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Board of Education Finance Committee Meeting - Feb 21, 2012

Meeting Date & Time: Tuesday, February 21, 2012, 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: 01/22/2012, 5:25 PM
Agenda Posted On: 02/17/2012, 4:47 PM
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Finance Committee Meeting

 

AGENDA

 

Tuesday, February 21, 2012

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 February 21, 2012, Finance Committee Agenda and Minutes of the January 17, 2012, Finance Committee Meeting (Discussion/Action)

 

II.

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

 

A.

APS Homeless Projects-Food/Tutors, $47,961

 

B.

Running Start for Careers Program, $45,000

 

C.

GO Student Library Funds, $3,707

 

D.

Bandelier Box Tops, $411

 

E.

STARBASE La Luz, ($5,000)

 

III.

Consideration for Approval of Grant Management Inter-Function Transfers for January 2012  (Discussion/Action)
Presenter: Al Sanchez

 

IV.

Consideration for Approval of Grant Management Intra-Function Transfers for January 2012 (Discussion/Action)
Presenter: Al Sanchez

 

V.

Consideration for Approval of Budget Adjustment Request for School Bus Rental Fee (Discussion/Action)
Presenter: Brad Winter and Roger Garcia

 

VI.

Consideration for Approval of Supplement to School Bus Fleet Service Contract (Discussion/Action)
Presenter: Brad Winter and Roger Garcia

 

A.

Albert Sanchez Bus Co., Inc.

 

B.

Sanchez Southwest Bus Co.

 

VII.

Consideration for Approval of Commodity Processed Food Bid 12-036PS-SL (Discussion/Action)
Presenter: Mark Heckart

 

VIII.

Consideration for Approval of Printing Services on Demand RFP 12-028GR-SL (Discussion/Action)
Presenter: Mark Heckart

 

IX.

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

 

X.

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

 

XI.

Consideration for Approval of Cash Disbursements for January 2012 (Discussion/Action)
Presenter: Tami Coleman

 

XII.

Consideration for Approval of Budget Adjustment Request for Career Academic & Technical Academy (CATA) (Discussion/Action)
Presenter: Tami Coleman

 

A.

SEG, $40,401

 

XIII.

Consideration for Approval of Budget Adjustment Request for Career Academic & Technical Academy (CATA) (Discussion/Action)
Presenter: Tami Coleman

 

A.

Transfers have a net effect of zero in the overall budget

 

XIV.

Presentation of CATA Financial Reports for January 2012 (Discussion)
Presenter: Tami Coleman

 

XV.

Consideration for Approval of Statement of Equipment Taken out of Service January 1-31, 2012 (Discussion/Action)
Presenter: Tami Coleman

 

XVI.

Consideration for Approval of 2012 Inter-Agency Benefits Advisory Committee (IBAC) Medical, Dental & Vision RFP (Discussion/Action)
Presenter: Vera Dallas

 

XVII.

Presentation of APS Wellness Incentive Program Update (Discussion)
Presenter: Vera Dallas

 

XVIII.

Presentation of the FY2012 Q2 Expenditure Report (Discussion)
Presenter: Don Moya

 

XIX.

Presentation of Update Regarding Operating Efficiencies (Discussion)
Presenter: Ruben Hendrickson

 

XX.

Presentation of FY13 Strategic Budget Update (Discussion)
Presenter: Don Moya and Ruben Hendrickson

 

XXI.

Future Agenda Items

 

A.

None at this time.

 

XXII.

Adjournment

 

A.

The next Finance Committee meeting will be held on Tuesday, March 20, 2012, 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
February 21, 2012
Roll Call Attendance: Chairman, Martin Esquivel-present, Lorenzo Garcia-present, Kathy Korte-present (via telephone), Paula Maes-present, Analee Maestas-present, David Peercy-present and David Robbins-present (via telephone)
Participating Were: Winston Brooks, Don Moya, Tami Coleman, Al Sanchez, Ruben Hendrickson, Brad Winter, Andi Trybus, Vera Dallas, Aaron Wells of Willis
1. Call to Order
Mr. Esquivel called the meeting to order at 7:30 a.m. Mr. Garcia made a motion to approve the February 21, 2012, agenda and to approve the minutes of January 17, 2012, with Dr. Peercy seconding the motion in the affirmative. Motion carried.
2. Consideration for Approval of Budget Adjustments for Grant Management
a. APS Homeless Projects-Food/Tutors, $47,961
b. Running Start for Careers Program, $45,000
c. GO Student Library Funds, $3,707
d. Bandelier Box Tops, $411
e. STARBASE La Luz, ($5,000)
Mr. Sanchez presented five budget adjustments—some are carryover, others are additions to existing awards, some are adjustments to final awards.
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 Grant Management Inter-Function Transfers for January 2012
4. Consideration for Approval of Grant Management Intra-Function Transfers for January 2012
Mr. Sanchez presented routine transfers for budget adjustments.
Dr. Peercy motioned for approval of items 3 and 4 with Mr. Garcia seconding the motion in the affirmative. Motion carried.
5. Consideration for Approval of Budget Adjustment Request for School Bus Rental Fee
6. Consideration for Approval of Supplement to School Bus Fleet Service Contract
Dr. Winter informed the committee that this year 12 contractors qualified to buy new buses, only 3 are taking the offer. Buses are in service for 12 years; reimbursement for new buses is 5 years. Albert Sanchez is purchasing 7 new buses; Sanchez Southwest is purchasing 4 new buses. Buses can only be run for 12 years and then can be used as spares. Some contractors feel they cannot get financing to purchase new buses. At this time, Durham has informed that they cannot finance buses—they will have 8 buses, which will be out of service—other contractors will have to take on routes.
Ms. Maes motioned for approval of items 5 and 6 with Dr. Maestas seconding the motion in the affirmative. Motion carried.
7. Consideration for Approval of Commodity Processed Food Bid #12-036PS-SL
Mr. Heckart presented a bid, which is performed annually for commodity food—awarded to all vendors because they carry different products.
Ms. Maes motioned for approval of the Commodity Processed Food Bid #12-036PS-SL with Dr. Maestas seconding the motion in the affirmative. Motioned carried.
8. Consideration for Approval of Printing Services on Demand RFP #12-028GR-SL
Mr. Heckart presented an RFP performed for printing services for the Graphics department. Five awards have been recommended because each of the vendors provides various printing functions. Mr. Moya added as the print shop is turned into an enterprise fund—it is possible that due to the volume this would give Ms. Tarter some options in terms of additional support.
Dr. Peercy motioned for approval of the Printing Services on Demand RFP #12-028GR-SL with Dr. Maestas seconding the motion in the affirmative. Motion carried.
9. Consideration for Approval of Operational Inter-Function Transfers for January
10. Consideration for Approval of Operational Intra-Function Transfers for January
Mr. Hendrickson presented routine budget transfers.
Ms. Maes motioned for approval of items 9 and 10 with Dr. Maestas seconding the motion in the affirmative. Motion carried.
11. Consideration for Approval of Cash Disbursements for January 2012
Ms. Coleman presented the January 2012 cash disbursements.
Ms. Maes motioned for approval of the Cash Disbursements for January 2012, with Dr. Peercy seconding the motion in the affirmative. Motion carried.
12. Consideration for Approval of Budget Adjustment Request for Career Academic & Technical Academy (CATA)
a. SEG, $40,401
Ms. Coleman presented the SEG increase, which is due to the unit value and any growth they may have over next year.
Ms. Maes motioned for approval of the Budget Adjustment Request for Career Academic & Technical Academy (CATA), with Dr. Maestas seconding the motion in the affirmative. Motion carried.
13. Consideration for Approval of Budget Adjustment Request for Career Academic & Technical Academy (CATA)
Ms. Coleman presented a budget adjustment to clean up and line up existing funds. CATA is being billed for services provided by APS employees.
Ms. Maes motioned for approval of Budget Adjustment Request for Career Academic & Technical Academy (CATA) with Mr. Garcia seconding the motion in the affirmative. Motion carried.
14. Presentation of CATA Financial Reports for January 2012
Ms. Coleman presented the expenditure report as of January 31, 2012—not yet adjusted by the previous items discussed—will be adjusted once full approval is received. Subtotal of Operational Fund 11000 shows a balance of ($80,000). Everything expected to be paid between now and June 30 has been encumbered. Fund will be increased by $40,000 (item 12). Estimated cash balance came in lower than the actual. Some adjustments for rent will need to be entered. Rent has been paid out of operational—a large portion of the rent can now be moved to Fund 31200—lease reimbursement portion.
Ms. Maes motioned for approval of Presentation of CATA Financial Reports for January 2012, with Dr. Maestas seconding the motion in the affirmative. Motion carried.
15. Consideration for Approval of Statement of Equipment Taken out of Service January 1-31, 2012
Ms. Coleman presented assets taken out of service during the month of January—mostly computers and printers.
Dr. Peercy motioned for approval of Statement of Equipment Taken out of Service January 1-31, 2012, with Ms. Maes seconding the motion in the affirmative. Motion carried.
16. Consideration for Approval of 2012 Inter-Agency Benefits Advisory Committee (IBAC) Medical, Dental & Vision RFP
Ms. Trybus began the discussion by saying that a recommendation for medical, dental and vision plans for plan year 2013 is being brought forward. Ms. Dallas presented the recommendation for medical, dental and vision coverage following the RFP with the IBAC. IBAC consists of four public entities: State of New Mexico Risk Management Division, New Mexico Public Schools Insurance Authority (covers benefits for all of the other schools districts in the state, including charter schools and CNM), the New Mexico Retiree Health Care Authority (provides retirement benefits for all educators) and Albuquerque Public Schools. The IBAC retained the services of a project manager, Gallagher Benefit Services for consulting and actuarial to assist the IBAC in selection of best in class vendor to provide medical, dental and vision coverage for membership. In total, the four entities cover over 200,000 lives. The incumbent carriers for APS medical are: Presbyterian Health Plan and Lovelace Health Plan; dental is United Concordia; vision is Davis Vision Plan. New coverage will begin January 1, 2013. Attached is an Executive Summary of consideration and approval of the recommendations. The recommendation is to award a contract for medical to: Presbyterian Health Plan and Lovelace Health Plan; dental is to change to Delta Dental Plan of New Mexico; vision is Davis Vision. Ms. Dallas informed the committee of an attached summary with additional detail about the process. Mr. Aaron Wells of Willis discussed the administrative fees with Delta Dental would be considerably less than with United Concordia; Delta’s network is slightly broader; the perception is that Delta has a very good relationship with dentists in town. Delta has also provided claims cost guarantees; have offered a $16,000 implementation credit for paperwork switch.
Dr. Peercy motioned for approval of 2012 Inter-Agency Benefits Advisory Committee (IBAC) Medical, Dental & Vision RFP with Ms. Maes seconding the motion in the affirmative. Motion carried.
17. Presentation of APS Wellness Incentive Program Update
Ms. Dallas discussed the incentive program, which began during the 2010-11 school year to ask employees and dependents to participate in biometric screening (very successful with over 90% participation). In 2011-12, the incentive continued to complete a personal health profile (shorter time limit, exceeded 80% participation). Participation is voluntary; however, for those who complete profiles they received a discount in their health premiums. Ms. Dallas shared that the identified key health risks will help develop a wellness program for APS employees. An Employee Wellness Task Force Committee has been formed. Currently, a bid is going out for a wellness vendor. Mr. Wells discussed next year when biometric screenings are combined with health profile, higher risk population will be identified. Outbound telephone calls will be made with the purpose of coaching. The Wellness Task Force consists of the following members: nursing staff, bargaining units, HR, Principals Association, Food Services and M&O. Ms. Trybus informed the committee of events, which are being coordinated to be held throughout the district.
8:10 a.m., the Board entered into Executive Session
8:27 a.m., Resumed Finance Committee meeting (Mr. Esquivel left at this time). Dr. Peercy chaired the remainder of the meeting.
18. Presentation of the FY2012 Q2 Expenditure Report
Mr. Hendrickson reviewed the FY12 Q2 Expenditure Report details with the committee.
19. Presentation of Update Regarding Operating Efficiencies
Mr. Hendrickson reviewed the FY12 Operating Efficiencies Challenge, which was last updated February 14, 2012. The document detailed estimated budget savings in ten areas.
20. Presentation of FY13 Strategic Budget Update
Mr. Moya gave the latest budget update. Mr. Moya informed the committee that it is certainly the Governor’s prerogative to line-item veto items in the budget. If the entire budget were to be vetoed, a preliminary unit value would be rolled in—would hold things flat and a special session would be called. Dr. Peercy thanked Mr. Moya for the update.
Future Agenda Items
a. None
Dr. Peercy adjourned the Finance Committee meeting at 8:57 a.m. The next Finance Committee meeting will be held on Tuesday March 20, 2012, at 7:30 a.m., in the DeLayo-Martin Community Room.

 

 

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