Indiana School for the Blind and Visually Impaired
7725 North College Avenue
Indianapolis, IN 46240

ISBVI Board Meeting
November 24, 2008
10:30 a.m.
ISBVI Board Meeting Minutes

Members Present: Ms. Shirley Amond, Chair
Mr. Donald Koors

Ms. Cynthia Pittman, Vice Chair

Mr. Gary Bates

Members Not Present:   Senator Teresa Lubbers

                                          Mr. John Hill for Mr. Robert Marra

Administration Present:  Mr. Jim Durst, Superintendent; Mr. Hal Owens, Assistant Superintendent/Director of Business Operations; Mr. Jay Wilson, MS/HS Principal; Ms. Gail Ringwalt, Elementary Principal; Ms. Toni Hughes, Director of Outreach Services; Ms. Teresa Mynatt, Human Resources; Mr. Charles Foster III, Maintenance; Mr. William Neal, Laundry Services; Mr. Todd Malone, Maintenance; Ms. Lisa Cox, Secretary to the Superintendent and the ISBVI Board.

I. Call to Order

Ms. Amond called the meeting to order and took roll.

II. Chair Remarks

Ms. Amond welcomed everyone to the meeting, and explained to the audience the purpose of this meeting is to discuss the budget and things related to the adoption of the budget.

III. Superintendent’s Report

A. Biennium Budget

Mr. Durst explained to the Board the Budget Summary for the Biennium (503a).  In working closely with the Budget Agency, ISBVI has been informed that the amount of money that can be requested this year through the Budget Agency and without any new programs is $11,780,516.00.  This is the amount that Superintendent Durst is asking the Board to approve for the Operating Budget for the next Biennium, 2009 – 2010 and 2010 – 2011.  This is $21,467.00 less than our current budget.

Mr. Bates moved to approve the new budget for the Biennium 2009 – 2010 & 2010 – 2011with the annual operating budget of $11,780,516.00; the motion was seconded by Ms. Pittman.

Mr. Koors questioned that during the budgetary process would there be any provisions where the state will pick any increased costs that may come about as a result of their decisions?  Mr. Durst responded that the understanding is that this is the budget that we have, and we are to take the necessary steps within this budget to meet all of the expenditures.  There has not been any discussion of us being able to benefit from any of the reserve funds or anything at this point.

Ms. Amond questioned if this also included the teacher’s salaries that cannot be anticipated?  Mr. Durst responded that the salaries will be included.  They will probably give the difference in the salaries and fringe benefits.  They will not help in increase in utilities or unforeseen costs that are not controllable. 

A vote was taken on the motion made by Mr. Bates; the motion carried to approve the budget as presented for the Biennium.

B. Capital Projects

Mr. Durst continued with the discussion for Capital Project Report (504cp).  $11,132,703.00 was submitted to the Budget Agency for Capital Projects.  The Budget Agency has approved moving forward with the preventative maintenance budget of $565,714.00; the intercom systems of $241,442.00; the phone system of $704, 032.00; and the shingled roofs of $767,539.00.  Items 4-10 have not been approved to move forward which include the elevators, the athletic surface, the flooring of the gymnasium, the exterior lighting, the renovation of Wilson Hall, the bus loading area, and the HVAC in the Natatorium have not been approved to move forward.  The challenge will be on several fronts.  First of all is the athletic surface.  It has been patched, and the system of fixing that surface is no longer available.  The Natatorium is an issue since the compressor has been replaced 16 times in the last 5 years.  Mr. Durst requested the Board to approve moving forward with the $11,132,703.00 that is needed for Capital Projects with the understanding that it will not all move forward with the Budget Agency.  With the Board’s approval, Mr. Durst would like to have the opportunity to go back to the Budget Agency stating that the Board sees the value on what has been submitted , and when appropriate to open dialog for discussion for specifically the HVAC system and the athletic surface as well as other areas that may become a necessity.

Mr. Koors moved to approve the Biennium Capital Projects as submitted in the amount of $11,132,703.00; the motion was seconded by Ms. Pittman; motion carried.

C.  Intercom System

Mr. Durst explained to the Board that the current intercom system at ISBVI is obsolete.  There are many parts that cannot be replaced.  It was installed through Simplex.  Currently the intercom system is down.  Simplex is working diligently to repair it.   Mr. Durst requested that the Budget Agency move the Intercom System forward in a more timely fashion.  They have informed us that the Legislature has to approve the Capital Budget.  If Mr. Durst does see a need to replace the intercom, the Budget Agency is encouraging ISBVI to cover the cost through the donated funds.  The balance in the donations account is $451,719.00 with another $100,000.00 due to be deposited soon.  Mr. Durst suggested that ISBVI is looking into “marrying” the new intercom system and the new phone system together.  This would make any phone in the school a call center for the intercom system.  Mr. Durst recommends that ISBVI continue to use the existing system and get it back into working condition.  Then make the new intercom system and phone system priority one after July 1.  To ensure health safety and welfare issues, radios will be provided to individuals in each area for emergency purposes.  Mr. Durst also requested the Boards permission to look at existing Capital Projects that are currently in the works that have left over dollars, and move forward with the intercom system (a worst case scenario). 

Mr. Koors commented that it makes sense to upgrade both systems at the same time.

Mr. Koors moved to support the recommendation by Mr. Durst to have Simplex patch the existing intercom system; or look at existing dollars that are left over from other Capital Projects; or as a last resort, use money from the donations and contributions account.  The motion was seconded by Mr. Bates; motion carried.

D.  Technology

Mr. Durst explained to the Board that a proposal had been submitted to the Budget Agency informing them that our existing technology was at “end of life”.  The current computer system, not counting the infrastructure, is about 6 years old.  The State’s recommendation in terms of computers is 3 years.  The proposal requested $139,000.00 for the current year to bring ISBVI to where we needed to be.  The Budget Agency provided $70,000.00.  An additional $30,000.00 was taken from the donations and contributions account to get the school where it needs to be.  The Budget Agency informed Mr. Durst that they would give ISBVI the difference needed for next year, and also requested documentation indicating how much money was needed not only the next two biennium’s, but beyond to bring us where we need to be.  A proposal was submitted to the Budget Agency who informed ISBVI that they would approve $290,000.00; $145,000.00 for each year in the next Biennium that would be paid for out of a special fund which is called “Post War Dollars”.  This was submitted as a Capital Project.  The Budget Analyst instructed Mr. Durst to pull that project from the Capital Projects, and to fund the $145,000.00 needed per year from the existing operating dollars.  There is not $145,000.00 in the existing operating budget to cover technology.  ISBVI will continue to work with the Budget Agency to come up with resources to address the “end of life” issue. 

Ms. Amond responded that in consideration of what has been presented and review of the budget and strategic plan, she has concerns as a Board member that the school is “locked in” and not able to move forward with the strategic plan due to the budget.  More money and support is needed to move forward with the strategic plan.  Ms. Amond asked the Board for permission to establish a working committee to look at how the Board and the school can move forward and look at alternatives.  Are there other ways to approach doing business and still maintain the integrity of the programs that have been developed as well as the integrity of the facilities to support those programs. 

Ms. Pittman moved to establish a working committee to work with Mr. Durst in looking at how to support the future and the integrity of the Indiana School for the Blind and Visually Impaired; the motion was seconded by Mr. Bates; motion carried.

E.  Strategic Hiring Freeze

Mr. Durst informed the Board that a Strategic Hiring Freeze has been mandated from the State Personal Department.  All available positions will need to be approved by the Strategic Hiring Committee.  ISBVI has requested an exemption for direct service providers.  There are several vacant positions at this point that are direct service provider positions, and we are trying to move forward with these positions.   Timeliness is an issue.  We are working diligently to ensure the health, safety, and welfare for the students. 

Ms. Amond stated that the Board will support the Administration during this time of hardships in regard to the hiring freeze.

Mr. Durst stated that the Center for Exceptional Learners must agree with our Budget.  Mr. Durst has been unofficially notified that the Department of Education is in favor of our budget.  Mr. Durst will request that from Dr. Marra’s office.

Mr. Durst thanked both Mr. Bates and Mrs. Pittman for their time served on the Indiana School for the Blind and Visually Impaired School Board.  They have both been incredible resources as well as a great support for the school. 

Mr. Bates commented that it was an honor to serve on the ISBVI Board.  ISBVI means so much to him.

Ms. Pittman stated that serving on the ISBVI Board enriched her career.  Seeing the fine work that all the ISBVI employees do and the dedication of the staff is impressive.  She thanked Mr. Durst and all of the staff for their continued hard work.

Mr. Durst notified the Board that the Holiday Program is December 19, 2008 at 9:00 am, and the Star Luncheon will be December 10, 2008 at 11:45 am.  Please come and join us for these events.

IV. Public Comments

There were no public comments.

V. Board Comments

There were no other comments from the Board Members.

VI. Next Meeting

The next meeting of the Indiana School for the Blind and Visually Impaired School Board will be Monday, January 12, 2009 at 9:30 a.m. in the Aldur/Lambert Multipurpose Room. 

VII. Adjournment