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Board of Education Finance Committee Meeting - Sep 16, 2014

Meeting Date & Time: Tuesday, September 16, 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: 07/18/2014, 5:03 PM
Agenda Posted On: 09/12/2014, 7:58 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, September 16, 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 September 16, 2014, Finance Committee Meeting Agenda and Minutes of the August 19, 2014, Finance Committee Meeting (Discussion/Action)

 

II.

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

 

A.

Title I Homeless-Educational Initiative, $80,000

 

B.

Jobs for America's Graduates-JAG, $26,500

 

C.

Robotics, $21,030

 

D.

STARBASE La Luz, $18,500

 

E.

Johnson O'Malley-JOM, $16,997

 

F.

General Mills, $14,600

 

G.

Family & Schools Together-FAST, $10,350

 

H.

APS Homeless Projects-Food, $10,000

 

I.

KNME Arts, $6,598

 

J.

APS Homeless Project-Tutors, $6,000

 

K.

Kirtland Korner, $1,072

 

L.

Title VIII Impact Aid-Indian Education, $106

 

M.

Title VIII Impact Aid-SPED, ($181)

 

III.

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

 

IV.

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

 

V.

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

 

A.

South 14 Bus Company, $19,806

 

VI.

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

 

A.

South 14 Bus Company, $19,806

 

VII.

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

 

VIII.

Consideration for Approval of 21st Century Public Academy Financial Reports as of August 31, 2014 (Discussion/Action)
Presenter: Tami Coleman

 

IX.

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

 

A.

Increase in revenue within the SB-9 Capital Fund for State matching funds for fiscal year 2013-14 paid July 23, 2014 and currently not in the FY14/15 budget

 

X.

Consideration for Approval of Delivered Fast Food Bid #15-007MS-AM (Discussion/Action)
Presenter: Mark Heckart

 

XI.

Consideration for Approval of Painting Services Bid #15-005SC-AM (Discussion/Action)
Presenter: Mark Heckart

 

XII.

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

 

XIII.

Consideration for Approval of Operational Inter-Function Transfers for August (Discussion/Action)
Presenter: Debora Warren

 

XIV.

Consideration for Approval of Intra-Function Transfers for August (Discussion/Action)
Presenter: Debora Warren

 

XV.

Consideration for Approval of Use of Operational Fund Cash Reserves (Discussion/Action)
Presenter: Don Moya

 

XVI.

Future Agenda Items/Requests (Discussion)

 

XVII.

Adjournment

 

A.

The next Finance Committee meeting will be held on Tuesday, October 21, 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

September 16, 2014

_________________________________________________________________________________________

 

A Finance Committee meeting of the Albuquerque Public Schools Board of Education was held on Tuesday, September 16, 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

Mr. Esquivel called the meeting to order at 8:38 a.m.

  1. a.       Roll Call

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

 

  1. b.    Adoption of the September 16, 2014, Agenda and Approval of the August 19, 2014, Minutes

Dr. Peercy 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.       Title I Homeless-Educational Initiative, $80,000
    2. b.      Jobs for America’s Graduates-JAG, $26,500
    3. c.       Robotics, $21,030
    4. d.      STARBASE La Luz, $18,500
    5. e.      Johnson O’Malley-JOM, $16,997
    6. f.        General Mills, $14,600
    7. g.       Family & Schools Together FAST, $10,350
    8. h.      APS Homeless Projects-Food, $10,000
    9. i.        KNME Arts, $6,598
    10. j.        APS Homeless Project-Tutors, $6,000
    11. k.       Kirtland Korner, $1,072
    12. l.        Title VIII Impact Aid-Indian Education, $106
    13. m.    Title VIII Impact Aid-SPED, ($181)

Ms. Scott presented Budget Adjustments for Grant Management items a-m. 

 

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

 

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

Ms. Scott presented routine Intra- and Inter-Function Transfers for the month of August. 

 

Dr. Peercy motioned for approval of items 3 and 4, with Dr. Maestas seconding the motion in the affirmative.  Motion carried.

 

  1. V.               Consideration for Approval of Budget Adjustment Request for School Bus Rental Fee
    1. a.       South 14  Bus Company, $19,806

Mr. Hendrickson presented a school bus rental fee budget adjustment request for the purchase of a new school bus for South 14 Bus Company.  The increase is for $19,806.

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

 

  1. VI.             Consideration for Approval of Supplement to School Bus Fleet Service Contract
    1. a.       South 14 Bus Company, $19,806

Mr. Hendrickson presented a supplement to the school bus contract for South 14 Bus Company.  This supplement is to increase the contract in the amount of $19,806 for rental fee.

 

Dr. Peercy motioned for approval of Supplement to School Bus Fleet Service Contract with Mr. Quezada seconding the motion in the affirmative.  Motion carried.

 

  1. VII.           Consideration for Approval of 21st Century Public Academy Cash Disbursements for August 2014
  2. VIII.         Consideration for Approval of 21st Century Public Academy Financial Reports as of August 31, 2014

Ms. Coleman presented:

  • August Cash Disbursements as of  August 31, 2014 totaling $83,000—routine items
  • August 31 Expenditure Report operational fund balance is $261,000—operating in the positive
  • Absorbed the ($105,000) deficit from last year
  • Anticipate that they will be in budget all year long

 

Dr. Peercy motioned for approval of items 7 and 8, with Dr. Maestas seconding the motion in the affirmative.  Motion carried.

 

  1. IX.             Consideration for Approval of Revenue of Appropriation Increase

Ms. Coleman presented the SB-9 match funding from last year.  BAR submitted last year, did not get cash until this year.

 

Dr. Peercy motioned for approval of Revenue of Appropriation Increase with Dr. Maestas seconding the motion in the affirmative.  Motion carried.

 

  1. X.               Consideration for Approval of Delivered Fast Food Bid #15-007MS-AM

Mr. Heckart presented the annual bid for delivered fast food to be sold by DECA.  Due to increased strict nutritional standards, it was difficult to find items fitting those standards.  Another bid has been put out to try and identify more vendors and products.

 

Mr. Garcia motioned for approval of Delivered Fast Food Bid #15-007MS-AM with Mr. Quezada seconding the motion in the affirmative.  Motion carried.

 

  1. XI.             Consideration for Approval of Painting Services Bid #15-005SC-AM

Mr. Heckart presented a typical bid done every few years to identify vendors for painting services.

 

Dr. Peercy motioned for approval of the Painting Services Bid #15-005SC-AM with Mr. Garcia seconding the motion in the affirmative.  Motion carried.

 

  1. XII.           Consideration for Approval of Cash Disbursements for August 2014

Mr. Heckart presented the August Cash Disbursements report.

 

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

 


 

  1. XIII.         Consideration for Approval of Operational Inter-Function Transfers for August
  2. XIV.         Consideration for Approval of Intra-Function Transfers for August

Ms. Warren presented routine transfers for the month of August.


Mr. Garcia motioned for approval of items 13 and 14, with Dr. Peercy seconding the motion in the affirmative.  Motion carried.

 

  1. XV.           Consideration for Approval of Use of Operational Fund Cash Reserves

Mr. Moya discussed the following:

  • Moving $1.1M in cash to cover additional fees for copying as well as the settlement for former Superintendent Brooks
  • Reminded the Board that there is little or no room in the budget—all vacancy savings have been budgeted
  • Essentially increases the $5M budgeted deficit to $6M, which will be difficult to manage
  • The bond rating is at risk as bonds sales will be held in 2015 in order to continue capital projects
  • Just recently had rating improved—dropping the negative outlook
  • Very concerned that the drawdown of $6M in cash will be looked at as a negative move on the District’s part

Mr. Garcia requested information on the copier cost savings—what is the difference.  Mr. Moya responded by informing with respect to Graphics Enterprise, in terms of the cost savings offered to schools to entice them to use this service:

  • A print policy will be put forth—going to Policy Committee for review.
  • Essentially, the right of first refusal—if there is a large job, ranges will be given regarding types of jobs that should not be run at the schools, but sent to Graphics—will be bid on—if found cheaper somewhere else, will be given the right to refuse the job or to print it and meet or beat the price given outside and deliver on time.
  • Savings can come from (prior to copy limits) schools using activity funds, PTAs were fundraising when copy limits existed.
  • Would like the union to be at the table as well as teachers and principals to collectively brainstorm on how to address this issue—cost containment is paramount—especially as we move into sustainability.
  • Take away the additional amount of money appropriated through the funding formula for the past two raises (1% and 3%), and look at the amount moved to APS—education is still being funded at 2009 levels.
  • Here we are in 2014-15 (6 years later), with incremental increases in fixed costs far outstripping any incremental increase in revenue
  • The administration’s desire was to increase the number of counselors and the number of nurses and reducing the class sizes left a $5M gap between revenue and expenditures in this year’s budget.  The deficit will be manageable, but not easy.

Mr. Hendrickson added:

  • A conscious effort was made to create additional services above and beyond our means--$5M deficit. 
  • Primary drivers:  counselors, nurses and social workers; increased class sizes; teacher evaluations; assistant principals needed to deal with volume—added over 20 assistant principals; testing—created positions at the high schools and created additional extended contracts at the middle and elementary schools to assist with new testing volume.  A lot of these items are unfunded mandates coming from PED—funded through cash.

 

Chairman Esquivel discussed the reality of large urban schools having much larger cash reserves compared to APS.  We are dangerously close to a position of having an adverse bond rating, which would affect our district.  We cannot react when teachers come to Board meetings demanding certain changes.  A balance is needed—part of which, unfortunately, is this issue of cash reserves.  The challenge is how to figure this out and provide the resources teachers need.

 

Mr. Moya discussed that part of the sustainability study is to look at how we become more strategic, effective and efficient with our resources. 

 

Dr. Peercy motioned for approval of Operational Fund Cash Reserves with Mr. Garcia seconding the motion in the affirmative.  Motion carried.

 

  1. XVI.         Future Agenda Items/Requests

 

  1. XVII.       Mr. Esquivel entertained a motion to adjourn the Finance Committee meeting at 9:09 a.m.   Dr. Peercy motioned to adjourn the meeting with Mr. Garcia seconding the motion in the affirmative.  Motion carried.  The next Finance Committee meeting will be held on Tuesday, September 16, 2014.

 

 

 

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