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Board of Education Audit Committee Meeting - Sep 17, 2012

Meeting Date & Time: Monday, September 17, 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: 04/24/2012, 3:37 PM
Agenda Posted On: 09/14/2012, 5:09 PM
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Audit Committee Meeting

AGENDA

 

Monday, September 17, 2012

7:30 AM

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

Albuquerque, New Mexico

 

I.

Call to Order

 

II.

Adoption of the September 17, 2012, Audit Committee Agenda and approval of the Minutes of the August 20, 2012, Audit Committee Meeting, and Amended Minutes of the July 16, 2012, Audit Committee Meeting (Discussion/Action)

 

III.

General Status Update of APS's Audit (Discussion)
Presenter: Don Moya, Georgie Ortiz and Matt Bone

 

IV.

General Status Update of Career Academic & Technical Academy's Audit (Discussion)
Presenter: Don Moya, Georgie Ortiz and Matt Bone

 

V.

Consideration to Adjourn to Executive Session pursuant to the Open Meetings Act NMSA 1978, § 10-15-1 (H) and NMAC 2.2.2.10 (J) (3). NMAC 2.2.2.10 (J) (3) provides that "Neither the IPA nor agency personnel shall release any information to the public relating to the audit at the time of the exit conference or at any other time until the audit report has been officially released by the State Auditor and becomes public record.", and Consideration to Adjourn to Executive Session pursuant to the Open Meetings Act NMSA 1978, (§ 10-15-1 (H) (2)) for the purpose of discussing limited personnel matters in connection with Internal Audit regarding La Academia Charter School. (Action)

 

VI.

Reconvene to Open Session

 

VII.

Statement of Closure

 

VIII.

Consideration for Acceptance of the Internal Audit Report discussed in Executive Session (Action)

 

A.

La Academia Charter School

 

IX.

Adjournment

 

Minutes of Audit Committee Meeting

Board of Education

Albuquerque Public Schools

 

An Audit Committee meeting of the Board of Education of Albuquerque Public Schools was held Monday, September 17, 2012, 7:30 a.m., in the DeLayo Martin Community room, Alice and Bruce King Educational Complex, 6400 Uptown Blvd. NE.

 

I.        Call to Order

Martin Esquivel called the meeting to order at 7:31 a.m. Winston Brooks, Lorenzo Garcia, Kathy Korte, Paula Maes, Analee Maestas, Don Moya, David Peercy, David Robbins and Martin Esquivel were in attendance.

II.       Adoption of the September 17, 2012, Audit Committee Agenda and approval of the Minutes of the August 20, 2012, Audit Committee Meeting, and Amended Minutes of the July 16, 2012, Audit Committee Meeting (Discussion/Action)

David Peercy motioned for adoption of the agenda and approval of the minutes. Kathy Korte seconded the motion.  Committee members unanimously adopted the September 17, 2012, Audit Committee agenda and the minutes of the August 20, 2012, Audit Committee meeting, and amended minutes of the July 16, 2012, Audit Committee meeting.

III.      General Status Update of APS’s Audit (Discussion)

Don Moya presented Georgie Ortiz of CliftonLarsonAllen and Tami Coleman, executive director of Accounting. Georgie Ortiz said that the audit of the charter schools is approximately 75 percent complete, and the audit of the district is approximately 50 percent complete. There have been no additional findings. Dave Robbins asked Ms. Ortiz if the auditors have encountered any delays when asking the charter schools for information. Ms. Ortiz stated that there have been no delays and that it has been working out very well.

IV.      General Status Update of Career Academic & Technical Academy’s Audit (Discussion)

Tami Coleman reminded the Audit Committee that they are hearing this matter because the APS Board of Education is now the board of the Career Academic & Technical Academy. Georgie Ortiz stated that the audit of the Career Academic & Technical Academy is approximately 95 percent complete. Ms. Ortiz added that there was one finding regarding the Career Academic & Technical Academy’s cancellation clause in their copy machine contract. The copy machine company still is seeking payments even though the Career Academic & Technical Academy is now closed. Tami Coleman has been working with the copy machine company, and Ms. Ortiz stated that the finding may be eliminated.

V.       Consideration to Adjourn to Executive Session pursuant to the Open Meetings Act NMSA 1978, § 10-15-1 (H) and NMAC 2.2.2.10 (J) (3). NMAC 2.2.2.10 (J) (3) provides that "Neither the IPA nor agency personnel shall release any information to the public relating to the audit at the time of the exit conference or at any other time until the audit report has been officially released by the State Auditor and becomes public record.", and Consideration to Adjourn to Executive Session pursuant to the Open Meetings Act NMSA 1978, (§ 10-15-1 (H) (2)) for the purpose of discussing limited personnel matters in connection with Internal Audit regarding La Academia Charter School. (Action)

David Peercy motioned to adjourn to executive session with Paula Maes seconding the motion. The roll call vote resulted in agreement of board members to convene in executive session for the purpose of detailed discussion of the audit and of detailed discussion of personnel matters in connection with Internal Audit regarding La Academia Charter School. The meeting adjourned into executive session at 7:40 a.m.

 

VI.      Reconvene to Open Session

The meeting reconvened to open session at 7:52 a.m.

VII.     Statement of Closure

Martin Esquivel stated that the Board of Education met in executive session on September 17, 2012, for the purpose of discussing external audit issues pursuant to the Open Meetings Act NMSA 1978, § 10-15-1 (H) and NMAC 2.2.2.10 (J) (3). NMAC 2.2.2.10 (J) (3) provides that "Neither the IPA nor agency personnel shall release any information to the public relating to the audit at the time of the exit conference or at any other time until the audit report has been officially released by the State Auditor and becomes public record" and for the purpose of discussing limited personnel matters in connection with Internal Audit regarding La Academia Charter School pursuant to the Open Meetings Act NMSA 1978, (§ 10-15-1 (H) (2)). The matters discussed in the executive session were limited only to those specified.

 

VIII.    Consideration for Acceptance of the Internal Audit Report discussed in Executive Session (Action)

  1. A. La Academia Charter School

Lorenzo Garcia motioned for acceptance of the Internal Audit report discussed in executive session (A) La Academia Charter School. David Robbins seconded the motion.  Committee members unanimously accepted the Internal Audit Report discussed in executive session (A) La Academia Charter School.

IX.      Adjournment

Lorenzo Garcia motioned to adjourn. Kathy Korte seconded the motion. Martin Esquivel adjourned the meeting at 7:53 a.m.

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