Minutes for September 26, 2017 Regular Meeting

Minutes for September 26, 2017 Regular Meeting
Posted on 10/11/2017
LOS LUNAS SCHOOLS BOARD OF EDUCATION
REGULAR MEETING
SEPTEMBER 12, 2017

1. CALL TO ORDER
Board President Bryan C. Smith called the Board Meeting to order at 6:00 pm. He thanked everyone for coming and reminded the audience to silence all cell phones and/or other electronic devices during the meeting.
Board Members Present:
Bryan C. Smith, President
Georgia Otero-Kirkham, Vice President
Sonya C’Moya, Secretary
Frank A. Otero, Member
Art Castillo, Member
Administrators Present: Dana Sanders, Superintendent
Claire Cieremans, Chief Finance Officer
Brian Baca, Assistant Superintendent
Juliette R. Benavidez, Assistant Superintendent
Susan Chavez, Assistant Superintendent
Erica Hidalgo, Dir. of Elementary Programs
Darian Jaramillo, Dir. of Instructional Support
Mary McGowan, Dir. of Compliance and Accountability
Cynthia Philips, Dir. of Special Education
Andrew Saiz, Dir. of Personnel/Leadership Development
Julie Smith, Dir. of Secondary Programs
Elena Trodden, Dir. of Assessment/Data
Cathy Chavez, Coordinator of Federal Programs
Deidra Martinez Munos, Principal, Desert View Elementary
Teri Gough, Asst. Principal, RGE/Valencia Elementary
Alicia Himes, Asst. Principal, Los Lunas High School
Fred Sedillo, Asst. Principal, Desert View Elementary

Others Present: Margo Rivera, NEA-Los Lunas
Penny Valdez, NEA-Los Lunas
Eight (8) Additional Community Members, Staff, and Students

2. ANNOUNCEMENT OF MEETING

Superintendent Dana Sanders reported the meeting had been announced in accordance with the Open Meetings Resolution, and was a legally constituted meeting of the Los Lunas Schools Board of Education.
3. PLEDGE OF ALLEGIANCE
Jovanny Maldonado, a sixth grader at Desert View Elementary, led the audience in the Pledge.
4. APPROVAL OF AGENDA

Mr. Smith asked if there were any changes or deletions to the agenda. There being none, Ms. Smith asked for a motion.

Ms. Otero-Kirkham moved, and Ms. C’Moya seconded, to approve the agenda as submitted by Ms. Sanders and her staff. There being no discussion, Mr. Smith called for a roll call vote with the following results: Art Castillo - yes; Georgia Otero-Kirkham – yes; Sonya C’Moya – yes; Frank A. Otero – yes; and Bryan C. Smith - yes. Motion passed.
5. PUBLIC COMMENT
There were no requests to address the Board.
6. APPROVAL OF CONSENT ITEMS

Mr. Otero moved to consent all of the action items on the agenda with the exception of the following items: Item #10 E. x. FINANCE COMMITTEE RECOMMENDATIONS - Approval of Out-of-State Travel Request for A. Garcia, A. Silva, and R. Carrillo – Maintenance Department, to Attend SchoolDude University in San Diego, CA March 18 – 21, 2018 31701 2 Mil; and Item #10 I. Approval of New Mexico Public School Facilities Authority Preventive Maintenance Plan 2017. Mr. Castillo seconded the motion.

Mr. Smith announced for the benefit of the audience, that consent items were the action items on the agenda presented by the Superintendent and her staff for approval. The action items had been reviewed by the board members individually. If no discussion had been asked regarding the items by any of the board members, the items were submitted for approval with one motion/vote.

There being no further discussion, Mr. Smith called for a roll call vote with the following results: Art Castillo - yes; Georgia Otero-Kirkham – yes; Sonya C’Moya – yes; Frank A. Otero – yes; and Bryan C. Smith - yes. Motion passed.
7. APPROVAL OF MINUTES: September 12, 2017 Regular Meeting
(Approved by Consent)
8. SUPERINTENDENT’S REPORT

A. School Presentation: Diedra Martinez Munos, Principal, Desert View Elementary

Desert View Elementary Principal, Diedra Martinez Munos, thanked the Board and Superintendent Sanders for allowing her to speak about Desert View Elementary. She introduced Fred Sedillo, the full time assistant principal at DVE, and recognized the staff, DVE family, and DVE advocate in the audience.

Ms. Martinez Munos reported that they had 70 staff members who served their 407 students in K-6 and 36 students in their head start program. They had 75% of their staff return for the 2017-18 school year, and had only one open position at this time.

Ms. Martinez Munos and Mr. Sedillo then gave a comprehensive overview of the three-year trend of PARCC ELA for third through sixth grade levels in comparison with the state and district, and the DVE L! Benchmark Data.
Ms. Martinez Munos and Mr. Sedillo stated they planned to address Student Reading Achievement Results as follows:
• They will increase student proficiency in reading in PARCC and Istation by implementing Journey’s program and Core Reading.
• Weekly PLCs and bi-monthly Leadership Team Meetings.
• Focus groups for walkthroughs included: Big 5 best practices, Depth of Knowledge questions, Learning Objective and more than 80% scholar engagement

Ms. Martinez Munos and Mr. Sedillo gave an overview of the results of Desert View’s PARCC Math tests for third through sixth grade, benchmark data, three-year comparison data, DVE Vmath Benchmark Data, as well as, the TransMath Benchmark Data.
8. SUPERINTENDENT’S REPORT (Continued)

A. School Presentation: Diedra Martinez Munos, Principal, Desert View
Elementary (Continued)

Ms. Martinez Munos and Mr. Sedillo then discussed their plan to address the math achievement results, which included the following:

• They will increase student proficiency in Math by 10% in each grade level in PARCC/Istation.

• Implement new enVisions Math materials and attend PLCs and District Professional Development.

• Principal, Assistant Principal and Academic Coach will do weekly walkthroughs with feedback for new staff and others.

Challenges that DVE face included:
• High numbers of special education scholars and SAT documentation
• New adoption of Math – envision
DVE victories included:
• We continue to progress towards an A
• HRS – Level 2
• AVID
• Kind Kids Club
• Science Club, Cheerleading Club & Soccer Club

Ms. Diedra Martinez Munos stated that the showcases at Desert View Elementary included:
• Two full time – ALL day Head Start Program at Desert View
• Band
• K3+ Program – 85 scholars this past summer
• Invited Board to their Fall Festival on October 31st and Spring Festival on April 26th
8. SUPERINTENDENT’S REPORT (Continued)

A. School Presentation: Diedra Martinez Munos, Principal, Desert View
Elementary (Continued)

Ms. C’Moya congratulated Ms. Martinez Munos and her staff on their passion in turning their school around. She added that she loved them using the term ‘scholars’ instead of students when referring to the children enrolled at DVE.

Ms. Kirkham stated that she been to DVE a couple of times and was excited about their commitment to their students. She added that she was pleased that the K3+ Program was working at DVE, as that was not the case in all the schools. Ms. Kirkham congratulated Mr. Sedillo on the birth of his first grandchild.
Mr. Castillo said he had been on the Board when DVE was built, but had not been to visit DVE yet during this term, but hoped to get there soon. He commended Ms. Martinez Munos and her staff for the job they were doing and encouraged them to keep up the good work.
Mr. Otero was given confirmation that DVE and APE no longer had to share an assistant principal, and Mr. Sedillo now served full time as the assistant principal at Desert View Elementary. Ms. Martinez Munos expressed her appreciation for being allowed to have a full time assistant at her school.
Mr. Smith said he appreciated all the hard work they were doing at DVE. He added that he was pleased with what they were doing with the K3+ Program and implementation of AVID, as he was big fans of both programs.
Ms. Martinez Munos and her staff were commended for their hard work and efforts on behalf of the District’s students, parents, and community.
8. SUPERINTENDENT’S REPORT (Continued)

B. Student Representative Report: Kevin Pohl, Los Lunas High School

Ms. Sanders introduced Kevin “Spike” Pohl, the Student Representative from Los Lunas High School.
Spike thanked the board members and Ms. Sanders for allowing him to speak to them about Los Lunas High School. He stated that he was the student body president at Los Lunas High School. Along with student council, he said he was involved in the senior class council where he served as the class parliamentarian, and was the president of the Los Lunas High School chapter of National Honor Society.
Spike said he was there to let the Board and Ms. Sanders know how LLHS had started off the school year. He said they were very excited to meet their new principal, Mr. Abney, along with all their other new staff, had had hit the ground running. He added that Mr. Abney was unable to attend, and thanked Ms. Hines for coming.
Spike said that in the first weeks of school, student council was able to open a new school spirit store called The Tiger Den. They also voted in two new clubs to their high school: Spanish Club and a Cards & Games Club.
Student Council put on their Homecoming Spirit Week which included themed days, coronation for the homecoming court, a bonfire, a pep-assembly, and, of course, with the help of NHS, the homecoming dance. Also during the week, the school hosted a college fair, and a community tailgate before the homecoming football game.
8. SUPERINTENDENT’S REPORT (Continued)

B. Student Representative Report: Kevin Pohl, Los Lunas High School (Cont.)
Spike said that when it came to sports: the football team had a record of 4-1; the volleyball team had a record of 10-1; the boys’ soccer team had a record of 7-7; and the girls’ soccer team had record of 8-5.
Last, but not least, the band had started working on their different competition pieces, adding that they had been lucky to hear them during half time of the football game.

Ms. Kirkham thanked Spike for his report, and added that he looked very handsome for homecoming on Facebook.

Mr. Smith told Spike her was proud of his accomplishments.

Ms. Sanders thanked Spike for his report, and said she appreciated him being there to represent Los Lunas High School and the District as a whole.
9. DISCUSSION ITEM: Board Policy 2.8.8 Public Comment
Mr. Smith stated that about a month ago, he had sent the board members this portion of the policy, with revisions that he wished to see made to it. He had requested that policy be sent to the board attorneys for review. He encouraged the board members to review the policy so they could have discussion regarding the policy, make any further changes needed, and finalize it.
Mr. Castillo stated that the policy had been discussed since July and was not sure why it had not been submitted for the three readings yet.
9. DISCUSSION ITEM: Board Policy 2.8.8 Public Comment (Continued)

Ms. Sanders stated that she might have misunderstood the direction the Board wanted to take with that policy. It was her understanding that the policy would be brought for a first reading with the other policies in Sections 1 and 2 on October 28th following the work session with Mr. Kennedy regarding the policies.
Mr. Smith and Mr. Castillo led a brief discussion regarding the policy and timeline, after which Ms. Sanders was asked to ensure Mr. Kennedy had reviewed the policy, and to put Policy 2.8 on the October 10th agenda for the first of three readings. Ms. Sanders stated that she would ensure that Mr. Kennedy was told to have the policy reviewed and ready for the October 10th meeting, and added that she would have Mr. Kennedy contact Mr. Smith directly if he (Mr. Kennedy) had any questions, and/or needed clarification regarding the revisions requested by Mr. Smith.
Ms. C’Moya led discussion on the method used to show editing changes - blue for new language, red strike through for deletions) and suggested that the Board instead of using blue / red strike through, utilize the tracking portion in Word that was used in business sectors. When asked for clarification, she demonstrated to Mr. Smith where the tracking piece was found in Word.
Mr. Smith announced that this item was for discussion only; therefore, no action was needed or warranted at this time. 


10. FINANCE COMMITTEE RECOMMENDATIONS (Meeting Held Sept. 19, 2017)

A. Approval of Reports for August 2017
i. Schedule of Checks Written (Approved by Consent)
ii. Cash on Hand (Approved by Consent)
iii. Investments on Hand (Approved by Consent)
iv. Monthly Budget Reports (Approved by Consent)
v. Revenue (Approved by Consent)

B. Approval of Budget Adjustment Requests (BARs)
i. GRADS Instructional – 28190 – Initial Budget
(Approved by Consent)
ii. Title I – 24101 – Transfer (Approved by Consent)
iii. Title III – 24153 – Transfer (Approved by Consent)
iv. Instructional Materials – 14000 – Cash Carryover – Increase
(Approved by Consent)

C. Approval of Budget Adjustment Requests (Not Requiring Public Education Department (PED) Approval)
i. Curriculum Instruction Accountability (CIA) – Carl Perkins – 24174 – Supplies & Materials – Professional Development (Approved by Consent)

ii. Curriculum Instruction Accountability (CIA) – NM Reads to Lead – 27114 – Additional Compensation/Contract Services – Employee Travel/Salaries-Subs/Benefits (Approved by Consent)

D. Approval of Purchase: Bob Turner Ford Country, Inc. dba Power Ford for 2017 One Ton F350 Truck for Los Lunas High School Future Farmers of America (FFA) Program 31701 – 2 Mil (Approved by Consent)

10. FINANCE COMMITTEE RECOMMENDATIONS (Meeting Held Sept. 19, 2017) (Continued)

E. Approval of Out-of-State Travel Requests
i. Out-of-State Travel Request for A. Haney – Student Nutrition, to Attend the Student Nutrition Association (SNA) Fall Board Meeting in Alexandria, VA October 19 –21, 2017 No Cost to District
(Approved by Consent)

ii. Out-of-State Travel Request for E. Hidalgo – CIA to Attend the Professional Learning Communities (PLC) at Work 2017 Conference in San Diego, CA October 10 –12, 2017 24101 Title I
(Approved by Consent)

iii. Out-of-State Travel Request for S. Keppler – VHS Junior Reserve Officer Training Corps (JROTC) Instructor to Attend the 2017 5th Battalion JROTC Instructor Training Course in Fort Worth, TX September 5 – 9, 2017 No Cost to District (Approved by Consent)
iv. Out-of-State Travel Request for J. Smith – CIA to Attend the Advancement Via Individual Determination (AVID) District Leadership Training Session 5 in Austin, TX October 19 –20, 2017 24101 Title I (Approved by Consent)
v. Out-of-State Travel Request for D. Jaramillo – CIA to Attend the Summit on PLC at Work in Phoenix, AZ February 20 – 22, 2018 24101 Title I (Approved by Consent)
vi. Out-of-State Travel Request for R. Alexander, A. Fiedler, Y. Garcia, C. Smith, M. Paulina Merida – Ann Parish Elementary, to Attend the Solution Tree PLC at Work Institute in San Diego, CA October 10 –12, 2017 24101 Title I (Approved by Consent)
vii. Out-of-State Travel Request for E. Hedlund – LLHS JROTC Instructor to Attend the 2017 5th Battalion JROTC Instructor Training Course in Fort Worth, TX September 5 – 9, 2017 No Cost to District (Approved by Consent)
viii. Out-of-State Travel Request for P. Ferreyra, R. Garcia, A. Hawkes, M. Williams, R. Baca – Los Lunas Elementary, to Attend the Solution Tree PLC at Work Institute in San Diego, CA October 10 –12, 2017 24101 Title I (Approved by Consent)
10. FINANCE COMMITTEE RECOMMENDATIONS (Meeting Held Sept. 19, 2017) (Continued)

E. Approval of Out-of-State Travel Requests (Continued)
ix. Out-of-State Travel Request for J. Schaaf – Technology, to Attend the JAMF Certified Casper Administrator Training in Denver, CO November 27 – December 1, 2017 31600 3 Mil
(Approved by Consent)

x. Out-of-State Travel Request for A. Garcia, A. Silva, and R. Carrillo – Maintenance Department, to Attend SchoolDude University in San Diego, CA March 18 –21, 2018 31701 2 Mil

Mr. Castillo questioned why the individuals listed needed to attend the trip every year. He then asked for more information about the program itself, and whether Ms. Cieremans thought it was effective.

Ms. Cieremans clarified that the individuals did not attend the trip every year; they had actually not attended in four years. Technology also sent individuals to attend SchoolDude University to keep abreast of changes to the program. Industry leaders, energy management leaders, and the experts who developed the software program provided multiple sessions on utilizing the program. They taught the attendees new updates and components of the program that had been developed to meet the needs of Districts.
Ms. Cieremans explained that SchoolDude was the comprehensive software program used in both the maintenance and technology departments. Components of the program allowed the departments to maintain detailed records from the time a work order was submitted until the issue was resolved. In addition, SchoolDude was used to keep track of preventative maintenance, such as changing valves, cleaning gutters, maintaining heating and cooling units, and vehicle maintenance. The records helped them be proactive instead of reactive, in terms of maintaining facilities.


10. FINANCE COMMITTEE RECOMMENDATIONS (Meeting Held Sept. 19, 2017) (Continued)


E. Approval of Out-of-State Travel Requests (Continued)
x. Out-of-State Travel Request for A. Garcia, A. Silva, and R. Carrillo – Maintenance Department, to Attend SchoolDude University in San Diego, CA March 18 –21, 2018 31701 2 Mill (Continued)

Weekly reports were generated which showed work orders, the costs associated with them, who was working on the issue, upcoming preventative maintenance, and tracking energy usage. The information helped with the efficient operation of the District. The energy usage portion was used as part to of the District’s Energy Management Plan, and both helped the operation of the school district to more efficient. The program was a requirement of the State, and was used to develop the District’s Five-Year Facility Master Plan, Energy Plan, and the newly mandated Preventative Maintenance Plan. Besides being a requirement by the State, it was also required prior to submitting applications for Capital improvement projects by the Public Schools Facility Authority. Ms. Cieremans added that SchoolDude was an integral part of the efficient running of the maintenance and transportation departments. She said she felt that, as was the case of other programs the District used, it was important that those who utilized and oversaw the departments, stayed current in its usage and components.


Mr. Castillo moved, and Ms. C’Moya seconded, to approve Item # 10. D. x. FINANCE COMMITTEE RECOMMENDATIONS: Approval of Out-of-State Travel Requests for A. Garcia, A. Silva, and R. Carrillo – Maintenance Department, to Attend SchoolDude University in San Diego, CA March 18 –21, 2018 31701 2 Mil as presented. There being no discussion, Mr. Smith called for a roll call vote with the following results: Art Castillo - yes; Georgia Otero-Kirkham – yes; Sonya C’Moya – yes; Frank A. Otero – yes; and Bryan C. Smith - yes. Motion passed.


10. FINANCE COMMITTEE RECOMMENDATIONS (Meeting Held Sept. 19, 2017) (Continued)

E. Approval of Out-of-State Travel Requests (Continued)
xi. Out-of-State Travel Request for D. Sanders – Superintendent, B. Smith, G. Otero-Kirkham, S. C’Moya, F. Otero, and A. Castillo – LLS Board of Education, to Attend the NSBA 2018 Annual Conference in San Antonio, TX April 7 – 9, 2018 11000 Operational
(Approved by Consent)

xii. Out-of-State Travel Request for E. Trodden – CIA, to Attend ACT State Organizations Fall Leadership Summit in San Diego, CA October 31 – November 1, 2017 No Cost to District
(Approved by Consent)

F. Approval of Deletion of Fixed Assets (Approved by Consent)

G. Approval of Grant Agreement Between New Mexico Higher Education Department and Los Lunas Schools to Administer the GEAR UP New Mexico Grant for the 2017/18 Fiscal Year (Approved by Consent)

H. Approval of Contract Between New Mexico (NM) Graduation Reality and Dual-Role Skills (GRADS) and Los Lunas Schools to Provide the NM GRADS Program Instructional Component to Century High School for the 2017/18 Fiscal Year (Approved by Consent)
I. Approval of New Mexico Public School Facilities Authority Preventive Maintenance Plan 2017
At the request of Mr. Castillo, Ms. Cieremans explained that the New Mexico Public School Facilities Authority Preventive Plan was a new requirement of the PSFA this year, and went hand-in-hand with the District’s Five-Year Facility Master Plan. She further explained that it was time-intensive, extensive, and comprehensive plan of how the District maintained its facilities through preventive maintenance. She gave examples of areas that were included in the preventative maintenance including scheduling routine maintenance such as changing valves, monitoring and changing out heating and AC units, cleaning gutters, and maintaining routine upkeep of vehicle.


10. FINANCE COMMITTEE RECOMMENDATIONS (Meeting Held Sept. 19, 2017) (Continued)

I. Approval of New Mexico Public School Facilities Authority Preventive Maintenance Plan 2017 (Continued)
Ms. Cieremans stated that it was a very big job, and that two maintenance workers were assigned full time to the task of preventive maintenance. She added that much of the preliminary documentation was done through SchoolDude. Ms. Cieremans said that utilizing the information from SchoolDude to assist with maintaining the District’s facilities and vehicles was an effective and proactive way to address issues, and maintain financial responsibility.
Mr. Castillo led a brief discussion on the execution of the plan, including work orders, and areas covered under the plan.
Mr. Castillo moved, and Ms. Kirkham seconded, to approve Item # 10. D. x. FINANCE COMMITTEE RECOMMENDATIONS (Meeting Held September 19, 2017) Approval of New Mexico Public School Facilities Authority Preventive Maintenance Plan 2017 as presented. There being no discussion, Mr. Smith called for a roll call vote with the following results: Art Castillo - yes; Georgia Otero-Kirkham – yes; Sonya C’Moya – yes; Frank A. Otero – yes; and Bryan C. Smith - yes. Motion passed.
J. Approval of Agreement Between Morgan Stanley Smith Barney LLC and Los Lunas Schools to Define an Authorized Person for Investment Instructions and Privileges (Approved by Consent)
11. ANNOUNCEMENT OF MEETINGS
Mr. Smith announced that this brought them to the announcement of meetings. As allowed by the New Mexico Open Meetings Act and District’s Open Meetings Resolution, on occasion a quorum of board members attended the same function, including those held at school sites, at the district level, as well as sports functions, conferences, workshops, and trainings. Members agreed to refrain from discussing and/or acting upon, board issues in those settings. In addition, only official meetings were published, and, if other meetings were scheduled, they would be announced in accordance with the NM Open Meetings Act. Mr. Smith then announced the following meetings:
• Oct. 10, 2017 Regular Board Meeting, Central Office Board Room at 6:00pm
• Oct. 11, 2017 New Mexico School Board Association (NMSBA) Region IV Fall Meeting, Socorro High School, 1200 Michigan St., Socorro, NM 87801 at 5:30 – 8:30pm (Quorum in Attendance)
• Oct. 17, 2017 Finance Committee Meeting, Central Office Conference Room at 4:30pm
• Oct. 17, 2017 Work Session Regarding Policies, Central Office Board Room at 5:30pm (Quorum May be in Attendance)
• Oct. 24, 2017 Regular Board Meeting, Central Office Board Room at 6:00pm

12. CLOSED EXECUTIVE SESSION: Discussion Regarding Limited Personnel Matters; Specifically, Discussion with the Superintendent Regarding Status of Superintendent’s Goals {Pursuant to10-15-1 H (2) NMSA 1978}
Mr. Smith called for a motion.

Ms. Kirkham moved that the Board go into Closed Executive Session for Discussion Regarding Limited Personnel Matters; specifically, for discussion with the Superintendent Regarding the Status of the Superintendent’s Goals {Pursuant to 10-15-1 H (2) NMSA 1978}. Ms. C’Moya seconded the motion. There being no discussion, Mr. Smith called for a roll call vote with the following results: Art Castillo - yes; Georgia Otero-Kirkham – yes; Sonya C’Moya – yes; Frank A. Otero – yes; and Bryan C. Smith - yes. Motion passed.
CLOSED EXECUTIVE SESSION

The Board went into Closed Executive Session at 6:53 pm.
Mr. Smith called for a motion to go back into Regular Session.

Ms. Kirkham moved that the Board go back into Regular Session. Ms. C’ Moya seconded the motion. There being no discussion, Mr. Smith called for a roll call vote with the following results: Art Castillo - yes; Georgia Otero-Kirkham – yes; Sonya C’Moya – yes; Frank A. Otero – yes; and Bryan C. Smith - yes. Motion passed.
REGULAR SESSION

The Board went back into Regular Session at 7:25 pm.
Mr. Smith announced that the Los Lunas Schools Board of Education went into Closed Executive Session for Discussion Regarding Limited Personnel Matters: Specifically, for Discussion Regarding Status of Superintendent’s Goals {Pursuant to 10-15-1 H (2) NMSA 1978. No other topics were discussed; nor was any action taken in Closed Executive Session.
13. ADJOURNMENT
Ms. C. Moya moved, and Ms. Kirkham seconded, to adjourn the meeting. Mr. Smith called for a roll call vote with the following results: Art Castillo - yes; Georgia Otero-Kirkham – yes; Sonya C’Moya – yes; Frank A. Otero – yes; and Bryan C. Smith - yes. Motion passed.
The meeting was adjourned at 7:25 pm.
APPROVED THIS 10th DAY OF OCTOBER 2017.
Bryan C. Smith, President
Sonya C’Moya, Secretary
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