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Board of Education Finance Committee Meeting - Jun 18, 2013

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

Meeting Date & Time: Tuesday, June 18, 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: 05/24/2013, 7:24 PM
Agenda Posted On: 06/14/2013, 4:57 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, June 18, 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 June 18, 2013, Finance Committee Agenda and Minutes of the May 21, 2013, Finance Committee Meeting (Discussion/Action)

 

II.

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

 

A.

Middle School Initiative, $1,040,000

 

B.

High School Retention Block, $150,000

 

C.

Job Mentor Program, $147,682

 

D.

IDEA-B-Puente para los Ninos, $52,362

 

E.

Title VIII Impact Aid-SPED, $40,448

 

F.

Running Start for Careers, $20,000

 

G.

Petroglyph-Spring Horizon Award, $4,090

 

H.

AVID-Roosevelt Middle School, $2,820

 

III.

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

 

IV.

Consideration for Approval of Title I and Title II Consolidated Grant Application for 2013-14 School Year(Discussion/Action)
Presenter: Teresa Scott

 

V.

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

 

A.

Beal Bus Company, $34,100

 

B.

Albert Sanchez Bus Company Inc., $54,115

 

C.

Diana Sanchez, $18,992

 

VI.

Consideration for Approval of School Bus Fleet Service Contracts for 2013-14 (Discussion/Action)
Presenter: Brad Winter

 

A.

Beal Bus Company, $661,448.26

 

B.

Castillo, D., $49,088.76

 

C.

Gonzales, A., $338,426.78

 

D.

Gonzales, Jos., $96,197.41

 

E.

Gonzales, Joy., $63,823.04

 

F.

Durham, $4,942,470.74

 

G.

Herrera, $4,687,244.55

 

H.

Lovato, $203,516.14

 

I.

Lucero, $434,734.07

 

J.

Mountain, $721,849.36

 

K.

Sanchez, A., $1,736,355.81

 

L.

Sanchez, D., $184,824.48

 

M.

SSW, $678,015.38

 

N.

Sena, $371,918.39

 

O.

South 14, $428,842.05

 

P.

Trujillo, J., $53,875.30

 

VII.

Consideration for Approval of Delivered Pizza Bid #13-049MS-AM (Discussion/Action)
Presenter: Mark Heckart

 

VIII.

Consideration for Approval of Food and Non-Food Bid #13-047MS-SL (Discussion/Action)
Presenter: Mark Heckart

 

IX.

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

 

X.

Consideration for Approval of Statement of Equipment Taken Out of Service March 1-31, 2013 (Discussion/Action)
Presenter: Tami Coleman

 

XI.

Consideration for Approval of Statement of Equipment Taken Out of Service April 1-30, 2013 (Discussion/Action)
Presenter: Tami Coleman

 

XII.

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

 

A.

Maintenance BAR #001-013-1213-0030-M

 

XIII.

Presentation of Academia de Lengua y Cultura Financial Reports as of May 31, 2013 (Discussion)
Presenter: Tami Coleman

 

XIV.

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

 

XV.

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

 

XVI.

Presentation of MOE Update  (Discussion)
Presenter: Don Moya and Carrie Menapace

 

XVII.

Presentation of Paycheck Options Update (Discussion)
Presenter: Tami Coleman

 

XVIII.

Consideration for Approval of 2014 Benefit Plan Recommendations (Discussion/Action)
Presenter: Andrea Trybus and Vera Dallas

 

XIX.

Future Agenda Items/Requests (Discussion)

 

XX.

Adjournment

 

A.

The next Finance Committee meeting will be held on Tuesday, July 16, 2013, at 7:45 a.m., at the Alice and Bruce King Educational Complex in the DeLayo-Martin Community Room.

 







Albuquerque Public Schools

Minutes of the Finance Committee

June 18, 2013

_________________________________________________________________________________________

 

A Finance Committee meeting of the Albuquerque Public Schools Board of Education was held on Tuesday, June 18, 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, Kathy Korte, Lorenzo Garcia, Analee Maestas, Steven Michael Quezada and David Peercy.

 

Absent:  Marty Esquivel

 

  1. I. Call to Order

Chairman Duran called the meeting to order at 7:54 a.m.

a.    Adoption of the June 18, 2013, Agenda and Approval of the May 21, 2013, Minutes

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

 

  1. II. Consideration for Approval of Budget Adjustments for Grant Management
    1. a. Middle School Initiative, $1,040,000
    2. b. High School Retention Block, $150,000
    3. c. Job Mentor Program, $147,682
    4. d. IDEA-B-Puente para los Ninos, $52,362
    5. e. Title VIII Impact Aid-SPED, $40,448
    6. f. Running Start for Careers, $20,000
    7. g. Petroglyph-Spring Horizon Award, $4,090
    8. h. AVID-Roosevelt Middle School, $2,820

Ms. Scott presented the various budget adjustments for Grant Management.

 

Ms. Korte 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 Intra-Function Transfers for May 2013

Ms. Scott presented inter-function transfers for the month of May—cleanup for underestimating benefits.

 

Ms. Korte motioned for approval of Grant Management Intra-Function Transfers for May 2013, with Dr. Maestas seconding the motion in the affirmative.  Motion carried.

 

  1. IV. Consideration for Approval of Title I and Title II Consolidated Grant Application for 2013-14 School Year

Ms. Scott presented the Title I and Title II Consolidated Grant Application for 2013-14 School Year.

 

Ms. Korte motioned for approval of the Title I and Title II Consolidated Grant Application for 2013-14 School Year with Mr. Quezada seconding the motion in the affirmative.

 


  1. V. Consideration for Approval of Supplement to Fleet Service Contract
  2. a. Beal Bus Company, $34,100
  3. b. Albert Sanchez Bus Company Inc., $54,115
  4. c. Diana Sanchez, $18,992

Mr. Moya presented adjustments to contracts for bus rental fees.  Ms. Lucy Vigil added that these amendments are for rental fee approvals to the FY13 contracts.

 

Ms. Korte motioned for approval of the Supplement to Fleet Service Contract with Dr. Peercy seconding the motion in the affirmative.  Motion carried.

 

  1. VI. Consideration for Approval of School Bus Fleet Service Contracts for 2013-14
  2. a. Beal Bus Company, $661,448.26
  3. b. Castillo, D., $49,088.76
  4. c. Gonzales, A., $338,426.78
  5. d. Gonzales, Jos., $96,197.41
  6. e. Gonzales, Joy., $63,823.04
  7. f. Durham, $4,942,470.74
  8. g. Herrera, $4,687,244.55
  9. h. Lovato, $203,516.14
  10. i. Lucero, $434,734.07
  11. j. Mountain, $721,849.36
  12. k. Sanchez, A., $1,736,355.81
  13. l. Sanchez, D., 184,824.48
  14. m. SSW, $678,015.38
  15. n. Sena, $371,918.39
  16. o. South 14, $428,842.05
  17. p. Trujillo, J., $53,875.30

Mr. Moya presented the School Bus Fleet Service Contracts for 2013-14—16 bus contractors to provide service.

 

Ms. Korte motioned for approval of the School Bus Fleet Service Contracts for 2013-14, with Mr. Garcia seconding the motion in the affirmative.  Motion carried.

 

  1. VII. Consideration for Approval of Delivered Pizza Bid #13-049MS-AM

Mr. Heckart presented the pizza bid.  Ms. Mary Swift stated that schools tested various pizzas on their students who gave input on which they preferred.

 

Dr. Maestas motioned for approval of the Delivered Pizza Bid #13-049MS-AM with Ms. Korte seconding the motion in the affirmative.  Motion carried.

  1. VIII. Consideration for Approval of Food and Non-Food Bid #13-047MS-SL

Mr. Heckart presented the bulk of food and non-food items for Food Services

 

Ms. Korte motioned for approval of the Food and Non-Food Bid #13-047MS-SL with Mr. Quezada seconding the motion in the affirmative.  Motion carried.


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

Mr. Heckart presented the cash disbursements for the month of May.

 

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

 

  1. X. Consideration for Approval of Statement of Equipment Taken Out of Service March 1-31, 2013

Ms. Coleman presented the statement of equipment taken out of service for the month of March.

 

Mr. Garcia motioned for approval of the Statement of Equipment Taken out of Service March 1-31, 2013, with Ms. Korte seconding the motion in the affirmative.  Motion carried.

 

  1. XI. Consideration for Approval of Statement of Equipment Taken Out of Service April 1-30, 2013

Ms. Coleman presented the statement of equipment taken out of service for the month of April.

 

Dr. Peercy motioned for approval of the Statement of Equipment Taken out of Service April 1-30, 2013, with Ms. Korte seconding the motion in the affirmative.  Motion carried.

 

  1. XII. Consideration for Approval of Budget Adjustment Request for Academia de Lengua y Cultura

Ms. Coleman presented adjustments transferring funds between a series of functions—end of year cleanup.

 

Dr. Maestas motioned for approval of the Budget Adjustment Request for Academia de Lengua y Cultura with Mr. Quezada seconding the motion in the affirmative.  Motion carried.

 

  1. XIII. Presentation of Academia de Lengua y Cultura Financial Reports as of May 31, 2013

Ms. Coleman presented the business report for the month of May.  The first page lists payments made in the amount of $56,965.88.  The expenditure section shows the operational fund with a balance of $17,181.  Two staff members remain on contract through the end of June.  Assets are being moved to the APS Warehouse—decisions will be made as to their disposal.

 

  1. XIV. Consideration for Approval of Operational Fund Intra-Function Transfers for May

 

Dr. Peercy motioned for approval of the Operational Fund Intra-Function Transfers for May with Ms. Korte seconding the motion in the affirmative.  Motion carried.

  1. XV. Presentation of FY14 Budget Update

Mr. Brooks began discussion by publicly thanking Chairman Duran, Dr. Peercy and Ms. Korte for attending the budget presentation before the PED.  Sixty-five cents of every dollar is going into direct instruction—when special education is added, it becomes eighty cents of every dollar into the classroom.  He is extraordinarily proud of the finance team headed by Don Moya, Ruben Hendrickson and staff.  Mr. Moya stated that he did not anticipate any issues moving forward—has been working with PED staff as federal fund budgets are finalized.  We have not received word as to whether the unit value is going to increase or whether there will be an additional increase of funds with relation to maintenance of effort this year.  The secretary designate announced at a conference that the unit value would be going up $15—no word whether or when it’s going to happen.  Dr. Maestas asked for an update on the retiree life insurance.  Mr. Brooks responded by saying that a conversation will take place after June 25—looking at some form of payment plan.  Ms. Dallas stated that the current annual rate for the grandfathered group is $34.80 for a maximum $25,000 coverage (some pay less for less coverage); the district has been paying the difference.  Anyone who retired after May 2000 has been paying 100% of the rates.  The plan is not being cancelled—only the $1M subsidy.  Every year when retirees are billed, they receive a statement informing them of the type of coverage and premium.  Confirmation of coverage letters are also provided when requested—includes type of coverage, beneficiaries, premiums and certificate of coverage from Standard Insurance.  The new annual rate is $540 (highest) for retirees who are 70 plus years of age—can be less depending on age.

 

  1. XVI. Presentation of MOE Update

Mr. Moya took the opportunity to discuss the Maintenance of Effort (MOE) currently faced by the State of New Mexico and its impact to the Albuquerque Public Schools.  Ms. Menapace referenced the chart distributed to the committee.  MOE is largely dependent on the unit value—program costs divided by the number of units created by school districts in the state.  Each time the unit value fluctuates, it becomes more difficult to maintain effort.  During the fiscal crisis, the unit value went down—when multiplied by number of special education students in the State of New Mexico, target was not hit.  The LESC will study the idea of having two separate unit values.  The US Department of Education established target at 2009 levels—about $461M—anytime this target is not reached we can expect to fail to maintain effort.  Missed MOE in 2010 by $48M—received a waiver.  FY11 missed by $34M—waiver denied; FY12-missed by $26M and FY13 missed by $15M.  If appeal is denied, the US Department of Ed will decrease New Mexico’s federal allocation by $34M—the Legislature will have to decide whether to have school districts maintain their own expenditures with less money or fill the gap.

 

Due to time constraints, items 17 and 18 were not heard.  Chairman Duran suggested that staff work with the Board office in rescheduling these two items.

 

  1. XVII. Presentation of Paycheck Options Update
  2. XVIII. Consideration for Approval of 2014 Benefit Plan Recommendations

  1. XIX. Future Agenda Items/Requests
    1. a. Career and Vocational Update prior to September 1
    2. b. Retiree Life Insurance Subsidy Update
    3. c. MOE Update

  1. XX. Adjournment

Dr. Duran entertained a motion to adjourn the Finance Committee meeting at 9:20 a.m.  Mr. Garcia motioned to adjourn the meeting with Dr. Maestas seconding the motion in the affirmative.  Motion carried.  The next Finance Committee meeting will be held on Tuesday, July 16, 2013, at 7:45 a.m., in the DeLayo-Martin Community Room.

 

 

 

 

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