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Board of Education Finance Committee Meeting - Feb 18, 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, February 18, 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: 05/24/2013, 7:24 PM
Agenda Posted On: 02/14/2014, 2:42 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 18, 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 February 18, 2014, Finance Committee Agenda and Minutes of the January 21, 2014, Finance Committee Meeting (Discussion/Action)

 

II.

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

 

A.

Title I, $2,405,793

 

B.

IDEA-B, $1,317,440

 

C.

Section 1003g-SIG, $345,000

 

D.

IDEA-B Risk Pool/Reallocation, $212,055

 

E.

Bridge of Southern New Mexico, $99,965

 

F.

Kirtland Korner, $12,206

 

G.

IDEA-B Preschool, $11,727

 

H.

Title I McKinney Homeless, $7,001

 

I.

Section 1003g-SIG, ($474,346)

 

J.

Title III, ($28,325)

 

III.

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

 

IV.

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

 

V.

Consideration for Approval of Application Amendment for Carryover (Discussion/Action)
Presenter: Teresa Scott

 

A.

IDEA-B Basic Entitlement Grant Application Amendment Carryover for 2013-14

 

VI.

Consideration for Approval of Commodity Processed Food Bid #14-029MS-AM (Discussion/Action)
Presenter: Mark Heckart

 

VII.

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

 

VIII.

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

 

A.

Beal Bus Company, $488

 

B.

Sanchez Southwest Ltd., $21,331

 

IX.

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

 

A.

Beal Bus Company, $488

 

B.

Sanchez Southwest Ltd., $21,331

 

X.

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

 

A.

Intra-Function BAR #001-027-1314-0018-IB

 

B.

Increase BAR #001-027-1314-0019-I

 

XI.

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

 

XII.

Presentation of 21st Century Public Academy Financial Reports as of February 2, 2014 (Discussion)
Presenter: Tami Coleman

 

XIII.

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

 

XIV.

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

 

XV.

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

 

XVI.

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

 

XVII.

Presentation of FY2014 Q2 Expenditure Report (Discussion)
Presenter: Don Moya and Ruben Hendrickson

 

XVIII.

Presentation of FY15 Strategic Budget Look Ahead (Discussion)
Presenter: Don Moya and Ruben Hendrickson

 

XIX.

Future Agenda Items/Requests (Discussion)

 

XX.

Adjournment

 

A.

The next Finance Committee meeting will be held on Tuesday, March 18, 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

February 18, 2014

_________________________________________________________________________________________

 

A Finance Committee meeting of the Albuquerque Public Schools Board of Education was held on Tuesday, February 18, 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 Duran called the meeting to order at 8:28 a.m.

  1. a. Roll Call

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

b.    Adoption of the February 18, 2014, Agenda and Approval of the January 21, 2014, Minutes

Mr. Quezada 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, $2,405,793
    2. b. IDEA-B, $1,317,440
    3. c. Section 1003g-SIG, $345,000
    4. d. IDEA-B Risk Pool/Reallocation, $212,055
    5. e. Bridge of Southern New Mexico, $99,965
    6. f. Kirtland Korner, $12,206
    7. g. IDEA-B Preschool, $11,727
    8. h. Title I McKinney Homeless, $7,001
    9. i. Section 1003g-SIG, ($474,346)
    10. j. Title III, ($28,325)

Ms. Scott discussed that some of the adjustments are from the receipt of carryover letters from PED—most are adjustments to original budget.

 

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

  1. III. Consideration for Approval of Grant Management Inter-Function Transfers for January 2014
  2. IV. Consideration for Approval of Grant Management Intra-Function Transfers for January 2014
  3. V. Consideration for Approval of Application Amendment for Carryover
    1. a. IDEA-B Basic Entitlement Grant Application Amendment Carryover for 2013-14

Ms. Scott presented the inter-function and intra-function transfers for the month of January.  Also presented was the IDEA-B application amendment--revisions were made due to receipt of carryover.  Dr. Maestas asked what the changes were.  Ms. Bonnie Anderson responded that PED requires current over budget be resubmitted for updating of totals—some position changes have also been made to adjust for current year needs.

Dr.  Maestas motioned for approval of items 3, 4 and 5 with Mr. Quezada seconding the motion in the affirmative.  Motion carried.


 

 

  1. VI. Consideration for Approval of Commodity Processed Food Bid #14-029MS-AM
  2. VII. Consideration for Approval of Cash Disbursements for January 2014

Mr. Heckart presented the Commodity Processed Food Bid.  This bid is done annually—the vendors are approved by the US Department of Agriculture.  Contracts are used by the whole State.  Also presented were the cash disbursements for January.

 

Mr. Garcia motioned for approval of items 6 and 7, with Mr. Quezada seconding the motion in the affirmative.  Motion carried.

 

  1. VIII. Consideration for Approval of Budget Adjustment Request for School Bus Rental Fee
    1. a. Beal Bus Company, $488
    2. b. Sanchez Southwest Ltd., $21,331
  2. IX. Consideration for Approval of Supplement to School Bus Fleet Service Contracts
    1. a. Beal Bus Company, $488
    2. b. Sanchez Southwest Ltd., $21,331

Dr. Winter asked for consideration for approval of the school bus contractors listed for rental fee (school bus replacement) and contract supplements to increase rental fee amounts.

 

Dr. Maestas motioned for approval of items 8 and 9, with Mr. Garcia seconding the motion in the affirmative.  Motion carried.

  1. X. Consideration for Approval of Budget Adjustment for 21st Century Public Academy
    1. a. Intra-function BAR #001-027-1314-0018-IB
    2. b. Increase BAR #001-027-1314-0019-I
  2. XI. Consideration for Approval of 21st Century Public Academy Cash Disbursements for January 2014

Ms. Coleman presented budget adjustments for 21st Century Public Academy:

  • Initial BAR for a $700 Target School Grant (for field trips)
  • Food Services Fund to budget for projected USDA reimbursements

Ms. Coleman also presented the monthly cash disbursements for January 2014

 

Dr. Maestas motioned for approval of items 10 and 11, with Mr. Garcia seconding the motion in the affirmative.  Motion carried.

 

Dr. Duran recognized 21st Century Public Academy Board member, Virginia Trujillo, who was in attendance.

 

  1. XII. Presentation of 21st Century Public Academy Financial Reports as of February 2, 2014

Ms. Coleman presented the updated expenditure report:

  • Fund 11000-General shows a ($101,165.67) balance
  • Unit value did not increase—stayed the same
  • Did not meet growth—dropped by 7 students
  • T&E will most likely be adjusted downward from 1.008 to 1.0
  • SEG to drop by approximately $62,000—in addition to ($79,000), totaling approximately— ($160,000)—BAR coming
  • Alerted to pending litigation related to Special Education—causing considerable concern—mentioned in the interest of transparency
  • Mr. Moya’s preference would be that the school be turned back over when it is in the black
  • Currently, finances look bleak (over $100K in red, but they are ending with $200K more than they began FY 14 with $300K in red
  • Dramatic improvement in building FY 15 budget over FY14 budget
  • Continue to work with school and governing board

 

  1. XIII. Consideration for Approval of Statement of Equipment Taken out of Service November 1-30, 2013
  2. XIV. Consideration for Approval of Statement of Equipment Taken out of Service December 1-31, 2013

Ms. Coleman presented the reports for equipment taken out of service for November and December—doesn’t appear to have anything out of the ordinary.

 

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

 

  1. XV. Consideration for Approval of Operational Inter-Function Transfers for January
  2. XVI. Consideration for Approval of Operational Intra-Function Transfers for January

Mr. Hendrickson presented the routine inter- and intra-function transfers for the month of January.

 

Dr. Maestas motioned for approval of items 15 and 16, with Mr. Quezada seconding the motion in the affirmative.  Motion carried.

  1. XVII. Presentation of FY2014 Q2 Expenditure Report

Mr. Moya introduced the second quarter financial report on all funds.  Mr. Hendrickson brought the committee’s attention to the report’s FY14 column:

  • Green means spending is within limits
  • Trending well on operational side—spending is at 39% through the second quarter—anything below 43% is considered acceptable

 

  1. XVIII. Presentation of FY15 Strategic Budget Look Ahead

Mr. Moya began presentation by addressing a couple of points:

  • Legislative-there has been some movement in the senate with respect to House Bill 2—looking at $5M more above the line, beyond the $136M—current proposal is $141M above the line with an additional $17M below the line.  We are still looking at being $5.4M under even with $141M.  After open-the-doors cost updates, we are looking at $38M to open the doors—the $141M will yield about $33M additional for APS (26%).  Will update as information becomes available as legislation moves through the house.
  • FY14-15 Budget Calendar preparation-Mr. Hendrickson reviewed key dates: Finalize Assumptions-February 28, Community Budget Input Meetings (March 3, 4, 10 and 11),  Department Budget Call-March 17, School Budget Call-March 26, School Budget Workshops-March 31, Budget Proposal-May 2, Budget Ratification-May 21, Budget due to PED-May 30 and Budget Presentation to PED-June 12.

 

Mr. Brooks recognized the APS Budget Department for receiving the Association for School Business Officials International (ASBO) Meritorious Budget Award for their 13-14 budget.  This is the fifth year in a row that the budget department has received this award.

 

  1. XIX. Future Agenda Items/Requests

 

  1. XX. Adjournment

Chairman Duran entertained a motion to adjourn the Finance Committee meeting at 8:56 a.m.  Mr. Garcia 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, March 18, 2014.

 

 

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