I.

Call to Order

A.

Roll Call

II.

Adoption of the June 17, 2014, Capital Outlay, Property and Technology Committee Meeting Agenda, and Approval of the Revised March 18, 2014, the April 22, 2014, and the May 20, 2014 Capital Outlay, Property and Technology Committee Meeting Minutes (Discussion/Action)

III.

Consideration for the Approval of the Design Development Submittal for Aztec Complex, Special Education and Autism Center as Submitted by Westwork Architects (Discussion/Action)
Presenter: Karen Alarid, Executive Director of Capital

IV.

Consideration for the Approval of the Selection Advisory Committee’s Recommendation for the General Landscaping Services on Demand (Discussion/Action)
Presenter: Mark Heckart, Executive Director of Procurement

V.

Consideration for the Approval by the Board for the Superintendent to Execute a Memorandum of Agreement (“MOA”) with the New Mexico Department of Transportation (NMDOT) and Attachment “A” (Scope of Work), and any Subsequent Amendments to the MOA and Exhibit A (Scope of Work) on behalf of APS (Discussion/Action)
Presenter: Karen Alarid, Executive Director of Capital

VI.

Consideration for the Approval of Application for Two Eligible School Construction Projects for State of New Mexico Public Schools Capital Outlay Council (PSCOC) matching funds for Mountain View Elementary School and Reginald Chavez Elementary School Project Scopes and School Data (Discussion/Action)
Presenter: Kizito Wijenje, Executive Director Capital Master Plan

VII.

Presentation on the Rental Process for Athletic Facilities Including the Usage Fee Structure (Discussion)
Presenter: Ruben Hendrickson, Chief Operations Officer

VIII.

The Next Capital Outlay, Property and Technology Committee Meeting

A.

The Next Capital Outlay, Property and Technology Committee Meeting is Scheduled for July 15, 2014, at 7:30 a.m., at the Alice and Bruce King Educational Complex in the DeLayo Martin Community Room

IX.

Adjournment

I.

Call to Order

A.

Roll Call

Present:  Lorenzo Garcia, Dr. Analee Maestas (by phone at 7:35 a.m.), Martin
                Esquivel (arrived at 7:55 a.m.), Dr. Don Duran, and Dr. David Peercy

Absent:  Kathy Korte, Steven Michael Quezada

II.

Adoption of the June 17, 2014, Capital Outlay, Property and Technology Committee Meeting Agenda, and Approval of the Revised March 18, 2014, the April 22, 2014, and the May 20, 2014 Capital Outlay, Property and Technology Committee Meeting Minutes (Discussion/Action)

Chairman Garcia called for adoption of the agenda and approval of the Capital Outlay, Property, and Technology Committee meeting minutes of March 18, 2014 (Revised), April 22, 2014, and May 20, 2014.  Dr. Peercy motioned, and Dr. Duran seconded the motion.  Board members Garcia, Duran, Maestas and Peercy voted in the affirmative.  Motion carried.  Board member Esquivel were not present for this vote.

III.

Consideration for the Approval of the Design Development Submittal for Aztec Complex, Special Education and Autism Center as Submitted by Westwork Architects (Discussion/Action)

Karen Alarid, executive director of Capital, and Kizito Wijenje, executive director of Capital Master Plan (CMP), presented information:

• Brief history and philosophy of the project
• CMP roadmap is predicated by the profoundly severe students’ needs
• Providing equal and equitable access to services
• These facilities are not only educational but quasi-medical facilities

Also present to provide information were Cindy Terry with Westwork, Annelle Darby with APS Facilities Design & Construction, and Dr. Anne Tafoya, executive director of Special Education with APS.

• Existing buildings on site presented constraints
• New buildings were sited to save as much money as possible
• Lower level will be the Autism Center with secured access
• Upper level will be the Homebound classrooms and administration area
• In the next phase the medical, diagnostic facility will be built
• The building will be designed with the special needs of autistic students in mind
• Dr. Tafoya stated that all of the things learned at the Highland Autism Center have been incorporated into the design of this facility
• These facilities are keeping students here in New Mexico, whereas if they did not exist these students would have to go to another state
• The number of students expected to be placed at the facility is about 20, which is the maximum
• There are more than 1,100 students in the APS district with autism
• Some of the students are so severe they need a classroom to themselves and two to three teachers with them all day long; it would be a danger to other students to have them in the same classroom
• APS currently has one student in this situation, with three adults in the classroom; APS also transports the student at a cost of $140,000 a year
• APS is not properly compensated by the State of New Mexico for special education
• Selection for these facilities is driven by Individual Educational Plans (IEP)
• Other autism facilities will remain at Highland and Rio Grande High Schools

Dr. Duran motioned for approval; Dr. Peercy seconded the motion.  Board members voted for the approval of the design development submittal for Aztec Complex, Special Education and Autism Center as submitted by Westwork Architects.  Motion carried.

IV.

Consideration for the Approval of the Selection Advisory Committee’s Recommendation for the General Landscaping Services on Demand (Discussion/Action)

Mark Heckart, executive director of Procurement, presented the recommendation for the as-needed type of bid for landscape services

Dr. Peercy motioned for approval, and Dr. Duran seconded the motion.  Board members Garcia, Duran, Peercy, Maestas and Esquivel, voted for the approval of the selection advisory committee’s recommendation for the general landscaping services on demand.  Motion carried.

V.

Consideration for the Approval by the Board for the Superintendent to Execute a Memorandum of Agreement (“MOA”) with the New Mexico Department of Transportation (NMDOT) and Attachment “A” (Scope of Work), and any Subsequent Amendments to the MOA and Exhibit A (Scope of Work) on behalf of APS (Discussion/Action)

Karen Alarid, executive director of Capital, provided information:

• Capital Master Plan (CMP) provided a small amount of money for pave­ment remediation at APS’ mountain schools, Roosevelt Middle School and A. Montoya Elementary School
• Initially the amount of money provided was not going to allow for much to be done
• The MOA with the NMDOT was brought to the attention of Facilities Design & Construction (FD & C) that offered a 25/75 matching grant to do paving and parking lots and APS applied
• This year the request has been expanded to include other schools

Dr. Peercy motioned for approval, and Dr. Duran seconded the motion.  Board members voted for approval for the superintendent to execute a MOA with the NMDOT and attachment “A” scope of work and any subsequent amendments to the MOA and exhibit A (scope of work) on behalf of APS.  Motion carried.

VI.

Consideration for the Approval of Application for Two Eligible School Construction Projects for State of New Mexico Public Schools Capital Outlay Council (PSCOC) matching funds for Mountain View Elementary School and Reginald Chavez Elementary School Project Scopes and School Data (Discussion/Action)

Kizito Wijenje, executive director of Capital Master Plan, provided information:

• NM PSCOC relies on an evaluation metrical prioritization known as the NM Facility Index
• The  NM PSCOC goes into the district and looks at every school and ranks them by severity of need from 1 to 700; 1 being the neediest
• State matching funds are based on a formula; district provides 45 percent of the project and PSCOC provides 55 percent
• Top 100 projects are awarded funds
• The funds awarded are based on bonding and ability to pay back
• The APS district is in a good place to receive funding because other school districts do not have the tax-base needed to meet the needed match
• Certain areas of the school do not qualify for funds, such as gyms, music rooms, etc.

Dr. Peercy motioned for approval, and Dr. Duran seconded the motion.  Board members voted for the approval of application for two eligible school construction projects for NMPSCOC matching funds for Mountain View Elementary School and Reginald Chavez Elementary School project scopes and school data.  Motion carried.

VII.

Presentation on the Rental Process for Athletic Facilities Including the Usage Fee Structure (Discussion)

Kenneth Barreras, director of Athletics, provided information:

• Four years ago the fee structure was redone that included an extensive study done within the community, other government entities and other school districts; however, it was a flat-hourly rate
• In the past, APS did not differentiate between profit and non-profit
• When Milne and Wilson stadiums were renovated, many people began to show up to use the facilities for free, similar to the use of a city park
• The issue was not addressed at the time and so the process continued for approximately 18 months
• After the soccer complex was opened on the Westside, APS Athletics Department decided that full-service facilities needed to be implemented because of lost and damaged equipment
• A full-service facility provides all the amenities such as restrooms and audio systems
•  The APS classification system for rental fees aligns with other school facilities
•  Other costs include utility costs, custodial or other necessary personnel
•  APS was subsidizing approximately 100 non-APS events at the three venues (Wilson, Milne and soccer complex) ranging between $40,000 to $50,000 a year out of the Athletics Department
•  The Community Stadium will be added to the list of available facilities; usage fees for this stadium will be evaluated due to the fact that it is a state-of-the-art facility

Board comments:

•  Information provided today is different from what is on the web; there is a need to differentiate between high school facilities and district-wide facilities. For example, Sandia High School usage cost will be different than the Community Stadium
•  Mr. Barreras discussed how fees are distributed.
•  Request was made by Board member Esquivel to compare fee schedules to other areas of Rio Rancho and Los Lunas
•  Concern was voiced about organizations that cannot meet the fee structure
•  Suggestion was made to develop an appeal process

VIII.

The Next Capital Outlay, Property and Technology Committee Meeting

A.

The next Capital Outlay, Property and Technology Committee meeting is scheduled for July 15, 2014, at 7:30 a.m., at the Alice and Bruce King Educational Complex in the DeLayo Martin Community Room.

IX.

Adjournment

The meeting adjourned at 8:35 a.m.