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Board of Education Finance Committee Meeting - May 21, 2013

Meeting Date & Time: Tuesday, May 21, 2013, 7:45 AM
Where: DeLayo Martin Community Room Alice and Bruce King Educational Complex, 6400 Uptown NE
Minutes: Minutes
Agenda Packet: Packet
Meeting Posted On: 04/19/2013, 6:17 PM
Agenda Posted On: 05/17/2013, 5:47 PM
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Finance Committee Meeting

AGENDA

 

The Finance Committee Meeting will begin at 7:45 a.m. or immediately following the Capital Outlay, Property, and Technology Committee meeting.

Tuesday, May 21, 2013

7:45 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 May 21, 2013, Finance Committee Agenda and Minutes of the April 16, 2013 and May 7, 2013, Finance Committee Meetings (Discussion/Action)

 

II.

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

 

A.

K-3 Plus, $1,225,032

 

B.

Kirtland Korner, $39,985

 

C.

KANW, $5,380

 

D.

Elementary Breakfast-Charter Schools, $702

 

III.

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

 

IV.

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

 

V.

Consideration for Approval of Cash Transfer Request (Discussion/Action)
Presenter: Teresa Scott

 

VI.

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

 

A.

Beal Bus Company, $34,133

 

B.

Albert Sanchez Bus Company Inc., $54,115

 

C.

Diana Sanchez, $18,992

 

VII.

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

 

A.

Beal Bus Company

 

B.

Albert Sanchez Bus Company Inc.

 

C.

Diana Sanchez

 

VIII.

Consideration for Approval of Final Supplement to School Bus Fleet Service Contracts for 2012-13 (Discussion/Action)
Presenter: Brad Winter

 

IX.

Consideration for Approval of Budget Adjustment Increase for Student Transportation Services(Discussion/Action)
Presenter: Brad Winter

 

A.

2012-13 Interest Income, $3,025

 

X.

Consideration for Approval of IDEA-B Grant Application for 2013-14 School Year
Presenter: Anne Tafoya

 

XI.

Consideration for Approval of Locks and Hardware on Demand Bid #13-034GR-AM (Discussion/Action)
Presenter: Don Moya

 

XII.

Consideration for Approval of Math and Language Arts Manipulatives Bid #13-044LJ-AM (Discussion/Action)
Presenter: Don Moya

 

XIII.

Consideration for Approval of Infor (Lawson) Maintenance Annual Contract (Discussion/Action)
Presenter: Lynn Harris

 

XIV.

Consideration for Approval of Cash Disbursements for April 2013 (Discussion/Action)
Presenter: Tami Coleman

 

XV.

Consideration for Approval of $43,400,000 in General Obligation School Building Bond Sale Resolution 2013A and $94,215,000 in General Obligation Refunding Bonds Series 2013B (Discussion/Action)
Presenter: Don Moya

 

XVI.

Consideration for Approval of Assets Missing Greater than Two Years Inventory List (Discussion/Action)
Presenter: Tami Coleman

 

XVII.

Consideration for Approval of Budget Adjustment Request for Academia de Lengua y Cultura  (Discussion/Action)
Presenter: Tami Coleman

 

A.

SB-9 State Match, $1,695

 

B.

IDEA-B, $856

 

C.

Teacher/Principal Training, $1,492

 

D.

Title I, $6,862

 

XVIII.

Consideration for Approval of Budget Adjustment Requests for Academia de Lengua y Cultura (Discussion/Action)
Presenter: Tami Coleman

 

A.

Maintenance BAR #001-013-1213-0024-M (move approved budget to actual expenditure account-no increase)

 

B.

Transfer BAR #001-013-1213-0027-T (move approved budget to actual expenditure account-no increase)

 

C.

Maintenance BAR #001-013-1213-0029-M (move approved budget to actual expenditure acount-no increase)

 

XIX.

Presentation of Academia de Lengua y Cultura Financial Reports as of April 30, 2013 (Discussion)
Presenter: Tami Coleman

 

XX.

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

 

XXI.

Consideration for Approval of Instructional Material Fund Budget Increase (Discussion/Action)
Presenter: Ruben Hendrickson

 

XXII.

Consideration for Approval of Education Technology Debt Service Fund Transfer (Discussion/Action)
Presenter: Ruben Hendrickson

 

XXIII.

Presentation of FY2013 Q3 Expenditure Report (Discussion)
Presenter: Don Moya

 

XXIV.

Future Agenda Items/Requests (Discussion)

 

XXV.

Adjournment

 

A.

The next Finance Committee meeting will be held on Tuesday, June 18, 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

May 21, 2013

_________________________________________________________________________________________

 

A Finance Committee meeting of the Albuquerque Public Schools Board of Education was held on Tuesday, May 21, 2013, beginning at 7:45 a.m., in the Alice and Bruce King Educational Complex, DeLayo-Martin Community Room, 6400 Uptown Blvd., NE.  Attending were:  Don Duran (via telephone), Marty Esquivel, Lorenzo Garcia, Analee Maestas, Steven Michael Quezada and David Peercy.

 

Absent:  Kathy Korte

 

  1. I. Call to Order

Mr. Quezada called the meeting to order at 7:46 a.m.

a.   Adoption of the May 21, 2013, Agenda (item 22 revised, distributed) and Approval of the April 16, 2013 and May 7, 2013, Minutes

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

 

  1. II. Consideration for Approval of Budget Adjustments for Grant Management
    1. a. K-3 Plus, $1,225,032
    2. b. Kirtland Korner, $39,985
    3. c. KANW, $5,380
    4. d. Elementary Breakfast-Charter Schools, $702

Ms. Scott presented budget adjustments for four grants.

 

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

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

Ms. Scott presented inter-function transfers for the month of April.

 

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

 

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

Ms. Scott presented the intra-function transfers for the month of April.

 

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

 

  1. V. Consideration for Approval of Cash Transfer Request

 

Mr. Esquivel motioned for approval of the Cash Transfer Request, with Dr. Maestas seconding the motion in the affirmative.  Motion carried.

  1. VI. Consideration for Approval of Budget Adjustment Request for School Bus Rental Fee
  2. a. Beal Bus Company, $34,133
  3. b. Albert Sanchez Bus Company Inc., $54,115
  4. c. Diana Sanchez, $18,992

Dr. Winter presented the Budget Adjustment Request for School Bus Rental Fee for three contractors who have purchased new buses approved by PED.

 

Dr. Maestas 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. VII. Consideration for Approval of Supplement to School Bus Fleet Service Contract
    1. a. Beal Bus Company
    2. b. Albert Sanchez Bus Company, Inc.
    3. c. Diana Sanchez

Dr. Winter presented the Supplement to School Bus Fleet Service Contract for three contractors-reflects increase in rental fees to the contract.

 

Mr. Garcia motioned for approval of the Supplement to School Bus Flee Service Contract with Dr. Maestas seconding the motion in the affirmative.  Motion carried.

  1. VIII. Consideration for Approval of Final Supplement to School Bus Fleet Service Contracts for 2012-13

Dr. Winter presented contract supplements for the 16 school bus contractors-final allocation received from PED.  At the beginning of the fiscal year, the mileage rate was $2.07-closing the year at $2.25 per mile.

 

Mr. Garcia motioned for approval of the Final Supplement to School Bus fleet Service Contracts for 2012-13 with Mr. Esquivel seconding the motion in the affirmative.  Motion carried.

  1. IX. Consideration for Approval of Budget Adjustment Increase for Student Transportation Services

Dr. Winter presented a budget adjustment request for interest income calculated by the accounting department-increases the Other Contract Services account.

 

Mr. Garcia motioned for approval of the Budget Adjustment Increase for Student Transportation Services with Dr. Maestas seconding the motion in the affirmative.  Motion carried.

 

  1. X. Consideration for Approval of IDEA-B Grant Application for 2013-14 School Year

Ms. Scott presented the application for the upcoming school year.

 

Mr. Esquivel motioned for approval of the IDEA-B Grant Application for the 2013-14 School Year with Dr. Maestas seconding the motion in the affirmative.  Motion carried.


  1. XI. Consideration for Approval of Locks and Hardware on Demand Bid #13-034GR-AM

Mr. Moya presented the bids for locks and hardware.

 

Mr. Esquivel motioned for approval of the Locks and Hardware on Demand Bid #13-034GR-AM with Mr. Garcia seconding the motion in the affirmative.  Motion carried.

  1. XII. Consideration for Approval of Math and Language Arts Manipulatives Bid #13-044LJ-AM

Mr. Moya presented the RFP for the Math and Language Arts Manipulatives bid.

 

Mr. Esquivel motioned for approval of the Math and Language Arts Manipulatives Bid #13-044LJ-AM with Mr. Garcia seconding the motion in the affirmative.  Motion carried.

 

  1. XIII. Consideration for Approval of Infor (Lawson) Maintenance Annual Contract

Mr. Moya presented the annual maintenance agreement for Infor, formerly known as Lawson.  Ms. Coleman informed the committee that the contract amount is between $330K and $360K.

 

Mr. Garcia motioned for approval of the Infor (Lawson) Maintenance Annual Contract with Dr. Maestas seconding the motion in the affirmative.  Motion carried.

  1. XIV. Consideration for Approval of Cash Disbursements for April 2013

Ms. Coleman presented the cash disbursements for April 2013.

 

Mr. Garcia motioned for approval of the Cash Disbursements for April 2013, with Dr. Maestas seconding the motion in the affirmative.  Motion carried.

 

  1. XV. Consideration for Approval of $43,400,000 in General Obligation School Building Bond Sale Resolution 2013A and $94,215,000 in General Obligation Refunding Bonds Series 2013B

Mr. Moya informed the committee that two things are being accomplished:

  • Sell the remaining amount of Series 2010 for $43.4M-approved in the 2010 election
  • Refinancing of 2007-2008 bonds-opportunity to refinance at a lower rate-value savings-paying less interest

 

Mr. Garcia motioned for approval of $43,400,000 in General Obligation School Building Bond Sale Resolution 2013A and $94,215,000 in General Obligation Refunding Bonds Series 2013B, with Mr. Esquivel seconding the motion in the affirmative.  Motion carried.

 

  1. XVI. Consideration for Approval of Assets Missing Greater than Two Years Inventory List

Ms. Coleman presented the annual report as per the procedural directive.  School inventories are taken once a year.  When assets have been missing for two consecutive inventories, school sites and departments are worked with to remove assets from inventory lists.  Mr. Moya informed the committee that this list will be presented for annual approval.

 

Mr. Garcia motioned for approval of the Assets Missing Greater than Two Years Inventory List with Mr. Esquivel seconding the motion in the affirmative.  Motion carried.


 

  1. XVII. Consideration for Approval of Budget Adjustment Request for Academia de Lengua y Cultura
    1. a. SB-9 State Match, $1,695
    2. b. IDEA-B, $856
    3. c. Teacher/Principal Training, $1,492
    4. d. Title I, $6,862

 

  1. XVIII. Consideration for Approval of Budget Adjustment Requests for Academia de Lengua y Cultura
    1. a. Maintenance BAR #001-013-1213-0024-M (move approved budget to actual expenditure account-no increase)
    2. b. Transfer BAR #001-013-1213-0027-T (move approved budget to actual expenditure account-no increase)
    3. c. Maintenance BAR #001-013-1213-0029-M (move approved budget to actual expenditure account-no increase)

 

  1. XIX. Presentation of Academia de Lengua y Cultura Financial Reports as of April 30, 2013

Ms. Coleman presented the first report for this school:

  • Charter school applied through the State for renewal-application was denied
  • APS is involved in this school’s finances
  • All authorizations will come before the APS Board-now the governing council
  • Will be included in Audit Committee meetings as a separate item
  • BAR’s, expenditure reports represent end of year business

 

Dr. Maestas motioned for approval of items 17, 18 and 19, with Mr. Garcia seconding the motion in the affirmative.  Motion carried.

 

  1. XX. Consideration for Approval of Operational Fund Intra-Function Transfers for April 2013

Mr. Hendrickson presented the intra-function transfers for April.

 

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

 

  1. XXI. Consideration for Approval of Instructional Material Fund Budget Increase

Mr. Hendrickson presented the final allocation for instructional materials to APS.  The initial allocation for instructional materials was allocated in the amount of 5.7M.  Additional $900,000 represents final allocation, bringing the total to about $6.6M.

 

Dr. Maestas motioned for approval of the Instructional Material Fund Budget Increase with Mr. Garcia seconding the motion in the affirmative.  Motion carried.

 

  1. XXII. Consideration for Approval of Education Technology Debt Service Fund Transfer

Mr. Hendrickson presented an increase to account for collection costs associated with the sale of Ed Tech Notes.  Initial budget was $43,000; need an additional $85,000 to meet collection costs.

 

Mr. Garcia motioned for approval of the Education Technology Debt Service Fund Transfer with Dr. Maestas seconding the motion in the affirmative.  Motion carried.

  1. XXIII. Presentation of FY2013 Q3 Expenditure Report

Mr. Moya presented the quarter 3 expenditure report by all funds.  Per the Board’s direction, this report is prepared by Mr. Hendrickson every quarter.   Mr. Hendrickson brought to the committee’s attention the change in the Grants area-due to sequestration taking effect for the first time.

 

  1. XXIV. Future Agenda Items/Requests

 

  1. XXV. Adjournment

Mr. Quezada adjourned the Finance Committee meeting at 8:24 a.m.  The next Finance Committee meeting will be held on Tuesday, June 18, 2013, at 7:45 a.m., in the DeLayo-Martin Community Room.

 

 

 

 

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