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Board of Education Finance Committee Meeting - Jun 17, 2014

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 17, 2014, 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: 05/16/2014, 7:25 PM
Agenda Posted On: 06/13/2014, 7:38 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 17, 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 June 17, 2014, Finance Committee Meeting Agenda and Minutes of the May 20, 2014, Finance Committee Meeting (Discussion/Action)

 

II.

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

 

A.

IDEA-B Risk Pool (Alice King Community School), $59,481

 

B.

Advanced Placement Stipend, $10,000

 

C.

Kirtland Korner, $5,281

 

III.

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

 

IV.

Consideration for Approval of Title III Grant Application for 2014-15 School Year (Discussion/Action)
Presenter: Teresa Scott

 

V.

Consideration for Approval of IDEA-B Basic Entitlement and Preschool Entitlement Grant Application for 2014-15 School Year (Discussion/Action)
Presenter: Teresa Scott

 

VI.

Consideration for Approval of Title II Grant Application for 2014-15 School Year (Discussion/Action)
Presenter: Teresa Scott

 

VII.

Consideration for Approval of Title I Grant Application for 2014-15 School Year (Discussion/Action)
Presenter: Teresa Scott

 

VIII.

Consideration for Approval of Final Supplement to School Bus Fleet Service Contracts for 2013-14 (Discussion/Action)
Presenter: Ruben Hendrickson

 

IX.

Consideration for Approval of School Bus Fleet Service Contracts for 2014-15 (Discussion/Action)
Presenter: Ruben Hendrickson

 

A.

Beal Bus Company, $1,084,170.78

 

B.

D. Castillo, $52,759.20

 

C.

A. Gonzales, $375,758.69

 

D.

Joseph Gonzales, $96,988.80

 

E.

Joyce Gonzales, $46,144.01

 

F.

Durham, $4,581,969.69

 

G.

Herrera, $5,566,067.15

 

H.

Lovato, $203,968.62

 

I.

Lucero, $378,019.19

 

J.

Mountain, $751,015.58

 

K.

A. Sanchez, $1,938,560.04

 

L.

D. Sanchez, $209,696.59

 

M.

Sanchez Southwest, $760,688.13

 

N.

Sena, $296,728.49

 

O.

South 14, $422,114.41

 

P.

J. Trujillo, $63,787.00

 

X.

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

 

XI.

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

 

XII.

Consideration for Approval of Statement of Equipment Taken out of Service April 1-30, 2014 (Discussion/Action)
Presenter: Tami Coleman

 

XIII.

Consideration for Approval of Soft Serve Beverage and Snack Item Bid #14-055MS-SL (Discussion/Action)
Presenter: Mark Heckart

 

XIV.

Consideration for Approval of Food and Non Food Bid #14-054MS-SL (Discussion/Action)
Presenter: Mark Heckart

 

XV.

Consideration for Approval of Fresh Bread Bid #14-056MS-SL (Discussion/Action)
Presenter: Mark Heckart

 

XVI.

Consideration for Approval of Fresh Assorted Produce Bid #14-058MS-SL (Discussion/Action)
Presenter: Mark Heckart

 

XVII.

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

 

XVIII.

Consideration for Approval of Intra-Function Transfers for May (Discussion/Action)
Presenter: Don Moya and Debora Warren

 

XIX.

Consideration for Approval of Budget Transfers for the Debt Service Funds (Discussion/Action)
Presenter: Don Moya and Debora Warren

 

XX.

Future Agenda Items/Requests (Discussion)

 

XXI.

Adjournment

 

A.

The next Finance Committee meeting will be held on Tuesday, July 15, 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

June 17, 2014

_________________________________________________________________________________________

 

A Finance Committee meeting of the Albuquerque Public Schools Board of Education was held on Tuesday, June 17, 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 8:37 a.m.

  1. a.       Roll Call

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

 

  1. b.    Adoption of the June 17, 2014, Agenda and Approval of the May 20, 2014, Minutes

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

                       

  1. II.               Consideration for Approval of Budget Adjustments for Grant Management
    1. a.       IDEA-B Risk Pool (Alice King Community School), $59,481
    2. b.      Advanced Placement Stipend, $10,000
    3. c.       Kirtland Korner, $5,281

Ms. Scott presented increases for the grants listed.

 

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

 

  1. III.             Consideration for Approval of Grant Management Intra-Function Transfers for May 2014

Ms. Scott presented the intra-function transfers for May.

 

Dr. Peercy motioned for approval of Grant Management Intra-Function Transfers for May 2014, with Dr. Duran seconding the motion in the affirmative.  Motion carried.

 

  1. IV.             Consideration for Approval of Title III Grant Application for 2014-15 School Year
  2. V.               Consideration for Approval of IDEA-B Basic Entitlement and Preschool Entitlement Grant Application for 2014-15 School Year
  3. VI.             Consideration for Approval of Title II Grant Application for 2014-15 School Year
  4. VII.           Consideration for Approval of Title I Grant Application for 2014-15 School Year

Ms. Scott presented:

  • Title III application (annual recurring application)
  • IDEA-B application
  • Title II application
  • Title I application
  • Dr. Peercy asked why Gifted is excluded in the IDEA-B application.  Mr. Moya responded that the IDEA is federal monies.  Gifted students are not funded through the federal program.  Gifted is funded through the State special education formula
  •  

 

Dr. Peercy motioned for approval of items 4-7, with Dr. Duran seconding the motion in the affirmative.  Motion carried.

 

  1. VIII.         Consideration for Approval of Final Supplement to School Bus Fleet Service Contracts for 2013-14
  2. IX.             Consideration for Approval of School Bus Fleet Service Contracts for 2014-15

Mr. Hendrickson presented:

  • Supplemental amount to be paid to contractors to finish 13-14 school year
  • Mileage rate ended at $2.37—an increase compared to past years
  • Preliminary approval of contracts with a beginning rate of $2.28 for the 14-15 school year

 

Dr. Peercy motioned for approval of items 8 and 9, with Dr. Duran seconding the motion in the affirmative.  Motion carried.

 

  1. X.               Consideration for Approval of  21st Century Public Academy Cash Disbursements for May 2014

Ms. Coleman presented cash disbursements. 

 

Dr. Peercy motioned for approval of 21st Century Public Academy Cash Disbursements for May 2014, with Dr. Duran seconding the motion in the affirmative.  Motion carried.

 

  1. XI.             Presentation of 21st Century Public Academy Financial Reports as of May 31, 2014

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

  • Total Operational Funding balance is ($123,577.13)
  • Going into next year with a budgeted deficit of ($114,000)

 

  1. XII.           Consideration for Approval of Statement of Equipment Taken out of Service April 1-30, 2014

Ms. Coleman presented the items that have been disposed and run through salvage for the month of April.

  • Dr. Maestas asked how the tracking of equipment issue is being addressed.
  • Mr. Moya responded that the district has invested $670,000 in Hayes Software.  We are undergoing a district-wide audit to identify all assets tagged and untagged—creating a baseline for inventory.  Simultaneously, we are looking at how to improve processes to fully utilize this web-based, paperless system for tracking all district assets. 

 

Dr. Peercy motioned for approval of Statement of Equipment Taken out of Service April 1-30, 2014, with Dr. Duran seconding the motion in the affirmative.  Motion carried.

 

  1. XIII.         Consideration for Approval of Soft Serve Beverage and Snack Item Bid #14-055MS-SL
  2. XIV.         Consideration for Approval of Food and Non Food Bid #14-054MS-Sl
  3. XV.           Consideration for Approval of Fresh Bread Bid #14-056MS-SL
  4. XVI.         Consideration for Approval of Fresh Assorted Produce Bid #14-058MS-SL

Mr. Heckart presented indefinite quantity, as needed food services annual bids.  The fresh food bid identifies vendors from whom we can receive monthly quotes—prices are so volatile. 

 

Dr. Peercy motioned for approval of items 13-16, with Mr. Garcia seconding the motion in the affirmative.  Motion carried.

 

  1. XVII.       Consideration for Approval of Cash Disbursements for May 2014

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

 

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

 

  1. XVIII.     Consideration for Approval of Intra-Function Transfers for May

Mr. Moya presented routine adjustments made during the month of May.

 

Dr. Duran motioned for approval of Intra-Function Transfers for May with Mr. Garcia seconding the motion in the affirmative.  Motion carried.

 

  1. XIX.         Consideration for Approval of Budget Transfers for the Debt Service Funds

Mr. Moya presented a budget transfer to cover the 1% tax collection charged by the County Treasurer.  Receipts came in a little higher. 

 

Mr. Garcia motioned for approval of Budget Transfers for the Debt Service Funds with Dr. Duran seconding the motion in the affirmative.  Motion carried.

 

  1. XX.           Future Agenda Items/Requests
  • Bilingual Multicultural Education Funding 5-Year Plan

 

  1. XXI.               Adjournment

Chairman Esquivel entertained a motion to adjourn the Finance Committee meeting at 8:52 a.m.  Dr. Peercy 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 15, 2014.

 

 

Albuquerque Public Schools

Minutes of the Finance Committee

June 17, 2014

_________________________________________________________________________________________

 

A Finance Committee meeting of the Albuquerque Public Schools Board of Education was held on Tuesday, June 17, 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 8:37 a.m.

  1. a.       Roll Call

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

 

  1. b.    Adoption of the June 17, 2014, Agenda and Approval of the May 20, 2014, Minutes

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

                       

  1. II.               Consideration for Approval of Budget Adjustments for Grant Management
    1. a.       IDEA-B Risk Pool (Alice King Community School), $59,481
    2. b.      Advanced Placement Stipend, $10,000
    3. c.       Kirtland Korner, $5,281

Ms. Scott presented increases for the grants listed.

 

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

 

  1. III.             Consideration for Approval of Grant Management Intra-Function Transfers for May 2014

Ms. Scott presented the intra-function transfers for May.

 

Dr. Peercy motioned for approval of Grant Management Intra-Function Transfers for May 2014, with Dr. Duran seconding the motion in the affirmative.  Motion carried.

 

  1. IV.             Consideration for Approval of Title III Grant Application for 2014-15 School Year
  2. V.               Consideration for Approval of IDEA-B Basic Entitlement and Preschool Entitlement Grant Application for 2014-15 School Year
  3. VI.             Consideration for Approval of Title II Grant Application for 2014-15 School Year
  4. VII.           Consideration for Approval of Title I Grant Application for 2014-15 School Year

Ms. Scott presented:

  • Title III application (annual recurring application)
  • IDEA-B application
  • Title II application
  • Title I application
  • Dr. Peercy asked why Gifted is excluded in the IDEA-B application.  Mr. Moya responded that the IDEA is federal monies.  Gifted students are not funded through the federal program.  Gifted is funded through the State special education formula
  •  

 

Dr. Peercy motioned for approval of items 4-7, with Dr. Duran seconding the motion in the affirmative.  Motion carried.

 

  1. VIII.         Consideration for Approval of Final Supplement to School Bus Fleet Service Contracts for 2013-14
  2. IX.             Consideration for Approval of School Bus Fleet Service Contracts for 2014-15

Mr. Hendrickson presented:

  • Supplemental amount to be paid to contractors to finish 13-14 school year
  • Mileage rate ended at $2.37—an increase compared to past years
  • Preliminary approval of contracts with a beginning rate of $2.28 for the 14-15 school year

 

Dr. Peercy motioned for approval of items 8 and 9, with Dr. Duran seconding the motion in the affirmative.  Motion carried.

 

  1. X.               Consideration for Approval of  21st Century Public Academy Cash Disbursements for May 2014

Ms. Coleman presented cash disbursements. 

 

Dr. Peercy motioned for approval of 21st Century Public Academy Cash Disbursements for May 2014, with Dr. Duran seconding the motion in the affirmative.  Motion carried.

 

  1. XI.             Presentation of 21st Century Public Academy Financial Reports as of May 31, 2014

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

  • Total Operational Funding balance is ($123,577.13)
  • Going into next year with a budgeted deficit of ($114,000)

 

  1. XII.           Consideration for Approval of Statement of Equipment Taken out of Service April 1-30, 2014

Ms. Coleman presented the items that have been disposed and run through salvage for the month of April.

  • Dr. Maestas asked how the tracking of equipment issue is being addressed.
  • Mr. Moya responded that the district has invested $670,000 in Hayes Software.  We are undergoing a district-wide audit to identify all assets tagged and untagged—creating a baseline for inventory.  Simultaneously, we are looking at how to improve processes to fully utilize this web-based, paperless system for tracking all district assets. 

 

Dr. Peercy motioned for approval of Statement of Equipment Taken out of Service April 1-30, 2014, with Dr. Duran seconding the motion in the affirmative.  Motion carried.

 

  1. XIII.         Consideration for Approval of Soft Serve Beverage and Snack Item Bid #14-055MS-SL
  2. XIV.         Consideration for Approval of Food and Non Food Bid #14-054MS-Sl
  3. XV.           Consideration for Approval of Fresh Bread Bid #14-056MS-SL
  4. XVI.         Consideration for Approval of Fresh Assorted Produce Bid #14-058MS-SL

Mr. Heckart presented indefinite quantity, as needed food services annual bids.  The fresh food bid identifies vendors from whom we can receive monthly quotes—prices are so volatile. 

 

Dr. Peercy motioned for approval of items 13-16, with Mr. Garcia seconding the motion in the affirmative.  Motion carried.

 

  1. XVII.       Consideration for Approval of Cash Disbursements for May 2014

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

 

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

 

  1. XVIII.     Consideration for Approval of Intra-Function Transfers for May

Mr. Moya presented routine adjustments made during the month of May.

 

Dr. Duran motioned for approval of Intra-Function Transfers for May with Mr. Garcia seconding the motion in the affirmative.  Motion carried.

 

  1. XIX.         Consideration for Approval of Budget Transfers for the Debt Service Funds

Mr. Moya presented a budget transfer to cover the 1% tax collection charged by the County Treasurer.  Receipts came in a little higher. 

 

Mr. Garcia motioned for approval of Budget Transfers for the Debt Service Funds with Dr. Duran seconding the motion in the affirmative.  Motion carried.

 

  1. XX.           Future Agenda Items/Requests
  • Bilingual Multicultural Education Funding 5-Year Plan

 

  1. XXI.               Adjournment

Chairman Esquivel entertained a motion to adjourn the Finance Committee meeting at 8:52 a.m.  Dr. Peercy 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 15, 2014.

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