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Finance Committee Meeting - Nov 15, 2011

Meeting Date & Time: Tuesday, November 15, 2011, 7:30 AM
Where: DeLayo-Martin Community Room, Alice and Bruce King Educational Complex, 6400 Uptown NE
Minutes: Minutes
Agenda Packet: Packet
Meeting Posted On: 10/21/2011, 11:07 PM
Agenda Posted On: 11/12/2011, 11:00 AM
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Finance Committee Meeting

 

AGENDA

 

Tuesday, November 15, 2011

7:30 AM

DeLayo-Martin Community Room, Alice and Bruce King Educational Complex, 6400 Uptown NE

Albuquerque, New Mexico

 

I.

Call to Order

 

A.

Approval of the November 15, 2011, Finance Committee Agenda and Minutes of the October 18, 2011, Finance Committee Meeting (Discussion/Action)

 

II.

Consideration for Approval of Budget Adjustments for Grant Management (Discussion/Action)
Presenter: Al Sanchez

 

A.

School Counseling, $396,879

 

III.

Consideration for Approval of Inter-Function Transfers for October 2011 (Discussion/Action)

Presenter: Al Sanchez

 

IV.

Consideration for Approval of Intra-Function Transfers for October 2011  (Discussion/Action)
Presenter: Al Sanchez

 

V.

Consideration for Approval of Operational Fund Inter-Function Transfers for October (Discussion/Action)
Presenter: Ruben Hendrickson

 

VI.

Consideration for Approval of Operational Fund Intra-Function Transfers for October (Discussion/Action)
Presenter: Ruben Hendrickson

 

VII.

Consideration for Approval of Cash Disbursements for October 2011 (Discussion/Action)
Presenter: Tami Coleman

 

VIII.

Consideration for Approval of Nursing Services RFP #12-017SS-MC (Discussion/Action)
Presenter: Mark Heckart

 

IX.

Consideration for Approval of Professional Development Services RFP #12-023LJ-MC (Discussion/Action)
Presenter: Mark Heckart

 

X.

Consideration for Approval of Lawson Cloud Hosting Services Contract (Discussion/Action)
Presenter: Don Moya

 

XI.

Presentation of FY2011 Q1 Expenditure Report(Discussion)
Presenter: Don Moya

 

XII.

Presentation of CATA Financial Reports (Discussion)
Presenter: Tami Coleman

 

XIII.

Future Agenda Items

 

A.

None at this time.

 

XIV.

Adjournment

 

A.

The next Finance Committee meeting will be held on Monday, December 12, 2011, at 7:30 a.m., at the Alice and Bruce King Educational Complex in the DeLayo-Martin Community Room.

 







Albuquerque Public Schools
Finance Committee Meeting
November 15, 2011
Roll Call Attendance: Chairman, Martin Esquivel-present, Lorenzo Garcia-present, Kathy Korte-present, Paula Maes-absent, Analee Maestas-present, David Peercy-present and David Robbins-present (via telephone)
Participating Were: Don Moya, Al Sanchez, Mark Heckart, Ruben Hendrickson, Brad Winter, Mike Wilson
1. Call to Order
Mr. Esquivel called the meeting to order at 7:31 a.m., and announced that item 10 would be removed from the agenda. Ms. Korte made a motion to approve the November 15, 2011, agenda and to approve the minutes of October 18, 2011, with Mr. Garcia seconding the motion in the affirmative. Motion carried.
2. Consideration for Approval of Budget Adjustments for Grant Management
a. School Counseling, $396,879
Mr. Sanchez presented an increase to an existing budget for school counseling reps—second year award for this program.
Dr. Peercy motioned for approval of the Budget Adjustments for Grant Management with Mr. Garcia seconding the motion in the affirmative. Motion carried
3. Consideration for Approval of Inter-Function Transfers for October 2011
4. Consideration for Approval of Intra-Function Transfers for October 2011
Ms. Korte motioned for approval of items 3 and 4 with Mr. Garcia seconding the motion in the affirmative. Motion carried.
5. Consideration for Approval of Operational Inter-Function Transfers for October
6. Consideration for Approval of Operational Fund Intra-Function Transfers for October
Dr. Peercy motioned for approval of items 5 and 6 with Ms. Korte seconding the motion in the affirmative. Motion carried.
7. Consideration for Approval of Cash Disbursements for October 2011
Ms. Coleman presented the October 2011 Cash Disbursements.
Mr. Garcia motioned for approval of the October 2011 Cash Disbursements with Ms. Korte seconding the motion in the affirmative. Motion carried.
8. Consideration for Approval of Nursing Services RFP #12-017SS-MC
Mr. Heckart presented the Nursing Services RFP, which was done for the entire district. Dr. Anne Tafoya and Mr. Heckart were available to answer questions.
Dr. Peercy motioned for approval of the Nursing Services RFP #12-017SS-MC with Dr. Maestas seconding the motion in the affirmative. Motion carried.
9. Consideration for Approval of Professional Development Services RFP #12-023LJ-MC
Mr. Heckart presented the Professional Services RFP for seven high schools. The RFP is for one year only. The high schools are: Rio Grande, Valley, Albuquerque, West Mesa, Manzano, Highland and Del Norte.
Dr. Peercy motioned for approval of Professional Development Services RFP #12-023LJ-MC with Mr. Garcia seconding the motion in the affirmative. Motioned carried.
10. REMOVED-Consideration for Approval of Lawson Cloud Hosting Services Contract
11. Presentation of FY2011 Q1 Expenditure Report
Mr. Hendrickson presented the FY2011 Q1 Expenditure Report, which compares year to date spending as a percentage of the total budget to the prior two years to get a sense of whether we are in the right range. The report shows that the percentage of operational spending is right where it should be for this time of year. Instructional Support is being spent slightly ahead of trend (timing issue on School Net invoice and license fees for School Max being switched from capital to operational funds). Ninety-two percent of Instructional Materials funds have been spent (textbook purchases have been centralized—purchases made up front vs. schools purchasing throughout the year). Mr. Moya mentioned that for the last three years, the Legislature has underfunded textbook adoptions (have funded only consumables)—districts have been left to purchase their own adoptions. The operational dollars have had to be supplemented in order to pick up the full adoption. Ms. Sink stated that the completions of Treasures, and also the middle school adoption of Pearson were done. Only part of elementary was done last year, which had to be completed. The middle school Language Arts was started and will be finished this year. Mr. Moya stated that until adequate funding is seen, operational funds will have to be used to supplement.
12. Presentation of CATA Financial Reports
Ms. Coleman presented the first report of this type being brought before the committee, due to APS assuming management of the Career Academic & Technical Academy. The report is run directly out of their accounting system. There are some concerns—some functions are currently in the negative. Work has begun in earnest to analyze this particular fund—need to make sure the budget is in the right place—need to make the expenditures that have been posted are in the right place according to where they should be. We are also analyzing the encumbrances—the majority of the encumbrances are salaries, which are expected to be paid between now and June 30—hoping to gain some budget by closing existing place holder purchase orders, some may be valid—will review each one. The Operation of Maintenance & Plant fund has a negative balance of ($100,000), due to property improvements. The operational budget of $1.454M is has a negative balance of ($29,000). Ms. Coleman stated that they expect to find the savings to make up deficits.
Future Agenda Items
a. None
Mr. Esquivel entertained a motion to adjourn the Finance Committee meeting at 8:00 a.m. Ms. Korte motioned to adjourn the meeting with Dr. Maestas seconding the motion in the affirmative. The next Finance Committee meeting will be held on Monday, December 12, 2011, at 7:30 a.m., in the DeLayo-Martin Community Room.

 

 

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