April 4, 2024 at 7:00 PM - Regular Meeting
Agenda |
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1. Call to Order
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1.A. Moment of Reflection and Pledge of Allegiance
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1.B. Welcome Visitors
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2. Special Presentations and Recognitions
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2.A. Recognitions
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2.B. Trustee's Reports
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2.C. District Announcements
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2.D. Update from PTA
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3. Audience for Guests
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4. Non-Action Items for Discussion
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4.A. Transportation Update
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4.B. Construction Update
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4.C. Annual Announcement of Board Training Credit
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5. Consent Agenda
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5.A. Consider/Approve Requests for Carrollton-Farmers Branch Students to Travel Out-of-State
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).
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5.B. Consider/Approve Personnel Report
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. |
5.C. Consider/Approve Financial Reports
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 April 4, 2024 a. Proposed Budget Amendments for Official Budgets - none 2. Budget Summary Year-to-Date-as of February 29, 2024 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. 2023-24 Remaining Project Plan ii. 2023-24 Expenditures iii. Encumbrances iv. Balance w/Encumbrances v. Percentage of Budget Expended 3. Outstanding Investments as of February 29, 2024 4. Tax Office Reports for the month of February 2024 a. Year-to-Date Collection 2023-24 Report for February b. Refunds of over $500 for Board Approval for February - Yes Recommendation: It is recommended that the Board of Trustees accepts the financial reports for February 2024, as presented.
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5.D. Consider/Approve Purchasing Report for the Period of February 1, 2024, Through February 29, 2024
Description:
The attached report is a summary of the purchases valued over $25,000 but not exceeding $100,000 that were made from February 1, 2024, through February 29, 2024.
Recommendation: It is recommended that the Board of Trustees accept the Purchasing Report for the period February 1, 2024, through February 29, 2024, as presented.
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5.E. Consider/Approve Teacher Contracts
Description:
Priority #1: Optimize Engaging and Diverse Learning
Board Policy DC (LEGAL) states, the District shall employ each classroom teacher, librarian, nurse or school counselor under a probationary contract, a continuing contract or a term contract. Provided under separate cover is a list of contracts with the type of contract, length, and year of expiration indicated. Recommendation: It is recommended that the Board of Trustees approve the Contract recommendations as presented. |
5.F. Consider/Approve TEKS Certification
Description:
Priority #1: Optimize Engaging and Diverse Learning
TEA requires that the District Superintendent and the local Board of Trustees annually certify that the District has instructional materials that cover all elements of the essential knowledge and skills of the required curriculum, other than physical education, for each grade level as required in the Texas Education Code, Section 28.002. The District affirms that the qualifications set forth by the State have been met. Recommendation: It is recommended that the Board of Trustees approve the TEKS Certification as provided.
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5.G. Consider and Take Possible Action to Approve Entering into a Non-Member Shared Services Agreement with the Irving Independent School District for Deaf Education Services
Description:
Priority #1: Optimize Engaging and Diverse Learning
CFBISD has identified a student requiring services for the Deaf/Hard of Hearing. The Irving Regional Day School Program for the Deaf (RDSPD) offers the necessary services. The agreement will cover the remainder of the year and includes an option for extension. Recommendation: It is recommended that the Board approve entering into a Non-Member Shared Services Agreement with the Irving Independent School District for Deaf Education Services and authorize the Superintendent to negotiate and execute the Agreement. |
5.H. Consider/Approve Extension of RFP 2022-01-002 for Custom Printing Services
Description:
Priority #5: Optimize All Available Resources
This is an extension of the request for proposal 2022-01-002 which provides for purchases of custom printing services to be utilized throughout the Carrollton-Farmers Branch Independent School District. Campuses and departments require miscellaneous printing to provide school planners, agendas, assignment notebooks, business cards, stationary, banners, and signs. This is a qualifying bid to approve vendors for use on an as-needed basis. Local, State, and Federal funds may be used for this extension. This is the second (2) extension of four (4) one-year renewal options as specified in the RFP. Recommendation: It is recommended that the Board of Trustees approve the extension of RFP 2022-01-002 for Custom Printing Services with the recommended vendors and authorize the Superintendent or her designee to execute purchases and/or contracts in the District's best interest as presented.
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5.I. Consider/Approve Extension of RFP 2022-01-003 for Awards, Trophies, and Plaques
Description:
Priority #5: Optimize All Available Resources
This is an extension of the request for proposal 2022-01-003 which provides for purchases of awards, trophies, and plaques for recognizing student achievements throughout the Carrollton-Farmers Branch Independent School District. This is a qualifying bid to approve vendors for use on an as-needed basis. Local, State, and Federal funds may be used for this extension. This is the second (2) extension of four (4) one-year renewal options as specified in the RFP. Recommendation: It is recommended that the Board of Trustees approve the Extension of RFP 2022-01-003 for Awards, Trophies, and Plaques with the recommended vendors and authorize the Superintendent or her designee to execute purchases and/or contracts in the District's best interest as presented.
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5.J. Consider/Approve the Purchase of Ballistic Window Film
Description:
Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
This purchase is for the labor, materials, equipment, and installation of ballistic window film. Parkhill Architects performed an assessment district-wide for the associated perimeter adhesive on designated windows for the safety and security of our students. This work will complement previously installed security film systems and bring all of our facilities up to the same standard per current state requirements. The District will utilize NGS Films and Graphics under the TIPS Cooperative Contract. This purchase will be made using state grant funds and 2023 Bond funds, not exceeding $600,000.00. Recommendation: It is recommended that the Board of Trustees approve the purchase of ballistic window film as described and authorize the Superintendent or her designee to execute purchases and/or contracts in the District's best interest, as presented.
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5.K. Consider/Approve New Vendors for RFP 2022-10-031g for Outside Contracted Services
Description:
Priority #5: Optimize All Available Resources
This is a non-exclusive contract which provides for outside contracted services, such as maintenance and operational vendors needed to make repairs, as well as other contracted services to address various needs throughout the District which are unknown at this time. This is a perpetual RFP and new vendors will be brought to the Board for monthly awards or as needed, to increase the District’s variety of approved vendors for necessary services. CFBISD staff will request quotes from the awarded vendors and select based on the best interest of the District for the service necessary. Local, State, and Federal Funds may be used for these purchases. This is an ongoing contract in the first of four (4) one-year extensions. Recommendation: It is recommended that the Board of Trustees approve the perpetual RFP 2022-10-031g for Outside Contracted Services with the attached vendors and authorize the Superintendent or her designee to execute purchases and/or contracts within this RFP in the District's best interest, as presented.
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5.L. Consider/Approve New Vendors for RFP 2022-10-033g for Administrative, Educational Consultants, & Professional Development Services
Description:
Priority #5: Optimize All Available Resources
This is a non-exclusive qualifying bid, which provides for administrative, educational consultants, & professional development. This contract will supplement the existing contract and eventually replace it, putting it on a five (5) year cycle for renewal. This contract will approve vendors needed to be used throughout the District for various events. This is a perpetual RFP and new vendors will be brought to the Board for monthly awards or as needed, to increase the District’s variety of approved vendors for necessary items and services. CFBISD staff will request quotes from the awarded vendors and make a selection in the best interest of the District. Local, State, and Federal Funds may be used for this purchase. This is an ongoing contract in the first of four (4) one-year extensions. Recommendation: It is recommended that the Board of Trustees approve the perpetual RFP 2022-10-033g for Administrative, Educational Consultants, & Professional Development Services with the attached vendors and authorize the Superintendent or her designee to execute purchases and/or contracts within the RFP in the District's best interest, as presented.
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5.M. Consider/Approve Amendment No. 1 to CMAR 2023-10-050
Description:
Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
In alignment with District Priority 2 and in support of the work identified in the 2023 Bond Program, we have completed the third step of a three-step process in negotiating and contracting for a final cost associated with Construction Package #8. Step 1: Approval of the Construction Delivery Method: Construction Manager at Risk (CMAR) delivery method approved at November 2, 2023 meeting of the Board of Trustees, Agenda Item #5Y. Step 2: Selection of Construction Manager: Sought Qualification Statement submissions and subsequently selected Crossland Construction as the most qualified Construction Manager at Risk (CMAR), approved at the December 7, 2023, Agenda Item #5J. Step 3: Approval of a Guaranteed Maximum Price (GMP): Contracted CMAR to develop defined scopes of work and solicit bids for the assigned project. Ultimate costs are negotiated in tandem with District personnel and contracted architects to ensure the best value to the District. ------------------------------------------------------------------------------------------------------------------------------------------ Step 3: Approval of Guaranteed Maximum Price (GMP): The Board of Trustees approved the selection of Crossland Construction to perform the necessary construction services to renovate several school sites as part of Package #8 of the Bond 2023 initiative. This approval included the execution of a base agreement between the District and Crossland Construction to provide construction management services for this work. Approval of Amendment No. 1 will amend the base contract to establish a preliminary guaranteed maximum price (GMP) for the initial phase of these renovation projects as $1,317,306.00, while establishing a substantial completion in Fall 2024. This initial phase will include the replacement of a playground structure at both Freeman and Landry Elementary Schools, in addition to the replacement of Cooler/Freezer Units at La Villita and Landry Elementary Schools. We anticipate two additional amendments will be brought back to the Board at a later date for approval of the remaining work outlined in Package #8; one for RTU replacement and the last for the balance of the work. Total project costs exclude architect and engineering fees, geotechnical investigation and fees, materials testing, inspections, site surveys, printing and any other miscellaneous fees outside of the CMAR responsibility. 2023 Bond Funds will be used for this purchase. Recommendation: It is recommended that the Board of Trustees approve Amendment No.1 to the base Construction Manager At-Risk Contract #2023-10-050 with Crossland Construction for an initial phase of their contracted scope of work on Package #8 and authorize the Superintendent or her designee to execute purchases and/or contracts in the District's best interest, as presented.
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5.N. Consider/Approve Purchase of Security Fencing for Four (4) Elementary Schools
Description:
Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
This purchase is to provide the labor, materials, and equipment to install fencing at Las Colinas Elementary, Freeman Elementary, Landry Elementary, and La Villita Elementary Schools. This installation of fencing is to enclose outdoor play areas to bring them in alignment with current state requirements as designed by Civil Engineers Teague, Nall, and Perkins. This is the same fencing that was approved by the Board of Trustees for Blair, McLaughlin-Strickland, and Stark Elementary Schools on August 3, 2023. The District will utilize Construction Rent-a-Fence from CFBISD’s local bid. TIFF Funds will be used for this purchase in the amount not to exceed $1,200,000.00. Recommendation: It is recommended that the Board of Trustees approve the purchase of fencing as presented for the four (4) Elementary Schools and authorize the Superintendent or her designee to execute purchases and/or contracts in the District's best interest.
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5.O. Consider/Approve Extension for the Purchase of Leased Copier Equipment and Services
Description:
Priority #5: Optimize All Available Resources
In April 2023, the Board of Trustees approved a four (4) year lease of copier equipment from Canon USA. The copiers were implemented and distributed to all campuses by September 2023. This purchase is to extend the purchasing authority for the 2nd year of the lease. The District is utilizing the DIR-CPO-4437 contract with the State of Texas. All toner, staples, maintenance and service are provided under the agreement. The yearly cost of the lease is $532,455.60. Recommendation: It is recommended that the Board of Trustees approve the extension for the purchase of leased copier equipment and services from Canon and authorize the Superintendent, or her designee, to execute any contract or agreement in the District's best interest as presented. |
5.P. Consider/Approve Purchase of Renewal of Cybersecurity Initiative
Description:
Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
The Technology Department implemented a Cybersecurity Initiative to better secure the technology infrastructure for the District. This initiative includes various vendors to implement software and equipment to protect data against intruders, malware, phishing, and other cyber attacks. This request is for the procurement authority to continue with the funding for these contracts with cybersecurity software and data protection. The procurement will be made utilizing local, state and other cooperative contracts. Agreements and licenses for these programs are due at various times during the year. This item encompasses all cybersecurity data protection for one year. The District will bring this item annually to the Board for renewal. General budgeted, and TIFF funds in the amount of $1,335,289.00 will be used for this purchase. The use of these products began in 2023. Recommendation: It is recommended that the Board of Trustees approve the cybersecurity software and data protection contract renewals as attached for the cybersecurity initiative and authorize the Superintendent or her designee to execute purchases and/or contracts in the District's best interest as presented.
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5.Q. Consider/Approve RFP 2022-01-06 for District Campus Apparel, Promotions, and Uniforms
Description:
Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
This is an extension of the request for proposal 2022-01-006, which provides for purchases of various products to promote the District. This bid also includes purchases of uniforms for Security, Maintenance, Custodial, Transportation, Student Nutrition, and other areas district-wide to provide additional security by identifying staff. This is a qualifying bid to approve vendors for use on an as-needed basis. Local, State, and Federal funds may be used for this extension. This is the second (2) extension of four (4) one-year renewal options as specified in the RFP. Recommendation: It is recommended that the Board of Trustees approve RFP 2022-01-006 for District Campus Apparel and Uniforms for the initial contract period with the recommended vendors and authorize the Superintendent or her designee to execute purchases and/or contracts in the District's best interest, as presented.
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5.R. Consider/Approve Minutes of Pre-Meeting Briefing Held March 7, 2024
Description:
Recommendation: It is recommended that the Board of Trustees approve the minutes of the March 7, 2024 Pre-Meeting Briefing, as presented.
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5.S. Consider/Approve Minutes From the Board of Trustees Regular Meeting Held March 7, 2024
Description:
Recommendation: It is recommended that the Board of Trustees approves the minutes of the March 7, 2024 Regular Board Meeting, as presented.
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6. Items for Discussion and/or Action
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6.A. Items Removed from Consent
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6.B. Consider/Approve of Purchase of HMH Reading Resources for Expansion of Additional Schools for Phonics and Grammar Program
Description:
Priority #1: Optimize Engaging and Diverse Learning
In November 2023, the Board of Trustees approved the purchase to supplement K-5 English and Spanish Language Arts curriculum resources. The resources provided materials to cover 100% of the state standards and align with legislative requirements. A pilot program was approved for a select group of elementary campuses. The program was a success, and the District would like to extend the program to all elementary campuses. The District data indicates gaps in early literacy skill areas that need to be strengthened. The Spanish curriculum materials provide a high-quality resource to help with language development with our growing number of emergent bilinguals. All campuses K-5 will be utilizing the materials and program for the next three (3) years. The total cost will be $915,715.31 to be paid in three equal payments annually. The yearly cost will be $305,058.44. The District will use local contracts for the procurement with Houghton Mifflin Harcourt (HMH). Local and state funds will be used for this purchase. Recommendation: It is recommended that the Board of Trustees approve the addition of all elementary schools to the purchase of the phonics & grammar program with supplemental reading with Houghton Mifflin Harcourt and authorize the Superintendent or her designee to execute purchases or contracts in the District's best interest as presented.
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7. Closed Meeting as Authorized Texas Government Code, Section 551.074 (A) (1) - Deliberation Regarding Appointment, Employment, Evaluation, Reassignment, Duties, Discipline, or Dismissal of a Teacher
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7.A. Deliberate the Appointment, Employment, Evaluation, Reassignment, Duties, Discipline, or Dismissal of a Public Officer or Employee, Including Discussion of Recommendation to Terminate the Probationary Contract of Ashley Mulford at the End of the Contract Period in the Best Interests of the District, in Accordance with Texas Education Code Section 21.103
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8. Reconvene in Open Meeting for Possible Action Regarding Items Discussed in Closed Meeting
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8.A. Consider and Take Possible Action on Recommendation for Termination of Probationary Contract of Ashley Mulford at the End of the Current Contract Period in the Best Interests of the District, in Accordance with Texas Education Code Section 21.103
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9. Comments from Board Members Regarding Posted Agenda Items
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10. Adjournment
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