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Board of Education Finance Committee Meeting - Apr 16, 2013

Meeting Date & Time: Tuesday, April 16, 2013, 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: 03/28/2013, 7:44 PM
Agenda Posted On: 04/12/2013, 5:49 PM
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Finance Committee Meeting

AGENDA

 

Tuesday, April 16, 2013

7:30 AM

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

Albuquerque, New Mexico

 

I.

Call to Order

 

A.

Approval of the April 16, 2013, Finance Committee Agenda and Minutes of the March 18, 2013, Finance Committee Meeting (Discussion/Action)

 

II.

Consideration for Approval of Budget Adjustments for Grant Management (Discussion/Action)
Presenter: Teresa Scott

 

A.

Carl Perkins, $162,345

 

B.

IDEA-B Results Plan, $124,396

 

C.

Elementary Breakfast, $48,737

 

D.

Dual Credit Materials, $48,062

 

E.

Carl Perkins-HSTW, $22,093

 

F.

Kirtland Korner, $16,820

 

III.

Consideration for Approval of Grant Management Inter-Function Transfers for March 2013 (Discussion/Action)
Presenter: Teresa Scott

 

IV.

Consideration for Approval of Grant Management Intra-Function Transfers for March 2013 (Discussion/Action)
Presenter: Teresa Scott

 

V.

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

 

A.

Lucero Bus Company, $14,311

 

VI.

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

 

A.

Lucero Bus Company

 

VII.

Consideration for Approval of Charter School Transportation Administrative Fee 2012-13 (Discussion/Action)
Presenter: Brad Winter

 

VIII.

Consideration for Approval of Final Transportation Charter School Allocation 2012-13 (Discussion/Action)
Presenter: Brad Winter

 

IX.

Consideration for Approval of Cash Disbursements for March 2013 (Discussion/Action)
Presenter: Mark Heckart

 

X.

Consideration for Approval of Custom and Stock Athletic Uniform Bid #13-030RR-SL (Discussion/Action)
Presenter: Mark Heckart

 

XI.

Consideration for Approval of Statement of Equipment Taken out of Service February 1-28, 2013 (Discussion/Action)
Presenter: Tami Coleman

 

XII.

Consideration for Approval of Charter School Leases (Discussion/Action)
Presenter: Tami Coleman

 

A.

Public Academy of Performing Arts (PAPA)

 

B.

Robert F. Kennedy Charter School (RFK)

 

C.

South Valley Academy Charter School (SVA)

 

D.

Montessori of the Rio Grande Charter School (MRG)

 

E.

Nuestros Valores Charter School (NVCS)

 

XIII.

Consideration for Approval of Operational Fund Intra-Function Transfers for March 2013 (Discussion/Action)
Presenter: Ruben Hendrickson

 

XIV.

Presentation of Analysis of Non-Categorical Program Allocations, Elementary Fine Arts and Bilingual (Discussion)
Presenter: Don Moya

 

XV.

Presentation of FY14 Strategic Budget Update (Discussion)
Presenter: Don Moya and Ruben Hendrickson

 

XVI.

Future Agenda Items/Requests (Discussion)

 

XVII.

Adjournment

 

A.

The next Finance Committee meeting will be held on Tuesday, May 21, 2013, at 7:30 a.m., at the Alice and Bruce King Educational Complex in the DeLayo-Martin Community Room.

 







Albuquerque Public Schools

Minutes of the Finance Committee

April 16, 2013

_________________________________________________________________________________________

 

A Finance Committee meeting of the Albuquerque Public Schools Board of Education was held on Tuesday, April 16, 2013, beginning at 7:30 a.m., in the Alice and Bruce King Educational Complex, DeLayo-Martin Community Room, 6400 Uptown Blvd., NE.  Attending were:  Don Duran, Marty Esquivel, Lorenzo Garcia, Kathy Korte (via telephone), Analee Maestas, Steven Michael Quezada and David Peercy.

 

Absent:

 

  1. I. Call to Order

Dr. Duran called the meeting to order at 7:31 a.m.

a.   Adoption of the April 16, 2013, Agenda (changing item 12 from a discussion/action item to a discussion item) and Approval of the March 18, 2013, Minutes

Mr. Garcia motioned for approval of the agenda and minutes with Dr. Maestas seconding the motion in the affirmative.  Motion carried.

 

  1. II. Consideration for Approval of Budget Adjustments for Grant Management
    1. a. Carl Perkins, $162,345
    2. b. IDEA-B Results Plan, $124,396
    3. c. Elementary Breakfast, $48,737
    4. d. Dual Credit Materials, $48,062
    5. e. Carl Perkins-HSTW, $22,093
    6. f. Kirtland Korner, $16,820

Ms. Scott presented budget increases for the Grant Management department.

 

Dr. Maestas motioned for approval of the Budget Adjustments for Grant Management with Mr. Garcia seconding the motion in the affirmative.  Motion carried.

  1. III. Consideration for Approval of Grant Management Inter-Function Transfers for March 2013

Ms. Scott presented routine inter-function transfers made throughout the year.

 

Dr. Peercy motioned for approval of Grant Management Inter-Function Transfers for March 2013, with Mr. Esquivel seconding the motion in the affirmative.  Motion carried.

 

  1. IV. Consideration for Approval of Grant Management Intra-Function Transfers for March 2013

Ms. Scott presented the intra-Function Transfers for the month of March.

 

Dr. Peercy motioned for approval of the Grant Management Intra-Function Transfers for March 2013, with Mr. Esquivel seconding the motion in the affirmative.  Motion carried.

 


  1. V. Consideration for Approval of Budget Adjustment Request for School Bus Rental Fee

Mr. Moya presented the Budget Adjustment Request for School Bus Rental Fee for Lucero Bus Company in the amount of $14,311.

 

Dr. Peercy motioned for approval of the Budget Adjustment Request for School Bus Rental Fee with Mr. Garcia seconding the motion in the affirmative.  Motion carried.

 

  1. VI. Consideration for Approval of Supplement to School Bus Fleet Service Contract

Mr. Moya presented the Supplement to School Bus Fleet Service Contract for Lucero Bus Company in the amount of $14,311.  Mr. Moya informed the committee that contracts are presented for adjustment when the rental fee changes.

 

Dr. Peercy motioned for approval of items 5 and 6 with Ms. Korte seconding the motion in the affirmative.  Motion carried.

  1. VII. Consideration for Approval of Charter School Transportation Administrative Fee 2012-13

Mr. Moya presented the 2% administrative fee assessed to charter schools for school bus transportation services for 2012-13.

 

Dr. Peercy motioned for approval of the Charter School Transportation Administrative Fee 2012-13 with Mr. Garcia seconding the motion in the affirmative.  Motion carried.

  1. VIII. Consideration for Approval of Final Transportation Charter School Allocation 2012-13

Mr. Moya presented a budget adjustment increase of $4,667 to the PED final APS Charter School Transportation allocation of $202,262 for 2012-13.

 

Dr. Peercy motioned for approval of the Final Transportation Charter School Allocation 2012-13 with Mr. Garcia seconding the motion in the affirmative.  Motion carried.

  1. IX. Consideration for Approval of Cash Disbursements for March 2013

Mr. Heckart presented the Cash Disbursements for March 2013.

 

Mr. Garcia motioned for approval of the Cash Disbursements for March 2013 with Mr. Quezada seconding the motion in the affirmative.  Motion carried.

 

  1. X. Consideration for Approval of Custom and Stock Athletic Uniform Bid #13-030RR-SL

Mr. Heckart presented for approval the bid for athletic team uniforms and apparel for the rotation allocation of uniforms for high and middle schools (four year school cycle for athletic teams including cheerleading, drill, dance, etc.).  The contract is for one year with an option to renew yearly, not to exceed four years total.

 

Mr. Garcia motioned for approval of the Custom and Stock Athletic Uniform Bid #13-030RR-SL with Dr. Peercy seconding the motion in the affirmative.  Motion carried.

 


  1. XI. Consideration for Approval of Statement of Equipment Taken out of Service February 1-28, 2013

Ms. Coleman presented the list of equipment taken out of service for the month of February 2013.

 

Dr. Peercy motioned for approval of the Statement of Equipment Taken out of Service February 1-28, 2013, with Mr. Quezada seconding the motion in the affirmative.  Motion carried.

 

  1. XII. Presentation of Charter School Leases

Mr. Moya and Ms. Coleman gave a presentation regarding charter school leases for:  Montessori of the Rio Grande, Nuestros Valores, Public Academy for Performing Arts, Robert F. Kennedy High School and South Valley Academy.

  • The APS process for leasing property to charter schools is changing effective July 1, 2013.
  • Some of the charter schools have asked for more control over the work they request to be done, and would like to negotiate and contract directly with the provider.  This also gives them the ability to adjust services to those necessary and affordable more easily.
  • APS charter schools will begin receiving a portion of the SB9 mill levy starting July 1, 2013.  This change means less funding for APS maintenance, but more funding for our charter schools.
  • Under this lease agreement, they keep this additional funding to spend on allowable expenditures, which includes facility maintenance.
  • Charter schools do have the option of contracting with APS M&O for specific services if they choose to do so.  They will work directly with that department for quotes and scheduling.

 

  1. XIII. Consideration for Approval of Operational Fund Intra-Function Transfers for March 2013

Mr. Hendrickson presented the routine Operational Fund Intra-Function Transfers for March.

 

Dr. Peercy made a motion for the approval of the Operational Fund Intra-Function Transfers for March 2013, with Mr. Garcia seconding the motion in the affirmative.  Motion carried.

 

  1. XIV. Presentation of Analysis of Non-Categorical Program Allocations, Elementary Fine Arts and Bilingual

Mr. Moya presented discussion on the amount of funding generated versus the amount actually spent on Elementary Fine Arts and Bilingual programs.

  • Total Elementary Fine Arts program funding (SEG) is $8,775,870
  • The Elementary Fine Arts budget for FY13 is $6,755,842
  • Elementary Fine Arts Program Funding “Surplus” is $2,020,028
  • Secondary Fine Arts funding is not provided as a separate line item in the SEG funding formula; however, APS has voluntarily chosen to fund this program.
  • The combined budget for Elementary and Secondary Fine Arts is $10,277,350, which exceeds the funding generated by the Elementary Fine Arts program.
  • Bilingual program generated $9,282,125 in SEG funding
  • Bilingual Budget FY13 in $6,755,842
  • Total Bilingual Budget is $13,038,898 (expenditures)
  • Funds generated for both programs are non-categorical in nature.
  • The funding formula provides for a way of distributing funding to programs, though a district is under no obligation to allocate those exact
  • In some cases the funding formula provides adequate funding for a program, in other cases the formula comes up short.
  • Allocation changes to these two programs will have an impact to all other programs covered by the SEG formula (teachers, EA’s, counselors, nurses, etc.)

  1. XV. Presentation of FY14 Strategic Budget Update

Mr. Brooks began discussion by informing the committee that the Governor has signed the class-size waiver bill.  Mr. Moya discussed a $10M turnaround:

  • Revenue-additional $4M
  • Expenditure-additional $6M

Mr. Hendrickson discussed last month’s outlook was a $7.2M shortfall.  Today, with a $10.1M turnaround, we are looking at a $2.9M surplus.  The updated Estimated Budget Changes as of April 16, 2013, were reviewed:

  • Restored $2M Set Aside Unknowns
  • Ernie Pyle SIG Stipends
  • Retiree Life Insurance Plan (changes take effect January 1-6 months of savings)
  • City Centre Reductions (held harmless)
  • Currently looking at $7.2M in surplus ($10.1-$2.9=$7.2)

Changes:

  • Special Education enrollment continues to increase-budgeted an additional $1M
  • $3M in IDEA-B
  • 2 new high schools ($1M placeholder)
  • Unemployment Insurance claims (PED retro billing of $1.7M)
  • Including these changes, puts the district in a $3.2M surplus position

 

President Esquivel suggested meetings with Board members (2-3 at a time) to discuss their concerns and questions regarding the FY14 budget prior to the May 7 Finance Committee meeting.

 

  1. XVI. Future Agenda Items/Requests

 

  1. XVII. Adjournment

Dr. Duran adjourned the Finance Committee meeting at 9:15 a.m.  The next Finance Committee meeting will be held on Tuesday, May 7, 2013, at 5:00 p.m., in the DeLayo-Martin Community Room.

 

 

 

 

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