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BOARD MEETING AMENDED AGENDA PECOS BOARD OF EDUCATION
REGULAR MEETING
JANUARY 21, 2020 PECOS SCHOOLS BOARD ROOM
PECOS, NM 6:00 PM
PLEDGE OF ALLEGIANCE
1. CALL TO ORDER
2. APPROVAL OF AGENDA
3. PUBLIC COMMENTS
4. SWEARING IN OF NEW BOARD MEMBERS (Judge Christian Montano)
5. ANNUAL DETERMINATION FOR INDIVIDUALS WITH DISABILITIES EDUCATION ACT
6. NMSBA BOARD INSTITUTE-January 23-25, 2020
7. UNIT/DIRECTOR REPORTS
8. BUSINESS REPORT
A. Financial Status
9. CONSENT AGENDA B. Check Register for Month of December 2019
C. Cash Transfer(s), BARS (if any) and Journal Entries
D. Minutes of Regular Board Meeting-December 17, 2019
10. SUPERINTENDENT’S REPORT
11. POLICY
E. 2nd Reading-NMSBA Policy Services Advisory
No. 203-JLCE–Medical Care Management (Diabetes Management)
12. ACTION ITEM(S)
F. Approval/Disapproval of NMSBA Policy Services Advisory-
No. 203-JLCE–Medical Care Management (Diabetes Management)
G. Correction of Policy BDA (substituting the month of January for March-as per legislative
change)
H. Reorganization of the Board
13. OTHER
School Board
Harold J. Garcia, President
Michael Flores Sr., Secretary
Darlene Ortiz, Member
Angelica Varela, Member Charles Vigil, Member
Pecos Independent School District North Hwy 63, P.O. Box 368 Pecos, NM 87552 Phone: 505-757-4700 Fax: 505-757-8721
Administration
Fred Trujillo, Superintendent
Brenda Gallegos,
Director of Finance
14. ADVANCE PLANNING
NMSBA Board Member Institute-January 23-25, 2020, Eldorado Hotel, Santa Fe, NM
Board Work Session-February 4, 2020, 3:30 pm, Pecos Schools Board Room
Regular Board Meeting-February 18, 2020, 6:00 pm, Pecos Schools Board Room
15. EXECUTIVE SESSION-to discuss limited personnel matters and/or pending litigation as per NM Statutes Article 15 Open Meetings 10-15-1 Subparagraph H (2 & 7)
ADJOURNMENT
INDEX
MINUTES
REGULAR MEETING
PECOS BOARD OF EDUCATION
PECOS INDEPENDENT SCHOOL DISTRICT
PECOS SCHOOLS BOARD ROOM
PECOS, NEW MEXICO
JANUARY 21, 2020
6:00 P.M.
CALL TO ORDER ---------------------------------------------------------------------------- 1
ROLL CALL ----------------------------------------------------------------------------------- 1
APPROVAL OF AGENDA ------------------------------------------------------------------ 2
PUBLIC COMMENTS ----------------------------------------------------------------------- 2
SWEARING IN OF NEW BOARD MEMBERS (Judge Christian Montano I.) ------- 2
ANNUAL DETERMINATION FOR INDIVIDUALS WITH DISABILITIES
EDUCATION ACT ---------------------------------------------------------------------------- 3
NMSBA BOARD INSTITUTE-January 23-25, 2020 ------------------------------------ 3
UNIT/DIRECTOR REPORTS --------------------------------------------------------------- 3-5
BUSINESS REPORT ------------------------------------------------------------------------- 5-6
CONSENT AGENDA ------------------------------------------------------------------------ 6
➢ Check Register for the Month December 2019
➢ Cash Transfer(s), BAR’s (if any) and Journal Entries
➢ Minutes of the Regular Board Meeting-December 17, 2019
SUPERINTENDENT’S REPORT ----------------------------------------------------------- 7-8
POLICY ------------------------------------------------------------------------------------------ 8 ➢ 2nd Reading-NMSBA Policy Services Advisory
➢ No. 203-JLCE–Medical Care Management (Diabetes Management)
ACTION ITEM(S) ----------------------------------------------------------------------------- 8-10
➢ Approval/Disapproval of NMSBA Policy Services Advisory
➢ No. 203-JLCE–Medical Care Management (Diabetes Management)
➢ Correction of Policy BDA (substituting the month of January for March-as per legislative
change)
➢ Reorganization of the Board
OTHER ------------------------------------------------------------------------------------------ 10
ADVANCE PLANNING --------------------------------------------------------------------- 10
EXECUTIVE SESSION ---------------------------------------------------------------------- 10
ADJOURNMENT ----------------------------------------------------------------------------- 11
MINUTES
Regular Meeting
Pecos Board of Education
Pecos Independent School District
Pecos, New Mexico
Pecos Schools Board Room
Pecos, NM
January 21, 2020
6:00 P.M.
PLEDGE OF ALLEGIANCE
CALL TO ORDER
The Board President, Mr. Harold J. Garcia called the meeting to order @ 6:03 p.m.
MEMBERS PRESENT
Mr. Harold J. Garcia, Board President
Mr. Michael Flores Sr., Board Secretary
Ms. Darlene Ortiz, Board Member
Ms. Angelica Varela, Board Member
Mr. Charlese Vigil, Board Member
Mr. Fred Trujillo, Superintendent
MEMBERS ABSENT
None
OTHERS PRESENT
Wanda C de Baca Kathy Ortiz Jolene C de Baca Debra Sena-Holton
Rosie Quintana Aaron Ortiz Stephanie Vigil Lenora Quintana
Gloria Ruiz Marlene Vigil Brittany Vigil David Ortiz
Martina Tapia Mike Lister Leona Shaw Christian Montano I.
Joe Padilla Theresa Padilla Juan Varela Kristen Encinias
Jessica Gutierrez Emily Ortiz Anthony Armijo Willie Trujillo
Janice Varela Brenda Gallegos Melissa T. Valencia-Flores
Regular Board Meeting
January 21, 2020
Page 2
APPROVAL OF AGENDA
Based on Superintendent Trujillo’s recommendation, Secretary Flores motioned to approve the
amended agenda-addition of H. Reorganization of the Board to Item #12.-Action Items, seconded
by Member C Vigil. Motion carried unanimously, 5-0.
PUBLIC COMMENTS
Ms. Gloria Ruiz, Parent congratulated new Board Members for their appointment, expressed her
excitement in working with the Board & Superintendent in moving the district forward and seeing
some amazing results over the course of their term. She offered her support, advised on looking at
best practices around the state and places that have pushed the limits, resulting in great things for
their students. She commented on funding and concentrated resources associated. Ms. Ruiz
encouraged evaluating what is taking place in the classroom and provide an explanation for the gap
in data. She referenced the New Teacher Project, TNTP-Opportunity Gap Report and mentioned
ideas & practical strategies to improve school experiences (topics touched upon). She expressed
her point of view on the district’s capability, acknowledged her confidence in the community & the
Board and offered her services as a resource.
Ms. Janice Varela, Commissioner/Community Member welcomed new Board Members, expressed
appreciation for the opportunity and announced her presence as a neighbor and County
Commissioner, representing the district. She presented her intention to work in partnership with the
Board to help advance the community and students. She wished the Board & New Board Members
well in their endeavors, noted good things are transpiring in the county and community. Ms. Varela
extended her congratulations and offered herself to assist the school and students, noting if she can
be of assistance. She thanked the Board for their service and what they do.
SWEARING IN OF NEW BOARD MEMBERS (Judge Christian Montano)
Superintendent Trujillo recommended swearing in new Board Members individually, providing
individuals & their family opportunity for single induction and picture opportunities etc.
Judge Christian Montano I. conveyed it was an honor to be in attendance and serve this part of the
community. He remarked on challenges of being a Magistrate Judge, noted he makes time to be
here and welcomed requests/invites. He administered an oath of office to Newly Elected School
Board Members Darlene Ortiz, Charles Vigil & Angelica Varela. Judge Montano expressed
appreciation for the opportunity.
Secretary Flores welcomed new members on-board.
Regular Board Meeting
January 21, 2020
Page 3
ANNUAL DETERMINATION FOR INDIVIDUALS WITH DISABILITIES EDUCATION
ACT
Superintendent Trujillo assigned the presentation to Ms. Martina Tapia, Support Services Director.
Ms. Martina Tapia, Support Services Director noted the reporting of the Annual Determination by
the Individuals with Disabilities Act and announced Pecos Schools met requirements in all 17
indicators. She conveyed the indicators are based on the STAR’s Reporting Data, which is reported
on the 20th, 40th and 80th Day. She noted requirements met within the different 17 categories is the
highest level that can be met.
Superintendent Trujillo mentioned a copy is available for review. He congratulated the Special
Education Department, remarked on the compilation of data & compliancy issues and thanked the
department for an outstanding job.
NMSBA BOARD INSTITUTE-January 23-25, 2020
Superintendent Trujillo announced the upcoming conference, pointed out the venue and reviewed
the conference schedule of events. He noted the paid registration is through Saturday, announced
the bulk of the training is Friday & Saturday and conveyed the approved sessions will apply to the
required five hours of mandatory training per year.
UNIT/DIRECTOR REPORTS
Middle School
Secretary Flores inquired on the return of the Math Instructor. Superintendent Trujillo responded to
the inquiry, confirming her return.
High School
President Garcia requested a homecoming report. Ms. Gutierrez replied to the request, informing all
went well and gave feedback on the events-bonfire, parade, games and homecoming dance.
President Garcia asked if there were any D & F concerns. Ms. Gutierrez answered the question,
replying none. She informed of a student’s past ineligibility (since the previous year), to include
NMAA ineligible and reported their fulfillment of requirements the prior and current week. She
recognized the student’s efforts and conveyed how proud she is of the student.
Regular Board Meeting
January 21, 2020
Page 4
Member Ortiz thanked Mr. Lister, Ms. Gutierrez and Ms. Sena for enduring harsh weather conditions
while fulfilling their duties, noted their efforts did not go unnoticed and expressed appreciation for their
labors.
Member Vigil inquired on the number of Spelling Bee participants. Ms. Sena replied to the inquiry,
reporting 47 and notified the Spanish Spelling Bee takes place in February.
Member Vigil asked if Accelerated Reader is incentive driven. Ms. Sena responded to the question,
answering no. She informed Core Curriculum Wonder Assessments are utilized and noted the
advantage of teachers utilizing the computer lab to assess during the week. She acknowledged
incentives have not been put into practice and announced teachers make use of MobyMax. Member
Vigil recommended looking further into based on past success.
Member Vigil requested principals include infractions on future discipline reports.
Member Vigil inquired on report outs by Unit Directors. Superintendent Trujillo answered the inquiry,
responding no. He informed the reports are based on what was provided in packets. He notified they
will present on the new 90 Day Plans during the February Meeting.
Member Vigil articulated he didn’t have anything to look at for Middle School.
Member Vigil referenced Scholarship announcements /communication mentioned and questioned if
additional support is being provided to Seniors. Ms. Gutierrez responded to the inquiry, announcing
outreach/events commence in January, she reported the college/universities and National Guard have
already addressed students, presenting opportunities available to them. She mentioned upcoming
scheduled visits by LANL, UNM and NMSU Representatives. Ms. Gutierrez announced FASFA Night
was occurring at the moment in time and conveyed a FASFA Night has been held every month for
Seniors.
Member Vigil inquired on student access to the Counselor. Ms. Gutierrez replied to the inquiry,
conveying students are in access and pointed out the Seniors have been proactive in making an
approach. She noted degree checks are happening.
President Garcia inquired on the next ACT Testing. Ms. Gutierrez responded to the inquiry,
announcing February. Member Vigil asked on the number of students who have signed up. Ms.
Gutierrez answered the question, responding since the assessment is not on site the information is
unknown and informed the number is known when the test is administered onsite. Member Vigil
requested future reports include the number of students and the assessment location.
Member Varela inquired on the ACT Preparation Course. Ms. Gutierrez answered the inquiry,
notifying the initiative was supported through GEAR UP funds.
Superintendent Trujillo acknowledged the program termination, mentioned carryover funds were
received this year and identified the focus areas concentrated on were FASFA & one-time limited
college trips. He made known Ms. Encinias position on the New Mexico ACT Council, mentioned her
ability to create an on-line account as a preparation training tool and pointed out the content included.
Regular Board Meeting
January 21, 2020
Page 5
He remarked on the cost associated with the course and noted other resources are now available.
Superintendent Trujillo presented his recommendation in setting up those interested on the ACT portal.
Ms. Gutierrez announced the SAT has become the official statewide standardized test for high school
Juniors, noting now a graduation requirement and conveyed an SAT Prep Class was also created for
Juniors to support students.
Member Varela inquired on the administration of the ASVAB. Ms. Gutierrez replied to the inquiry,
informing the test was already taken and mentioned another assessment opportunity will be made
available in the future. Member Vigil requested future reports include the number of students testing.
Member Vigil announced information was received on the New Mexico School Boards Association
Scholarships, noted he hadn’t seen a district student receive the scholarship and referenced the selection
of student a per district, based on the publication. He conveyed the information will be passed on for
further review by the Counselor. Superintendent Trujillo reported information on the initiative is
forthcoming, confirmed the district has had a recipient and explained in detail the process in selecting
the application nomination.
BUSINESS REPORT
FINANCIAL STATUS
Ms. Brenda Gallegos, Finance Director announced the Cash Report within Board Packets is the
report that gets submitted to NMPED at the end of January. She noted the enclosed report is what
has been provided to the Board the duration of her employment and asked them to inform her of any
specifics they would like included in the reports. She summarized the Payroll and Accounts Payable
Report, Check Register for the Month of December 2019, Cash Transfers/BAR’s, Internal BAR’s
and Journal Entries.
Member Vigil requested a cheat sheet that includes detailed supporting documentation, to assist in
understanding where money is being spent. Ms. Gallegos acknowledged the request, proposing he
contact her prior to the meeting so she may retrieve the record(s) in question.
Ms. Gallegos notified the Board of their duties and responsibilities as a new Board, the oversight of
an Audit Committee and Budget & Finance Committee. She explained the role for each; the
responsibility of the Audit Committee is overseeing the Audit and being part of the Audit at the
appropriate time and the Budget & Finance Committee will come by Central Office, randomly pull
records and ensure the supporting documentation is present/attached.
Member Vigil expressed his desire in receiving confirmation from the Budget Analyst assigned to
the district, at the state level. He conveyed he didn’t doubt the abilities & expertise of the Finance
Director and acknowledged he wanted the order of business to be determined and defined at that
level. He recommended arranging a meeting with the Budget Analyst to explain in further detail.
Regular Board Meeting
January 21, 2020
Page 6
Ms. Gallegos commented on the recommendation, notifying the Budget Analyst could not assist in
the manner asked for. She noted she (Ms. Gallegos) reports to a Budget Analyst at the state level
and to different individuals on Federal Funds, who have different people assigned for each of the
funds. She disclosed the submission of the reviewed BAR’s will be to two different people,
explained the evaluation process in detail and pointed out the analysis verification is the
confirmation Member Vigil is seeking.
Member Vigil inquired on the role of the Budget Analyst. Ms. Gallegos responded to the inquiry,
citing oversight of the operational fund, overlooks the Operational Budget and verifies her reporting
to the Bank Statement.
Member Varela inquired on the reason for the Budget Adjustment. Ms. Gallegos replied to the
inquiry, explaining the modification and reviewed the work sheet. She noted some adjustments may
be negative and reported any time there is a change to the budget outside of functions it requires
Board approval & NMPED approval.
CONSENT AGENDA
Superintendent Trujillo explained the review and approval process for the area under
discussion/presented.
Check Register for the Month of December 2019
Cash Transfer(s), BAR’s (if any) and Journal Entries
Minutes of the Regular Board Meeting-December 17, 2019
Member Ortiz requested the Minutes are transcribed with added detail/information. Superintendent
Trujillo commented on the request, indicating it’s the desire of the Board and acknowledged, in
review of the Open Meetings Act the formation may be very detailed or generalized. He deemed
verbatim unnecessary and touched on exceeding the allowable time to develop. He read through
the Open Meetings Act, identifying the law in regards to the Minutes. Superintendent Trujillo
proposed meeting with associated parties to discuss the expectation of the new Board.
Based on the Superintendent’s recommendation, Secretary Flores moved to approve the Check
Register for the Month of December 2019, Cash Transfer(s), BAR’s- #14 & #15, Internal BAR’s,
Journal Entries and Minutes of the Regular Board Meeting-December 17, 2019, seconded by
Member Ortiz. Motion carried as follows: D Ortiz-yes, C Vigil-yes, A Varela-no, M Flores-yes and
H Garcia-yes. Motion passes, 4-1.
Regular Board Meeting
January 21, 2020
Page 7
SUPERINTENDENT’S REPORT
Superintendent Trujillo noted his report was also provided and offered to entertain any questions.
Member Vigil inquired on the omission of the Golden Panther from the agenda and asked for
reasoning. President Garcia responded to the inquiry, reporting there was no funding to support the
initiative for the month. He recommended discussing the continuance during the Agenda Item-
Other.
Superintendent Trujillo mentioned a meeting with the Pecos Valley Medical Center-Presbyterian
Medical Services and announced the reopening of the school base health center on February 12,
2020.
Member Ortiz requested explanation of the school base health center. Superintendent Trujillo
replied to the request, reporting the district entered into an agreement in the past with PVMC to
provide students with an opportunity to seek additional services/assistance beyond the school nurse
if needed. He informed on professional staffing that will be made available and noted billing will
be processed through the child’s insurance/Medicaid and not through the district. He identified the
basis for the initiative, keeping students in school. Superintendent Trujillo presented the idea of
taking a tour of the facility during the upcoming Work Session.
Member Vigil inquired on the purpose of the meeting with Senator Stefanics. Superintendent
Trujillo responded to the inquiry, specifying Capital Outlay and stated he informed of the meeting
in the Work Session. He noted the requests presented were $58,000.00 for heating & cooling units
and $20,000.00 for new band equipment.
Member Vigil inquired on the Pecos Canyon Meeting. Superintendent Trujillo replied to the
inquiry, reporting the Pecos-area drilling plan. He announced the Auditorium is often requested by
the Forest Service to house their meetings and conveyed the invite was sent to him in which he
extended to the Board.
Member Ortiz recognized Superintendent Trujillo for his communication efforts in the distribution
of information in relation to Equity Councils by way of the Martinez/Yazzie Case. Superintendent
Trujillo conveyed a follow up is forthcoming as direction is received from NMPED and declared
the topic of discussion is immense with Legislative Session occurring. He announced 6 responses
were received expressing interest, noting community members & mostly parents. He briefed on his
intent to solicit additional community members and staff members, with a target of a 10-15
membership.
Member Vigil noted the Superintendents attendance of the National Superintendent’s Conference in
San Diego and questioned regular attendance of conferences. Superintendent Trujillo answered the
question, confirming his attendance of the National ACT Conference, Administrator Conferences,
and National School Boards Association Conference, noting a scheduling conflict with the current
years Superintendent National Conference, confirming his attendance is based on the consensus of
the existing Board at the time. He notified the SNC is driven towards instruction and leadership.
Regular Board Meeting
January 21, 2020
Page 8
Member Vigil requested explanation of the Maintenance goals referenced in the report.
Superintendent Trujillo responded to the request, pointing out improvements/enhancements to the
department such as the purchase of equipment, training opportunities within qualifications and
hiring individuals with specific skill sets.
Member Vigil pointed out Steve Q’s Plumbing & Drain listing on the December Check Register, in
retrospect to Superintendent Trujillo’s response. Superintendent Trujillo explained the expenditure
is a result of a job beyond the basic repair & expertise of the department.
Member Vigil referenced an Electrician payment also listed, conveyed that kind of job at that rate is
a little pricey and questioned the nature of the work for the listed amount. Superintendent Trujillo
replied to the question, reporting ballast replacement & LED conversion throughout the district and
electrical related repairs to reznor & heating units. He explained the cost savings in utilizing
individuals under bid in comparison to rates of an outside source.
Superintendent Trujillo reported the bid rates of the plumber and electrician are under $100.00.
POLICY
2nd Reading-NMSBA Policy Services Advisory
➢ No. 203-JLCE–Medical Care Management (Diabetes Management)
Member Vigil inquired on the school base clinic partaking with the management. Superintendent
Trujillo replied to the inquiry, conveying they may assist with training and gave emphasis on
utilizing the district nurse, her contacts and resources.
ACTION ITEM(S)
APPROVAL/DISAPPROVAL OF NMSBA POLICY SERVICES ADVISORY NO.203
Based on Superintendent Trujillo’s recommendation, Member Vigil moved to approve NMSBA
Policy Services Advisory-No.203-JLCE–Medical Care Management (Diabetes Management),
seconded by Member Ortiz. Motion carried unanimously, 5-0.
Regular Board Meeting
January 21, 2020
Page 9
CORRECTION OF POLICY BDA (substituting the month of January for March-as per legislative
change)
Based on Superintendent’s recommendation, Secretary Flores moved to approve Correction of
Policy of BDA (substituting the month of January for March-as per legislative change), seconded
by Member Vigil. Motion carried unanimously, 5-0.
Superintendent Trujillo reported each policy calls for two readings prior to the implementation into
policy.
REORGANIZATION OF THE BOARD
INSTALLATION OF THE BOARD PRESIDENT
President Garcia entertained nominations for the office of the President of the Pecos Independent
School District Board of Education. Member Varela nominated Member Ortiz, Secretary Flores
nominated Mr. Garcia and both accepted the nominations. Motion carried as follows for Member
Ortiz nomination: D Ortiz-yes, C Vigil-yes, A Varela-yes, M Flores-no and H Garica-yes. Motion
passes, 4-1. Motion carried as follows for H Garcia nomination: D Ortiz-no, C Vigil-no, A Varela-
no, M Flores-yes and H Garica-no. Motion failed, 1-4.
INSTALLATION OF THE VICE-PRESIDENT
President Ortiz entertained nominations for the office of Vice-President of the Pecos Independent
School District Board of Education. Member Varela nominated Member Vigil, who accepted the
nomination. Motion carried unanimously, 5-0.
INSTALLATION OF THE SECRETARY
Board Ortiz entertained nominations for the office of Secretary of the Pecos Independent School
District Board of Education. Vice President Vigil nominated Member Varela, who accepted the
nomination. Motion carried unanimously, 5-0.
INSTALLATION OF AUDIT COMMITTEE
Board Ortiz entertained nominations for the Audit Committee of the Pecos Independent School
District Board of Education. Vice President Vigil nominated President Ortiz, Secretary Varela
nominated Member Garcia and both accepted. Motion carried as follows: C Vigil-no, A Varela-
yes, M Flores-yes, H Garcia-yes ad D Ortiz-yes. Motion passes, 4-1.
Regular Board Meeting
January 21, 2020
Page 10
INSTALLATION OF BUDGET & FINANCE COMMITTEE
Board Ortiz entertained nominations for the Budget & Finance Committee of the Pecos
Independent School District Board of Education. Vice President Vigil nominated Member Flores,
President Ortiz nominated Vice President Vigil and both accepted. Motion carried unanimously for
both nominations, 5-0.
OTHER
Member Garcia proposed the continuation of discussion to resume with the monthly Golden
Panther Award and Golden Panther Scholarship.
Vice President Vigil confirmed receipt of the Scholarship Criteria and advocated developing
criteria for the Golden Panther Award for Students & Staff. Superintendent Trujillo presented his
recommendation to reassess/develop during the February Work Session.
ADVANCE PLANNING
➢ NMSBA Board Member Institute-January 23-25, 2020, Eldorado Hotel, Santa Fe, NM
➢ Board Work Session-February 6, 2020, 3:30 pm, Pecos Schools Board Room
➢ Regular Board Meeting-February 18, 2020, 6:00 pm, Pecos Schools Board Room
EXECUTIVE SESSION
At, 7:15 p.m., Member Garcia made a motion to enter into executive session to discuss limited
personnel matters and/or pending litigation as per NM Statutes Article 15 Open Meetings 10-15-1
Subparagraph H (2 & 7), seconded by Member Flores. Action item as a result of executive session
if necessary. Motion carried unanimously, 5-0.
At 8:42 p.m., Member Garcia made a motion to reconvene from executive session, seconded by
Secretary Varela. Motion carried unanimously, 5-0.
