8/19/15 Governance Council Meeting Minutes

/in /by

Members Present: Virginia Trujillo, President

Chris Velasquez, Secretary

Lori Hagen, Member

Maxine Mora, Member

Jim Freese, Member

John Everette, Parent

 

Members Absent: Charles Lakins, Vice President

 

Guests: Mary Tarango, Principal

Rita Hirschy, COO

Marian Davis, Parent

‘Mack’ Davis, Parent

Art Silva, Community Member

 

Governance Council Called to Order at 5:39 pm

 

Roll Call

  • Quorum met, only one member absent, 3 visitors.  Sign in sheet attached.

 

Approval of Previous Governance Council (GC) Meeting Minutes

  • Review 11 Jun meeting minutes.  No edits.

    • Motion to approve minutes – Lori Hagen

    • 2nd – John Everette

    • Passed unanimously

Request to add additional BAR to current agenda

  • Chris Velasquez requested a motion to add a last minute BAR (Initial Budget) to current agenda.

    • Motion to amend agenda to add new BAR agenda item – John Everette

    • 2nd – Lori Hagen

    • Passed unanimously

 

Open Forum

  • Rita Hirschy discussed needing to approve a resolution for having a set time for GC meetings, at least by next meeting.  Will vote to have a set time and set day of the month for all future meetings.

  • Marian Davis, guest, asked if the GC is in discussions to change the location of the school.  She overheard that we (school) are looking at moving and attended council meeting to find out more information.  Virginia indicated we won’t be moving for a while.  Recent portables have been constructed and are just being set up now.  We are indeed, however, looking for a permanent building for the future of the school.  Mary indicated that in 2010, a $1.85M bond was approved to purchase a building and currently are on a list with APS for new facility.  That process, however, is extremely slow and requires a large commitment from the school.  We are simply not in a position to purchase a building right now, but are always looking.

Approval of GC ByLaws

  • Discussed some of the changes to the Bylaws in order to clean up some old language.  Major points were attendance, terms, method to elect officers, Roberts rules of Order guidelines, open meetings rules, conflict of interest rules and clarifications, etc.  Proposed changes are attached.

  • Motion to approve GC ByLaws changes – Jim Freese

  • 2nd – John Everette

  • Passed unanimously

Approval of Student Handbook

  • No Changes made, simply need to approve to begin year.

  • Motion to approve Student Handbook – Maxine Mora

  • 2nd – Lori Hagen

  • Passed unanimously

Approval of Employee Handbook

  • No Changes made, simply need to approve to begin year.

  • Motion to approve Employee Handbook – Jim Freese

  • 2nd – John Everette

  • Passed unanimously

Approval of Contract for Relocation of Portable Building

  • Needed to formally approve contract to accept buildings on loan from APS.

  • Motion to approve contract – Lori Hagen

  • 2nd – Jim Freese

  • Passed unanimously

School Finances (see Financial Agenda Packet attached)

  • Chris Velasquez, finance committee chairman, presented the financials for approval.

  • Financial Statements presented for GC review, no action needed.  Current bank balance is $682k, carry over amount to next FY is approximately $45k.

  • Current audit activities and the transition from ending the FY books while starting a new FY made it difficult to generate accurate, detailed reconciliation reports, however, there is nothing out of the ordinary to report.

  • Cash Disbursements for June (~$103k) and July (~$200k), submitted for approval.  Disbursements are in line with typical monthly values.  Large, lump sum disbursements at the beginning of the FY in July, is the reason for discrepancy between June and July.

    • Motion to approve Cash disbursements – Chris Velasquez

    • 2nd – John Everette

    • Passed Unanimously

  • 5 BARS submitted for approval

    • Initial BAR #001-027-1516-0001-IB for NM Grown Fresh Fruit and Vegetables program from State grant, $263 initial budget increase.

    • Initial BAR #001-027-1516-0002-IB for Golden Apple program from funds not used from previous award, $74 initial budget increase.

    • Initial BAR #001-027-1516-005-IB for Capital Outlay fund from Lease Assistance Grant Award Program, $184,193 initial budget increase.

    • Maintenance BAR  #001-027-1516-0003-M for Operational fund for maintenance of FICA, ERA, Medicare, etc. benefits, $0 net change.

    • Maintenance BAR #001-027-1516-0004-M for Capital Outlay fund for adjustment to construction services and building purchase fund items, $0 net change.

    • Motion to approve BARs – Chris Velasquez

    • 2nd – Jim Freese

    • Passed Unanimously

  • No Requests for Reimbursement (RFRs) submitted, with no action needed.

Nominating Committee Report

  • VP and Sec not up for election until next year.

  • Only one person interested in position of GC President – Current president Ms Virginia Trujillo.

  • Al Sanchez requested to be on Audit Committee.  2 community members resigned from Audit Committee.  Mr Sanchez will submit credentials to nominating committee in the next meeting.

Principal’s Report:

  • APS loaned us two portables via APS President Brad Winter.

  • Meeting with Mr. Wijenje (APS) set up to discuss the $1.58M bond currently on the books and discuss information regarding our building needs.  Long range planning committee will submit plans after that meeting.

  • Target move in date to new portables is 1st day of school.

  • Happy to report we are Fully Staffed!  School is in a position to meet our requirement for special Ed as well.  We met our Maintenance of Effort in Special Ed last year as well.  Good news.

  • Student count presented by grade – see attached.  Budget enrollment target is 252. Current enrollment is 263.

  • Boys and Girls club called last minute and advised that they will not be doing Before School program.  Will still be doing after school.  Need to find alternative.  Parents rely on that.

  • We lost our athletic director last minute as well.  Richard Tarango is going to volunteer to be athletic director, unpaid, in the meantime.  Ms Kerwin will be assisting and will handle administrative duties.

Old Business

  • No old business

Next Meeting

  • 1st Tuesday of the month at 5:30 from here on out.  Finance Committee at 4:30.

 

Motion to adjourn – John Everette

  • 2nd Jim Freese

  • Passed unanimously.

 

Meeting Adjourned at 7:08 pm – GC toured the grounds to see all the changes made over the summer

 

– BAR 0005 IB PFSA