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Minutes
Meeting Type: Regular Board Meeting
Location: Quemado Campus
Date: 7/16/2019 5:00:00 PM

 

Independent School District # 2

P.O. Box 128

Quemado, New Mexico 87829

575-773-4700 (office) 575-773-4717 (Fax)

 

REGULAR MEETING

July 16th , 2019

5:00 p.m.

Quemado School Library

 

Call To Order  

The meeting was called order 5:06

 
       
Members Present:  

Jimbo Williams – President

Tim Hendricks – Member

Nate BoerVis – Member

Eileen Dodds – Vice President (via phone)

 
       

Members Absent

   Carm Chavez   
       
Pledge      
       
Moment of Silence      
       
Approval Of Agenda   A motion was made by Tim to strike item 1 and add July to date in the heading, motion was seconded by Nate. Motion carried 4-0.  
       
 Recognition Of Visitors   There were none at this time.  
       
 Board Approval of Minutes For the June 18th, 2019 Work Meeting   There was a motion by Tim to approve the minutes from the June 18th work meeting and seconded by Nate. Motion carried 4-0.  
       
 Board Approval Of Minutes For June 18th, 2019 Regular Meeting   There was a motion by Nate and seconded by Tim to approve the minutes from the June 18th regular meeting. Motion carried 4-0.  
       
 Work Force Solutions Presentation   They did not attend the meeting.  
       
Audience Input Administrative Report   There was none at this time  
       
Administrative Report   Cindy addressed the board. She officially started on Monday, she is going to go over some goals she has for herself. Communication – revising the student handbook, she would like to send it out when the students come back. She will share on the board’s school email. We are purchasing an all call system for the district, she explained how this program works. It should be in place next week. She is working on a monthly newsletter that will also be available on our web- site. She is going to be asking other staff members for shout-outs so that we can recognize positive things going on. We purchased student planners for students for high school, elementary students will be doing something different and she explained how it will work. Second goal is core curriculum – BT and PLC. She talked about BT training and that some teachers are volunteering their time to go visit Vail school to see how it is set up. PLC – she went to a training in San Diego in June and she talked about her goals with this program in the classroom. We are still continuing with CKH. She will be talking to teachers about our mission and vision statement and possibly revamping it. It will be on the table for discussion.   
       
Superintendent's Report  

Mr. Lackey addressed the board. He welcomed Cindy and is looking forward to her leadership. He talked about our summer kids and the work they accomplished. We are still short a custodian position and he will be interviewing for it this week. He talked about conferences coming up this month, what coaches are going to the coach’s clinics. He is pretty excited about the upcoming year. 

 
       
 Business Report   Anna talked about end of year reports, RFRs not being paid back and Mr. Lackey stated that the state as a whole is in the same position with reimbursements not being paid back. Anna went over the transfers that are being presented.   
       

Board Approval of Common Agenda 

     

Check Listing 

 

There were some questions on expenditures. The bond payment was discussed and the possibility of doing another bond when this one is paid off.

 
       
 Transfers  

There were transfers presented that Anna did to finish the year out, a list is attached. 

 
       

Increases 

 

There was an increase to fund 24118 for $177, an increase to fund 24101 for $10,571 and an increase to 24109 for 1,315.

 
       

Decreases 

 

There were none at this time

 
   

There was a motion by Tim and seconded by Nate to approve the common agenda. Motion carried 4-0. 

 
       

Board Approval of Purchase Shop Fabrication Machine 

 

Mr. Lackey went over what the machine is and how it will be used in our shop classes. Eileen asked why we were doing this and Mr. Lackey said that Mr. Von Tress has plans to build horse trailers in the shop. Mr. Lackey explained that we would use carryover dollars for the purchase of this machine. There was some discussion about the plan for utilizing this. He talked about implementing a certification program, so that when kids graduate they will have a certificate in an area of expertise. Tim asked about the plasma cam that was purchased several years ago, Mr. Lackey said that Larry has it up and running again. There was a motion to approve Mesa Machinery for this machine by Eileen and seconded by Nate. Motion carried 4-0. 

 
       

Board Approval of New Water Heater and Install for Quemado Kitchen 

 

Jimbo recused himself since Ag Country put a bid in. Anna went over the bids and the difference in the BTUs and sizes. There was a motion by Eileen and seconded by Nate to approve Sierra Propane bid for the new water heater and to install it. Motion carried 3-0. 

 
       

Board Approval of Carpet Installation in Shayla Garner’s Classroom 

  Mr. Lackey talked to the board about the bids explaining that several years ago there was a leak in her classroom. He explained that when the carpet was pealed back, we discovered mold. He talked about Aaron Dean’s company and that did some work last summer in Kelcie’s classroom, he is willing to come in and deal with the mold. Arnold’s carpet will not come out until the mold is addressed even though he is the lowest bid. Mr. Lackey explained that last year with Aaron Dean’s issue was with the floor under the carpet and that there were extra costs with fixing it due to the cement coming apart with the carpet glue. Mr. Lackey assured the board that Aaron Dean’s would take care of the mold with no additional fee, the only additional cost would be the condition under the carpet if there is an issue with the cement. It would be the same type and color of carpet that was installed last year. Tim made a motion to approve Aaron Dean’s to install the carpet and Nate seconded. Motion carried 4-0.   
       

Board Approval To Make Necessary Transfers to Finish the Quarter/Year End 

  There was a motion by Eileen and seconded by Nate to approve necessary transfers to finish the year out for the quarter. Motion carried 4-0   
       

Board Approval of Open Meetings Resolution Act for 2019-2020 School Year 

  There was some discussion about the March meeting, it was decided that the board would wait until it was closer to March to decide on whether to change it or not. There was some discussion about sports events and dates for games. There was a motion by Tim and seconded by Nate to approve the Open Meetings Resolution for 2019-20 Year. Motion carried 4-0.   
       

Board Approval to Beyond Textbooks Agreement for 2019-2020 Year 

  Mr. Lackey went over this agreement between Vail School District and Quemado. He went over the yearly fee of $5000/year. There was some discussion about additional trainings, Mr. Lackey stated it would be on an as needed basis, we could also go to other school’s trainings for free. Tim asked questions about the contract wording, aligning science with New Mexico. There was also some talk about History standards. There was a motion by Nate and seconded by Tim to approve the Beyond Textbooks agreement for the 19-20 year. Motion carried 4-0.   
       

Board Approval of Moving Alumni Activity Fund to the 23000 Fund
(Balance $113.97) 

  Anna and Mr. Lackey explained how these funds are run. There was a motion by Tim and seconded by Nate to approve the move from the activity account to the 23000 fund. Motion carried 4-0.   
       

Board Approval of Moving Quemado Elementary Fund To the 23000 Fund (Balance $3022.05) 

  There was a motion by Nate and seconded by Tim to approve the transfer of the Quemado Elementary Activity Fund to the 23000 Fund. Motion Carried. 4-0.   
       
Board Approval of Moving Boys BB Fund to the 23000 Fund (Balance $508.65)    There was a motion by Tim and seconded by Nate to move the Boys BB Activity fund to the 23000 Fund Motion carried 4-0.   
       

Board Approval of Moving Girls BB Fund to the 23000 Fund (Approx. Balance $1288.19) 

  There was a motion by Nate and seconded by Tim to approve the move of the Girls BB Activity fund to the 23000 Fund.  Motion carried 4-0.   
       

Board Approval of Moving Track Fund to the 23000 Fund (Balance $2813.29) 

 

There was a motion by Tim and seconded by Nate to approve the move of the Tract Activity Fund to the 23000 Fund. Motion carried 4-0. 

 
 
       

Board Approval of Moving VB Fund to the 23000 Fund (Balance $2648.20) 

 

There was a motion by Nate and seconded by Tim to approve the VB Activity Fund to the 23000 Fund. Motion carried 4-0. 

 
 
       

Board Approval of Moving Booster Club Fund to the 23000 Fund and Changing Account Name(Balance $11,839.64) 

 

Anna asked that the name remain the same in case future people want to take over and make this fund a real Booster Club. There was a motion by Tim and seconded by Eileen to approve the move of the Booster Club Activity Fund to the 23000 Fund and keep the name as is. Motion carried 4-0. 

 
       

Board Approval of Moving Eagle Graffix Fund to the 23000 Fund (Balance $880.40) 

 

There was a motion by Nate and seconded by Tim to approve the move of the Eagle Graffix Activity Fund to the 23000 Fund. Motion carried 4-0. 

 
 
       

Board Approval of Moving Datil Memorial Fund to the 23000 Fund (Balance $387.70) 

 

There was a motion by Tim and seconded by Nate to approve the move of the Datil Memorial Fund to the 23000 Fund. Motion carried 4-0. 

 
 
       

Board Approval of Moving Math/Science Tech Fund to The 23000 Fund
(Balance $398.55) 

 

There was a motion by Nate and seconded by Tim to approve the move of the Math/Science Tech Activity Fund to the 23000 Fund. Motion carried 4-0. 

 
       

Board Approval of Moving The Natural Helpers Fund to The 23000 Fund
(Balance $2434.33) 

 

Jimbo asked what this fund was for and Mr. Lackey clarified the purpose of this program. There was a motion by Tim and seconded by Nate to approve the move of the Natural Helpers Activity Fund to the 23000 Fund. Motion carried 4-0. 

 
 
       

Board Approval of Replacement Refrigerator For the Cafeteria 

 

Mr. Lackey explained that this is our last old refrigerator in Quemado. There was some discussion on the companies. There was a motion by Tim and seconded by Eileen to approve Central Restaurant Supply’s quote of $2659.69 for the refrigerator replacement. Motion carried 4-0. 

 
       

Discussion Items Summer Project Updates 

 

Mr. Lackey talked about Tim taking over the position of facilities manager, the plan is to have him just be the manager and not having to do the work that he is now doing. He went over how he sees these positions and what expectations are for each employee without Tim having to spend the time doing the work or watching over others. Tim asked if we are prioritizing things so that the work goes smoother for Tim, Mr. Lackey replied that things have not been run as smoothly as he wished but he will be looking over the next month on budget and expectations. He wants Tim to be more of a planner and a delegator instead of doing the work and that he will be compensated for his time and effort. 

 
       

Board Policy Review 

 

Mr. Lackey asked how the board wants to move forward with the policy with whatever changes the board thinks need to be made. We can operate under our current policy but there needs to be changes made now to be legal on several points. Jimbo asked if Mr. Lackey found out any responses to the questions and it was not a very favorable response. There is really no crosswalk for the board to compare. Tim has gone over the draft policy and is making progress and wants to know how to move forward. Mr. Lackey gave then options to move forward. He referred to a question Sandra had about the Superintendents vacation leave and Mr. Lackey explained that it is negotiable and for the board to decide, but the board could have a policy. There was some discussion about a retreat. Until the new policy is adopted we will operate on the current policy. Tim asked a question about the actual policy change and how to approve during a meeting. Jimbo asked if they moved forward with a retreat, should they invite Sandra and it was thought to be a good idea. There was some discussion on when to hold the retreat, probably a Friday and Saturday would be preferable, maybe in August? There was some discussion on maybe just go for one day and possibly local. Mr. Lackey asked the board members to send him Friday and Saturday dates via email so that maybe he can match up times and hopefully arrange something locally. 

 
       

Items For Next Month 

 

Policy action items – first readings due to legislative sessions, PMS MOU, feeder route approvals, wind farm action item, Discussion item: what would the board like to have on the agenda for approval, board policy, booster club discussion, 

 
       

Executive Session, pursuant to 10-15-1, H-2, NMSA 1978, as amended. (Real Estate Discussion and Personnel Updates) 

 

 
    There was a motion by Tim and seconded by Eileen to move into Executive Session. Nate– aye, Tim – aye, Eileen – aye, Jimbo – aye. Went into executive session at 7:14, after taking a short break.   
       

Return to Open Meeting/Verification Statement (Board President) – Jimbo verified that only real estate and personnel updates were discussed. 

 
       

Board Approval to Return Top Open Meeting (Roll Call) Nate – aye, Tim – aye, Eileen – aye. Jimbo – aye. Returned to open meeting at 7:56 

 
       

Adjournment 

 

There was a motion by Tim and seconded by Nate to adjourn the meeting. Motion carried 4-0. 

 

 

 

 

 

____________________________________________ _________________________________________                                President                                                                    Secretary