November 30, 2020 at 6:30 PM - Regular Meeting

Description:  It has been found and determined that in accordance with the policies and orders of the Board, the notice of this meeting was posted publicly at the Administration Building in accordance with the terms and provisions of the Texas Open Meetings Act, Texas Government Code, Section 551.001 et. seq., and that all of the terms of said article have been fully complied with and that the 72-hour notice required has been properly and correctly given.

Description:  At this time, the Board will listen to comments from the public and others regarding both agenda action items and items that are not on the agenda. No action may be taken on non-agenda items. Public participation is limited to the designated open forum portion of a regular meeting.   Any person wishing to address the Board concerning an item on the Agenda for an open meeting must register with the Board Secretary by email at egilpin@hfhorns.net no later than 10:00 a.m. the day of the Board meeting.  Any person wishing to address the Board concerning an item not on the Agenda can register with the Board Secretary at any time prior to the Board meeting.  Speakers will not be permitted to criticize HFISD employees, whether addressing the Board on an Agenda item or a subject not on the posted Agenda.

Topic: Regular Meeting of the Hamshire-Fannett Board of Trustees
Time: Nov 30, 2020 06:30 PM Central Time (US and Canada)

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Meeting ID: 869 3893 5173

Description:  The Board of Trustee election was held on November 3, 2020.  The results are as follows:

Position #1 --- Celeste Ramsey
Position #2 --- Jeff Burdick
Position #3 --- Mike Broussard
Position #4 --- Robert Thewman
Position #6 --- Robert Lott

Description:  Law requires the Board to reorganize by electing officers.  The Vice President or secretary will now serve as the temporary chair to conduct the election of the President, and will then relinquish the chair to the president who will conduct elections for the remaining offices of Vice President, Secretary, and Assistant Secretary.

Description:  PBK Architects will discuss the planning process for bond projects and the design timeline, which also includes projected construction timeline.  

The board will be able to ask questions relating to all aspects of the bond project process. The board may also discuss how it wants to seek community input on design and other aspects of the bond.

Description:  On November 3, 2020, the voters of the Hamshire-Fannett ISD approved Proposition A of the bond for approximately $36.9 million.  The district will now begin the process of project design, selling of bonds, and procurement of construction services.

On November 3, 2020, the voters of the Hamshire-Fannett ISD approved Proposition A of the bond for approximately $36.9 million.  The district will now begin the process of project design, selling of bonds, and procurement of construction services.

Description:  On November 3, 2020, the voters of the Hamshire-Fannett ISD approved Proposition A of the bond for approximately $36.9 million.  The district will now begin the process of project design, selling of bonds, and procurement of construction services.

The board will hear from legal counsel regarding the different procurement options for construction.  The board may then decide if it wishes to approve a particular method of procurement. 
 

Description:  On November 3, 2020, the voters of the Hamshire-Fannett ISD approved Proposition A of the bond for approximately $36.9 million.  The district will now begin the process of project design, selling of bonds, and procurement of construction services.

After the board hears from legal counsel regarding the different procurement options for construction.  The board may then decide if it wishes to approve an owner/contractor contract that will be used in the procurement process. 

Description:  PBK Architects conducted the district’s facility assessment of the high school.  In addition, PBK also worked with the district’s Facility Committee to develop a master plan that addresses short- and long-term needs. At its July 27, 2020 meeting the board accept PBK’s proposal for the following services: 1.) architectural, 2.) mechanical, 3.) electrical, 4.) plumbing, 5.) civil, and 6.) food services (if needed).  

The board will discuss the proposed contract with PBK for Phase I work and take appropriate action, if any.

Description:  Because the district will begin work on bond projects before it sales bonds, district administrators will have to use general funds for early expenses.  State law allows the district, with a board resolution, to reimburse its general funds that were use prior to the sale of bonds.

The board will discuss, ask questions of legal counsel, and possibly approve a reimbursement resolution.

Description:  In the 2017-2018 school year, the HFISD board budgeted $200,000 for renovations to the Middle School Cafeteria Building.  The building would then subsequently be used for office space for auxiliary functions such as food service, technology, transportation, and possible additional classroom space, if ever needed. The total cost of the change order is $449,865.  The off-set of that cost is $194,567 because of work that will not be completed at the High School due to the bond passing.  Therefore, the net cost of the change order is $255,298.

With the passing of the bond, the district does not have to do work in certain facilities at the High School.  Those facilities will be demolished.  This gives the board an opportunity to use those savings and renovate the Middle School Cafeteria Building.  The board will hear about the proposed change order for the renovations and decide on the appropriate actions.

Description:  In 2013, the HFISD board adopted a set of operating procedures.  Since 2016, the board has periodically discussed reviewing and revising those SOPs.  Also, annually school boards must participate in team building.

Given the change in the school board and the annual need for the Team of 8 training, the board thought the Team of 8 training merged with the board’s SOPs would be a very good team building process.

Description:  Emergency Operations Plans (EOP) have been developed by Texas districts since 2005.  In addition, every three years school districts in the state of Texas must perform safety and security audits.  These audits take a multi-hazard approach of assessing facilities, plans, etc. for a comprehensive look at safety and security.  There are recommendations made as a result for improvement.  The audit is completed online and submitted through the Texas School Safety Center at Texas State University.

Discussion of the audit and subsequent recommendations.

Description:  The Board of Trustees have been supplied detailed background information regarding each item of business on the "Consent Agenda" if one is so indicated or it has been discussed at a previous meeting of the Board. All items will be acted upon by one vote without being discussed separately.  If requested by a Board member, individual items may be removed from the "Consent Agenda" to be discussed and voted upon separately.  All items are as recommended by the Superintendent.

Description:  In conjunction with Hamshire-Fannett ISD Board policy, it is a requirement that the minutes of the previous Board meeting(s) be approved by the Board at a subsequent Board Meeting.

A copy of the minutes is included in each Board member’s agenda packet for perusal and awaits Board action.

Description:  It is a customary and accepted Board procedure as a standard order of business at regular Board meetings for the Board to take action in relation to the approval of expenditures for the elapsed period since the last Board meeting.

Pertinent information relating to the financial condition of the District and the resolution of district indebtedness is provided for Board perusal and utilization.

Description:  It is a requirement of TEA accounting procedures that the annual budget be amended as necessary throughout the budget year.

The Board has been provided with the necessary documents for the budget amendment for the 2020-2021 fiscal year.

Description:  The school district has the opportunity to pre-purchase the subscription for the next three years of iStation at a substantial discount.

The campuses currently pay for a yearly subscription that increases every year. iStation has offered a discount for up to a three-year subscription. The subscription would be for the 2021-2022, 2022-2023 and 2023-2024 school years. This would guarantee no increase for the next here years and we would receive an estimated discount of $2,700. The board is receiving this for approval as the District would be paying for the three years with this year’s cash flow, but deferring the cost to the appropriate year as it arrives.

Description:  Texas law (Agriculture Code, Title 2, Chapter 12, Section 12.0029) requires
public school food authorities with 50 percent or more of enrolled for free or
reduced-price meals in the National School Lunch Program to provide meals to students in need for a minimum of 30 calendar days during the summer months.

The information being used to require the district to participate in the summer
feeding program is from last year. The district is currently at 36 percent which is less than the required percentage to be required to run the summer food
program. It is recommended that a waiver for participation be requested.

Description: 
Curriculum and Instruction:  STARR EOC Retest

Maintenance and Operations:  Construction updates

Athletics: Track

Finance:  

Description:  The District currently has one or more vacant positions. Interviews are currently being conducted, and the Superintendent will bring recommendations for the position(s) to this Board meeting, if feasible.