2018 Spring Budget

Workshop Agenda

Hotel Albuquerque 800 Rio Grande Blvd., NW Albuquerque, New Mexico

Note: Conference name badges are required for all registered participants. Name badges will be required for entry into all scheduled sessions during the 2018 Spring Budget Workshop. Everyone must be registered. No Exceptions.

New Mexico Public Education Department New Mexico Association of School Business Officials

April 4 – April 6, 2018

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The New Mexico Public

Education Department

(PED) and the New Mexico

Association of School

Business Officials

(NMASBO) are pleased to

host the 2018 Spring Budget

Workshop. Join us April 4 -

6, 2018 in historic Old Town

Albuquerque for this event for public school administrators and

School Business Officials. This event provides three days of valuable

information and discussion, including keynote addresses, breakout

sessions, and vendor displays. With your choice of many topics, the

2018 Spring Budget Workshop promises to deliver what you need to

develop and implement your 2018–2019 operating budgets, as well

as give you important networking opportunities with colleagues in the

field of education.

Registration Wednesday April 4, 2018 8:00 AM to 5:00 PM in the North Atrium

(You may also register Thursday, April 5, 2018 from 7:00 AM to 3:30 PM)

STAFF FROM THE PED TITLE I BUREAU WILL BE AVAILABLE IN THE TURQUOISE ROOM FOR THE

DURATION OF THE WORKSHOP TO PROVIDE AN INTRODUCTION AND TECHNICAL ASSISTANCE ON THE 2018-2019 TITLE 1 APPLICATION IN SHAREPOINT. WALK-INS ARE WELCOME OR YOU CAN STOP BY AND MAKE AN APPOINTMENT.

STAFF FROM THE PED INFORMATION TECHNOLOGY (IT) BUREAU WILL BE AVAILABLE IN THE WEAVERS ROOM FOR THE DURATION OF THE WORKSHOP TO PROVIDE AN OVERVIEW OF THE DATA REVIEW SYSTEM (DRS). THE DRS IS USED TO MANAGE THE PROCESS OF DATA VALIDATION FROM THE SUBMISSION OF DATA INTO STARS. THIS SESSION IS INTENDED TO PROVIDE AN OVERVIEW AND AN OPPORTUNITY FOR HANDS ON TRAINING.

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Wednesday, April 4, 2018

Registration 8:00 a.m. – 5:00 p.m.

Atrium

Continental Breakfast 8:00 a.m. – 9:30 a.m.

South Atrium

Workshop Sessions

9:30 a.m. – 10:30 a.m. 2018–2019 Operating Budget Overview……….Alvarado Ballroom David Craig, Director, School Budget & Finance Analysis Bureau Basic training will be provided on building operating budgets and preparing the various documents submitted with the budget.

10:30 a.m. – 11:30 a.m. PED T&E and Funding Formula Component Audit Procedures.. ................... …..Alvarado Ballroom (This Session will be repeated Wednesday, April 4, at 2:00 p.m.) Amelia “Molly” Saiz, Director, and Diego Sisneros, Audit Financial Coordinator, Audit and Accounting Bureau This session will provide an overview of the T&E submission requirements per state statute, as well as an overview of the PED audit process. PED audit staff will also provide an overview of issues that have been identified in recent audits.

11:30 a.m. - 1:00 p.m. Lunch (on your own)

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Wednesday, April 4, 2018

Workshop Session

1:00 p.m. – 2:00 p.m.

Early Warning Systems (EWS) In Power School…… .......................... Alvarado Ballroom A, B, & C Barbara Armijo, Education Administrator, College and Career Readiness Bureau, New Mexico has been piloting an Early Warning System for several years and is planning to make this tool more accessible and easy to use. Learn about how to access Early Warning System reports through your existing Power School account. Information will also be provided for in-depth summer training on how to use EWS data to increase attendance and reduce root causes of disengagement. Requests for Reimbursement (RfR)- State and Federal Grants.......... Alvarado Ballroom D, E, F, G, & H Susan Lucero, Bureau Chief, Valerie Padilla, Fiscal Grants Supervisor, Okana Ira, Fiscal Grants Financial Coordinator and Grace Garcia, Fiscal Grants Accountant & Auditor, Fiscal Grants Management Bureau This session is designed to provide basic training guidelines for business officials responsible for the fiscal administration of state and federal grants. The following topics will be discussed: time and effort reporting, annual indirect cost rates, PED deadlines for fiscal year end, grant status reporting in OBMS, procurement related to federal and state regulation, and the most common questioned expenditures related to the allowable vs. unallowable uses of grant funds.

Results Driven Accountability (RDA) Professional Development Program for Elementary Schools…………….Franciscan Ballroom Greg Frostad, Deputy Director, Gemma Hilotin, Education Administrator, Denise Koscielniak, Director of Comprehensive School Support Division, Brigette Russell, Education Administrator, Title I Bureau. This session will provide districts applying for inclusion in the Results Driven Accountability Professional Development Program information about the application process, program services, and awards for FY19. Participants will be able to state the goals of the RDA project, state the services provided through RDA and apply for their elementary schools to participate in the program.

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Wednesday, April 4, 2018 Workshop Session

2:00 p.m. – 3:00 p.m.

Title IV, Student Support and Academic Enrichment……………………………...Alvarado Ballroom A, B, & C Greg Frostad, Deputy Director, and Brigette Russell, Education Administrator Title I Bureau and Jessica Aufrichtig General Supervisor, Special Education Bureau This session will provide information about Title IV, Part A including the nature of the grant, allowable uses, supplement not supplant rules, carryover, and equitable services for private nonprofit schools. Participants will be able to describe how the Title IV, Part A grant is awarded, describe allowable uses of Title IV, Part A funds, and run a compliant, equitable service program. PED T&E and Funding Formula Component Audit Procedures (repeat) ........ Alvarado Ballroom D, E, F, G, & H Amelia “Molly” Saiz, Director, and Diego Sisneros, Audit Financial Coordinator, Audit and Accounting Bureau This session will provide an overview of the T&E submission requirements per state statute, as well as an overview of the PED audit process. PED audit staff will also provide an overview of issues that have been identified in recent audits.

Instructional Materials .................................... Franciscan Ballroom (This session will be repeated on Thursday, April 5, at 3:30 pm.) Anthony Burns, Bureau Chief and Jessica Green, Bus. Ops. Specialist, Instructional Materials Bureau This session will cover allocations, submitting 2018-2019 budgets and BAR’s, completing the 2017-2018 annual report, submitting instructional material itemized lists, statutory purchasing requirements, identifying high-quality instructional materials, the adoption cycle, and purchasing through the depository system iSTAR. Participants will learn how to submit budgets and BAR’s in order to minimize common errors, how to complete the instructional materials annual report and itemized list of purchases and learn how to identify high-quality instructional materials.

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Wednesday, April 4, 2018

Refreshment Break South Atrium

3:00 p.m. – 3:30 p.m.

Workshop Sessions

3:30 p.m. – 5:00 p.m. . Using Title II Funds To Improve Equity………..……..…… Alvarado Ballroom A, B, & C Seana Flanagan, Director, Regina Madrid, NMTEACH/Title II Liaison, Anna DeLay, NMTEACH, Title II and Visiting Teacher Program Liaison, Mark Curran, Title II Liaison and Cherise Urioste, Title II Liaison, Educator Growth and Development Bureau This session will cover updates to the application for Title II funds and how districts and charter schools shall use the funds to increase equity for all students through effective teachers. Dual Credit Instructional Materials...Alvarado Ballroom D, E, F G & H Marc Duske, Dual Credit Education Administrator, College and Career Readiness Bureau (This session will be repeated Thursday, April 5, at 2:00 pm.) New Mexico distributes $1 million in funding to reimburse districts and charter schools for dual credit instructional materials. Learn about the allowable uses, how the Request for Reimbursement process works, how awards are determined, the budgeting process and how to increase the amount your district or charter school actually receives. Attendees will also receive the new procedures manual.

5:00 p.m. – 8:00 p.m.

Opening Secretary’s Reception Q’ Gallery

Hosted by NMASBO

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Thursday, April 5, 2018

Continental Breakfast South Atrium

7:00 a.m. – 8:30 a.m. 8:30 a.m. – 11:30 a.m. General Session ................... Alvarado Ballroom

8:30 a.m. – 8:45 a.m.

Facilitator: David Craig, Director, School Budget & Finance Analysis Bureau Presentation of Colors Highland High School NJROTC National Anthem Sasha Butcher, Student, Volcano Vista High School – Albuquerque Introduction and Recognition of Conference Partners Randy Evans, NMASBO Present Award from Ronald McDonald Charities of New Mexico John Grassham, Executive Director Presenter: Chris Parrino, Board Member, NMASBO

8:45 a.m. – 9:15 a.m.

School Business Official of the Year, Teresa Scott, Board Member, NMASBO

9:15 a.m. – 10:00 a.m.

Welcome: Christopher Ruszkowski, Secretary of Education

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Thursday, April 5, 2018 10:00 a.m. to 11:30 a.m.

Keynote Speakers: VOICES FROM THE FIELD

11:30 a.m.-11:45 a.m.

Conference Housekeeping, Joey Montaño, Executive Director, NMASBO

11:45 a.m. - 1:00 p.m. Lunch (on your own)

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Thursday, April 5, 2018

Meetings with the Secretary of Education

1:30 p.m. – 3:00 p.m.

A Conversation with Charter School Leaders………………………..………...………..Alvarado Ballroom D Christopher Ruszkowski, Secretary of Education

Refreshment Break South Atrium

3:00 p.m. – 3:30 p.m.

3:30 p.m. – 5:00 p.m.

A Conversation with Superintendents………....Franciscan Ballroom Christopher Ruszkowski, Secretary of Education

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Thursday, April 5, 2018 Workshop Sessions

1:00 p.m. - 2:00 p.m. Every Student Succeeds Act (ESSA) Per-Pupil Expenditures by School Level ………...………………....Alvarado Ballroom A, B, & C David Craig, Director, and School Budget and Finance Analysis Bureau This session will provide an overview of the ESSA – Per Pupil Expenditures requirement set forth by the Federal Government. The ESSA requires school districts and charter schools to report expenditures by school level for Federal, State, and Local funds. NM Procurement Code 101………………..… Alvarado Ballroom E Susan Inman, Instructor, State Purchasing Division, General Services Department This session is designed to focus on the basic and key concepts of the NM Procurement Code. We will review the purpose of the NM Procurement Code, basics of the procurement process including pre-procurement activities and types of procurement as recognized by the Code. School Transportation ....................... Alvarado Ballroom F, G, & H Antonio Ortiz, Director, Brenda McFarlane, Supervisor and Ron Amrein, Specialist, Transportation Bureau Information will be provided regarding new legislation from the 2018 Legislative Session and recent amendments to the transportation regulations. Information and guidance will be provided relating to the budget preparation process and school district administrative responsibilities. Specific information will also be provided regarding end-of-year cash balances; BAR information for the purchase of new buses and contractor overpayment requirements. Improving ERB’s Sustainability………………………...Potters Room Jan Goodwin, Executive Director, Educational Retirement Board This session will provide a summary of the ERB’s current issues and highlight takeaways. Participants will learn what the ERB is and why it is important to New Mexico. Participants will also learn about sustainability and how the ERB benefit works, as well as find out why ERB is not 100% funded and how it can be fully funded. Participants should leave understanding what sustainability means, the challenges, and how to improve ERB’s sustainability. .

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Thursday, April 5, 2018 Workshop Sessions

2:00 p.m. - 3:00 p.m.

Capital Outlay ......................................... Alvarado Ballroom A, B, C Antonio Ortiz, Director, Iris Romero, Financial Coordinator and Amanda Lupardus, Financial Coordinator, Capital Outlay Bureau Detailed information will be given on how to access capital outlay funds administered by PED. This will include the Governor’s 2013 Executive Order, grant agreement procedures, OBMS processes (budget, NOB’s, RfR’s, BAR’s) and reporting requirements (CPMS). Included will be a step-by-step presentation focusing on how to budget all capital outlay funds accurately in OBMS. Specific information will also be provided on the GOB library allocations and examples of allowable expenditures; SB-9 allocations to include examples of allowable expenditures and information pertaining to the separation of 31700 and 31701; district and charter school statutory requirements for accessing HB-33 and SB-9 funds including reporting procedures. Dual Credit Instructional Materials (repeat)……………….Alvarado Ballroom E Marc Duske, Dual Credit Education Administrator, College and Career Readiness Bureau New Mexico distributes $1 million in funding to reimburse districts and charter schools for dual credit instructional materials. Learn about the allowable uses, how the Request for Reimbursement process works, how awards are determined, the budgeting process and how to increase the amount your district or charter school actually receives. Attendees will also receive the new procedures manual. Bilingual Education and Title III Thought Spending .................................. Alvarado Ballroom F, G, H (This session will be repeated Thursday, April 5, at 3:30 p.m.) Mayra Valtierrez, Director and Gina M. Sanchez, Fiscal Specialist, Language and Culture Bureau The Language and Culture Bureau will explain the importance of complying with state bilingual funding reporting requirements and procedures to ensure program renewal for bilingual funding. Specifically, the importance of accuracy in data reporting; including the reporting on use of bilingual funds and submitting annual expenditure reports will be discussed. In addition, Title III funding for English Learners will be discussed and tips on strategic spending that maximizes impacts to students will be shared. The federal supplement, not supplant provision will be addressed.

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Thursday, April 5, 2018 Workshop Sessions

2:00 p.m. - 3:00 p.m. IDEA-B Sub-Recipient Grant Award Application……………………………………….Potters Room Charlene Marcotte, Education Administrator and Amy Baca, Fiscal Coordinator, Special Education Bureau Historically, school budget professionals have had little firsthand exposure to the IDEA-B Sub-Recipient Grant Award Application process. LEA school budget personnel play a critical role in ensuring that the IDEA-B Sub-Recipient Grant Award Application is complete and accurate. During the breakout session, we will take the audience through core components of the application. Content will share a program perspective that includes the need for fiscal expertise, and will focus on MOE and Excess Costs as it relates to the application process. The audience, which is predominately fiscal professionals, will learn of their vital role in ensuring that fiscal information in the application is correct and ties to ensuring that free and appropriate public education (FAPE) is provided to students with disabilities. The session will allow for questions. Objectives of this presentation will be to ensure complete and accurate fiscal data, MOE’s vital role in the application, excess costs page – overview and importance, submission requirements to include deadline and understand your application as it relates to request for reimbursement (RFR).

Refreshment Break South Atrium

3:00 p.m. – 3:30 p.m.

Workshop Sessions 3:30 p.m. – 5:00 p.m.

Bilingual Education and Title III Thought Spending (repeat) ............... Alvarado Ballroom A, B, & C Mayra Valtierrez, Director and Gina M. Sanchez, Fiscal Specialist, Language and Culture Bureau The Language and Culture Bureau will explain the important of complying with state bilingual funding reporting requirements and procedures to ensure program renewal for bilingual funding. Specifically, the importance of accuracy in data reporting; including the reporting on use of bilingual funds and submitting annual expenditure reports will be discussed. In addition, Title III funding for English Learners will be discussed and tips on strategic spending that maximizes impacts to students will be shared. The federal supplement, not supplant provision will be addressed.

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Thursday, April 5, 2018 Workshop Sessions 3:30 p.m. – 5:00 p.m.

How Quality CTE Programs Improve Graduation Rates……………………………..….Alvarado Ballroom D Maggie Morrow, Deputy Director, College and Career Readiness Bureau Find out about how a well-designed program of study can help your school increase its graduation rate and fulfill its college and career readiness goals. Discussion will focus on using labor market data and relationships to support quality student advisement for all students. Instructional Materials (Repeat) ..................... Alvarado Ballroom E Anthony Burns, Bureau Chief and Jessica Green, Bus. Ops. Specialist, Instructional Materials Bureau This session will cover allocations, the submitting 2018-2019 budgets and BAR’s, completing the 2017-2018 annual report, submitting instructional material itemized lists, statutory purchasing requirements, identifying high-quality instructional materials, the adoption cycle, and purchasing through the depository system iSTAR. Participants will learn how to submit budgets and BAR’s in order to minimize common errors, how to complete the instructional material annual report and itemized list of purchases and learn how to identify high-quality instructional materials Moody’s View on Pension Burdens for New Mexico Schools .............................. Alvarado Ballroom F, G, H Gera McGuire, Vice President/Senior Credit Officer and Tom Aaron, Moody’s Investor’s Service A review of Moody’s pension calculations (Moody’s Adjusted ANPL, Tread water, Budget Shock) and how those key indicators compare across New Mexico schools and across the country. Additionally, we would like to talk about the state-wide liability and the flow revenues that support the annual contributions and how that compares nationally. Inform New Mexico school personnel on the pension calculations that are included in the rating process; highlight the current pension burden in comparison to national burdens; and review how the burden is expected to change going forward and what the credit implications could be for New Mexico districts. Using PSAT & Khan Academy to Drive Rigorous Programming……………………………………………..Potters Room Bobbi Eichhorst, Education Administrator, College and Career Readiness Bureau New Mexico pays for every student to take the PSAT. PSAT performance can be linked to personalized Khan Academy accounts, and PSAT scores identify students with college potential so that districts can support them for Advanced Placement course enrollment and National Merit opportunities. Learn how to use PSAT data to increase college preparedness and college enrollment without spending extra money.

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Friday, April 6, 2018

8:00 a.m. – 8:30 a.m. Continental Breakfast South Atrium

Workshop Sessions 8:30 a.m. – 10:00 a.m. NMPSIA Risks and Benefits .................. Alvarado Ballroom A, B, C (This session will be repeated Friday, April 6 at 10:30 a.m.) Sammy Quintana, Executive Director, Ernestine Chavez, Deputy Director, NMPSIA, and David Poms, Poms & Associates NMPSIA will review school district and charter school premiums and coverage for building, property, liability, student accident programs, worker’s compensation, medical/Rx, vision, dental, life, and disability insurance for FY19. In addition, the session will outline the purpose and importance of the “Boundary Policy” and loss prevention training, claim trends for the Risk Program and Benefits Program, and review population health initiatives for the Benefits Program. Provide risk and benefits premiums needed for preparing budgets for FY19. Educate the attendees about high cost claims and how programs, training and awareness can contribute to mitigating these costs. Review population health initiatives to encourage school districts and charter schools to embrace and support NMPSIA’s wellness strategies aimed at educating members about healthy behaviors and managing diseases. Benefits of Early Planning & Facility Maintenance ....................................... Alvarado Ballroom D Martica Casias, Planning & Design Manager, Larry Tillotson, Maintenance & Operations Support Manager, Public School Finance Authority Early planning allows schools to identify current conditions, get buy-in from the community and plot an appropriate course. Effective planning is the first step to a successful project. Including maintenance personnel in early planning helps identify systems that are easily maintained by the district. Right to Rigor: Increasing AP Access……....Alvarado Ballroom E Bobbi Eichhorst, Education Administrator, College and Career Readiness Bureau Advanced Placement courses are typically among the most rigorous offerings a high school student will encounter. Yet over 50% of New Mexico students who would likely be successful in an AP course do not enroll. Learn how to use AP Potential to identify likely candidates for AP courses, and how to use AP Potential to ensure course offerings match what your students can accomplish.

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Friday, April 6, 2018

Workshop Sessions - 8:30 a.m. – 10:00 a.m.

NM District DASH ............................... Alvarado Ballroom F, G, & H Hannah Peria, Deputy Director, Sandy Gladden, Regional Support Specialist, and Connie Longley Copeland, Regional Support Specialist, Priority Schools Bureau, PED This session will provide participants with an overview of the NM District DASH process, which will be launching in the Spring of 2018. The NM District is a place-based improvement system aligned to the NM School DASH process and will replace the District Web EPSS. Early College High Schools………….……….Franciscan Ballroom Louise Williams, Education Administrator, College Career Readiness Bureau The Early College High School model promotes rapidly accelerated learning, so that many students earn an Associate’s Degree while still in high school. Learn more about New Mexico’s model, including a formal definition and the process for becoming recognized by the PED.

Refreshment Break South Atrium

10:00 a.m. – 10:30 a.m.

Workshop Sessions 10:30 a.m. – 12:00 p.m. NMPSIA Risks and Benefits (Repeat) ................................................ Alvarado Ballroom A, B & C Sammy Quintana, Executive Director, Ernestine Chavez, Deputy Director, NMPSIA, and David Poms, Poms & Associates NMPSIA will review school district and charter school premiums and coverage for building, property, liability, student accident programs, worker’s compensation, medical/Rx, vision, dental, life, and disability insurance for FY19. In addition, the session will outline the purpose and importance of the “Boundary Policy” and loss prevention training, claim trends for the Risk Program and Benefits Program, and review population health initiatives for the Benefits Program. Provide risk and benefits premiums needed for preparing budgets for FY19. Educate the attendees about high cost claims and how programs, training and awareness can contribute to mitigating these costs. Review population health initiatives to encourage school districts and charter schools to embrace and support NMPSIA’s wellness strategies aimed at educating members about healthy behaviors and managing their diseases.

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Friday, April 6, 2018 Workshop Sessions - 10:30 a.m. – 12:00 p.m.

Charter Facilities & Lease Assistance Application Compliance ................................. Alvarado Ballroom D Martica Casias, Planning & Design Manager, Denise A. Irion, Chief Financial Officer, Public School Finance Authority Presenters will describe what steps are required when a charter school is relocating or moving into a new or existing facility, the statutory requirements, and demonstrate how you fill out your lease reimbursement application. NM DASH-The Role of Planning in School Improvement .................................................... Alvarado Ballroom E Severo Martinez, Danielle Larranaga, and Meghan Southworth, Martina Tapia, School Improvement Specialists, Priority Schools Bureau This session will provide participants with an overview of the NM School DASH process for planning, implementation, and monitoring for the 2018-2019 school year. Participants will also review the NM System of Support for the upcoming school year which outlines technical assistance and monitoring for schools. Wellness Policy from Requirements to Implementation ................................... Alvarado Ballroom F, G, & H Jimmie Thompson, Health Education Coordinator, Lisa Hecker, Safe Schools Program Coordinator, Safe and Healthy Schools Bureau The presentation will include a review of Federal and New Mexico State requirements for a district Wellness Policy. Also included will be suggested best practices for implementation as well as information regarding Public Education Department evaluation. Safe Schools Planning in New Mexico: This part of the presentation will also provide an overview of Safe Schools Planning requirements for New Mexico schools, as well as recommendations and best practice highlights for enhanced school safety and emergency operations planning. Attendees will understand the importance of the Wellness Policy as a tool to ensure student physical and emotional health as the foundation for individual, school and district academic success; will be able to identify possible implementation practices for their specific districts; will be able to assist in the formation of a district Wellness Policy that meets the requirements of the PED and Federal Government; will understand the State’s requirements for Safe Schools plan content and the submission and approval process and will learn national best practices and recommendations for active shooter situations.

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HB-98 Local Election Act and School District Impacts .................................. Franciscan Ballroom Arthur D, Melendres, Attorney, Mordrall-Sperling This presentation will discuss impacts to school districts from recent legislation restricting elections. Special focus will be paid to timing of mill levy elections and format changes to the election, including mail-in ballots. These changes will impact all school districts with potential February mill levy elections.

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Workshop Planning Committee Christopher Ruszkowski, Secretary of Education, PED

Marian Rael, Acting Deputy Secretary, PED David Craig, Director, School Budget & Finance Analysis Bureau, PED

and Conference Coordinator, PED School Budget & Finance Analysis Bureau Staff, PED

Randy Evans, President, NMASBO Joey Montaño, Executive Director, NMASBO

New Mexico Association of School Business Officials Executive Board