Harlandale Independent School District

Transcription

Harlandale ISD
Regular Meeting
Monday, December 14, 2015 6:15 PM
Agenda of Regular Meeting
The Board of Trustees
A Regular Meeting of the Board of Trustees of Harlandale Independent School District will be held Monday,
December 14, 2015, beginning at 6:15 PM, Gilbert Elementary, 931 E. Southcross, San Antonio, TX 78214.
The Board may go into Closed Session on any agenda item, if permitted under Chapter 551 of the Texas
Government Code. In such event, the Board President will announce the applicable Government Code
Section prior to the Board going into Closed Session.
1. Meeting called to order
A. Roll call and recording of Board Members present
B. Declaration of quorum present.
C. Recording of Superintendent present.
D. Invocation and Pledges of Allegiance
2. Announcements
A. Recognitions
3. Citizens To Be Heard - 30 Minute Limit/Five Minute Maximum Per Speaker.
Citizens are offered an opportunity to address the Board without prior approval. The Board,
however, will not comment or engage in discussion. Presentations shall be informative only no Board action will be taken. Presentations shall not include statements which may be
considered defamatory, inflammatory, and/or threatening, against a person or the District; and
speakers shall not mention students names unless naming your own child, nor address a
complaint against a District employee or officer. Such complaints will be handled through the
guidelines set out in District Policy.
4. Information and Discussion
A. Report gift(s) accepted on behalf of the Board per policy CDC (Local).
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B. Finance Committee Report - Carlos Quezada, Chair
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5. Consent
A. Approve the minutes for November 16, 2015 board meeting.
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B. Consider and take appropriate action regarding the budget amendments to the General
Fund's sub-fund for the 2015-16 fiscal year.
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C. Consider and take appropriate action regarding organizations meeting the guidelines of
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Board Policy GE (Local) Relations with Parents or Parents' Organizations for 2015-2016.
D. Consider and take appropriate action on the request to renew RFP 151015 for the
catalog/shelf discount for instructional and office materials.
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E. The Board will be asked to approve the Teacher Evaluation and Support System (TTESS) Appraisers for the 2015-2016 school year.
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December 14, 2015
6. Convene in Closed Session as authorized by the Texas Government Code, Chapter 551,
Sections 551.071 through 551.084.
A. The Board will discuss the recommended Regular Personnel Report. (TGC 551.074)
B. The Board will discuss the process for the mid-term review of the Superintendent's
evaluation.
The notice for this meeting was posted in compliance with the Texas Open Meetings Act on December 11,
2015.
_________________________
Mr. Rey Madrigal
Superintendent
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December 14, 2015
HARLANDALE INDEPENDENT SCHOOL DISTRICT
TO: Members of the Board
~·
Assistant Superintendent for Business
FROM: Ricardo J. Hernandez, CPA
PRESENTER: Rey Madrigal
Superintendent
MEETING DATE: December 14, 2015
SUBJECT:
Board Policy CDC (Local) report any gift(s)
In accordance with Board Policy CDC (Local), the Superintendent will report any gift(s) accepted on
behalf of the Board. Enclosed is a summary of the gift(s) received.
Superintendent: -----''--- Approved
_ _ _ Rejected
Mr ey Madrigal
Superintendent
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Report of Gifts
Summary
14-Dec-15
MONETARY
DONATIONS:
Contribution Fund (176)
Donator
PURPOSE
Weitzel ES
HEB
Supplies
Gilbert ES
Silver & Black Give Back
Mustangs on a Mission project
AMOUNT
500
Total Fund 176
$
2,777
$
3,277
$
4,000
Campus Activity Fund (461)
Harlandale MS
Council of Greater Bexar County
Student Incentives
Bellaire
Hulme Orthodontics
Student Incentives
Total Fund 461
100
$
4,100
Student Group Fund (865)
$
Harlandale MS
Los Compadres de San Antonio
Mariachis
McCollum HS
Robert J Stautzenberger
Scholarships
McCollum HS
Gold Medal Athletics
Supplies
800
McCollum HS
Joe & Carmen Gamez
Supplies
25
200
1,500
Total Fund 865
$
2,525
Total Monetary Donations
$
9,902
NON-MONETARY
DONATIONS
CAMPUS
DONATOR
ITEM DONATED
Stonewall Flanders
Various
Joe Leyva
Items needed for family night
CATE Construction supplies
Harlandale HS
5
$
855
1,640
Total Non Monetary Donations
$
2,495
GRAND TOTAL
$
12,397
Finance Committee Meeting
November 11, 2015
I.
Meeting was called to order at 6:15 p.m. by Carlos Quezada Chair Person
a.
Board Members present: Ms. Erma Casarez, Member
Ms. Ricardo Moreno, Member
b.
Staff Members present: Mr. Rey Madrigal, Superintendent
Mr. Ricardo J. Hernandez, CPA, Asst. Supt. for Business
c.
Guests Members present: Mr. Rene Gonzales, Garza/Gonzalez & Associates (GGA)
Mr. Ruben Martinez, Garza/Gonzalez & Associates
II. The Committee reviewed and discussed the following:
1. District Comprehensive Annual Financial Report (CAFR) and Report on Conduct of Audit
Rene Gonzalez, Partner of GGA, Mr. Gonzalez provided the enclosed Audit Summary for the Year Ended
June 30, 2015 (attached). Of significance is that the District received a “clean” opinion, no material
weaknesses in internal controls, and met all compliance requirements of its major grant programs. He stated
that based on the District’s historical audit results the District is considered a “Low-Risk Auditee”. A new
significant item included in this year’s reporting is GASB 68 which requires governmental entities to report
their share of current and future Pension Liabilities which resulted in a “reported” decrease in Unrestricted
Net Assets. Next he highlighted the financial aspects of the report noting that the District at June 30, 2015
with a total General Fund balance of $59.0 million that represented a decrease of $6.4 million from the prior
year. Of this fund balance $48.7 million is Unassigned or 82% of total fund balance. This represents
approximately 123 days of operations. The District continues to maintain a Committed fund balance of $4
million for facility and other one-time initiatives. Mr. Gonzalez next covered the Statement of Revenues
and Expenditures Budget to Actual and noted that estimated revenues were exceeded by actual revenues by
$1.1 million. Expenditures exceeded appropriations in two line items, function 34 for Transportation and
function 35 Food Service. Explanation for these overages are described in the notes to financial statements
on page 37 of the CAFR. Mr. Gonzalez next covered the items noted in the management letter which
pointed out they encountered no difficulties in dealing with management or performing the audit, no
material audit adjustments but pointed out some areas of recommended improvement that Staff has stated to
them of implementing procedures to address such areas. The areas included Procurement procedures,
Outstanding Checks, Internal Control over Investments, Conflict of Interest Disclosure Statement, and
Student Activity Funds. Mr. Hernandez stated that procedures have been put in place to address and
improve internal control processes and procedures.
The Committee concurred with Staff to have this report presented at the November 16, 2015 Regular
Board meeting for approval. Both the Audit Summary and Report of Conduct were provided to the Board
for the Board meeting and included in these minutes for the record.
III. Adjournment at 7:25 p.m.
Respectfully submitted
Ricardo J. Hernandez, CPA
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San A nto nio, Texas
AUDIT SUMMARY
f'or the Year Ended June 30, 2015
Ii
Garza/Gonzalez & Associates
CERTIFIED PUBLIC ACCOUNTANTS
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2015 Audit Summary
Comprehensive Annual Financial Report
For the Year Ended June 30, 2015
l. Independent Auditor's Report on the Financial Statements (Pgs. 1-3)
• Unmodified Opinion rendered
• Amounts are ' fairly stated in all material respects' in accordance with generally accepted
accounting principles
2. Auditor's Report in Accordance with Government Auditing Standards (Yellow Book- Pgs.131133)
o No material weaknesses identified on internal control over financial reporting
o No significant deficiencies identified
o No non-compliance material issues identified on the financial statements
3. Auditor's Report on Compliance for Each Major Program and on Internal Control over
compliance required by OMB Circular A-133 (Federal Programs - Pgs. 135-137)
o No material weaknesses on internal control over major programs
o No significant deficiencies identified
o No audit findings or questioned costs required to be repo1ted in accordance with the
OMB Circular A-133
• Identification of Major Programs (Pg. 141)
o Title I Part A, Cluster
o Funds for Improvement of Education (Carol White)
o Gaining Early Awareness and Readiness for Undergraduate Programs (GEAR UP)
o Title II, Part A- Improving Teacher Quality State Grants
• Low-Risk Auditee
4.
General Fund Balance Results at June 30, 2015 (Pgs. 20-2 l)
• Total General Fund balance was $59.0 million
• Represents a decrease of$6.4 million from the prior period (Pg. 24)
• "Unassigned" Fund Balance was $48.7 million (82% of total Fund Balance). Represents
approximately 123 days of operations
• "Committed" Fund Balance was $4.0 million (7% of total Fund Balance)
• "Restricted" Fund Balance(Federal and State Programs) was $2.9 million (5% of total
Fund Balance)
• "Other Assigned" Fund Balance was $2.8 million (5% of Fund Balance)
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2015 Audit Summary
Comprehensive Annual Financial Report
5. General Fund Budget to Actual (Pg. 71)
• Final amended budget for expenditures totaled $152.5 million; Actual expenditures were
$144.9 million. Actual amount under final amended budget by $7.6 million.
• Expenditures exceeded appropriations in two line items. Function 34 and 35.
• Expected to decrease fund balance by ($15 . l) million, but actually decreased fund
balance by ($6.4) million.
Report on Conduct of Audit
Difficulties encountered in performing the audit (p.3)
• We encountered no difficulties in dealing with management in performing and
completing our audit.
Corrected and Uncorrected Misstatements (P.3)
• Material audit adjustments recommended included:
o decrease EDA/IFA revenue and receivable in the debt service fund by $303,259
o decrease accounts payable and expenses in the general fund by $542,835
• Uncorrected misstatements were considered to be immaterial to the financial statements
taken as a whole.
Other comments and recommendations relating to:
• Procurement
• Outstanding Checks
• Internal Controls over Investments
•
•
Conflict oflnterest Disclosure Statement
Student Activity Funds
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San Antonio, Texas
REPORT ON CONDUCT OF AUDIT
207 Arden Grove
San Antonio, TX 7821 5
210/227-1389
Fax 227-0716
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Board of School Trustees
San Antonio, Texas
We have audited the financial statements of the governmental activities, each major fund, and the
aggregate remaining fund information of the Harlandale Independent School District (the
District) for the year ended June 30, 2015.
Professional standards require that we provide you with the following information about our
responsibilities under generally accepted auditing standards, Government Auditing Standards and
OMB Circular A-133 and that we also communicate to you other information related to our
audit. Our responsibilities and other information are provided in Parts I-VIII, and internal
control and other matters are provided in Part IX of this report.
This letter does not affect our report dated November 5, 2015 on the financial statements of the
District. Our comments and recommendations, all of which, have been discussed with the
appropriate members of management, are intended to improve the internal control structure and
to ensure compliance with District policies.
This report is intended solely for the use of the Board of School Trustees and management of the
District, and is not intended to be, and should not be used by anyone other than these specified
parties.
We would like to take this opportunity to acknowledge the courtesy and assistance extended by
the personnel of the District uring the course of our audit.
~~a~#
9A7
y/ ~
l'
/6
/ftWC-1'//
November 5, 2015
207 Arden Grove
San Antonio. TX 7821 5
210/227-1389
Fax 227-0716
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San Antonio, Texas
REPORT ON CONDUCT OF AUDIT
For The Year Ended June 30, 2015
PAGE
I.
The Auditors’ Responsibility under U.S. Generally Accepted Auditing Standards,
Government Auditing Standards, and OMB Circular A-133.......................................... 1
II.
Qualitative Aspects of Accounting Principles ............................................................. 2-3
III.
Difficulties Encountered In Performing the Audit.......................................................... 3
IV.
Corrected and Uncorrected Misstatements ..................................................................... 3
V.
Disagreements with Management ................................................................................... 3
VI.
Management Representations ......................................................................................... 4
VII.
Management Consultations with Other Independent Accountants ................................. 4
VIII.
Other Issues .................................................................................................................. 4-5
IX.
Internal Control and Other Matters .............................................................................. 5-7
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I.
The Auditor’s Responsibility under U.S. Generally Accepted Auditing Standards,
Government Auditing Standards and OMB Circular A-133
As stated in our engagement letter dated June 11, 2015, our responsibility, as described by
professional standards, is to express opinions about whether the financial statements prepared
by management with your oversight are fairly presented, in all material respects, in conformity
with U.S. generally accepted accounting principles. Our audit of the financial statements does
not relieve you or management of your responsibilities.
Our responsibility is to plan and perform the audit to obtain reasonable, but not absolute,
assurance that the financial statements are free of material misstatement. An audit includes
examining, on a test basis, evidence supporting the amounts and disclosures in the financial
statements, assessing the accounting principles used and significant estimates made by
management, as well as evaluating the overall financial statement presentation; therefore, our
audit involved judgment about the number of transactions examined and the areas tested.
In planning and performing our audit, we considered the District’s internal control over
financial reporting as a basis for designing our auditing procedures for the purpose of
expressing our opinions on the financial statements and not to provide assurances on the
internal control over financial reporting. We also considered internal control over compliance
with requirements that could have a direct and material effect on a major federal program in
order to determine our auditing procedures for the purpose of expressing our opinion on
compliance and to test and report on internal control over compliance in accordance with OMB
Circular A-133.
As part of obtaining reasonable assurance about whether the District’s financial statements are
free of material misstatement, we performed tests of its compliance with certain provisions of
laws, regulations, contracts and grants. However, providing an opinion on compliance with
those provisions was not an objective of our audit. Also, in accordance with OMB Circular A133, we examined, on a test basis, evidence about the District’s compliance with the types of
compliance requirements described in the “U.S. Office of Management and Budget (OMB)
Circular A-133 Compliance Supplement” applicable to each of its major federal programs for
the purpose of expressing an opinion on the District’s compliance with those requirements.
While our audit provides a reasonable basis for our opinion, it does not provide a legal
determination on the District’s compliance with those requirements.
We are responsible for communicating significant matters related to the audit that are, in our
professional judgment, relevant to your responsibilities in overseeing the financial reporting
process. However, we are not required to design procedures specifically to identify such
matters.
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II.
Qualitative Aspects of Accounting Practices
Accounting Policies
Management is responsible for the selection and use of appropriate accounting policies. The
significant accounting policies used by the District are described in Note A to the financial
statements.
In fiscal year 2015, the District adopted Governmental Accounting Standards Board (GASB)
Statement No. 68 Accounting and Financial Reporting for Pensions – an Amendment of GASB
No. 27. GASB 68 requires state and local government agencies to report the actuarially
determined Net Pension Liability in its financial statements. Previously, the District in
accordance with GASB 27, disclosed in the notes to the financial statements the plan
description, funding policy, the state, District, and employee contributions as 100% of the
Annual Required Contribution and reported the State and District contributions as an expense.
The impact of adopting GASB 68 was a restatement to beginning net position by a reduction of
$25,459,416, recognition of $4,767,900 in Deferred Outflows of Resources, $6,781,907 in
Deferred Inflows of Resources, and, reporting a Net Pension Liability of $22,170,128.
We noted no transactions entered into by the District during the year for which there is a lack of
authoritative guidance or consensus. All significant transactions have been recognized in the
financial statements in the proper period.
Financial Statement Disclosures
The financial statement disclosures, as included in the financial statements, are neutral,
consistent, and clear.
Accounting Estimates
Accounting estimates are an integral part of the financial statements prepared by management
and are based on management’s knowledge and experience about past and current events and
assumptions about future events. Certain accounting estimates are particularly sensitive
because of their significance to the financial statements and because of the possibility that
future events affecting them may differ significantly from those expected. The most sensitive
estimates affecting the financial statements were depreciation expense, amortized bond
discounts, premiums, valuation of investments, uncollectible taxes receivables, and workers
compensation claims liability. Following are the bases used by management for such estimates:
•
•
•
•
depreciation expense is based on estimated useful lives of the respective capital asset
class
bond discounts, premiums, and accounting losses are amortized over the life of the
respective bond
accretion of interest on capital appreciation bonds based on accretion tables in the
applicable official statements for the bonds
fair value of investments is based on published market values or where necessary
provided by a financial institution
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•
allowance for uncollectible taxes are based on historical data and is estimated at five (5)
percent of the taxes receivable
• worker’s compensation liability is estimated by a third party and reviewed by the
District.
• net pension liability is based on the actuarially determined amount as of the valuation
date, adjusted for activity subsequent to the valuation date through the financial
statement date.
We evaluated the key factors and assumptions used to develop the accounting estimates in
determining that they were reasonable in relation to the financial statements taken as a whole.
III. Difficulties Encountered in Performing the Audit
We encountered no significant difficulties in dealing with management in performing and
completing our audit.
IV. Corrected and Uncorrected Misstatements
Professional standards require us to accumulate all known and likely misstatements identified
during the audit, other than those that are trivial, and communicate them to the appropriate level
of management. Management corrected misstatements by adopting our audit adjustments. Two
significant adjustments were as follows:
•
•
Adjustment to reverse accounts payable in the General fund of $542,835.
Adjustment to reduce State revenue in the Debt Service Fund of $303,259.
Two misstatements remain uncorrected. Management has determined these amounts are
considered immaterial, both individually, and in the aggregate. We concur with management’s
determination.
V.
Disagreements with Management
For purposes of this letter, professional standards define a disagreement with management as a
financial, accounting, reporting, or auditing matter, whether or not resolved to our satisfaction
that could be significant to the financial statements or the auditor’s report. We are pleased to
report that no such disagreements arose during the course of our audit.
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VI. Management Representations
We have requested certain representations from management that are included in the
management representation letter dated November 5, 2015.
VII. Management Consultations with Other Independent Accountants
In some cases, management may decide to consult with other accountants about auditing and
accounting matters, similar to obtaining a “second opinion” on certain situations. If a
consultation involves application of an accounting principle to the District’s financial
statements or a determination of the type of auditor’s opinion that may be expressed on those
statements, our professional standards require the consulting accountant to check with us to
determine that the consultant has all the relevant facts. To our knowledge, there were no such
consultations with other accountants.
VIII. Other Issues
Matters Discussed with Management Prior to Reappointment
We generally discuss a variety of matters, including the application of accounting principles and
auditing standards, with management each year prior to retention as the District’s auditors.
However, these discussions occurred in the normal course of our professional relationship and
our responses were not a condition to our retention.
Required Supplementary Information
We applied certain limited procedures to management’s discussion and analysis, budgetary
comparison information for the general fund, schedule of district’s proportionate share of net
pension liability, and the schedule of district pension contributions, which are, required
supplementary information (RSI) that supplements the basic financial statements. Our
procedures consisted of inquiries of management regarding the methods of preparing the
information and comparing the information for consistency with management’s responses to
our inquiries, the basic financial statements, and other knowledge we obtained during our audit
of the basic financial statements. We did not audit the RSI and do not express an opinion or
provide any assurance on the RSI.
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Supplementary Information
With respect to the required Texas Education Agency (TEA) schedules, combining statements,
statistical section, schedule of expenditures of federal awards, and other supplementary
information accompanying the financial statements as listed in the District’s Comprehensive
Annual Financial Report’s table of contents, we made certain inquiries of management and
evaluated the form, content, and methods of preparing the information to determine that the
information complies with accounting principles generally accepted in the United States of
America, the method of preparing it has not changed from the prior period, and the information
is appropriate and complete in relation to our audit of the financial statements. We compared
and reconciled the supplementary information to the underlying accounting records used to
prepare the financial statements or to the financial statements themselves. We found no
exceptions to the supplementary information.
We were not engaged to report on the introductory and statistical sections, which accompany
the financial statements but are not RSI. We did not audit or perform other procedures on this
information and we do not express an opinion or provide any assurance on it.
Other Information in Documents Containing the Audited Financial Statements
We are not aware of any other documents that contain the audited financial statements and the
auditor’s report thereon. If we become aware that such documents were published, we would
have a responsibility to read such information, in order to identify material inconsistencies, if
any, with the audited financial statements.
IX. Internal Control and Other Matters
Procurement
Board Policy CH Local, states “the Board delegates to the Superintendent or designee the
authority to make budgeted purchases for goods or services. However, any single, budgeted
purchase of goods or services that costs $25,000 or more, regardless of whether the goods or
services are competitively purchased, shall require Board approval before a transaction may
take place. In no event shall the Superintendent enter into contracts with attorneys, architects,
auditors, or fiscal agents without prior Board approval.” During the year the District made
eight payments totaling $60,925 to an engineering firm. The District entered into four (4)
related agreements for construction materials testing services. The four agreements total
$141,500 and were signed by the Superintendent; however, no effective dates were specified in
the agreements. It appears that Board approval was not obtained for these agreements.
We recommend the District comply with established policies and seek Board approval for
professional services contracts prior to entering into such contracts.
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Management’s Response
Staff will work with the District’s legal counsel to modify Board Policy CH (Local) to provide
for a modification to this Policy when dealing with Bond related construction projects. The
modification will include the implementation of internal control procedures to insure receiving
the best value while maintaining the continuity of the construction projects and avoid any
delays in their completion.
Outstanding Checks
The District’s payroll and general operating bank account reconciliations include numerous
checks outstanding from one (1) to eight (8) years. The total amount of these checks is
approximately $44,000.
We recommend the District investigate the outstanding checks and adjust the books as
necessary.
Staff will review and investigate the outstanding checks for any future obligation and adjust the
books as necessary. Additional internal controls will be implemented to investigate and remedy
checks when Staff has determined that they have been outstanding for a significant period of
time.
Internal Controls over Investments
The District’s investment policy CDA (Local) requires the system of internal controls over
investments be established and documented in writing. Inquiries of management indicates the
District does not have written documentation of internal controls as required by District policy.
We recommend the District establish written internal controls over investments to ensure
compliance with District policy.
Staff will establish written internal controls over investments to mirror the current practices that
it currently follows to safeguard those investments in accordance with District policy.
Conflict of Interest Disclosure Statement
Per Board Policy (DBD Local) “an employee shall disclose to his or her immediate supervisor a
personal financial interest, a business interest, or any other obligation or relationship that in any
way creates a potential conflict of interest with the proper discharge of assigned duties and
responsibilities, or with the best interest of the District.” In addition, the policy requires the
completion and filing of a disclosure statement when such conflicts exist.
We understand that in July, 2014 an upper management employee signed a contract with a
related vendor; however the required disclosure statement was not filed until May 2015. The
District paid a total of $1,950 to the vendor during the year.
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We recommend the District implement procedures to ensure employees comply with the
disclosure requirements as promulgated by the Texas Ethics Commission and as specified by
the Local Government Code 176 including the timely filing of disclosure statements. In
addition, the District should ensure that vendor agreements be reviewed and signed by a
member of management independent of any potential conflicts of interest.
Staff will implement internal control procedures to insure timely filing of disclosure statements
and to document the due diligence exercised by the District in insuring the transactions are in
the best interest of the District and properly signed by the Assistant Superintendent for
Business.
Student Activity Funds
Our testing of student activity funds for compliance with the District’s established policies and
procedures detected the following deficiencies:
•
•
•
•
•
•
•
Two (2) instances in which receipts were not timely deposited.
One (1) instance in which a receipt was deposited out of sequence.
Two (2) instances in which fundraising recap reports were not timely completed and/or
submitted.
One (1) instance in which a fundraising application/recap form was not completed.
Two (2) instances in which receipts were coded to the incorrect account.
Five (5) instances where the disbursement vouchers were not fully completed.
One (1) check was released to a sponsor without specifying the check amount.
We recommend the District improve controls over Student Activity fund transactions in order to
comply with established policies and procedures.
Each campus principal is accountable to the Superintendent for these findings by providing a
written explanation of the occurrence and a plan of corrective action. These instances will be
used in the second training with the Principals and their staff responsible for the accountability
of the Student Activity funds policies and procedures.
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Harlandale Independent School District Board of Trustees
Regular Board Meeting
November 16, 2015
The Board of Trustees of the Harlandale Independent School District met for a Regular Call Board meeting on
November 16, 2015 at 6:15 PM, at Kingsborough Middle School, 422 Ashley Road, San Antonio, Texas 78221.
Mr. David Abundis, President, called the meeting to order at 6:17 PM.
Roll Call: Mr. David Abundis, President; Mr. Tomas Uresti, Vice President; Ms. Christine Carrillo, Ms. Erma
Casarez, Mr. Juan Mancha, Mr. Ricardo Moreno, Mr. Carlos Quezada, Members. The Chair declared a quorum
present.
Staff Present: Mr. Rey Madrigal, Superintendent; Richard Hernandez, Assist. Supt. for Business; Dr. Carol
Harle, Assist. Supt. For Curriculum; Diana Tudyk, Executive Dir., Human Resources; Andrew Fernandez, Public
Information Officer; Jerry Soto, Executive Director for Operations; and Peggy West, Recorder. Also present
was Mr. Robert “Woody” Wilson, attorney.
The pledges of allegiance and invocation were given.
Announcements/Recognitions:
McCollum High School Volleyball team was recognized as District 28-5A champions for back-to-back seasons.
McCollum and Harlandale High School bands both earned first divisions at the UIL Region Marching Contest
and advanced to the Area Marching Contest. Harlandale High School band has been invited to participate in the
2016 National Memorial Day Parade in Washington DC.
Information and Discussion: Mr. Madrigal reported the gifts accepted on behalf of the board as $5,343
monetary. Mr. Hernandez presented the October 14, 2015 Finance Committee minutes. Ms. Tudyk presented the
October 20, 2015 Board Insurance Committee minutes. Ms. Tudyk announced that the district met 100% of the
NCLB teacher requirements and presented the Annual Report of Highly Qualified Teachers for 2015-2016.
Mr. Abundis announced a break starting at 7:21 PM. The board resumed session at 7:35 PM.
Erma Casarez motioned to pull Consent Item 5H for individual discussion and consideration and to approve by
consent Items 5A, B,C, D, E, F, G and I. Tomas Uresti seconded.
A. Approve the October 19 and 29, 2015 board meeting minutes.
B. New/renewal MOUs/contracts/agreements: United Way 1)AVANCE 2)Family Service Association, Inc.;
University of Texas at SA (San Antonio Pathway to the Health Professions – SAPHP); Baptist Health
Systems (Health Professions Program); Our Lady of the Lake University (Worden School of Social
Service); University of the Incarnate Word (Clinical Practice Program)
C. Budget amendments to the General Fund for 2015-2016 fiscal year.
D. Award RFP 161013 for turkeys and hams.
E. Award RFP 161015 for band instruments.
F. Award multiple vendors for the purchase of athletic sports supplies.
G. Approve the Teacher Evaluation and Support System Appraisers for 2015-2016.
I. Approval the final pay application and retainage invoice for UHS Collier Project.
Messrs. Abundis, Mancha, Moreno, Quezada, Uresti, Ms. Carrillo and Ms. Casarez voted for and motion passed.
10098
November 16, 2015
20
5H - Erma Casarez motioned to approve the final rankings for selection of the Construction Manager At Risk for
the Gillette Elementary Project and authorize the Superintendent along with the Project Manager, and the
Attorney to negotiate and execute the contract. Ricardo Moreno seconded
Tomas Uresti made a substitute motion to table this item until the board completes item 6E and then bring this
item back. Christine Carrillo seconded.
For: Tomas Uresti, Christine Carrillo, Carlos Quezada
Against: David Abundis, Juan Mancha, Ricardo Moreno, Erma Casarez. Motion failed
Vote was called on the original motion.
For: Juan Mancha, Ricardo Moreno, David Abundis, Erma Casarez
Against: Carlos Quezada, Tomas Uresti, Christine Carrillo. Motion carried
6A – Mr. Rene Gonzalez with Garza/Gonzalez and Associates, presented the Comprehensive Annual Financial
Report for the year ended June 30, 2015. David Abundis motioned to approve the Comprehensive Annual
Financial Report as presented. Tomas Uresti seconded. Messrs. Abundis, Mancha, Moreno, Quezada, Uresti,
Ms. Carrillo and Ms. Casarez voted for and motion passed.
6B – Tomas Uresti motioned to approve a resolution to cast the District’s votes for the election of Bexar Appraisal
District Board of Directors for the term January 2016-December 2017, naming Carlos Quezada as the District
Representative. Christine Carrillo seconded. Messrs. Abundis, Mancha, Moreno, Quezada, Uresti, Ms. Carrillo
and Ms. Casarez voted for and the motion carried.
6C – Tomas Uresti opened the discussion regarding reviewing the performance and actions of Jasmine
Engineering. No motion was made and no action taken.
6D – Tomas Uresti moved to rescind the motion on appointing Jasmine Engineering as Contract Manager,
Commissioning Agent, Project Manager and any other assignment awarded said company for the 2015 bond
projects. Christine Carrillo seconded.
For: Christine Carrillo, Carlos Quezada, Tomas Uresti
Against: Juan Mancha, Ricardo Moreno, David Abundis, Erma Casarez
Motion failed.
6E – Tomas Uresti motioned to terminate Jasmine Engineering firm on any and all projects for Harlandale ISD.
Carlos Quezada seconded. David Abundis motioned to go into Closed Session to consult with legal counsel.
Tomas Uresti seconded. Messrs. Abundis, Mancha, Moreno, Quezada, Uresti, Ms. Carrillo and Ms. Casarez voted
for and motion passed.
Closed Session: The Board convened in Closed Session at 8:04 PM.
Open Session: The Board reconvened in Open Session at 8:19 PM.
Tomas Uresti motioned to amend his motion. Moved to terminate Jasmine Engineering firm on any and all
projects based upon default of contract terms for the thirty (30) days notice as described by her contract. Carlos
Quezada seconded.
For: Carlos Quezada, Christine Carrillo, Tomas Uresti
Motion failed.
10099
November 16, 2015
21
6F – Christine Carrillo motioned to approve rescinding the previous action taken on this item terminating Walsh
Gallegos and hiring Sanchez Wilson, and that we reinstate Walsh Gallegos effective immediately as general
counsel in all matters. Tomas Uresti seconded.
For: Carlos Quezada, Tomas Uresti, Christine Carrillo
Motion failed.
6G – Tomas Uresti motioned to request RFQs for Harlandale ISD General Counsel of Record. Carlos Quezada
seconded.
For: Carlos Quezada, Christine Carrillo, Tomas Uresti
Against: Erma Casarez, David Abundis, Ricardo Moreno, Juan Mancha
Closed Session: Juan Mancha motioned and Christine Carrillo seconded for the Board to go into Closed Session
to discuss the following items:
7A- Regular personnel report. (TGC 551.074)
7B- Consultation with Attorney regarding the purchase of real property to expand district facilities and adoption
of resolution approving purchase and authorization of Superintendent to execute the required documents. (TGC
551.071 and 551.072)
7C- Consultation with Attorney regarding Jesse “Jay” Alaniz v. Ricardo Moreno and the Harlandale
Independent School District; Cause NO. 2015-CI-17910; in the District Court; 150th Judicial District; Bexar
County, Texas. (TGC 551.071)
7D- Consultation with Attorney regarding possible revisions and/or modifications to the Board Operating
Procedures and consultation as to Board Member responsibilities and duties. (TGC 551.071)
7E- Personnel and Consultation with Attorney regarding a Complaint filed by Esequiel Mendoza pertaining to
the residency of Erma Casarez. (TGC 551.071 and 551.074)
Messrs. Abundis, Mancha, Moreno, Quezada, Uresti, Ms. Carrillo and Ms. Casarez voted in favor and the board
convened in Closed Session at 8:29 PM.
Open Session: At 9:38 the board reconvened in Open Session. Mr. Abundis was called away on an emergency
during Closed Session.
7A- Tomas Uresti presided and motioned to approve the regular personnel report as discussed in Closed Session.
Christine Carrillo seconded. Messrs. Abundis, Mancha, Moreno, Quezada, Uresti, Ms. Carrillo and Ms. Casarez
voted for. Motion passed.
7B- Carlos Quezada motioned to adopt the resolution to authorize the purchase of real property to expand district
facilities and adoption of resolution approving purchase and authorization of Superintendent to execute the
required documents. Christine Carrillo seconded. Tomas Uresti read the resolution. Messrs. Abundis, Mancha,
Moreno, Quezada, Uresti, Ms. Carrillo and Ms. Casarez voted for. Motion passed.
7C- Juan Mancha motioned to direct legal counsel to proceed as directed in Closed Session. Erma Casarez
seconded. Messrs. Abundis, Mancha, Moreno, Quezada, Uresti, Ms. Carrillo and Ms. Casarez voted for and
motion passed.
10100
November 16, 2015
22
7D- Ricardo Moreno motioned to revise Board Operating Procedures as follows:
1) 48 hours prior to meeting, board member needs to contact Superintendent to set up process for a board member
to Skype in via video for board meetings. The board member will be required to communicate prior to meeting,
to confirm process has been completed and available for board meetings.
2) All board members shall receive all documentation and information that has been requested by another board
member at the same time.
Juan Mancha seconded. Messrs. Abundis, Mancha, Moreno, Uresti, Ms. Carrillo and Ms. Casarez
voted for. Mr. Quezada voted against. Motion passed.
Juan Mancha motioned to adjourn. Christine Carrillo seconded. Messrs. Abundis, Mancha,
Moreno, Quezada, Uresti, Ms. Carrillo and Ms. Casarez voted for. Motion passed. Meeting
adjourned at 9:47 PM
__________________________________
Christine Carrillo, Secretary
__________________________________
David Abundis, President
10101
November 16, 2015
23
TO:
Members of the Board
FROM:
Ricardo J. Hernandez, CPA ~ •
PRESENTER:
Ricardo J. Hernandez
MEETING DATE:
December 14, 2015
SUBJECT:
BUDGET AMENDMENTS
Donations-Sub-Fund 176-Exhibit A
1. To reflect the actual carryover amount of remaining donations from the prior year. The adjustment
will increase the budgeted amount by $6,80 I.
2. To budget current donations received :
CAMPUS
Donation
Weitzel ES
Gilbe1t e ES
Amount
Supplies
Mustangs on a Mission Project
500
2,777
TOTAL
Superintendent:
--./
Approved _ __ _ Rejected
/llc~L
Mr ey Madrigal
Superintendent
24
$
3.277
General Fund - Subfund 176 Donations
2015- 2016 FISCAL YEAR BUDGET AMENDMENT
14-Dec-15
DATA
CONTROL
CODES
ORIGINAL
APPROVED
PROPOSED
APPROVED
BUDGET
BUDGET
BUDGET
ASOF
2015/2016
11/16/15
ASOF
12/14/15
Increase
(Decrease)
ESTIMATED REVENUES:
5700
Local, Intermediate & Out-of-State
5800
5900
State Programs
Federal Programs
5030
Total Estimated Revenues
0011
APPROPRIATIONS:
Instructional Services
0012
$
134,391
$
104,647
$
114,725
10,078
$
134,391
$
104,647
$
114,725
10,078
81 ,996
7,802
89,611
74, 194
Instructional Resources & Media Services
1,200
1,200
0013
Curriculum & Personnel Development
7,586
6,481
1,200
6,481 •
0021
Instruction Administration
School Administration
5,928
5,493
5,493
23,441
10,715
12,991
3,045
3,045
3,045
418
418
418
3,162
3,101
3, 101
0023
0031
Guidance & Counseling Services
0032
Social Work Services
0033
Health Services
0034
Student (Pupil) Transportation
0035
Food Services
0036
Cocurricular/Extracurricular Activites
0041
General Administration
0051
Plant Maintenance & Operations
0052
Security and Monitoring Services
0053
Data Processing Services
0061
0071
Debt Service
0081
Facilities Acquisition & Construction
0093
Payments for Shared Services
Juvenile Justice Alternative Ed. Program
0095
Community Services
6050
Total Appropriations
1200
Excess (Deficiency) of Estimated Revenues
Over (Under) Appropriations/Other
Resources (Uses)
0100
Unreserved Fund Blance (Beginning)
3000
Fund Balance (Ending)
$
$
$
134,391
104,647
$
- $
- $
========= =========
Exhibit A
lotus1231J/199."U
25
114,725
2,276
10,078
HARLANDALE INDEPENDENT SCHOOL DISTRJCT
FROM: Ricardo J. Hernandez, CPA Q.}\-·
PRESENTER: Ricardo J. Hernandez, CPA
MEETING DATE:
December 14, 2015
SUBJECT: District Affiliated Organizations for 2015-2016
BACKGROUND
In accordance with Board Policy GE (local) the Board is responsible for the oversight of the District
including parent or booster organizations that use the school name or claim any connection with the
school. The Superintendent shall recommend the status of affiliation with the school of all such
groups at least annually. The Board shall approve and recognize only those organizations that
meet established guidelines and in the opinion of the Board, operate for the benefit for the school and
its students.
RECOMMENDATION
Attached is a list of parent or booster organizations which have met all the guidelines of Board Policy
GE (local) and are recommended for approval of affiliation with the District. However, there are some
organizations which have not met these guidelines and therefore no action is recommended regarding
these parent or booster organizations until the guidelines under the Board Policy GE (local) are met.
Superintendent: __'1-'--__ Approved _ _ _ Rejected
&y~?:/:JL
Superintendent
26
District Affiliated Organizations for 2015-2016
Superintendent Recommendation for Approval
HIGH SCHOOLS
Harlandale H.S. Tribesman
McCollum H.S. Band Boosters
McCollum H.S. P.T.A.
*McCollum Athletic Boosters
*Harlandale P.T.A. Council
MIDDLE SCHOOLS
Harlandale Middle P.T.A. Council
Leal Band Booster
Terrell Wells Middle School Band
*Harlandale Middle Band Parent Club
*Kingsborough Middle School P.T.A.
*Terrell Wells Middle School PTA
ELEMENTARY SCHOOLS
Bellaire Elementary PTA
*Carroll Bell Elementary PTA
*Morrill Elementary PTA
*Schulze Elementary PTA
Organizations Pending Partial Requirements
Tejeda P.T.S.A
Columbia Heights Elementary PTA
Stonewall/Flanders Elementary PTA
Gillette Elementary PTA
Organizations Pending ALL Requirements
Adams Elementary PTA
Collier Elementary PTA
Gilbert Elementary PTA
Rayburn Elementary PTA
Vestal Elementary PTA
Wright Elementary PTA
Leal Middle School PTA
Harlandale H.S. Band Booster
Harlandale H.S. P.T.A.
Harlandale H.S. lndianettes
The Film School of San Antonio Amigos
*Pending Board Approval
3:05 PM1 2/8/201 5
27
TO:
FROM:
PRESENTER:
MEETING DATE:
SUBJECT:
Members of the Board
Ricardo J. Hernandez, CPA ~\r
Assistant Superintendent, for Business
Ricardo J. Hernandez, Assistant Superintendent for Business
Hector K. Rodriguez, Purchasing Manager
December 14, 2015
Request to renew RFP #151015 for the catalog/shelf discount on
instructional and office materials.
BACKGROUND
The structure of RFP 151015 allows District employees throughout our campuses and
depa11ments percentage discounts from vendor catalogs or shelf pricing for the purchase of
budgeted items for instructional and administrative materials. The renewal of this bid will allow
more choices in the selection of the vendor(s) providing the best value to the District.
The efforts for the solicitation of vendors for RFP 151015 included mailing specifications to
fifty-three (53) vendors, advertising locally for two weeks, and posting to the District website. As
a result, forty-one (41) vendors responded.
Although some vendors responded with a "O" for various items, this RFP process allows the
District to pre-qualify the vendors to insure they will provide the best value for the District. The
District may then solicit as many competitive quotes as necessary from these Board approved
vendors and remain compliant with the District's auditable internal controls.
This solicitation, as originally approved on November 17, 2014, provided us with an option to
renew this for an additional three one-year periods. This will be the first of our tlu·ee year renewal
options.
RECOMMENDATION
Staff recommends that RFP 151015 for the purchase of discounted instructional and office
material be renewed with the attached multiple vendors. The purchases will be from the budgeted
funds of the respective campuses and depa11ments.
Attaclunent
Superintendent: __-.;"'"---Approved _ __ _
Mr ey Madrigal
Superintendent
28
Rejected
RFP 151015
Office and Teaching Supplies
VENDOR
Ace Educational Supplies
Advantage Supply
Altex Electronics
Calloway House
Capstone
SUPPLIES
FURNITURE
MINIMUM ORDER FOR
FREE SHIPPING
10%
0-85%
3-5%
0-16%
10%
0-85%
--0-16%
$50.00
None
NA
$50.00
25%
---
Capstone Classroom
Carolina Biological Supply Co.
Cavendish Square Publishing, LLC
Children's Plus, Inc.
Consolidated Office Systems
Davis Publications, Inc.
0%
0-5%
30%
0-30%
10-85%
0%
Delaney Educational Enterprises, LLC
Demco, Inc.
DLB Books, Inc.
Education Plus
ETA hand2mind
Fisher Scientific Education
Flinn Scientific, Inc.
Gareth Stevens Publishing, LLLP
GL Group, Inc. DBA Booksource
Jarrett Publishing Company
J.R., Inc.
KAMICO Instructional Media, Inc.
Kaplan Early Learning Company
0-30%
0-15%
0%
0%
15%
31%
10%
15-25%
25%
0
Lakeshore Learning Materials
LD Products, Inc.
Learning Zone
Marco Products, Inc.
Nasco
5%
25%
10%
5-15%
10-20%
National Educational Systems
Nolans Office Products, Inc.
Office Depot
Perma-Bound Books
10%
5-80%
TCPN
0-30%
15-30%
0%
7%
0%
0%
15%
31%
0%
Orders over $50 from catalog receive free shipping and
10% discount (add 20% to items with shipping notations)
Free shipping on orders of 25 books or more; 10% of
subtotal on orders of 24 books or less.
Shipping: 10% on orders $2,499.99 and under; 8% on
orders over $2,500.00.
$200.00
None
None
None
U.S. Communities
NA
$75.00
$500.00
NA
None
$100.00
NA
Shipping: 10%
5-60%
0%
16%
EXCEPTIONS
16%
5%
14%
10%
None
NA
$300.00
Free shipping on all orders over $200, under $200
estimate shipping at 15% of the subtotal
$35.00
$100.00
Free shipping on all orders over $100
$50.00
25-65%
TCPN
None
None
None
29
Free shipping on all orders over $500, under $500
estimate shipping at 10% of the subtotal
RFP 151015
Office and Teaching Supplies
VENDOR
Premier Agendas, LLC
QEP Professional Books
Quill Corporation
Rainbow Book Company
Renaissance Learning, Inc.
Rosen Publishing Group, Inc.
Sargent Welch
School-Mart, Inc.
SUPPLIES
0%
0-30%
10%
25%
0%
15-25%
15-25%
5-55%
FURNITURE
0%
NA
NA
5-55%
MINIMUM ORDER FOR
FREE SHIPPING
NA
None
None
NA
None
$25.00
30
EXCEPTIONS
Orders over $80 add 9% for shipping
Free Shipping
FROM: Diana Tudyk, Executive Director of Human Resources
PRESENTER: Diana Tudyk, Executive Director of Human Resources
MEETING DATE: December 14, 2015
SUBJECT:
Teacher Evaluation and Support System (T-TESS) Appraisers Approval
The Board will be asked to approve the Teacher Evaluation System (T-TESS) Appraisers for the 2015-2016
school year.
First Name
Chrislane
Kristen
Last Name
Puente
Henry
Validation Date
11-16-15
07-09-15
I request approval of this agenda item.
Superintendent’s Recommendation:
√
Approval
Mr. Rey Madrigal, Superintendent
31
Rejected

Harlandale Independent School District

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