001Dr. Davis had a sellout tonight. >> Tell me about it. >> It is now 5:00 pm on Tuesday, November 18th, 2025. This meeting of the Clean Independent School District Board of Trustees is now called to order. The following trustees are present and participating. Brenda Adams, secretary. Marvin Rainwater, board member. Oliver Mintz, board member. Tina Capido, board member. Rodney Gilchrist, board member. And me, Brett Williams, president and presiding officer. Absent and not participating in this meeting is vice president Susan Jones. I just want the rec record to reflect that she is at the tax appraisal district uh on this evening which is a body that we nominated her for and she was elected to serve on behalf of this district. So she is fulfilling her commitment. Uh for the record, a quorum has been established and
002as present a recording of this meeting is being made and will be available to the public at a later date. We're also streaming this meeting on our cable channel 17 and on the district's web page. As a reminder, anyone wishing to speak at public form must submit their signup sheet at this time. Miss Weaver, Mr. Harper, I've been instructed that we have no one signed up for public comment. Uh we will now move on to the next agenda item. That's a different got to make myself adjust to that. I apologize. Agenda item number two. The board will now convene in close session for For agenda item 2B, consultation with legal council regarding legal requirements and personnel assignment for disciplinary alternative education program DAE as allowed by Texas Government Code 551.071-551.074. Agenda item 2 C. consultation
003with the district's legal counsel regarding pending litigation, a settlement offer, or other issues confidential under the attorney client privilege as allowed by Texas Government Code 551.071. Agenda item 2D, deliberate the purchase, exchange, lease, or value of real property as allowed by Texas Government Code 551.072. Agenda item 2E deliberate the appointment employment evaluation reassignment duties discipline or dismissal of a public officer or employee as allowed by Texas government code 551-074. Agenda item 2F deliberate a matter regarding a public school student in which personally identifiable information about the student will necessarily be revealed as allowed by Texas Government Code 551.0821. No voting will take place on close session. Any action the board wishes to take as a result of discussions in close session will take place after the board reconvenes in open meeting. The time is now
0045:03 p.m. and we're in close session and we'll go into the superintendent's conference room. The time is now 6:03 p.m. and we are reconvening from close session. No action or voting took place in close session. No action is needing. No action is needed. This meeting of the clean independent school district will resume in accordance with the posted agenda for today's meeting. We'd like to welcome Colonel Mlen, our Fort Hood garrison commander, as well as our school liaison officer Christine Kaparco. There's her hand. She's in the audience. Thank you for being here, Colonel. As well, uh, anyone who did not have the opportunity to speak during public forum at the 5:00 pm, uh, started the meeting and would wish to speak now, uh, would be the time to submit your signup sheet. I'm being informed that
005we have no one signed up for public form. Uh, it's been the board's practice before each regular meeting to have invocation and pledges of allegiance to United States flag and Texas flag. Tonight, the invocation will be led by board member Marvin Ranwater and the pledges will be led by students Trevor Fel and Izzy Crockett from Montigue Village Elementary School. Please stand as Mr. Rainwater leads us in prayer. >> Thank you. >> May we pray? Our father and our God, we're grateful again to be in a great nation where we can speak and think and say the things that we we need to say and and work with people to make things better. We've had some staff members that have lost family. We have parents and teachers that have have incredible circumstances. And we always ask
006for the love and the grace of God as we go through these these tragic trying times to make us stronger and help us to do the things we need to do. Father, we ask that in a special way you'll bless our employees and our staffs so that they may always fill their students with the love of Christ and guide them and grow them in Jesus name. Amen. Amen. Okay. I pledge allegiance to the flag of United States of America and to the republic for which it stands, one nation under God, indivisible, with liberty and justice for all. Honor the Texas flag. I pledge allegiance to be Texas. One state under God, one and indivisible. needed. Thank you to both of our students for doing an excellent job. >> A recording of this meeting is being
007made and will be available to the public at a later date. We're also streaming this meeting on our cable channel 17 and on the district's web page. We'll now move to agenda item number four, which is honors and recognition. Miss Rudolph, welcome. We'll go down in front of the dice. Good evening. As you're making your way around for pictures, I want to remind everyone that our official district photos from tonight's honors and recognitions will be available after the meeting on our website at www.colenisd.orgwardphos. To begin tonight, we have four talented Colleen ISD student artists who earned state recognition at the Texas Art Education Association's 2025 Texas Edcon exhibition. It was held in Houston during the annual TASA TASBY Convention. Their artwork was among a select group showcased from across the state. A rare honor that
008reflects not only their creative excellence, but also the outstanding instruction and support found in KISSD's visual arts program. Representing KISSD were Aspen Bar from Rancier Middle School, Britney Beastik from Union Grove Middle School, Jamie Gillian Martinez from Eastern Hills Middle School, and Jada Masau from Colleen High School. [Applause] All right. Congrats. Next, Ellison High School juniors Aiden Hill and Andy Harper wrapped up their standout cross-country seasons at the Class 5A UIL State Championships in Roundrock on October 31st. Their appearance marked five straight years in which the Eagles were represented in the grand finale. Aiden, who won the district 165A individual championship and was 14th in the region 2 race, finished 69th in his state debut. Andy, the 165A runnerup, who was 17th at the regional meet, crossed 136th in his debut. The dynamic duo also
009helped Ellison record a perfect score at the district's 165A meet for the program's third straight championship. A perfect score is achieved when the top five finishers in the race are from the same team. The Eagles team included Kobe Ellis, Justin Rodriguez, Keintenon, Jaylen Henry, Isaiah Holloway, Quentyn Durham, and we have with us tonight as well, Coach Jesse San Miguel. Congratulations to these athletes. Nope. All right. Congratulations. [Applause] The Harker Heights High School Knights, led by head coach Jason Torres, placed four runners in the top 10 during the District 12 6A race October 9th in Waco to win the program's first country first cross country championship since 2014. Christian Miners placed second, Cody Zimmerman third, Blake Zimmerman sixth, Keelin Sandifer 10th, and Tanner Macintosh Richter 18th for Harker Heights, which scored 17 points better than the
010runnerup, Temple. Also for Heights, Shane Post Oak finished 21st and Matthew Gruber 26th. Congratulations to the Knights boys cross country team. Congratulations. questions. We also have several departments that are shining across the district from arts to academics to career pathways. So, we're proud to recognize two outstanding theater programs recently honored by the Texas Educational Theater Association as 2025 exemplary campuses of distinction. Chaperel High School's Bobcat Drama and Union Grove Middle School. This distinction highlights exceptional instruction, student opportunity, and a campuswide commitment to quality theater education. Under the leadership of Samantha Dunaway and Chad Moore, Chapperel earned the recognition for a second consecutive year, offering a robust performance season, inclusive programming, and earning more than 330,000 in student scholarships. [Applause] Last year, drama students earned over 142 call backs to colleges and universities. And as of
011yesterday, this year they've already exceeded over a hundred with more news to come throughout the week. >> 158. >> Okay. And then uh are we are we let me let me bring out here too. Union Grove Middle School, directed by Blake Jones, advanced from an outstanding to an exemplary designation this year with students gaining hands-on experience in all aspects of production and performance. Both programs are known not only for their excellence on stage, but also for their leadership in shaping curriculum, mentoring educators, and expanding access to transformative theater experiences across KISSD. We are very proud to celebrate these fine programs. [Applause] Colleen ISD has once again been named named a CTE, District of Distinction, by the Career and Technical Association of Texas, marking the second year in a row the district has earned this honor.
012The designation highlights the strength of KISSD's career and technical education programs, which are designed to prepare students for high demand careers and post-secary opportunities. During the 24-25 school year, 600 students across the district earned industry certifications, credentials that signal workforce readiness, and support long-term success. With access to 71 certification pathways, hands-on learning, and expanded dual credit and STEM options, KISSD continues to strengthen the bridge between classroom learning and real world experience. We commend the teachers and staff in charge of these programs who work to provide opportunities for our students to succeed. Joining us tonight to represent the CTC CTE department are students John Scott with automotive, Alejandra Cordova Oka Okasio cosmetology, Jacob Walker welding, Jacob Maldonado culinary, and Casey Yonke with the Fire Academy. [Applause] We also have some of their adult sponsors with us.
013Director Patrice Robinson, Coordinator Charlotte Hines, Career Center Principal Mahalia Scott. There y'all go. We got it. Thank you. Trustees, Dr. Davis, there are so many great things happening in this district and we are very proud to get to celebrate these students and staff tonight. That concludes tonight's recognitions. Okay, we'll now go to agenda item number five, public form. Uh, Miss Weaver, do we have anyone signed up for public comment? Mr. Harper. Um, we'll now move to the next agenda item, which is agenda item number six, which is the consent agenda. A, receive and approved minutes for the October 28th, 2025 regular meeting. B, receive and approved minutes for the November 4th, 2025 regular meeting. C, consideration of the clean independent school district tax role for tax year 2025. D. Consideration of Colleen Independent School District
014charter authorizer mission and vision statements. E. Consideration of the 2025 2026 Colleen Independent School District student code of conduct amendment. F. Consideration of approval of board policy ELA local campus or program charter charter partnership. Trustees, you have a consent agenda item consent agenda before you that can be approved with one vote. What is your desire? Madam Secretary, >> Mr. President, I move that we accept con consent agenda items A, B, C, D, E, and F. >> Have a motion by Secretary Adams. We have a second by Trustee Gilchrist. Any further discussion by trustees? There being none, all those in favor, show of hands. We have six in favor, none in opposition, one absent and not participating, and that's Vice President Susan Jones. We'll now go to agenda item number seven, action items for consideration. A,
015consideration of proposed district academic calendar for the 2026 2027 school year. Welcome, Mr. Baker. >> Uh, good afternoon. Good evening, uh, President Williams, uh, Dr. Davis, and, uh, board members. As you know, we brought together, uh, we brought forward two options at the, uh, uh, earlier this November to you at the the board workshop, uh, meeting that we had. Uh we took some feedback from you. We we looked at the vote that was taken uh earlier uh earlier before that meeting. Uh remember when we had two options there. We had an A option and B option. I will remind you that the B option barely won out when we did our staff vote 51% to 49%. But we did note that our among our classroom teachers it was 55 to 45 for option B. After
016we discussed this among senior leadership, uh we decided to come and recommend that we adopt uh calendar B. And so we were asking the board to approve uh calendar option B for our uh school calendar next year. >> Questions from trustees for Mr. Baker. This is an action item. Mr. Rainwater. We have a motion by Mr. Rainwater. We have a second by Madame Capido. Any further discussion by trustees? There being none, all those in favor, show of hands. We have six in favor, none in opposition, one absent and not participating and vice president Susan Jones passes 601. Thank you, Mr. Mr. Baker. We'll now go to B, consideration of course requests for specialized learning in Texas Bioscience Institute. Welcome Dr. Joanette Kraton. >> Good evening, President Williams, members of the board, Dr. Davis. Um, the
017Temple Bioscience Institute determines its course offerings independently based on market demand and student program needs. Sometimes the district is not privy to the course selections before they actually occur. KISSD on the other hand requests the approval of courses early so that they can appear as options for students as they select their schedules for the following semester or the following year. So, we received notification that Temple College added new courses for TBI after our KISSD students had already been enrolled. So, what we'd like to do is request your approval for two courses so that our students can receive their high school credit in addition to their college credit for TBI. The first course is specialized topics in science which aligns with chemistry 2289 and biology connected to academic cooperative research methods in biology at TBI. This
018course integrates onampus study with practical hands-on experience in the sciences and in-class seminars will combine with handson scientific research allowing individual students to set specific goals in scientific study. Creating this course ensures alignment with the colleg's revised degree plan and then it allows the dual credit students to not only receive credit with TBI but to receive the corresponding high school credit as well. And without the addition of this course in the school district, students could receive the college credit without receiving the high school credit which could potentially affect their graduation status. The second course is health 2 and that corresponds to HPRS1304 which is basic health professions skills at TBI. This course introduces students to health care professions, emphasizes client care, safety, basic client monitoring, health documentation methods, and professional conduct. It introduces students to
019the health care industry, basic health care skills and professional conduct within the health professions. And again, because the college revised their degree plan, we need students to receive the high school credit for the course in addition to the course credit for TBI. Without your approval of this course, this could potentially affect students high school graduation requirements. Our third course that we are requesting for this evening is for self-contained special education students in 9 through 12th grades and it's entitled methods for academic and personal success. And we're requesting this course because of updates from the Texas Education Agency. TEA recently deleted a course. We mapped it to a course for our self-contained sped students to develop a greater understanding of social communication, interaction, and reciprocity. Students will identify, rehearse, and implement specific interpersonal skills while working
020toward an understanding of the behavioral aspects of specific disabilities and how those are addressed in increasingly procial interactions. This change directly affects how the course impacts students graduation requirements for the students in self-contained classrooms. So we are seeking approval of these three course requests after we had all of our courses approved. >> Questions from trustees. Mr. Rainwater. >> Dr. Crane, you've answered this before, but these TBI courses are weighted gradepoint courses. >> Ask me that again. I'm sorry. >> Yes, ma'am. The TBI courses that we're about to vote on are weighted gradepoint courses for high school students. >> Yes. I see everyone's head shaking back there. Yes. >> So, it's very important for rank and class and those kinds of things. Thank you. >> And for them to get their high school credit in addition
021to their TV credit. >> Thank you. >> Any other questions from trustees? Madam Capito, >> I move that to approve the new course request for the 202526 school year as presented. >> We have a motion by Madame Capido. We have a second by Secretary Adams. Any further discussions by trustees? There being none, all those in favor, show of hands. We have six in favor, none in opposition, one absent and not participating, and vice president Susan Jones passes by 601 vote. Thank you, Dr. Kraton. We'll now go to C, which is consideration of the engineer contract for the May 2024 hailtorm roof repair projects. Welcome, Mr. Rich. >> Thank you, sir. So, after reviewing reports provided by our insurance adjusters related to the May 24 and prioritizing our needs, the following rooms for repairs high school
022main building and field house building auditorium and field house the property management facility here on the facility and transportation facility that's current building here on November 12th of 24 engineer for roof replacement repair projected Since that time, we completed repairs at Reese's Creek and repairs are still underway at Pratt Learning and Leadership Center. We reached out to Engineered Exteriors and received proposals totaling $491,819 with four projects. The total project budget for all these projects is 6,226,653.76 uh which includes design fees, permitting fees, and contingency funds. Uh these projects will be funded using strategic facilities plan funds and reimbursements will be sought from our insurance uh policy and if approved the Harker Heights and Ellison projects will be completed over the summer of 2026. Uh the property management and facilities transportation building uh will begin in
023June of 26, but we're anticipating those to go into September of 26. They're not necessarily bound by the summer like a campus is. Um the administrative recommendation is to approve the proposals with engineered exteriors for design and engineering services for the fiscical year 26 roof renovation projects and to delegate authority to the superintendent to execute the agreements. >> Questions of trustees. This is an action item. Madam Secretary, >> Mr. President, I move to approve the proposals with Engineered Exteriors LLC for design and engineering services for the fiscal year 2026 roof renovation projects and delegate authority to the superintendent or designate to execute the task requests. >> We have a motion by Secretary Adams. We have a second by Madame Capido. Any further discussion by trustees? There being none, all those in favor, show of hands.
024We have six in favor, none in opposition, one absent and not participating in vice president Susan Jones. Passes 601. We'll now go to item D, which is consideration of engineering commissioning agent contract for fiscal year 2026 HVAC life cycle replacement. Mr. Rich. >> Thank you, sir. So on October 28th, the board approved the selection of Estus McCclure and Associates as the MEP engineer and Lackey de Carvajal as the commissioning agent for the fiscal year 26 HBAC life cycle replacement projects. Uh based on work order requests, replacement parts availability, and the age of the existing systems, we've prioritized Ira Cross Elementary School and Monagu Village Elementary School campuses for HBAC replacements. Estus Mccclure's uh proposed fee for this project is $245,000 and Lackey Dec Carbajal's proposed fee is $161,690.118. Uh which both are within our budgets.
025The total design and construction project budget is $4,786,320. That includes the design fees and permitting and contingency funds. Uh this project will be funded using capital improvement project funds and we anticipate uh construction to or the replacements to occur over summer of 2026. The administrative recommendation is to approve the proposals with Essis Mccclure and Lackey de Carvajal and delegate authority to the superintendent to execute the task requests. >> Questions from trustees? This is an action item. Madam Capido, >> I move to approve the proposal with Estus McLaren and Associates Inc. for mechanical, electrical, and plumbing engineer services with the Locky Day. Oh my goodness. Um Car not >> Carvajal um CX and commission services for the fiscal year 2026 HVAC life cycle replacement project and delegate authority to the superintendent or designate executed the task
026request. >> We have a motion by Madame Capido. We have a second by Mr. Mintz. Any further discussion by trustees? There being none, all those in favor, show of hands. We have six in favor, none in opposition, one absent and not participating, and vice president Susan Jones passes 601. Thank you, Mr. Rich. We'll now go to eight information items for discussion. A system scorecard priority three, financial stewardship. Welcome, Mr. Heckenberg. >> Good evening, board members. Uh, I couldn't think of a better way to get introduced into this introduced in this topic, you know, bracketed by Adam and then Ken's coming after me to talk, you know, talk budget, talking HVAC and roofs ahead of it. So, uh, it's it's a it's a great lead into this topic. So, let's see. There we go. So, these
027are the priority three financial stewardship performance objectives that we're going to talk about today. Um, we're going to really drill into 31 and 32. And my hope is that we understand how by diving into these, they shape our budget discussions that you're going to see right after this brief. So I'm not going to steal a lot of Ken's thunder as she comes up to brief, but you're going to see how the discussions we have now, how we track our data, how we establish benchmarks for what we are looking at then feeds into the process that she's going to execute throughout the year. So our first performance objective uh is you know data-driven prioritizing resources. So you can see the two different strategic actions that we came up there with commit came up with. Uh the
028first is really centered on life cycle management of our big ticket items. So for us, we're going to talk about facilities, HVACs and roof, uh technology, infrastructure, our fleet, both yellow and white, uh and uh I'm sorry, roofs and HVAC. So it's how we see ourselves, what you're going to see as a macro level. We've kind of distilled it down everything from computers to HVAC and roof. you know, how do we convey that to you in a simplistic, you know, easy to digest format, but be be, you know, we have the data behind it. If you want to drill down, we can gladly walk you through that on another time, you know, but I didn't want to bring up 50 Excel spreadsheets where we track all these disparate items that are of different values and
029life cycles. We distilled it down as best we can and we'll show you that. Then we have the refined for each topic and then we can go further if need be. And then our KPIs for us it's, you know, how do we make those drive budget decisions? We're trying to figure out our benchmarks now coming out of optimization. What do we look like now? So we can assess over the next several years. Are we getting better or worse? Did optimization work? Are we saving money? Are we being more efficient with our technology? Are we putting policies and procedures in place that are saving the district money and not costing us more? So now that we have the benchmarks in place, we'll be able to assess moving forward, are we doing the right things to move
030the needle in the appropriate direction. So what you've got here is just a simple chart and you can see where we sit on this and I'm going to start top to bottom and you can see, you know, Adam just talked about HVAC and roofing. You can see where we sit with a lot of our projects. This is a compelling argument for why we went through optimization because we had facilities that would have cost us a significant amount of money that uh we may not have had. You know, I've used the analogy with my group that, you know, optimization didn't necessarily put a bunch of money back into our savings account, but it prevents us from having to use our credit card and go on debt to pay for large projects. You know, we were facing
031a deficit due to the loss of impact aid. We have uh needs in HVAC and roofing optimization is going to help us slide those two dots further to the left by getting rid of existing facilities that needed large-scale infrastructure investment. And so you can see we're, you know, we're moving forward with it. The insurance replacements are going to help us slide those back to the right. The reduction in facilities will help us. To be honest, these dots have the facilities we're going to close on it. And we don't make the adjustments until we're three of those facilities. So, we know it takes a little bit of time for us to get rid of closed facilities. So, we'll still track them. They're still ours until they're not. And that's what this data represents. The transportation, white
032fleet, yellow fleet, you can see where we fall there somewhat in the middle. Pleasantly surprised where we're at with our feet. Um, we continue need to manage it. And again, our goal is to continue to slide that back to the green as we manage our our uh our uh two different fleets. And then in about two slides, you're going to see it's going to be kind of an interesting data point on, you know, it's opened our eyes on how we use some of these fleets and what we analyze, whether it be age or mileage. And I'll touch on that more in a second. And yes, sir, >> Mr. I guess facilities, for example, you have HVAC and roofing. Is it in the red because because it's physically in the red or is we have more
033we have a great number to replace or is it because we don't have a plan and funding for it in the future? >> It's purely about age of where it's at and what the so for roofs for example uh both HVAC and roofing we estimate the life cycle for a roof and or an HVAC is approximately 20 years. So the age of our systems are 14.4 for HVAC and and we'll see it in the slides here. I'll move forward. >> That that answer the question. Thank you. >> Yeah. So and I'll I'll drill down into each one of those. Uh in technology, we broke it down security devices, data center, infrastructure, the different components that make up our technology. Um the security is there because we've started to really invest in it. So we've got
034newer capabilities and technology that we've invested in technology but you can see where our data center and infrastructure needs some work. Um we know coming up we have an audit specifically on cyber security. Uh we are doing some deep dive into where we sit on cyber security and investments we're going to need to make and policy changes we're going to need to make on how we improve that. Uh and that will help us reset this as we see ourselves a little bit more. We know as a large district, there's some things we're going to change tech technology-wise and how we do things uh to be a more secure district and how we track technology and information. Yes, sir. >> On the when I see the security, which it's good to see that, you know, trending
035to the left and the green, but then I see the infrastructure on the back end. I'm no IT expert by any stretch of the imagination, but aren't those somewhat tied together? I'm are we saying just totally security is software? So certain I'll define. So for infrastructure, we're talking about projectors, PA systems, uh the UPS, the power supply systems that we use for backup and then our VOIPE uh phone. So not the same infrastructure really. The devices and data center is really where you're talking about where we're getting into the servers, routers, switches. That's under the data center block. So it's not much better than infrastructure, but it's a little better off. So networks and all of that fall between data center and security for all what I call the things that drive it all. So
036that infrastructure is nothing related to the actual software or the the systems that power the software if that's the I'm no techie but >> correct some of the securityurities the firewalls uh are content keeper which is software based and then the the cameras itself. >> There you go. That's that word. Firewall is something that I would have thought was infrastructure, >> right? That's under that's under security. >> Thank you. >> And then last is our devices of our clients, printers, and then our uh our timekeeping clocks. >> Okay. So for technology, and I apologize for the numbers there in the middle. Uh so that's a 7.3 is where we sit. 6.8, 3.3, and five are the numbers there in the middle. That's where they sit for those specific buckets that I just defined for infrastructure,
037data center, security, and devices. Um, the devices, and we're going to talk about this when we get into the KPIs, but we're sitting fairly well. You've got to remember that we have a large number of COVID purchased devices that were purchased approximately 5 years ago when we bought a lot of technology to send home with students, and those things are aging out uh about this time. And so we're going to see those come off the books uh fairly soon, especially the iPads uh as they come out of management, can no longer be uh they're no longer serviced by Apple in terms of software patches and fixes. Uh so technology wise, again, we have each one of those buckets. So if you wanted to deep dive into infrastructure, we could go by individual type uh and
038show you, you know, those the number and where they sit in their own individual life cycles. Okay, same thing for transportation. So, yellow fleet, white fleet. So, it is ideal that you try and keep your white, you know, 10 to 15% beyond the life cycle, which is we're defining as 15 years. Uh, and you can see the white fleets a little older than the yellow fleet. One of the things as we've doven into dove into this and did some analysis is that we have vehicles that are older but low mileage. And so it makes us go back and look now we're looking at how do we rotate our fleets? What vehicles are getting the most use where, you know, is it do we have multiple like vehicles that aren't getting used and it's just a
039matter of us rotating them? You know, it's that that one pair of socks never gets worn because it's the very back of the drawer or something or, you know, it just doesn't look as nice or just this is the truck that Bob likes to drive. We're diving into that to see, you know, what can we do there to better manage our white fleet and is there any things to learn? you know, those older vehicles are still wellmaintained, still low mileage, and we're learning to balance that, and we're continuing to assess the metrics there. Our yellow fleet still in pretty good shape uh for where we're at. And you know, buses are expensive. We all know that. And so, incrementally, we've done a good job of sustaining that and refreshing them, uh to keep us in
040a good, healthy place. And then we were just talking about HVAC. So, uh, in order to do the HVAC, we took the number of units times its age and then divided by the number of units to come up with the average. So, that's that 14.4 out of a 20-year life cycle. And then for our roofing, we did the square foot times the age of a building, then divided by the total overall square foot to get us our average age of roofing, which is again is uh right at 16. So, we're we're a little older there, but we knew that. We knew that going into optimization. We knew we had issues with roofing coming out of uh the storms, but you know, we we know we're going to have to continue continuously factor those two items
041in. Again, Adam has other breakdowns. We track he has metrics for everything. Tracks, gym floors, flooring, elevators, etc. We have all of that, but these are the biggest ticket items that we wanted to make sure we brought to you all today. Yes, sir. >> Mr. Heckinberg. And on this one is to me is really important and we we talked about this on on yesterday because this is the bulk of what we really spend money on every year, roofs and HVAC and and they're the things that upset students and staff the most when HVAC is not working and water's dripping down on your head. >> But also it's it's just a little alarming because we see where we want to be and we're it's the biggest expense area and it's the one area that we're over
042it by the largest amount. So obviously, you know, we've got to figure out a way to get that down and, you know, that's something for you and your your team to work through, but that's obviously probably a pretty big purchase >> upfront to catch up because we're obviously behind. >> And again, a lot of this the roofs and HVACs that are causing those numbers that are older are the facilities we're coming off that will come off the books that we're not going to invest that money in to fix. So once we get through all the final optimization, those facilities come off, we'll see that orange number come down closer to that green line, which is the target goal average as we move forward. >> And one other thing I'll add, and I'll defer to Mr.
043Mintz, but when we get that back down, we do have to understand that something occurred that got us where we are today. >> We have to maintain it. Correct. We have to continuously reinvest early. Yes. To make sure we don't allow it to get in a problematic situation. Yes, sir. You are correct. Trusty Mintz, >> Mr. Heckenberg, and I just just jog my memory and it's maybe a followup to Mr. Rich's presentation. U re uh reimbursement from the insurance, what is if you can put a number on that percentage that we've gotten, percent likelihood that it's going to happen in the future. >> Overall from the report just for districtwide, their reimbursement amount is around 50%. total cost. Is that what we're paying for in insurance? I mean, shouldn't it be closer? Again, I'm not
044exactly sure how commercial policies like that work. I mean, is that that seems awfully low. >> Agree. I think risk management would probably need to brief you on the policy a little better than I could, but um there were a number of our roofs that are insured at actual value and not replacement value. Yes, sir. So, >> Okay. So, yeah, that's definitely something I think we we probably need to look at going forward. Thank you. And then my next question is as is back a couple of slides. It said that the life cycle replacement on devices is 8.6 years. That seems astronomically high. Like shouldn't seem computers last eight years or we try to make them last that long? Seems about half that. >> So yes, that is what it said and that's the average
045of clients printers and the time clocks. The time clocks we expect to last a little bit longer. So that eight is an average. Right now we're shooting for five to six for computers. Uh so uh the time clock added up added earlier and so do the printers surprisingly that because a lot of our printers are the very expensive industrial you know not the ones you and I have at home uh and those do last a little bit longer. >> Okay. Thank you sir. Madam Capito >> um mine kind of goes along with um Olly here is that the insurance policies that are we looking back at that already? Like I thought that this conversation kind of happened a little bit previously when we discussed these roofs that we weren't really getting reimbursed. >> Tina Capido,
046Madam Capido, I'm going to I'm going to try to play lawyer. Joey's over there and say that's probably a little off topic just a tad bit. >> So we'll Dr. Davis will get that on a future briefing to >> is definitely a future discussion topic. >> Yes, Madam Capito. I apologize. Anything else? >> No. Thank you, sir. >> My favorite. Thank you, M. Mr. Rainwater. Do we recoup any money when we get rid of these technologies? All these things we bought with Esther monies and so >> very minimal amount I guess >> we we do sir but it's not a significant I mean it's it's pennies on the dollar based on what we're getting from what they're worth at the time. >> Okay. Thank you. >> Yes sir. >> Okay. So on our 31B, these
047are some of the KPIs that we're briefing uh that we're tracking here as additional data points. Uh and again, this is the benchmarks we're looking at to see ourselves now and then we will judge ourselves against as we move forward. Uh one of the very first one I want to point out is that 1.61 number of devices per student. That's pretty high. Uh we have over 82,000 devices. Um, so a lot of that is COVID purchasing where we bought a ton of iPads uh and other computers. Some of that is with middle school testing. We go one to one with middle school testing requirements. Some of that is the campuses have access to funds where they purchase computers but without turning computers back in. It wasn't a one for one exchange because they had access
048to those funds. They would buy more computers. And so we have now put a stop to that. So computer purchases for campuses now are getting reviewed by technology getting approved. And if it's buy one, you get one up unless there's a compelling need. So now it is you define the requirement you have to run software or you know what your requirement is for the course. If we don't have a machine on hand, we will then purchase one, but it's turn one back in that you're not currently using because we have acknowledged we have an excess right now. We're working to bring that back down to a management because it's not the cost really hits us. And you can look at the very next box next to it, unsupported devices on the network. It's because we
049run out of people to maintain 82,000 devices and keep them patched, updated, stigged, reliant on the network. And so we've got to get those machines off the books, turned in so we can manage a reasonable fleet of computers and clients. And we are moving in that direction right now. Mr. Mints, >> Mr. Fuckenberg, I appreciate that. I guess getting rid of these things that are either a not supported or I mean 1.61 seems awfully high. My concern is not financial or management. My sec my concern is security. Every single one of those devices represents a potential hole in the network. >> So if we have ones that aren't supported, we have ones that aren't used, like let's get as many of those things off the network as we possibly can. I see heads going up
050and down. So, thank you for that. >> Yes, sir. It's been a big push of mine to as we as I came in to bring that number down for that reason. Coming from where I come from, cyber security is obviously much more stressed than it is in a school environment and we're trying to bring some of that back. >> Mr. Rainwire, >> I just wondering if the total numbers of devices per student one. 61. It's not working devices. >> I know. >> So, they could be in a warehouse or they could be It's on their books. Most of them we believe are working. >> Those are the computers on the books. >> Yes, sir. That have not been turned in. And whether they're working or not, we don't know until they turn them in. And
051you know, it's the working with the campus text and that campus leader sign for it to turn it in. We are actually working to set up a program where we are hand receiving devices to principles doing financial liability if they lose damage or break and hold campuses accountable for that. It sounds very familiar to our to our our our former army folks here who understand what I'm talking about. And we're moving to a system like that where we have much better accountability and controls over devices and the damage and accountability of it. >> Sure. Uh so we've talked about the devices and that's data as of October 28th. Um the operating expenditures that's a calendar number. So, we are required by board policy to keep three months of fund balance available of operating expenses uh
052unassigned. That's at 3.2 months. I do note that due to the increase in spending because of the payraises primarily that we gave out, we are projecting that to be closer to 3.02 uh for the following year as we've spent more money on salaries and and things of such. So, we're still above where we need to be, but again, when we talk about having a ton of excess money come out of optimization, we don't. And it's just one to keep in mind. You know, we're getting back to where we're balanced. Uh meal participation percentages. Uh school nutrition does a fantastic job of getting that data up. We don't have the dinners in here yet. We will include that uh next go round, but you can see where we're at on the breakfast and lunch percentages. The
053meals per labor hour, our goal is 18. We're actually just a little below that. We are working right now to reassign some staff to move them around to get us closer to that 18 uh meals per labor hour with staff to make sure we're we're hitting that goal. Uh >> Mr. Trackenberg, quick question. And this this probably I don't see the person who would answer this in the room but on the meal participation percentages you see that number and so to become a campus that qualifies for free and reduced lunch there's a number that is there a percentage or a hard number that see I'm trying to make the correlation so if it's 70% of the people have to qual have to be eligible but then if only 30% are taking advantage that's what I'm
054trying to figure out. >> I know enough to be dangerous. >> Okay. Um there is not a percentage to qualify for free and reduced lunch individually. So want to make sure you understand that individually any student that qualifies can apply for and receive free and reduced lunch at any campus. But then we have what they call that community eligibility provision. And I don't know if there is an exact percentage, but it has to do with overall the percentage of students that are economically disadvantaged and whether that makes sense with the reimbursements that come in from the federal government to to offset that or actually increase revenues. Here's the the number I'm here's the data set I'm looking for is if there's an overall percentage of students in the district I'll say that qualify for free
055reduced breakfast and or lunch of that percentage this number represents does this number represent 31% of that percentage >> no >> this is truly 31% of every student in the district >> and that's the thing I I just want to try to figure out how any students that you know state or federal government says you should be getting this or taking advantage of what's being made available to them. That's you understand that data >> what the goal is. I do understand the question. >> Thank you. >> We can get that answer for you. >> Yep. >> Okay. So we'll move down to the bottom row now. So the first is property management work orders. Uh this is just for the first three months of this year. So July, August, September. You can see in July
056and August we start getting pretty full up with work orders as we get set conditions for the school year and they continue to work that and improves each year as you know they get a lot at the start of the year. Um but we have identified that and we're going to work to either bring in short-term hires etc to bring so next year those numbers should be much higher and we've identified a problem at the beginning of the year. We won't make the same mistakes again. We'll adjust staffing short-term temp hires etc to move that to second editions. Obviously, we know we have a lot of heavy lifting to do this spring and summer as we adjust campuses, move programs, and we will account for that. >> And just last thing, just an asterric I
057would say is just wherever the hot spots are because this is once again, it's an overall number versus where do you see the hot spots that this campus had 200 work orders, but they're less than 30% of them were completed, you know. Thank you. And then the maintenance is a similar uh so as they set conditions for the start of school uh they don't get all of them filled and that's how you see 106% in September because those August work orders rolled over into September. So they did all the September ones plus the backlog from August to to increase those numbers. And then finally transportation costs per student. Uh we're fairly consistent there again as we go through optimization. And I'm very curious to see where these numbers end up now that we are fewer
058schools but slightly longer routes to see how that number plays out moving forward and we will adjust accordingly with either additional routes, additional transportation uh and other changes. Okay. So on 32 um preparing budgets using transpar transparent and open communication among stakeholders. It also has two different strategic actions. Uh we're going to spend most of the time on the first one here. And so what we've done working with Ken and she's I'm not gonna again I'm not going to steal her thunder. She's going to talk some of this here in just a second. But we've got a budget timeline broken down in the four phases of planning, development, prioritization, and adoption. And what I really just want to highlight is those items in red is where we have staff and or board in injects into
059the process of where you know you know I know you all have received emails and phone calls from Ken as she seeks some of your feedback. We're doing that with the staff as well to get those inject points to make sure we're accounting for the feedback of the different departments and teams within the district so we can have one consolidated budget process so we don't have to go back because we missed something late and then figure out how to cram it in or account for the numbers. We want to do this incrementally but with transparency as we move forward and allowing everyone to have the right input uh as we make adjustments. Okay. And then the last one's about our transparency. Uh, as you can see, we're we're pretty good at it. Uh, Ken, uh,
060and her team do an amazing job of keeping us on the right side of the accounting. Uh, and and what we're doing. Uh, it really ties back to the first bullet of our transparency and inclusion into the process and allowing everyone to get a vote is really what we're striving for. uh to make sure that we're being clear on how do you get how do you ask for something? How do you make sure that a program a need is being met? And so as we go through that process that you know that uh this process right here, we'll make sure we show you this is where the thing you asked about it's here. We're not going to go through every line item, but we'll make sure to highlight those special requests and call outs to
061make sure that it's accounted for in this bucket as she works through the b the the budgeting process. And then our last performance objective is uh updating policies and procedures. So, we've done some analysis. Uh Dr. Buckley was leading this efforts and we'll work to to figure out who's going to pick it up. But we have 307 legal board policies and 170 local board policies uh right now. And you can see the number of administrative procedures we have and operational procedures. The goal is to and right now we're not consistently reviewing them, updating them, tracking when they were reviewed, and making sure that they're nested within the legal and local board policies. So, what we're working towards and also easy to find on a website and and and transparent. So, what we are doing now
062is going through and we've tracked we've got them all consolidated. We are now working to establish a tracking procedure where every policy is updated yearly. It is reviewed and resigned so we know that it was looked at. So the policy may not have changed but at least we're going to say we looked at it so it's not dated 2015 because nobody we don't want to make people think we haven't looked at it since then. It just didn't require an update. The other part is we're working through to nest it. Our procedures should nest with a board policy. So we will tie it back in with you know using hyperlinks and nesting so it's nested with a board policy so it ties back to you know overarching guidance and it should again should look very similar
063to the to the military folks here and how doctrine nests and and works its way down uh and everything stays connected. So we're reviewing it, trying to make it easy to locate all on one website so you can connect from so you can walk the dog from a board policy to a procedure to an operational procedure and that is the process we are starting now to to work through this process to work with all the stakeholders from the different departments communications technology to make bring all this together. questions. So that is it for me. Any >> questions from trustees? >> Just want thanks for thanks to your team uh bringing a lot more clarity to this particular uh section. I know that was a goal and uh and I like what uh you all presented.
064So thanks. I appreciate it. >> Okay. We'll now go to the next item which is B discussion of fiscal year 2027 district budget planning. Welcome, Ken Vaden. >> Thank you. I can't believe we're here talking about fiscal year 27 already. Seems like it's time is flying. Um did want to got a timeline um talk through I'm not going to go through every single one of these items, but did want to kind of highlight um some of the more important steps I think along the way. Uh first want to point out this is at this point a planning tool. Um we know that along the way some things will shift out of necessity. Um items will occur that that need us to move. But at this point this is a planning tool. So in November uh
065the two things that we've listed will talk through a budget development timeline which we are doing now and we will approve a school board uh a school calendar which we did earlier tonight. So thank you for that. In December, we will look at enrollment projections and from that determine our initial revenue forecast. Um then we will also determine the placement of our special programs which AB absolutely will impact this budget process and determine um placement of funding. We will uh discuss budget initiatives and assumptions. Um like Mr. Heckinberg mentioned have reached out to some of you not all of you yet but that's coming very soon. uh regarding input as far as priorities uh from the board. We're looking at that internally as uh administrative staff as well. Um also during the month of December,
066one of the things we want to be sure and do is each of the campuses andor departments get a historical perspective of what they've spent the last few years. Uh so they can use that to make uh decisions going forward in their planning. Um and again, we talked about opportunities for input. Um so that will absolutely uh be an opportunity for input there. Um in January then we will look at the the initial snapshot for our salaries. Um also during this month we will look at title one campuses and determine which which campuses at this point I fully expect all of them to be um they currently are. Um and then those title one funds um and also state compensatory funds as well. Um, those are funds based off of our atrisisk or or economically
067disadvantaged students. And so that's funding that campuses have discretion on how they spend that so they can make sure they meet their needs as as they see fit. In February, uh, we will look at staffing allocations and present that to the board. I think last time it was, uh, done through the system scorecard piece. Um so we will make sure that we do that and also review those with uh the principles. Uh we've talked um several times about the staffing allocations since we're going through this optimization process um and closing some campuses and those kinds of things that that may be two or three or four meetings. Um and we certainly want to take care of those those campuses that are closing. We certainly want to make sure those staff are taken care of um
068and given priority as far as other campuses and so may require more than one meeting for that. Um, also in February, campuses and departments will have the opportunity to request either additional FTEES to kind of consolidate some current FTEES, um, any paygrade changes andor any non-staffing requests either for a one-time thing or a permanent increase. Uh, so they will have the opportunity to request that. Again, opportunity for input. Uh then in March we will look at the approval of that um any FTEEs or or non-staffing changes that would occur and then also that month then the campuses and departments will actually submit their uh budgets for consolidation into the district budget. In April we'll get our preliminary property values uh and do an updated revenue forecast. Um and the intent is to have discussion on
069compensation plan GPI um any benefit related information in April in went too far in May. Um again if needed approve the comp uh have additional discussion and approve the compensation package and GPI in June and July we will have draft budget presented um look at certified values in July final revenue projections at that point. Um and then in August we will actually go through the official adoption process, propose the budget, uh the public hearing and the adoption of the budget and the tax rate. So that's kind of the overview of the process. Again, there's several steps in there as you can see and the public can see um that are involved in this. Um we want to start early. We're going to look at our revenue projections and then get our stakeholder input throughout the
070process and continue to refine that along the way. um making sure that we are in alignment with priorities set by you and then this the stewardship or the financial goals that um Scott just talked through as well. So uh couple of items in summary the most of this process is is approximately two months earlier than it was last year. Um a big piece of that is related to it's not a legislative year. Um and so we're not having to wait to make um decisions like we did in previous years. Um and again talked about we will likely need to make some changes again surrounding optimization um staffing campus needs etc. in light of optimization. >> So that's it. Questions? >> Questions from trustees about the budget timeline or probably anything budget. I would just ask
071that whatever anyone submits that it just be based on student performance slash student achievement. Doesn't matter. I mean the life cycle stuff's really important that needs to happen, but we could have the best roofs and air conditions in the world, but if our kids are not achieving at a high level, all is lost. And so for me, that'll be what I'll just say all the time forever as long as I sit up here is how does this impact student achievement? Because I just want to make sure that's we're focused on. But thank you. We appreciate you. >> Absolutely. You're welcome. >> All right. We'll move to agenda item number nine, discussion of future board meeting agendas and trustee remarks. Ladies, first, we'll start with Madame Capido. >> Um the hard work and I know that
072this next year will be a heavy lift, but I think everybody is doing a great job and so thank you for that. >> Madam Secretary, >> I'm good sir. No comments. >> Trusty Mintz. >> I am good, sir. Thank you. >> Trusty Gilchrist. >> Um, thank you, Mr. President. I only have one um um ask tonight. Mr. Rich, if you could um we we're about 6 months into that u renovation project over there, the admin building. Can you give us kind of an update brief? Not right now, but coming, you know, just kind of let us know where we're at, how we're going, how's it going, that kind of thing. That's it. I just want to know cuz we spent a lot of money over there. Thanks, >> Trusty Rainwater. >> Just uh congratulate Dr.
073King, Dr. Davis, Dr. King Davis on his first board meeting as superintendent. Thanks for your work. Yes, sir. >> I echo uh what Trustee Renwwater just said. Um, I think good days are ahead uh for us, but I want to say to the trustees, and I didn't get a chance to say it last night, uh, and it's good. It's it's good to work with you all because this process of getting a superintendent in place uh I don't think each of you realize uh the unique role that each of you played and you all know the conversations that we've had and and I'm just telling you it was uh it was special and I appreciate y'all for for being that group and Dr. Davis, I appreciate you for being willing to step up to the plate
074and take the challenge. And so, but now it's it's about let's just win every day, you know, let's just try to win every day, one day at a time. Let's uh let's keep getting after and do what's right for our kids. Uh and so I'll turn it over to you now if you got anything related to agendas or anything, Dr. Davis. >> No, board president, thank you again. Game on. Uh we're working. So, I appreciate again the support and I know the team's looking forward to Thanksgiving and uh so time for a little rest and relaxation. But anyway, nevertheless, thank you all for your support. >> Yeah, and I'll back up because this is the last meeting. Thanksgiving is God. Oh my, Thanksgiving is next week. Happy Thanksgiving to our district families. Uh as you
075head into Thanksgiving, be safe in all your travels. And Dr. Davis, I believe we have another item we are going to take up. I know >> Joey. Do I need to call them? >> Just the one particular one that I didn't call. >> Okay. Okay. The board will now go back and go back to agenda item number two, close session, uh, which is 2A, discussion of consideration of a resolution of votes cast for directors for the tax appraisal district of Bell County for 2026 as allowed by Texas Government Code 551.074. No voting will take place in close session. Any action the board wishes to take as a result of discussions in close session will take place after the board reconvenes in the open meeting. Want to confirm, Dr. Davis, there's no other items other than
076that one. >> Okay. So, >> um >> that's right. >> Which one is that? >> Okay, that's the one I just called. Okay, that's what I just want to confirm. >> And so, and before we go into close session, just for the viewing audience to understand, we call these. We may not necessarily take up all these items every week, but with new posting requirements, this ensures that the superintendent and staff have an opportunity to brief us on anything that may occur after an agenda would have had to have been posted. So, it does not prolong their ability to inform uh trustees of things that are going on in the district. And so, in some cases, we may call them all and may not take up only one. In the case of tonight, we're actually only
077taking up three of the items that were on that agenda for close session. >> Say these close session items are required by statutes. We're not going into close session because we just decided we wanted to discuss something. >> Correct. Are you shaking your head? No. Joy. >> Well, legally, Joy Moore, come to the microphone, please. >> Help us to help the audience. The close session uh exceptions are your choice to go into close session. They allow you to go into close session and that is the recommendation to go into close session to discuss these things. You're not required to though and I just want to be clear on that. You can discuss pretty much anything you want in open session, but there are legal reasons and otherwise you would not. So if you're going into
078close sessions, it's usually under advice of councel to do so. >> Thank you. The time is now 7:12 p.m. and we are in close session. The time is now 7:30 p.m. and we are reconvening from close session. No, no action or vote voting took place in close session. The board will now go back up to agenda item number three, which is consideration of a resolution of votes cast for directors for the tax appraisal district of Bale County for trustees. This is an action item, but any questions or dialogue in advance? There being none, this is an action item and I will make a motion that we move to approve the proposed resolution of votes cast to elect directors for the tax appraisal district of Bale County for 2026 casting the district's allocated 338 votes as
079presented on the official ballot for 338 votes cast for trustee Oliver Mintz. So, you've got a motion by President Brett Williams and we've got a second by trustee Rodney Gilchrist. Any further discussion by trustees? There being none, all those in favor, show of hands. We have six in favor, none in opposition, one absent and not participating and vice president Susan Jones carries by 601 vote. Best of luck to you, Mr. Menson, and thanks for your willingness to serve. Uh and with that we will now go to agenda item number 10. Madame Secretary. >> Mr. President, I move to adjurnn. >> We have a motion to adjourn by Secretary Adams. We have a second by Madame Capido. Any further discussion? There being none. All those in favor of adjourning at 7:31 p.m. on November 18th, 2025.
080Show of hands. >> Is your hand your fingers broke, but it's okay. We have six in favor, none in opposition, one absent and not participating. Vice President Susan Jones, we are journed at 7:32 actually p.m. We are journ. >> Awesome people. Awesome.