The Executive Committee meeting of Cooperative Educational Services (CES) was held October 22, 2018 at Embassy Suites in conjunction with Facility Managers Workshop. Call to Order The meeting was called to order at 3:05 p.m. by President Kirk Carpenter. Notice of the meeting had been sent to all Executive Committee members 2 weeks previously. Roll Call The following members were present: Aaron McKinney Tucumcari Dwain Haynes - Eunice Kim Mizell Bloomfield Kirk Carpenter Aztec LeAnne Gandy - Lovington Richard Perea Santa Rosa Fred Trujillo Pecos Joel Shirley Estancia Penny Garcia Brenda Vigil Tularosa The following members were absent: Greg Ewing Las Cruces Joe Guillen Two Year Colleges Matt Pahl Marian Rael T.J. Parks Hobbs Stan Rounds The following non-members were present: David Chavez Robin Strauser Gary Tripp Anne Tafoya Dotty McKinney Brad Schroeder Jim Barentine Paul Benoit Gustavo Rossell Kim Lanoy-Sandoval Lori O Rourke Minnie Bresler Region V Region II Region I Region I, President Region VI Region III, Secretary Region II Region IV ENMU Region VII, Treasurer Region VIII NMSBA Vacant NMCCS PED Past President NMCEL CES Executive Director CES Deputy Executive Director CES Director of HR CES Director Ancillary Services CES Procurement Manager CES Technology Manager CES Southern Services Director CES Northern Services Manager CES Procurement Manager CES Site Facilitator CES Business Services Coordinator CES Receptionist Page 1 of 7
Quorum CES Board Policy states that attendance by one third of the Executive Committee members constitutes a quorum. This was, therefore, a duly convened meeting of the CES Executive Committee. Approval of Agenda A motion was made by Dwain Haynes and seconded by Aaron McKinney to approve the agenda. The motion was accepted and passed unanimously. Approval of Minutes A motion was made by Kim Mizell and seconded by Aaron McKinney to approve the minutes of April 4, 2018. The motion was accepted and passed unanimously. Audit Review Thad Porch of Porch & Assoc. reported on the annual audit. Internal controls are very good. Confirmation process took a little longer than expected. The only issue is the cut off for accounts payable at yearend. His recommendation is a cutoff be set prior to yearend, otherwise CES is in solid financial shape. AGENCY COMMUNICATIONS The following reports were presented: Partnerships NMCCS Matt Pahl Matt Pahl was unable to attend. No report was given. NMCEL Stan Rounds Stan Rounds unable to attend. No report was given. NMPED Marian Rael Marian Rael was unable to attend. No report was given. NMSBA Joe Guillen Joe Guillen was unable to attend. No report was given. Higher Ed (4 yr) Penny Garcia For the Alternative Licensing Program, we will not grant a 10% waiver since we can t remediate the student s GPA. If the student has not raised their GPA within a year s time they are out of the program. Declining enrollment in the program is exacerbated by new PED requirements. Page 2 of 7
Higher Ed (2 yr) John Madden John Madden is no longer employed by ENMU-R and will need to be replaced on the CES Executive Committee. No report was given. Finance Nothing to report. Scholarship Scholarships will be given out at the luncheon on Wednesday October 24, 2018. They will be awarded to Aztec School to support EA s in pursuit of a teaching degree - Kirk Carpenter. Nominating Kirk Carpenter reported a possible candidate for the two-year colleges Executive Committee position that person will be approached in the near future. Policy Dwain Haynes asked David Chavez to report on Policy. David stated the Policy was sent out in June to all Superintendents. No comments were received at that time. The Policy was presented again in July to the board and again sent to all Superintendents prior to the October meeting. The Policy will be ratified at the Full Board Meeting on Wednesday, October 24 th. PROGRAM OVERVIEW/REPORTS Regional Meetings David Chavez stated that the Regional Meetings were well attended and feedback from the attendees was positive. Regions 7 & 8 were combined this year as these two are the smaller of the regions. LEAP David Chavez talked about the CES program LEAP- Leading Educators Through Alternative Pathways for the Alternative Licensed Teachers Program. Kim Lanoy Sandoval presented the following items: Ten districts currently participating in the New Teacher Induction program. A pathway to get licensed teachers for general and special education in partnership with higher education. Start date summer 2019, approximately 20 credit hours per student, August through May. A meeting with PED is planned within the next few weeks for provisional approval. ADMINISTRATIVE OVERVIEW Administrative Reports Page 3 of 7
Directors Robin Strauser, Deputy Executive Director, provided a verbal summary. Concerning the audit, confirmations from the schools has always been a challenge to get because of reconciliation issues. Also, CES will accommodate Thad Porch s request to cut off yearend by current standards. Anne Tafoya, Director of Ancillary Services, provided a verbal summary. The need for ancillary staff is still the same. Districts are still requesting people and CES is working to hire more staff. Dotty McKinney, Procurement Manager, provided a verbal report. Orientation meetings for vendors are now mandatory. 2 Way Radio contracts have been awarded to new vendors. We have a limited contract now with BSN Sports. Imperium Risk has been providing armed guards to some Charter Schools. This was not part of their solicitation/contract. Dotty will go back and remove this verbiage from their contract. They will be allowed to respond to Joe s solicitation for armed guards. David Chavez instructed Imperium Risk to cease and desist providing armed guards as their CES contract does not allow for security guards. Gary Tripp, Director of Human Resources, provided a verbal report. We had a PLD Mentorship Workshop at 3 sites, ABQ, Las Cruces and Clovis. We had great reviews from all 3 sites. Will be in Farmington and Santa Fe Friday and Saturday, Nov. 1 st & 2 nd. A mentor Handbook for PLD was developed to assist mentors with their responsibilities. Brad Schroeder, Technology Manager, provided a verbal report. Development and implementation for the ancillary program is continuing. Development and implementation for the E-Procurement program is continuing. Testing for this will take place in January or February 2019. Business Office workflow integration with Document Imaging of the Southwest is still being worked on. We hope to have a final design by early 2019. Strategic Plan Goal to have Dynamics stored in the cloud coming up in December 2018. Jim Barentine, Director of Southern Services, provided a verbal report. JIm and Paul spend a lot of time educating people on CES. Concern that the Marketplace has not taken off. Jim is going to spend time with school districts marketing the Marketplace. Spoke on the Yazzi/Martinez Case There was a concern expressed that more funding means more accountability. Paul Benoit, Manager of Northern Services, provided a verbal report. Purchase Order Volume is up in the south. Lori O Rourke, Business Services Coordinator, provided a verbal report. Lori reported that food revenue has increased. Ten Senior Centers are now using the Labatt contract. Excellent job done by Labatt at invoicing the entities/school districts directly. We are at 1.1 million this year. Page 4 of 7
Executive Director David Chavez provided a verbal report. A. Joint Powers Agreement Wells Fargo will not consider giving CES a construction loan they had difficulty determining if CES could indebt. Los Alamos National Bank will consider a loan with CES if we can get the JPA amended and approved by DFA indicating CES may indebt. A motion was made by Aaron McKinney and seconded by Richard Perea to approve the Amendment to the JPA adding language to allow CES to incur debt. The motion was accepted and passed unanimously. B. Approval of the Audit A motion was made by Dwain Haynes and seconded by Kim Mizell to approve the Audit. The motion was accepted and passed unanimously. C. Superintendent Leadership Development (SLD) We have been working with the Superintendent Leadership Development (SLD) focus group and select Superintendents in the development of the SLD Modules. David has also been sharing the SLD work with Stan Rounds. SLD is designed specifically for Superintendents. The modules will all be 1-day modules with the exception of a 2-day module for finance. The first of those modules will be delivered on October 23 rd, at the Symposium with Dr. Linda Paul providing the instruction. January will be the 2-day finance module. February we will continue with the Board Relations module. The fourth session will be in March and will address Communications. The last module, Operations and Management is scheduled on May 8th. We have developed an Executive Coaching Program as a resource for Superintendents. This program would consist of instructors from our SITE Program, Technical Assistants Program (TAP) and Principal Leadership Development (PLD). These Specialist would be available to the Superintendents for instructional coaching. Another support program for superintendents is a Mentorship Program for first year Superintendents. This program would assign the new Superintendent with an experienced Superintendent in their region. Also, being developed is a Mentorship Program for Superintendents new to our state. These Superintendents will be assigned an experienced NM superintendent in their region. The Superintendent Support Team would be made up of Superintendents willing to help a fellow Superintendent who is facing an issue or problem for which they need assistance. We would need volunteer Superintendents to be part of this support team. This would be a Service to all Superintendents in the state. Page 5 of 7
David has been talking with Dr. Penny Garcia about the Advanced Leadership Development Institute. We would partner with higher ed and this would take place during the summer months. It would be on a topic that would be of interest to all Superintendents. There would be on going professional development for those Superintendents who wish to participate. A motion was made by Aaron McKinney and seconded by Joel Shirley to accept The Superintendent Leadership Development Program. The motion was accepted And passed unanimously. This program would also carry a budget of $50,000 to provide the trainers for this program. A motion was made by Richard Perea and seconded by LeAnne Gandy to approve SLD $50,000 budget. The motion was accepted and passed unanimously. D. Additional Training for Board Members David reported that he has been working with Joe Guillen on developing a program similar to SLD, but for Board members. Volunteers would be needed to put together A focus group to come up with modules for this program. David reported that once the program is fully developed he would present it to the Executive Committee for approval. E. Alternative Licensure Program A motion was made by Fred Trujillo and seconded by LeAnne Gandy to approve the Alternative Licensure Program. The motion was accepted and passed unanimously. Personnel Report Staff Contracts and Resignations David Chavez stood for questions concerning staffing. The staff contracts and resignations are in the Executive Committee packet sent out and posted for this meeting. Consent Agenda A motion was made by Richard Perea and seconded by Dwain Haynes to accept the Consent Agenda with the Approval of Checks, Profit and Loss and Balance Sheets, and office staff travel at actual cost. The motion was accepted and passed unanimously. Setting Next Meeting Dates The next Executive Committee Meeting will be on, Wednesday, February 20, at 5:00 p.m., Alvarado Hotel (in conjunction with School Boards Association Conference) Page 6 of 7
Adjourn The meeting was adjourned by Kirk Carpenter at 5:15 pm. Respectfully Submitted, Richard Perea, Secretary Attest: Kirk Carpenter, President Page 7 of 7