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Board of Education Finance Committee Meeting - Feb 17, 2015

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, February 17, 2015, 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: 08/11/2014, 9:16 PM
Agenda Posted On: 02/13/2015, 2:55 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, February 17, 2015

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 February 17, 2015, Finance Committee Meeting Agenda and Minutes of the January 20, 2015, Finance Committee Meeting (Discussion/Action)

 

II.

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

 

A.

27168-Summer Enrichment, $50,000

 

B.

25200-ROTC Civil Air Patrol, $12,379

 

C.

26210-Horizon Award-Alvarado, $5,000

 

D.

25112-Starbase La Luz, $2,500

 

E.

27149-Pre K, ($90,000)

 

F.

27116-K3 Plus, ($441,266)

 

III.

Consideration for Approval of Grant Management Inter-Function Transfers for January 2015 (Discussion/Action)
Presenter: Teresa Scott

 

IV.

Consideration for Approval of Grant Management Intra-Function Transfers for January 2015 (Discussion/Action)
Presenter: Teresa Scott

 

V.

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

 

A.

Albert Sanchez, Jr., School Bus Co., $39,225

 

B.

Herrera School Buses Inc., $19,806

 

VI.

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

 

A.

Albert Sanchez, Jr., School Bus Co.., $39,225

 

B.

Herrera School Buses Inc., $19,806

 

VII.

Consideration for Approval of Budget Adjustment Increase for 2014-15 Student Transportation Service Final Allocation (Discussion/Action)
Presenter: Ruben Hendrickson

 

VIII.

Consideration for Approval of Gifts, Grants and Donations of More Than $5,000 (Discussion/Action)
Presenter: Katarina Sandoval

 

A.

Landscape Project valued at $10,000 for Eisenhower Middle School

 

IX.

Consideration for Approval of Cash Disbursements for January 2015 (Discussion/Action)
Presenter: Mark Heckart

 

X.

Consideration for Approval of 21st Century Public Academy Cash Disbursements January 2015 (Discussion/Action)
Presenter: Tami Coleman

 

XI.

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

 

A.

Maintenance BAR #001-027-1415-0026-M-Align budget with Operation program needs

 

B.

Maintenance BAR #001-027-1415-0027-M-Align budget with Operation program needs

 

XII.

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

 

A.

Initial Budget BAR #001-027-1415-0020-IB-Initial Budget for Target Grant Fund 26211 Award for FY15

 

XIII.

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

 

A.

Operational fund-$4,500-BAR #001-027-1415-0028-I

 

XIV.

Consideration for Approval of 21st Century Public Academy Financial Reports as of January 31, 2015 (Discussion/Action)
Presenter: Tami Coleman

 

XV.

Consideration for Approval of Statement of Equipment Taken Out of Service December 1-31, 2014 (Discussion/Action)
Presenter: Tami Coleman

 

XVI.

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

 

XVII.

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

 

XVIII.

FY2015 Q2 Expenditure Report
Presenter: Don Moya

 

XIX.

Presentation on Strategic Look Ahead FY2016 Budget (Discussion)
Presenter: Don Moya

 

XX.

Future Agenda Items/Requests (Discussion)

 

XXI.

Adjournment

 

A.

The next Finance Committee meeting will be held on Tuesday, March 17, 2015, 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

February 17, 2015

_________________________________________________________________________________________

 

A Finance Committee meeting of the Albuquerque Public Schools Board of Education was held on Tuesday, February 17, 2015, 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. Call to Order

    Mr. Esquivel called the meeting to order at 7:55 a.m.

    1. Roll Call

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

 

Absent:  Kathy Korte

 

b.    Adoption of the February 17, 2015, Agenda and Approval of the January 20, 2015, Minutes

Mr. Garcia motioned for approval of the February 17, 2015, agenda and the January 20, 2015, minutes with Dr. Maestas seconding the motion in the affirmative.  Motion carried.

 

  1. Consideration for Approval of Budget Adjustments for Grant Management

  1. 27168-Summer Enrichment, $50,000

  2. 25200-ROTC Civil Air Patrol, $12,379

  3. 26210-Horizon Award-Alvarado, $5,000

  4. 25112-Starbase La Luz, $2,500

  5. 27149-Pre K, ($90,000)

  6. 27116-K3 Plus, ($441,266)

Ms. Scott discussed:

  • Decreases are based on last June/July summer enrollment—new awards for this June/July

     

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

 

  1. Consideration for Approval of Grant Management Inter-Function Transfers for January 2015

  2. Consideration for Approval of Grant Management Intra-Function Transfers for January 2015

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

     

    Mr. Garcia motioned for approval of Grant Management Inter- and Intra-Function Transfers for January 2015, with Dr. Maestas seconding the motion in the affirmative.  Motion carried.

     

  3. Consideration for Approval of Budget Adjustment Request for Rental Fee

    1. Albert Sanchez, Jr., School Bus Co., $39,225

    2. Herrera School Buses, Inc., $19,806

  4. Consideration for Approval of Supplement to School Bus Fleet Service Contract

    1. Albert Sanchez, Jr., School Bus Co., $39,225

    2. Herrera School Buses, Inc., $19,806

Mr. Hendrickson discussed:

  • Albert Sanchez acquired three additional buses; Herrera acquired one additional bus

  • Budget adjustment is associated with approved rental fee for purchase of buses

  • Approval of supplement to contract revises rental fee amount

 

Mr. Quezada motioned for approval of items 5 and 6, with Dr. Duran seconding the motion in the affirmative.  Motion carried.

 

  1. Consideration for Approval of Budget Adjustment Increase for 2014-15 Student Transportation Service Final Allocation

    Mr. Hendrickson discussed:

  • Reflection of final allocation from PED to APS for the transportation fund (annual)

  • Increase to APS of $660,000

  • Overall State increase of $3.5M

 

Mr. Garcia motioned for approval of Budget Adjustment Increase for 2014-15 Student Transportation Service Final Allocation with Dr. Maestas seconding the motion in the affirmative.  Motion carried.

 

  1. Consideration for Approval of Gifts, Grants and Donation of More Than $5,000

    1. Landscape Project valued at $10,000 for Eisenhower Middle School

      Ms. Katarina Sandoval discussed:

  • Request on the behalf of the Eisenhower Middle School PTA in the amount of $10,000

  • Funds would be used to landscape outside of school where there have been problems with weeds

 

Dr. Maestas motioned for approval of the Gifts, Grants and Donation of More Than $5,000, with Mr. Quezada seconding the motion in the affirmative.  Motion carried.

 

  1. Consideration for Approval of Cash Disbursements for January 2015

    Mr. Heckart presented routine cash disbursements for the month of January 2015.

 

Mr. Garcia motioned for approval of the Cash Disbursements for January 2015, with Mr. Quezada seconding the motion in the affirmative.  Motion carried.

 

  1. Consideration for Approval of 21st Century Public Academy Cash Disbursements for January 2015

  2. Consideration for Approval of Budget Adjustments for 21st Century Public Academy

    1. Maintenance BAR #001-027-1415-0026-M-Align budget with Operation program needs

    2. Maintenance BAR #001-027-1415-0027-M-Align budget with Operation program needs

  3. Consideration for Approval of Budget Adjustments for 21st Century Public Academy

    1. Initial Budget BAR #001-027-1415-0020-IB-Initial Budget for Target Grant Fund 26211 Award for FY15

  4. Consideration for Approval of Budget Adjustments for 21st Century Public Academy

    1. Operational fund-$4,500-BAR #001-027-1415-0028-I

  5. Consideration for Approval of 21st Century Public Academy Financial Reports as of January 31, 2015

    Ms. Coleman discussed:

  • Routine cash disbursements (normal amount of $140,000)

  • #11 BARs—standard maintenance on budget to keep them in compliance

  • #12 Initial BAR for a Target Grant—small award

  • #13 BAR-operational increase of $4,500 for cash received from their foundation to supplement stipends

  • Financial Report—holding at $100,000 balance

 

Dr. Duran motioned for approval of items 10-14, with Dr. Maestas seconding the motion in the affirmative.  Motion carried.

 

  1. Consideration for Approval of Statement of Equipment Taken Out of Service December 1-31, 2014

    Ms. Coleman presented the routine report of equipment taken out of service for disposal for month of December.

     

    Mr. Garcia motioned for approval of Statement of Equipment Taken out of Service December 1-31, 2014, with Mr. Quezada seconding the motion in the affirmative.  Motion carried.

     

  2. Consideration for Approval of Operational Inter-Function Transfers for January

  3. Consideration for Approval of Intra-Function Transfers for January

    Ms. Warren presented the routine inter- and intra-function transfers for the month of January.


    Dr. Duran motioned for approval of items 16 and 17, with Dr. Maestas seconding the motion in the affirmative.  Motion carried.

     

  4. Presentation of FY2015 Q2 Expenditure Report

    Mr. Moya discussed:

  • Per Board policy, the second quarter expenditure report was presented

  • During the second quarter, we want to be less than 42% spent for the year, throughout these funds

  • Trending nicely in the operational funds

  • A couple areas in yellow with Federal Funds and with Capital—not unusual—timing of expenditures—as well as timing when we get grants

  • Increase in Unit Value in January reset by PED—gone up by approximately $2.00—netted the district just over $300,000—moved into contingency

  • No concerns with respect to how we are trending expenditures—still hoping with some vacancy savings and with some other savings, we will mitigate as much of $7M deficit going into next year

     

  1. Presentation of Strategic Look Ahead FY2016 Budget

    Mr. Moya began discussion by saying that Ms. Debora Warren will be giving the update based on the second quarter consensus revenue projections.  Ms. Warren discussed:

  • When this year’s budget was built, we started with a $6.4M deficit

  • Out of a $1.3B budget, this year’s operating fund is $690M

  • Last year’s cash balance surplus was $5.2M

  • This year’s shortfall is $6.4M

  • Expenditures rise slightly

  • Enrollment continues to remain relatively flat

  • The latest revenue consensus number in February is $83M in new funding for public education—of that $83M, APS could expect to receive about $9M

  • With the $9M in estimated SEG funding, we are still looking at a possible shortfall of $24M

  • Some of the current $6.4 shortfall may be made up—At Risk Factor is supposed to increase, enrollment

  • 90% of expenditures are in salary and benefit costs—non-salary is a very small percentage of entire budget

Mr. Moya added:

  • Trend in non-payroll expenditures continues to decrease as we tighten our belts through lean years

  • Incremental and fixed costs continue to outstrip increases in revenue

  • Central Services consists of Finance, Human Resources, IT, Instructional Accountability team

  • Administration consists of Superintendent, Associate Superintendents is less than 1% of budget—both Central Services and Administration totals 3.9%--under 5% for indirect cost

Ms. Warrant discussed:

  • Comparison chart shows number of positions from FY09-FY15—many reduced due to attrition

Mr. Moya added:

  • Last year and year before closer to 1,000 positions—as we take a bite out of class load waiver and reduce class sizes, adding more teachers and more educational assistants back in

  • Central Administration cut of 24.9%--have been cut disproportionately with respect to the classroom

  • Keep cuts away from the classroom and add back to the classroom when we have opportunity

Ms. Warren added:

  • Standardizing middle and high schedules could possibly provide approximately $14M in savings

  • Could have some savings in Worker’s Comp

  • Ongoing work of Academic Master Plan might find some opportunities for savings

  • Sending out Budget Calls to schools and departments on March 20

  • Solicit community input at community budget meetings on March 9 and March 19

  • Online surveys available for feedback

  • Mr. Moya gave three presentations to Parent University—very well attended (approximately 60 parents)

  • Expect Unit Value sometime in April

  • Bring forward proposed budget in May to the Board for approval

  • FY16 Budget due to PED on June 5

  • Tentative Technical Review with PED on June 15

     

  1. Future Agenda Items/Requests

    1. Title IX Presentation

       

  2. Adjournment

    Mr. Esquivel adjourned the Finance Committee meeting at 8:45 a.m.   The next Finance Committee meeting will be held on Tuesday, March 17, 2015.

     

 

 

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