Minutes June 21, 2022 Regular Meeting

Minutes June 21, 2022 Regular Meeting
Posted on 07/21/2022
LOS LUNAS SCHOOLS BOARD OF EDUCATION
REGULAR MEETING
JUNE 21, 2022

Ms. Garcia ensured that Mr. Smith and Mr. Bennett were both on the line. She then ensured that the Captioner, Computer Tech and Executive Assistant were ready.

1. CALL TO ORDER

Ms. Garcia called the Los Lunas Schools Board of Education meeting to order at 6:08 pm. She thanked everyone for their patience, and then welcomed those who were participating in the board meeting in person and those watching the board meeting via livestream on YouTube. Ms. Garcia added that as a reminder the link to the meeting was on the District’s webpage, under the Board of Education page. She added that the streaming would run through the end of the meeting, and, in the event there was a disruption in the audio portion, she would pause the meeting until it was reestablished.

Ms. Garcia announced that, as allowed by the Open Meetings Act and the LLS Open Meetings Resolution, they had two board members Mr. Bennett and Mr. Smith, who would be participating in the meeting via teleconference for the meeting. She then ensured that they could both hear and could be heard.

Ms. Garcia announced that she would like to request a moment of silence before the meeting began. She stated that on June 8th, five US Marines lost their lives during a routine training in California. One of those individuals was US Marine L.Cpl. Evan Strickland, who was a 2020 Graduate of Valencia High School. She then asked that they observe a moment of silence in honor of Evan, his fellow Marines, and their families and friends.







1. CALL TO ORDER (Continued)

LLS BOE Members Present: Tina Garcia, President
P. David Vickers, Vice President
Bruce Bennett, Secretary (Participated via teleconference)
Bryan C. Smith, Member (Participated via teleconference)
Eloy Giron, Member



Administrators Present: Dr. Arsenio Romero, Superintendent
Claire Cieremans, Chief Finance Officer
Susan Chavez, Chief Student Services Officer
Dr. Deborah Elder, Chief Academic Officer
Cathy Chavez, Dir. of Federal Programs
Karla Dow, Dir. of Assessment Innovations & Accountability
Andy Garcia, Dir. of Maintenance & Construction
Desi Garcia, Dir. of Safety & Security
William Hays, Dir. of Educational Technology
Alicia Himes, Dir. of Professional Learning Innovations
Katherine House, Dir. of Elementary Learning Innovations
Jacqueline Kelly-Romero, COVID Admin. of Special Projects
Mary McGowan, Dir. of Special Services
Michelle Romero, Dir. of Purchasing
Sandy Traczyk, Dir. of Finance
Andrew Saiz, Dir. of Personnel
Natalie Saiz, Dir. of Support Services
Elena Trodden, Dir. of Language Learning Innovations
Joseph Barela, Supervisor of Custodians
Carlos Castillo, Payroll Supervisor
Anthony Silva, Supervisor of Maintenance


1. CALL TO ORDER (Continued)

Administrators Present: Tiffany Gutierrez, Construction Supervisor
Clair Toledo, Principal, Century High / Opportunity Schools
Paul Carder, Principal, Los Lunas High School
Albert Aragon, Principal, Valencia High School
Lawrence Sosa, Principal, Los Lunas Middle School
Joann Carter, Principal, Valencia Middle School
Deanna Herrera, Principal, Bosque Farms Elementary
Diedra Martinez, Munos, Principal Desert View Elementary
Eric Tiger, Principal, Los Lunas Elementary
Amy Viramontes, Principal, Peralta Elementary
Venessa Tregembo, Principal, Sundance Elementary
Monica Rivera, Principal, Tomé Elementary
Edric Chavez, Asst. Principal, Los Lunas Middle School
Edward Ramirez, Asst. Principal, Sundance Elementary

Others Present: Jacqueline Staehlin-Archuleta, Esq., Cuddy McCarthy
Makayla Grijalva, Valencia County News Bulletin
Approximately fifteen (15) additional individuals were in
attendance.
Approximately forty-seven (47) individuals watched via live streaming.





2. ANNOUNCEMENT OF MEETING

Ms. Garcia asked Dr. Romero to announce the meeting. Dr. Romero reported the meeting had been announced in accordance with the LLS Open Meetings Resolution, and, it was a legally constituted meeting of the Los Lunas Schools Board of Education.







3. PLEDGE OF ALLEGIANCE

Mr. Andrew Saiz was asked to lead the pledge.


4. APPROVAL OF AGENDA

Ms. Garcia asked Dr. Romero if there were any changes or deletions to the agenda. Dr Romero stated that he did not recommend any changes to the agenda. Ms. Garcia called for a motion to approve the agenda.

Mr. Vickers moved, and Mr. Bennett seconded, to approve the agenda as presented.

Ms. Garcia said she had a first and a second to accept the agenda as presented with no amendments, and would call for the vote unless there was a discussion.

Mr. Smith interjected and she told him to go ahead. He said that one of their board policies, Policy # 2.85 stated that any board member by noon the Monday of the week before the meeting may request an item be placed on the agenda. He said that he knew that on Friday June 10th, which was the Friday before the meeting, the Monday before the week before the board meeting, again he emailed the President and asked for a conversation with the attorney on the agenda. On Tuesday June 14th, which was the day after the Monday of the week before a board meeting, he was contacted by the Board President stating that she did not understand what he wanted to have on the board meeting agenda and it was too late to have it on the agenda anyways.

Mr. Smith said he would also refer to Policy # 2.8.11 where it stated that the Board desired to see rules of procedure which assist in the achievement of the following: the meeting proceeds efficiently; the Board acts by the decision of a majority of a quorum of its members, but with equal opportunity for all members to participate fully, whether in the majority on a given an issue or not, and decisions are made of the merits as determined by the considered and deliberation action of a majority of a quorum of the members present, rather than based upon any manipulation of the applicable procedural rules.

4. APPROVAL OF AGENDA

Therefore, he (Mr. Smith) did not believe that he was given the opportunity to have an item placed on the agenda and, speaking for himself, it was the second meeting in a row that he had been excluded from participating in the board meeting up unto that point. Therefore, he did not approve of the agenda, so that tells him to say no, he voted no.

Ms. Garcia thanked Mr. Smith and asked if there was any other discussion?

Mr. Giron asked Mr. Smith to repeat those dates that he submitted those requests. Mr. Smith responded, Friday, June 10th. Mr. Giron addressed Ms. Garcia and said that the deadline she wanted was June 13th ? She responded that Tuesday was the day she had responded to him (Mr. Giron) saying they would need to have the agenda items presented to her by noon on Tuesday so they could get them to the staff to get to the paper by Wednesday morning. She stated that she had instructed him to do it by Tuesday at noon.

Mr. Giron stated that his question was, Bryan Smith said he submitted something June the 10th and her deadline that was the 14th. Ms. Garcia responded that she would have to look at the calendar but she would take his word for the dates.

Mr. Giron asked Mr. Smith, was that correct? Then he (Mr. Giron) was going to ask him again. He’d asked June the 10th and the deadline was June the 14th, correct? Mr. Smith stated that he’d asked on June the 10th. He believed that the deadline was June 13th according to the Policy which stated the Monday before the meeting.

Mr. Giron addressed both Mr. Smith and Ms. Garcia and stated that he (Mr. Giron) had not read the policy. He had been meaning to read it because he knew he was in an email thread and exchange with their president there. But they had a counsel there. Could they refer that question to counsel? If a board member had met the deadlines.




4. APPROVAL OF AGENDA (Continued)

Ms. Garcia told Mr. Giron that before she allowed counsel to address the question, and added that if he wanted to phrase it she would let him, but she would address him before the attorney did. She told him to go ahead and phrase his question to the Counsel.

Mr. Giron said that the question Mr. Smith had brought up was … he had asked for an item to be on the agenda. Mr. Giron stated that he (Mr. Giron) did not know about it. Mr. Smith asked on June the 10th. He said he (Mr. Giron) also… then interjected and said he did not want to get confused , but, he (Mr. Giron) had also asked for some stuff and had emails with their President and he’d missed those deadlines, but, Mr. Smith did not. Where did they go from there?

Ms. Garcia addressed Mr. Giron and Mr. Smith. She said that, first of all, she wanted to clarify the record. She told Mr. Smith, that his email to her was not a request for an agenda item. His email to her was a statement saying that he would report to the Board and to the President at their next meeting what the conversations were that he’d had with counsel. So when she reached out to him, it was to ask him where he wanted it on the agenda, which would have still been enough time for them to put it on the agenda. At that time, she said that Mr. Smith, had informed her that he did not meet with counsel because she had not responded to his email. Again, all of that conversation could be read through emails; basically, it was not a question. It was a statement of what he was going to do. When they found out that he said that he did not meet with the counsel, they did not put it on the agenda.

Ms. Garcia addressed Mr. Giron regarding his request, and stated that as to his request, she did read the Policy that he (Mr. Smith) read to her and the policy stated that all items had to be turned into the board president by Wednesday. So she had corrected herself with Mr. Giron after talking with staff to find that they needed to have it prior to Wednesday because they had to send it to the paper. She told Mr. Giron, that his request was not past the deadline, it was on point with the deadline. The problem with his request was that it was an open-ended public request or public comment. She needed to have a specific item for an agenda in order for it to be placed on the agenda, which was what she thought she had emailed him in her response.




4. APPROVAL OF AGENDA (Continued)


Ms. Garcia stated that both of those requests by those board members, although she appreciated they were trying to get whatever they wanted on the agenda, she thought that she may have misinterpreted what Mr. Smith was asking of her. And, as far as Mr. Giron, she said she did thought she’d responded.
Having said that, she thought they had a motion to approve the agenda. They had a second. They could go to vote and make that vote known after they stated what their vote was, but there was a question to counsel who was present with them that night. She added that she did not know if she was able to respond to Mr. Giron's question but added that she needed the attorney to use the microphone so that they could hear you. She asked the attorney to go to the podium, if there was something she would like to respond to. She asked her to please identify herself for the record.

Mr. Giron addressed Ms. Garcia and said that he would like to make sure he framed the question right. Mr. Smith brought up an issue that he requested something to be put on the agenda on June the 10th and the deadline was on the 13th. He (Mr. Giron) did not know what the issue was. He did not know what the agenda item was that he (Mr. Smith) had. But, there was a big disconnect there.

The attorney stated that her name was Jacque Archuletta Staehlin and she was one of the attorneys from McCarthy that represented the school board for Los Lunas Schools. She addressed Mr. Giron, and said to answer his question if there was a request made to include an item on the agenda, the President of the Board and the Superintendent got together to look at the agenda to determine what items fell on the agenda. There was a timeline for that. So, if they were making a request, and there was a request, as she understood, the President was indicating that she did not view it as a request, she saw it as a statement about a board member who was going to be making contact with the attorney. Had there been a request to place the item on the agenda, with some specificity, clearly, the notion of what they wanted to talk about the attorney was if there was enough specificity for the public to know what the discussion was going to be. She added that there had to be some level of specificity as to what the request was. Had there been a request, it appeared from the information that had been stated there that night, the date was timely, and it should have been included on the agenda. Again, it needed to be something specific, and it did appear that it was, if in fact it had been a request, it would have been put on the agenda.


4. APPROVAL OF AGENDA (Continued)

Ms. Archuletta stated that since Mr. Giron’s question did not address the items which he raised, she wouldn’t respond to that. But also, simply that which was based on what Mr. Smith, had Mr. Smith submitted a request in the timeline when he had indicated, yes that should have been included on the agenda if it had in fact been a request for the agenda. She added she would just say as a comment to the Board as a whole, there might be instances where they asked for things to be included on the agenda and that, based on the review by the Board President and the Superintendent, items that were not in line with a discussion for the meeting, there were some things that might be pushed out to another board meeting. They should not be ignored but just because of timelines, things might be pushed off, but again, those were conversations that they all had with each other when there were some issues for things to be on the agenda. She reiterated that they did have to have a certain level of specificity. Again, the whole purpose of the agenda was to let the public know what the Board was going to discuss. If there was not sufficient specificity in those requests, then the community did not really know what the Board intended to discuss nor did the other members of the Board.. She said she hoped that answered his questions.

Mr. Giron responded … Somewhat. A little bit. He then addressed Counsel and the President. He stated that one of the issues that he requested be put on the agenda was New Business. The reason he was asking for that was because they were at the 21st that day, and the deadline was the 13th. The deadline to submit notification was the 17th Close of Business. So, they had nine days from when they approved the agenda. There were things that could come up in nine days, so he asked for New Business. Mr. Giron stated that he had nothing to put on there, but, if there was something they needed to discuss, that was an avenue so that they could be able to discuss it. That was a tool that they could use during the meeting.

Ms. Archuletta responded that she would say to him that if they have not given sufficient information to the public what that business was, it would not be appropriate for the Board to put it on the agenda. She understood that he wanted it as a place marker, basically. Mr. Giron responded … nine days,.. he’d never been on the Board who gave that or needed nine days to have an agenda.



4. APPROVAL OF AGENDA (Continued)

Ms. Archuletta stated that may be something on the policy, but she would say to him that her only reason in response to that regardless of the timeline, they did need to have specificity, again, for the information to the public.

Mr. Giron having no further comment was thanked by Ms. Garcia. Ms. Garcia stated she was going to look at her calendar because of getting lost with those dates. Just to clarify, the last date … Mr. Smith interjected and she asked him to hold on. She was just going to clarify that the last date for her to go ahead and submit the agenda requests for staff and Dr. Romero would have been on the 14th which was the Tuesday. She just wanted to clarify that, and told Mr. Smith to go ahead.

Mr. Smith said he was just quoting from their board policy. He stated that he had a real quick question, and a real quick comment. The comment first. Mr. Smith stated that he thought he was very precise as to what he was asking. It was true that she did ask him if he’d talked to the attorney and he’d said no, and she said okay I'm not going to put it on the agenda, but anyway was there something in our board policy that stated that the Board President and the Superintendent will decide if something goes on the agenda for any reason whether it be timing, whether it be subject matter, was there something he could look at, that stated that?

Ms. Archuletta stated that there was provision in their policy that talked about how the agenda was created. It indicated that the agenda was created with the Board President and the Superintendent to review the items that were being put onto the agenda. So to answer his question, there was a provision in the policies that provided the Board President and Superintendent that review and consideration by those two individuals.

Ms. Archuletta was asked if that was a new provision, or had that always been the policy. Ms. Archuletta responded that she would not say ‘all’ but as long as she was aware.





4. APPROVAL OF AGENDA (Continued)


Mr. Smith said that had been the policy. He had read the policy and he did not see it anywhere that the Board President and the Superintendent could decide if something was put on the agenda. He said that he would concede the fact that if they had a busy agenda and time constraint then she could move it to another agenda, but he did not see anything on there that said that the board member in the time frame that they had could ask for something to be put on the agenda that could be told no. they weren’t even going to discuss it.

Mr. Smith stated that was why there were five of them. That’s why they were elected to those positions. He added that he got questions from his constituents that elected him and questions from other constituents, her (Ms. Garcia’s) constituents to the position she was appointed to, asking him why he was having a hard time having his voice heard, and that was why I raised the question. Mr. Smith stated that he would send his requests, and he would make them as precise as possible, and he could guarantee it would be the Monday before the meeting. There would be plenty of time, and it would be very well understood. He said he had no further comments about it.

Ms. Garcia asked Mr. Bennett and Mr. Vickers if they had any comments. There being none.

Ms. Archuletta Staehlin stated that she was just going to simply say that she did not indicate that they could ignore the requests to be put on the agenda. The President and the Superintendent were the individuals who had the only authority to agree or not agree things on it, but she did indicate that if they had an excessively busy agenda that they might not put those items on, or if there was not sufficient specificity as to what the request was. They could then go back to the requester and ask for more information so that they could put it on the agenda, so that people knew what the discussion was going to be.

Mr. Giron addressed the President and Counsel and said that under Item number 13 - they had not approved that yet - but they had it in all of their meetings - the announcement of meetings. He asked if that would be an appropriate time to request stuff for the next meeting? In an open meeting?


4. APPROVAL OF AGENDA (Continued)

Ms. Archuletta Staehlin stated that there was no prohibition in doing so. Again, they would still need to go through the process of ensuring that it had enough specificity.

Ms. Garcia addressed Mr. Giron, and said that if he wanted to make a comment during the announcement of meetings, she would definitely, as the president, consider that, but the conversation as to whether or not it would be on the agenda, they would clarify that during that time period that they were waiting for the agenda to be printed. She guessed he could state something if that was what he was going to do, but it wasn’t necessarily … Mr. Giron interjected and said he could state all he wanted and he could keep trying.

There being no further discussion, Ms. Garcia called for a vote with the following results: Eloy Giron – no; Bruce Bennett – yes; P. David Vickers – yes; Bryan C. Smith – no; and Tina Garcia – yes. The agenda was approved as submitted: 3/2.




5. APPROVAL OF CONSENT ITEMS


Ms. Garcia stated that she thought that all of the board members, including Mr. Smith and Mr. Bennett, had been able to work with staff to get their consent items marked.

They each confirmed they had. Mr. Smith stated that he had his consent items, but he would definitely appreciate it if someone who had the consent sheet in from of them could make the motion.

Mr. Giron stated that, at that time, he would like to approve all consent items except for ... he interjected that if he missed one to please correct him. There was a bunch of them ... except for Item 8B, and 9 , 11, 12 BI and 12 CE…

Mr. Smith asked for clarification on the items as he heard some items that were not his. Ms. Garcia said that Mr. Giron still had the floor.


5. APPROVAL OF CONSENT ITEMS (Continued)

Dr. Romero had a brief discussion with Mr. Giron regarding the items listed for consent. Mr. Giron stated that he wanted to start the motion over.

Mr. Giron moved to approve Item 8, 8B. 8 A and B. Item #9. Item 11. Item 12 a I . and Item 12. 12 AI. 12 B. B3I. 12 B3 I. and item 12 C E. Mr. Vickers seconded the motion.


Ms. Garcia stated that she had a motion by Mr. Giron and a second by Mr. Vickers. For Mr. Bennett and Mr. Smith, that did include all items for discussion based off of what they heard from on Mr. Smith and Mr. Bennett. She told them that if they did not have that email open, it did include everything on our side. So just for the record, Mr. Giron’s motion did include all of those items.

Dr. Romero, stated if he could for those out there, if he could quickly say what each of those items were. The Board was looking at consenting everything except for the following items that would be for discussion. Dr. Romero then repeated the agenda numbers, as well as, the names of the items Mr. Giron had motioned on: Item #8.A and B APPROVAL OF SECONDARY HANDBOOKS (Tabled from May 24, 2022 Board Meeting) CHS, LLHS, and VHS LLMS and VMS; Item #9 APPROVAL OF DISTRICT STUDENT HANDBOOK; Item 11. APPROVAL OF DISTRICT’S ORGANIZATIONAL CHART 2022-23 SY; Item # 12. A. i. FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022) - Approval of Reports for May 2022 - Schedule of Checks Written; Item #12. FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022): B. iii. i. Maintenance & Operations Purchases – Approval of Purchases Exceeding 60K for 2022-23 FY Utilizing Price Agreement Contracts 31701 – Two Mill; Organic Technologies for District Wide Turf and Ground Management Supplies and Services CES Contract; and Item #12. C. i. e. FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022) Approval of General Contracts - Approval of Annual Contract Renewals 2022 – 23 FY Legal Services.




5. APPROVAL OF CONSENT ITEMS (Continued)

There being no further discussion, Ms. Garcia called for a vote with the results as follows: Mr. Giron – yes; Mr. Vickers – yes; Mr. Bennett – yes; Mr. Smith – yes, and Ms. Garcia – yes. Ms. Garcia announced that all of the consent items except for those already outlined had been approved – 5/0.


Ms. Garcia stated, that for the benefit of the audience, as Dr. Romero had stated, all item agendas had been reviewed by the board members individually. Consent items were the action items on the agenda presented by the Superintendent and the staff for approval. If no discussion had been asked regarding those items by any of the board members, action of those items would be submitted for approval by one motion or vote. The action items that were not consented, that they had just outlined, would be discussed prior to any action being taken. Ms. Garcia stated they were looking for approval for the consent items, with the exception of those as named by Dr. Romero, which they would be holding a discussion on.

Dr. Romero asked for the clarification for the Executive Assistant, as to who made the motion and second. Ms. Garcia responded that, for the minutes, the motion was by Mr. Giron and the second by Mr. Vickers.



6. APPROVAL OF MINUTES

A. May 24, 2022 Special Board Meeting (Approved by Consent)

B. May 24, 2022 Regular Board Meeting (Approved by Consent)


Ms. Garcia stated that would take them to Item #7, SUPERINTENDENT’S REPORT, and turned the floor over to Dr. Romero.



7. SUPERINTENDENT’S REPORT

A. Maintenance and Construction Report
Dr. Romero stated that first off, he would like to call up Tiffany to give them an update on construction projects that were going on. They were really excited about things going on in the district. They could see the projects happening all over the place, especially just here driving up, he could see what was going on across the street at the middle school and being able to see was going on at Valencia High School. There were so many amazing projects. He added that a lot happened over the summer, because they could actually do a lot without students and staff there, and it had happened really fast.

Tiffany Gutierrez, Construction Supervisor, gave an update on the following areas:

• VHS Stadium Improvements
The natural grass turf had been removed from that field, and they were in the process of putting in the drainage. They would have it ready for the first game. They would complete the turf and they were actually removing the track surface and putting in a brand-new surface on top of the existing asphalt.

• LLMS Renovation Progress
The parking lot was being renovated to better accommodate a fire lane, and for better access to that campus. They were different renovations going on in the interior as well. The library had been emptied it completely and it was receiving new carpet and ceiling tile. In the lab classrooms, they had removed a lot of the tile and concrete in there, and it was the same thing in the kitchen, and what they now had was a lot more anti-slip floors. The bathrooms had been gutted, which was an addition to the project approved by the Board, and, as a result, they would get completely new restrooms for our students.





7. SUPERINTENDENT’S REPORT

A. Maintenance and Construction Report (Continued)
• VMS Gymnasium
The wood flooring came in yesterday, and it should be in by the next board meeting.

• APE Security Cameras
They recently completed additional cameras and upgrades for the campus. They had also completed its access control system in all the exterior doors as well. They were continuing around the district. Next on the list would be LLE. They would then continue with Valencia High School, Valencia Middle School, and other projects.

• Custodial Training
They just held their annual custodian training at LLHS. Each year they do a custodial training to keep up-to-date with all of the chemicals, processes on equipment and things that they can do to improve on their school sites. They really appreciate all the work that they're doing throughout the district. Currently, they were all very busy emptying classrooms, cleaning and getting them ready for the students to return.


Discussion ensued regarding the information in the report. In answer to Mr. Vickers and Ms. Garcia’s inquiries, Ms. Gutierrez explained that the they were working diligently to be ready for the first game. Practice was being held at their practice fields. After the turf was done, they would be able to finish the track. The contractors were working weekends, and if need be, they work make arrangements to work around the students. Summers had gotten smaller so they were crunching to get these done in time.

Mr. Giron asked when the first day of school was. Dr. Romero responded that the first day of school was August 1st.



7. SUPERINTENDENT’S REPORT (Continued)

B. Other Comments

Dr. Romero reported that the year was coming to a close now. It had gone really fast and they were right, it was already time for kids to come back, August 1st was like tomorrow. There had been a lot of wonderful work that had happened since the kids left. They’d had a wonderful graduation, and they’d had a wonderful last week of school.

Dr. Romeo said that summer was really a time where there was a lot of work that went into preparing for the next year. He said he got comments all the time, about summer vacation. In reality, they had a lot going on including trainings, professional developments, and a leadership retreat as they prepared for the next year. Dr. Romero stated that he was really proud of all their principals and assistant principals.

Dr. Romero spoke, with input from Dr. Elders, Ms. Chavez, and administrators regarding the retreat, professional development, held in conjunction and collaboration with special education and innovative learning departments.

They began with establishing assumptions including that every student deserved to have access to a robust, and complete curriculum, technology as a tool in learning and a tool to express in creative ways. Every student deserved the experience that acknowledged the integrated cognitive, social, and emotional development, and that every student deserved to have the opportunity to learn multiple languages just as their global peers.

During the retreat they were also able to reflect on and address the work that they did this last year and what was going to be going on into next year with many of our district goals that included… To ensure continued access to a safe and rigorous learning environment. To build and develop a districtwide program. To build and develop a CT program, create opportunities for internships and create a capstone project for high school students, and to increase student capacity in online learning environments, access to technology, and increased access to Internet services and, overall, the increased leadership capacity throughout our district.

7. SUPERINTENDENT’S REPORT (Continued)

B. Other Comments (Continued)

Dr. Elder, Ms. Chavez, and multiple administrators spoke in depth about the retreat, overview of the effects of COVID on learning, as well as, plans for the upcoming year that would include equipping our leaders with additional tools and strategies to help increase learning next year. Further discussion ensued regarding the benefits of the district-wide participation of the principals and assistant principals in THRIVE and RISE.

Dr. Romero and the administration were commended for their hard work and dedication to ensuring the best educational opportunities for their students.

Ms. Garcia announced the reports were for informational purposes only; no action was needed or warranted.




8. APPROVAL OF SECONDARY HANDBOOKS (Tabled from May 24, 2022 Board Meeting)

A. CHS, LLHS, and VHS


Mr. Smith moved, and Mr. Bennett seconded, to untable Item #8. A. APPROVAL OF SECONDARY HANDBOOKS (Tabled from May 24, 2022 Board Meeting) A. CHS, LLHS, and VHS and B. LLMS and VMS and bring it forth for discussion. There being no further discussion, Ms. Garcia called for a vote with the following results: Eloy Giron – yes; Bruce Bennett – yes; P. David Vickers – yes; Bryan C. Smith – yes; and Tina Garcia – yes. The motion to untable Item #8. A. passed – 5:0.






8. APPROVAL OF SECONDARY HANDBOOKS (Tabled from May 24, 2022 Board Meeting)

A. CHS, LLHS, and VHS (Continued)

Dr. Romero stated that over the last few weeks they had tried to align what was happening between the high schools and also the middle schools, but he would separate those two items A. and B. He then turned it over to Dr. Elder to discuss the work that had been done, the process that had been followed, changes, and he reminded them the handbooks were a living document and was never really done. Changes would come as needed, and noted that they already had some ideas for upcoming changes.

Dr. Elder gave an in-depth overview of the secondary handbooks. They had really worked towards during the last couple of years was aligning the high school handbooks across Century, Valencia and Los Lunas High Schools so that no matter where they went to high school in the Los Lunas Schools, they would have the same guidelines. The individual high schools had their own committees and came together to make some changes to the handbook.
Once they had that first draft last month, they went through it one more time since then, the district handbook was revised with Desi and his team, and with many of the same members on the committee.

Next, they went through them one more time to make sure that there was complete alignment between the high school handbook, the middle school handbook, and the district handbook.

What the board members had in front of them reflected those new changes. New language was in blue, and red denoted the areas that were deleted.

Dr. Elder stated that she hesitated to go through page by page because it was a lot but she could just give them a quick run through and then if they had specific questions they could go back for more detail if that would be acceptable. Ms. Garcia stated that she thought that they (the board members) had reviewed them, so she did not think that Dr. Elder necessarily needed to go line by line unless some board members thought that was important, but if they had questions the board members would ask them.



8. APPROVAL OF SECONDARY HANDBOOKS (Tabled from May 24, 2022 Board Meeting)
(Continued)

A. CHS, LLHS, and VHS (Continued)

Dr. Elder then highlighted some of the changes.
• An anti-racism anti-oppression hotline as was required by the PED to be in all of the handbooks

• Changes to the bullying section using more current research around bullying and definitions of bullying behavior.

• Much of the language that they would see was clean up to reflect the focus on all three high schools. So instead of having a specific name of the school it said high schools, generically.

• Some changes to college entrance exams, as the S.A.T.s was now state-funded for all students and required for all high school students to take.
o They could, of course, take the S.A.T. at their own expense if they so chose.

• There was a section on language translation and interpretation services was inserted that had not been in there before to ensure that families knew that if they have a need of interpretation or translation services that the district did provide the services to ensure equality.

• The handbook included a robust section on communication, including the parent portal because it is very key for parent involvement to know exactly where students were in terms of the grades at all times. They did not have to wait for report cards. They could login at any time.

Dr. Elder stated that other than that it was pretty much language cleanup without major policy changes in the high school handbook.



8. APPROVAL OF SECONDARY HANDBOOKS (Tabled from May 24, 2022 Board Meeting)
(Continued)

A. CHS, LLHS, and VHS (Continued)

Ms. Garcia asked if there were any specific questions regarding the high school handbook for Dr. Romero or Dr. Elder.

Mr. Giron stated that he didn’t receive a copy of it. He added that he knew John said it was in his thumb drive, but his thumb drive did not work. He said that, as a matter fact, that morning, he had to request the checks to be emailed to him so he did not get a copy of this, Mr. Giron said he was sorry. He did not know it was on the thumb drive and his thumb drive did not work, so, he was unable to review any of this. Mr. Giron reiterated that he was sorry.

Mr. Giron asked if the other guys had been able to review it? Mr. Vickers? Mr. Smith? Mr. Bennett? He asked if their thumb drive worked, and if they were able to review the handbooks? Each of the board members affirmed they were able to open their thumb drives.

Ms. Garcia asked if any of the members had questions for Dr. Elder other than Mr. Giron, and added that she was sorry he was unable to open his thumb drive. She asked if anyone had any questions about any of the content of the handbook.

Mr. Smith stated that he did not have any questions, but he would make a comment after that but he did not have any questions.

Mr. Vickers stated that he did go through it and one of the things that he was looking for was if the handbook was printed bilingual? Or was it all in English and, if so, how would the kids and families who were not bilingual get a copy of it?







8. APPROVAL OF SECONDARY HANDBOOKS (Tabled from May 24, 2022 Board Meeting)
(Continued)

A. CHS, LLHS, and VHS (Continued)

Dr. Elder stated that the handbooks would go on the website and Google translate would be available, not just in Spanish, but in any language that Google translate translated to. He stated that the parent would need to know to go to that to get it translated for them. Dr. Elder responded that she believed that most of our parents were familiar with the operation of Google translate, because it was commonly used for not just school business but anything they were using Google for.

Mr. Garcia stated she noticed a friend of hers, Mr. Barrera, was in the back of the room. She said that she used to be the truancy judge and one of the things that always seemed to be pretty relevant in court when they were dealing with students that had missed a lot of school, who were in her court was due to the fact that the parents did not really understand the process for parents and sick leave and not showing up for school and who they called and whether notes were needed. It seemed to be pretty heavily a problem for the bilingual students, and for their parents. Ms. Garcia said she was just hopeful that they may be relying on the child to get the information so they know to go on Google and have it translated, but she did thought that it had been missing and she was glad to hear that there was a possible solution for it.

Ms. Garcia stated that the only other comment she had to make was in the truancy part of that they had tiers, so as she had mentioned in the truancy court she didn’t thought they had the program any longer so how did they make those tiers and was that something that happened all across the state or were they always doing that?

Dr. Elder stated that the state attendance policies had changed as had the procedures of the last couple of years and they were addressed more fully in the district handbook for compliance with altered policies and procedures around attendance, so they would like to actually defer to the next agenda item.


8. APPROVAL OF SECONDARY HANDBOOKS (Tabled from May 24, 2022 Board Meeting)
(Continued)

A. CHS, LLHS, and VHS (Continued)

Ms. Garcia asked Dr. Romero if there was anything he wanted to add before they called for a motion to approve the high school handbook?

Dr. Romero said no other than to just to reiterate that they actually appreciated the extra time they were able to do reviews on some of the handbooks, but asked the board members to just remember that the work had not ended. They would continue to modify this and as the handbooks were actually living documents.

Ms. Garcia called for a motion regarding the secondary handbooks for CHS, LLHS, and VHS.

Mr. Smith moved, and Mr. Bennett seconded, to approve Item #8. A. APPROVAL OF SECONDARY HANDBOOKS (Tabled from May 24, 2022 Board Meeting) A. CHS, LLHS, and VHS.

Mr. Giron asked Ms. Garcia to please email it to him so he could have a copy to review. Mr. Giron was told they would be sent to him and if he had any further questions after he’d had an opportunity to review it, she was open to receive those questions if he had any.

There being no further discussion, Ms. Garcia called for a vote with the following results: Eloy Giron – yes; Bruce Bennett – yes; P. David Vickers – yes; Bryan C. Smith – yes; and Tina Garcia – yes. The motion to approve the high school handbook passed as presented: 5/0.









8. APPROVAL OF SECONDARY HANDBOOKS (Tabled from May 24, 2022 Board Meeting)
(Continued)

B. LLMS and VMS

A brief discussion ensued regarding the process after which Ms. Garcia said she would stand for a motion to untable the item before turning it over to Dr. Elder.

Mr. Bennett moved, and Vickers seconded, to unable Item #8 B. APPROVAL OF SECONDARY HANDBOOKS (Tabled from May 24, 2022 Board Meeting B. LLMS and VMS and bring it forth for discussion There being no further discussion, Ms. Garcia called for a vote with the following results: Eloy Giron – yes; Bruce Bennett – yes; P. David Vickers – yes; Bryan C. Smith – yes; and Tina Garcia – yes. The motion to untable Item #8. B passed: 5/0.

Dr. Romero stated that they had followed a very similar process regarding the middle school handbooks. He said he also wanted to point out that they were also very cognizant of the handbooks from high schools, flowing from the middle schools up to the high school. He then turned it over to Dr. Elder.

Dr. Elder stated that the middle schools worked really hard to come together. In previous years they had quite a bit of items in their handbooks that were different and so they worked very hard to aligned them to one another, as well as, to the high school and to the district handbooks so there were no discrepancies.

She then gave a quick overview, during which they had the anti-racism hotline in the middle school handbook, as was in the high school handbook, and the district handbook. Other changes included some changes in the bell schedules, arrivals and dismissal times, and noted that those times were actually only published last week as they’d had some changes due to transportation needs. Dr. Elder stated that the bullying statement at the middle school level for both schools, as well as, the high school, was identical.




8. APPROVAL OF SECONDARY HANDBOOKS (Tabled from May 24, 2022 Board Meeting)
(Continued)

B. LLMS and VMS (Continued)

Dr. Elder said that there was strong stance against bullying. There was a very clear definition of bullying. And again, there was alignment to the district handbook. There were a couple of specific discipline actions that were a little bit different at the middle school or executed a little bit differently at the middle school level than they were in the district handbook or at the high school; specifically, around student conferences and parental notification. She added that they always tried to engage parents whenever there were disciplinary concerns on the front end.

Dr. Elder stated that the dress code was revised and consolidated and aligned to the district guidelines for dress code as well. She said she would like to note that the dress code was always a hot topic. It was very fluid and, as soon as they thought they had put everything they could possibly put into the dress code, and which would keep everybody completely appropriate, those kids were smarter than they were. They would find a loophole and they would find a way. As a result, the dress code was intended to be guidelines, and clearly gave the authority to the school administrators to be able to determine the appropriateness of dress within the academic environment.

Again, there were expectations of visitors, the parent portal, and again, she really encouraged parents to use the parent portal. There were statement regarding translation and interpretation services that were availability for families. With that, Dr. Elder said that concluded the major themes of the changes of the middle school handbook.

Ms. Garcia thanked Dr. Romero and Dr. Elder and asked the board members had any questions regarding the middle school handbook.






8. APPROVAL OF SECONDARY HANDBOOKS (Tabled from May 24, 2022 Board Meeting)
(Continued)

B. LLMS and VMS (Continued)

Mr. Vickers asked if the students would get a printed copy of the handbook. Dr. Elder stated, after being given confirmation from Mr. Carder, that the handbooks were online. Mr. Vickers questioned why they then had a page that said that “This books belongs to” followed by a blank line, and why they had a page at the end that referenced a signature / acknowledgement if it was only online. It was confirmed that the handbook could be printed if the parent or student wanted it, and that acknowledgment was part of the registration process.

Ms. Garcia addressed Mr. Giron and said she was going to assume he did not get an opportunity to review that either, but asked if he had any questions he would like to ask?

Mr. Giron stated that yes, he liked Mr. Vickers’ question there. He added that he thought he understood the spirit of the question. He (Mr. Vickers) was making sure these students received that handbook and read it, and asked if that was what he was saying?

Mr. Giron then asked if there was anywhere in that handbook that their parents were accountable?

Dr. Elder thanked Mr. Giron for the question, and responded that the district handbook actually had a very robust section on the expectation of families to explain consequences for inappropriate school behavior to their children. The role of families was addressed in the district handbook which covered all grades K-12.

Mr. Giron stated that he needed to be clear, He said he did pick up his packet on time. It just wasn't working. He said he did everything he was supposed to have done. He added that he even got ahold of staff to make sure that they emailed him everything.





8. APPROVAL OF SECONDARY HANDBOOKS (Tabled from May 24, 2022 Board Meeting)
(Continued)

B. LLMS and VMS (Continued)

Ms. Garcia asked Mr. Bennet and Mr. Smith, who were on the phone if they had any questions on the middle school handbooks? There being none, Ms. Garcia called for a motion.

Mr Smith moved, and Mr. Bennett seconded, to approve Item #8. B. APPROVAL OF SECONDARY HANDBOOKS (Tabled from May 24, 2022 Board Meeting B. LLMS and VMS.

Ms. Garcia asked if there was any discussion. Mr. Smith asked Dr. Elder if the District’s attorney had looked at the handbooks. She responded that she thought Ms. Archuletta may have looked at the district handbook but not at the school handbooks since the school handbooks fell under the purview of the district.

Ms. Garcia asked if there were other comments. Mr. Smith stated that he was the one that asked on the motion to table this because he had not had time to read it. He had read it in depth, both of them, and he felt the authors did an amazing job. One of his primary concerns was consistency in the places that he felt were the most necessary to have that, and they did it a good job with it. Mr. smith added that it was important for the board members to review it, so they understood everything in them and to be able discuss them in the open. Again, they did a terrific job and he wanted to thank them for taking the time. Thank you Mr. Smith.

Mr. Bennett asked Dr. Elder to send their appreciation to the people that worked on the handbooks. It could not have been an easy task, and they thanked them very much for that.






8. APPROVAL OF SECONDARY HANDBOOKS (Tabled from May 24, 2022 Board Meeting)
(Continued)

B. LLMS and VMS (Continued)

Ms. Garcia said she thought it was awesome that they were able to make it cohesive between all the schools. She knew it took some time and effort and, on behalf of the Board, she also wanted to thank you for the time they put in.

Mr. Vickers stated that he just wanted to mention that he was in agreement with tabling this before because it was the kind of thing that impacted students directly and their parents and then, if there was pushback, they (the Board) got it. It was a really important thing and they needed to be sure to review them, and that they could not say oh gosh, I did not know that was in there. They could not plead ignorance on this one, and thanked them again.

There being no further discussion, Ms. Garcia called for a vote with the following results: Eloy Giron – yes; Bruce Bennett – yes; P. David Vickers – yes; Bryan C. Smith – yes; and Tina Garcia – yes . The motion to approve the middle school handbooks passed as submitted: 5/0.

When requested, clarification was given for the minutes that the motion was made by Mr. Smith and seconded by Mr. Bennett.












9. APPROVAL OF DISTRICT STUDENT HANDBOOK

Dr. Romero reported that there had been long process but a team of staff members had come together to really update the district student handbook, which allowed them to very much align the site handbooks with the district student handbook. He asked Mr. Garcia to come up and talk a little bit about what that process was in the overall picture of what was changed from last year.

Mr. Garcia thanked the board members and stated that they worked on this handbook for many years now, and the committee that they put together this time was very progressive. They were into it and the second meeting that they had was almost a four hour meeting going over the changes and concerns that they had.

Mr. Garcia stated that there were not a great deal of changes but included some of the changes in the laws, including the cannabis laws. They addressed the dress code concerns because some of the dress code issues sometimes could not be managed well; especially at the secondary level, and they had administrators who were very concerned about trying to address it and keep it consistent throughout the district.

The handbook was broken down into sections the introduction, what rights the students have, as well as a section on what happens if you thought that your rights have been violated, a self-harm section and then guidelines concerning school attendance. With him that night was their truancy officer there to answer any of the questions they might have. They then had the actual discipline stuff itself broken down.

Mr. Garcia reiterated, that there was not a great deal of changes, but there was some language concerns that they’d had. As a committee, they really looked at it, and felt they had a really good product at the end.

Ms. Garcia asked if the board members had any questions.





9. APPROVAL OF DISTRICT STUDENT HANDBOOK (Continued)

Mr. Smith stated that he did go through that handbook as well, though that one was a little bit more legal and technical especially when it came down to student behavior. He said he would ask the same question, and was assuming counsel did review some of this or was it something that you oversaw for them? Mr. Garcia stated that when they were talking about counsel, were they talking about legal counsel? He stated that in years past, they had not done so.

When asked about procedures, Mr. Garcia said that they had to align statute with language in the handbook. That had changed throughout the course of the stuff, the breaking and entering stuff, the cannabis laws had changed a little bit but now even the contraband stuff has changed. They were not accepting referrals for contraband unless it was substance in the contraband. They had an outstanding working relationship with multiple agencies, and those had helped to develop a good solid handbook together with the attendance stuff that that had collaborated with, our attendance people and the County’s attendance committee. Ms. Garcia thanked Mr. Garcia and said that was her next question to see if juvenile probation was on board with them.

There being no further questions or comments Mr. Garcia called for a motion regarding the district handbook


Mr. Vickers moved, and Mr. Bennett seconded, to approve Item #9 APPROVAL OF DISTRICT STUDENT HANDBOOK. There being no discussion, Ms. Garcia called for a vote with the following results: Eloy Giron – yes; Bruce Bennett – yes; P. David Vickers - yes; Bryan C. Smith – yes; and Tina Garcia – yes. The motion to approve the District Handbook passed: 5/0.



10. APPROVAL OF LLHS PED WAIVER REQUEST: Physical Education
(Approved by Consent)





A brief discussion ensued regarding the next item to be discussed, at the end of which, Ms. Garcia stated that took them to Item #11. APPROVAL OF DISTRICT’S ORGANIZATION CHART 2022-23 SY.


11. APPROVAL OF DISTRICT’S ORGANIZATIONAL CHART 2022-23 SY

Dr. Romero stated that they were asking for the approval of the Los Lunas Schools’ District Organizational Chart for 2022 - 23 school year. He stated that it was very similar to the organization that had been happening since he’d been there, but he wanted to highlight a couple of things that they had been doing differently this year. Specifically, for Mr. Giron and for Mr. Smith, that would be a little bit different from what they knew about before.

• Dr. Romero stated that there were a couple of things they had to do and that was to add a Language Innovations Director to support the District Goal of improving their bilingual programs across the District. A lot of events had happened that year, and a lot of work had gone into that initiate this year and they looked forward to continuing to share them with the Board.

• Another addition they had the past year was the Supervisor for Custodian Services, and that was really a position which they were able to align what they had when it came to expectations for all our custodial staff across the entire district.

• The other position they had added this last year was their COVID Operations Administrator, and, of course their Director of Special Projects under COVD. The additions were really necessity because they were in a pandemic, they were needed to support the district’s running on the programs,

• Dr. Romero stated that the only change he wanted for this year was when it came to Cabinet. He said that he would like to add an additional cabinet position, a Chief Personnel Officer. They were a growing district and they were an innovative district, and they were one of the largest districts in the state. In his mind, it was very worthy of being able to put into practice. Having a cabinet member who their sole purpose was to be able to run personnel. There was a lot of work that had been done there and there was a lot of work still to be done there.


11. APPROVAL OF DISTRICT’S ORGANIZATIONAL CHART 2022-23 SY (Continued)

Dr. Romero stated that everything was the same from what they’d had in years past. He added that he did kind of talk about what had changed this past year with those positions. The only change he was requesting for the current year to next year was to add the Chief Personnel Officer to cabinet level position. Dr. Romero added that he wanted to point out, that position was actually going to be a cost savings for the district. They would be deleting the current coordinator position, and, as they deleted that position, that position would generate a salary and benefits and it would actually be a cost-savings for the district, even though they were adding a cabinet level position.

Ms. Garcia asked if there were any questions.

Mr. Smith stated that he from what he gathered from this, that it needed to be discussed in depth in perhaps a work session and said he wanted them to let him clarify what he was talking about, Something like this, when they were adding positions and moving things around, he thought they had to take into consideration the budget. He was not there when they made some changes or anything, so he was unfamiliar with them, and he thought they needed to discuss attendance numbers. He added he was going somewhere with all of it – the sustainability of an organizational chart such as that, and his thought process was that he wanted to be diligent in spending the money where it was needed the most and where the impact would be most beneficial to the students.

Mr. Smith stated that he would like to sit down and discuss the job descriptions and the responsibility on this organizational chart that he was not familiar with because he was not here when it was approved the last time. Their pandemic was ever-changing and he thought that they needed to do more perhaps maybe in the terms of retention bonuses for our teachers. And, again, when push came to shove and they eventually had to cut back because the economy was an unknown factor there, what did that look like and where would they start with that, did they start from the top, or did they start from the bottom?






11. APPROVAL OF DISTRICT’S ORGANIZATIONAL CHART 2022-23 SY (Continued)

Mr. Smith added that there were all kinds of discussions they needed to have before he was willing to consider this sort of organizational chart either way. To clarify what he was saying, Mr. Smith stated that he was not being greedy here, but he had grandson goes to school here in Los Lunas, and, for an entire year, in one of his classes, he had numerous substitutes, not a teacher. And, in another class, for an entire semester that he had numerous substitutes, and in another class, he had numerous substitutes for an entire semester. So, when he (Mr. Smith) looked to consider spending money or changing an Organizational Chart, his first question was how did that put a teacher in that classroom? How did that help with that classroom that aspect because he was not the only student that was in that classroom.

Mr. Smith stated that he would really would like to see them go to a work session and discuss all of those questions that he was sure other board members had, and how it affected our district because the bottom line was, they needed full-time teachers in those classrooms and worked with those students, and his concern was what they needed to do to make that happen.

Mr. Smith stated he actually did not know who else had it for discussion but he was willing to make a motion to table this until a work session that addressed the short- and long-term affects of this organizational chart, as well as, what our district needs were so they could discuss all of this.

Mr. Smith stated that his ultimate goal was to make sure they had, and were taking care of, the teachers that were in the classroom teaching our students to the best of their abilities.

Mr. Smith reiterated that his motion was to table this item, until after they had a work session that addressed the short- and long-term effects as well as, their district needs.

Mr. Giron said he would second that and added that he also wanted to have some discussion.

Mr. Giron seconded Mr. Smith's motion to table item for the district's organizational chart.



11. APPROVAL OF DISTRICT’S ORGANIZATIONAL CHART 2022-23 SY (Continued)

Mr. Giron asked that before they called for the vote, he asked could they have a discussion. He said he thought it was important to have a work session on this. That would give them ample time to explain to them how they would be saving money from a Director going up to a Chief Personnel Officer. Mr. Giron added that they were gone for a whole year so there's a lot of updates that they needed on this, so in the spirit, the best spirit of this, before they brought it up again.

Mr. Vickers said he had a question for Dr. Romero which was to ask if there was some kind of a time pressure to get it done? Or, not?

Dr. Romero said to answer the question was, in his mind, that it had been approved when they came to the budget, so there was money. They actually had a pretty bold sizable amount of an increase. They’d had an increase with the districts that had the 1% growth. Los Lunas Schools was one of the only districts that was growing. Dr. Romero stated that he felt very confident about the organizational chart. It was important because they were moving into a new fiscal year. And for that, he wanted to be able to have everything in place to make sure that those classrooms, those teachers, those schools had all the support that they needed to be able to be successful. So yes … he believed there was a time crunch to go through. When asked by Mr. Vickers how much of a time crunch, Dr. Romero replied that it was June 21st. The new fiscal year started July 1st . That was about a week away. A week.

Mr. Vickers stated that he thought that, in fairness to all the board members, if there were members that were uncomfortable with it, that they should defer to them as much as possible to make sure that they were all comfortable with this and all were on the same page.

Mr. Bennett stated that he agreed with Mr. Vickers. He said he thought that if people were really uncertain on the organizational chart, they should probably get together and get some clarification.




11. APPROVAL OF DISTRICT’S ORGANIZATIONAL CHART 2022-23 SY (Continued)

Ms. Garcia was given confirmation by Dr. Romero, that, if they tabled the item of his Organizational Chart that the District would run under the existing Organizational Chart that had already been approved and was in place.

Ms. Garcia stated that she did want to just make a comment that prior to that night’s meeting, she had talked to Dr. Romero about scheduling a work session. She thought, that as Mr. Smith has mentioned and has Mr. Giron, she thought there was more than the organizational chart, there were other items that she thought were really important that they needed to be brought up to speed on. She had asked that they have some type of work session or training board session. They could all get together and meet and talk about what had happened in the last year to bring up the members to speed up where they were at.

Ms. Garcia added that she had asked Dr. Romero to come up with some kind of schedule that worked for all of the board members. She noted that the training session would probably require them all to set aside a few hours. She had no idea what everybody's schedule was, so he was going to look into getting together a survey, Google, email so we can all put the dates of availability, and they could come up with a timeframe where they were all available.

Ms. Garcia stated that she just wanted all the members to know that she had already started that process because she did believe it is very important. She said she did want to include all members to make sure things for instance, that Mr. Smith mentioned sustainability and budget. There were a lot of things that had occurred including retention and bonuses that went to the teachers, to name a few, and she did agree that the workshop was necessary.

Ms. Garcia stated that whether or not they approved the Organizational Chart prior to that, and they were going to call for that vote in just a minute, but she wanted to disclose that was something she wanted to get set as soon as possible.




11. APPROVAL OF DISTRICT’S ORGANIZATIONAL CHART 2022-23 SY (Continued)

Mr. Smith moved, and Mr. Giron seconded, to table Item #11. APPROVAL OF DISTRICT’S ORGANIZATIONAL CHART 2022-23 SY until a work session was held. There being no further discussion, Ms. Garcia called for a vote with the following results: Eloy Giron – yes; Bruce Bennett – yes; P. David Vickers – yes; Bryan C. Smith – yes; and Tina Garcia – yes. The motion to table the Organizational Chart passed: 5 – 0.

Ms. Garcia stated that she would like to just make a comment. She was not sure their work session would take place prior to the next meeting so it could be un-tabled for the agenda. She would ask that they, with all due effort, try to get that work session in place before the next meeting. Thank you.

Mr. Smith interjected and said he wanted to be sure that the motion was made to table this and have a work session, right? Ms. Garcia responded yes. Mr. Smith stated that he had just wanted to make sure.



12. FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022)

A. Approval of Reports for May 2022
i. Schedule of Checks Written

Mr. Vickers moved, and Mr. Bennet seconded to approve Item #12. A. i. FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022) Approval of Reports for May 2022 - Schedule of Checks Written







12. FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022) (Continued)

A. Approval of Reports for May 2022 (Continued)
i. Schedule of Checks Written (Continued)

Mr. Smith said he was having trouble with his microphone button there. He said he did review all of them, and he had a couple of questions he guessed he would like to ask the attorney, since she was present, a couple of questions about them.

Ms. Garcia told him that the attorney was heading up to the microphone so she could also hear him.

Mr. Smith stated that he had a question about a particular check and he wanted to ask a question about this particular check. He said where he was going with it, was what the check was for. He was unsure about what the check was for. He had the check number written down, but he did not want to say who the check is written to. He added that it was a particular check that had already been written.

Ms. Archuletta confirmed with Mr. Smith that his question was could he ask what the purpose of the check was for? He said that was correct.

She asked him if his question was could he ask that during the course of a board meeting? He asked if he could ask that in our agenda right then to which she replied yes, he could.

Mr. Smith asked if he could do so with or without the vendor's name? Ms. Archuletta stated that if he was going to ask the question, she thought he needed to identify who the vendor was, and he could ask for the purpose and what the check was made out for.





12. FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022) (Continued)

A. Approval of Reports for May 2022 (Continued)
i. Schedule of Checks Written (Continued)

Mr. Smith said that was what he would do. He said his question was that when he went through all the checks, it just seemed like a really large amount of money. It was one of the checks for the organic chemicals, and he guessed that would get to that a little bit later. One of the checks was written for $32,300 he believed for five, 50-pound bags of something. His concern was that he did not know what that was. He did not know what they were paying $32,300 for five bags of something.

Dr. Romero stated that they would have to do a little bit of research on with the check number was, and a little bit of research on that invoice was. He asked CFO, Claire Cieremans, if she had any insight on it. Dr. Romero stated she was looking it up and they would try to get them an answer, and that they would get them an answer at a later time.

Ms. Cieremans interjected and said that she had it right there. It went to the Finance Committee.

Mr. Smith stated that he was hoping somebody there could explain it to him, but they were also going to be referenced on the other items that he had, so that was why he was just curious as to what that was.

Ms. Garcia thanked Ms. Cieremans and added that the item did go through the Finance Committee. She did not believe there were any specific questions about that check, but she would go ahead and allow her to try to answer this, then added that she did not know if she needed more time or if she could answer it then.




12. FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022) (Continued)

A. Approval of Reports for May 2022 (Continued)
i. Schedule of Checks Written (Continued)

Ms. Cieremans stated that the check was for Organic Technologies and it was for our spring fertilization. She added that they fertilized a couple of times a year depending on what the status of their fields were. The total check was for $69,659.85. $32,300 was specifically for the 50-pound bags of mix that was used just for the district for fertilization itself. That’s what it was for.

Mr. Smith stated that the purpose of his question on the check was what it was for, and that was all he needed to know. Ms. Garcia thanked Mr. Smith and Mrs. Cieremans.

Mr. Giron stated that before he asked about those checks, could Counsel tell them what their role was, as a board members regarding checks, regarding checks like this?
Ms. Archuletta responded that, generally, what she would recommend to him as board members was they used their Finance Committee for that purpose.

Mr. Giron asked, what if he had questions about particular checks and he wanted to take it off. Ms. Archuletta stated that if he had questions about particular checks or particular items, he should probably process those through their Finance Committee, so that they had an opportunity to take a look at them and then also for the opportunity to go back and give the Accounting Department a chance to find that information.

Ms. Archuletta stated that they were lucky that evening that Ms. Cieremans could pull that up, but there may be instances where she did not necessarily have the background information that came at her fingers. Her recommendation was, that as board members, that should be something they channeled through their Finance Committee.



12. FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022) (Continued)

A. Approval of Reports for May 2022 (Continued)
i. Schedule of Checks Written (Continued)

Mr. Giron responded that if he had a question and he had to go to the Finance Committee, wouldn’t that break the Open Meetings Act? Ms. Archuletta said that she did not see any reason that it would. Again, they were not making any decisions, they were not meeting as a Board. He was simply asking a question of the Finance Committee.

Ms. Archuletta said that she thought that the fact was that he needed to put his inquiries through that organization because that was the reason they had board members sitting on this. She told Mr. Giron that he was simply asking a question of them as a sitting entity. He was not participating in the decision-making, if he was not on that committee; again it was as if anyone else wanted to ask a question.

Ms. Archuleta stated that her recommendation to the board members was again, for purposes of ensuring that everybody knew what they were asking that they give the first opportunity to respond to that to your Finance Committee. Their Finance Committee could then look at it to find out what the answer was. They could get with the accounting department, and report back to the Board with regards to what they had found, with regards to those matters in question.

Ms. Archuletta said that the reason she would say that, was she thought it moved their meetings more efficiently, than to sit here and ask about individual checks. She said that they’d had that information prior to today's meeting. She thought it was appropriate to ask that so that they could come back with a response to them rather than taking the time for your accounting department to look at those things and answer each one of them. It was not an efficient use of time. It did not bar him from asking the question, and you should ask those questions, but she thought that was the process she would recommend.


12. FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022) (Continued)

A. Approval of Reports for May 2022 (Continued)
i. Schedule of Checks Written (Continued)

Mr. Giron addressed Ms. Garcia and said that since she chaired Finance, did she know if those checks had already been written and sent out, or did they still have them?

Ms. Garcia thanked Mr. Giron, then replied that, first of all, she was not the chair of the Finance Committee, but she was there. Mr. Bennett was the chair of the Finance Committee, but he was not there because he was ill. She added that Mr. Vickers sat in at this meeting where this check was discussed.

Ms. Garcia stated, that just to also clarify, the Finance Committee did not approve anything at that meeting; they were just getting the information from finance as to what their budget, the investments on hand, checks that were written in all of these things. They were not approving those checks. They were getting the information and asking questions as to what , if they had any, what was going on in the finance area. Having said that, it was her understanding was that when they reported to them, those were the bills for May of 2022, and they had been paid. So, unless Ms. Cieremans or Dr. Romero would like to correct her or if she was wrong, or Dr. Romero, it was just a report of what happened in May of 2022 that was disclosed to the Finance Committee.

Ms. Cieremans stated that the Finance Committee received the checks prior to the meeting and they could answer any questions that they might have, if they did not have the information they would research it. They actually had already rendered the services and had received the products. They had terms and conditions in place to pay their vendors, and they already supplied the service. They had already given us the goods, and they were paying them for their services. So yes, those checks were already cut and sent to vendors. There was whole process that took place and their was management was completed in order for them to able to write a check.

12. FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022) (Continued)

A. Approval of Reports for May 2022 (Continued)
i. Schedule of Checks Written (Continued)

Ms. Cieremans was asked to confirm that is was not a new process? That is, was this a process they had been doing for finance for how long? Ms. Cieremans responded for as long as she had been in the district.

Mr. Giron addressed Counsel and the President. He asked so if they had a problem with the check, how did they hold that check back if it had already been cashed and deposited?

Ms. Archuletta told him – they didn't. Again, that money had already been paid out. They had created a budget for the school district, and the budget was tied to particular line items. What happened was, the payments came out of those line items that had been previously approved by the school board. As long as they were within those line items, when there were adjustments to that, they came back for the request to allow the adjustment and the budget analysis, but there was no way, as board members, where he could stop a check; it had already been cashed.

Ms. Archuletta stated that the budget was the primary tool they all had as board members to guide the school district into the direction they would like it to go. They did not have the means by which he could stop payments.

As Ms. Cieremans mentioned to them, those were services that had already been rendered. As an example, you had already gotten your electricity all month long and you were paying the electric bill. There would be no way to say do not pay that bill because you thought it was too much.





12. FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022) (Continued)

A. Approval of Reports for May 2022 (Continued)

i. Schedule of Checks Written (Continued)

Ms. Archuletta Staehlin stated that, again, they had already approved a certain dollar amount and that fell within that budget that they had set. A line item may be for utilities and they may have a line item that was one the Board had approved a budget of X number of dollars for this particular line item. Part of the line item, again, might be their budget for electricity.

The bills got paid out of that budget every month, and, depending on usage, it would fluctuate. She was sure there were months when it was a lot higher than other months. But every month, it was not something subject to the Board approving that particular check to pay for electricity.

Mr. Giron addressed Counsel by her first name and said he was sorry but he didn’t get her last name; she said that was fine. He said then why bring these checks before the Board then? If they had already been cashed and spent? Maybe they needed to change their meetings. Mr. Giron stated that he just felt like he’d wasted a couple hours of his day today reviewing them. He asked what good was he to review them? He didn’t understand it? They were asking him to approve it, but it was already gone?

Ms. Garcia stated that she thought this was a process that had been done by the Board for she would imagine numerous years at the very least, information was given to the Board as to how they're spending the money. She thought it was important and that was what the Finance Committee and Board were there that day to approve and to ask about items that they needed more information on. Ms. Garcia stated that she did not believe it was the role of The board to pick up checks that they were going to pay or not pay.




12. FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022) (Continued)

A. Approval of Reports for May 2022 (Continued)
i. Schedule of Checks Written (Continued)

Ms. Garcia stated that, if she understood Counsel, their role as a board member, was to approve the budget. If the money was in that budget for that line item, finance would pay the bill under that budget line item as needed. Based off of the approval of the Board, if she understood that correctly. Her thought was their, job and they needed to definitely stay on top of, was to hold accountable, and have transparency for, the items that were budgeted and the money that was being spent, but it was their job to set the budget.

Ms. Archuleta Staehlin stated that the school district had state requirements on how the school district could determine who to pay money too. That made the whole process of the whole purchase on the idea of having a purchase order in place before the money is spent. There were numerous checks and balances set out in the finance come in running the finance of the school district on that they, as the board members say here is the dollar amount you have and here's what they were going to stick it to each of those budget items. And that was what we have approved. The Finance Department then had obligations under state law that said they could spend that money but they would have requirements in how they went about spending them.

One of the things was to report to the Board, another thing was to again look for the best price for the services that were being rendered, to look for the most efficient services that were being rendered. She was correct in that their job was not to approve those checks before they got processed. Their job was to say okay were they spending the money where they wanted to spend it, and what was a reasonable budget to set to agree to do that?





12. FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022) (Continued)

A. Approval of Reports for May 2022 (Continued)
i. Schedule of Checks Written (Continued)

Ms. Archuletta Staehlin added that all of that was information that the superintendent brought to the Board, because he was creating a budget beforehand for their approval. Again, she understood the concerns, and she understood the questions about how did they get involved in that, really again, it was not the purpose of the Board. It was to set that budget.

Mr. Giron stated that if it was not a requirement, what did they have it for? She responded that it was to keep them informed on to what was going on.

Ms. Archuletta Staehlin stated that they might very well say hey, something is running afoul here, they were seeing 17 checks made out to some organization they did not know what that was and it would be appropriate for them to ask those questions, and that could be brought up in case it was something that no one else had caught or no one else has noticed. Then it would be time for there to be further investigation into if it was not about picking these individual checks, it was really more for them to have the information and then also be able to follow a line of things that was happening and say hey wait a minute, you guys were doing something funky with regards to how this operating there was money being poured into some organization.

Ms. Archuletta Staehlin , gave the example that there was a small school district in New Mexico a few years ago where numerous checks were being written to CES. It was not the CES they all knew. The bookkeeper had set up a false account and had paid checks into her own personal account that she had called CES. The superintendent started to see that there was this line of checks being paid out and the Board started to say hey wait a minute, because they were seeing multiple checks to the same organization at the same time. They caught the individual who was taking money from the school district.


12. FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022) (Continued)

A. Approval of Reports for May 2022 (Continued)
i. Schedule of Checks Written (Continued)

Ms. Archuletta Staehlin stated that it was for informational purposes. It was not like they were approving the checks every time, but once they saw a train of checks, a line of things that seemed inappropriate, they would then have information and a reason to say they needed to do an investigation.

Mr. Giron asked if they should we just call it informational and then they would take action on it then? He thought they should not even take action on it, if it was for information only.

It really was only for information. Whether they take action on it or not, it was set that they had reviewed it and they approved that the money had been spent appropriately.

Ms. Garcia stated that would imagine all the boards in the state have to do with that same way? So we are not the only district doing it that way. And all Boards pretty much have to follow that finance committee recommendation and then the final approval of the finance documents that were submitted to us on a monthly basis?

Ms. Archuletta Staehlin stated was correct I thought it was important they had it on the agenda and it was approved. But, the transparency that Mr. Giron was asking about and Mr. Smith had brought to our attention through this conversation, was important. It was their role to be on the lookout for things, but she also thought that as far as stopping the payment of a check or stopping it, by the time it got to them it was already been paid, so if they had a problem, they could always discuss it under budget. They could make budget adjustments if needed. If they thought money was being spent some way, they could make adjustments to that in their role and that was done.


12. FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022) (Continued)

A. Approval of Reports for May 2022 (Continued)
i. Schedule of Checks Written (Continued)

Mr. Giron addressed Counsel and the Board President, and stated the he just would felt like it's a requirement of the Board. He said that he meant, there's a reason why it's framed that way. It appeared that there was a requirement to do this. Mr. Giron added that in his personal life, he did stuff around probably for 30 years until he figured out that that didn’t make it right and that he was doing it wrong for that many years. He said he didn’t know, it just surprised him.

Ms. Garcia thanked him, and asked if there was any more discussion?

There being no further discussion, Ms. Garcia called for a vote with the following results: Eloy Giron – no; Bruce Bennett – yes; P. David Vickers – yes; Bryan C. Smith – It wouldn't do any good because it's already 8:00 here. I do understand the whole process, so I vote yes. – yes; and Tina Garcia – yes. The motion to approved the report for schedule of checks Passed: 4/1 .


ii. Cash on Hand (Approved by Consent)

iii. Investments on Hand (Approved by Consent)

iv. Monthly Budget Report (Approved by Consent)

v. Revenue (Approved by Consent)








12. FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022) (Continued)

B. Approval of Purchases
i. Lakeshore Learning Materials, Furniture for Special Education Classrooms 13 School Sites 24106 – Idea B (Approved by Consent)

ii. Imagine Learning LLC. for K-12 Digital Curriculum 24330 – ESSER III
(Approved by Consent)

iii. Maintenance & Operations Purchases – Approval of Purchases Exceeding 60K for 2022-23 FY Utilizing Price Agreement Contracts 31701 – Two Mill

a. A-Com Technologies, LLC Maintenance & Repair of Access Controls/Fire Alarms and Low Voltage Intercom Systems State of NM Price Agreement (Approved by Consent)

b. Brady Industries District Wide Janitorial Products & Related Equipment CES Contract (Approved by Consent)

c. Fleming District Wide Custodial Supplies and Equipment
CES Contract (Approved by Consent)

d. Grainger Inc. Facility MRO Contracts State of NM Price Agreement
(Approved by Consent)

e. Johnstone Supply (JMT) for HVAC Supplies and Equipment Bernalillo County Price Agreement (Approved by Consent)


f. J3 Systems District Wide Maintenance and Roof Repairs CES Contract
(Approved by Consent)

g. National Electric Electrical Parts APS Price Agreement
(Approved by Consent)

h. Nieto Custom Builders State of NM Price Agreement
(Approved by Consent)


Ms. Garcia stated the next item for approval was Item 12 B iii, Maintenance & Operation Purchases, and she believed they were looking at the item for Organic Technologies for District Wide Turf and Ground Management Supplies and Services which was a CES contract.

Ms. Garcia noticed that Mr. Smith was no longer on the line. She announced that she was going to call for a ten-minute recess, to give them a few minutes to get him back on the line.


BREAK

Ms. Garcia called for a break at 8:02 pm to try to reestablish connectivity with Mr. Smith.

REGULAR SESSION
Ms. Garcia called the meeting back into Regular Session at 8:11 pm. She told Mr. Smith she thought they had lost him, and wanted to give him the opportunity to speak on the approval of purchases for the Organic Technologies district wide turf and ground management.


12. FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022) (Continued)

B. Approval of Purchases
iii. Maintenance & Operations Purchases – Approval of Purchases Exceeding 60K for 2022-23 FY Utilizing Price Agreement Contracts 31701 – Two Mill

i. Organic Technologies for District Wide Turf and Ground Management
Supplies and Services CES Contract

Mr. Smith stated that his concerns with this was, then interjected and said he guessed he had a couple of questions. He asked when was the last time, then interjected and said Ms. Archuletta could jump in there as she saw fit. His question was when was the last time they did a RFP for our district-wide turf and ground?


12. FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022) (Continued)

B. Approval of Purchases
iii. Maintenance & Operations Purchases – Approval of Purchases Exceeding 60K for 2022-23 FY Utilizing Price Agreement Contracts 31701 – Two Mill

i. Organic Technologies for District Wide Turf and Ground Management
Supplies and Services CES Contract
Dr. Romero stated that he thought they could get that information from Ms. Cieremans.

Ms. Cieremans responded that they attempted to go out to an RFP a year and a half ago. However, the cost actually far exceeded the amount that they were currently paying using Organic Technologies through CES.

Ms. Garcia asked if Mr. Smith had heard the answer and did it answer his questions? Mr. Smith he had not heard it.

Ms. Cieremans that they had tried to do so a year and a half ago but that the cost had actually was more expensive than the amount that they were paying utilizing the CES contract.

Mr. Smith asked is that was the cost for the RFP? Ms. Cieremans responded, the services of the proposers was more expensive. He confirmed that she was saying proposals they received through the RFP was more than they were currently paying.

Mr. Smith said that was the one question that he had. He added that he guessed what his concern was, that to him, that seemed like a lot, but he was not schooled on turf and ground maintenance. He was not schooled on fertilizer. He was not schooled on anything.




12. FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022) (Continued)

B. Approval of Purchases
iii. Maintenance & Operations Purchases – Approval of Purchases Exceeding 60K for 2022-23 FY Utilizing Price Agreement Contracts 31701 – Two Mill

i. Organic Technologies for District Wide Turf and Ground Management
Supplies and Services CES Contract

Mr. Smith said that would like some information, perhaps from the district in some way through Dr. Romero, about what other people in the area were paying to fertilize the fields, and then to utilize that information. Because they didn’t know that to be true. Maybe the answer is 110%. But, he needed to know that.

Mr. Smith stated that would he would like to do was , get some, get some responses from around the state as to what people were doing as far as, providing these services, whatever that entailed. Not just fertilizer, he was sure there's a lot more to it until now. So whatever they provided, seeing what other people were paying, and, and then utilize that information for him to get a better look at this.

Mr. Smith stated that would to make a motion on this and that they table this until they could get that information so they could have something to compare it to.

Ms. Cieremans stated that Andy Garcia, the Director of Maintenance and Construction was prepared to discuss the information regarding this. She added that other entities across the state were contacting them (LLS) to find out what they were doing on our fields. She added that they could provide that information at that time. Mr. Garcia had a lot of pertinent information he could provide that evening.


12. FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022) (Continued)

B. Approval of Purchases
iii. Maintenance & Operations Purchases – Approval of Purchases Exceeding 60K for 2022-23 FY Utilizing Price Agreement Contracts 31701 – Two Mill

i. Organic Technologies for District Wide Turf and Ground Management
Supplies and Services CES Contract (Continued)

Ms. Cieremans was asked if they were currently in an RFP with Organic Technologies. She responded that no, they were currently utilizing a CES Contract. She was then asked if this item would be up for anytime soon? Ms. Cieremans, no, since it was approved about two months ago.

Dr. Romero stated that they did monitor and assess that.

Ms. Garcia stated so that was why she was saying the ones that they had before, they were paying more for.

Through CES, they did want to make sure that they were paying the best value, the best we possibly could. That couldn't be more expensive. So they went back to CES. Mr. Garcia was asked to come to the podium.

Mr. Garcia asked the members of the board and Dr. Romero for the opportunity to speak about this. He added that he had some notes he’d like to go through. Mr. Garcia stated that he became the maintenance supervisor in November of 1999.

He evaluated the conditions of the athletic fields and found them to be in terrible shape. He noted that he had aerial pictures from 1999. During the 2000-2001 school year, groundskeepers went on a workers comp. That left him with, he believed two field groundskeepers left in the district.



12. FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022) (Continued)

B. Approval of Purchases
iii. Maintenance & Operations Purchases – Approval of Purchases Exceeding 60K for 2022-23 FY Utilizing Price Agreement Contracts 31701 – Two Mill

i. Organic Technologies for District Wide Turf and Ground Management
Supplies and Services CES Contract

During that time OTI helped, that's organic technology, helped build the high school soccer field. He volunteered to help build the fields. This was when I first he met Steve Moore from OTI. He is the managing director.

Mr. Garcia stated that he had asked for his help with the maintenance fertility program. After working with OTI for a couple years. he found that his program was outstanding. He noted that he also had an aerial photo of 2002 that was taken that showed the difference.

In March of 2002, Mr. Garcia stated that he submitted a budget request to the district to utilize this OTI's fertilizer program, and in September 2002, they entered into a source agreement with OTI. He noted that it was board approved. They began utilizing OTI’s CES Contract in 2004-2005, and have continued this contract to date. Mr. Garcia noted that over the last 20 years, our district had grown both in terms of both facilities and acreage.

According to the national medium, schools our size, should have 16 groundskeepers. They had only seven groundskeepers on staff. By utilizing OTI's program, they had saved thousands of dollars of operational funds.

Mr. Garcia noted that the additional nine groundskeepers needed, with a salary of between $30,000 and $40,000, just based on 35,000 that if they added nine keepers at 35,000 per salary now, that would be that's $350,000 a school year.
Mr. Garcia stated those salaries came out of the operational budget.


12. FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022) (Continued)

B. Approval of Purchases
iii. Maintenance & Operations Purchases – Approval of Purchases Exceeding 60K for 2022-23 FY Utilizing Price Agreement Contracts 31701 – Two Mill

i. Organic Technologies for District Wide Turf and Ground Management
Supplies and Services CES Contract

Utilizing OT was a huge cost savings. He asked the board members to keep in mind that this fertility program, was not paid out of Operational. It came out of two-mill. Mr. Garcia stated that there were strict guidelines on what that two-mill funds could be spent on, and most of it was maintenance equipment, and maintaining our facilities.

Mr. Garcia stated that other factors with this program, were that they were able to reduce their irrigation usage by 50% in lieu of the traditional chemical fertilizing program that the District used prior to the 2000 year. He added that other added costs that need to be noted with the chemical fertilizer program were additional herbicides, pesticides, grass seeds, topsoil, and labor to apply these.

Mr. Garcia stated that he would also like to read parts from the forensic audit, because he, himself, along with some of his staff members were fraudulently accused of various things, and so he would also like to read out of that, too.
He said it was a section of the forensic audit that was done from April of 2020, and was approved by the State Auditor in September 2020.







12. FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022) (Continued)

B. Approval of Purchases
iii. Maintenance & Operations Purchases – Approval of Purchases Exceeding 60K for 2022-23 FY Utilizing Price Agreement Contracts 31701 – Two Mill

i. Organic Technologies for District Wide Turf and Ground Management
Supplies and Services CES Contract

… Los Lunas Schools Organic Fertilizer Vendor
In response to our information requests regarding LLS’s organic fertilizer vendor, we have been provided with vendor and Cooperative Educational services (“CES”) Vendor Code 6133. It's our understanding that Vendor Code 6133 represents a category of bits related to nurseries, and this is the Vendor Code for vendors such as organic fertilizer vendors. Vendor Code 61333 as presented on summary vendor of vendor totals provided by LLS represented purchases only from their organic fertilizer vendor.

We understand that LLS began using the organic fertilizer vendor’s products and services through a sole-source contract around the 2000-2001 school year. It is our understanding that at this time, the vendor’s products were unique, and no other similar projects existed. Sometime around the 2004-2005 time period, this organic fertilizer vendor went through the bidding process for CES and was approved as a vendor, and LLS began using CES to purchase this vendor's services and the products at that time. We have noted that amounts paid for per fiscal year to this specific vendor and CES combined from fiscal years 2016 through June 5, 2000 range from approximately $63,000 and up to approximately $183,000.




12. FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022) (Continued)

B. Approval of Purchases
iii. Maintenance & Operations Purchases – Approval of Purchases Exceeding 60K for 2022-23 FY Utilizing Price Agreement Contracts 31701 – Two Mill
(Continued)

i. Organic Technologies for District Wide Turf and Ground Management
Supplies and Services CES Contract

Although these amounts are significant, based on our discussions with LLS employees and their research, understand that LLS believes there are many cost-saving and other benefits associated with this organic fertilizer vendors products and services, including:
• Significant reduction in water consumption;
• Site assessment which include irrigation evaluations, general turf/soil conditions, shrub tree assessments and tree protocols;
• Vendor performs all services related to fertilization and testing of turf, trees, shrubs district-wide, alleviating the need for extra grounds-keeping staff and associated with salary and benefit expenses;
• Periodic educational demonstrations, monitoring and maintenance of sports fields and landscaping (2-3 times a year.)
• Fertilizer and treatment protocols are custom-built for each site, as each site has different needs;
• Organic products are considered safer for the health of students, staff, and community members.

We understand that LLS has approximately 47 acres of turf fields, and that addition to providing services, the organic fertilizer vendor’s products are also used for some districts trees and shrubs.



12. FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022) (Continued)

B. Approval of Purchases
iii. Maintenance & Operations Purchases – Approval of Purchases Exceeding 60K for 2022-23 FY Utilizing Price Agreement Contracts 31701 – Two Mill
(Continued)

i. Organic Technologies for District Wide Turf and Ground Management
Supplies and Services CES Contract

We have visibly observed sports field at Los Lunas Schools High School and Katherine Gallegos Elementary, as well as, the Enchantment Little League sports facilities for comparison, which is maintained by the Village of Los Lunas. We noted that the turf at the two schools to be in excellent condition, with minimal weeds and dry spots, especially in comparison to the Village maintained turf. We were also provided with aerial photos of the Los Lunas High School site, one taken in July 1999 (prior to using organic fertilizer vendor’s products) and one taken in August of 2002 (after several months of using the vendor's products). The improvement in the conditions of the turf appears to be noticeable.

Also, in response to our requests, we were provided with supplies maintained at LLS, which were purchased from LLS’s organic fertilizer vendor , either independently or through the CES portal. We received photos of the organic fertilizer vendor’s supplies maintained at LLS, which included 96 gallons of biological activator for waste treatment, which we understand is used in bathroom and food service areas, and elsewhere in sewer drains and sinks, and approximately 140 50-pound bags of organic fertilizer kept on hand for spot treatment of fields.



12. FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022) (Continued)

B. Approval of Purchases
iii. Maintenance & Operations Purchases – Approval of Purchases Exceeding 60K for 2022-23 FY Utilizing Price Agreement Contracts 31701 – Two Mill

i. Organic Technologies for District Wide Turf and Ground Management
Supplies and Services CES Contract

Concerns were raised as to potential inappropriate relationships or dealings that may exist between the organic fertilizer vendor’s Managing Director and certain LLS employees. Concerns were shared with us that LLS employees may have received benefits in the form of elk hunting licenses, permits or vouchers, or gifts of alcohol in exchange for continued purchases of this vendor’s products and services which is a violation of LLS’s policy. …

… LLS employees that were interviewed have denied receiving any such benefits. We understand that around Christmas time each year, the vendor’s Managing Director will drop off tamales and candy for the enjoyment for the entire maintenance staff, but that no other gifts and considerations are given. We do not perceive this to be unusual or inappropriate …

… In addition, we filed an IPRA request (inspection of Public Records Act that provides the public and media access to public information) with the State in regards to hunting related authorizations or vouchers were awarded to the vendor’s Managing Director, if any exist. The response (s) to this request should include whether any of the authorizations or vouchers were referring were converted into hunting licenses and by whom. We received a timely response and request for public information.


12. FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022) (Continued)

B. Approval of Purchases
iii. Maintenance & Operations Purchases – Approval of Purchases Exceeding 60K for 2022-23 FY Utilizing Price Agreement Contracts 31701 – Two Mill

i. Organic Technologies for District Wide Turf and Ground Management
Supplies and Services CES Contract

The response to the request informed us that the Managing Director of LLS’s organic fertilizer vendor company is not a private landowner enrolled in the EPLUS program. He has never received authorizations or vouchers from the EPLUS program, nor has he ever applied for a hunting draw or received authorization, voucher, or hunting license otherwise.

Mr. Garcia stated that it was all from their forensic audit from April 2020 to September of 2020. Okay. He said he (Mr. Garcia) appreciated them letting him come forth with this, because, still, to this day, people were saying there needed to be corrective action from the forensic audit, but there were zero findings.

Clarification was given on the statement that the they had been using Organic Technologies since 2002.

Ms. Garcia asked if there were any questions.

Mr. Bennett stated that he was in the maintenance department back in the day, and it was a good product. It took forever to be able to use the fields after regular style fertilizer. A lot of kids would get eye and skin irritations. Once they went with this organic fertilizer, they could fertilize and the kids could immediately get on the field. It was a good product. They had used it for quite awhile.


12. FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022) (Continued)

B. Approval of Purchases
iii. Maintenance & Operations Purchases – Approval of Purchases Exceeding 60K for 2022-23 FY Utilizing Price Agreement Contracts 31701 – Two Mill

i. Organic Technologies for District Wide Turf and Ground Management
Supplies and Services CES Contract

Mr. Bennett stated that was a great thing, especially at the school sites. He reiterated that they really like it. After they had started using the chemicals, they noticed that it took less to water our field, things like that and less man-hours to try to fertilize. It's a good deal.

Ms. Garcia asked Mr. Smith if he wanted to add something?

Mr. Smith said that he did. He (Mr. Smith) had zero idea how that conversation turned into what it did. He said he never said there was any wrongdoing whatsoever. He reiterated that he never said that he wasn’t for it. He knew that our staff was doing a terrific job.

Mr. Smith stated that he never said anything other than the fact that he just wanted a cost comparison. That's it. When he saw a check for $69,000, he thought that’s a lot of money.

Mr. Smith stated that he didn’t know anything about fertilizer, but for everybody to start bringing stuff up about investigations and stuff he never mentioned any of that. Again, he stated that he never said any of that. He never said there was wrongdoing. He never said that in public. He said he never said that in private. He never said that into anybody.







12. FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022) (Continued)

B. Approval of Purchases
iii. Maintenance & Operations Purchases – Approval of Purchases Exceeding 60K for 2022-23 FY Utilizing Price Agreement Contracts 31701 – Two Mill

i. Organic Technologies for District Wide Turf and Ground Management
Supplies and Services CES Contract

Mr. Smith stated that he was going on the record that that conversation had zero to do with that. He (Mr. Smith) was concerned with $69,000 for fertilizer. He didn’t care who's doing it. All he wanted to do was get a cost comparison. That's it. His point was, let's just see if there was different way. It was not up to him to decide, but on the record, he never accused anybody of anything, and he was not doing that then. As to how that conversation got over there, where Mr. Smith didn’t think it was a good product or something wrong was going on, he had no idea how that had happened. All he wanted was a cost comparison.

Mr. Giron said he agreed with Mr. Smith. He didn’t know what just went on there, and added that he didn't have anything to do with that either, but, he had some questions.

Mr. Giron asked what the difference between that organic and other organics?

Mr. Garcia stated that he didn’t know the specifics of the organic matters. He said he didn’t know how many other organic vendors there were – he knew there was one here in Los Lunas, but he didn’t know what he put in his product. He didn’t know exactly what the breakdown, total breakdown, of the product was.

Mr. Giron stated that he remembered this from two years ago he thought, and he had been told that it was a fish organic.


12. FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022) (Continued)

B. Approval of Purchases
iii. Maintenance & Operations Purchases – Approval of Purchases Exceeding 60K for 2022-23 FY Utilizing Price Agreement Contracts 31701 – Two Mill

i. Organic Technologies for District Wide Turf and Ground Management
Supplies and Services CES Contract

Mr. Garcia stated that he believed that the spray that he utilized had some sort of fish matter in it. In how they break it down, or what went in there, he couldn't tell him that.

Mr. Garcia was asked if he had any cost savings with the water usage? Mr. Garcia stated that he could go back through their utilities and get that. Of course, it was going to be hard to compare. He could compare sites, but it would be hard since they’d grown so much.

Mr. Giron addressed Dr. Romero and said he was a superintendent in another district. Do he remember what he was paying in that district, or could he get that information?

Dr. Romero stated that he didn’t know that off the top of my head. He said he thought what would be important though, if they did a comparison, was that they actually were able to compare apples to apples.

Mr. Giron said that he agreed.







12. FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022) (Continued)

B. Approval of Purchases
iii. Maintenance & Operations Purchases – Approval of Purchases Exceeding 60K for 2022-23 FY Utilizing Price Agreement Contracts 31701 – Two Mill

i. Organic Technologies for District Wide Turf and Ground Management
Supplies and Services CES Contract

Dr. Romero said it would need to be with similar-sized districts, similar-sized acreage, and so on and so forth.

Mr. Giron asked if he could get that for them and added that would be from the Deming District.

Dr. Romero stated that he could attempt to look for that. He pointed out that Deming was only about half the size of Los Lunas. Mr. Giron responded that they’d just cut it in half - divide it by two.

Ms. Garcia stated that at that time, they’d gotten the information they needed to approve the purchase of maintenance and operation purchases for organic technologies and would stand for a motion.

Mr. Bennett moved, and Mr. Vickers seconded, to approve 12. B. iii. I FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022) Approval of Purchases Maintenance & Operations Purchases – Approval of Purchases Exceeding 60K for 2022-23 FY Utilizing Price Agreement Contracts 31701 – Two Mill





12. FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022) (Continued)

B. Approval of Purchases
iii. Maintenance & Operations Purchases – Approval of Purchases Exceeding 60K for 2022-23 FY Utilizing Price Agreement Contracts 31701 – Two Mill

i. Organic Technologies for District Wide Turf and Ground Management
Supplies and Services CES Contract

Mr. Vickers asked for discussion. He said that he just wanted to say that at this point in the summer, they were talking about the contract for the fiscal year starting July 1st. It seemed to him that not approving this would jeopardize the maintenance of the fields, waiting for approval from this Board, and he certainly didn't want to do that. He thought it was important that they press on, and continue with the contract so that we didn't have a lag of services.

Mr. Giron addressed Dr. Romero, and asked about that request. Could he have it to them by the end of the week? Dr. Romero stated no, he couldn’t promise that, because he was asking him to get information from other districts. He couldn’t promise that they would get that information by that time. He could try.

Ms. Garcia addressed Dr. Romero, and said she thought that there was a couple of suggestions, that perhaps that he could help them, including what Deming did, although she thought that was apples to oranges to compare to what Los Lunas had. She added that she thought that as far as comparable costs with other companies, that might be something they could always discuss in another budget hearing . But maybe they could put it down, and if he could find the information needed, he could then pass it on. If he was unable to do so, at least he could let them know that he’d attempted to do so.




12. FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022) (Continued)

B. Approval of Purchases
iii. Maintenance & Operations Purchases – Approval of Purchases Exceeding 60K for 2022-23 FY Utilizing Price Agreement Contracts 31701 – Two Mill

i. Organic Technologies for District Wide Turf and Ground Management
Supplies and Services CES Contract

Mr Bennett moved, and Mr. Vickers seconded, to approve 12. B. iii. i. FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022) Approval of Purchases Maintenance & Operations Purchases – Approval of Purchases Exceeding 60K for 2022-23 FY Utilizing Price Agreement Contracts 31701 – Two Mill . There being no further discussion, Ms. Garcia called for a vote with the following results: Eloy Giron – no; Bruce Bennett – yes; P. David Vickers – yes. Bryan C. Smith
Mr. Smith stated that he just wanted a cost analysis. So for the record, that's all that he had asked for. He agreed with Mr. Vickers’ point. If it was for July, they needed to get it on board, but it was definitely something that they should consider looking into for cost savings in the future. So he said he voted – yes; - Bryan C. Smith – yes; and Tina Garcia – yes. The motion to approve Item 12. B. iii. i. Organic Technologies for District Wide Turf and Ground Management Supplies and Services CES Contract passed: 4/1.


j. Triwest Fence State of NM Price Agreement (Approved by Consent)






12. FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022) (Continued)

C. Approval of General Contracts
i. Approval of Annual Contract Renewals 2022 – 23 FY
a. Cold Beverages Vending Services (Approved by Consent)
b. District Internet Services (Approved by Consent)
c. District Cellular Phone Services (Approved by Consent)
d. Interconnected Voice Over IP (Approved by Consent)


Ms. Garcia stated that the next item up for consideration was Item 12. C. I e. Approval of contract award for legal services
e. Legal Services
Mr. Smith asked when was the last time they did an RFP for this.

Ms. Cieremans was asked if she could help them with that? Ms. Cieremans turned it over to the Director of Purchasing, Michelle Romero, to answer. Ms. Romero responded that they were in the last year of a four-year contract.

Ms. Garcia asked if Mr. Smith had heard the answer. She reiterated that this was the last year of a four-year contract, so it looked like it would be up for consideration during next year's budget.

Mr. Smith confirmed that he heard it. He said that he guessed that the RFP was for four year, and the contract was for approval of this coming fiscal year.

It was confirmed that it would be for legal services for the 22-23 fiscal year. Mr. Smith that had answered his question.

There being no further questions, Ms. Garcia called for a motion.



12. FINANCE COMMITTEE ITEMS (Meeting Held June 14, 2022) (Continued)

C. Approval of General Contracts (Continued)
i. Approval of Annual Contract Renewals 2022 – 23 FY (Continued)
e. Legal Services (Continued)


Mr. Bennett moved, and Mr. Vickers seconded, to Approve Item # 12. C. i. e. FINANCE COMMITTEE ITEMS - Approval of General Contracts - Approval of Annual Contract Renewals 2022 – 23 FY - Legal Services. There being no further discussion, Ms. Garcia called for a vote with the following results: Eloy Giron – yes; Bruce Bennett – yes; P. David Vickers – yes; Bryan C. Smith – yes; and Tina Garcia – yes. The motion to approve the legal services contract passed: 5/0.

f. Student Mental Health Services (Approved by Consent)

g. Tree Trimming Services (Approved by Consent)


ii. Approval of Cooperative Contract No. 25-General 2022-23; Awarded to LaBatt Food Service for School Nutrition and Food Service Products to Include Statewide Distribution Services Conducted by Santa Fe Public Schools on behalf of the NM School Nutrition Cooperative for FY 2022/23
(Approved by Consent)

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

E. Approval of MOU Between the Village of Los Lunas and LLS for 2022-23 Refuse Removal at LLS Sites (Approved by Consent)

F. Approval of Resolution 22-003 NMDOT 2022-23 Parking Lot Rehabilitation
No. L300319 (Approved by Consent)



13. ANNOUNCEMENT OF MEETINGS

Ms. Garcia stated that took them to Item #13. ANNOUNCEMENT OF MEETINGS. She added that as allowed by the NM Open Meetings Act and the District’s Open Meetings Resolution, on occasion, a quorum of the board members would attend the same function, including those held at school sites, as well as, sports functions, conferences, workshops, and trainings. Board members would refrain from discussing and/or acting on LLS 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 Open Meetings Act.

Ms. Garcia stated that she would like to announce the following meetings.

• July 12, 2022 Finance Meeting CO Board Room 3:00 pm

• June 19, 2022 Regular Board Meeting CO Board Room 6:00 pm



14. ADJOURNMENT

Ms. Garcia stated that brought them to Item #14. ADJOURNMENT. She then called for a motion to adjourn the meeting.

Mr. Bennett moved, and Mr. Vickers seconded, to adjourn the meeting. There being no discussion, Ms. Garcia called for a vote with the following results: Bruce Bennett – yes; Eloy Giron – yes; Bryan C. Smith – yes; P. David Vickers – yes; and Tina Garcia – yes; Motion to adjourn passed: 5-0.

The meeting was adjourned at 8:37 pm.

Approved this 19th day of July 2022.

Tina Garcia, Board President
Bruce Bennett, Board Secretary
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