A. Meeting called to order by Finance Committee Chairperson. B. Roll Call C. Pledge of Allegiance

Transcription

1 Laredo I.S.D. Board of Trustees Finance Committee Meeting Tuesday, October 07, :00 A.M. Laredo ISD Board Room Houston St. Laredo, TX The Finance Committee of the Board will meet on the above date, time and location to discuss the following: A. Meeting called to order by Finance Committee Chairperson. B. Roll Call C. Pledge of Allegiance 1. Discussion and presentation of monthly disbursements to be approved at the regular meeting of the Board of Trustees, Mr. Alvaro Perez, Chief Financial Officer 2. Discussion and presentation of monthly financial statements, donation report, investment reports, tax report, change order report, travel report, and other updates and status reports: A. Un-audited Financial Statements B. Donation Report C. Investment Report D. Tax Collection Report E. Surplus Inventory Report F. Change Order Report G.Travel Report (Board and Supt. Cabinet Team) H. Risk Management Report I. Child Nutrition Report J. Transportation Report K. Division of Operations Report L. Postal Usage Report M. Utility Comparison Report Mr. Alvaro Perez, Chief Financial Officer

2 3. Discussion and presentation of monthly reports for the Laredo I.S.D. Public Facilities Corporation A. Un-audited Financial Statements B. Investment and Interest Report C. Change Order Report D. Disbursement Report Mr. Alvaro Perez, Chief Financial Officer 4. Discussion and presentation on the following budget amendments Date Description Fund Amount BA # Discussion and Financial Management Fund General presentation on the General Operating Fund Fund budget amendment in the amount of One Thousand ($1,000.00) to appropriate revenues and expenditures received as donations to be used for administrators' meeting and authorizing the Superintendent to implement said budget. A. October 7, 2008 One Thousand ($1,000.00) Purpose: Pursuant to the Texas Education Agency Financial Accountability System Resource Guide, Financial Accounting and Reporting Update 12, formal budget amendments are required in order to be in compliance with sections GAAP & Legal Compliance and Legal Requirements. B. August 5, 2008 BA# Discussion and presentation on the General Operating Fund budget amendment in the total amount of One Hundred Ninety-one Thousand Six Hundred Seventy-seven ($191,677.00) as a result of transfers between functions and authorizing the Superintendent to implement said budget. Financial Management Fund General / District Fund Wide Campuses and/or s One Hundred Ninety-one Thousand Six Hundred Seventyseven ($191,677.00) Purpose: Pursuant to the Texas Education Agency Financial Accountability System Resource Guide, Financial Accounting and Reporting Update 12, formal budget amendments are required in order to be in compliance with sections GAAP & Legal Compliance and Legal Requirements.

3 4. Date Description Fund Amount C. October 7, 2008 BA # Discussion and presentation on the Four Million Dollar ($4,000,000) Public Property Finance Contractual Obligations, Series 2003 budget amendment in the amount of Seventy-seven Thousand Four Hundred Sixty-one ($77,461.00) to be transferred to fund the rebatable arbitrage expense, and authorizing the Superintendent to implement said budget. Financial Management / Construction Fund Four Million Dollar ($4,000,000) Public Property Finance Contractual Obligations Seventy-seven Thousand Four Hundred Sixty-one ($77,461.00) Purpose: Pursuant to the Texas Education Agency Financial Accountability System Resource Guide, Financial Accounting and Reporting Update 12, formal budget amendments are required in order be in compliance with sections GAAP & Legal Compliance and Legal Requirements. D. October 7, 2008 BA # Discussion and presentation on the Child Nutrition Program budget amendment in the amount of Forty-seven Thousand One Hundred Fifty-two ($47,152.00) from fund balance to appropriate additional funding for the kitchen equipment at J.C. Martin Elementary, and authorizing the Superintendent to implement said budget. Financial Management / Construction Fund Child Nutrition Program Forty-seven Thousand One Hundred Fifty-two ($47,152.00) Purpose: Pursuant to the Texas Education Agency Financial Accountability System Resource Guide, Financial Accounting and Reporting Update 12, formal budget amendments are required in order be in compliance with sections GAAP & Legal Compliance and Legal Requirements. E. October 7, 2008 BA # Discussion and Financial Management presentation on the General Operating Fund budget amendment in the amount of Three Hundred Ninety-six Thousand Four Hundred ($396,400.00) from fund balance to appropriate the funding for the approved pay increases for substitutes, administrators, and Superintendent, and authorizing the Superintendent to implement said budget. Fund General Fund Three Hundred Ninety-six Thousand Four Hundred ($396,400.00) Purpose: Pursuant to the Texas Education Agency Financial Accountability System Resource Guide, Financial Accounting and Reporting Update 12, formal budget amendments are required in order to be in compliance with sections GAAP & Legal Compliance and Legal Requirements.

4 4. Date Description Fund Amount F. October 7, BA # Discussion and presentation on the Fifty-seven Million Dollar ($57,000,000.00) Bond Issue budget amendment in the amount of Four Million Seven Hundred Fifty-six Thousand Thirteen ($4,756,013.00) to be transferred to cover the prioritized Early Childhood Classrooms and authorizing the Superintendent to implement said budget. Financial Management / Construction Fund Fiftyseven Million Dollar ($57,000,000.00) Bond - issued on 09/28/06 Four Million Seven Hundred Fifty-six Thousand Thirteen ($4,756,013.00) Purpose: Pursuant to the Texas Education Agency Financial Accountability System Resource Guide, Financial Accounting and Reporting Update 12, formal budget amendments are required in order be in compliance with sections GAAP & Legal Compliance and Legal Requirements. 5. Bids, Proposals, Quotations & Contracts Date Description Recommendation Time Period Avail Amt RFP (Request for Proposal) # Classroom and Library Furniture District Wide A. August 27, 2008 recommends renewing RFP (Request for Proposal) # Classroom and Library Furniture to Childcraft Educational Corporation, Gaylord Brothers, Highsmith Inc., J R Inc., Lakeshore Learning Materials, Patria Office Supply, School Specialty, South Texas School Furniture and Wenger Corporation for an estimated amount of One Hundred Eighty Thousand ($180,000.00). Purchase orders will be processed on an "as needed" basis. December 12, December 11, for a third and final year. Seventeen Thousand Seven Hundred Seventy-one ($17,771.00). Purpose: To comply with procurement requirements to procure classroom and library furniture for district wide use. B. September 14, 2006 RFP (Request for Proposal) # Pest Management Services Division of Operations recommends renewing RFP (Request for Proposal) # Pest Management Services to Orkin Pest Control for an estimated amount of Forty-six Thousand Two Hundred Eighty ($46,280.00). Purchase orders will be processed on an "as needed" basis. December 18, December 17, This is the third and final year of a three year contract. Purpose: To comply with procurement requirements to procure pest management services. Forty-six Thousand Two Hundred Eighty ($46,280.00).

5 5. Date Description Recommendation Time Period Avail Amt C. September 2, 2008 RFP (Request for Proposal) # Inspection/Certification, Maintenance & Repairs and Additions for Alarm Services Division of Operations recommends awarding RFP (Request for Proposal) # Inspection/Certification, Maintenance & Repairs and Additions for Alarm Services to Laredo Alarm for an estimated amount of Fifty-six Thousand ($56,000.00). Purchase orders will be processed on an as needed basis. Purpose: To comply with procurement requirements to procure alarm services. D. September 23, 2008 RFP (Request for Proposal) # External Evaluation of Reading First Professional Development Grant Curriculum & Instruction recommends awarding RFP (Request for Proposal) # External Evaluation of Reading First Professional Development Grant to Sigma Plus Research for an estimated amount of Thirty Thousand ($30,000.00). Purchase orders will be processed on an as needed basis. for a second and third year. for a second and third year. Fifty-six Thousand ($56,000.00). Twenty-four Thousand Seven Hundred ($24,700.00). Purpose: To comply with procurement requirements to procure external evaluation services of a district grant. E. September 22, 2008 RFP (Request for Proposal) # Coordinated Health Services Health Services recommends renewing RFP # Coordinated Health Services to Bienestar for an estimated amount of One Hundred Twenty Thousand ($120,000.00). Purchase orders will be processed on an "as needed" basis. January 18, 2009 and January 17, 2010 with an for a third and final year. Purpose: To comply with procurement requirements to procure coordinated health services. Funds will also be available in the Texas Fitness Grant in November Historical expenditures for one year were Ninety Thousand Eight Hundred Ninety-three ($90,893.00).

6 5. Date Description Recommendation Time Period Avail Amt F. November 15, 2007 RFQ (Request for Qualifications) # Speech Therapy Services Special Education recommends renewing RFQ (Request for Qualifications) # Speech Therapy Services to Jennifer L. Tristan, Leonor Solis Ramon, Mercy Rehab Services, Kimberly A. Foster, Haydee M. Gonzalez, Denisha S. Rodriguez, and Celina M. Serna for an estimated amount of One Hundred Ninety Thousand ($190,000.00). Purchase orders will be processed on an "as needed" basis. December 12, December 11, a third and final year. One Hundred Ninety Thousand ($190,000.00). is enclosed. Purpose: To comply with procurement requirements to procure speech therapy services for the Special Education. G. August 25, RFP (Request for Proposal) Administration recommends N/A 2008 # Dust and Wet Mop rejecting proposal and re-bidding. Services Division of Operations Child Nutrition Program Purpose: To comply with procurement requirements to procure dust and wet mop services. N/A H. October 16, 2008 Texas Education Agency Approved Vendors Supplemental Education Services Curriculum and Instruction recommends awarding Tutoring Services to 1 to 1 Tutor LLC, A Plus Tutoring Center, Kingdom of Learning Inc., South Texas Educational Services, and Sylvan Learning Center - Laredo as primary vendors and other approved TEA tutors, as per attachment, as secondary vendors for an estimated amount of One Hundred Seventythree Thousand Five Hundred Eleven ($173,511.00). These are all TEA approved vendors. Purchase orders will be processed on "as needed" basis. a second and third year. Estimated expenditures Eight Thousand One Hundred Eighty-seven ($8,187.00). is enclosed. Purpose: To comply with procurement requirements to procure supplemental education/tutoring services.

7 5. Date Description Recommendation Time Period Avail Amt I. December 12, 2007 RFQ (Request for Qualifications) # Audiological Consultant Services Special Education recommends renewing RFQ (Request for Qualifications) # Audiological Consulting Services to Christina Canales Barberena for an estimated amount of Forty Thousand ($40,000.00). Purchase orders will be processed on an "as needed" basis. December 12, December 11, a third and final year. Purpose: To comply with procurement requirements to procure audiological consultant services. J. August 25, RFP (Request for Proposal) 2008 # Monitoring of recommends awarding RFP Alarm Systems (Request for Proposal) # Division of Operations Monitoring of Alarm Systems to Laredo Alarm Systems, Inc., for an estimated amount of Thirty-five Thousand Four Hundred Twenty ($35,420.00). Purchase orders will be processed on an as needed basis. for a second and third year. Forty thousand dollars ($40,000.00). Thirty-five Thousand Four Hundred Twenty ($35,420.00). Purpose: To comply with procurement requirements to procure services for the monitoring of alarm systems. K. December 12, 2007 RFP (Request for Proposal) # Scientific Materials and Supplies Curriculum and Instruction recommends renewing RFP (Request for Proposal) # Scientific Materials and Supplies to Carolina Biological Supply Co., SK Science Kit & Boreal Laboratories, Wards Natural Science, Cynmar Corporation, and Flinn Scientific, Inc. as primary vendors and Houghton Mifflin Harcourt, Fisher Science Education, PASCO Scientific, and Benz Microscope Optics Center, Inc. as secondary vendors for an estimated amount of Fifty-one Thousand Nine Hundred Eighty ($51,980.00). Purchase orders will be processed on an "as needed" basis. December 12, December 11, a third and final year. Purpose: To comply with procurement requirements to procure science materials and supplies. Fifty-one Thousand Nine Hundred Eighty ($51,980.00).

8 5. Date Description Recommendation Time Period Avail Amt L. October 16, 2008 TCPA (Texas Comptrollers of Public Accounts)DIR ( of Information Resources) Extended Maintenance Contract Information Technology recommends renewing the Extended Maintenance Contract to Dell for an estimated amount of Seventy-seven Thousand Six Hundred Fourteen ($77,614.00). Purchase orders will be processed on an "as needed" basis. December 29, December 28, for a third and final year. Forty-three Thousand Six Hundred Ninetynine ($43,699.00). Purpose: To comply with procurement requirements to procure an EMC - Extended Maintenance Contract for existing Dell Equipment. M. September 24, 2008 Sole Source Provider Upgrade to Student Information System Instructional Technology recommends awarding Upgrade to Student Information System to Maximus in the amount of Six Hundred Thirty-six Thousand Nine Hundred ($636,900.00). Payments will be over three (3) years. period of three years beginning Purpose: To comply with procurement requirements to procure an upgraded student information system. N. September 23, 2008 Sole Source Provider - Specialized Textbooks and Other Reading Materials Curriculum & Instruction recommends awarding Textbooks and Other Reading Materials to Scott Foresman for an estimated amount of One Hundred Thirtyeight Thousand Six Hundred Ninety ($138,690.00). Purchase orders will be processed on an "as needed" basis. for a second and third year. Historical information is not available. Historical information is not available. Purpose: To comply with procurement requirements to procure textbooks and reading materials for students from kinder thru third grade.

9 5. Date Description Recommendation Time Period Avail Amt O. September 23, 2008 Sole Source Provider Specialized Textbooks and Other Reading Materials Curriculum & Instruction recommends awarding Textbooks and Other Reading Materials to Voyager for an estimated amount of Two Hundred Fifty-nine Thousand Eight Hundred Seventy-six ($259,876.00). Purchase orders will be processed on an "as needed" basis. for a second and third year. Historical information is not available. Purpose: To comply with procurement requirements to procure textbooks and reading materials for students from kinder thru third grade. P. October 16, 2008 TCPA (Texas Comptrollers of Public Accounts)DIR recommends awarding Hardware ( of Information Management Services to Calence Resources) LLC for an estimated amount of Hardware Management Seventy-four Thousand Six Services Hundred Thirty-six Information Technology ($74,636.00). Purchase orders will be processed on an "as needed" basis. November 1, October 31, for a third, fourth and fifth year. Purpose: To comply with procurement requirements to procure hardware management services. Q. September 26, 2008 Sole Source Provider TPRI/Tejas Lee/Benchmark/Progress Monitoring Software Licenses Curriculum & Instruction recommends awarding Monitoring Software Licenses to Wireless Generation for an estimated amount of Sixty-nine Thousand Five Hundred Twenty-five ($69,525.00). Purchase orders will be processed on an "as needed" basis. for a second and third year. code(s). Historical expenditures for one year were Thirty Eight Thousand Six Hundred Twelve ($38,612.00). Sixty-nine Thousand Five Hundred Twentyfive ($69,525.00). Purpose: To comply with procurement requirements to procure the of TPRI/Tejas Lee/Benchmark/Progress Monitoring software license subscriptions.

10 5. Date Description Recommendation Time Period Avail Amt R. October 16, 2008 Sole Source Providers Staff Development Programs Career Technology Education recommends awarding Staff Development Programs to Dr. Armando C. Alonzo, Dr. Stanley C. Green, Dr. Jaclyn L. Jeffrey and Dr. Jerry Thompson in the amount of Eight-one Thousand Six Hundred ($81,600.00). Purchase orders will be processed on an "as needed" basis. a third and final year. code(s). Historical expenditures for one year were Forty-two Thousand Three Hundred Thirty-four ($42,334.00). Purpose: To comply with procurement requirements to procure staff development programs for cohort teachers participating in the in U. S. History Grant. 6. Change Orders Project Proposal Contractor Description Amount A. RFCSP #022- Accept and approve CG Accept and approve the use of the T-9 Thirty-six 08 Lamar hardware Construction, Building and Gymnasium Hardware Thousand Two Middle School allowances. Inc Allowances. Hundred Eightyeight Office of Civil Rights (OCR) ($36,288.00) project. Purpose: Accept and approve the use of the hardware allowances that are included in the contract. B. RFCSP #022- Accept and approve CG Accept and approve changes in the scope of $ Lamar Change Order #002 Construction, work with no change in the original contract Middle School to make changes in Office of Civil the scope of work Rights (OCR) with no change to Inc. amount.the total amount of Ten Thousand Nine Hundred Twelve and Eighty-two Cents ($10,912.82) will be credited and apply project. the original contract to the following items, resurface storage room amount. with concrete to match existing floor level, furnish and install an exhaust fan at the girl's shower room, furnish and install one-face plywood shelves and vinyl tile at the storage room. Purpose: Accept and approve changes in the scope of work will not change in original contract amount.

11 7. Tax Refund(s) Acct# Tax Year Tax Payer Description Amount A Henry Rodriguez Refund due to over Four Hundred Eighty-five and 060 payment. Forty-eight Cents [$485.48] Purpose: To Comply with the Texas Property Tax Code Section B and Peter Lizcano Refund due to over payment. Purpose: To comply with the Texas Property Tax Code Section C Wells Fargo, Financial Refund due to over 109 Leasing Inc. payment. Purpose: To comply with the Texas Property Tax Code Section D BLC Corp c/o AEP Refund due to over Texas Central Co. payment. Purpose: To comply with the Texas Property Tax Code Section One Thousand Four Hundred Three and Fourteen Cents [$1,403.14] Eight Hundred Forty-two and Sixty Cents [$842.60] One Thousand Six Hundred Twenty-two and Three Cents [$1,622.03] Other Items 8. Discussion and presentation of the District's portfolio that includes a comprehensive report on the investment program and investment activity for fiscal year Mr. Alvaro Perez, Chief Financial Officer 9. Discussion and presentation to accept and approve the feasibility site assessment for the Food Service Center project. Mr. Raul Cisneros, Interim Executive Director for Facilities and Support Services 10. Discussion and presentation to approve the Region One Education Service Child Nutrition Program South Texas Co-Op Renewal for School Year. Mr. Raul Cisneros, Interim Executive Director for Facilities and Support Services 11. Discussion and presentation to approve the updated roster of Professional Development Appraisal System Alternate and/or Second Appraisers for Mr. Ernesto Guajardo, Executive Director for Human Resources

12 12. Discussion and presentation to approve the stipend for the Teacher Aide/Certified Interpreters for the Deaf as per new Highly Qualified requirements. Stipend will be provided depending on level of certification: Level 1 $1, Level 2 $1, Level 3 $1, Level 4 $2, Level 5 $2, Basic $2, Advanced $3, Masters $3, Mr. Ernesto Guajardo, Executive Director for Human Resources 13. Discussion and presentation to approve the 21st Century Grant and Notice of Grant Award (NOGA) that was awarded to the district including the 17 FTE positions (1) Instructional Facilitator/Director; (1) Secretary; and (15) Campus Based Site Coordinators. Mr. David Garza, Executive Director of Curriculum and Instruction 14. Discussion and presentation to approve an Inter-local Agreement with the City of Laredo to provide library services at Cigarroa Middle School due to the temporary closing of the City Santo Niño Public Library. Mr. David Garza, Executive Director for Curriculum and Instruction 15. Discussion and presentation to approve the submission of an expedited waiver to the Texas Education Agency to modify the middle and high school schedules for the TAKS testing days. Mr. Gerardo Cruz, Mrs. Ofilia Chapa, Mr. David Garza, Ms. Elsa Arce, and Mrs. Severita Sanchez 16. Discussion and presentation to approve Early Release Days as per waiver obtained and approved by the Texas Education Agency. Mr. David Garza, Executive Director of Curriculum and Instruction

13 17. Communication and Updates 18. Adjournment If during the course of the meeting, discussion of any item on the agenda should be held in a closed meeting, the Board will conduct a closed meeting in accordance with the Texas Open Meeting Act, Tex Government Code, Chapter 551, Subchapter D and E. It is the Policy of the Laredo Independent School District not to discriminate on the basis of race, color, national origin, gender, religion, limited English proficiency, or handicapping condition in its programs. DISABILITY ACCESS STATEMENT Persons with disabilities who plan to attend this meeting and who may need auxiliary aid or services are requested to contact Mercedes Santos at (956) at least two working days prior to the meeting so that appropriate arrangements can be made. The accessible entrance and accessible parking spaces are located at the LISD Board Room, 900 Main.