Waxahachie ISD trustees approve county election contract, instructional materials certification, summer moving services and HVAC purchase

The Waxahachie Independent School District Board of Trustees approved four separate action items during a regular board meeting, all by unanimous votes.

Board members voted to authorize an agreement with Ellis County to administer the district’s trustee election scheduled for May 3, 2025, approve the district’s annual certification of provision of instructional materials for the 2025–26 school year, approve procurement of moving crates and moving services for the summer relocation of Global High School and Coleman Junior High, and approve the purchase of additional HVAC units for Waxahachie Creek High School.

The election administration agreement with Ellis County was presented as a routine, recurring arrangement to have the county conduct the trustee election. District staff member Mr. Collin said, “This is a very common item we've brought to you the last couple of years, that we have contracted with the county or would like to contract with the county to conduct our elections.” The board approved the agreement for the May 3, 2025 election at an estimated cost of $29,400. Staff told trustees the contract amount increased by roughly $15,000 compared with last year because fewer other entities are holding elections this year, which raises the district’s share of shared costs. The district also said it has funds in the budget to cover the cost.

The board approved the certification of provision of instructional materials the district plans to use in 2025–26 so the district can place orders within vendor deadlines. District staff said the certification was brought earlier than in past years specifically to meet the ordering window for certain instructional materials and noted that the state’s request is to list materials the district intends to use rather than to require a particular funding source. Staff said Bluebonnet materials are being ordered for mathematics (K–5 and some middle grades) and that ordering must be completed before the vendor’s window closes at the end of the month.

Trustees also authorized outsourcing moving services to Rent a Crate for relocations of Global High School and Coleman Junior High during the summer, approving procurement not to exceed $85,000. District staff noted the two moves are happening at the same time, which pushed the combined procurement above the $50,000 threshold that would otherwise apply to each move separately, and said bond funds are available to pay the cost.

Finally, the board approved purchase of up to 46 additional HVAC units for Waxahachie Creek High School at a requested amount not to exceed $950,000. Staff said the need for the additional units arose after the project advanced from 90% to 100% construction drawings and some design revisions; they reported the units total $949,004.53 and that the requested authorization allows a small margin to reach an even maximum of $950,000. Staff told trustees the cost will be covered from bond allowances and contingencies and will not increase the guaranteed maximum price (GMP) of the construction contract.

Votes at a glance

- Action A — Agreement with Ellis County to administer trustee election (May 3, 2025). Estimated cost: $29,400. Motion carried 6–0.

- Action B — Certification of provision of instructional materials for 2025–26 (TEA certification). Motion carried 6–0. Staff said the certification was advanced to meet vendor ordering windows for Bluebonnet math materials.

- Action C — Procurement of rental crates and moving services from Rent a Crate for relocation of Global High School and Coleman Junior High; cost not to exceed $85,000. Motion carried 6–0.

- Action D — Purchase of additional HVAC units for Waxahachie Creek High School; 46 units totaling $949,004.53, authorization not to exceed $950,000. Motion carried 6–0.

The meeting closed with a unanimous motion to adjourn.