Minutes July 25, 2023 Regular Meeting
Posted on 08/09/2023
LOS LUNAS SCHOOLS BOARD OF EDUCATION
REGULAR MEETING
JULY 25, 2023
1. CALL TO ORDER
Ms. Garcia called the Los Lunas Schools Board of Education meeting to order at 6:18 pm.
Ms. Garcia welcomed those who were participating in the board meeting in person and those watching the board meeting via livestream on YouTube. Ms. Garcia added that, as a reminder, the link to the meeting was on the District’s webpage, under the Board of Education page. She stated that the streaming would run through the end of the meeting, and, in the event there was a disruption in the audio portion, she would pause the meeting until it was reestablished.
LLS BOE Members Present:
Tina Garcia, President
P. David Vickers, Vice President
Bruce Bennett, Secretary
Bryan C. Smith, Member
Eloy Giron, Member
Administrators Present:
Dr. Deborah Elder, Interim Superintendent
Brian Baca, Deputy Superintendent
Susan Chavez, Chief Student Services Officer
Andrew Saiz, Chief Personnel Officer
Sandy Traczyk, Chief Finance Officer
Cathy Chavez, Dir. of Special Programs
Karla Dow, Dir. of Assessment Innovations & Accountability
Katherine House, Dir. of Elementary Learning Innovations
Michelle Romero, Dir. of Purchasing
Elena Trodden, Dir. of Language Learning Innovations
Jacqueline Kelly-Romero, Dir. of Special Projects
Clair Toledo, Principal, Century High School
Albert Aragon, Principal, Valencia High School
Eric Tiger, Principal, Los Lunas High School
Joann Carter, Principal, Valencia Middle School
1. CALL TO ORDER (Continued)
Administrators Present:
Lisa Begay, Principal, Ann Parish Elementary
Teri Gough, Interim Principal, Katherine Gallegos Elementary
Deanna Herrera, Principal, Bosque Farms Elementary
Matthew Pendrak, Principal Los Lunas Elementary
Amy Viramontes, Principal, Peralta Elementary
Monica Rivera, Principal. Tomé Elementary
Suzy Chavez, Principal Valencia Elementary
Carlos Castillo, Business Officer Supervisor
Paul Carter, Asst. Principal, Valencia High School
Jennifer Otero, Asst. Principal, Valencia High School
Chelsey Servantes, Asst. Principal, Valencia High School
Sheresa Jaramillo, Asst. Principal, Valencia Elementary
Sara Graf, Asst. Principal, Desert View Elementary
Jacqueline Farrell, Asst. Principal, Tomé Elementary
Others Present:
Roxie De Santiago, Esq. Walsh Gallegos
Tom Sullivan, Supt. Search Consultant Team
Bobbie Gutierrez, Supt. Search Consultant Team
Dr. Linda Paul, Supt. Search Consultant Team
Approximately ten (10) additional individuals were in attendance.
A range of 10 - 44 individuals watched via live streaming.
2. ANNOUNCEMENT OF MEETING
Ms. Garcia asked Dr. Elder to announce the meeting. Dr. Elder reported the meeting had been announced in accordance with the LLS Open Meetings Resolution, and, it was a legally constituted meeting of the Los Lunas Schools Board of Education.
3. PLEDGE OF ALLEGIANCE
Tom Sullivan, Superintendent Search Consultant, led the audience in the Pledge.
4. APPROVAL OF AGENDA
Ms. Garcia asked Dr. Elder if there were any changes or deletions to the agenda. There being none, she called for a motion.
Mr. Smith moved, and Mr. Bennett seconded, to approve the agenda as presented.
Ms. Garcia stated that they had a motion by Mr. Smith, and a second by Mr. Bennett, to approve the agenda as presented. Ms. Garcia asked if there was any discussion before she called for a vote.
There being no discussion, Ms. Garcia called for a vote with the following results: Eloy Giron – yes; Bruce Bennett – yes; P. David Vickers – yes; Bryan C. Smith – yes; and Tina Garcia – yes. The motion to approve the agenda as presented passed: 5:0.
Ms. Garcia announced that the agenda was approved as presented.
5. REPORT ON CLOSED SESSIONS: Held on July 25, 2023
Ms. Garcia stated that, as announced and posted in accordance with the NM Open Meetings Act and the LLS Board of Education’s Open Meetings Resolution, a quorum of the Los Lunas Schools Board of Education participated in two Closed Executive Sessions both held that day, July 25, 2023. Discussion in Closed Executive Sessions was regarding the following topics: Closed Executive Session #1 Discussion Regarding Limited Personnel; Specifically, Interviews with Superintendent Finalists {Pursuant to 10-15-1 H (2) of the NM Open Meetings Act}; and Closed Executive Session # 2. Regarding Limited Personnel Issues: Specifically, Review of Superintendent Finalists {Pursuant to 10-15-1 H (2) of the NM Open Meetings Act}
Ms. Garcia affirmed that no other topics were discussed, nor was any action taken while in the Closed Executive Sessions.
6. PUBLIC COMMENT (In Accordance with Board Policy B-2150 Public Address to the Board)
There were no requests to address the Board.
7. APPROVAL OF CONSENT ITEMS (*Items for Consideration for Consent)
Ms. Garcia called for a motion.
Mr. Smith moved, and Mr. Giron seconded, to approve all of the action items on the consent agenda. There being no discussion, Ms. Garcia called for a vote regarding the consent items with the following results: Eloy Giron – yes; Bruce Bennett – yes; P. David Vickers – yes; Bryan C. Smith - yes; and Tina Garcia – yes. Motion regarding the consent items passed: 5/0.
8. APPROVAL OF MINUTES*
A. July 11, 2023 Closed Executive Session (Approved by Consent)
B. July 11, 2023 Regular Board Meeting (Approved by Consent)
9. PUBLIC ACTION AS NEEDED REGARDING DISCUSSION HELD IN CLOSED EXECUTIVE SESSION: Superintendent of Los Lunas Schools
Ms. Garcia stated that she would like to thank the finalists and the candidates who applied for the superintendent position. The decision was very difficult. She wanted to also thank everybody who participated in getting their interviews and advisory committees together. She thanked the group that worked with them and guided them through this process, and thanked them for working with them and getting them to that step. Ms. Garcia said she wanted to thank the people in Central Office who did a lot of work and planning of getting everybody onboard. They made their interviews that day very comfortable. Ms. Garcia stated that she definitely wanted to thank the people in their food services. She said that they had eaten very well, and they’d taken very good care of them there as well as, she knew the Maintenance Department had also helped with setting up the rooms. Ms. Garcia stated that she just wanted to again thank everybody that had worked to do what had to be done, and for getting them to where they were that day.
9. PUBLIC ACTION AS NEEDED REGARDING DISCUSSION HELD IN CLOSED EXECUTIVE SESSION: Superintendent of Los Lunas Schools
Ms. Garcia stated that she would accept a motion to give the superintendent position to Dr. Ryan Kettler. She noted that the final terms would need to be negotiated by herself and the attorney. She then called for a motion.
Mr. Vickers moved, and Mr. Smith seconded, to offer the superintendent position to Dr. Ryan Kettler.
Ms. Garcia asked if the board members had any discussion.
Mr. Smith stated that he wanted to echo the fact that it was a really, really difficult decision. He was very, very impressed with the interview process. He was very, very impressed with the interview questions, and, the responses, to him, were outstanding. It was obvious that there were a lot of people that were concerned about the Los Lunas School District, and they wanted to come in and make a change. Mr. Smith said that it was a very, very, very difficult decision. It wasn't something that was done quickly. He wanted to make no mistake that, speaking for himself, he was going to hold that individual accountable to them (the audience) and to the students of this district, which were the most important asset they had in this community. Mr. Smith stated that he wanted to thank all of those that participated. He wanted to thank all of those that worked for Los Lunas Schools and he wanted them to know that they didn’t come upon that decision lightly, but they had the best interest of the district in mind, and they would them hold him accountable to them.
Mr. Giron stated that they’d spent a lot of time on this. They spent two days - they spent some time - two days to figure it out, in executive sessions. They didn't rush this thing, and he thanked those guys for that. He said he wanted the community to know the work they had put in – all of them. He said that he meant that he didn’t want to pat himself, he wanted to thank those guys for the work they put in - that meant a lot, because he was not leaving the county, and those guys did a good job. He thanked them for that. Mr. Giron stated that he also wanted the committee members that took time out of their day. They didn't get paid today – well maybe, some of them did, but, they put the effort into that. They put time into this. He added that he felt really good about the way they handled it. They didn't rush it. Mr. Giron stated that the last person he wanted to thank was Dr. Elder for keeping the ship headed in the right direction, and he thanked her for that.
9. PUBLIC ACTION AS NEEDED REGARDING DISCUSSION HELD IN CLOSED EXECUTIVE SESSION: Superintendent of Los Lunas Schools (Continued)
Mr. Bennett stated that he totally agreed. He said he’d like to thank all the committees that came together to do it, and everybody involved. He told Dr. Elder, that he wanted to thank her for holding on to the helm there. He added that it wasn't an easy decision, but, moving forward, he hoped it was probably, the best decision for the district, then reiterated his thanks to everyone.
Ms. Garcia stated she would just like to add, some of the things that she’d heard was that Los Lunas Schools was a premier district, and all of the applicants were excited to apply in our district. That was what she wanted - for them to be a premier district. They struggled, sometimes, with that, internally and externally, but she was also very pleased that this Board worked very professionally with each other to get to a resolution.
Ms. Garcia stated that she was so happy that Dr. Elder saw them through this process and stood by them while they got to this place and, again, she thanked everybody who played a role in getting them to their decision. There being no further discussion, Ms. Garcia called for the vote regarding the superintendent selection.
Ms. Garcia called for a vote with the following results: Eloy Giron - yes; Bruce Bennett – yes; P. David Vickers – yes; Bryan C. Smith - yes; and Tina Garcia – yes. Motion to name Dr. Ryan Kettler as the Superintendent of Los Lunas Schools passed: 5/0.
10. SUPERINTENDENT’S REPORT
A. Preparation for 2023-24 School Year
Dr. Elder reported that they were busy working, because kids were coming a week from that day, and they were ready.
10. SUPERINTENDENT’S REPORT
A. Preparation for 2023-24 School Year (Continued)
Dr. Elder then gave the following update:
• On Thursday, they would welcome back our educators.
• On Monday, July 31st at Valencia High School, they’d have their convocation, and she would like to thank, Principal Aragon and his staff for getting them ready for convocation. There theme that day would be beyond high school - PK to life ready. They would have guest speakers from community businesses to talk with their educators. They’d have a panel to talk with our educators about life after high school and what they wanted to see their employees come to them with. Making that whole life continuum, she thought was going to be really exciting.
• Their transportation department was ready and they were fully staffed with drivers. The link was up for bus routes for families.
• Food services was ready to have a lot of meals served free, wall-to-wall, district-wide, starting on Tuesday, August 1st.
• Maintenance had been working hard. It was hot, and they were starting in the summer, and it was warm, but maintenance was working really hard to make sure that all of our units were working. She noted that they did have a couple of units down, but they're just single instances, and didn’t have any instances of, like, a whole wing or anything like that.
• The summer facilities projects had all been completed, so they wouldn’t have kids going back into buildings that were still under construction and renovation.
• Their personnel department had been working very hard, and had processed lots of new staff this summer. Right now, had just ten openings. They had a week to go, and applications were coming in daily, so, they had high hopes to start as close to being as fully staffed as possible.
10. SUPERINTENDENT’S REPORT (Continued)
A. Preparation for 2023-24 School Year (Continued)
• They were working hard on their school supply initiative for free school supplies. They were coming in through the warehouse daily. The massive orders were placed months ago and were coming into the schools.
• Instructional materials were in the works, to make sure that students had access to their materials, both digitally and those that would be on paper on the first day of school, so they could begin learning day one.
• Athletics - The coaches gave lists of equipment that they needed. Equipment and uniforms for fall sports were ordered at the very beginning of the summer, again, according to what the coaches had said they needed.
• Students continued to register and, of course, the numbers would fluctuate the first few weeks of school. They would have kids that didn't show, and they’d have more kids come to register. Right now, enrollment was sitting a little bit over 8,000, which was about where they were at the end of the, of last school year, so she felt really good about our enrollment coming into this year.
• One thing they were unsure about was the impact of bridge lane closures and, so, they asked our community to be patient with traffic, and just have some grace those first few days.
Dr. Elder stated that, speaking of grace those first few days, she was so excited, this was the 30th time that she got to open school. It was her 30th year in education, and she would tell them, getting ready for the first day of school was, and had been, exciting 30 out of 30 times, and this year was no exception. They knew that they could anticipate that everything wouldn't be perfect the first day. They were going to have a lot of grace about that. People had been working hard, and they were going to be ready. She couldn’t wait to welcome our 8,000 students back a week from that day and to welcome our staff back on Thursday.
11. AUDIT STATUS REPORT
Chief Finance Officer, Sandy Traczyk, reported that they’d started the audit season. They had their Audit Committee set, including two board members, two community members, who served on it, along with herself, the superintendent, and representatives of the finance administration. The committee had met in June for the entrance meeting and they’d met in July to go over what to expect. Ms. Traczyk stated that the auditors had given them the PVC list of items they needed from the staff/administration. The Audit Committee would continue to meet monthly until mid-November, which was when the audit needed to be completed. When that was done, it would go to the State, and then once the State approved it, it would go to the Board for acceptance and then it would go out to the public
Mr. Vickers, the Audit Committee Chair, stated that there had been mention of the findings from the previous years, and noted that they had been dealt with and had been cleared. Ms. Traczyk affirmed that she had provided the needed information regarding the finds and believed both findings had been corrected.
There being no further discussion, Ms. Garcia noted that the item had been for informational purposes only.
12. APPROVAL OF RESOLUTION: 23-002 Resolution Regarding Real Property Lease for Cell Tower with Vertical Bridge Development, LLC, Site Location US-NM-5056, at Valencia Middle School* (Approved by Consent)
13. FINANCE COMMITTEE RECOMMENDATIONS* (Meeting Held July 18, 2023)
A. Reports for June 2023
i. Schedule of Checks Written (Approved by Consent)
ii. Cash on Hand (Approved by Consent)
iii. Investments on Hand (Approved by Consent)
iv. Monthly Budget Reports (Approved by Consent)
v. Revenue (Approved by Consent)
B. Approval of Budget Adjustment Request: 24175 Carl Perkins Unliquidated Obligations Supply Assets (Approved by Consent)
13. FINANCE COMMITTEE RECOMMENDATIONS* (Meeting Held July 18, 2023) (Continued)
C. Approval of Purchases
i. SchoolLinks Inc., for Learning Innovations Grade 8-12 College & Career Programing Platform 27552 Innovation Zone (Approved by Consent)
ii. Professional Development Co-teaching & Inclusive Practices with Dr. Cassandra Cole, Dr. James Robinson, Dr. Hardy Murphy 25153 Medicaid (Approved by Consent)
D. Approval of General Contract: Approval of Purchases Exceeding 60k for FY24
i. District Bulk Fuel (Approved by Consent)
ii. Commodity Processing (Approved by Consent)
iii. Food Services Products (Approved by Consent)
E. Approval of RFP: 2023-005 Award Recommendation for Student Mental Health Services (Approved by Consent)
F. Approval of RFP: 2024-001 Award Recommendation for Cold Beverage Vending Services (Approved by Consent)
G. Approval of Resolution: 23-003 for NMDOT 2023-24 Parking Lot Rehabilitation No. HW2-L300350 (Approved by Consent)
H. Approval of MOU: Between The Valencia County Foster Grandparent Program & Los Lunas Schools (Approved by Consent)
14. NEW BUSINESS: Board Member Requests for Topics for Upcoming Board Work Sessions and/or Board Meetings
Ms. Garcia noted that this item was for items board members would like to see on upcoming meetings or work sessions. She asked the board members if they had anything they’d like to be added.
Mr. Giron said that he would like Ms. Garcia to schedule a work session in the near future with the new superintendent. Ms. Garcia asked if Mr. Giron wanted her to provide dates by the next meeting, or, would he like it to be on the agenda and they discuss starting dates. Mr. Giron said he hoped that she could poll the board members and come up with dates. She affirmed she would do so.
14. NEW BUSINESS: Board Member Requests for Topics for Upcoming Board Work Sessions and/or Board Meetings (Continued)
Mr. Smith said that he had some policy-related ones but he would verify the numbers and send that to her as soon as he could. She thanked him and said the first meeting in August was primarily for policy. At his request, Dr. Elder stated the policies that were up for consideration were C and F.
Ms. Garcia told the board members to let her know if they had other topics as soon as possible. They would be finalizing the agenda that week.
15. ANNOUNCEMENT OF MEETINGS
Ms. Garcia stated that took them to Item # 15. ANNOUNCEMENT OF MEETINGS. She added that, as allowed by the NM Open Meetings Act and the District’s Open Meetings Resolution, on occasion, a quorum of the board members would attend the same function, including those held at school sites, as well as, sports functions, conferences, workshops, and trainings, including beginning of the year activities and ceremonies. Board members would refrain from discussing and/or acting on LLS Board issues in those settings. In addition, only official meetings were published, and if other meetings were scheduled, they would be announced in accordance with the Open Meetings Act.
Ms. Garcia then announced the following meetings:
• July 31, 2023 LLS District Convocation Valencia High School 8:00 am 310 Bonita Vista Blvd. Los Lunas, NM 87031 (Quorum May Be In Attendance)
• August 8, 2023 Regular Board Meeting CO Board Room 6:00 pm
• August 15, 2023 Finance Committee CO Board Room 3:00 pm
• August 15, 2023 Audit Committee CO Board Room 4:00 pm (Attendance by Invitation Only)
• August 15, 2023 Board Work Session CO Board Room 5:00 pm Topic: District Facility Master Plan (Quorum in Attendance)
• August 22, 2023 Regular Board Meeting CO Board Room 6:00 pm
16. ADJOURNMENT
Ms. Garcia stated that brought them to Item #16. ADJOURNMENT. She then called for a motion to adjourn the meeting.
Mr. Smith moved, and Mr. Bennett seconded, to adjourn the meeting. There being no discussion, Ms. Garcia called for a vote with the following results: Bruce Bennett – yes; Eloy Giron – yes; Bryan C. Smith – yes; P. David Vickers – yes; and Tina Garcia – yes. Motion to adjourn the meeting passed: 5/0.
The meeting was adjourned at 6:41 pm.
Approved this 8th day of August 2023.
Tina Garcia, Board President
Bruce Bennett, Board Secretary