The meeting was called to order at 5:02 p.m. by David Peercy, chairperson.

Lorenzo Garcia motioned for approval of the agenda and minutes.  Analee Maestas seconded the motion. All were in favor.

Carrie Menapace introduced Sonja Martins, Community  Schools manager, who addressed concerns posed by Kathy Korte regarding parent and family engagement. In the procedural directive the definition of volunteer was expanded to mean an unsalaried person, i.e., parents/guardians or community members. Also under Purpose of School Volunteer Programs the words “parents, guardians, family and community” were included. Sonja explained these changes will allow all guidelines and the code of ethics to be included in the application packet as it applies to families and parents as well. Also an online application and orientation have been developed and online school- based training will be developed during the summer.  If the updates to this procedural directive are approved, a presentation will be given at ACE. Sonja’s intent is to write guidelines covering all aspects of volunteering and associated behaviors. Kathy Korte asked that since the directive is so extensive will it be implemented at all schools at once. Sonja responded that all principals need to be informed and oriented of the new state legislated regulations originally sponsored by Sen. Tim Keller. She would like to rollout in a few schools and implement with new and current volunteers. David Robbins asked if there was any verbiage in the directive that would preclude anyone from volunteering. Ms. Martin’s response was no. Lorenzo Garcia asked if the information will go out online and printed format in languages other than English. Ms. Martin’s response was yes.  Discussion followed regarding background checks for one- time visitors, ease of application, location convenience, and importance of cost.

Carrie Menapace informed the committee that Laura Case from Nursing Services was available to answer questions. A few years ago there was an update to the Nurse Practice Act and those changes made to that law are now included in the procedural directive.  Chairman Peercy asked for questions/comments. There were none.

Annually in the Title I application the district needs to include a parental involvement policy. A representative from Title 1 was present to answer questions. This is part of the process where the committee sees what the procedural directive is. It is distributed in schools to families and is quite reader friendly as compared to the original procedural directive. Updates were made for this year and the directive is similar to what was reviewed and approved last year with that application. Chairman Peercy asked for questions/comments. There were none.

The policy was implemented in 2010 to encourage contractors to provide their own liability insurance. Because of economics contractors are not in a financial position to do so.

Would like to suspend for one more year, but keep on the books if and when the economy improves. After a brief discussion about the bus companies carrying some liability insurance it was suggested by David Robbins that APS take over bus services. Superintendent Brooks suggested a total cost analysis of owning a bus company be provided to the board.  Analee Maestas motioned to suspend the policy for one additional year. Lorenzo Garcia seconded the motion. All indicated they were in favor with the exception of David Robbins who was opposed.

Kathy Korte motioned for approval. Analee Maestas seconded the motion. All indicated they were in favor.

It was suggested that the language to the directive be modified to read The superintendent or designee  annually shall present to the board a budget calendar no later than the first scheduled Finance Committee meeting of each year.

Analee Maestas made a motion to approve the amended language and the motion was seconded by David Robbins. All indicated their approval.

Policy remains the same as passed in 2010.

Kathy Korte made a motion to approve, and the motion was seconded by Analee Maestas.  All indicated their approval.

All budget transfers must be approved by the Board of Education. Anytime there is an amendment to the budget or transfer to the budget it must be balanced as required by state law.

Kathy Korte made a motion to approve, and the motion was seconded by Analee Maestas.  All indicated their approval.

New policy to control grants and special projects as requested by the board to be sure that all grants applied for and accepted by APS are subject to the rules of accounting, are reviewed by the superintendent or designee for potential fiscal and programmatic impact to the district and sustainability for funding after the grant expires prior to application come to the board for approval. Ms. Menapace suggested modified language to the first paragraph, keeping the first sentence the same and changing the second as suggested by Mr. Robbins to read, The superintendent or designee shall review grant proposals for potential fiscal and programmatic impact to the district and sustainability of the program after the grant has expired. New second sentence: The superintendent shall quarterly report to the board of education all grants in which the district is participating. Also changing the second paragraph, first sentence to read, Due to the potential impact on the APS budget and programs all grants over $100K will be reviewed.

There was additional discussion regarding review of dollar amounts, activity funds, and procedures for tracking. It was noted the information and guidelines covering these topics are outlined in the procedural directive and finance manuals. Superintendent Brooks shared that a grant writer position is being advertised and when hired will act as a clearing house for tracking, federal law compliance and integration with all other district grants.

Lorenzo Garcia made a motion to approve with amended language, and the motion was seconded by David Robbins.  All indicated their approval.

New policy regarding the right for APS to issue bonds and mill levies and educational notes. The wording of the proposed policy is changed to read, The Board of Education shall comply with state and federal statute and regulations relating to the issuance of government bonds which include tax-exempt and taxable bonds.

Lorenzo Garcia made the motion to approve, and the motion was seconded by Analee Maestas. All indicated their approval.

David Robbins made the motion to approve the amended language, and the motion was seconded by Lorenzo Garcia.  All indicated their approval.

Lorenzo Garcia made the motion to approve, and David Robbins seconded the motion. All indicated their approval.

It was suggested to add the words or his/her designee after the word superintendent to the last sentence of the policy.

David Robbins made the motion to approve with altered language, and the motion  was seconded by Lorenzo Garcia. All indicated their approval.

New policy. Adjust language in first paragraph, second sentence to read, The superintendent, or his/her designee, shall provide regular financial reports at least quarterly to the Board of Education and the New Mexico Public Education Department.

Lorenzo Garcia made the motion to approve with altered language, and the motion was seconded by David Robbins.  All indicated their approval.

The motion to approve was made by David Robbins, and the motion was seconded by Lorenzo Garcia.  All indicated their approval.

The motion to approve was made by David Robbins, and the motion was seconded by Analee Maestas.  All indicated their approval.

Changed title and clarified first sentence to read, The superintendent or his/her designee shall maintain a central purchasing division.

The motion to approve was made by Analee Maestas, and the motion was seconded by David Robbins.  All indicated their approval.

The definition was deleted from the policy since it is located in the glossary. The motion to approve was made by David Robbins, and the motion was seconded by Analee Maestas.  All indicated their approval.

There was discussion regarding preferential treatment for veterans and in-state contractors. The motion to approve was made by David Robbins, and the motion was seconded by Analee Maestas.  All indicated their approval.

The motion to change the title and to continue the suspension for one was made

by Lorenzo Garcia and seconded by Analee Maestas.  All indicated their approval.

The motion to approve was made by David Robbins and seconded by Analee Maestas.  All indicated their approval.

The motion to approve was made by Lorenzo Garcia and seconded by Analee Maestas.  All indicated their approval.

Discussion was raised by Kathy Korte concerning regulating fundraising in schools, i.e., cash coming in, booster clubs and activity funds. Ms. Korte commented she would like to see a related policy regarding fundraising.  Tami Coleman informed the committee that there is an existing activity fund manual online. David Robbins suggested the word annual be replaced with the words at least in the last sentence.

The motion to approve the amended language was made by David Robbins and seconded by Lorenzo Garcia/Kathy Korte.  All indicated their approval.

The motion to approve was made by David Robbins and seconded by Analee Maestas.  All indicated their approval.

Title IX, New Mexico Schools Equity Act, booster club funds. In-state contracts and preference for veterans.

The meeting was adjourned at 6:30 p.m.