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 AGENDA PECOS BOARD OF EDUCATION REGULAR MEETING FEBRUARY 20, 2018 PECOS SCHOOLS BOARD ROOM PECOS, NM 6:00 PM PLEDGE OF ALLEGIANCE 1. CALL TO ORDER 2. APPROVAL OF AGENDA 3. PUBLIC COMMENTS 4. GOLDEN PANTHER AWARD RECIPIENTS PRESENTATION 5. SPELLING BEE CHAMPION RECOGNITION 6. FY17 AUDIT REPORT 7. 4-DAY/5-DAY DAY WEEK CALENDAR DISCUSSION 8. UNIT/DIRECTOR REPORTS 9. BUSINESS REPORT A. Financial Status 10. CONSENT AGENDA B. Check Register for Month of January 2018 C. Cash Transfer(s), BARS (if any) and Journal Entries D. Minutes of Regular Board Meeting-January 23, SUPERINTENDENT S REPORT 12. POLICY 13. ACTION ITEMS E. Approval/Disapproval of FY17 Audit F. Excellence for Student Achievement Award G. Comprehensive Support and Intervention Assurances H. Targeted Support and Intervention Assurances 14. OTHER
2 15. ADVANCE PLANNING Board Work Session-March 13, 2018, 3:30 pm, Pecos Schools Board Room Regular Board Meeting-March 27, 2018, 6:00 pm, Pecos Schools Board Room NSBA Annual Conference-April 6-9, 2018, San Antonio, TX ADJOURNMENT
3 INDEX MINUTES REGULAR MEETING PECOS BOARD OF EDUCATION PECOS INDEPENDENT SCHOOL DISTRICT PECOS SCHOOLS BOARD ROOM PECOS, NEW MEXICO FEBRUARY 20, :00 P.M. CALL TO ORDER ROLL CALL APPROVAL OF AGENDA PUBLIC COMMENTS GOLDEN PANTHER AWARD RECIPIENTS PRESENTATION SPELLING BEE CHAMPION RECOGNITION FY17 AUDIT REPORT DAY/5-DAY DAY WEEK CALENDAR DISCUSSION UNIT/DIRECTOR REPORTS BUSINESS REPORT CONSENT AGENDA Check Register for the Month of January 2018 Cash Transfer(s), BARS (if any) and Journal Entries Minutes of the Regular Board Meeting-January 23, 2018 SUPERINTENDENT S REPORT POLICY ACTION ITEMS Approval/Disapproval of FY17 Audit Excellence for Student Achievement Award Comprehensive Support and Intervention Assurances Targeted Support and Intervention Assurances OTHER
4 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 6:03 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 J J Griego Brenda Gallegos Debra Sena-Holton Simon Miera Jorge Sotelo Esmeralda Castillo Eric Roybal Laurie Vigil Will Varela Ernestine Romero Frances Romero Paul Romero Kimberly Romero Doris Chavez Christal Chavez Lora Montoya Arthur Montoya Joshua Montoya Jodaiah Padilla Joe Padilla Theresa Padilla Jenee Rivera-Sipes Taylor Sipes Skye Sipes Bryan Sipes Navaeh Rivera Esperanza Baca Justin Baca Robert Baca Berna C. Baca Brenda Archuleta Maria Archuleta
6 Page 2 Carla Enriquez Gloria Ruiz Michael Lister Mel Rael Melissa T. Valencia-Flores APPROVAL OF AGENDA Based on Superintendent Trujillo s recommendation, Vice President V Ortiz motioned to approve the agenda as presented, seconded by Secretary Flores. Motion carried unanimously, 5-0. PUBLIC COMMENTS None GOLDEN PANTHER AWARD RECIPIENTS PRESENTATION Principals announced award recipients, highlighted on attributes that deemed the individual deserving of the award and presented them with a recognition plaque. The Golden Panthers recognized were James Romero Varela, Fernando Gutierrez, Joshua Montoya and Berna Baca. Superintendent Trujillo pointed out the Panther Portrait on display, a donation by Mr. & Mrs. John Glen Vigil. On behalf of the district, he congratulated recipients and expressed appreciation for their efforts. He remarked on the monthly recognition, the positive influence of the gesture/expression and conveyed the initiative is one of many outstanding things happening in the district. He thanked parents, friends and family present for what they do in supporting PISD schools and their students. Superintendent Trujillo briefed on the recommendation of a student participating in Board activities and announced the presence of Jonathan Baca, as the partaker. He reported Mr. Baca is very active and involved in school relations. He briefed on the intent of his (Mr. Baca s) participation, mentioned incorporation plans and conveyed happiness for his attendance. SPELLING BEE CHAMPION RECOGNITION Ms. Sena-Holton highlighted on the Elementary Spelling Bee, announcing the number of participants and mentioned preparation efforts. She announced Elementary, Middle School-top three, District and Regional-County Spelling Bee Winners. Recognized winners were Taylor Sipes, Christal Chavez, Aiden Ortiz, Jodaiah Padilla, Davian Lucero and Jorge Sotelo. She announced Ms. Chavez will compete in the upcoming State Spelling Bee on March 24 th.
7 Page 3 Superintendent Trujillo, on behalf of the district congratulated winners, extended the recognition to parents for their support and wished Ms. Chavez the best of luck. He pointed out the recognition of repetitive competitors and complimented their overall success. FY17 AUDIT REPORT Ms. Brenda Gallegos, Finance Director introduced J.J. Griego, Griego Professional Services, LLC Certified Public Accountant and handed out the FY17 Audit Report. Mr. Griego noted it was the firms first year to perform the school district audit, commented on the course of action and mentioned the completion timeline. He presented an Unmodified Opinion and pointed out it s the best judgment he may give. He noted financial statements & reports belong to and are the responsibility of the district. Mr. Griego briefed on Internal Controls Reporting and announced there was one finding. He highlighted on the previous year s findings and acknowledged they had been addressed. He reported the only finding and noted it had been taken care of in the current year. Mr. Griego announced no issues were discovered during the review of Title I or Gear Up, Federal Program Awards. He declared there were no issues or difficulties to report with approximations, errors etc, or relevant practices. He thanked & complimented Superintendent Trujillo & Ms. Gallegos on the financial operations and the adherence of procedures in place, by all departments. He applauded the district, indicated he works for the Board & acknowledged his task is to detect and report any wrongdoing and stated he was pleased to report it was very limited. Mr. Griego invited questions or comments by the Board. President Garcia asked how many team members were available. Mr. Griego replied to the question, reporting the number of people available and commented on the experience & readiness of his professionals, to take on the task at hand. Vice President V Ortiz referenced the Internal Controls Report presented and inquired on any further concerns. Mr. Griego responded to the inquiry, pointing out specifics that are being assessed and noted the one finding reported above. He remarked on the interpretation of the previous year s findings and reported the State Auditor s Office has set materiality at a higher level. Mr. Griego expressed appreciation for the opportunity to serve the district and conveyed he looked forward to working with the Board again this year. Vice President V Ortiz recognized the efforts of Superintendent Trujillo, the Auditor for executing the district audit and Ms. Gallegos for her compliance management/oversight. Member C de Baca alluded to prior Audit Findings and Resolutions included in the Audit Report, some dating back to Mr. Griego explained the repeat finding and gave reason for the reoccurrence.
8 Page 4 4-DAY/5-DAY DAY WEEK CALENDAR DISCUSSION Superintendent Trujillo reported on House Bill 2-Budget Legislation, pointing out the disallowance to operate a four-day school week during the School Year. He announced a 5 day school week calendar recommendation will be presented to the Board for approval in March and mentioned the proposed calendar will be comparable to the current school calendar. He noted and briefed on an anticipated change with the grading period, in accordance with New Mexico Activities Association Eligibility Guidelines. UNIT/DIRECTOR REPORTS Elementary Member C de Baca inquired on the Junior Wrestling mentioned in the Extra and Co-Curricular Activities. Ms. Sena-Holton responded to the inquiry, noting the sport is Volleyball and apologized for the error. District Vice President V Ortiz asked what measures may be taken to improve Security. Superintendent Trujillo answered the question, reporting devices, safety & security measures, practices & procedures that are in place to promote safety. He highlighted on considering a full-time Security Guard, noted it is illegal for Teachers to have firearms within the schools in New Mexico and pointed out school personnel who may. He expressed a concern regarding the notification of any knowledge or threats to Law Enforcement and commented on the response to a recent Facebook Post. Member D Ortiz inquired on the number of student entrances of the High School Building. Superintendent Trujillo replied to the inquiry, reporting the location of the Elementary & Secondary Schools Main Entrance and commented on student behavior that interferes with procedures. Vice President V Ortiz remarked on securing school boundaries. Superintendent Trujillo stressed on taking precautions at all levels. Member D Ortiz inquired on the monitoring of doors. Superintendent Trujillo responded to the inquiry, reporting on standard operating procedures. Ms. Laurie Vigil, Elementary Special Education Teacher presented her idea for Law Enforcement presence. Superintendent Trujillo highlighted on measures that are/have been utilized.
9 Page 5 Secondary President Garcia requested Homecoming feedback. Mr. Miera responded to the request, reporting on the events and ideas for future planning. President Garcia complimented Friday Night s activities and noted positive comments were received on the parade. Member C de Baca inquired on liability for incidents that occur with the parade. Superintendent Trujillo replied to the inquiry, noting the purchase of Liability Insurance. Ms. Gallegos explained the purchase & coverage requirement(s) for the event. BUSINESS REPORT FINANCIAL STATUS Ms. Brenda Gallegos, Finance Director announced the Cash Balance Report is within Board Packets and commented on the current financial/expenditure status. She summarized the Payroll and Accounts Payable Report, Check Register for the Month of January 2018, Cash Transfers/BAR s, Internal BAR s and Journal Entries. She cautioned on the potential increase to Electricity operating expenditures. CONSENT AGENDA Check Register for the Month of January 2018 Cash Transfer(s), BAR S (if any) and Journal Entries Minutes of the Regular Board Meeting-January 23, 2018 Based on the Superintendent s recommendation, Secretary Flores moved to approve the Check Register for the Month of January 2018, Cash Transfer(s), BAR s #16 & #17, Internal BAR s, Journal Entries, Minutes of the Regular Board Meeting-January 23, 2018, seconded by Vice President V Ortiz. Motion carried unanimously. SUPERINTENDENT S REPORT Superintendent Trujillo stated his report was also presented and offered to answer any questions. He noted award of YCC Grant and briefed on project specifics. He announced the district will receive Capital Outlay Funds. Superintendent Trujillo reported House Bill 2-Budget Legislation approved a 2.5% increase for Teachers and 2.0% for all other school personnel. He revealed
10 Page 6 Pecos Recipient, Mario Archuleta was awarded the 2018 NMAA Foundation Scholarship-Mario Martinez Memorial Scholarship, noting the first time in school history. He presented Mayoral questions to be considered at upcoming scheduled forum and invited Board input. Superintendent Trujillo announced the official opening of the Pecos Valley Medical Center On-Site Clinic and extended an invitation to the Board. POLICY None ACTION ITEMS APPROVAL/DISAPPROVAL OF FY17 AUDIT Based on Superintendent Trujillo's recommendation, Vice President V Ortiz moved to approve the FY17 Audit, seconded by Member C de Baca. Motion carried unanimously, 5-0. EXCELLENCE FOR STUDENT ACHIEVEMENT AWARD Further discussion and selection of recipient will take place during March Work Session. COMPREHENSIVE SUPPORT AND INTERVENTION ASSURANCES & TARGETED SUPPORT AND INTERVENTION ASSURANCES Based on Superintendent Trujillo s recommendation, Secretary Flores moved to support the submission of the Comprehensive Support and Intervention Assurances & Targeted Support and Intervention Assurances/Grant Applications, seconded by Vice President V Ortiz. Motion carried unanimously, 5-0. OTHER ADVANCE PLANNING Board Work Session-March 13, 2018, 3:30 pm, Pecos Schools Board Room Regular Board Meeting-March 27, 2018, 6:00 pm, Pecos Schools Board Room NSBA Annual Conference-April 6-9, 2018, San Antonio, TX
11 Page 7 Vice President V Ortiz inquired on a Safe School Plan. Superintendent Trujillo responded to the inquiry, confirming a plan is in place and noted the plan is CUlTent and approved by NMPED. ADJOURNMENT At 7:37 p.m., Vice President V Ortiz moved to adjourn the meeting, seconded by Secretary Flores. Motion carried unanimously, 5-0. Minutes approved and signed on this 27 th day of March ATTEST: ~$A 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
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
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 David Ortiz, President Patrick Sandoval, Vice-President Michael Flores Sr.,
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
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
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
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 David Ortiz, President Patrick Sandoval, Vice-President Michael Flores Sr.,
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
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 David Ortiz, President Patrick Sandoval, Vice President Michael Flores Sr.,
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 Lawrence Vigil, President Eileen Griego Vigil, Vice President Michael Flores
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
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
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
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 Lawrence Vigil, President Eileen Griego Vigil, Vice President Michael Flores
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 David Ortiz, President Patrick Sandoval, Vice President Michael Flores Sr.,
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
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 Lawrence Vigil, President Eileen Griego Vigil, Vice President Michael Flores
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
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 Administration Victor Ortiz, President Fred Trujillo, Eileen Griego Vigil,
Pecos Independent School District
Pecos Independent School District North Hwy 63, P.O. Box 368 Pecos, NM 87552 Phone: 505-757-4700 Fax: 505-757-8721 School Board Lawrence Vigil, President Eileen Griego-Vigil, Vice-President Michael Flores
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