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UPDATE: Board of Education Finance Committee Meeting - Mar 20, 2012

The Finance Committee meeting will begin at 7:40 a.m. or immediately following the Audit Committee meeting.

Meeting Date & Time: Tuesday, March 20, 2012, 7:40 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: 03/16/2012, 5:15 PM
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Finance Committee Meeting AGENDA

Tuesday, March 20, 2012 7:40 AM
DeLayo Martin Community Room

Alice and Bruce King Educational Complex

6400 Uptown NE Albuquerque, New Mexico

I. Call to Order

A. The Finance Committee meeting will begin at 7:40 a.m. or immediately following the Audit Committee meeting.

B. Approval of the March 20, 2012, Finance Committee Agenda and Minutes of the February 21, 2012, Finance Committee Meeting (Discussion/Action)

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

A. IDEA-B, $8,470,876

B. Title I, $5,316,416

C. GOB Instructional Materials, $209,775

D. Title IIA, $1,205,359

E. Title III, $200,301

F. Carl Perkins-Redistribution, $151,445

G. IDEA B-Preschool, $137,491

H. Title VIII Impact Aid-Special Education, $42,120

I. Title I School Improvement, $25,675

J. Carl Perkins-High Schools That Work, $20,447

K. ROTC, $12,000

L. Jobs for America's Graduates-JAG, $10,752

M. IDEA-B Private School, $10,172

N. Carl Perkins-High Schools That Work, $8,882

O. Title VIII Impact Aid-Indian Education, $7,914

P. Title I-McKinney Homeless, $716

Q. School Improvement Grant-El Camino Real Academy, ($122,144)

III. Consideration for Approval of Budget Increase-New Grants (Discussion/Action) Presenter: Al Sanchez A. Target School Award-Georgia O'Keeffe Elementary, $100,000

IV. Consideration for Approval of Grant Management Cash Transfer (Discussion/Action) Presenter: Al Sanchez

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

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

VII. Consideration for Approval of Budget Adjustment Request for School Bus Rental Fee (Discussion/Action) Presenter: Brad Winter and Roger Garcia A. Sanchez Southwest, Ltd. B. Sena School Bus Co.

VIII. Consideration for Approval of Supplement to School Bus Fleet Service Contract (Discussion/Action) Presenter: Brad Winter and Roger Garcia A. Sanchez Southwest Bus Co. B. Sena School Bus Co.

IX. Consideration for Approval of Budget Adjustment Increase for 2011-2012 Student Transportation Service Final Allocation (Discussion/Action) Presenter: Brad Winter and Roger Garcia

X. Consideration for Approval of Moving Services and Supplies on Demand Bid #12-037RR-MC (Discussion/Action) Presenter: Mark Heckart

XI. Consideration for Approval of Specialized Moving Services on Demand Bid #12-038RR-SL (Discussion/Action) Presenter: Mark Heckart

XII. Consideration for Approval of Early Childhood Furniture on Demand Bid #12-044PS-SL(Discussion/Action) Presenter: Mark Heckart

XIII. Consideration for Approval of Music Furniture on Demand Bid #12-048PS-SL (Discussion/Action) Presenter: Mark Heckart

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

XV. Consideration for Approval of Operational Intra-Function Transfers for February (Discussion/Action) Presenter: Ruben Hendrickson

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

XVII. Presentation of CATA Financial Reports for February 2012 (Discussion) Presenter: Tami Coleman

XVIII. Consideration for Approval of Budget Increase for Career Academic & Technical Academy (CATA) (Discussion/Action) Presenter: Tami Coleman A. Cash Carryover-Operational Fund, $44,067

XIX. 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

XX. Consideration for Approval of Statement of Equipment Taken out of Service February 1-29, 2012 (Discussion/Action) Presenter: Tami Coleman

XXI. Consideration for Approval of Budget Adjustment-State SB-9 Match (Discussion/Action) Presenter: Tami Coleman

XXII. Consideration for Approval of Removal of Lost Unrecoverable Asset (Discussion/Action) Presenter: Tami Coleman A. Madison Middle School-HP Notebook ID #64332 (Barcode #624198)

XXIII. Consideration for Approval of Budget Adjustment Request (Discussion/Action) Presenter: Don Moya A. Instructional Materials Fund 14000, ($209,775)

XXIV. Presentation of Investment Update (Discussion) Presenter: Don Moya and Paul Cassidy

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

XXVI. Future Agenda Items A. None at this time. XXVII. Adjournment A. The next Finance Committee meeting will be held on Monday, April16, 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
March 20, 2012
Roll Call Attendance: Chairman, Martin Esquivel-present, Lorenzo Garcia-present, Kathy Korte-present (via telephone), Paula Maes-absent, Analee Maestas-present, David Peercy-present and David Robbins-present
Participating Were: Don Moya, Tami Coleman, Al Sanchez, Debora Warren, Brad Winter
1. Call to Order
Mr. Esquivel called the meeting to order at 7:34 a.m. Mr. Garcia made a motion to approve the March 20, 2012, agenda and to approve the minutes of February 21, 2012, with Dr. Maestas seconding the motion in the affirmative. Motion carried.
2. Consideration for Approval of Budget Adjustments for Grant Management
a. IDEA-B, $8,470,876
b. Title I, $5,316,416
c. GOB Instructional Materials, $209,775
d. Title IIA, $1,205,359
e. Title III, $200,301
f. Carl Perkins-Redistribution, $151,445
g. IDEA B-Preschool, $137,491
h. Title VIII Impact Aid-Special Education, $42,120
i. Title I School Improvement, $25,675
j. Carl Perkins-High Schools That Work, $20,447
k. ROTC, $12,000
l. Jobs for America’s Graduates-JAG, $10,752
m. IDEA-B Private School, $10,172
n. Carl Perkins-High Schools That Work, $8,882
o. Title VIII Impact Aid-Indian Education, $7,914
p. Title I-McKinney Homeless, $716
q. School Improvement Grant-El Camino Real Academy, ($122,144)
Mr. Sanchez presented several adjustments—the majority of these adjustments are from 2010-11 carryover awards received from PED. Grant Management is requesting to add these awards to the District budget.
Mr. Garcia motioned for approval of the Budget Adjustments for Grant Management with Dr. Maestas seconding the motion in the affirmative. Motion carried
3. Consideration for Approval of Budget Increase-New Grants
a. Target School Award-Georgia O’Keeffe Elementary, $100,000
Dr. Peercy motioned for approval of the Budget Increase-New Grants with Mr. Garcia seconding the motion in the affirmative. Motion carried.
4. Consideration for Approval of Grant Management Cash Transfer
5. Consideration for Approval of Grant Management Intra-Function Transfers
6. Consideration for Approval of Grant Management Inter-Function Transfers
Mr. Sanchez discussed that the Cash Transfer is an adjustment for reimbursement for grants involves about $1,000—an uncollectable item for Title I
Mr. Robbins motioned for approval of items 4, 5 and 6 with Mr. Garcia seconding the motion in the affirmative. Motion carried.
7. Consideration for Approval of Budget Adjustment Request for School Bus Rental Fee
8. Consideration for Approval of Supplement to School Bus Fleet Service Contract
Dr. Winter presented a budget adjustment request and contract supplement for Sanchez Southwest Bus Co., and Sena School Bus Co.
Mr. Robbins motioned for approval of items 7 and 8 with Dr. Maestas seconding the motion in the affirmative. Motion carried.
9. Consideration for Approval of Budget Adjustment Increase for 2011-2012 Student Transportation Service Final Allocation
Mr. Robbins motioned for approval of Budget Adjustment Increase for 2011-2012 Student Transportation Service Final Allocation with Dr. Peercy seconding the motion in the affirmative. Motion carried.
10. Consideration for Approval of Moving Services and Supplies on Demand Bid #12-037RR-MC
11. Consideration for Approval of Specialized Moving Services on Demand Bid #12-038RR-SL
12. Consideration for Approval of Early Childhood Furniture on Demand Bid #12-044PS-SL
13. Consideration for Approval of Music Furniture on Demand Bid #12-048PS-SL
Mr. Heckart presented items 10, 11, 12 and 13 as bids performed every four years—on demand bids used as budget is available.
Mr. Garcia motioned for approval of items 10, 11, 12 and 13 with Mr. Robbins seconding the motion in the affirmative. Motion carried.
14. Consideration for Approval of Operational Fund Inter-Function Transfers
15. Consideration for Approval of Operational Fund Intra-Function Transfers
Ms. Debora Warren presented operational inter- and intra-function transfers for the month of March.
Dr. Peercy motioned for approval of items 14 and 15with Mr. Robbins seconding the motion in the affirmative. Motion carried.
16. Consideration for Approval of Cash Disbursements for February 2012
Ms. Coleman presented the cash disbursements for February 2012.
Mr. Robbins motioned for approval of Cash Disbursements for February 2012 with Dr. Maestas seconding the motion in the affirmative. Motion carried.
17. Presentation of CATA Financial Reports for February 2012
Ms. Coleman presented CATA’s expenditures as of February 29. Last month’s approved budget adjustments have been entered into the financial reports. The operational fund 11000 has a balance in the black. The total operating budget balance is approximately $40,000.
Dr. Maestas motioned for approval of the CATA Financial Reports for February 2012 with Mr. Garcia seconding the motioned in the affirmative. Motion carried.
18. Consideration for Approval of Budget Increase for Career Academic & Technical Academy (CATA)
Ms. Coleman presented an adjustment from CATA’s estimated cash carryover, which was budgeted last spring—moving it to actual cash--$44,000 more than anticipated.
Dr. Peercy motioned for approval of Budget Increase for Career Academic & Technical Academy (CATA) with Mr. Robbins seconding the motion in the affirmative. Motion carried.
19. Consideration for Approval of Budget Adjustment Request for Career Academic & Technical Academy (CATA)
Ms. Coleman presented a budget adjustment for fund 24106 IDEA-B—to pay for special education expenditures. Currently, the budget resides in payroll benefit accounts. At this time, APS employees are providing these services—will be billed to CATA as contract services
Dr. Peercy motioned for approval of Budget Adjustment Request for Career Academic & Technical Academy (CATA) with Dr. Maestas seconding the motion in the affirmative. Motion carried.
20. Consideration for Approval of Statement of Equipment Taken out of Service February 1-29, 2012
Ms. Coleman presented the items, which have been put on the disposal list—requires the Board’s approval to remove items from the asset list.
Dr. Peercy motioned for approval of Statement of Equipment Taken out of Service February 1-29, 2012, with Mr. Garcia seconding the motion in the affirmative. Motion carried.
21. Consideration for Approval of Budget Adjustment –State SB-9 Match
Ms. Coleman discussed that the SB-9 Match is an annual allocation provided by the State Legislature per state statute—traditionally in the amount of $2M—in addition to mill levy property taxes collected for SB-9. These funds are considered as cash flow for the capital master plan SB-9. Gives budget authority to spend this cash on budgeted projects. Mr. Moya added that these are State funds from supplemental severance tax bonds and matches those school districts, which have passed SB-9 mill levy elections—per membership, based on previous year’s 40th Day.
Mr. Robbins motioned for approval of Budget Adjustment-State SB-9 Match with Dr. Peercy seconding the motion in the affirmative. Motion carried.
22. Consideration for Approval of Removal of Lost Unrecoverable Asset
Ms. Coleman presented an item (laptop assigned to a teacher) to be removed from the inventory as it was lost during a move. The teacher did provide reimbursement.
Mr. Robbins motioned for approval of Removal of Lost Unrecoverable Asset with Dr. Peercy seconding the motion in the affirmative. Motion carried.
23. Consideration for Approval of Budget Adjustment Request
a. Instructional Materials Fund 140000, ($209,775)
Mr. Moya presented an unusual request. The Public Education Department did not request appropriate funding for the Adult Basic Education materials through the Legislature of 2011. By statute they are required to flow the funds to the Higher Education department—the initial allocation had been distributed. So, APS was asked to swap 10% of the funds for Library GO Bond funds—availing ourselves to a different funding stream to receive our remaining 10% funds in instructional materials. This was done as a mechanism to help the PED so they would not have to reduce all of the other districts remaining allocations for instructional materials. The Budget Adjustment reflects reducing the instructional materials by $209,775 and increasing the Library GO fund by $209,775.
Mr. Robbins motioned for approval of Budget Adjustment Request with Dr. Peercy seconding the motion. Motion carried.
24. Presentation of Investment Update
Mr. Moya gave a brief update regarding the pursuit of an investment strategy with RBC Global Assets. He hoped that some legislation would have passed that would have allowed the district and districts across the State to avail themselves to Treasuries and Agencies investment strategy. However, this legislation was not introduced. The district is still somewhat limited to what can be invested in—Treasuries (government-backed), very secure—they don’t have a high yield. Working with RBC Global Assets to see how funds can be leveraged. We have to invest for longer periods of time to get the larger increased rates—sacrifice liquidity. An update will be brought to the Board next quarter.
25. Presentation of FY13 Strategic Budget Look Ahead Update
Mr. Moya informed the committee that a final unit value has not been received. Budget call is in process. Looking at a $5.3M shortfall—could change depending on the final unit value. Unbudgeted requests are being reviewed at this time. Mr. Moya reviewed the document page, which shows how the $5.3M shortfall might be softened. Mr. Brooks has directed that cuts be kept away from the schools. The Medicaid grant funding is being considered for one more year—paying for nurses from the grant. The remaining $2.8M will be covered by some combination of operating efficiencies, consideration of reinstituting the furlough day (subject to negotiation approval by unions) and drawing down a percentage of the cash reserves. Math teachers need to be added as per statute. Mr. Brooks has also directed that the National Guard program be funded in the middle schools ($200,000). Also provided, for informational purposes, a budget calendar—gives an idea of timelines for the next quarter. Input budgets into OBMS on May 25 and present to the PED on June 11 for technical review.
26. Future Agenda Items
a. None
Mr. Esq uivel adjourned the Finance Committee meeting at 8:17 a.m. The next Finance Committee meeting will be held on Monday, April 16, 2012, at 7:30 a.m., in the DeLayo-Martin Community Room.

 

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