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Board of Education Policy and Instruction Committee Meeting - Jun 12, 2012

Meeting Date & Time: Tuesday, June 12, 2012, 5:00 PM
Where: DeLayo Martin Community Room Alice and Bruce King Educational Complex, 6400 Uptown NE
Minutes: Minutes
Agenda Packet: Packet
Meeting Posted On: 04/23/2012, 1:51 PM
Agenda Posted On: 06/08/2012, 5:24 PM
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Policy and Instruction Committee Meeting

 

AGENDA

 

Tuesday, June 12, 2012

5:00 PM

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

Albuquerque, New Mexico

 

I.

Call to Order

 

A.

Adoption of the Policy Agenda and Approval of the Minutes of the May 10, 2012, Policy meeting (Discussion/Action)

 

II.

Discussion of Administrative Procedural Directives (Discussion)
Presenter: Carrie Robin Menapace

 

A.

Volunteers in Schools

 

B.

Medications at School

 

C.

Title I Parental Involvement

 

III.

Consideration of Suspension of Board of Education Policy D.11 Indemnification of Contracts (Discussion/Action)
Presenter: Brad Winter, Carrie Robin Menapace

 

IV.

Consideration of Approval of New Board of Education Policy DA - Fiscal Management (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

 

V.

Consideration of Approval of Revisions to Board of Education Policy D.01 Budget Process to be renamed DB - Annual Budget Process (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

 

VI.

Consideration of Approval of Revisions to Board of Education Policy D.09 Operational Fund Cash Balances to be renamed DB1 - Operational Fund Cash Balances (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

 

VII.

Consideration of Approval of Revisions to Board of Education Policy D.06 Fiscal Integrity to be renamed DB2 - Budget Transfers and Amendments (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

 

VIII.

Consideration of Approval of New Board of Education Policy DD - Grants and Special Projects (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

 

IX.

Consideration of Approval of New Board of Education Policy DE - Bonds, Mill Levies and Education Technology Notes (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

 

X.

Consideration of Approval of Revisions to Board of Education Policy D.10 Tax Compliance and Record Retention for Bonds to be renamed DE1 - Tax Compliance and Record Retention for Bonds (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

 

XI.

Consideration of Approval of Revisions to Board of Education Policy D.02 Investments to be renamed DF - Investments (Discussion/Action)
Presenter: Carrie Robin Menapace

 

XII.

Consideration of Approval of New Board of Education Policy DG - Check Services and Signatory Authority (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

 

XIII.

Consideration of Approval of New Board of Education Policy DI - Fiscal Accounting (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

 

XIV.

Consideration of Approval of New Board of Education Policy DI1 - Inventories (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

 

XV.

Consideration of Approval of New Board of Education Policy DI2 - External Audit (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

 

XVI.

Consideration of Approval of Revisions to Board of Education Policy D.04 Central Purchasing to be renamed DJ - Central Purchasing (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

 

XVII.

Consideration of Approval of Revisions to Board of Education Policy D.07 Purchase and Project Approval to be renamed DJ1 - Purchase and Project Approval (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

 

XVIII.

Consideration of Approval of Revisions to Board of Education Policy D.02 Contracts to be renamed DJ2 - Contracts (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

 

XIX.

Consideration of Approval of Revisions to Board of Education Policy D.11 Indemnification of Contracts to be renamed DJ3 Indemnification of Contracts (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

 

XX.

Consideration of Approval of New Board of Education Policy DK - Payroll Procedures (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

 

XXI.

Consideration of Approval of New Board of Education Policy DL - Management of Employee Benefit Funds (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

 

XXII.

Consideration of Approval of New Board of Education Policy DM - Activity Funds and Cash in Schools (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

 

XXIII.

Consideration of Revisions to Board of Education Policy D.08 Capital Leaser Obligations to be renamed F.05 Capital Leaser Obligations (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

 

XXIV.

Future Topics:  Various topics will be presented as time allows.(Discussion/Action)

 

XXV.

Announcement of the Next Policy Meeting - The next meeting will be held Tuesday, July 10, 2012, 5:00 p.m., in the DeLayo-Martin Community Room

 

XXVI.

Adjournment

 

Minutes of Policy and Instruction Committee Meeting

June 12, 2012

The Board of Education

Albuquerque Public Schools

 

 

 


A Policy and Instruction Committee meeting of the Board of Education of Albuquerque Public Schools was held Tuesday, June 12, 2012, beginning at 5:00 p.m., in the DeLayo Martin Community Room, Alice and Bruce King Educational Complex, 6400 Uptown NE.

Present: David Peercy, Analee Maestas, Lorenzo Garcia. Attending by conference call were Kathy Korte and David Robbins. Board member Martin Esquivel arrived at 5:20 p.m. Board member David Robbins arrived at 5:40 p.m. Paula Maes was absent.

 

I.

Call to Order

The meeting was called to order at 5:02 p.m. by David Peercy, chairperson.

 

A.

Adoption of the Policy Agenda and Approval of the Minutes of the May 10, 2012 Policy meeting (Discussion/Action)

Lorenzo Garcia motioned for approval of the agenda and minutes.  Analee Maestas seconded the motion. All were in favor.

 

II.

Discussion of Administrative Procedural Directives (Discussion)
Presenter: Carrie Robin Menapace

 

A.

Volunteers in Schools

Carrie Menapace introduced Sonja Martins, Community  Schools manager, who addressed concerns posed by Kathy Korte regarding parent and family engagement. In the procedural directive the definition of volunteer was expanded to mean an unsalaried person, i.e., parents/guardians or community members. Also under Purpose of School Volunteer Programs the words “parents, guardians, family and community” were included. Sonja explained these changes will allow all guidelines and the code of ethics to be included in the application packet as it applies to families and parents as well. Also an online application and orientation have been developed and online school- based training will be developed during the summer.  If the updates to this procedural directive are approved, a presentation will be given at ACE. Sonja’s intent is to write guidelines covering all aspects of volunteering and associated behaviors. Kathy Korte asked that since the directive is so extensive will it be implemented at all schools at once. Sonja responded that all principals need to be informed and oriented of the new state legislated regulations originally sponsored by Sen. Tim Keller. She would like to rollout in a few schools and implement with new and current volunteers. David Robbins asked if there was any verbiage in the directive that would preclude anyone from volunteering. Ms. Martin’s response was no. Lorenzo Garcia asked if the information will go out online and printed format in languages other than English. Ms. Martin’s response was yes.  Discussion followed regarding background checks for one- time visitors, ease of application, location convenience, and importance of cost.

 

 

B.

Medications at School

Carrie Menapace informed the committee that Laura Case from Nursing Services was available to answer questions. A few years ago there was an update to the Nurse Practice Act and those changes made to that law are now included in the procedural directive.  Chairman Peercy asked for questions/comments. There were none.

 

 

C.

Title I Parental Involvement

Annually in the Title I application the district needs to include a parental involvement policy. A representative from Title 1 was present to answer questions. This is part of the process where the committee sees what the procedural directive is. It is distributed in schools to families and is quite reader friendly as compared to the original procedural directive. Updates were made for this year and the directive is similar to what was reviewed and approved last year with that application. Chairman Peercy asked for questions/comments. There were none.

 

 

III.

Consideration of Suspension of Board of Education Policy D.11 Indemnification of Contracts (Discussion/Action)
Presenter: Brad Winter, Carrie Robin Menapace

The policy was implemented in 2010 to encourage contractors to provide their own liability insurance. Because of economics contractors are not in a financial position to do so.

Would like to suspend for one more year, but keep on the books if and when the economy improves. After a brief discussion about the bus companies carrying some liability insurance it was suggested by David Robbins that APS take over bus services. Superintendent Brooks suggested a total cost analysis of owning a bus company be provided to the board.  Analee Maestas motioned to suspend the policy for one additional year. Lorenzo Garcia seconded the motion. All indicated they were in favor with the exception of David Robbins who was opposed.

 

 

IV.

Consideration of Approval of New Board of Education Policy DA - Fiscal Management (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

Kathy Korte motioned for approval. Analee Maestas seconded the motion. All indicated they were in favor.

 

V.

Consideration of Approval of Revisions to Board of Education Policy D.01 Budget Process to be renamed DB - Annual Budget Process (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

It was suggested that the language to the directive be modified to read The superintendent or designee  annually shall present to the board a budget calendar no later than the first scheduled Finance Committee meeting of each year.

 

Analee Maestas made a motion to approve the amended language and the motion was seconded by David Robbins. All indicated their approval.

 

VI.

Consideration of Approval of Revisions to Board of Education Policy D.09 Operational Fund Cash Balances to be renamed DB1 - Operational Fund Cash Balances (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

Policy remains the same as passed in 2010.

 

Kathy Korte made a motion to approve, and the motion was seconded by Analee Maestas.  All indicated their approval.

 

VII.

Consideration of Approval of Revisions to Board of Education Policy D.06 Fiscal Integrity to be renamed DB2 - Budget Transfers and Amendments (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

All budget transfers must be approved by the Board of Education. Anytime there is an amendment to the budget or transfer to the budget it must be balanced as required by state law.

Kathy Korte made a motion to approve, and the motion was seconded by Analee Maestas.  All indicated their approval.

 

VIII.

Consideration of Approval of New Board of Education Policy DD - Grants and Special Projects (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

New policy to control grants and special projects as requested by the board to be sure that all grants applied for and accepted by APS are subject to the rules of accounting, are reviewed by the superintendent or designee for potential fiscal and programmatic impact to the district and sustainability for funding after the grant expires prior to application come to the board for approval. Ms. Menapace suggested modified language to the first paragraph, keeping the first sentence the same and changing the second as suggested by Mr. Robbins to read, The superintendent or designee shall review grant proposals for potential fiscal and programmatic impact to the district and sustainability of the program after the grant has expired. New second sentence: The superintendent shall quarterly report to the board of education all grants in which the district is participating. Also changing the second paragraph, first sentence to read, Due to the potential impact on the APS budget and programs all grants over $100K will be reviewed.

 

There was additional discussion regarding review of dollar amounts, activity funds, and procedures for tracking. It was noted the information and guidelines covering these topics are outlined in the procedural directive and finance manuals. Superintendent Brooks shared that a grant writer position is being advertised and when hired will act as a clearing house for tracking, federal law compliance and integration with all other district grants.

 

Lorenzo Garcia made a motion to approve with amended language, and the motion was seconded by David Robbins.  All indicated their approval.

 

IX.

Consideration of Approval of New Board of Education Policy DE - Bonds, Mill Levies and Education Technology Notes (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

New policy regarding the right for APS to issue bonds and mill levies and educational notes. The wording of the proposed policy is changed to read, The Board of Education shall comply with state and federal statute and regulations relating to the issuance of government bonds which include tax-exempt and taxable bonds.

 

Lorenzo Garcia made the motion to approve, and the motion was seconded by Analee Maestas. All indicated their approval.

 

X.

Consideration of Approval of Revisions to Board of Education Policy D.10 Tax Compliance and Record Retention for Bonds to be renamed DE1 - Tax Compliance and Record Retention for Bonds (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

David Robbins made the motion to approve the amended language, and the motion was seconded by Lorenzo Garcia.  All indicated their approval.

 

XI.

Consideration of Approval of Revisions to Board of Education Policy D.02 Investments to be renamed DF - Investments (Discussion/Action)
Presenter: Carrie Robin Menapace

Lorenzo Garcia made the motion to approve, and David Robbins seconded the motion. All indicated their approval.

 

XII.

Consideration of Approval of New Board of Education Policy DG - Check Services and Signatory Authority (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

It was suggested to add the words or his/her designee after the word superintendent to the last sentence of the policy.

David Robbins made the motion to approve with altered language, and the motion  was seconded by Lorenzo Garcia. All indicated their approval.

 

XIII.

Consideration of Approval of New Board of Education Policy DI - Fiscal Accounting (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

New policy. Adjust language in first paragraph, second sentence to read, The superintendent, or his/her designee, shall provide regular financial reports at least quarterly to the Board of Education and the New Mexico Public Education Department.

Lorenzo Garcia made the motion to approve with altered language, and the motion was seconded by David Robbins.  All indicated their approval.

 

XIV.

Consideration of Approval of New Board of Education Policy DI1 - Inventories (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

The motion to approve was made by David Robbins, and the motion was seconded by Lorenzo Garcia.  All indicated their approval.

 

XV.

Consideration of Approval of New Board of Education Policy DI2 - External Audit (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

The motion to approve was made by David Robbins, and the motion was seconded by Analee Maestas.  All indicated their approval.

 

XVI.

Consideration of Approval of Revisions to Board of Education Policy D.04 Central Purchasing to be renamed DJ - Central Purchasing (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

Changed title and clarified first sentence to read, The superintendent or his/her designee shall maintain a central purchasing division.

The motion to approve was made by Analee Maestas, and the motion was seconded by David Robbins.  All indicated their approval.

 

XVII.

Consideration of Approval of Revisions to Board of Education Policy D.07 Purchase and Project Approval to be renamed DJ1 - Purchase and Project Approval (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

The definition was deleted from the policy since it is located in the glossary. The motion to approve was made by David Robbins, and the motion was seconded by Analee Maestas.  All indicated their approval.

 

 

 

 

 

 

XVIII.

 

 

 

 

Consideration of Approval of Revisions to Board of Education Policy D.02 Contracts to be renamed DJ2 - Contracts (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

There was discussion regarding preferential treatment for veterans and in-state contractors. The motion to approve was made by David Robbins, and the motion was seconded by Analee Maestas.  All indicated their approval.

 

XIX.

Consideration of Approval of Revisions to Board of Education Policy D.11 Indemnification of Contracts to be renamed DJ3 Indemnification of Contracts (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

The motion to change the title and to continue the suspension for one was made

by Lorenzo Garcia and seconded by Analee Maestas.  All indicated their approval.

 

XX.

Consideration of Approval of New Board of Education Policy DK - Payroll Procedures (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

The motion to approve was made by David Robbins and seconded by Analee Maestas.  All indicated their approval.

 

XXI.

Consideration of Approval of New Board of Education Policy DL - Management of Employee Benefit Funds (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

The motion to approve was made by Lorenzo Garcia and seconded by Analee Maestas.  All indicated their approval.

 

XXII.

Consideration of Approval of New Board of Education Policy DM - Activity Funds and Cash in Schools (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

Discussion was raised by Kathy Korte concerning regulating fundraising in schools, i.e., cash coming in, booster clubs and activity funds. Ms. Korte commented she would like to see a related policy regarding fundraising.  Tami Coleman informed the committee that there is an existing activity fund manual online. David Robbins suggested the word annual be replaced with the words at least in the last sentence.

The motion to approve the amended language was made by David Robbins and seconded by Lorenzo Garcia/Kathy Korte.  All indicated their approval.

 

XXIII.

Consideration of Revisions to Board of Education Policy D.08 Capital Lease Obligations to be renamed F.05 Capital Lease Obligations (Discussion/Action)
Presenter: Carrie Robin Menapace, Don Moya

The motion to approve was made by David Robbins and seconded by Analee Maestas.  All indicated their approval.

 

XXIV.

Future Topics:  Various topics will be presented as time allows.

(Discussion/Action)

Title IX, New Mexico Schools Equity Act, booster club funds. In-state contracts and preference for veterans.

 

XXV.

Announcement of the Next Policy Meeting - The next meeting will be held Tuesday, July 10, 2012, 5:00 p.m., in the DeLayo Martin Community Room

 

XXVI.

Adjournment

The meeting was adjourned at 6:30 p.m.

 







Note:  Superintendent Brooks commended everyone on the committee especially Carrie Robin Menapace with a special thank you to the staff people attending and to Chairman Peercy for his dedication to the committee.

 

 

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