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 Sr., Secretary Paul C de Baca Sr., Member David Ortiz, Member Administration Fred Trujillo, Superintendent Brenda Gallegos, Director of Finance BOARD AGENDA PECOS BOARD OF EDUCATION REGULAR MEETING APRIL 18, 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. WRESTLING RECOGNITION 5. CHEERLEADERS RECOGNITION 6. GIRLS & BOYS VARSITY BASKETBALL RECOGNITION 7. AUDITOR PRESENTATION 8. SPRING BUDGET WORKSHOP REPORT 9. UNIT/DIRECTOR REPORTS 10. BUSINESS REPORT A. Financial Status 11. CONSENT AGENDA B. Check Register for Month of March 2017 C. Cash Transfer(s), BARS (if any) and Journal Entries D. Minutes of -March 28, 2017 E. Minutes of Work Session-April 6, 2017 12. SUPERINTENDENT S REPORT 13. POLICY None 14. ACTION ITEMS F. Approval/Disapproval of 2017-2018 Salary Schedule G. Approval/Disapproval of Audit H. Auditor Selection I. Selection of NMSBA Scholarship Applicant J. Approval/Disapproval of K-3 Plus Adjusted Calendar
15. ADVANCE PLANNING Board Work Session-May 2, 2017, 5:30 pm, Pecos Schools Board Room Baccalaureate Mass-May 14, 2017, 11:00 am, St. Anthony s Church -May 16, 2017, 6:00 pm, Pecos Schools Board Room Class of 2016 Graduation-May 20, 2017, 10:00 am, PISD Gymnasium NMSBA School Law Conference-June 9-10, 2017, Albuquerque, NM NMSBA Leadership Retreat-July 14-15, 2017, Cloudcroft, NM 16. EXECUTIVE SESSION-to discuss limited personnel matters and/or pending litigation regarding attorneys response to Board Member Participation in Coaching & Referring as per NM Statutes Article 15 Open Meetings 10-15-1 Subparagraph H (2 & 7) ADJOURNMENT
INDEX MINUTES REGULAR MEETING PECOS BOARD OF EDUCATION PECOS INDEPENDENT SCHOOL DISTRICT PECOS SCHOOLS BOARD ROOM PECOS, NEW MEXICO APRIL 18, 2017 6:00 P.M. CALL TO ORDER ---------------------------------------------------------------------------- 1 ROLL CALL ----------------------------------------------------------------------------------- 1 APPROVAL OF AGENDA ------------------------------------------------------------------ 2 PUBLIC COMMENTS ----------------------------------------------------------------------- 2 WRESTLING RECOGNTION -------------------------------------------------------------- 2 CHEERLEADERS RECOGNITION ------------------------------------------------------- 3 GIRLS & BOYS VARSITY BASKETBALL RECOGNITION ---------------------- 3-4 AUDITOR PRESENTATION --------------------------------------------------------------- 4 SPRING BUDGET WORKSOP REPORT ------------------------------------------------- 5 UNIT/DIRECTOR REPORTS --------------------------------------------------------------- 5-6 BUSINESS REPORT ------------------------------------------------------------------------- 6 CONSENT AGENDA ------------------------------------------------------------------------ 7 Check Register for the Month of March 2017 Cash Transfer(s), BARS (if any) and Journal Entries Minutes of the -March 28, 2017 Minutes of the Work Session-April 6, 2017 SUPERINTENDENT S REPORT ---------------------------------------------------------- 7 POLICY ----------------------------------------------------------------------------------------- 8 None ACTION ITEMS ------------------------------------------------------------------------------ 8 Approval/Disapproval of 2017-2018 Salary Schedule Approval/Disapproval of Audit Auditor Selection Selection of NMSBA Scholarship Applicant
Approval/Disapproval of K-3 Plus Adjusted Calendar ADVANCE PLANNING --------------------------------------------------------------------- 9 EXECUTIVE SESSION ---------------------------------------------------------------------- 9 ADJOURNMENT ----------------------------------------------------------------------------- 9
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 order @ 6:00 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 Manuel Vigil Janaha Vigil Julia Sanchez Anahi Dominguez Reyna Dominguez Cecilia Arevalo Kendra Flores Donna Maynes Michael Montano Isaac C de Baca Joshua De Herrera Cameron Quintana Isaiah Valdez Anthony Armijo Carlos Cordova Joe H. De Herrera Matthew Stout Sheila Velasquez Amanda Lovato Alexandra Velasquez Lexi Gonzales Katelyn Maynes Andrea Gonzales Ron Drake Tomas Tanuz Adrian Ortiz Dominick Baca Sebastien Gomez Arthur Gonzales Ira Harge Mike Lister Melissa T. Valencia-Flores
Page 2 Cliff Tompson Kaitlyn Maes *Betty Weseman Rosita Chavez James Tanuz Simon Miera George Montano Dolly Vigil Desiree Sena De Anza Dimas Maria Archuleta Camille C de Baca Miquela Ortiz Cassaundra Muller Megan Armijo Mark Archuleta Chris Garner Michael Flores Jr. Jessica E. Flores Yvette M. Quintana Nicole Lujan Karen Serrano Orlando Vigil Edwina Montano Andrew Quintana Abe Maes Angela Maes APPROVAL OF AGENDA Based on Superintendent Trujillo s recommendation, Member C de Baca moved to approve the agenda as presented, seconded by Vice President V Ortiz. Motion carried unanimously, 5-0. PUBLIC COMMENTS Mrs. Dolly Vigil, Retired Teacher remarked on the graduating class composite display, noting 1947 as the earliest. She briefed on the first Pecos High School Graduates and named the individuals. She pointed out the first graduating class was in 1927 and requested recognition of the 90 th year, in commemoration. Ms. Vigil reported on the leadership during that time, recalled the name of the school and highlighted on when the school was founded in 1920. She provided supporting documentation and extended an invitation to additional information acquired through her research. She mentioned a recognition that took place during the Class of 1999 High School Graduation Ceremony and expressed hopes of a 90 th year acknowledgment. WRESTLING RECOGNITION Superintendent Trujillo acknowledged various groups are present to be recognized. He stated Coach Rael could not be in attendance. He touched upon an accomplishment the district has never encountered; the first year in school history the wrestling team won a district championship. He noted many individuals qualified for the State Wrestling Tournament and announced the team s placement statewide. Superintendent Trujillo recognized and congratulated Coach Rael and the 2016-2017 Wrestling Team for their accomplishment. Member C de Baca expressed an inquiry on whether this team competed in each weight division. Superintendent Trujillo responded, indicating there was representation in every class weight during the district championship competition. He remarked on the growth of the Wrestling Program and complimented Coach Rael on his efforts & the athletes representation at the state level.
Page 3 CHEERLEADERS RECOGNITION Superintendent Trujillo announced PISD Varsity Cheerleaders won the 3A State Spirit Championship Cheer Division. Coach Jessica Flores presented the cheerleaders who were present. She thanked parents, the community and the school district for their support and stated they were honored to bring back a trophy to the district. She expressed a special appreciation to the district for the generosity and opportunities afforded to them. Superintendent Trujillo reflected on the Cheer Program and noted New Mexico is one of the few states that recognize Cheerleading as a sport. Move up GIRLS & BOYS VARSITY BASKETBALL RECOGNITION Coach Ron Drake expressed gratitude to the Board, Superintendent Trujillo and community for their support. He acknowledged parents for the sacrifices they make for the young ladies. He pointed out the team has won the past three District Championships and announced the end of season record. Coach Drake recognized the work ethics and labors of athletes. He conveyed there are 5 graduating Seniors on the team-who will be missed, noted many skilled young athletes will advance and commented on future goals. He announced the athlete who made the North-South All Star Team and the Districts Most Valuable Player. Coach Drake congratulated the Cheer Team & Boys Basketball Team on their State Championship Titles. He thanked his assistant coaches for their service and outstanding job. Superintendent Trujillo congratulated the team and thanked assistant coaches & coaching staff. He revealed Coach Drake is District Coach of the Year and congratulated him. Coach Ira Harge uttered, what a season, it s a dream season and shared the team rule. He thanked the community for the display of support, especially during the State Tournament & Championship Game and showed appreciation to the Administration & School Board as well. He especially valued the support of Superintendent Trujillo throughout his (Coach Harge) leadership of the Basketball Program. He stated how proud he was of the athletes and recognized the efforts of his assistant coaches and parents. Coach Dominick Baca announced District Award Recipients and the athlete who made the North- South All Star Team. He highlighted on what the victory means to the community & himself and stated how special the accomplishment is to all. Coach Harge spoke highly and appreciated the working relationship between the Boys & Girls Basketball Coaching Staff. He thanked all for their contribution to the success of the achievement and commented on future team opportunities.
Page 4 Superintendent Trujillo announced Coach Harge was the District Coach of the Year & New Mexico Class 3A Coach of the Year and congratulated him. Ms. Rose Chavez, Southwest Capital Bank Pecos Branch Manger presented Coach Harge with a recognition plaque on winning the 2017 3A Basketball State Championship. Superintendent Trujillo noted Southwest Capital Bank was one of the major sponsors of the 2016 Tri-Cities Basketball Tournament and expressed appreciation for the generosity and plaque presented. AUDITOR PRESENTATION Mr. Chris Garner, AXIOM Certified Public Accountants and Business Advisors LLC Certified Public Accountant referenced the exit conference. He outlined the responsibilities & requirements of the Auditor/Auditing Firm and briefed on the purpose of the audit. He summarized the district audit, discussed the financial highlights and presented accounting adjustment recommendations. Mr. Garner reviewed audit findings. He presented his point of view on how the data should be analyzed, as a Board Member. He noted budget findings at a school district are common, in reason of threshold allowance. Superintendent Trujillo and Ms. Gallegos touched on corrective measures that have already been applied. Vice President V Ortiz inquired on timing implementation in resolving audit findings. Ms. Gallegos responded to the inquiry, calling attention to practices already in place that does not allow immediate correction. She noted the finding would reoccur since the change couldn t take effect until the new school year. Member D Ortiz requested explanation of the budget finding. Mr. Garner elaborated on the finding and explained the level of assessment in which it is evaluated, at a functional level. Ms. Gallegos gave justification for the finding; a timeline issue with the Budget Adjustment Request submission & approval at the state level and a procedure needed to account for additional money received, noting incoming revenue is indeterminable. President Garcia asked how the findings are categorized. Mr. Garner classified the findings; significant deficiencies and compliance issues. He commented on the threshold, outlined the severity of the categories and stated no material weaknesses were found, which is the highest level of concern that merits attention. He gave feedback on the conduction of the audit, acknowledged findings are being addressed and recognized the budget finding may be a repeat due to the New Mexico Public Education Department process setup.
Page 5 SPRING BUDGET WORKSHOP REPORT Superintendent Trujillo announced Board Members and district personnel who attended. He noted there are new Federal Program mandates on reporting. He mentioned the increase to the unit value and cautioned on the possibility of future budget reductions. Superintendent Trujillo emphasized on budgeting cautiously for the upcoming year, discussed preparation strategies and announced the budget is due to NMPED May 4, 2017. Member D Ortiz commented on the high attendance and mentioned the breakout sessions he attended. President Garcia remarked on the quality of information presented and stated valuable knowledge was gained. Superintendent Trujillo highlighted on the effects school districts are enduring with budget reductions and New Mexico Public Education Department modifications. He called attention to a funding decrease within instructional materials, stating the student allotment is now $28.00. UNIT/DIRECTOR REPORTS Student Nutrition Member C de Baca asked if an empty tray is reimbursable. Ms. Gallegos replied to the question, stating food item components must meet specific requirements for reimbursable consideration. Elementary Member D Ortiz asked if the K-3Plus Calendar adjustment correlated with the report. Ms. Sena- Holton responded to the inquiry, indicating the adjustment was due to a funding timeline. Middle School Member C de Baca inquired on Discipline Referrals. Mr. Lister responded to the inquiry, noting the program was inoperable therefore the information was inaccessible and stated the information would be included in the next report.
Page 6 Secondary President Garcia asked when A Day Without Hate will be held. Mr. Miera replied to the question, announcing the date and outlined the scheduled events. Member D Ortiz noted he has been given conflicting ACT information on who s responsible for registering students and requested the truth. Mr. Miera responded to the inquiry, stating it is depended upon the assessment and explained the procedures for when the assessment is administered with the district as a testing site versus on site (district students only). Member D Ortiz reported on an assessment registration issue regarding his son, pointed out Ms. Rael informed him his son would be taking the assessment on the second administration date. He pointed out that was not the case, mentioned an e-mail was sent to Ms. Rael that was never responded to, that included Mr. Miera whom also didn t reply. He questioned if it was Mr. Miera s employees practice not to respond to e-mails. Mr. Miera stated he informed Ms. Rael he would take care of the matter. Member D Ortiz stated a response was never received from Mr. Miera and asked Mr. Miera if he wanted him (Member Ortiz) to read the e-mail, noting it was from Darlene sent to him (Mr. Miera) and Ms. Rael, stating specifically Ms. Rael. President Garcia intervened, stating it was a personnel issue that could be addressed during Executive Session. Member D Ortiz stated the situation was not a personnel issue and continued to ask if employees should respond to e-mails or not. Mr. Miera responded they should, stated it was his mistake, he told Ms. Rael not to that he (Mr. Miera) would call the parents. He (Mr. Miera) stated he did call and followed up today. Member D Ortiz asked Mr. Miera if he had responded to the question in the e-mail. Mr. Miera stated again it was his mistake and instructed Ms. Rael not to respond that he (Mr. Miera) would contact the parents. Member D Ortiz recalled when Ms. Rael informed him his son was scheduled for the next administration and asked if it was untrue. Mr. Miera responded (based on his assumption), we ll get him put in. BUSINESS REPORT FINANCIAL STATUS Ms. Brenda Gallegos, Finance Director announced the Bank Reconciliation for the month of March is in Board Packets. She noted the detailed report is what is provided to NMPED. She summarized the Payroll and Accounts Payable Report, Check Register for the Month of March 2017, Cash Transfers/BAR s and Journal Entries. Ms. Gallegos presented an Auditor recommendation asking the Finance Committee to make it a regular practice that they randomly select random checks from the check listing and ensure the appropriate documentation is attached. Member C de Baca expressed interest in serving on the Finance Committee and President Garcia appointed himself.
Page 7 CONSENT AGENDA Check Register for the Month of March 2017 Cash Transfer(s), BAR S (if any) and Journal Entries Minutes of the -March 28, 2017 Minutes of the Work Session-April 6, 2017 Check Register for the Month of March 2017 Based on the Superintendent s recommendation, Member D Ortiz moved to approve the Check Register for the Month of March 2017, seconded by Secretary Flores. Motion carried unanimously, 5-0. Cash Transfer(s), BAR S and Journal Entries Based on the Superintendent s recommendation, Vice President V Ortiz moved to approve the Cash Transfer(s), BAR s #34 and Journal Entries as presented, seconded by Member D Ortiz. Motion carried unanimously, 5-0. Minutes of the -March 28, 2017 Based on the Superintendent s recommendation, Vice President V Ortiz moved to approve the Minutes of the -March 28, 2017, seconded by Secretary Flores. Motion carried unanimously, 5-0. Minutes of the Work Session-April 6, 2017 Based on the Superintendent s recommendation, Member D Ortiz moved to approve the Minutes of the Work Session-April 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 gave an update on the window replacement project. He pointed out areas that need asphalt repairs Member D Ortiz inquired on the installation of lighting at the Baseball & Softball Field Complex. Superintendent Trujillo replied to the inquiry, acknowledged the setup is in place and commented on prioritizing necessities.
Page 8 POLICY None ACTION ITEMS APPROVAL/DISAPPROVAL OF 2017-2018 SALARY SCHEDULE Based on the Superintendent Trujillo s recommendation, Member D Ortiz moved to approve the 2017-2018 Salary Schedule as presented, seconded by Secretary Flores. Motion carried unanimously, 5-0. APPROVAL/DISAPPROVAL OF AUDIT Based on the Superintendent Trujillo s recommendation, Vice President V Ortiz moved to approve the Audit as presented, seconded by Member D Ortiz. Motion carried unanimously, 5-0. AUDITOR SELECTION Based on the Audit Committee s recommendation, President Garcia moved to approve the auditor selection of Griego Professional Services, LLC Certified Public Accountants, seconded by Vice President V Ortiz. Motion carried unanimously, 5-0. SELECTION OF NMSBA SCHOLARSHIP APPLICANT Member D Ortiz recused himself. Based on the review and discussion of the Board, Vice President V Ortiz recommended Julia A. Gonzales as the NMSBA Scholarship Nominee, seconded by President Garcia. Motion carried as follows: P C de Baca Sr.-yes, M Flores Sr.-yes, V Ortiz Jr.-yes and H Garcia-yes; 4-0. APPROVAL/DISAPPROVAL OF K-3 PLUS ADJUSTED CALENDAR Based on the Superintendent Trujillo s recommendation, Member D Ortiz moved to approve the K- 3 Plus Adjusted Calendar to reflect the start date of June 22, 2017 & end date July 28, 2017 as submitted, seconded Secretary Flores. Motion carried unanimously, 5-0.
Page 9 ADVANCE PLANNING ~ Board Work Session-May 2, 2017,3:30 pm, Pecos Schools Board Room ~ Baccalaureate Mass-May 14,2017, 11 :00 am, St. Anthony's Church ~ -May 16, 2017, 6:00 pm, Pecos Schools Board Room ~ Class of2016 Graduation-May 20, 2017,10:00 am, PISD Gymnasium ~ NMSBA School Law Conference-June 9-10, 2017, Albuquerque, NM ~ NMSBA Leadership Retreat-July 14-15,2017, Cloudcroft, NM Superintendent Trujillo announced the Athletic Banquet has been scheduled for May 24, 2017. He presented a recognition College and Career Readiness Campaign Banner, honoring Pecos as a New Mexico Exemplar. EXECUTIVE SESSION At, 8:08 p.m., Member D Ortiz made a motion to enter into executive session to discuss limited personnel matters and/or pending litigation regarding attorneys response to Board Member Participation in Coaching & Refereeing as per NM Statutes Article 15 Open Meetings 10-15-1 Subparagraph H (2 & 7), seconded by Secretary Flores. Action item as a result of executive session if necessary. Motion carried unanimously, 5-0. At 9:02 p.m., Secretary Flores made a motion to reconvene from executive session, seconded by Vice President V Ortiz. Motion carried unanimously, 5-0. ADJOURNMENT At 9:03 p.m., Member D Ortiz moved to adjourn the meeting, seconded by Member C de Baca. Motion carried unanimously, 5-0. Minutes approved and signed on th's 16 th day ofmay 2017. ATTEST: HAROLD J. RCIA, PRESIDENT ~-;:!4 A MIC AEL FLORES SR., SECRETARY (Mtvf)