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Board of Education Finance Committee Meeting - Apr 22, 2014

Meeting Date & Time: Tuesday, April 22, 2014, 7:45 AM
Where: DeLayo Marting Community Board Room, Alice and Bruce King Educational Complex, 6400 Uptown Blvd. NE
Minutes: Minutes
Agenda Packet: Packet
Meeting Posted On: 03/17/2014, 10:43 AM
Agenda Posted On: 04/18/2014, 10:01 AM
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Finance Committee Meeting

AGENDA

 

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

Tuesday, April 22, 2014

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.

Roll Call

 

B.

Approval of the March 18, 2014, Finance Committee Agenda and Minutes of the February 18, 2014, Finance Committee Meeting (Discussion/Action)

 

II.

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

 

A.

PARCC, $1,500,411

 

B.

Title IIA, $178,306

 

C.

Carl Perkins Secondary, $167,245

 

D.

New Mexico Reads to Lead, $50,000

 

E.

Carl Perkins-High Schools That Work, $20,522

 

F.

Kirtland Korner, $7,194

 

G.

Jobs for New Mexico Graduates-JAG, $4,281

 

H.

KANW-Rural, $1,915

 

I.

Title I School Improvement, ($538,068)

 

J.

KANW, ($75,435)

 

III.

Consideration for Approval of Grant Management Inter-Function Transfers for March 2014 (Discussion/Action)
Presenter: Teresa Scott

 

IV.

Consideration for Approval of Grant Management Intra-Function Transfers for March 2014 (Discussion/Action)
Presenter: Teresa Scott

 

V.

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

 

A.

Beal Bus Company, $59,418

 

B.

Herrera School Buses, Inc., $568,823

 

VI.

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

 

A.

Beal Bus Company, $59,418

 

B.

Herrera School Buses, Inc., $568,823

 

VII.

Consideration for Approval of Charter School Transportation Administrative Fee 2013-14 (Discussion/Action)
Presenter: Brad Winter

 

VIII.

Consideration for Approval of Final Transportation Charter School Allocation 2013-14 (Discussion/Action)
Presenter: Brad Winter

 

IX.

Presentation of Community Eligibility Provision for the 2014-15 School Year (Discussion)
Presenter: Brad Winter and Mary Swift

 

X.

Consideration for Approval of Meal Price Increases for Breakfast and Lunch for Students Who Do Not Qualify for Free or Reduced Meals (Discussion/Action)
Presenter: Brad Winter and Mary Swift

 

XI.

Consideration for Approval of Budget Adjustment for 21st Century Public Academy (Discussion/Action)
Presenter: Tami Coleman

 

A.

Increase BAR #001-027-1314-0025-I

 

B.

PARCC, $14,025

 

XII.

Consideration for Approval of 21st Century Public Academy Cash Disbursements for March 2014 (Discussion/Action)
Presenter: Tami Coleman

 

XIII.

Presentation of 21st Century Public Academy Financial Reports as of March 31, 2014 (Discussion)
Presenter: Tami Coleman

 

XIV.

Consideration for Approval of Statement of Equipment Taken out of Service February 1-28, 2014 (Discussion/Action)
Presenter: Tami Coleman

 

XV.

Consideration for Approval of Revenue of Appropriation Increase (Discussion/Action)
Presenter: Tami Coleman

 

A.

Increase in estimated revenue within SB-9 Capital Fund for State matching funds for fiscal year 2013-14

 

XVI.

Consideration for Approval of Physical Education Equipment and Supplies Bid #14-040RR (Discussion/Action)
Presenter: Mark Heckart

 

XVII.

Consideration for Approval of Industrial Fencing Services Bid #14-045MM-AM (Discussion/Action)
Presenter: Mark Heckart

 

XVIII.

Consideration for Approval of Sports/Pediatric Medicine Equipment and Supply Bid #14-043RR-AM (Discussion/Action)
Presenter: Mark Heckart

 

XIX.

Consideration for Approval of Photography Services for K-12 Schools Bid #14-050GR-SL (Discussion/Action)
Presenter: Mark Heckart

 

XX.

Consideration for Approval of Cash Disbursements for March 2014 (Discussion/Action)
Presenter: Mark Heckart

 

XXI.

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

 

XXII.

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

 

XXIII.

Consideration for Approval of Gifts, Grants and Donations of More than $5,000 (Discussion/Action)

 

A.

Donation of scoreboard valued at $18,500 for La Cueva High School

 

B.

Donation of electronic marquee sign and electrical service to sign valued at $21,658 for Dennis Chavez Elementary School

 

XXIV.

Consideration for Approval of Hayes Software Systems TipWeb-IT Inventory Tracking System (Discussion/Action)
Presenter: Don Moya

 

XXV.

Presentation of Q3 Investment Update for FY14 (Discussion)
Presenter: Don Moya

 

XXVI.

Presentation of Activity Fund Audit Compliance (Discussion)
Presenter: Don Moya

 

XXVII.

Future Agenda Items/Requests (Discussion)

 

XXVIII.

Consideration for Approval to Convene in Executive Session Pursuant to the Open Meetings Act NMSA 1978 (§ 10-15-1 (H)(7)) for the Purpose of Discussing Pending Litigation Regarding Z.J. Lujan on behalf of S.L., a minor child v. Board of Education of Albuquerque Public Schools D-202-CV-2012-11272 (Action)

 

XXIX.

Reconvene to Open Session

 

XXX.

Statement of Closure

 

XXXI.

Adjournment

 

A.

The next Finance Committee meeting will be held on Tuesday, May 20, 2014, 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

April 22, 2014

_________________________________________________________________________________________

 

A Finance Committee meeting of the Albuquerque Public Schools Board of Education was held on Tuesday, April 22, 2014, scheduled to begin at 7:45 a.m., in the Alice and Bruce King Educational Complex, John Milne Community Board Room, 6400 Uptown Blvd., NE.

 

  1. I. Call to Order

Chairman Esquivel called the meeting to order at 8:30 a.m.

  1. a. Roll Call

The following were in attendance:  Martin Esquivel, Kathy Korte (via telephone), Lorenzo Garcia, David Peercy and Don Duran.  The following were absent:  Analee Maestas and Steven Michael Quezada.

 

b.    Adoption of the April 22, 2014, Agenda and Approval of the March 18, 2014, Minutes

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

 

  1. II. Consideration for Approval of Budget Adjustments for Grant Management
    1. a. PAARC, $1,500,411
    2. b. Title IIA, $178,306
    3. c. Carl Perkins Secondary, $167,245
    4. d. New Mexico Reads to Lead, $50,000
    5. e. Carl Perkins-High Schools That Work, $20,522
    6. f. Kirtland Korner, $7,194
    7. g. Jobs for New Mexico Graduates-JAG, $4,281
    8. h. KANW-Rural, $1,915
    9. i. Title I School Improvement, ($538,068)
    10. j. KANW, ($75,435)

Ms. Scott presented increases and decreases for the current month.

 

Dr. Peercy motioned for approval of the Budget Adjustments for Grant Management (items a-j) with Mr. Garcia seconding the motion in the affirmative.  Motion carried.

  1. III. Consideration for Approval of Grant Management Inter-Function Transfers for March 2014
  2. IV. Consideration for Approval of Grant Management Intra-Function Transfers for March 2014

Ms. Scott presented routine inter- and intra-function transfers for the month of March.

 

Mr. Garcia motioned for items 3 and 4, with Dr. Peercy seconding the motion in the affirmative.  Motion carried.

  1. V. Consideration for Approval of Budget Adjustment Request for School Bus Rental Fee
    1. a. Beal Bus Company, $59, 418
    2. b. Herrera School Buses, Inc., $568,823
  2. VI. Consideration for Approval of Supplement to School Bus Fleet Service Contract
    1. a. Beal Bus Company, $59, 418
    2. b. Herrera School Buses, Inc., $568,823

  1. VII. Consideration for Approval of Charter School Transportation Administrative Fee 2013-14
  2. VIII. Consideration for Approval of Final Transportation Charter School Allocation 2013-14

Ms. Lucy Vigil presented transportation items 5-8.

 

Mr. Garcia motioned for approval of items 5-8, with Dr. Peercy seconding the motion in the affirmative.  Motion carried.

 

  1. IX. Presentation of Community Eligibility Provision for the 2014-15 School Year

Ms. Gloria Kozeliski, Director of Site Operations for Food Services, presented the following regarding the Community Eligibility Provision for the 2014-15 School Year:

  • Will add 23 more schools
  • Students will be able to eat at no charge—USDA funds will pay
  • Provision 2 schools will be converted to Community Eligibility Provision—totaling 73 schools
  1. X. Consideration for Approval of Meal Price Increases for Breakfast and Lunch for Students Who Do Not Qualify for Free or Reduced Meals

Mr. Garcia motioned for approval of items 9 and 10, with Dr. Peercy seconding the motion in the affirmative.  Motion carried.

 

  1. XI. Consideration for Approval of Budget Adjustment for 21st Century Public Academy
    1. a. Increase BAR #001-027-1314-0025-I
    2. b. PAARC, $14,025

Ms. Coleman presented the following:

  • Increase in allocation of $2,673 to IDEA-B fund 24106
  • Increase due to Special Services

 

Mr. Garcia motioned for Approval of Budget Adjustment for 21st Century Public Academy with Dr. Peercy seconding the motion in the affirmative.  Motion carried.

 

  1. XII. Consideration for Approval of  21st Century Public Academy Cash Disbursements for March 2014

Ms. Coleman presented the 21st Century Public Academy cash disbursements for March 2014.

 

Dr. Peercy motioned for approval of 21st Century Public Academy cash disbursements for March 2014, with Dr. Duran seconding the motion in the affirmative.  Motion carried.

 

  1. XIII. Presentation of 21st Century Public Academy Financial Reports as of March 31, 2014

Ms. Coleman presented the 21st Century Public Academy’s March 31 financial report:

  • Going through budget process
  • Reviewing this year’s expenditures to prepare for next year’s
  • The goal is to present a valid budget for next year
  • The principal has identified changes to this year’s expenditures—major effort to reduce the deficit
  • Will end the 2013-14 year with a deficit of ($114,000)
  • Principal has been very active in budget process for next year
  • Would like to start next year without a deficit at the end of next year
  • Costs have been shifted out of school’s books, e.g., business manager services
  • Next year coming in at zero—year after, absorb costs they have not been paying for and come in with a zero balance


 

Mr. Moya added that the Board’s direction was taken and concerns were taken very seriously:

  • Length of engagement in terms of how long we would be managing their finances
  • Deficit
  • Current projections are a result of direction and concerns

 

  1. XIV. Consideration for Approval of Statement of Equipment Taken out of Service February 1-28, 2014
  2. XV. Consideration for Approval of Revenue of Appropriation Increase

Ms. Coleman presented the statement of equipment taken out of service for the month of February—routine items.  Also presented was the increase in SB-9 funding—annual state match for districts and charters schools.  It is normally about $2M—not necessarily additional revenue.  This amount is included in the Capital Master Plan projections for a 6-year period.

 

Dr. Duran motioned for approval of items 14 and 15, with Mr. Garcia seconding the motion in the affirmative.  Motion carried.

 

  1. XVI. Consideration for Approval of Physical Education Equipment and Supplies Bid #14-040RR
  2. XVII. Consideration for Approval of Industrial Fencing Services Bid #14-045MM-AM
  3. XVIII. Consideration for Approval of Sports/Pediatric Medicine Equipment and Supply Bid #140043RR-AM
  4. XIX. Consideration for Approval of Photography Services for K-12 Schools Bid #14-050GR-SL

Mr. Heckart presented routine bids for goods and services:

  • Physical Education Equipment and Supplies:  typical balls, nets, etc.
  • Industrial Fencing:  purchase of rolled up fence by M&O, used for fencing off construction areas
  • Sports/Pediatric Medicine Equipment and Supplies:  braces, pads, bandages, etc.
  • Photography Services for K-12 Schools:  no expense to APS—school pictures—all respondents are awarded—schools have relationships with vendors—already scheduled for next fall

 

Mr. Garcia motioned for approval of items 16-19, with Dr. Peercy seconding the motion in the affirmative.  Motion carried.

  1. XX. Consideration for Approval of Cash Disbursements for March 2014

Mr. Heckart presented routine cash disbursements for March 2014.

 

Dr. Peercy motioned for approval of the Cash Disbursements for March 2014, with Mr. Garcia seconding the motion in the affirmative.  Motion carried.

 

  1. XXI. Consideration for Approval  of Inter-Function Transfers for March
  2. XXII. Consideration for Approval of Intra-Function Transfers for March

Mr. Hendrickson presented routine budget adjustments submitted by schools and departments—both inter- and intra-function transfers.

 

Dr. Peercy motioned for approval of items 21 and 22, with Mr. Garcia seconding the motion in the affirmative.  Motion carried.

 

  1. XXIII. Consideration for Approval of Gifts, Grants and Donations of More than $5,000
    1. a. Donation of scoreboard valued at $18,500 for La Cueva High School
    2. b. Donation of electronic marquee sign and electrical service to sign valued at $21,658 for Dennis Chavez Elementary School

Mr. Eddie Soto presented for approval the donation of the La Cueva High School scoreboard:

  • All standards have been met
  • Funds raised by baseball booster club
  • Scoreboard is for the baseball field—will also be used the girls softball team
  • Will be maintained by district

 

Dr. Peercy motioned for approval of the scoreboard valued at $18,500 for La Cueva High School with Mr. Garcia seconding the motion in the affirmative.  Motion carried.

 

Ms. Diane Kerschen and Principal Bob Woody presented the electronic marquee sign and electrical service to sign for Dennis Chavez Elementary School:

  • Donation by Parent Teacher Organization
  • Information can be posted through Wi-Fi

 

Dr. Peercy motioned for approval of the electronic marquee sign and electrical service to sign valued at $21,658 for Dennis Chavez Elementary School with Mr. Garcia seconding the motion in the affirmative.  Motion carried.

 

  1. XXIV. Consideration for Approval of Hayes Software Systems TipWeb-IT Inventory Tracking System

Mr. Moya began discussion by saying this item will speak to a long-standing issue with respect to:

  • How capital fixed assets are managed
  • Limited by current paper process—cumbersome, antiquated and not efficient
  • Bring a recommendation to purchase a software solution from Hayes
  • Adding addendum to textbook tracking contract to include module that will allow us to track fixed assets
  • After research, this system is the most robust, has most features and is user friendly

 

Mr. Garcia motioned for approval of the Hayes Software Systems TipWeb-IT Inventory Tracking System with Dr. Duran seconding the motion in the affirmative.  Motion carried.

 

  1. XXV. Presentation of Q3 Investment Update for FY14

Mr. Moya presented the investments for the third quarter for FY14.  The statement shows a balance of $332,361,763.30, with earnings of $179,957—just under a quarter of a percent.

 

  1. XXVI. Presentation of Activity Fund Audit Compliance

Mr. Moya began presentation by discussing the following:

  • Dr. Peercy had a number of questions regarding the procedural directive such as:
    • Rewording—concern with the use of the word department
    • Booster club issue-exception is if booster club goes through activity fund
    • How are booster club funds controlled
    • If activity fund is non-compliant, booster club funds would not do activity fundraising---unless somehow controlled by administration
    • Clarification so that schools are not confused

Mr. Moya responded by saying that changes/recommendations would be incorporated into the procedural directive—will be brought back for final review on April 25, 2014.

 

  1. XXVII. Future Agenda Items/Requests


  1. XXVIII. Consideration for Approval to Convene in Executive Session Pursuant to the Open Meetings Act NMSA 1978 (§ 10-15-1 (h)(7) for the Purpose of Discussing Pending Litigation Regarding Z.J. Lujan on behalf of S.L., a minor child v. Board of Education of Albuquerque Public Schools D-202-CV-2012-11272

Mr. Garcia motioned for approval to convene into executive session at 9:18 a.m., with Dr. Duran seconding the motion in the affirmative.  Motion carried.  A roll call vote was taken:  Mr. Garcia-Yes, Ms. Korte-Yes, Dr. Maestas-Absent, Dr. Peercy-Yes, Dr. Duran-Yes, Mr. Quezada-Absent, Mr. Esquivel-Yes

  1. XXIX. Reconvene to Open Session

Chairman Esquivel announced that the Executive Session had closed and the Open Session reconvened at 9:28 a.m.

 

  1. XXX. Statement of Closure

Chairman Esquivel stated that the matters discussed in Executive Session were limited to only those identified in the statement and the motion approved by the Board.

 

  1. XXXI. Adjournment

Chairman Esquivel adjourned the Finance Committee meeting at 9:29 a.m.  The next Finance Committee meeting will be held on Tuesday, May 20, 2014.

 

 

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