Pecos Independent School District North Hwy 63, P.O. Box 368 Pecos, NM Phone: Fax:

Transcription

1 Pecos Independent School District North Hwy 63, P.O. Box 368 Pecos, NM Phone: Fax: School Board Administration Victor Ortiz, President Fred Trujillo, Eileen Griego Vigil, Vice President Interim Superintendent Michael Flores Sr., Secretary Eddie Roy Duran, Member Brenda Gallegos, Director of Finance Lawrence Vigil, Member BOARD AGENDA PECOS BOARD OF EDUCATION REGULAR MEETING FEBRUARY 21, 2012 PECOS SCHOOLS BOARD ROOM PECOS, NM 6:00 PM PLEDGE OF ALLEGIANCE 1. CALL TO ORDER 2. APPROVAL OF AGENDA 3. PUBLIC COMMENTS 4. BOND INFORMATION-LEO VALDEZ 5. MANUFACTURED HOME BID 6. DOT PROJECT UPDATE 7. FACILITIES MASTER PLAN UPDATE 8. DIRECTOR/BUILDING REPORTS 9. BUSINESS REPORT A. Financial Status 10. CONSENT AGENDA B. Check Register for Month of January C. Cash Transfer(s) and BARS (if any) D. Minutes of the -January 17, SUPERINTENDENT S REPORT PSFA Loan Budget Workshop-March 28-30, 2012 District Enrollment-120 th Day Count Site Visits Preliminary Budget Planning A-F Grading Appeal

2 12. POLICY E. Grievance Policy-1 st Reading 13. ACTION ITEM(S) F. Manufactured Home Bid G Calendar H. Superintendent Contract 14. OTHER BUSINESS 15. ADVANCE PLANNING I. Work Session-March 13, 2012, PISD J. -March 20, 2012, PISD K. Budget Workshop-March 28-30, 2012 L. NSBA Annual Conference-April 21-23, 2012, Boston, MA; Registered to attend: F Trujillo, V Ortiz, E Griego-Vigil, M Flores & L Vigil M Pecos High School Graduation-May 19, 2012, 10:00 am at Lifeway Conference Center (formerly Glorieta Conference Center) N. NMSBA School Law Conference-June 8-9, EXECUTIVE SESSION-to discuss limited personnel matters as per NM Statutes Article 15 Open Meetings Subparagraph H (2). Action item as a result of executive session if necessary. ADJOURNMENT

3 INDEX MINUTES REGULAR MEETING PECOS BOARD OF EDUCATION PECOS INDEPENDENT SCHOOL DISTRICT PECOS SCHOOLS BOARD ROOM PECOS, NEW MEXICO FEBRUARY 21, :00 P.M. CALL TO ORDER ROLL CALL APPROVAL OF AGENDA PUBLIC COMMENTS BOND INFORMATION-LEO VALDEZ MANUFACTURED HOME BID DOT PROJECT UPDATE FACILITES MASTER PLAN UPDATE DIRECTOR/BUILDING REPORTS BUSINESS REPORT CONSENT AGENDA Check Register for the Month of January 2012 Cash Transfer(s) and BARS (if any) Minutes of the -January 17, 2012 SUPERINTENDENT S REPORT POLICY st Reading-Grievance Policy

4 ACTION ITEMS Manufactured Home Bid Calendar Superintendent Contract OTHER BUSINESS ADVANCE PLANNING ADJOURNMENT

5 MINUTES Regular Meeting Pecos Board of Education Pecos Independent School District Pecos, New Mexico Pecos Schools Board Room Pecos, NM 6:00 P.M. PLEDGE OF ALLEGIANCE CALL TO ORDER The President, Mr. Victor Ortiz called the meeting to 6:00 p.m. MEMBERS PRESENT Mr. Victor Ortiz, Board President Ms. Eileen Griego-Vigil, Board Vice-President Mr. Michael Flores, Board Secretary Mr. Eddie Roy Duran, Board Member Mr. Lawrence Vigil, Board Member Mr. Fred Trujillo, Superintendent MEMBERS ABSENT None OTHERS PRESENT Brenda Gallegos Debra Sena-Holton Cheryl Jurewich Leo Valdez

6 Page 2 Gerard M. Flores Jim Ivanovich Melissa T. Valencia-Flores APPROVAL OF AGENDA Based on Mr. Trujillo s recommendation, Member Vigil moved to approve the agenda as presented. Motion unanimously. PUBLIC COMMENTS None BOND INFORMATION-LEO VALDEZ Mr. Leo Valdez, Hutchinson, Shockey, Erley & Co Senior Vice President reviewed packet of information and discussed bond capacity of $6,445,000.00, after July 2013 payment of $360, He mentioned possible strategies that could be used if a September 2012 election was held. He explained the payment and timetable schedule that would keep payments and tax rate the same. Mr. Valdez explained uncontrollable circumstances in which taxes may change; state wide bond election, assessed value of district increases-taxes decrease, assessed value of district decreases-taxes increase. He advised identifying projects, in which the money will be spent prior to adopting the resolution. The following board members commented/inquired on/addressed the listed concern(s), relevant to the topic/presentation/discussion: President Ortiz: expressed his appreciation on the advice given. He commented on going back with committees and the community to re-identify, prioritize and identify dollar amounts of projects listed in previous bond election is really good and helpful information people can understand. Response: Mr. Valdez pointed out the Master Plan is greater than the $6.4 million mentioned.

7 Page 3 Mr. Valdez gave reason for the September 2012 date selection; an election may not take place within a certain number of days before a general election. He stated the resolution does not specify what the money will be used for. Member Duran: questioned what the bonding capacity would be in order to move down the % match to receive Capital Outlay money. Response: Mr. Trujillo reported the current match-51/49 % and stated the question is intended for the Public School Facilities Authority. questioned Mr. Trujillo on his plan to utilize Hutchinson, Shockey, Erley & Co. Response: Mr. Trujillo reported there is a current contract in place. Mr. Valdez stated assistance will be provided in the election process, based on the board s discretion as to the involvement the company will partake in. Vice President Griego-Vigil: questioned if the draft resolution included in packets is the version that will be adopted. Response: Mr. Trujillo replied yes, a similarity. Mr. Valdez reported the documents were prepared by Cuddy & McCarthy Law Firm who also assisted in the preparation of the timetable; in abidance of state statute. He discussed other resolution considerations; polling places, early voting and the mail out of paper ballots. MANUFACTURED HOME BID Mr. Trujillo reviewed bids received to replace a teacherage; Zia Factory Mobile Homes- $36, and Modular Solutions-$49, with conditions. He stated both companies meet the specs of the district. He mentioned he has able to look at the incoming mobile home and is satisfied with the condition. The following board members commented/inquired on/addressed the listed concern(s), relevant to the topic/presentation/discussion: Member Vigil: inquired on the trade in amount listed. Response: Mr. Trujillo explained Zia Factory Mobile Home assessed the current mobile home to see what could be offered. Based on the review the trade in price listed includes complete removal of the mobile home. Member Vigil gave his point of view on the trade in amount; feels a community member may be willing to pay more than the trade in price and all costs associated with removal, resulting in a greater profit.

8 Page 4 Ms. Gallegos, Finance Director reported the State Auditor has been contacted for legality clarification on trade in procedures. Member Duran: supported Member Vigil s idea and stated if the State Auditor gives authority to sell the mobile home it should be set out for bid. Mr. Trujillo reported the bid may be modified to what is in the best interest of the school district. DOT PROJECT UPDATE Mr. Trujillo summarized the New Mexico Department of Transportation (NMDOT) Grant; an excess of $14, awarded for the School Year. He requested permission to set out for bid; money must be encumbered by June 30, He reviewed his project plan; pave Maintenance Department roadway. The following board members commented/inquired on/addressed the listed concern(s), relevant to the topic/presentation/discussion: Member Vigil: questioned if the bid would include paving the pre-school parking lot. Response: Mr. Trujillo stated that would be a project due to budget constraints. Vice President Vigil: inquired if the bid included additional paving/repairs. Response: Mr. Trujillo reported the possibility of removing one of the double speed bumps next to the security booth and shaving down the speed bump next to the Administration Office, if within means. FACILITIES MASTER PLAN UPDATE Mr. Trujillo announced a review of FMP specifics took place with William Winkler, Architectural Research Consultants, Inc. (ARC) Consultant. He stated he solicited the input from the elementary & secondary schools, with their committees on the projects they wish to prioritize. He distributed a draft of the Capital Implementation Plan. Mr. Trujillo recommended meeting in a work session to develop final priority list that included community member and employee input. He revealed the district does not qualify for any monies until the FMP has been approved by the board and accepted by Public School Facilities Authority (PSFA).

9 Page 5 He indicated the 2012 Legislation appropriated less money to Capital Outlay Projects. Mr. Trujillo reported the timeframe to receive money from Public Capital Outlay Council is 5 years; therefore school district need to sustain themselves. He recommended soliciting community support in being on committees via the School Messenger System and marquee; community input would assist in a successful bond election. The Board agreed to call a Special Work Session for Tuesday, February 28, 2012 to work on the district s Facilities Master Plan. DIRECTOR/BUILDING REPORTS Elementary Report: Member Duran addressed the following concerns: pointed out fairness must be displayed amongst organizational groups who host bake sales oversee items are reasonably priced exposed wires in elementary nurses office are hazardous community members utilizing handicap parking who do not have placard found the creation of the School Calendars, presented during work session disturbing; individuals working on the calendar must work as a team and consider/evaluate what is best for the district. Mr. Trujillo reported the template was changed so when staff voted the calendars were on the same template. Member Vigil: gave emphasis to the district being one entity. Technology Report: President Ortiz: inquired on the status of E-Rate Money. Response: Mr. Ivanovich explained application clarification has been made and should be in the next step process; indicated there is no eligibility timeline. He pointed out funds have been expended since July is what will be sought for reimbursement; mentioned in some cases money is currently being released from 2 years ago. He gave his point of view; 99% certain of the money and 95 % money will be received prior to July 2012.

10 Page 6 Secondary Report: Member Duran: expressed his feelings on the dancing behavior students displayed during a school dance. He mentioned students in the school district need to be taught morals and respect. Response: Mr. Flores stated a discussion regarding dancing behavior and dress code took place with the Administrative Team. He also mentioned students were informed school policies, dress code etc., will be enforced. President Ortiz: supported Member Duran s comment. He remarked on student rewarding/extra curricular activities being a good gesture making certain students carry themselves in a controllable and respectful manner. Vice President Griego-Vigil: inquired on the high number of discipline referrals versus student enrollment. Response: Mr. Flores reflected on various variables attributing to the high number; repeat offenders, the returning from winter break, staff absences, an issue with classroom behavior management. He mentioned an upcoming will take place with middle school students to address behavior issues. BUSINESS REPORT FINANCIAL STATUS Ms. Brenda Gallegos, Finance Director reported all reimbursement requests have been submitted. She discussed notification received from the State Auditor s Office on the district proceeding in the selection of an Auditor. She reported a 3 year proposal is in place and the current Auditor will be reported; DeAun Willoughby, CPA. Ms. Gallegos announced the due date for the budget is April 9, She handed out the description of each line item/function; in preparation for forming appropriate budget committees. She presented a projected budget; a reduction in revenue of $500,000. The following board members commented/inquired on/addressed the listed concern(s), relevant to the topic/presentation/discussion:

11 Page 7 Vice President Griego-Vigil: questioned if the increase in educational funding the New Mexico Public Education Department discussed would assist the district. Response: Ms. Gallegos explained she does not foresee a drastic unit value increase that would offset the $500,000. Ms. Gallegos disclosed an additional impact the budget will face; the district will be responsible for contributing an additional 1.75% to employee retirement. CONSENT AGENDA Check Register for the Month of January 2012 Cash Transfer(s) & BAR S Minutes of the -January 17, 2012 Based on Mr. Trujillo s recommendation, Secretary Flores moved to approve the consent agenda. Motion carried unanimously. SUPERINTENDENT S REPORT Mr. Trujillo reported/gave an update on the following: PSFA Loan-a payment of $85, /- was delivered to office with designee change and the letter of request for a one year extension-for the remaining balance. He reported the remaining balance must be budgeted for the School Year. Member Vigil: expressed his feelings on the community being made aware of the situation the school district is in because of the past Superintendent. Response: Mr. Trujillo agreed the community, staff and students need to be made aware of reasons for budget reductions. He elaborated on the impact, being transparent and accepting responsibility. He pointed out the situation will affect the district for the next two years.

12 Page 8 Member Duran: agreed with Member Vigil s statement. He highlighted on the financial impact. He commented on communication being of importance between the Superintendent and Board of Education. He stated Mr. Trujillo works for the board, who can meet with him on an individual basis, cannot give a directive as an individual but as a board. He revealed he never heard from the previous Superintendent of the money owed during the preparation of the School Year budget. President Ortiz: remarked on the reliance of the Superintendent and Business Manger to keep the Board informed. He gave his perspective of the situation; overlooked, asked for forgiveness and set aside. Mr. Trujillo noted the district is responsible for repayment and every other possibility will be sought without affecting instruction. Budget Workshop-March 28-30, 2012; spot has been reserved for the representation of a board member District Enrollment-120 th Day Count; reported the count of 585 students, 45 less students than Site Visits; on going to include Transportation and Maintenance Departments Preliminary Budget Planning-scheduled Special Work Session for February 28, 2012 A-F Grading Appeal; New Mexico Public Education Department granted appeal, additional information being provided as requested/needed Mr. Trujillo reported Secretary Designee Hanna Skandera was not confirmed during the 2012 legislative Session; Governor Martinez, through Executive Order declared the Secretary Designee will be kept in the current capacity. He reported the No Child Left Behind Grading of Schools waiver request was approved; A-F Grading System will be utilized. POLICY Grievance Policy-1 st Reading Mr. Trujillo reported Cuddy & McCarthy Law Firm, LLP endorsed the prepared draft.

13 Page 9 ACTION ITEMS MANUFACTURED HOME BID Based on Mr. Trujillo s recommendation, Member Vigil moved to approve the bid submitted by Zia Factory Mobile Homes-$36,758.90, with potential modifications. Motion carried unanimously CALENDAR Based on Mr. Trujillo s recommendation, Vice President Griego-Vigil moved to approve option #1, based on the majority vote of district staff. Motion carried unanimously. SUPERINTENDENT CONTRACT President Ortiz noted, throughout New Mexico evaluations of Superintendent s are conducted in January & February in which districts either extend or terminate contracts of the Superintendent. He reviewed the evaluation form used; allows board members to be objective, includes categories and breaks it down by indicators to support the specific category. He presented the option to enter into executive session if further discussion was needed. President Ortiz recommended and entertained a motion to proceed on the Superintendents contract, based on the board s evaluation. He acknowledged the Interim Superintendent, Mr. Fred Trujillo. Board Members expressed their opinion of Mr. Trujillo s performance/responsibilities as Interim Superintendent: Member Duran-communicates well, honest, has proven himself and felt there was no need to enter into Executive Session. He advised Mr. Trujillo to never change. Vice President Griego-Vigil- excellent leadership skills, conducts self in a professional manner and has done an excellent job. She expressed a community concern; Mr. Trujillo would no longer serve in the role as the Secondary Principal; explained he has proven himself at the secondary level and has been allowed the opportunity to oversee the elementary and Pre-K Program. Member Vigil-agrees with comments stated above, has taken the school in a different direction and notices motivation in staff

14 Page 10 President Ortiz-past months have been productive, displays professionalism with every issue/concern the board has presented, seeks innovative things for district, feels confident in working with Mr. Trujillo and has done a great job in serving as Interim Superintendent. Member Duran entertained a motion to hire Mr. Fred Trujillo as the Superintendent for the remainder of the School Year and a contract of an additional two years, through Motion carried unanimously. Mr. Trujillo thanked everyone for their kind words and stated the energy and focus will remain unchanged. He requested mistakes be brought to his attention. He acknowledged some things will have to change and every decision made will be in the best interest of the district, not an individual. Mr. Trujillo made reference to the mantra, we work for the district, the district does not work for us. He conveyed his appreciation for the vote of support, welcomed the challenge and will give 150%. President Ortiz asked that Mr. Trujillo review the goals set during the Board Retreat. Mr. Trujillo requested clarification on influence at the secondary level. Response: President Ortiz declared the board would like to continue seeing Mr. Trujillo, as Superintendent making himself visible at school sites for the remainder of the school year. He pointed out once budget discussions are underway Superintendent recommendations will be considered, as fit. Vice President Griego-Vigil questioned who prepares the contract. Response: President Ortiz reported the contract has always been signed by the Board President but would like to see the signature of all members on the contract. OTHER BUSINESS None ADVANCE PLANNING Special Work Session-February 28, 2012 Work Session-March 13, 2012, PISD -March 20, 2012, PISD Budget Workshop-March 28-30, 2012

15 Regular Board :\Icc..,ting Fl'hruar~ Pagl'll r \I~ \.\llilll~d l\lllkn..'l1c '-\plli 1 ";. _(1I.2.I~ll t\ll1. \1.\: I'I".'ul,\"rcd It) allcl1d-[ J Ilijilh. t)ni/. L l.ri 'gn-\\;ii. \. I I Iml's & l. \ iuil r 2()1_1\.'cm I igh ~l:h()\ll (,r,ldll:llillll-\ja. It) I (I:ll(),1111 :tll Jr"\"l~ (~lllkl"i1l,", l "nl"1" (lol"ln\.'\i:- (ilorictu Cl1l1krL'I1Cl.' l' '111\.'J ),.,,\I 'n \ '\cl1\l(\1 1..1\\ ("ol1krl'11ll,.il1lll' :-;-'), 2U 12.\oll.': fi,ae mill' bi( (I quorulii III 1J/1.'I!Iill,!::\; Oflt!II lj/l'l.'lill.!: IIel 1'1.'(/uil'L'IJ/l.'I1I\ II ill hi'jolloll'c'(/..\i>.jo R _IF. I I. I II I.. \ I(. lor 01' [II, PIU''')lI)ll (111\\1')