CENTRAL CONSOLIDA TED SCHOOL DISTRICT District Administration Complex

P.O. Box 1199, Shiprock, NM 87420 US Hwy 64 Old High School Rd

Administration· 505-368-4984 • Fax 505-368-5232

Weaving Traditional Wisdom and Modern Knowledge

WORK SESSION

Shiprock Board Room, Shiprock, New Mexico March 10,2016 - 6:30 p.m.

School Board Members

Charlie T. Jones, Jr., President Ruthda W. Thomas, Vice-President Christina 1. Aspaas, Secretary Adam 1. Begaye, Member Randy Manning, Member

I. ROUTINE MATTERS

MINUTES

Administrators

Dr. Colleen W. Bowman, Interim Superintendent Pandora Mike, Deputy Superintendent Dr. George Schumpelt, Director of Legal Services & School Board Policy

Eric James, Director of Operations Herbie Clichee, Director of Finance Eric James, Director of Operations

A. Board President, Charlie T. Jones, Jr. the meeting to order at 6:35 p.m.

II. STUDENT, STAFF, AND COMMUNITY RECOGNITION

A. Dr. Rebecca Benedict recognized Steve Carlson for Grace B. Wilson Elementary School High Standards of Educational Excellence.

B. Josh Nacki, Assistant Coach gave an update on Wrestling season, qualified wrestling in the State Tournament, and thanked the Board for recognizing the Wrestling Team.

III. COMMENTS FROM THE AUDIENCE

No Conunents from the Audience

IV. REPORTS

A. Eric James, Director of Operations introduced Natalie Stark and Don Laret of San Juan College High School. The presentation talked about a school for students who are seeking a nontraditional education experience. Eleventh Early College High School in the State of New Mexico, First in San Juan County, and Serve Aztec, Bloomfield, CCSD, and Farmington Students. Student will graduate from SJCHS with a High School Diploma and an Associate's Degree or up to 60 credit hours of college coursework.

Work Session 2 March 10,2016

B. Herbie Clichee, Business Manager introduced Terry Ogle, CPA of Accounting & Financial Solutions who was on a conference call presented the FY 14-15 Audit Report. Ms. Ogle explained the Independent Auditor's Report on Basis for Disclaimer of Opinion, Findings related to Financial Statements. Dr. Bowman commented that the Audit Findings with direct lack of internal control and did not follow the process and the quarterly reports being heavenly monitored by the state department, and Herbie Clichee has to tum in the audit to the State Auditors next week on Thursday. Adam Begaye, Board Member agreed with After the Fact support. Randy Manning, Board member commented that this is the worst audit this district has seen and it will affect the bonding and interest rates, major impact on the district, and the board will be hold accountable. Herbie Clichee thanked the Board and Dr. Bowman for their support in the finance department. Christina Aspaas, Board Secretary commented on the audit presentation and would like to have Terry Ogle present in person and to have the document for the audience to review. Ms. Aspaas also commented the After the Facts responsibilities and roles. Dr. Bowman commented that the After the Fact will be taken out of your pocket of your paycheck. Mr. Manning also stated if this happens, you have to report to the Board the first time, the second time you payout of your paycheck, third time you are gone. The Audit books will be available on the district website after board approval.

C. Sasha John, Payroll Clerk introduced Nila Moore, Vice-President of Competitive Benefit Administrators, presented the Third Party Benefits for Voluntary Options. Ms. Moore explained the program on education program to the employees on the 403(b) and 457(b) Plan, participate with the program, a letter was received from IRS for 2012 findings. Sasha John explained the IRS findings of 2014 letter received by IRS, closing agreement received from the IRS in February 29, 2016, the issued were Timely Adoption and Roth Contributions, the Facts, Relevant Law, Government Position, Resolving Issues, Correction Method, and Sanction Amount. Ms. Moore explained in detail, the document was in place and not signed on the adoption agreement, plan not properly in compliance, meaningful notice not given to the employees and document not being in place, the reason they fined the district $10,000. The Fifteen year catch up basically state the district needs records when it was first established, the IRS recommendation to by removing the Fifteen year catch up leave the plan in compliance. The district was notified in December 2014 and the IRS gives the district notice on the plans.

D. Fundraising Requests 1. Katie Gilbert, Dean of Students and Phyllis Wilson, Sponsor presented the fundraising request

for Senior Class of 2016, the funds will be generated by taking admission fees during the Tournament at Newcomb High School gym.

2. Katie Gilbert and Phillis Wilson also presented the fundraising request for Newcomb High School Junior class.

3. Cody Gilmore ofKCHS presented the fundraising request for Softball to sell Fan Cloth Gear for travel gear for the softball players.

4. Daryl DeMay, 15t Sergeant for KCHS presented the fundraising for 100th Anniversary Fun Run Pledges. The run will start from Shiprock High School to the Shiprock Pinnacle. The funds will raise funds for community service events, leadership activities and more. Dr. Benedict asked to revise the Pledge Form to show Shiprock High School to Shiprock Pinnacle and contact the Police Department to help guide the traffic and Cindy Charleston for first aid.

5. Greg Jenks of KCHS Football presented the fundraising Golf Tournament to raise funds for equipment.

6. Leonel Camacho, Golf coach presented the fundraising request to sell Krispy Kreme Doughnut to purchase end of the year awards and other items.

Work Session 3 March 10,2016

E. Unique Trip Requests 1. Jeff Sagor, Gear Up Sponsor presented Student Travel for Gear Up to travel to Utah State

University, Eastern, Blanding Utah to visit college on March 17,2016. 2. Jeff Sagor also presented the Student Travel for Gear Up to travel to New Mexico Colleges

including UNM, Dona Anna Community College, NM Institute of Mining and Technology and Western NM University on March 29, 2016 through April 1, 2016.

3. Jeff Sagor presented the Student Travel for Gear Up to travel to Tempe, Tucson, Flagstaff, AZ and St. George, UT to visit universities and give students opportunity of awareness of their choice in higher education.

4. There was no representation from Shiprock High School MCJROTC. Vickie Lake presented the report but had no knowledge of the trip.

5. Vickie Lake, SHS VO-Ag teacher presented the Student Travel for Vo-Ag and FFA to travel to Houston, TX for the Senior High School Scholarship Welding Competition on April 13,2016 through April 18, 2016. The Board would like to see a detail itinerary. Dr. Bowman also mentioned that the VO-Ag truck will not be used for the trip. Adam Begaye, Board member suggested for Ms. Lake to keep the Board updated on the trip.

6. Melissa Roberts, Kirtland Elementary School Principal presented the 2nd Grade class to travel to Durango and Silverton Train Station to Cascade Canyon in Durango CO on April 27, 2016.

7. Amy John, Tse Bit Ai Middle School Science Teacher presented the student travel for Science Club to travel to Phoenix, AZ for State Science Fair on April 6, 2016 through April 9, 2016.

8. Danielle Jim, Mesa Elementary teacher presented the student travel to have her students travel to Antelope Canyon in Page, AZ on April 29, 2016 a one day trip. Ms. Jim also mentioned that 21 51 Century grant not allowable and would like to cancel the trip. Dr. Bowman mentioned that the school have funds to use and Herbie Clichee will check school budget for fieldtrip.

F. Lisa Lucero, Business Teacher at KCHS presented the NM Career Technical Leadership Project incentive program, this is not a grant. Advisors and chapters have completed flexibility in allocating the incentive funds for elements that will strengthen the local chapter, the incentive will be used to purchase a laptop and projector. Ms. Lucero also provided BPA placed at state in Albuquerque and qualified for the national conference in Boston in May 2016. Adam Begaye commended Ms. Lucero for her dedication and success with Kirtland business students.

G. Bryan Wardroup, Baseball coach of KCHS presented the donation for the Popcorn Popper machine to use in the concession stands and continue to raise funds for the baseball program. The softball team also use the concession stand. Dr. Rebecca Benedict will check with all high schools for the popcorn popper machines in their schools. Equity for Title IX and making sure we are in compliance. Andy Sanchez of Cuddy and McCarthy commented Title IX, take analysis of the benefit, approve donations for Title IX compliance. Herbie Clichee is working on equipment rotation. The Athletic Director will be in charge to assign out the Popcorn Popper. Mr. Jenks commented if the parents do not want the Athletic Director to be in charge of the donation, the donation goes back to the parent. Adam Begaye asked if the popcorn popper will be the inventory property of CCSD, Eric James responded only to $5000 and above or high interest item.

H. Greg Jenks presented the Navajo Mine Four Wing Salt Bush Award. Herbie Clichee will check on the funding, the fund has been deposited. The football team was chosen for seed collection from BHP, the award for $5000.00. Determine to accept the donation as specified, check with equity, offset separately with other funds, go back to the company and ask to use with other athletic funds

Work Session 4 March 10,2016

per Andy Sanchez. Dr. Bowman requested to get the background documentation from BHP and bring back to the Board on Tuesday for Board decision and it's in the best interest of the Athletic Directors and Coaches to understand fundraising information and Title IX training. Randy Manning suggest to have one booster club for one school and work together as an Athletic Department.

I. Melissa Maestas, EPO Coordinator presented the Memorandum of Understanding between Central Consolidated School District and Navajo Head Start. The MOU has been in place since July 1, 2015 and scheduled through June 30, 2019, since the new Superintendent the Navajo Head Start would like a updated signature on the MOU. A partnership to work with students up to age 5 and provide services for those students. Andy Sanchez asked to review the MOU for compliance with FERPA.

J. Cindy Charleston, Health & Wellness Specialist presented the School Superintendent Association (AASA) Mini Grant through Helping Kids Program. The mini grant help students with disadvantages basically social and emergency situation. Andy Sanchez commented once accepted the $2000 as public funds, can't give donate it to anybody as a charity. Dr. Bowman commented if the donation be used under the guidelines under Homeless Program.

K. Bernie Lewis, Instructional Coach Supervisor presented the High School ELA Adoption. Proposing with the High School Adoption, English teachers met and chose the Houghton Mifflin Harcourt Collection for the adoption for K -12. Houghton Mifflin Harcourt is on the approve state Adoption List. Adam Begaye asked what the district will do with the Pearson textbooks, a disk card process textbook done by Kristy Stock.

L. Dr. George Schumpelt, Legal Services and School Board Policy presented the School Volunteers policy. Dr. Bowman requested to remove the School Board Policy Section A - Foundation and Basic Commitments, in communication with NMSBA School Board Policy and request a Special meeting on the school board policy manual and get back in to compliance. The Volunteer Programs under Qualifications of Spontaneous Volunteers, third bullet "Good Health, moral character, dependability, and personal hygiene, remove "personal hygiene" as a separate section, also the same for Qualifications of Regular Volunteers, seventh bullet remove "personal hygiene" as a separate section. Under the section for Volunteers in School for Spontaneous volunteers shall, add "Check sex offenders' registry". Dr. Schumpelt will provide the edits on Tuesday, March 15th at the Regular School Board meeting. Dr. Bowman called area school districts on the procedures for School Volunteers and how they were handled.

M. Herbie Clichee, Director of Finance presented the Payment of Bills explained each section of Checks Written, Outstanding Check Listings, Check Listings, Vendor Listings, and Purchasing Cards. Board Secretary Christina Aspaas asked for expense for bomb threats. Dr. Bowman asked Eric James to get information on security expenses for Tuesday, March 15th Regular School Board meeting. Question on Navajo Housing Authority under Outstanding Check, offer payroll deduction for employees who live in Navajo Housing Authority. Board Secretary Christina Aspaas would like to see the contract for Teach For America, Dr. Bowman request to have a presentation at the next board meeting on Tuesday, March 15th

.

N. Herbie Clichee also presented the Budget Adjustments and Journal Entries and Bars Report. Ms. Clichee requested to void BAR 25147 Impact Aid Indian Education as other source will be used under Operational funds, request for support on equipment for the maintenance department, the drone was denied for possible air rights with the Navajo Nation.

Work Session 5 March 10,2016

O. Herbie Clichee also presented the Items Over $60,000 and requesting for approval from the Board.

P. Herbie Clichee presented the Monthly Fiscal Report for the Expenditures and Revenues.

V. CONVENE IN EXECUTIVE SESSION: DISCUSS LIMITED PERSONNEL MATTER RELATED TO PERSONNEL REPORT FROM INTERIM SUPERINTENDENT ON PERSONNEL SETLEMENTS, AS PERMITTED UNDER SECTION lO-lS-1(H)(2) OF THE NEW MEXICO OPEN MEETINGS ACT, COLLECTIVE BARGAINING, AS PERMITTED UNDER SECTION lO-lS-l(H)(S) OF THE NEW MEXICO OPEN MEETING ACT, AND COMMUNICATIONS WITH LEGAL COUNSEL REGARDING PENDING OR THREATENING LITIGATION RELATED TO THE SAME, PENDING FEDERAL LITIGATION AND UPDATE ON TRANSFERRED LEGAL MATTERS FROM PREVIOUS COUNSEL, AS PERMITTED UNDER SECTION lO-lS-1(H)(7) OF THE NEW MEXICO OPEN MEETINGS ACT

Dr. Bowman requested to move the last section with Legal Counsel regarding Pending or Threatening Litigation related the same, pending federal litigation and update on transferred legal matters from previous counsel, as permitted under Section 1 0-IS-1 (H)(7) of the New Mexico Open Meetings Act to Tuesday, March IS, 2016. Rand Manning commented that Andy Sanchez has to be at the meeting and a correction on Personnel Matters from Personal Matters.

Motion by Randy Manning, second by Adam J. Begaye to convene in Executive Session with the amended from Personal to Personnel as mentioned by Board President Charlie T. Jones, Jr.: Discuss Limited PersOimel Matter related to Personnel Report from Interim Superintendent on Personnel Settlements, as Permitted under Section 10-IS-1 (H)(2) of the New Mexico Open Meetings Act, Collective Bargaining, as permitted under section 1 0-IS-1 (H)(S) of the New Mexico Open Meeting Act. A roll call vote was taken: Randy Manning voted yes; Adam J. Begaye voted yes; Christina J. Aspaas voted yes; Ruthda W. Thomas voted yes; Charlie T. Jones, Jr. voted yes. Motion carried, 5-0. Time: 11:44 pm.

VI. RECONVENE IN OPEN SESSION

Motion by Randy Manning, second by Adam 1. Begaye to reconvene in Open Session: Randy Manning stated that the Board has discussed in the executive session only the subject identified in the agenda as the reason for which the meeting was closed: Discuss Limited Personnel Matter related to Personnel Report from Interim Superintendent on Personnel Settlements, as Permitted under Section 10-15-1 (H)(2) of the New Mexico Open Meetings Act, Collective Bargaining, as permitted under section 10-15-1 (H)(5) of the New Mexico Open Meeting Act. A roll call vote was taken: Randy Manning voted yes; Adam J. Begaye voted yes; Christina J. Aspaas voted yes; Ruthda W. Thomas voted yes; Charlie T. Jones, Jr. voted yes. Motion carried, 5-0. Time: 2:25 a.m.

VII. ACTION ITEM

A. Motion by Randy Manning, second by Christina J. Aspaas to approve $291,SOO in employment negotiation settlement, reason of mismanagement of the former Superintendent. Motion carried, 5­o.

Work Session 6 March 10,2016

VIII. DISCUSSION

A. Items for the February 16,2016 Regular School Board Meeting ~ Recognized Certified National Teacher, review pacing guide and habiting our teachers

becoming nationally certified ~ Chain up hurdles at Kirtland Central High School, leads to liability issue ~ Concern with acceptance letter accepted from a four year college and still get a high school

diploma with credits or no credits ~ Dr. Bowman is the Superintendent and going to be the Superintendent, the board has complete

confidence in Dr. Bowman ~ Concern with Ojo Housing driveway due to safety reason, request to lay down gravel and re-do

fencing ~ Concern with Coach at KCHS during game time, Dr. Bowman was aware of situation and being

investigated by Dr. Rebecca Benedict and Dr. George SchumpeJt ~ Teach for America presentation at the Regular School Board on Tuesday, March 15, 2016

IX. ADJOURNMENT

Motion by Randy Manning, second by Ruthda W. Thomas to adjourn the Work Session meeting at 2:40 a.m. Motion carried, 5-0.

Respectfully Submitted,