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., Secretary Paul C de Baca Sr., Member Victor Ortiz Jr., Member Administration Fred Trujillo, Superintendent Brenda Gallegos, Director of Finance PLEDGE OF ALLEGIANCE BOARD AMENDED AGENDA PECOS BOARD OF EDUCATION REGULAR MEETING SEPTEMBER 29, 2015 PECOS SCHOOLS BOARD ROOM PECOS, NM 6:00 PM 1. CALL TO ORDER 2. APPROVAL OF AGENDA 3. PUBLIC COMMENTS 4. EXECUTIVE SESSION-to discuss limited personnel matters, related to the Superintendent s mid-year evaluation and/or pending litigation as per NM Statutes Article 15 Open Meetings 10-15- 1 Subparagraph H (2 & 7) 5. LUNA COMMUNITY COLLEGE 6. PERSONNEL UPDATE 7. STATE CHAMPION(SHIP) BANNERS 8. SUPERINTENDENT MID-YEAR EVALUATION 9. RECAP NMSBA FALL MEETING 10. CAPITAL OUTLAY UPDATE-FIRE ALARM SYSTEM AND ACITIVITY BUS 11. PAY FOR PERFORMANCE PILOT GRANT-MERIT PAY UPDATE 12. APPLICATION FOR DEVELOPING & UPDATING FIVE-YEAR FACILITIES MASTER PLAN 13. UNIT/DIRECTOR REPORTS 14. BUSINESS REPORT A. Financial Status 15. CONSENT AGENDA B. Check Register for Month of August 2015 C. Cash Transfer(s) and BARS (if any) D. Minutes of Regular Board Meeting-August 18, 2015 E. Minutes of Work Session-September 1, 2015 16. SUPERINTENDENT S REPORT
17. POLICY F. 2 nd Reading-Sick Leave Bank Policy G. 1 st Reading-NMSBA Policy Services Advisory No. 116-GCFC-Professional Staff Certification and Credentialing Requirements GCFC-E-Professional Staff Certification and Credentialing Requirements No. 117-GDFA-Support Staff Certification and Credentialing Requirements GDFA-E Support Staff Certification and Credentialing Requirements 18. ACTION ITEMS H. Sick Leave Bank Policy 19. ADVANCE PLANNING Board Work Session-October 6, 2015, 5:30 pm, Pecos Schools Board Room Regular Board Meeting-October 20, 2015, 6:00 pm, Pecos Schools Board Room ADJOURNMENT
INDEX MINUTES REGULAR MEETING PECOS BOARD OF EDUCATION PECOS INDEPENDENT SCHOOL DISTRICT PECOS SCHOOLS BOARD ROOM PECOS, NEW MEXICO SEPTEMBER 29, 2015 6:00 P.M. CALL TO ORDER ---------------------------------------------------------------------------- 1 ROLL CALL ----------------------------------------------------------------------------------- 1 APPROVAL OF AGENDA ------------------------------------------------------------------ 2 PUBLIC COMMENTS ----------------------------------------------------------------------- 2 LUNA COMMUNITY COLLEGE --------------------------------------------------------- 2-3 EXECUTIVE SESSION ---------------------------------------------------------------------- 3 PERSONNEL UPDATE ---------------------------------------------------------------------- 3 STATE CHAMPION(SHIP) BANNERS --------------------------------------------------- 3 SUPERINTENDENT MID-YEAR EVALUATION -------------------------------------- 4 RECAP NMSBA FALL MEETING -------------------------------------------------------- 4 CAPITAL OUTLAY UPDATE-FIRE ALARM SYSTEM AND ACTIVITY BUS - 4 PAY FOR PERFORMANCE PILOT GRANT-MERIT PAY UPDATE --------------- 5 APPLICATION FOR DEVELOPING & UPDATING FIVE-YEAR FACILITIES MASTER PLAN -------------------------------------------------------------------------------- 5 UNIT/DIRECTOR REPORTS --------------------------------------------------------------- 5-6 BUSINESS REPORT -------------------------------------------------------------------------- 6 CONSENT AGENDA ------------------------------------------------------------------------- 6-7 Check Register for the Month of August 2015 Cash Transfer(s) and BARS (if any) Minutes of the Regular Board Meeting-August 18, 2015 Minutes of Work Session-September 1, 2015
SUPERINTENDENT S REPORT ---------------------------------------------------------- 7 POLICY ----------------------------------------------------------------------------------------- 7-8 2 nd Reading-Sick Leave Bank Policy 1 st Reading- NMSBA Policy Services Advisory No. 116-GCFC-Professional Staff Certification and Credentialing Requirements GCFC-E-Professional Staff Certification and Credentialing Requirements No. 117-GDFA-Support Staff Certification and Credentialing Requirements GDFA-E Support Staff Certification and Credentialing Requirements ACTION ITEMS ------------------------------------------------------------------------------ 8 Sick Leave Bank Policy ADVANCE PLANNING -------------------------------------------------------------------- 8 ADJOURNMENT ----------------------------------------------------------------------------- 8
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. David Ortiz called the meeting to order @ 6:00 p.m. MEMBERS PRESENT Mr. David Ortiz, Board President Mr. Patrick Sandoval, Board Vice-President Mr. Michael Flores Sr., Board Secretary Mr. Paul C de Baca Jr., Board Member Mr. Victor Ortiz Jr., Board Member Mr. Fred Trujillo, Superintendent MEMBERS ABSENT None OTHERS PRESENT Debra Sena-Holton Ernesto Rodriguez Kenneth Melendez Daniel Romero Leroy Sanchez Brenda Gallegos Harold J. Garcia Mike Lister Claire Lazar James H. Tanuz Cliff Tompson Brenda Archuleta
Page 2 APPROVAL OF AGENDA Based on Superintendent Trujillo s recommendation, Vice President Sandoval moved to approve the amended agenda; addition of 1 st Reading to Policy & move item #5-Luna Community College to #4. Motion carried unanimously, 5-0. PUBLIC COMMENTS Mr. Ernesto Rodriguez, American Legion Commander & Mr. Kenneth Melendez, American Legion Finance Officer gave reason for their presence; request commercial kitchen equipment that may be available at the East Pecos School Building, to be utilized in the new American Legion Building that will be constructed Spring 2016. Mr. Melendez reported on the financial position and stated the group was a non-profit organization. He mentioned the current membership and acknowledged if the donation takes place the district would be giving back to the community. Superintendent Trujillo noted procurement process research will need to take place, prior to proceeding with any course of action. Member C de Baca inquired on the likelihood of donating the existing building to the district, if the district could make use of it. Mr. Melendez replied to the inquiry. LUNA COMMUNITY COLLEGE Mr. Leroy Sanchez, LCC President commented on LCC efforts in working with the district, to benefit the community & students. Mr. Daniel Romero, LCC Board President spoke on previous LCC involvement with the district. He pointed out changes have taken place within LCC and acknowledged the intent of supporting the community & students. Superintendent Trujillo mentioned a discussion regarding offering evening classes to community members and hosting some of the LCC Baseball/Softball games on district facilities. President Ortiz asked if LCC has offered any other type of classes, besides vocational classes, in the evenings for adults. LCC President Sanchez referenced previous offerings. LCC President Sanchez remarked on improving the program to provide better service for the Pecos Community. He commented on the use of the baseball/softball field complex and complimented the facility.
Page 3 Member Ortiz requested program feedback, including student relations. Ms. Lazar gave a synopsis of the program. Member C de Baca inquired on who s responsible for student advisory/guidance. LCC President Sanchez explained the process. Member C de Baca inquired on the registration & payment procedure for classes that may be offered to community members in the future. LCC President Sanchez explained the course of action, which included feedback from a former teacher. President Ortiz expressed appreciation to LCC Personnel for their presence and program report. EXECUTIVE SESSION At, 6:36 p.m., Member Ortiz made a motion to enter into executive session to discuss limited personnel matters, related to the Superintendent s mid-year evaluation and/or pending litigation as per NM Statutes Article 15 Open Meetings 10-15-1 Subparagraph H (2 & 7). Action item as a result of executive session if necessary. Motion carried unanimously. At 8:11 p.m., Secretary Flores made a motion to reconvene from executive session. Motion carried unanimously, 5-0. PERSONNEL UPDATE Superintendent Trujillo touched base on resignations and new hires. STATE CHAMPION(SHIP) BANNERS Superintendent Trujillo discussed the combination of several State Champion(ship) Names & Banners, in efforts to clear display space and highlighted on a quote received for the initiative. He requested direction clarification the Board would like to take regarding the matter. He commented on the cost associated with the reconfiguration and pointed out the districts goal/intent of increasing the Athletic Budget Revenue. Board Members presented their idea(s).
Page 4 SUPERINTENDENT MID-YEAR EVALUATION Vice President Sandoval conveyed his satisfaction with the job Superintendent Trujillo does for the district. He remarked on his (Superintendent Trujillo) implementation & noticeable progress and encouraged him to continue to strive in giving students the best education possible. Member Ortiz reflected on a discussion with Superintendent Trujillo regarding community involvement/relations. He pointed out community involvement is always a plus for the district, to include the presence of Administrators & Board Members at community events. He acknowledged Superintendent Trujillo has done a good job overall. Secretary Flores acknowledged Superintendent Trujillo & Board Members need to continue to improve. He recommended moving forward and working together for the benefit of the students. He commended Superintendent Trujillo on communication and keeping the Board informed. Member C de Baca articulated his support of Superintendent Trujillo on district monies received, the direction of the school district and keeping the Board updated. He noted areas of concern were addressed. President Ortiz stated Superintendent Trujillo is doing a good job. He recognized the district has a lot of hard working individuals, which is attributed to Superintendent Trujillo and his leadership. RECAP NMSBA FALL MEETING Superintendent Trujillo noted PISD hosted the September 17, 2015 New Mexico School Boards Association Fall Region II Meeting. He highlighted on the success, recognized those who played a part and mentioned compliments received. Member C de Baca asked about the Athletic Reclassification concern addressed. Superintendent Trujillo spoke on the process and gave his point of view. CAPITAL OUTLAY UPDATE-FIRE ALARM SYSTEM AND ACTIVITY BUS Superintendent Trujillo announced Capital Outlay information has been received and the paperwork process has been completed. He reported the Elementary Fire Alarm System has been installed since the beginning of school and gave an update on the activity bus.
Page 5 PAY FOR PERFORMANCE PILOT GRANT-MERIT PAY UPDATE Superintendent Trujillo revealed the amount awarded, reviewed the classifications and discussed the incentive bonus for those who would receive an exemplary score. He mentioned the employees who were exempt. APPLICATION FOR DEVELOPING & UPDATING FIVE-YEAR FACILITIES MASTER PLAN (FMP) Superintendent Trujillo explained the purpose of the application, reported the application has been completed and mentioned the anticipated submission date. He referenced last year s matching grant, noted bids have been solicited and pointed out the districts portion if state matching is received. He stated the FMP is required in order to qualify for state funding. UNIT/DIRECTOR REPORTS Elementary Vice President Sandoval complimented the After School Program & Clubs. He requested acknowledgement of perfect attendance be given to staff. Member Ortiz complimented the Principal Newsletters included in Board Packets. Secondary Vice President Sandoval admired number breakouts & stat breakout referrals listed in the report. Vice President Sandoval inquired on the School Improvement Grant Carry Over & expenditure plans. Superintendent Trujillo justified the carry over and Ms. Lazar summarized the spending plan. Member C de Baca inquired on drug possession protocol. Ms. Lazar explained the procedure. Member C de Baca inquired on the BPA deficit funds. Superintendent Trujillo reported an e-mail was sent concerning the matter. President Ortiz inquired on the purchase of a camera for Yearbook. Superintendent Trujillo replied to the inquiry.
Page 6 Technology Vice President Sandoval inquired on the functioning of the new Internet Technology vendor. Site Principals reported on issues that occurred during testing, which were not associated with the district s vendor. Student Nutrition Vice President Sandoval inquired on the contributing factor to the breakfast & lunch count increase. Mr. Tompson responded to the inquiry. Member C de Baca inquired on the status of filling the cook vacancy. Superintendent Trujillo gave a hiring update. Athletics Member C de Baca asked about visiting teams utilizing the concession or local food venues after games. Mr. Michael Flores Jr., commented on the recruiting efforts and Superintendent Trujillo noted the district is reciprocating as well. President Ortiz encouraged recouping the outstanding BPA balance. BUSINESS REPORT FINANCIAL STATUS Ms. Brenda Gallegos, Finance Director mentioned the Bank Reconciliation for the month was in Board Packets. She announced majority of reimbursements have been received. She summarized the Payroll and Accounts Payable Report, Investment Report, Check Register for the Month of August 2015 and the Cash Transfers/BAR s. Ms. Gallegos briefed on the audit. CONSENT AGENDA Check Register for the Month of August 2015 Cash Transfer(s) & BAR S Minutes of the Regular Board Meeting-August 18, 2015 Minutes of Work Session-September 1, 2015
Page 7 Check Register for the Month of August 2015 Based on the Superintendent s recommendation, Member Ortiz moved to approve the Check Register for the Month of August 2015. Motion carried unanimously. Cash Transfer(s) & BAR S Based on the Superintendent s recommendation, Secretary Flores moved to approve the Cash Transfer(s) & BAR s as presented. Motion carried unanimously. Minutes of the Regular Board Meeting-August 18, 2015 Based on the Superintendent s recommendation, Vice President Sandoval moved to approve the amended Minutes of the Regular Board Meeting-August 18, 2015. Motion carried unanimously. Minutes of the Work Session-September 1, 2015 Based on the Superintendent s recommendation, Member C de Baca moved to approve the Minutes of the Work Session-September 1, 2015, as presented. Motion carried unanimously. SUPERINTENDENT S REPORT Superintendent Trujillo noted his report was included in packets for review and offered to entertain any questions. He stated he would meet with site principals to distribute $100 Gift Cards to Teachers and to review requirements. Vice President Sandoval asked if the library update has begun. Ms. Lazar explained the course of action. Member C de Baca asked if the library roof issues have been addressed. Superintendent Trujillo gave an update on the matter. Member C de Baca inquired on a proposed meeting with the West Las Vegas School District. President Ortiz presented information based on discussions with several WLVS Board Members. Superintendent Trujillo gave feedback on a meeting he had with WLVS Superintendent Parson and Board Chair David Romero. POLICY 2 nd Reading-Sick Leave Bank Policy
Page 8 ~ 1st Reading-NMSBA Policy Services Advisory No. 116-GCFC-Professional Staff Certification and Credentialing Requirements GCFC-E-Professional Staff Certification and Credentialing Requirements No. 117-GDFA-Support Staff Certification and Credentialing Requirements GDFA-E Support Staff Certification and Credentialing Requirements ACTION ITEMS SICK LEAVE BANK POLICY Based on Superintendent Trujillo's recommendation, Member Ortiz moved to approve the Sick Leave Bank Policy as presented. Motion carried unanimously, 5-0. ADVANCE PLANNING ~ Board Work Session-October 6, 2015,5:30 pm, Pecos Schools Board Room ~ Regular Board Meeting-October 20,2015,6:00 pm, Pecos Schools Board Room ADJOURNMENT At 9:28 p.m., Member Ortiz moved to adjourn the meeting. Motion carried unanimously, 5-0. Minutes approved and signed on this 20 day o[october 20.c, -z;f/~ ATTEST: ORTIZ, PRESIDENT ~h MICHAEL FLORES SR., SECRETARY (Mtvf)