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April 20, 2021 at 6:00 PM - Regular Meeting

Agenda
1. Call to Order
Presenter:  Board President
Description:  Meeting called to order by School Board President David Shoup.
2. Consideration to Approve Agenda
Presenter:  Board President
3. Approval of Minutes of Previous Board of Education Meetings
Presenter:  Board President
4. Opportunity for Audience
Description: 
Any citizen who would like to address the Board will be able to do so as the item on the regular agenda.  Comments will be limited to 2 minutes per subject.  If further time is needed, concerns should be addressed to the Superintendent.  Personnel matters will not be discussed in a public meeting.
Items that appear under the heading Routine and Regular Business will not be discussed or comments taken unless it is requested that they be removed from that category and placed on the regular agenda.  Action on Routine and Regular Business will be acted upon with one motion and one vote.
Discussion:  Greg Maxey & Carrie Boatwright result of admin team and union. heavily influents from T&E to TCI.  work collaborately. Ratification vote. - results by Carrie Boatwright - 97% yes - number of people on line (experiencing same difficulties.) Thank you for this tonight.
5. REPORTS/RECOGNITIONS   1) Superintendent's Report
Discussion:  Super - since opened 17 student cases- all related to family mmebers of those 699 students quarantined.  Only school approaching 5 cases is CHS.  As of today we are back to 3 cases that count for the high school - will be down to 2 by Friday. Caution to the community - our cases keep going up.  Might go back to Green based on those averages.  Graduation will be based on the heat map and stay the course and keep cases down.  Be careful, be thoughtful.   Outdoor at yellow - 25% capacity. at Turquoise no problem. Green can still do indoor would possibly be Civic Center - allowing 2 people per student.  Enrollment 6623 as of today.  all elementary are navigating covid very well. students are out constantly. approachign coming year and needing to off 100% online school. Several will want to stay  on line . 737 online.  We have learned that we do a better job teaching rather than on-line. need supervision. focused on moving kids forward.  plan to have teachers to provide on line instruction - align with PED standards with students receiving a full schedule right than the students using APEX.   enrollment requirements 2.0 or above and no more than one F can participate.  not meeting this criteria will be asked to go to school on person.  enolling on line in enrichment center it will all go through them and not individual students. Teacher need will be determined upon enrollment starting with a base number and will add if needed. Sp Ed will definetely need additional staff.  
6. BUSINESS
6.A. ROUTINE AND REGULAR BUSINESS
6.A.1. Authorization to pay bills, approve District Cash report, approve Budget Report for the previous month and accept donations as included within the agenda.
6.A.2. Monthly Vendor Spend Reports
Presenter:  Laura Garcia, Director of Finance
6.A.3. Renewal RFP #2014-2015-04 Telecommunication Services
Presenter:  Crystal Hernandez, Chief Procurement Officer
6.A.4. Renewal RFP # 2017-2018-04 Student Information System
Presenter:  Crystal Hernandez, Chief Procurement Officer
6.A.5. Renewal RFP # 2018-2019-03 Special Education Contract Services
Presenter:  Crystal Hernandez, Chief Procurement Officer
6.A.6. Renewal RFP # 2018-2019-04 Special Education Tele-Therapy Services
Presenter:  Crystal Hernandez, Chief Procurement Officer
6.A.7. Renewal RFP # 2020-2021-03 Student Portraits and High School Graduation Portraits
Presenter:  Crystal Hernandez, Chief Procurement Officer
6.A.8. Renewal RFP # 2020-2021-04 Graduation Related Items
Presenter:  Crystal Hernandez, Chief Procurement Officer
6.A.9. Renewal RFP # 2020-2021-05 Professional Development for Special Education Teachers - Reading Foundation Skills
Presenter:  Crystal Hernandez, Chief Procurement Officer
6.A.10. Renewal RFP # 2020-2021-06 Technology Support Services
Presenter:  Crystal Hernandez, Chief Procurement Officer
6.A.11. FY21 PreK Transportation Fund - 27149
Presenter:  Kim Arrington, Director of Elementary Education
6.A.12. FY21 New Mexico Pre-K Supplemental Grant Award
Presenter:  Kim Arrington, Director of Elementary Education
6.A.13. BAR 020-000-2021-0045-I Approval for Pupil Transportation Fund Increase for the purchase of four new To-and-From Buses.
Presenter:  Kevin Dillon, Director of Operations
6.A.14. CARES Act - 24301 (2020-21 SY)
Presenter:  Allison Hervol, Director of Federal Programs
6.A.14.a. Motion to approve Routine and Regular Business:
6.B. Notice of Sale of General Obligation Bonds (ACTION)
Presenter:  Laura Garcia, Director of Finance
Discussion:  Erik Harrigan - RBC Capital -Notice of Sale and Delegation - reviewed financial plan last month.  Bid taken on May 11th, sale will go to the lowest bidder.  sealed bid type of bid. very strong demand for municipal bonds. expect to see a very good result 1.3 to 1.5% range.  expect to maintain district rating.  
6.C. 2019-2020 Audit Report (ACTION)
Presenter:  Laura Garcia, Director of Finance
Discussion:  Review results of the audit - quick presentation - Required communication - review results- exit conference on feb 4, 2021. responsibilities and findings.  Management responsibilities; Scope of Audit - Risk, audit approach, sampling, not to detect fraud. tested federal programs, account balances, - independence - auditor's opinons and Report. - Findings 1) Financial Close and Reporting (repeated) 2) Accounting Software Access 3) Affordable Care Act Payroll Reporting 4) Late Audit Report 5) School Personnel Act 6) Negative Fund Balances 7) Violation of OMA (PCA) 8) Student Nutrition - vertification.  lastly post audit communication with governance.
6.D. 2019-20 Audit Corrective Action Plan (ACTION)
Presenter:  Laura Garcia, Director of Finance
Discussion:  Laura Garcia - Evaluate finding and prepare a plan for ccorrection action plan. identifying and better year end closing. 
6.E. Award RFP 2020-2021-15 Carlsbad High School Girls Soccer Field (ACTION)
Presenter:  Crystal Hernandez, Chief Procurement Officer
Discussion:  Mr. Shoup exits room (he was one of the offerors)  - Mr Singelton takes over meeting - crystal Hernandez - award being given to one offeror. 
6.F. Bilingual Multicultural Education Funding Applications (2021-22) -- New Mexico Education Department (ACTION)
Presenter:  Allison Hervol, Director of Federal Programs
Discussion:  Bilingual Multiculutral Education Funding Applicaation 21-22 - submitted today. - 
6.G. McKinney Vento Education of Homeless Children and Youth Grant FY 2020-2021 (ACTION)
Presenter:  Allison Hervol, Director of Federal Programs
Discussion:  McKenney Vento - clothing supplies, shelters - clothing closet - temporary housing.
6.H. Approval of Necessary Documentation When Deleting Assets From Inventory (ACTION)
Presenter:  Kevin Dillon, Director of Operations
Discussion:  Necessary Documention when deleting assets from Inventory.
6.I. Supplemental Valley Transportation Contract 2020-2021 School Year (ACTION)
Presenter:  Kevin Dillon, Director of Operations
Discussion:  Supplemental Valley Transportation Contract 20-21 - adjustment.
7. ADMINISTRATION
7.A. Charter School Contract for 2021-2022 between the Carlsbad Municipal Schools Board of Education and Pecos Connections Academy. (ACTION)
Presenter:  Lavern Shan, Deputy Superintendent
Discussion:  Ms. Shan - contract that we are putting in motion between CMS and PCA. - one year contract.  - Singelton - not in the best interest of the District to be handstrung (problem) with this agreement. When this was sold to the District - under false pretences - entity was not an entity for profit. sponsoring institution which make a huge profit.
7.B. National Education Association (NEA) and the Carlsbad Municipal School District (CMSD) 2020-2021 Salary Schedule (ACTION)
Presenter:  Lisa Robinson, Director of Human Resources
Discussion:  Final salary schedule for 2020-2021. Everyone was moved one step and last cell is added $550 to save no harm to cover the medical insurance.  Moving to the TCI schedule was the hold up.  Commitment for next school year contract will be approved before staff leaves for the Summer.  1.8 for all staff.
7.C. National Education Association (NEA) and the Carlsbad Municipal School District (CMSD) 2020-2021 Ancillary Salary Schedule (ACTION)
Presenter:  Lisa Robinson, Director of Human Resources
Discussion:  Ancillary Salary Schedule - allowable for recruiting and retaining ancillary staff.
7.D. National Education Association (NEA) and the Carlsbad Municipal School District (CMSD) Summer Pay MOU - ACTION
Presenter:  Lisa Robinson, Director of Human Resources
Discussion:  Summer Pay MOU - teachers will be paid their daily rate for summer school and hourly rate for Professional Development.  Work together this summer.  
7.E. Approval of Leave of Absence Without Pay (ACTION)
Presenter:  Gerry C. Washburn, Superintendent
Discussion:  Approval for Leave of Absence - 
7.F. Reaffirmation of Open Meetings Notice Resolution (ACTION)
Presenter:  Gerry C. Washburn, Superintendent
Discussion:  Reaffirmation of Open Meetings Act - 
7.G. Second Reading and Adoption of Proposed Policy JLCE-J-5400 Medical Care Management (Diabetes Management) (ACTION)
Presenter:  Lavern Shan, Deputy Superintendent
Discussion:  LaVern Shan - 2nd reading and adoption - Medical Care and Management for Students 
7.H. First Reading of Proposed Policy JH-J-1550 (Student Absences and Excuses) (NO ACTION REQUIRED)
Presenter:  Lavern Shan, Deputy Superintendent
Discussion:  First Reading - Student Absences and Excuses 
7.I. First Reading of Proposed Policy JHCB-J-1900 (Released Time for Religious Instruction) NO ACTION REQUIRED
Presenter:  Lavern Shan, Deputy Superintendent
Discussion:  First Reading - Released Time for Relegious Instruction.
7.J. First Reading of Proposed Policy LF-L-0800 (Relations with State Education Agencies) NO ACTION REQUIRED
Presenter:  Lavern Shan, Deputy Superintendent
Discussion:  First Reading - Relation with State Education Agencies.
7.K. Formal Contract Procurement Awards (March 2021) - No Action Required
Presenter:  Lavern Shan, Deputy Superintendent
Discussion:  Formal Contract Procurement Awards - March - disclosure of Renewal Businesses.
8. ADVANCE PLANNING
Discussion:  May 12 - Board Work Session - Central Office Reorganization Plan - Noon - 2 hours. - June 4 graduation - ECHS at 9 or 10 - football field at CHS - CHS at 8 pm.
9. EXECUTIVE SESSION:  Motion by the Chair to dismiss to Executive Session by roll call to discuss limited Personnel Matters.  The specific statute authorizing closing is NMSA 1--15-1 (H) (1) No action will be taken in Executive Session.
10. RECONVENE OPEN SESSION - By Roll Call
11. MOTION TO ADJOURN
Discussion:  Motion to Adjourn by Mr. Singleton.
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