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

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1 Pecos Independent School District North Hwy 63, P.O. Box 368 Pecos, NM Phone: Fax: School Board Harold J. Garcia, President Victor Ortiz Jr., Vice-President Michael Flores Sr., Secretary Paul C de Baca Sr., Member David Ortiz, Member Administration Fred Trujillo, Superintendent Brenda Gallegos, Director of Finance BOARD MEETING AMENDED AGENDA PECOS BOARD OF EDUCATION REGULAR MEETING JUNE 20, 2017 PECOS SCHOOLS BOARD ROOM PECOS, NM 6:00 PM PLEDGE OF ALLEGIANCE 1. CALL TO ORDER 2. APPROVAL OF AGENDA 3. PUBLIC COMMENTS 4. PRESENATION OF NMSBA SCHOLARSHIP TO JULIA GONZALES 5. RECOGNITION OF 2017 EXCELLENCE IN STUDENT ACHIEVEMENT AWARD RECIPIENT 6. TEACHER HOUSING UPDATE 7. MAINTENANCE VEHICLE UPDATE 8. DISTRICT LAND SURVEY DISCUSSION 9. BOARD/ADMINISTRATIVE RETREAT DISCUSSION 10. UNIT/DIRECTOR REPORTS 11. BUSINESS REPORT A. Financial Status 12. CONSENT AGENDA B. Check Register for Month of May 2017 C. Cash Transfer(s), BARS (if any) and Journal Entries D. Minutes of Regular Board Meeting-May 16, 2017 E. Minutes of Work Session-June 6, SUPERINTENDENT S REPORT 14. POLICY F. 1 st Reading-SPED Policies and Procedure G. 1 st Reading- NMSBA Policy Services Advisory No. 128-CM-School District Annual Accountability Report No. 129-DIE-R-Audits/Financial Monitoring No. 130-ECAC-Vandalism No. 131-EEAA-Walkers and Riders No. 132-EFC-Free and Reduced-Price Food Services No. 133-EFDA-Collection of Money/Food Tickets

2 No. 134-IKF-Graduation Requirements No. 135-JFABD-EA-Admission of Homeless Students No. 136-JGC-Assignment of At-Risk Students to Classes and Programs No. 137-JJIB-Interscholastic Sports No. 138-KF-Community Use of School Facilities KF-EC-Community Use of School Facilities 15. ACTION ITEMS H. Approval/Disapproval of Propane Bid I. Approval/Disapproval of Maintenance of Propane Equipment Bid J. Approval/Disapproval of Electrical Bid K. Approval/Disapproval of Plumbing Bid L. Approval/Disapproval for Ancillary Bid for Physical Therapy Supervision and Diagnostic Evaluation Services M Preventive Maintenance Plan N. Approval/Disapproval of Maintenance and Service Agreement for IT Services (CES Vendor- EQC Technologies) O. Approval/Disapproval of IDEA Budget P. Approval/Disapproval of IDEA-B Application 16. ADVANCE PLANNING NMSBA Leadership Retreat-July 14-15, 2017, Cloudcroft, NM BOE/Administrators Retreat-July 18, 2017, TBA Regular Board Meeting-, 3:30 pm, TBA 17. EXECUTIVE SESSION- discuss limited personnel matters and/or pending litigation as per NM Statutes Article 15 Open Meetings Subparagraph H (2 & 7). ADJOURNMENT

3 INDEX MINUTES REGULAR MEETING PECOS BOARD OF EDUCATION PECOS INDEPENDENT SCHOOL DISTRICT PECOS SCHOOLS BOARD ROOM PECOS, NEW MEXICO JUNE 20, :00 P.M. CALL TO ORDER ROLL CALL APPROVAL OF AGENDA PUBLIC COMMENTS PRESENTATION OF NMSBA SCHOLARSHIP TO JULIA GONZALES RECOGNITION OF 2017 EXCELLENCE IN STUDENT ACHIEVEMENT AWARD RECIPIENT TEACHER HOUSING UPDATE MAINTENANCE VEHICLE UPDATE DISTRICT LAND SURVEY DISCUSSION BOARD/ADMINISTRATIVE RETREAT DISCUSSION UNIT/DIRECTOR REPORTS BUSINESS REPORT CONSENT AGENDA Check Register for the Month of May 2017 Cash Transfer(s), BARS (if any) and Journal Entries Minutes of the Regular Board Meeting-May 16, 2017 Minutes of the Work Session-June 6, 2017 SUPERINTENDENT S REPORT POLICY st Reading-SPED Policies and Procedure 1 st Reading- NMSBA Policy Services Advisory No. 128-CM-School District Annual Accountability Report

4 No. 129-DIE-R-Audits/Financial Monitoring No. 130-ECAC-Vandalism No. 131-EEAA-Walkers and Riders No. 132-EFC-Free and Reduced-Price Food Services No. 133-EFDA-Collection of Money/Food Tickets No. 134-IKF-Graduation Requirements No. 135-JFABD-EA-Admission of Homeless Students No. 136-JGC-Assignment of At-Risk Students to Classes and Programs No. 137-JJIB-Interscholastic Sports No. 138-KF-Community Use of School Facilities KF-EC-Community Use of School Facilities ACTION ITEMS Approval/Disapproval of Propane Bid Approval/Disapproval of Maintenance of Propane Equipment Bid Approval/Disapproval of Electrical Bid Approval/Disapproval of Plumbing Bid Approval/Disapproval for Ancillary Bid for Physical Therapy Supervision and Diagnostic Evaluation Services Preventive Maintenance Plan Approval/Disapproval of Maintenance and Service Agreement for IT Services (CES Vendor-EQC Technologies) Approval/Disapproval of IDEA Budget Approval/Disapproval of IDEA-B Application 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 Board President, Mr. Harold J. Garcia called the meeting to 6:02 p.m. MEMBERS PRESENT Mr. Harold J. Garcia, Board President Mr. Victor Ortiz Jr., Board Vice-President Mr. Michael Flores Sr., Board Secretary Mr. Paul C de Baca Sr., Board Member Mr. David Ortiz., Board Member Mr. Fred Trujillo, Superintendent MEMBERS ABSENT None OTHERS PRESENT Gary A. Gonzales Judy Gonzales Elijah Gonzales Julia Gonzales Marvyn Jaramillo Gina Jaramillo Brenda Gallegos Melissa T. Valencia-Flores

6 Page 2 APPROVAL OF AGENDA Based on Superintendent Trujillo s recommendation, Vice President V Ortiz moved to approve the amended agenda-additions to #15 Action Items, seconded by Secretary Flores. Motion carried unanimously, 5-0. PUBLIC COMMENTS None PRESENTATION OF NMSBA SCHOLARSHIP TO JULIA GONZALES Superintendent Trujillo, on behalf of the school district congratulated Ms. Gonzales on receiving the New Mexico School Boards Association Region II 2017 Scholarship and announced Mr. Marvyn Jaramillo, Region II President was in attendance to present the award. Mr. Jaramillo expressed appreciation for allowing him to present the award and briefed on the scholarship application, nomination & selection process. He read an award & congratulatory letter, recognizing Ms. Gonzales as the Scholarship Recipient. He presented her with scholarship award correspondence and congratulated her on the selection. Superintendent Trujillo acknowledged Ms. Gonzales as the first Pecos Recipient to receive the award and thanked Mr. Jaramillo for his presence. Board Members congratulated and wished her the best of luck in her future endeavors. RECOGNITION OF 2017 EXCELLENCE IN STUDENT ACHIEVEMENT AWARD RECIPIENT President Garcia announced the 2017 recipient, Ms. Bernadette Rael-High School Counselor and noted she was not able to attend the meeting. He pointed out he had presented her with the recognition award earlier in the week, stated how grateful she was and highlighted on the recognition.

7 Page 3 TEACHER HOUSING UPDATE Superintendent Trujillo highlighted on the replacement of units and briefed on the final mobile home replacement. He discussed the specs, bid invitation announcement, its publication in the newspaper and the bid opening proceedings. He mentioned the construction of a porch to one of the newer mobile homes and gave a vacancy update. MAINTENANCE VEHICLE UPDATE Superintendent Trujillo indicated a previous update had been sent. He reported on the purchase of four replacement vehicles and stated pictures of the vehicles had been ed. President Garcia inquired on the funding source used for the purchases. Superintendent Trujillo responded to the inquiry, revealing the resource. DISTRICT LAND SURVEY DISCUSSION Superintendent Trujillo discussed the Facility Master Plan recommendation, survey district property to identify boundaries. He suggested further discussion take place during the Board of Education/Administrators Retreat. Vice President V Ortiz called attention to a discrepancy that was identified through a past school project. BOARD/ADMINISTRATIVE RETREAT DISCUSSION Superintendent Trujillo presented the previous year s agenda and outlined the order of business. He mentioned topics of discussion that may be touched upon, focus areas that need to be addressed and reviewed the tentative schedule of events. UNIT/DIRECTOR REPORTS Superintendent Trujillo pointed out the Administrators who were present, gave reason for those who were not in attendance and announced a resignation. He pointed out the start of the K-3 Plus Program and mentioned the completion of the Credit Recovery & Enrichment Exercises at the Middle School. He reported the district wide programs attendance average.

8 Page 4 Elementary Member C de Baca inquired on the K-3 Plus student enrollment determination, in reference to the maximum number funded and the number of students currently registered. Superintendent Trujillo replied to the inquiry, stating the course of action taken. Member C de Baca asked if the Extra & Co-Curricular Activities included a girls softball team. Superintendent Trujillo responded to the inquiry, stating solely Little League Baseball, the only facility use request received. Vice President V Ortiz inquired on the funding source level of the K3 Plus & Pre-K Grant Applications mentioned. Ms. Gallegos replied to the inquiry, signifying at the state level. Middle School Member C de Baca requested explanation of the Year End 2017 MAP Results. Superintendent Trujillo replied to the request, highlighting on the formative assessment and explaining the data assessed. Vice President V Ortiz complimented the high attendance rate and expressed concern on the discipline violations. Superintendent Trujillo addressed the concern, mentioning the sums signifies some type of referral issued throughout the school year. He touched upon receiving the Truancy & Dropout Prevention Grant once again and gave reason for the award. Student Nutrition President Garcia inquired on the coordinator vacancy. Superintendent Trujillo responded to the inquiry, highlighting on the duties associated with the position-to include other departments, the vacancy posting and applicant qualifications. BUSINESS REPORT FINANCIAL STATUS Ms. Brenda Gallegos, Finance Director announced the Reconciliation Report for the month is within Board Packets. She gave a Request for Reimbursement submission update. She referenced the mandated budget reduction imposed earlier in the year and briefed on the impact the decrease had on the Transportation Fund/Line Item and Operational Fund. Ms. Gallegos summarized the Payroll and Accounts Payable Report, Check Register for the Month of May 2017, Cash Transfers/BAR s, Internal BAR s and Journal Entries. She reviewed the IDEA Budget.

9 Page 5 CONSENT AGENDA Check Register for the Month of May 2017 Cash Transfer(s), BAR S (if any) and Journal Entries Minutes of the Regular Board Meeting-May 16, 2017 Minutes of the Work Session-June 6, 2017 Check Register for the Month of May 2017 Based on the Superintendent s recommendation, Vice President V Ortiz moved to approve the Check Register for the Month of May 2017, seconded by Secretary Flores. Motion carried unanimously, 5-0. Cash Transfer(s), BAR S, Internal BAR S and Journal Entries Based on the Superintendent s recommendation, Secretary Flores moved to approve the Cash Transfer(s), BAR s, Internal Bar s and Journal Entries as presented, seconded by Member C de Baca. Motion carried unanimously, 5-0. Minutes of the Regular Board Meeting-May 16, 2017 Based on the Superintendent s recommendation, Member C de Baca moved to approve the Minutes of the Regular Board Meeting-May 16, 2017, seconded by Vice President V Ortiz. Motion carried unanimously, 5-0. Minutes of the Work Session-June 6, 2017 Based on the Superintendent s recommendation, Secretary Flores moved to approve the Minutes of the Work Session-June 6, 2017, seconded by Vice President V Ortiz. Motion carried unanimously, 5-0. SUPERINTENDENT S REPORT Superintendent Trujillo noted his report was included in packets for review. He spoke on an upcoming Defensive Driving Course. He highlighted on the student workers assisting in the Maintenance Department, pointed out tasks they have completed and recognized their efforts. Superintendent Trujillo announced the district was funded the Pay for Performance Grant and summarized grant/program specifics. He reported on other awarded grants. He reminded all of the upcoming Suicide Prevention & Grief Counseling Meeting and highly recommended attending. Superintendent Trujillo discussed Back to School Drive initiatives and distribution of goods. He called attention to New Mexico Public Education Secretary Hanna Skandera s last day of employment and announced the acting Secretary of Education as Deputy Secretary Christopher Ruszkowski.

10 Page 6 President Garcia inquired on the incorporation of the Pay for Performance Grant Monies into the districts operating budget. Ms. Gallegos responded to the inquiry, explaining the process. Superintendent Trujillo briefed on the grant criteria. Member C de Baca inquired on bus driver positions. Superintendent Trujillo replied to the inquiry, reporting on Transportation Department positions. POLICY 1 st Reading-SPED Policies and Procedure 1 st Reading- NMSBA Policy Services Advisory No. 128-CM-School District Annual Accountability Report No. 129-DIE-R-Audits/Financial Monitoring No. 130-ECAC-Vandalism No. 131-EEAA-Walkers and Riders No. 132-EFC-Free and Reduced-Price Food Services No. 133-EFDA-Collection of Money/Food Tickets No. 134-IKF-Graduation Requirements No. 135-JFABD-EA-Admission of Homeless Students No. 136-JGC-Assignment of At-Risk Students to Classes and Programs No. 137-JJIB-Interscholastic Sports No. 138-KF-Community Use of School Facilities KF-EC-Community Use of School Facilities ACTION ITEMS APPROVAL/DISAPPROVAL OF PROPANE BID Based on Superintendent Trujillo's & the Finance Director s recommendation, President Garcia moved to approve the propane bid submitted by Ferrellgas, fixed price of $1.024/gallon, seconded by Vice President V Ortiz. Motion carried unanimously, 5-0. AWARD OF MAINTENANCE OF PROPANE EQUIPMENT BID Based on Superintendent Trujillo s recommendation, Member C de Baca moved to approve the Maintenance of Propane Equipment Bid of $95.00/hr-Licensed Technician, $125.00/hr-Licensed Technician & an Assistant, with a 20% material markup submitted by Enchantment Refrigeration LLC, seconded by Secretary Flores. Motion carried unanimously, 5-0.

11 Page 7 APPROVAL/DISAPPROVAL OF ELECTRICAL BID Superintendent Trujillo noted there were no recommendations at the time and mentioned the republication of the Invitation for Bid. APPROVAL/DISAPPROVAL OF PLUMBING BID Based on Superintendent Trujillo s & the Finance Director s recommendation, President Garcia moved to approve the Plumbing Bid of $85.00/hr, with a 10% material markup submitted by Lorenzo Quintana Plumbing, seconded by Vice President V Ortiz. Motion carried unanimously, 5-0. APPROVAL/DISAPPROVAL FOR ANCILLARY BID FOR PHYSICAL THERAPY SUPERVISION AND DIAGNOSTIC EVALUATION SERVICES Based on the Superintendent Trujillo s & the Finance Director s recommendation, Secretary Flores moved to approve the Physical Therapy Supervision Bid of $75.00/hr-Supervision, $30.00/hr- Travel Rate, $0.32/per mile & $450.00/hr-Per Evaluation submitted by EASi Therapy & Diagnostic Services, seconded by Vice President V Ortiz. Motion carried unanimously, 5-0. Based on the Superintendent Trujillo s & the Finance Director s recommendation, President Garcia moved to approve the Diagnostic Evaluation Services Bid of $530.00/hr-Per Evaluation, $40.00/per Written EDT Documents submitted by Brenda Ortiz, seconded by Secretary Flores. Motion carried unanimously, 5-0. APPROVAL/DISAPPROVAL OF PREVENTIVE MAINTENANCE PLAN Based on Superintendent Trujillo s recommendation, Vice President V Ortiz moved to approve the Preventive Maintenance Plan as presented, seconded by Secretary Flores. Motion carried unanimously, 5-0. APPROVAL/DISAPPROVAL FOR MAINTENACE AND SERVICE AGREEMENT FOR IT SERVICES (CES VENDOR-EQC TECHNOLOGIES) Based on the Superintendent Trujillo s recommendation, Secretary Flores moved to approve the Maintenance and Service Agreement for IT Services (CES Vendor-EQC Technologies), seconded by Member C de Baca. Motion carried unanimously, 5-0. APPROVAL/DISAPPROVAL OF IDEA BUDGET Based on Superintendent Trujillo s recommendation, Vice President V Ortiz moved to approve the IDEA Budget as presented, seconded by Secretary Flores. Motion carried unanimously, 5-0.

12 Page 8 APPROVALiDISAPPROVAL OF IDEA-B APPLICATION Based on Superintendent Trujillo's recommendation, Secretary Flores moved to approve the IDEA B Application as presented, seconded by Vice President V Ortiz. Motion carried unanimously, 5-0. ADVANCE PLANNING ~ NMSBA Leadership Retreat-July 14-15,2017, Cloudcroft, NM ~ BOE/Administrators Retreat-July 18,2017, TBA ~ Regular Board Meeting-july 18,2017,3:30 pm, TBA Member C de Baca addressed the Entity Designation for the upcoming Mora San Miguel Electric Cooperative Election. Superintendent Trujillo noted past practices. Member C de Baca requested Board Members report on information/materials received at conferences/meetings. ADJOURNMENT At 7:30 p.m., Member C de Baca moved to adjourn the meeting, seconded by Secretary Flores. Motion carried unanimously, 5-0. Minutes approved and signed on this 19 th day ofjuly ATTEST: la, PRESIDENT adj~~ MICHAEL FLORES SR., SECRETARY (Mtvf)

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

Pecos Independent School District North Hwy 63, P.O. Box 368 Pecos, NM 87552 Phone: 505-757-4700 Fax: 505-757-8721 School Board Harold J. Garcia, President Victor Ortiz Jr., Vice-President Michael Flores