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Board of Education Finance Committee Meeting - Nov 19, 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, November 19, 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: 11/15/2013, 4:21 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, November 19, 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.

Roll Call

 

B.

Approval of the November 19, 2013, Finance Committee Agenda and Minutes of the October 15, 2013, Finance Committee Meeting (Discussion/Action)

 

II.

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

 

A.

Title I, $8,136,701

 

B.

IDEA-B, $3,757,760

 

C.

Medicaid, $1,000,000

 

D.

Title IIA, $683,498

 

E.

Elementary Breakfast, $455,757

 

F.

Title III, $388,721

 

G.

Pre K, $202,949

 

H.

Montezuma Turf, $144,000

 

I.

21st Century, $64,984

 

J.

UNM National Science Foundation, $52,229

 

K.

IDEA-B Preschool, $44,415

 

L.

GOB Instructional Materials, $30,920

 

M.

IDEA-B Private School, $24,946

 

N.

APS Homeless-Food, $20,000

 

O.

Zia Family Focus Center-$20,000

 

P.

General Mills Foundation, $10,700

 

Q.

KANW, $7,564

 

R.

Kirtland Korner, $7,508

 

S.

Title I McKinney Homeless, $7,457

 

T.

Incentives for School Improvement, $6,141

 

U.

Elementary School Counselor, ($57,491)

 

V.

Johnson O'Malley, ($34)

 

III.

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

 

IV.

Consideration for Approval of Grant Management Intra-Function Transfers for October 2013 (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, $39,612

 

B.

Herrera School Buses, Inc., $62,430

 

VI.

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

 

A.

Beal Bus Company, $39,612

 

B.

Herrera School Buses, Inc, $62,430

 

VII.

Consideration for Approval of Gymnasium Floor Maintenance Bid #14-018LJ-AM (Discussion/Action)
Presenter: Mark Heckart

 

VIII.

Consideration for Approval of Ring Binders for Warehouse Stock Bid #14-020RT-SL (Discussion/Action)
Presenter: Mark Heckart

 

IX.

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

 

X.

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

 

XI.

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

 

XII.

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

 

XIII.

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

 

XIV.

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

 

XV.

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

 

XVI.

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

 

XVII.

Consideration for Approval of 21st Century Public Academy Cash Disbursements for September 2013 (Discussion/Action)
Presenter: Tami Coleman

 

XVIII.

Presentation of 21st Century Public Academy Financial Reports as of November 5, 2013 (Draft) (Discussion)
Presenter: Tami Coleman

 

XIX.

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

 

XX.

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

 

XXI.

Presentation of FY2013 Q1 Expenditure Report (Discussion)
Presenter: Don Moya

 

XXII.

Future Agenda Items/Requests (Discussion)

 

A.

MOE Update-future update requested

 

XXIII.

Adjournment

 

A.

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

November 19, 2013

_________________________________________________________________________________________

 

A Finance Committee meeting of the Albuquerque Public Schools Board of Education was held on Tuesday, November 19, 2013, 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 Duran called the meeting to order at 7:42 a.m.

  1. a. Roll Call

The following were in attendance:  Don Duran, Kathy Korte (via telephone), Lorenzo Garcia, Analee Maestas and Steven Michael Quezada (via telephone, arrived at 7:48) and David Peercy.  Martin Esquivel was absent.

b.    Adoption of the November 19, 2013, Agenda and Approval of the October 15, 2013, Minutes

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

 

  1. II. Consideration for Approval of Budget Adjustments for Grant Management
    1. a. Title I, $8,136,701
    2. b. IDEA-B, $3,757,760
    3. c. Medicaid, $1,000,000
    4. d. Title IIA, $683,498
    5. e. Elementary Breakfast, $455,757
    6. f. Title III, $388,721
    7. g. Pre K, $202,949
    8. h. Montezuma Turf, 144,000
    9. i. 21st Century, $64,984
    10. j. UNM National Science Foundation, $52,229
    11. k. IDEA-B Preschool, $44,415
    12. l. GOB Instructional Materials, $30,920
    13. m. IDEA-B Private School, $24,946
    14. n. APS Homeless-Food, $20,000
    15. o. Zia Family Focus Center, $20,000
    16. p. General Mills Foundation, $10,700
    17. q. KANW, $7,564
    18. r. Kirtland Korner, $7,508
    19. s. Title I McKinney Homeless, $7,457
    20. t. Incentives for School Improvement, $6,141
    21. u. Elementary School Counselor, ($57,491)
    22. v. Johnson O’Malley, ($34)

Ms. Scott presented the Budget Adjustments for Grant Management, items A-V.

 

Mr. Garcia motioned for approval of the Budget Adjustments for Grant Management with Dr. Peercy seconding the motion in the affirmative.  Motion carried.

  1. III. Consideration for Approval of Grant Management Inter-Function Transfers for October 2013
  2. IV. Consideration for Approval of Grant Management Intra-Function Transfers for October 2013

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

Dr. Peercy motioned for approval of items 3 and 4, with Mr. Garcia 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, $39, 612
    2. b. Herrera School Buses, Inc., $62,430
  2. VI. Consideration for Approval of Supplement to School Bus Fleet Service Contract
    1. a. Beal Bus Company, $39, 612
    2. b. Herrera School Buses, Inc., $62,430

Dr. Winter presented routine Budget Adjustments for School Bus Rental Fee and Supplements to School Bus Fleet Service Contracts for Beal and Herrera school bus companies.

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

 

  1. VII. Consideration for Approval of Gymnasium Floor Maintenance Bid #14-018LJ-AM
  2. VIII. Consideration for Approval of Ring Binders for Warehouse Stock Bid #14-020RT-SL
  3. IX. Consideration for Approval of Cash Disbursements for October 2013

Mr. Heckart presented items 7-9.  Items 7 and 8 are routine bids.  The cash disbursements for October are routine as well—showing more electronic payments, which are being done through Wells Fargo.

 

Dr. Peercy motioned for approval items 7-9, with Dr. Maestas seconding the motion in the affirmative.  Motion carried.

 

  1. X. Consideration for Approval of Statement of Portables Taken Out of Service August 1-31, 2013
  2. XI. Consideration for Approval of Statement of Equipment Taken Out of Service May 1-31,2013
  3. XII. Consideration for Approval of Statement of Equipment Taken Out of Service June 1-30, 2013
  4. XIII. Consideration for Approval of Statement of Equipment Taken Out of Service July 1-31, 2013
  5. XIV. Consideration for Approval of Statement of Equipment Taken Out of Service August 1-31, 2013
  6. XV. Consideration for Approval of Statement of Equipment Taken Out of Service September 1-30, 2013

Ms. Coleman presented items 10-15.  Item 10 is the disposal of portables.  Items 11-15 are the monthly statements of equipment taken out of service.

 

Dr. Duran requested a follow up regarding the smart boards listed on the statements of equipment taken out of service.  Mr. Moya will reply once his request for information is received.

 

Dr. Peercy motioned for approval of items 10-15, with Mr. Quezada seconding the motion in the affirmative.  Motion carried.

 


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

Ms. Coleman presented items 16 and 17.  Item 16 consists of a number of BARs to be processed—standard operating procedure—budget maintenance:

  • Reimbursement for prior year’s reimbursements received (cash)-budget in operational $18,500
  • Decrease of $28,730-anticipated that year would end at ($241,000)—now that audit is complete, ended at ($270,000)
  • Instructional Materials total of $13,322 difference of estimated cash balance—estimated the carryover would be $9,938—actually ended at $23,260—more cash in this particular fund.
  • Food Services fund $3,572 cash left in fund after audit adjustments were completed—amount to be budgeted for Food Services.
  • HB31600 fund-$236,657—did not budget any cash carryover—balance as of June 30, 2013—budget to get on the books.
  1. XVII. Consideration for Approval of 21st Century Public Academy Cash Disbursements for September 2013
  • Spent over $110,000, including payroll
  • Waiting on January unit adjustment
  • Mr. Moya acknowledged and thanked Ms. Judy Bergs and Principal Mary Tarango for their efforts.

 

Dr. Maestas motioned for approval of items 16 and 17, with Mr. Quezada seconding the motion in the affirmative.  Motion carried.  Mr. Garcia left at 7:55 a.m., and was not present for this vote.

 

  1. XVIII. Presentation of 21st Century Public Academy Financial Reports as of November 5, 2013 (Draft)

Ms. Coleman presented the expenditure report for 21st Century Charter School as of November 5:

  • Fund 11000 General had a budget of $1.387M—available budget is ($40,319)
  • BAR presented will reduce this deficit $18,000 increase, which would reduce this deficit
  • Decrease of $28,000—leaves a $10,000 difference, leaving a ($50,000)
  • 14000 Instructional Materials fund will be increased by $3,500 BAR
  • 21000 Food Services fund will increase by $3,500--$12,000 deficit as of this point—have work to do—have not used this fund in the past—will be presenting estimates on this fund
  • 31600 Capital Improvement HB33 fund—started the year with a budget of $134,000—estimated collections for FY14—will add $236,000 from BAR—will have a budget of almost $400,000
  • Mr. Moya added that the plan is to eventually turn over the finances to 21st Century.  The Finance department has a plan to start an enterprise of providing business services, which will continue to be provided to 21st Century at a cost effective rate-will probably add another charter school.  Ms. Coleman has recently completed interviews to fill two positions to assist Ms. Bergs.  The idea is to offer business management services at a reasonable cost only to locally authorized charter schools, and to focus on schools that are struggling financially.
  • Mr. Brooks added that these positions will be self-sustaining due to the enterprise fund available to charters.

 

  1. XIX. Consideration for Approval of Operational Inter-Function Transfers for October
  2. XX. Consideration for Approval of Operational Intra-Function Transfers for October

Mr. Hendrickson presented the operational routine inter- and intra-function transfers for October.

 

Dr. Peercy motioned for approval of items 19 and 20, with Mr. Quezada seconding the motion in the affirmative.  Motion carried.

 

  1. XXI. Presentation of FY14 Q1 Expenditure Report

Mr. Moya presented the first quarter report for the committee’s review—prepared by Mr. Hendrickson.

Mr. Hendrickson discussed quarter one’s established benchmarks:

  • Green-good position; Yellow-concerns; Red-needs attention.
  • As of quarter one, all of the spending accounts are in the green(operational, categorical, grant funds and capital improvement funds.
  • Seem to be trending very well
  • Benchmarks will change each quarter to reflect additional spending.
  • On track to spend at or below budget.

 

  1. XXII. Future Agenda Items/Requests
  2. MOE Update/Analysis

 

  • Dr. Duran is requesting, as we look at the budget cycle season, three community meetings.
  • Dr. Winter gave recognition to Councilor Roxanna Meyers for giving $144,000 of set-aside funds for the playing field at Montezuma Elementary.  Dr. Duran asked Mr. Brooks to draft a letter of thanks from the Superintendent and the Board to Councilor Meyers.
  • Mr. Moya introduced the committee to Mr. Jason Johnson, Executive Director for Information Technology and to Mr. Jonn Bogart, Director of Business Systems (oversees and manages ERP—otherwise known as Lawson and is also the project manager for Edupoint--new student information system).

 

  1. XXIII. Adjournment

Dr. Duran entertained a motion to adjourn the Finance Committee meeting at 8:17 a.m.  Dr. Peercy motioned to adjourn the meeting with Mr. Quezada seconding the motion in the affirmative.  Motion carried.  The next Finance Committee meeting will be held on Tuesday, December 17, 2013.

 

 

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