Laredo I.S.D. Board of Trustees Finance Committee Meeting Tuesday, October 02, :30 PM Laredo ISD Board Room Houston St.

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1 Laredo I.S.D. Board of Trustees Finance Committee Meeting Tuesday, October 02, :30 PM Laredo ISD Board Room Houston St. Laredo, TX The Finance Committee of the Board will meet on the above date, time and location to discuss the following: A. Meeting called to order by Finance Committee Chairperson. B. Roll Call C. Pledge of Allegiance 1. Presentation of bills to be approved at the regular meeting of the Board of Trustees, October 11, Discussion and presentation of monthly financial statements, change order report, donations report, travel report, investment reports, tax report, and other updates and status reports: A. Un-audited Financial Statements B. Change Order Report C. Donation Report D. Travel Report (Board and Supt. Cabinet Team) E. Investment Report F. Tax Collection Report G. Child Nutrition H. Transportation I. Division of Operations J. Risk Management K. Purchasing Cooperatives and Sole Source Purchases above $25,000 L. Postal Usage M. Utility Comparison Report

2 3. Discussion and presentation of monthly reports for the Laredo I.S.D. Public Facilities Corporation A. Un-audited Financial Statements B. Change Order Report C. Disbursement Report D. Investment and Interest Report 4. Discussion and presentation to accept and approve the 2008 Webb County Appraisal District Budget. 5. Discussion and presentation on a request for waiver of penalty and interest in the amount of Three Thousand Four Hundred Forty Dollars and Fifty-six Cents ($3,440.56) for tax year 2006 on account # by taxpayer, Leyendecker Oil Inc.

3 6. Discussion and presentation on the following budget amendments Date Description Department Fund Amount BA# Discussion and Financial Management Fund General presentation on the General Operating Department/ District Fund Fund budget amendment in the total Wide Campuses and/or amount of Ninety-three Thousand Nine Departments Hundred Thirty Dollars ($93,930.00) as a result of transfers between functions and authorizing the Superintendent to implement said budget. This is a transfer of funds between budgeted line items with no effect on fund balance. A. October 2, 2007 Ninety-three Thousand Nine Hundred Thirty Dollars ($93,930.00) Purpose: Pursuant to the Texas Education Agency Financial Accountability System Resource Guide, Financial Accounting and Reporting Update 12, formal budget amendments are required in order be in compliance with sections GAAP & Legal Compliance and Legal Requirements. Under section GAAP and Legal Compliance, The annual operating budget is one of the most important of all legal documents governing financial transactions. Upon board of trustee approval, the expenditure requests in the budget become binding appropriations that may not be exceeded by the school district without an amendment. Under section Legal Requirements, Budget amendments are to be made prior to exceeding a detailed functional expenditure category, and these amendments are to be recorded in the board minutes. B. October 2, 2007 BA # Discussion and presentation on the General Operating Fund budget amendment in the total amount of Twenty-four Thousand Four Hundred and Fifty Dollars ($24,450.00) to appropriate expenditures and revenues received as donations for the Supply Our Students Concert in the amount of Eight Thousand Dollars ($8,000.00), for the 125th Anniversary Celebration in the amount of Fifteen Thousand Seven Hundred Dollars ($15,700.00), and for the Special Education Students Activities in the amount of Seven Hundred and Fifty dollars ($750.00) and authorizing the Superintendent to implement said budget. Financial Management Fund General Department / District Operating Fund. Wide Campuses and/or Departments Twenty-Four Thousand Four Hundred Fifty Dollars ($24,450.00) Purpose: Pursuant to the Texas Education Agency Financial Accountability System Resource Guide, Financial Accounting and Reporting Update 12, formal budget amendments are required in order be in compliance with sections GAAP & Legal Compliance and Legal Requirements. Under section GAAP and Legal Compliance, The annual operating budget is one of the most important of all legal documents governing financial transactions. Upon board of trustee approval, the expenditure requests in the budget become binding appropriations that may not be exceeded by the school district without an amendment. Under section Legal Requirements, Budget amendments are to be made prior to exceeding a detailed functional expenditure category, and these amendments are to be recorded in the board minutes.

4 Date Description Department Fund Amount BA # Discussion and Financial Management Fund Child presentation on the Child Nutrition / Child Nutrition Nutrition Program Program budget amendment in the Program amount of Three Hundred Eighty-five Thousand Seven Hundred Eighty-six Dollars ($385,786.00) from the Child Nutrition Program Fund Balance in order to provide additional funding for two proposed change orders for kitchen equipment at Leyendecker Elementary and DD Hachar Elementary, and authorizing the Superintendent to implement said budget. C. October 2, 2007 Three Hundred Eighty-five Thousand Seven Hundred Eighty-six Dollars ($385,786.00) Purpose: Pursuant to the Texas Education Agency Financial Accountability System Resource Guide, Financial Accounting and Reporting Update 12, formal budget amendments are required in order be in compliance with sections GAAP & Legal Compliance and Legal Requirements. Under section GAAP and Legal Compliance, The annual operating budget is one of the most important of all legal documents governing financial transactions. Upon board of trustee approval, the expenditure requests in the budget become binding appropriations that may not be exceeded by the school district without an amendment. Under section Legal Requirements, Budget amendments are to be made prior to exceeding a detailed functional expenditure category, and these amendments are to be recorded in the board minutes. 7. Bids, Proposals, Quotations & Contracts Date Description Recommendation Time Period Avail Amt A. August 28, The evaluation committee recommends In effect for a 2007 period of one year RFP # Janitorial Supplies Division of Operations awarding RFP # Janitorial Supplies to vendors meeting specifications Gulf Coast Paper Company as the primary vendor and Matera Paper Company as the secondary vendor for an estimated amount of Four Hundred Eighty-four Thousand One Hundred Fifty-nine Dollars ($484,159.00). Purchase orders will be done on an "as need" basis. beginning October 12, 2007 and terminating October 11, 2008 with an option to renew a second and third year. Funding is available in the expenditure account code. Estimated expenditures for a year are Four Hundred Eighty-four Thousand One Hundred Fifty-nine Dollars ($484,159.00). Purpose: To comply with Texas Education Code procurement requirements to purchase janitorial supplies to be utilized on a district-wide level. B. September 11, 2007 RFP # Repair of Appliance and Kitchen Equipment The evaluation committee recommends awarding to City Service, Inc., ITWFEG, LLC, D/B/A/ Hobart Service and Holman Boiler Works, Inc., for an estimated amount of Sixteen Thousand Eight Hundred Dollars ($16,800.00). Purchase orders will be processed on an "as need" basis. In effect for a Funding is available in period of one year the expenditure beginning October account code. 12, 2007 and Estimated expenditures terminating October for a year are Sixteen 11, 2008 with an Thousand Eight option to renew for Hundred Dollars a second and third ($16,800.00). year. Purpose: To comply with Texas Education Code procurement requirements to purchase services for repair of appliance and kitchen equipment on a district wide level.

5 8. Change Orders Project Proposal Contractor Description Amount A. RFP # Early Additive Quantum Electric Request for approval Three Thousand Five Hundred College Temporary Change Order Co. of Additive Change Twenty-five Dollars ($3,525.00) Campus Order. Purpose: To provide an extra 500 ft. of wire to connect from existing switchgear to new transformer to feed new main panel board. B. RFP # DD Hachar Elementary School Additive Leyendecker Change Order Construction, Inc Request for approval of Additive Change Order. Three Hundred Thirteen Thousand Three Hundred Eighty-four Dollars and Seventy-two Cents ($313,384.72) Purpose: To provide labor, materials, equipment, and supervision for the kitchen equipment as indicated on construction documents. C. RFP # Leyendecker Elementary School Additive Leyendecker Request for approval Change Order Construction, Inc. of Additive Change Order. Three Hundred Nine Thousand Three Hundred Thirty-two Dollars and Sixty-eight Cents ($309,332.68) Purpose: To provide labor, materials, equipment, and supervision for the kitchen equipment as indicated on construction documents. 9. Tax Refund(s) Acct# Tax Year Tax Payer Description Amount A and Car Audio Distributors Refund due to Six Hundred Ninety-five Dollars and Sixtyfive Cents ($695.65) overpayment Purpose: To comply with Texas Tax Code Section regarding refunds. B thru Alicia Guilar Plasencia Refund due to overpayment Purpose: To comply with Tax Code Section regarding refunds. C HUD, Single Family Refund due to Property Disposition overpayment Purpose: To comply with Tax Code Section regarding refunds. One Thousand Seven Hundred Sixty-eight Dollars and Sixty Cents ($1,768.60) Seven Hundred Seventy-seven Dollars and Twenty-one Cents ($777.21) D thru Juan Hernandez Refund due to overpayment Purpose: To comply with Tax Code Section regarding refunds. One Thousand Three Hundred Fifty-seven Dollars and Seventy-nine Cents ($1,357.79)

6 10. Discussion and presentation on authorizing the newly hired Financial Management Director to become an Investment Officer and authorizing the Superintendent to implement said authority. 11. Discussion and presentation to approve an interlocal agreement with Region 1 Purchasing Cooperative for the purchase of products and services. 12. Discussion and presentation to approve three (3) Lease Agreement renewals for a period of two (2) years beginning October 1, 2007 and ending September 30, 2009 for facilities located at 1701, /3, and 1719 Farragut which will be utilized by the Special Education Department and District Wide. Oscar Cartas, Ph.D., Executive Director for Plant Facilities & Support Services 13. Discussion and presentation to accept and approve the final completion and the release of retainage in the amount of Seven Thousand Sixty-five Dollars and Seventy-one Cents ($7,065.71) for Kiva Building and Design Inc. - RFCSP # Landscape and Irrigation Improvements for Daiches Elementary School. 14. Discussion and presentation to accept and approve the final completion and the release of retainage in the amount of One Thousand Five Hundred Eighty-one Dollars and Sixty-six Cents ($1,581.66) for Kiva Building and Design Inc. - RFP # Cigarroa Middle School Cooler and Freezer Project. 15. Discussion and presentation to accept and approve the final completion and the release of retainage in the amount of One Thousand Five Hundred Eighty-Five Dollars and Five Cents ($1,585.05) for Quantum Electric Co. - RFP # Electrical Services at Cigarroa Middle School Classroom C Discussion and presentation to accept and approve the final completion and the release of retainage in the amount of Two Thousand Eight Hundred Thirty-five Dollars and Three Cents ($2,835.03) for Quantum Electric Co. - RFP # Electrical Services at Martin High School Communications Conduits Project. 17. Discussion and presentation to accept and approve the final completion and the release of retainage in the amount of One Hundred Five Thousand Seventy-eight Dollars and Nine Cents ($105,078.09) for Leyendecker Construction, Inc - RFP # Guaranteed Maximum Price for Daiches Elementary School.

7 18. Discussion and presentation to accept and approve the final completion and the release of retainage in the amount of Twenty-eight Thousand Two Hundred Ninety-two Dollars and Seventy Cents ($28,292.70) for Leyendecker Construction, Inc. - RFQ # Guaranteed Maximum Price for Cigarroa High and Middle Schools Phase I. 19. Discussion and presentation to accept and approve the final completion and the release of retainage in the amount of Eight Thousand Six Hundred Sixty-eight Dollars and Thirty Cents ($8,668.30) for Leyendecker Construction, Inc - RFQ # Guaranteed Maximum Price for Cigarroa High School Building Q. 20. Discussion and presentation to accept and approve the final completion and the release of retainage in the amount of Thirteen Thousand Seven Hundred Sixty-four Dollars and Thirty-seven Cents ($13,764.37) for Leyendecker Construction, Inc - RFCSP # Lamar Middle School new replacement school. 21. Discussion and presentation to accept and approve the final completion and the release of retainage in the amount of Four Thousand Five Dollars and Eighty-five Cents ($4,005.85) for Kiva Building and Design, Inc. - RFB # J.W. Nixon High School Autism Classroom Building "D" Renovation. 22. Discussion and presentation to accept and approve the final completion and the release of retainage in the amount of Twenty-six Thousand Six Hundred Sixty-eight Dollars and Thirty-one Cents ($26,668.31) for Leyendecker Construction, Inc. - RFQ # Guaranteed Maximum Price for Memorial Middle School. 23. Discussion and presentation to accept and approve the final completion and the release of retainage in the amount of Seventy Thousand Seven Hundred Forty-one Dollars and Sixty-six Cents ($70,741.66) for Leyendecker Construction, Inc - RFP # Guaranteed Maximum Price for Ryan Elementary School. Mr. Edmundo Lopez III, Construction 24. Discussion and presentation to approve the request for competitive sealed proposal as the method of procurement for HVAC (heating, ventilation and air conditioning) Control Systems to be utilized on a district-wide level.

8 25. Discussion and presentation to accept and approve the renewal of the lease #25679 and #25680 of portable buildings from Vanguard Modular Building located at Martin High School Shirley Field as approved in RFP # for a total amount of Fifty-one Thousand Eight Hundred Seventy-six Dollars ($51,876.00) for a period of one year beginning November 01, 2007 to October 31, Discussion and presentation to accept and approve the final completion and the release of retainage in the amount of Seven Thousand One Hundred Twenty-six Dollars and Sixty-nine Cents ($7,126.69) for Kiva Building and Design Inc. - RFP# Landscape and Irrigation Improvements for Farias Elementary School. 27. Communication and Updates If during the course of the meeting, discussion of any item on the agenda should be held in a closed meeting, the Board will conduct a closed meeting in accordance with the Texas Open Meeting Act, Tex Government Code, Chapter 551, Subchapter D and E. It is the Policy of the Laredo Independent School District not to discriminate on the basis of race, color, national origin, gender, religion, limited English proficiency, or handicapping condition in its programs. DISABILITY ACCESS STATEMENT Persons with disabilities who plan to attend this meeting and who may need auxiliary aid or services are requested to contact Mercedes Santos at (956) at least two working days prior to the meeting so that appropriate arrangements can be made. The accessible entrance and accessible parking spaces are located at the LISD Board Room, 900 Main.