001All right, good evening everyone again. And now this one is the special board meeting of Lagu uh Rio Grande City Guya ISD. The time is now 6:30 and this meeting was probably posted on June 12th, 2025th um at 5:15 p.m. We'll begin with roll call. Uh Veronica Bara present. Mr. Renee Pñena present. Mr. Eduardo Ramirez absent. Mr. Noi Castillo absent. Miss Paty Garcia present. Mr. Jesse Solis present. Mr. Vasilio Viel present and Miss Guadalupa Garza present. Thank you. We now will move on to invocation. Uh prayer will be led by Mr. Ba. Let's go ahead and bow our heads. Dearly Father Lord, today we just want to thank you for having us here once again. Father, we ask you, Father, that you give us the wisdom uh clarity, Father, in the direction that uh we're
002taking this district, Father, that we may prosper, Father, as we move forward and be able to provide our children and our staff, Father, the best uh environment and workplace possible, Father. We ask these things in Jesus name. Amen. Thank you. And now, Mr. Jesse, for the pledge of allegiance, please. I pledge allegiance to the flag of the United States of America and to the republic for which it stands, one nation under God, indivisible, with liberty and justice for all. Thank you. Public comments um on agenda items. Miss Sara, do we have any? No. We will now continue section six, which are the action items through A through G. Item 6A, consider and take possible action on adoption of the 2025 2026 annual budget. Do I have a motion to approve item 6A? So move a
003second. Second, Mr. Jesse. Any further discussion? If not, all those in favor raise your right hand. M. All those against I am abstaining. Abstains. Okay, Mr. and motion passes. Item 6B, consider and take possible action on budget amendment 2025 20259. Um, can I have a motion to approve item 6B as presented? So move. Can I have a second? Second. Paty. Any further discussion? If not, all those in favor raise your right hand. Motion passes. Item 6 C, consider and take possible action on change order request 032 from Gerlock Builders LLC for the Guruya Middle School. Any questions on this item? We had already talked about those, right? Yeah. And so basically just to just to say a little bit about this, this is um a change order request for La Guruya uh middle school. It's
004for a gate uh which is $4,985 and um it's something that is needed, I believe. Um and they're recommending that we approve this. Mr. Gar, I just want to know by when is that school going to be completed? Uh the contractor is trying to uh hand it over to the school by the end of this month. Okay. Thank you. by the end of this one. Uh well, let let me add something else to that. Uh I believe u the uh gymnasium might be like a week after that, but by and large at least five of the buildings by the end of the month. Uh m is Mr. Science here, Mr. Eddie. Science. Yes. Mr. Science. Eddie, were you all able to go in there and start working on the technology part of the middle school?
005Perfect. So, we'll be good uh by the end of school school year. Thank you, Eddie. Good. All right. Can I have a motion to approve item 16? So, move. Can I have a second? Second, any other discussion? If not, all those in favor, raise your right hand. And motion passes. Item 6D, consider and take possible action on change order request 033 from Gerlock Builders LLC for Gurua Middle School. And this change order is for a concrete vault. It's 16,500 and um apparently it's something that we need. Uh and this is coming from the water union. Yes. Yes, ma'am. That's correct. And so it's something that needs to be done. Do you did we get a price for It says if approved an amount goes over allowance that amount. I did ask about that. Um Mr.
006Garan, they're they're asking about the percent. If you see there, we get a 1% a 5% increase in case we go over the allotted amount. Can you give us a little bit more information on that? Uh yes, ma'am. U we have a uh a built-in Betterment fund in the project which we're done. And uh let me just say that that betterment fund was uh like 1.08% of the budget. Usually the betterment fund is up to 4%. So the betterment fund we had uh uh for this project uh was uh uh very very low compared to the size of the of the whole budget for the school. uh and in fact uh uh I think during the uh value engineering stage $200,000 was removed from it and uh I might want to add and I don't
007know if you all know but uh I reduced my fee by $250,000. So, and I contributed this uh to the school district so that uh the the project would be help help it be in the budget and it was way over but $250,000 $250,000. That's correct. Well, thank you. that that came from from our fee. And u what it is uh the markup on on the change orders is once you use the betterment fund, then they'll charge you overhead and profit. Uh in the meantime, uh when you have the betterment fund, it's it's already included there. So as you're using it through the construction process, they don't charge you that because it's already built into it. But now that uh the betterment fund exhausted and now they're charging uh uh overhead and profit, you know,
008at at it's it's about a 15% and uh it looks I was I'm looking at something here that says that the school district would cover $17,820 out of pocket. I don't know if that includes the items plus the change order, the overhead and profit of the contractor. No, the this this uh concrete vault uh was not included in the original plans when they were building the school of delino. No. Um and uh it was something that uh is not required but uh like those water meters that Luya that the Laon requested they're also requesting this vault. What what is a vault for sir? I believe it's uh to house water meters. They they put them in in this concrete structure. uh I guess to protect them. You know, eventually water and and all kinds of
009stuff gets in it, but uh u sending anybody to negotiate and see if we could do away with it. There's no my understanding I don't know Mr. Lopez is here. I thank you, Mr. Lopez. I know that I, you know, we have been communicating. We said, you know, there's a difference between a need and a want, right? And apparently this is a want from the city is what I understand or the water union supply. It's not necessary to do it. Is that correct? Yes, exactly. In talking to Delino and Fabian today, I had a meeting with them. I know in terms of their opinion, it's more of a want. It's not something that is needed. Uh now, the only thing here is Guya High School has the same vault. They do have the same type
010of setup. Unfortunately, when we were early on with the project, there was not much communication between us and Union Water. So, uh, again, I just found out about this change order today. So, what what is the purpose of the vault again? Again, basically what it is is you're trying so when they're cutting the yard, uh, dirt, water. So, what it is, it's it's uh like a coffin. You have a coffin, you have the water meters in there, and they're protected. When you're going to go and read a meter or work on a meter, you open it up and you go into the the coffin. And how many coffins are we talking about? It's a one. And they're charging $17,000 for that enclosure. Seems like outrageous. So, I don't know that we'll have any more constructions,
011but I think that's one thing that we should uh be on the lookout if there's anything that we can go and like set up a meeting and go talk to these people if they tell him you have to do it. Uh but it's really not needed that we make sure we it's 16,000 but still, you know, it's it's thousands and thousands and thousands. It just accumulates making sure that we are trying our best to not pay things that are unnecessary. Correct me wrong. You can can't you just put four or six steel poles 2 in all around the meter and you're not going to be able to get to it. If if the if the concern is about cutting grass, put some poles around it. That's got that's a lot cheaper. And and again, that
012is something that uh we we just found out today. So like Dr. Barera said, is there other options? Is there maybe cheaper alternatives? Again, uh that will be up to you all. If you want me to go and look into something like that, we can look into it. Marin, what what are the repercussions? What are the repercussions about not not not putting that? I mean, we've got water running already, right? Yeah, we do have What are the repercussions on our part if we do not put this vault around the the water meters? Uh, again, Mr. and we choose otherwise to do something right now, Mr. Pñena, the good thing is is now we are on speaking terms with Union Water. Uh, as a matter of fact, I just talked to one of their board members
013here, you know, an hour ago. Uh, so, but again, since I found out today about this, uh, it has really again with the actual project, the buildings, we went and did a walkthrough of the buildings. Again, this this is outside of the building. So, um, I guess I can ask uh Mr. Fabian here in terms of them getting clearance if if that has if that has anything to do with that. You see how tall he is. That's how far the water meters down under the ground. Oh, okay. Okay. Uh so the Yonan what they said was uh has to go in a vault has to get protected. Uh the second water meter doesn't need it. So that one where we're able to put it above ground. If you look at uh the one going into
014straight towards the high school, that is above ground. Okay. This one is about 6 7 ft under the ground. You don't want to put the vault. You want to put pipes around it. All right. So, this one, you said it's a it's a it's a d it's a danger issue for one, your kids, anybody driving through there. Okay. Goes in there cutting the lawnmower, whatever. They hit that pipe. We got it. We understand now. Okay. All right. Thank you. That's why now it's made out of concrete steel. It's a 6 foot by 9 ft about 6t high. And it has a lid on it. And it has a lid on it, a metal lid on it. Uh so you got to have at least a 3ft clearance or 2 and 1/2t clearance on each side
015of that water meter so they can work on it in the future. All right. Thank you for answering our questions. Um that was item 60. Do I have a motion to approve item 60 as presented? It's not going to extend the the delivery date, right? Delivery date. No, we're still the same date, right? On track. Yeah, we're approving it. So, um do I have a motion to approve? Motion. And can I have a second? Second. Any further discussion? If not, all those in favor, raise your right hand. And motion passes. Thank you. Thank you. Item 60, consider and take possible action on requisitions under task B policy CH of purchasing and acquisition. And so these the only concern we had was um well one of the concerns is that these are invoices without purchase orders.
016And these are um a lot. Yeah, this this this is concerning because uh I total them up and uh to have purchases without purchase orders. I think we have talked about it at every meeting that comes up and even even at that I think Miss Got you need to address it with individuals that we have that in place where we do not purchase anything without purchase order. Uh the amount total to $70,163 that got purchased without purchase order. I think that's uncalled for and I think we need to rein in uh those expenditures uh because the it's it's out of out of control like never ending. The majority are from the athletic department then it's the maintenance department and a couple of schools but not not too many but really the the grand majority is
017um maintenance and transport uh athletic I'm sorry. Yes ma'am. And so we just need to make sure that our directors are doing, you know, following the procedures to make sure that that we're spending money u wisely and it, you know, and I would like to note Dr. Bara um and Mr. Pñena and the rest of the board members. Um this is and I am sorry that we have all of these expenditures, you know, without purchase orders close to about 70,000. I know that that was one of my priorities coming in to ensure that you would not get this extensive list uh anymore. Unfortunately, here we are today with a bigger list than what we have brought forward. Um like you said, totaling close to about $70,000. But I do want to let you know that
018um once uh we did put new administration into uh the maintenance department, these are the ones that for some reason had not been given to us prior and all of a sudden um these amounts which are the ones that are basically the most amount in the maintenance department. I want to say close to about $55 $60,000 uh they were just submitted to us and that is the reason that you see this. Uh but I can uh guarantee you that with the new um directors and of course our chief that we have our new personnel that we have in that department um this will not happen again. Um it has nothing to do and I want I want to make sure it has nothing to do with our employees at the maintenance department. They do a
019phenomenal job. It was just uh the way that we were uh I guess running that department. But I can ensure this will not happen again. Yeah. Because we have I've got a question real quickly. Uh, how do you handle like for example, I'm looking at Waterburger, Waterburger, Waterburger. So, let's say the girls go out, the tennis boys go out, the tennis girls go out, the basketball ball team goes out, everybody's going out. So, how do you even begin? H how come we just don't give them an open PO or or things of that nature? Because it's impossible to do work orders when you have all kinds of sports going on. Not only sports, you have music activities and things of that nature. So, how how are you going to do a PO for everyone? Yeah.
020At the same time, I think that each sport has its own schedule and I don't think that that the games come in surprisingly a certain day. I think that once you follow your schedule and you submit your POS with time, that would take care of that. I don't think there should be a problem. Uh they get a schedule, they know with time. Uh there's no reason for them to be, you know, going out getting water burger uh without purchase orders. They've got a schedule. They know it's not something unexpected. It's something that they already know beforehand. So, I think there's no excuse for something like this to be happening. And then there's one here. Transportation from 2020 2022. Correct. It's it's for 100 bucks, but it's it's a ticket, I guess. There's from 2022 2020.
021If I may on that one, uh we just received it. And also the transportation direc uh out there. Uh whenever we do have uh employees travel and they use a tollway uh we usually get the the fees or the invoice and we pay them right away. But that one uh we just don't know why it was uh outstanding. Yeah. Who was in charge before? I'm sorry. What was that? Who was in charge before of of this of the 2022 invoice? Oh, well we did office, but you weren't getting these invoices, were you? No, we weren't. But the to the tollway doesn't come in for a couple of months. Correct. Right. So, you're not going to be able to get a a PO for a tollway that that doesn't hasn't even build you till a couple
022of months later. Correct. Right. Months, I understand. But 2022, 2022. Yeah, the 2022 months. Those are that's another bill. That's another one. We have another one for 2022. And we have even you know all last year January February March the kids gets as long as we don't get into we don't pay the full the toll that is in the what happens I think if we don't pay the toll eventually I'm just hoping that one day we're caught up with our bills because this is ridiculous that we're paying old bills. It it's like I'm serious like it feels like we're never going to finish. How are we ever going to we're kind of just paying old debt uh that should have been paid a long time ago. Dr. Bara, I'll speak on behalf of maintenance now
023that we've been there for a few weeks. Uh, as as simply as I can say this, we had very very bad procedures. Any employee for maintenance could go straight to the secretary at maintenance and just lever, you know, requisition. I need this. I need tires. I need a battery. I need paint. I need so they were getting bombarded. So there was just a disconnect within the department. So uh since Miss Pñena has been there again very simple it's not rocket science we have procedures in place. So let me ask let me finish I'll I'll answer your question. Now employees have to go to their supervisor. Their supervisor has to go to the director and only the director will go to her secretary to turn in a requisition. Then the director will keep me informed as
024to what needs to happen. And then from there we communicate with the business office which again uh the communication between uh myself and Miss Robles has has gone very well. One thing that was being done again why it was taking 6 months a year I I don't have an answer. Uh, all I can tell you with confidence is now that we have procedures in place, everything has been running smoothly. We've had a couple of emergencies over the weekend here in the last few weekends. We deal with the issue and the vendor, but by Monday morning, we are with a requisition at the business office already dealing to pay to pay the vendor that was needed for that emergency. So, my my question is, let's say you need a a capacitor and an air conditioning and
025that capacitor is $50, but what what is the turnaround by the time that you ask for the capacitor? Then you get a PO and then you go over there. If they if if let's say a classroom with kids doesn't have air conditioner, what is the turnaround? Okay. The the the priority is always the campuses. Whatever we have pending, we've made it very clear to principles, made it very clear to our directors here at central office. Anything invol involving classrooms, we will take immediate action. So again, in the short time that we've been there, business office, it everything has gone great. Everything has gone smoothly. Whatever it is that we need, of course, if it's a part that I I'll give you an example. We're having issues here in the multi-purpose. Our superintendent's office has no
026air, but that's out of everybody's control because the part that we're looking for is going to take seven days to get here. So there's nothing we can do there. So what's a turnaround rate? That's what I'm asking. So I can I answer that, Mr. Lopez, please? I can't answer that because it depends what the part is. Is the partitor. Can I can I answer that please? I think the question Mr. Oda that you're asking now that you know we do have a new leadership in that area and I can attest to it. The turnaround what you're asking is that if we submit the requisition, what is the turnaround to get the PO? In other words, what the turnaround to get that part? In other words, I need a $50 capacity. You were asking about the
027PO cuz the PO I mean we had that communication where we get it within 1530 minutes. We are no longer waiting a year to get that PO. As far as the part, as Mr. Lopez said, it's beyond our control. We do not know when that part will be available. If if if uh McCoy has a part, I'll tell you the turn turnaround is 1 hour. Okay? But this example here, the turnaround is 7 days. So, it depends on the situation. And I want to thank Miss Garca and um the attorneys. I've noticed that they have been pushing to get our everything in order because it wasn't. And I think that from here on taxpayers can rest assure that the board and the new administration is really taking care of every dollar that they pay. And
028because those daughters, we're paying them to the school so that it could benefit our children, not for them to be mishandled, mis um you know, not paying our bills on time and things like that. From here on, I think that the taxpayers can rest assured that we're going to be paying our bills on time and dealing and with all these we will be responsible responsible with every dollar that goes through the district. All right, thank you so much. Let's move on. That was 6F. Uh that was 6E. We're going 6E. All right. So, if uh there are no further questions um or discussion, can I have a motion to approve item 6E as presented? So, move. Can I have a second? Second. All those in favor raise your right hand. And yes, Mr. Yes. Motion
029passes. Item 6F, consider and take possible action on requisitions 5,000 and over. I'll give you some minutes to go through those. And if I may, um, we got some emails right now from some of our directors that they're going to be needing some, uh, purchases for when we come back. So, I don't know that they're not obviously on your list and they're not on the addendum, but we have something from special ed that came in for on-site professional learning that will happen in July as soon as we come back. I don't know if that's something we can add or if that can be um you let me know or let us know for July for July uh 15th. You you you can add it if uh it's being recommended by by superintendent obviously. Mr. Ger,
030what items were there, sir? I'm sorry. It's for uh on-site professional learning. It's for Mr. Gabo for uh special ed. They have a training. So, it will happen as soon as we come back. But it's over 5,000. That's 5,250. Thank you. Uh that is correct. Right now, he's not submitting the curriculum. However, he is submitting the amount that we need for training as soon as we get back for the next school year. And that is goes over $5,000. And that is the reason that I am uh you know administration is requesting your approval for that uh because our special ed unit teachers do need excuse me that training as soon as they come back. And these are are from out of state uh so this is not something uh that we can get you know
031within one week we need to ensure that we have that PO so we can ensure that they do come over and train all our unit teachers at the special ed unit. So that's we are requesting your approval for that as well. All right. Any questions? But that's that's not here today. It's not here. You you did not bring that one with you. I did not an attachment an attachment or something. I was just emailed at 604. Okay. It's that one. And I do have another email for maintenance as well. So, Miss Pñena is here in case you all have any questions. Some stuff we need for maintenance. And as well, it's in the email. So can't can I mean my deal is can we vote on something that is not present here? No, it doesn't
032have to be it's not in the agenda. Okay. As long as you can as long as you can identify what you're approving. Okay. So just to clarify uh we can vote on it even though we do not have it because it's a recommendation from Miss Garza. But make sure we're going to make sure this is something we're going to work on on making sure that we don't get last minute documents so that the board has enough time to um go through them and um know what we're voting on. Yes, ma'am. All right. Any other questions, discussion? If not, um do I have a motion to approve item 6F as presented? Let let me just clarify. Okay, go for the uh Okay. None of Mr. None of these things that have been presented today, they have
033not been performed yet. None of the work, none of the I know we've got transportation that that we're approving. Uh we have road text, we have John Jstone, uh we have train company, we have fences, excellent fence. None of this work has been done or has it already been done? We're waiting on your approval so that we can go ahead and process. So nothing has been done yet. Nothing has been done at all. What's on the list? No. Thank you. No, sir. All right. So do I have a motion? So move and a second. Second. All those in favor raise your right hand. And motion passes. Item G uh 6G consider and take possible action on awarding the following bid RFP 2540 property and liability insurance and workman's compensation excess insurance. And there was two
034um proposals and um they're recommending Montalgo Insurance Agency. It was um cheaper and um it it's not cheaper. Let me see. Who are we currently working with in this this insurance currently right now? Yeah, currently Montalo Montal. And how have they been? They've been they've been good and they're here. We all have questions for them as well. Okay. It increased to $241,000 from last year. That is correct. 2024 to 2025 general liability window auto insurance correct me wrong it it's not the cheapest but it does the other insurance doesn't cover excess work crime liability educator it it omitted a bunch of policies correct ba based off of was provided they are the cheaper one one comes in at 1.7 the other one comes in 1.8 All right. Um, uh, do I have a motion to
035approve item 6G? So move. Can I have a second? I'll second. Let me just ask one question. Errors and omission goes under where? What? errors and omission. That's a policy that protects a board if if you get sued. I just want to know, do we have do we have coverage for that or not? We do, but errors and omissions. It's called errors and omissions. Errors and omission for Yeah, I think the representative is here. Well, Mr. Mont, do we have errors and omissions coverage? Maybe a better word. Yes. Good evening. Good evening, Dr. Moretta, Superintendent GarcA, and board members. Yes, sir. You do have very important to have that when you sit on the board the schoolboard legal liability which is also known as errors and admissions. And where is it here? Is it here
036or is it in another policy? It's a se it's a standalone policy. It's a different policy. Yes sir. Okay. But we do have it. Oh yes sir. Okay. And when is it when is it expiring? 71. Huh? July 1st. So it's right around the corner then. Yes sir. Have have you they're together here. It's part of the overall package. Where's a mission? That's what I'm asking. No, that's not what Jesse, my assistant will help you out. Yes, it's there listed down at 60 60,307307. Which is it? The uh 60,357. Okay. 307. Educators, employers, legal liability. Yes, sir. Okay. It's also known as that. That's fine. That's all I needed. If no further discussion, all those in favor raise your right hand and motion passes. All right, that is it. Um, we will now move on
037to section 7, executive session for item A as listed on the posted agenda under Texas government code sections 551071-76 and 551082 through84. The time is now 7:02 p.m. And we're now moving to executive session. The time is now 7:35 p.m. and we're back in open session. May I have a motion to approve item eight, deliberation regarding the superintendent's recommendations concerning administrative personnel, including but not limited to certified and not certified administrators and certain chief and director level positions related relating to appointments, employment reassignments, and contract recommendations. Texas government code 551074. Do I have a motion? Monday, Madam President. Oh, no. Go ahead. Do I have a motion? So move. Uh second. Second. All those in favor, raise your right hand. And motion passes. Okay. Madame President, um I would like to announce at this time.
038Uh however, I would like to thank each and every person that did apply for the positions that we're about to announce tonight. Um, first for purchasing agent, we have Karina Nas Naseno. I apologize if I said that incorrectly. Um, we have dean of instruction for Gria Middle School, Elizabeth Variel. Dean of Instruction for Preparatory for Early College High School, Danielle Ramirez. Director of Student Services, Sarapio Triz, Principal at General Ricardo Sanchez, Jesse de la Cruz, Principal Alberto Encelia Verera, Armando Gutierrez, principal at Dr. Mario Ramirez, Adriana Guerrera, principal at Gurua Middle School, and Adidelia Rios, principal at Veterans Middle School. Enrique Canu, principal at a A2E middle school, Omar Pena, and principal at Early College High School, Melissa Selenas. Congratulations to each and every one of you. All right, we now move on to section
0399, public comments on non-aggenda items. Do we have any? None. Okay, thank you, Miss Becky. And that is it. Um the time is 7:37 and I declare this meeting adjourned. Thank you and have a great evening. Madame President, before we leave tonight, I would like to uh acknowledge and honor two individuals that have been with us for many, many years. We appreciate your hard work. We're going to miss each and every one of you. And that would be Mr. Eddie Science and of course our very own Miss Becky. Thank you so much for your years of service. He will truly be missed. But thank you. Uh and and just wish everyone a great summer. We got three weeks off. Get some rest because we have a lot of work to do getting back. Thank you
040and enjoy.