Minutes July 25, 2017 Regular Meeting

Minutes July 25, 2017 Regular Meeting
Posted on 09/15/2017

Los Lunas Schools Board of Education
Regular Meeting
July 25, 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

Juliette R. Benavidez, Assistant Superintendent

Susan Chavez, Assistant Superintendent

Andy Garcia, Dir. of Maintenance

Wilson Holland, Dir. of Athletics

Erica Hidalgo, Dir. of Elementary Programs

Darian Jaramillo, Dir. of Instructional Support

Mary McGowan, Dir. of Compliance and Accountability

Vicki Parker, Dir. of Purchasing

Cynthia Philips, Dir. of Compliance & Accountability

Andrew Saiz, Dir. of Personnel/Leadership Development

Julie Smith, Dir. of Secondary Programs

Sandy Traczyk, Dir. of Finance

Cathy Chavez, Coordinator of Federal Programs

Carlos Castillo, Payroll Supervisor 

Antonio Sedillo, Supervisor of Construction Management

Robert Abney, Principal, Los Lunas High School

Eliseo Aguirre, Principal, Century High School

Jason Baca, Principal, Valencia High School

Administrators Present:

Sonia Allen, Principal, Valencia Elementary

Monica Arguello, Principal, Peralta Elementary

Melissa Contreras Principal, Ann Parish Elementary

Kaua Matthews, Principal, Bosque Farms Elementary

Laura Tabet, Principal, Los Lunas Elementary

Joann Carter Asst. Principal, Valencia High School

Natalie Saiz, Asst. Principal, Los Lunas High School

Robert Alexander Asst. Principal, Ann Parish Elementary

Teri Gough, Asst. Principal, Raymond Gabaldon /Valencia Elementary

Deanna Herrera, Asst. Principal, Bosque Farms Elementary

Manessa Padilla, Asst. Principal, Los Lunas Elementary                

Others Present:

Arthur Melendres, Esq. Modrall Sperling

Erik Harrigan, Representative, RBC Capital Markets

Bruce Bennett, NEA-Los Lunas

Karen Bonanno, NEA-Los Lunas

Margo Rivera, NEA - Los Lunas

Penny Valdez, NEA-Los Lunas

Deborah Fox, Valencia County News Bulletin

Ten (10) 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

 Mr. Robert Abney, LLHS Principal, was asked to lead the audience in the Pledge.

4.      APPROVAL OF AGENDA

Mr. Smith asked if there were any changes or deletions to the agenda. 

Ms. Sanders asked for the agenda to be amended; specifically, to amend Item #13.  APPROVAL OF FINANCE ITEM (Received After Finance Committee Meeting):  2017/2018 Public School Capital Outlay Council (PSCOC) Systems-Based Full Application for Roof Replacements at Los Lunas Middle School and Peralta Elementary.  She asked to remove ‘and Peralta Elementary’ from the request. Ms. Sanders said she would discuss it further when the item came up for discussion.

Ms. C’Moya   moved, and Ms. Kirkham seconded, to approve the agenda as amended 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

Ms. C’Moya moved to consent all of the action items on the agenda with the following exception: Item #13.  APPROVAL OF FINANCE ITEM   (Received After Finance Committee Meeting):  2017/2018 Public School Capital Outlay Council (PSCOC) Systems-Based Full Application for Roof Replacements at Los Lunas Middle School.  Ms. Kirkham 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.

Mr. Otero stated that one of the items that was consented was Item #10. I. FINANCE COMMITTEE RECOMMENDATIONS:  Approval of Resolution Regarding Donation of Land.  Mr. Otero said he wanted to thank the family of DC Romero for their generous donation of 4.23 acres of land, which was located south of the Los Lunas Middle School Cafeteria.

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.

  1. APPROVAL OF MINUTES: June 27, 2017 Regular Meeting (Approved by Consent)
  2. PRESENTATION AND APPROVAL OF RESOLUTION:BOND SALE

    Claire Cieremans stated that Erik Harrigan from RBC Capital Markets, the District’s bond adviser, and Art Melendres from Modrall Sperling, the District’s bond council, were in attendance to discuss the upcoming bond sale.

    Erik Harrigan thanked the board members and Ms. Sanders for allowing him to address them regarding the upcoming bond sale.   He explained that a District had two options to sell its general obligation bonds, either through the NM Finance Authority or through a public sale. Over the last ten - eleven years, the Los Lunas School District had always sold its bonds through a public sale and had benefited from it, one, because of a strong bond rating, as well as, the strong enhanced bond rating of the State.

    The Los Lunas School District’s rating was A1 and they expected it to remain there.  The State’s rating used to be at AA1, but last November it was downgraded to an AA2-.   With the State’s AA2- enhanced rating change, the NM Finance Authority changed their stance and as a result, they offered a slightly lower interest rate.

    Because of that, it was determined to pursue a NM Finance Authority transaction. However, when the NM Finance Authority was contacted, it was learned that our District, among others, was not on the list of authorized buyers. The NM Finance Authority was told that our District would like to be on the list presented for approval during for the 2018 legislative session. Because of that, our District will once again go the route of public sales.  Prior to the bond sale next year, both options would be reviewed and compared, with a determination made at that time to ensure the lowest cost option.

    Mr. Harrigan gave an overview of Los Lunas Schools’ Finance Plan inclusive of an overview of the District’s history of past bond sales, bond elections, assessed valuation, tax rate history, debt capacity, bond tax rate, election timing, and the bond maturity schedule. Mr. Harrigan also gave a market overview, which he explained was affected by domestic and foreign policies and circumstances, including possible changes to the federal reserve.

  3. PRESENTATION AND APPROVAL OF RESOLUTION: BOND SALE (Continued)

    There being no questions regarding the presentation, Mr. Harrigan turned it over to Bond Council, Art Melendres from Modrall Sperling.  Mr. Melendres then gave a comprehensive overview of the details of the notice of sale and a resolution, inclusive of the procurement process itself, along with, the criteria and process that would be followed. 

    Superintendent Sanders recommended the passage of the aforementioned resolution.  She added that the purpose of selling bonds was to secure funds for specific purposes and   amounts.  They were to be used to erect, remodel, make additions, to and furnish, school buildings, to purchase or improve school grounds, to purchase computer software and hardware for student use in public schools, and to provide matching funds for capital outlay projects funded pursuant to the Public School Capital Outlay Act or any combination for those purposes.  Ms. Sanders stated that the authorized amount at the time of the bond election was $25,000,000, the amount previously issued was $1,600,000, and the amount to be issued under the Obligation School Building Bonds Series 2017 would be $7,500,000. 

    Mr. Castillo moved, and Ms. Kirkham seconded, to approve the resolution for the notice of sale for Obligation School Building Bonds Series 2017 in the amount of $7,500,000.00 as presented and recommended  by the Bond Advisor, Bond Council, as well as, 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. 

    BREAK

    Mr. Smith called for a break at 6:30 pm to sign the bond documents.

    REGULAR SESSION

    Mr. Smith called the meeting back to order at 6:34 pm.

  4. DISCUSSION AND ACTION AS NEEDED
  5. PRESENTATION OF POLICIES:Second Reading
    1. Board Policy #5.21:Leaves and Absences
    2. Board Policy #5.44:Employee Leave Donation

      Ms. Sanders reported that members of NEA and District management had met to review the policies.  She thanked the NEA Team for some great suggestions.  The attorney had reviewed the updated policy revisions:  the suggested deletions were in red, new language was in blue, and suggestions made by the attorney were in purple.

      Discussion ensued regarding the changes made to the policies, necessitated by a change in the law, which basically negated current policy 5.21. Mr. Castillo was given confirmation that all parties were represented in the discussion.  NEA President Penny Valdez said she wanted to make it clear that the policy changes had been negotiated not bargained.

      Mr. Smith announced that this was the second of three readings for these policies; no action was needed or requested at this time.

  6. FINANCE COMMITTEE RECOMMENDATIONS (Meeting Held July 11, 2017)
    1. Approval ofReports for June 2017
      1. Schedule of Checks Written (Approved by Consent)
      2. Cash on Hand (Approved by Consent)
      3. Investments on Hand (Approved by Consent)
      4. Monthly Budget Reports (Approved by Consent)
      5. Revenue (Approved by Consent)
    2. Approval of Budget Adjustment Requests (BARs)
    3. Approval of General Contracts
      1. Contract Renewal to Creamland Dairies for Dairy Products Purchases through NM School Nutrition Cooperative for the 2017/18 Fiscal Year

        (Approved by Consent)

      2. Contract Renewal with Labatt Foods for Food and Supply Purchases through the NM School Nutrition Cooperative for the 2017/18Fiscal Year (Approved by Consent)
    4. Approval of Out-of-State Travel Request for B. Baca and A. Saiz – Personnel, to Attend theAmerican Association of School Personnel Administrators (AASPA’s) Annual Conference in Phoenix, AZ October 17 – 20, 2017 11000 Operational (Approved by Consent)
    5. Approval of Deletion of Fixed Assets (Approved by Consent)
    6. Approval of Memorandum of Agreement (MOA) Between Los Lunas Schools and Village of Los Lunas for Refuse Removal for the 2017/18 Fiscal Year (Approved by Consent)
    7. Approval of Declaration of Allocation Acceptance with Public School Capital Outlay Council (PSCOC) Broadband Deficiencies Correction Program (BDCP) to Fund a Total of 5% of the Eligible Special Construction Costs for Fiber Circuit Connection as Submitted on E-Rate Form 471 (Approved by Consent)
    8. Approval of Resolution Accepting Donation of Real Property (Approved by Consent)
  7. APPROVAL OFFINANCE ITEM(Received After Finance Committee Meeting):2017/2018 Public School Capital Outlay Council (PSCOC) Systems-Based Full Application for Roof Replacements at Los Lunas Middle School and Peralta Elementary(Amended under Item #4 APPROVAL OF AGENDA)

    Ms. Moya stated that the reason the item did not go through the Finance Committee was that the information had not been received until after the meeting.

    Ms. Sanders, Ms. Cieremans, and Mr. Garcia led discussion regarding the roofing projects, the Public Schools Facility Authority (PSFA), the number of projects funding each year, the number where RGE (41) and PE (91) were on the list.  In order to maintain positions on the list, it was decided to take Peralta off the list.  The roof at that site would still be repaired; however, the funding for the project would come from the District, not from the PSFA.

    There being no further discussion, Mr. Smith called for a motion.

     Ms. Moya moved, and Ms. Kirkham seconded, to approve Item #13 APPROVAL OF FINANCE ITEM (Received After Finance Committee Meeting): 2017/2018  Public School Capital Outlay Council (PSCOC) Systems-Based Full Application for Roof Replacements at Los Lunas Middle School.  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.

  8. ANNOUNCEMENT OF MEETINGS
  1. Attendance at Finance Committee Meetings

    Ms. Sanders reported that at the Board’s request, she had obtained two legal opinions regarding whether the Finance Committee had to be open to the public.  She added that it was the pleasure of the Board whether they wished to discuss those opinions in public. None of the Board asked to share the board/council communication.

    Extensive discussion ensued regarding whether the finance committee meetings should be open to the public.  Mr. Castillo said he would like to eliminate the phrase ‘attendance by invitation only’ in the posting.  He said that during his tenure with the District the finance committee meetings had been open, although no one ever attended, and that he was not sure when it had been added to the notice.  Mr. Castillo stated that community members and employees had told him that people had bad vibes with the phrase ‘by invitation only’ and questioned the Board’s transparency. Because of that, he would like to see the wording removed from the postings.

    Ms. Sanders stated that her research had shown that the phrase had been put on meeting notices since September 2010.  The finance committee meetings were announced, but she had been told that because there was no quorum, that no authority had been delegated to the committee, that the finance committee meetings were not required to be open.

    Ms. Kirkham and Ms. Moya discussed the extensive amount of time that board members took to learn about the various accounts, programs, and procedures discussed in the finance committee.  Discussion ensued on what would be expected if individuals attended the committee meetings in terms of discussion, if interaction with explanations of programs and line items, would have to occur.  Further discussion ensued whether all finance committee meetings would have to be open, and what action would be needed, inclusive of whether a separate agenda would need to be posted and whether minutes would need to be taken.

    During the discussion, it was reiterated that the Board’s intent was not to hide anything.  No action was taken during the committee meetings, and all of the items listed on the finance committee agenda went before the full Board for any action. Members said that they felt that because it was not a regular meeting, and because a quorum was not present, and because no actions were taken that it did not require an agenda or minutes.

    Ms. Sanders reiterated that she would list the meetings however, the Board wished.

    Mr. Castillo moved, and Mr. Otero seconded, to remove the words attendance by invitation only’ on the announcement of finance committee meetings.   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.

    B.        Public Comment Policy/Procedure

    Discussion ensued regarding Board Policy #2.8   Public Address to the Board.  Currently the public was welcome to speak at board meeting with limitations.  Discussion and comments could be made regarding an item on the agenda.  If discussion/comments were requested regarding items not on the agenda, a form was available for individuals to request that an item be added for that purpose.  In doing so, it kept the board meetings from becoming bogged down.  It also allowed information to be gathered on subjects to be discussed, or, if the topic was not under the Board’s purview, it could be sent to the appropriate department or school to be addressed.

    Mr. Castillo stated that local governments were not required to include public comment on their agendas, but many do so. Mr. Smith said he had researched it, and found that most districts allowed for individuals to address the board whether it was regarding an item on the agenda or not.

    Discussion ensued regarding the logistics of preventing individuals from speaking about items that were not allowed including personnel items and/or specific students.  Mr. Smith said he felt that the public address forms could be modified to include acceptable topics and outline procedures and limitations.   He added he was working on modifying the policy for the Board’s consideration.

    None of the board members requested any action be taken regarding this item.

  1. SUPERINTENDENT’S REPORT

    Ms. Sanders said there were some changes in administration for the 2017 -18 school year.  Some individuals were new to the District, some were in new positions, and others had left and come back to the District.  She then introduced the following administrators who were in new/different for the 2017-18 school year:

    • Darian Jaramillo, Dir. of Instructional Support
    • Mary McGowan, Dir. of Compliance and Accountability
    • Cathy Chavez, Coordinator of Federal Programs
    • Carlos Castillo, Payroll Supervisor
    • Robert Abney, Principal,Los Lunas High School
    • Melissa Contreras Principal, Ann Parish Elementary
    • Catharine Campbell, Principal, Raymond Gabaldon Elementary
    • Natalie Saiz, Asst. Principal, Los Lunas High School
    • Joann Carter, Asst. Principal, Valencia High School
    • Robert Alexander Asst. Principal, Ann Parish Elementary
    • Deanna Herrera, Asst. Principal, Bosque Farms Elementary
    • Manessa Padilla, Asst. Principal, Los Lunas Elementary
    • Teri Gough, Asst. Principal, Raymond Gabaldon Elem. / Valencia Elem.

      Ms. Sanders announced that there was currently one more administrative vacancy to fill, that being the assistant principalship at Valencia Middle School. Ms. Sanders announced that Ms. Denise Cannon, the principal of RGE, had accepted a position with Socorro Schools as an assistant superintendent over curriculum.  Ms. Cannon was thanked for her service, and wished the best in her new position.

  1. Carl Perkins - Unliquidated Obligations – 24175 –Initial Budget

    (Approved by Consent)

  2. Title I-School Improvement – 24162 – Initial Budget

    (Approved by Consent)

    1. Approval of Purchases
      1. Southwest Training Systems Care of Cooperative Educational Services (℅ CES) for Food Safety & Sanitation Program for Student Nutrition for the 2017/18 Fiscal Year –21000 – Food Services (Approved by Consent)
      2. Tillery Bus SalesCare of Cooperative Educational Services (℅ CES) for vMax Live+ GPS Tracking System for Transportation –13000 – Transportation(Approved by Consent)
      3. J3 Systems Care of Cooperative Educational Services (℅ CES)for RGE Roof Repairs – 31701 – 2 Mil (Approved by Consent)
      4. Sivic Solutions Group LLC Care of Cooperative Educational Services (℅ CES)for Medicaid Reimbursement for Special Services - 25153 – Medicaid (Approved by Consent)
      5. Discovery Education for Annual Subscriber Agreement for Streaming Licenses for Technology –31600 – 3 Mil (Approved by Consent)

        12.       FINANCE COMMITTEE RECOMMENDATIONS  (Meeting Held July 11, 2017)

        (Continued)

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:

  • July 29, 2017 Board/Superintendent Retreat; 8:00am to 5:00pm, Isleta Resort; 11000 Broadway Southeast, Albuquerque, New Mexico. Portions of each item will deal with limited personnel matters. The Board and Superintendent will go into Closed Executive Session as needed. {Pursuant to 10-15-1 H (2) NMSA 1978{ (Quorum in attendance)
  • August 15, 2017 Finance Committee Meeting; Central Office Conference Room; 4:30pm
  • August 22, 2017 Regular Board Meeting, Central Office Board Room; 6:00pm Only one regular meeting in August.

15.    ADJOURNMENT

Mr. Castillo 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 7:16 pm.

APPROVED THIS 22nd DAY OF AUGUST 2017.

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