District.  Progress Learning is a data-driven resource that is highly aligned to the Texas Essential Knowledge and Skills. This program is designed to help students master state standards. It will automatically sync with our students MAP Growth scores and create a student learning plan for mastery of standards and acceleration. It will be a supplemental learning resource for core instruction as well as intervention. The program will cover reading, math, science, and social studies in all grades.
Writing will be covered in grades 6-8, as well as Algebra 1 & Biology EOC, along with many others.  PSAT preparation resources are also accessible.

The total cost of this program will be $218,700 for the 2023-2024 school year and funded by the General Operating Budget and utilizing our local contract.

The initial term for this program will be September 2023 through August 31, 2024.

Recommendation: It is recommended that the Board of Trustees approve the purchase of Progress Learning and authorize the Superintendent or her designee to negotiate and execute contracts for such purchases in the best interest of the District.

Description:  Priority #1: Optimize Engaging and Diverse Learning
This purchase is for alternate curriculum and assessments for students requiring specially designed instruction.  The District will utilize multiple vendors through multiple contracts to accomplish this.  These tools will help students throughout the District.

Funding source:  ARP-IDEAB - Federal Grant Funds - not to exceed $400,000.

Recommendation:  It is recommended that the Board of Trustees approves the purchase of alternate curriculum and assessments and authorizes the Superintendent or her designee to execute purchases or contracts in the best interest of the District.
 

Description:  Priority #5 Optimize All Available Resources
This purchase is for the equipment and installation services of PA systems at each of the four (4) high schools in the District. (Turner, Smith, Creekview, and Ranchview)  The equipment will improve and expand the existing systems replaced in the 2018 Bond Program.  The District will utilize RAB Group through the TIPs Cooperative.

Funding Source:  Funding will come from the 2023 Bond Program, not to exceed $770,000.

Recommendation:  It is recommended that the Board of Trustees approves the purchase of equipment and installation of PA systems at District high schools and authorizes the Superintendent or her designee to execute purchases or contracts in the best interest of the District.

Description:  Priority#5: Optimize All Available Resources
TASB Policy Services has presented Policy Update 121 for the Board's consideration. As per Board Policy BF (LOCAL), it is within the responsibility of the majority of the Board to adopt or amend policies during regular or special meetings. This is provided that adequate advance written notice of the proposed changes has been provided to Board members, and the changes have been included on the meeting's agenda.

Recommendation: It is recommended that the Board of Trustees approve TASB Policy Update 121, except for policies CKE - Security Personnel and CKEC - School Resource Officers, as are presented.

Description:  Priority#1: Optimize Engaging  & Diverse Learning
Priority#2: Optimize Facility, Safety & Security, and Infrastructure to be Adaptable to Student Needs
Priority #3: Optimize Community Engagement
Priority #4: Optimize the Social & Emotional Health of All Students
Priority #5: Optimize All Available Resources
The District Plan and Campus Plans are aligned to the goal of high expectations for all and are guided by the five strategic priorities: Optimize Engaging & Diverse Learning; Optimize Facility, Safety & Security and Infrastructure to be Adaptable to Student Needs; Optimize Community Engagement; Optimize Social & Emotional Health of All Students, and Optimize All Available Resources.

The Board shall ensure that the district improvement plan and improvement plan for each campus are developed, reviewed, and revised annually for the purpose of improving the performance of all students.

Recommendation: It is recommended that the Board of Trustees approve the District Plans and Campus Plans as presented.