MINUTES OF REGULAR BOARD MEETING BOARD OF EDUCATION The Board of Education of the Artesia Public School District met in regular session in the Lowell M. Irby Board Room, at 7:00 p.m. CALL TO ORDER Mr. Irby, Board President, called the Board meeting to order at 7:00 p.m. ROLL CALL A Roll Call was taken with the following members present: LOWELL IRBY JEFF BOWMAN CAROLYN SHEARMAN DAVID CONKLIN President Vice-President Secretary Member Margaret Aguilar, Board Member, was absent from the meeting. Staff attending the meeting included Crit Caton-Superintendent, Thad Phipps-Assistant Superintendent of Operations, John Ross Null-Assistant Superintendent of Personnel and Student Services, Danny Parker-Assistant Superintendent of Instruction and Federal Programs, Janet Grice-Business Manager, and Josie Reyes-Secretary to the Board. Also attending the meeting were Eric Greer, Scotty Stall, Mark McAlister, Jess Holmes, Jennifer Facio, and Teresa Lemon with Artesia Daily Press. PLEDGE OF ALLEGIANCE Mr. Bowman led the pledge to the United States flag and the official salute to the New Mexico flag. APPROVAL OF AGENDA Mr. Irby asked for corrections, deletions, or changes to the agenda. Dr. Caton reported there were no changes to the agenda and asked the Board to approve the agenda as presented. A motion was made by Mr. Conklin and seconded by Ms. Shearman to approve the agenda as presented. The motion passed unanimously. APPROVAL OF THE SPECIAL SCHOOL ELECTION RESULTS Dr. Caton reported that the Artesia Public Schools held a Special School Election on Tuesday, February 2, 2016 asking voters to continue the imposition of a five-mill levy for the purpose of capital improvements in the District. Dr. Caton reported that there were 378 votes cast with 92% of the votes in favor of the five-mill tax levy to continue for another six years beginning in 2016 and ending in 2021. A motion was made by Ms. Shearman and seconded by Mr. Bowman to approve the results of the Special School Election held on February 2, 2016 for the purpose of continuing the imposition of the five-mill tax levy for the next six years beginning in 2016 and ending in 2021. The motion passed unanimously. Dr. Caton and the Board thanked the voters and the community for their continued support of the school district. (See Exhibit A)
SPECIAL PRESENTATIONS Dr. Caton: shared SUCCESSory stories from students at Roselawn School recognizing several teachers who made a positive influence on them read a letter from a parent thanking a teacher at Artesia Intermediate School for making a difference in her child s life read a response letter from a retired teacher who received SUCCESSory notes from her former students thanking her for the impact she made in their lives CONSENT AGENDA ITEMS A. Minutes of Regular Board Meeting, January 7, 2016 B. Minutes of the Special Open Board Meeting, January 22, 2016 C. Transportation Items None for this meeting. D. Auditorium (Use of School Buildings) Requests: Faith Baptist Church, March 25-27, 2016 Dr. Caton asked the Board to approve the Consent Agenda Items as presented. Mr. Conklin made the motion to approve the Consent Agenda Items as presented. The motion was seconded by Ms. Shearman, and the motion passed unanimously. BUSINESS MANAGER S REPORT A. Recommend Approval of (as included in Board Packets): 1. Bills - (See Exhibit B) 2. Budget Report (See Exhibit C) 3. Budget Adjustments (See Exhibit D) 4. Fund Balance Report (See Exhibit E) Ms. Grice, concurred by Dr. Caton, asked the Board to approve the monthly Bills, the Budget Report, the Budget Adjustments, and the Fund Balance Report as presented. A motion was made by Mr. Bowman and seconded by Ms. Shearman to approve the monthly Bills, the Budget Report, the Budget Adjustments, and the Fund Balance Report as presented and as requested by Ms. Grice and concurred by Dr. Caton. The motion passed unanimously. CONSTRUCTION UPDATE FROM DEKKER/PERICH/SABATINI ARCHITECTURAL FIRM Jennifer Facio and Jess Holmes, architects from the Dekker/Perich/Sabatini architectural firm, addressed the Board. Ms. Facio congratulated Dr. Caton and the Board for the show of support from the community in the five-mill levy election last week. Ms. Facio also gave a report on the recently completed construction projects for the District and reported on the current projects in process including the encasement of the mosaic tiles on the roof of the Estelle H. Yates Auditorium. Ms. Facio also gave an updated presentation with the modifications made to the new administration office design plan including a timeline of the new administration office building project with the estimated cost of the project emphasizing the cost was well within the budget. (See Exhibit F) SEEK APPROVAL TO REQUEST BIDS FOR THE CONSTRUCTION OF A NEW ADMINISTRATION BUILDING AND PROFESSINAL DEVELOPMENT CENTER Dr. Caton asked the Board for approval to request bids for the construction of a new administration building and professional development center. A motion was made by Mr. Bowman and seconded by Ms. Shearman for approval to request bids for the construction of a new administration office building and professional development center as requested by Dr. Caton. The motion passed unanimously.
ASST. SUPT. OF PERSONNEL AND STUDENT SERVICES/ASST. SUPT. OF INSTRUCTION AND FEDERAL PROGRAMS A. Seek Approval of the 2015-2016 Quality of Education Survey - Mr. Null presented the 2014-2015 Quality of Education Survey questions advising the Board that the first ten questions were set by the New Mexico Public Education Department and the last five questions were provided by the Board. After review, the Board requested that questions #12, #13, and #14 be deleted on the 2015-2016 Quality of Education Survey. Mr. Null, concurred by Dr. Caton, asked the Board for approval of the 2015-2016 Quality of Education Survey questions with the recommended changes requested by the Board. A motion was made by Mr. Bowman and seconded by Ms. Shearman to approve the 2015-2016 Quality of Education Survey questions with the recommended revisions and as requested by Mr. Null with concurrence by Dr. Caton. The motion passed unanimously. (See Exhibit G) B. Report on Recent Changes by the New Mexico Public Education Department to the NMTEACH Evaluation Plan Mr. Null gave an update on the recent changes that were made by the New Mexico Public Education Department to the NMTEACH Evaluation System. Mr. Null reported that shortly after Dr. Caton s teleconference with Secretary Skandera on January 29, 2016, our office received a memo from Matt Montano, Director of Educator Quality, with the changes to the NMTEACH teacher evaluation system. Mr. Null reported that the memo included the criteria to be used to evaluate teachers including the use of achievement scores from the PARCC, Standard Based Assessments, End of Course Exams, and Dibels. Mr. Null also reported that teachers who do not teach core subjects will be evaluated based upon Principal observations (90%) and teacher attendance (10%). Mr. Null reported that the new NMTEACH evaluation system will take effect this current school year. (See Exhibit H) ASSISTANT SUPERINTENDENT OF OPERATIONS A. Seek Approval to Accept a CES Proposal to Update the District s Five-Year Facilities Master Plan Mr. Phipps, concurred by Dr. Caton, asked the Board to accept a CES proposal to update the District s Five-Year Facilities Master Plan due to expire in May of 2016. Mr. Phipps added that the proposal is from GS Planning with the total price of $75,739.12. After discussion, the Board tabled the approval of the CES proposal from GS Planning to allow Mr. Phipps extra time to ensure the District is receiving the best price possible. A motion was made by Mr. Bowman and seconded by Ms. Shearman to table Mr. Phipps request for the approval of a CES proposal to update the District s five-year Facilities Master Plan to allow Mr. Phipps sufficient time to ensure the District is receiving the best price possible. The motion passed unanimously. B. Seek Approval to Accept Lowest Top Ranking Offer to Complete the AHS Security Vestibule Project Mr. Phipps, concurred by Dr. Caton, asked the Board for approval to accept the top ranking offer from Holloway Construction at the total price of $598,063.97 to complete the Artesia High School security vestibule project. A motion was made by Mr. Bowman and seconded by Ms. Shearman for approval to accept the top ranking offer form Holloway Construction at the total price of $598,063.97 to complete the Artesia High School security vestibule project. The motion passed unanimously. C. Seek Approval to Accept a CES Proposal for Asbestos Abatement at Artesia High School Mr. Phipps, concurred by Dr. Caton, asked the Board to accept the CES proposal from G.W.C. Construction, Inc. for asbestos abatement at Artesia High School at the total price of $21,595.92. A motion was made by Ms. Shearman and seconded by Mr. Bowman to accept the CES proposal from G.W.C. Construction, Inc. for asbestos abatement at Artesia High School from G.W.C. Construction, Inc. at the total price of $21,595.92 as requested by Mr. Phipps and concurred by Dr. Caton. The motion passed unanimously.
D. Seek Approval to Purchase a John Deere Gator for the Maintenance Department Mr. Phipps, concurred by Dr. Caton, asked the Board for approval to purchase a John Deere gator for the Maintenance Department at the total price of $33,684.89. After comparing prices from companies the District has contracted for weed spraying and fertilizing in the past, Mr. Phipps concluded that the District will save substantially by allowing the Maintenance Dept. to do the spraying and fertilizing. A motion was made by Mr. Conklin and seconded by Ms. Shearman for approval to purchase a John Deere gator for the Maintenance Department at the total price of $33,684.89 as requested by Mr. Phipps and concurred by Dr. Caton. The motion passed unanimously. SUPERINTENDENT S REPORT A. Staff and Operation Items: Dr. Caton announced the following: 1. Retirement Announcements: Elisardo Alex Esquibel, Maintenance Asst., Maintenance Dept. William Roger Jones, Maintenance Asst., Maintenance Dept. Sandra Moreno, School Nurse for the District Kim Scroggin, Kindergarten Teacher, Grand Heights ECC 2. Leave of Absence Announcements: None for this meeting. 3. Resignation Announcements: Rocio Espinoza, Library Asst., Artesia Intermediate School 4. Family Medical Leave Announcements: Anna Kelley, Asst. Principal, Artesia High School Rebecca Hart, Counselor, Artesia High School Shawna Braswell, COTA, Special Education Dept. 5. Employment Announcements: None for this meeting. B. Review Board Policy Advisories #120-#123 Dr. Caton asked the Board to review Board Policy Advisories #120 through #123 regarding the recent enactment of changes to the New Mexico Administrative Code 6.12.4 in relation to tobacco, alcohol, and drug-free schools. Dr. Caton reported there were four major changes to the New Mexico Administrative Code (NMAC) 6.12.4 effective December 15, 2015 including the requirement that each District prepare a policy containing certain items as specified in the regulations. Dr. Caton added the updated policy must have provisions for enforcement of the prohibited acts and activities; school personnel must be held harmless for reporting violations; a focused exception to the requirement of Tobacco, Alcohol and Drug Free Schools is to be made that indicates the rule does not apply to the lawful possession or use by minor students of tobacco-cessation products approved the United States Food and Drug Administration. Dr. Caton reported that he will ask the Board to approve Board Policy Advisories #120 through #123 at next month s Board meeting. (See Exhibit I) C. Legislative Update Dr. Caton reported that the 2016 State Legislature is currently in session and added the latest revenue projections to the state budget will be approximately $36 million new dollars. Dr. Caton reported that of the $36 million dollar budget increase, K-12 Education is set to receive.6% increase above the line and an 11.2% increase below the line. Dr. Caton also reported on several education bills currently in debate in both the House and the Senate. D. NMPED Update Dr. Caton reported that the Secretary of Education raised the final unit value of each student by $10; therefore, the District will be receiving an additional $68,353.19 in revenue.
E. Construction Update Dr. Caton reported: Ms. Facio reported on the current construction projects and the recently completed projects in the District: o Central, Yeso, Yucca, and Hermosa School vestibule projects have been completed o HVAC replacement at the Bulldog Pit and the Estelle H. Yates Auditorium have been completed o Reroofing and the emergency structure projects have been completed at Artesia Intermediate School o Encasement project on the mosaic tiles at the Estelle H. Yates Auditorium is in process o New sign at the Estelle H. Yates Auditorium has been installed o Utilization and Capacity Study is in the process of completion-possibly by next month o Bidding process to begin soon for the new Administration Building project Dr. Caton recommended a dedication ceremony for the new sign at the Estelle S. Yates Auditorium PUBLIC FORUM None for this meeting. Other Announcements: Mr. Parker announced that an All-City Choir performance will be held on February 25, 2016. DATES TO REMEMBER Feb. 11-13,2016, NMSBA Board Institute, Santa Fe, NM Mar. 28, 2016, Region VI Meeting, Lovington, NM June 3-4, 2016, NMSBA School Law Conference, Albuquerque, NM July 22-23, 2016, NMSBA Leadership Retreat, Taos, NM NEXT REGULARLY SCHEDULED MEETING March 14, 2016, 7:00 p.m. in the Lowell M. Irby Board Room EXECUTIVE SESSION None for this meeting ADJOURNMENT Meeting was adjourned at 9:31 p.m. CAROLYN SHEARMAN, Secretary