[00:00:02]
[1. Notice and Return]
AND WE ARE BACK IN OPEN SESSION.THE BOARD TOOK NO ACTION IN CLOSED SESSION.
NOW WE'RE JUST GOING TO JUMP BACK TO 5.3 REPORT ON DISTRICT FINANCIAL UPDATE.
[2. Moment of Silence and Pledge of Allegiance]
FINANCIAL SERVICES, HERE WE GO.THANK YOU. HEY, THERE YOU ARE.
>> SHE CHANGED HER HAIR. [LAUGHTER]
>> GOOD AFTERNOON AGAIN, TRUSTEES AND DR. ALIZADEH, OTHER GUESTS.
ARE THERE ANY QUESTIONS REGARDING THE FINANCIAL S THAT WERE PRESENTED AS OF OCTOBER 31ST AT THE BOARD BRIEFING?
>> TRUSTEES, ANY QUESTIONS? THANK YOU.
[3. Acknowledgements]
ANNUAL AUDIT COMMITTEE REPORT FOR FISCAL YEAR 2020-2023.>> THANK YOU, TRUSTEES. ROBERT RUBEL, CHIEF INTERNAL AUDIT OFFICER, SUPERINTENDENT, AND ADD MY OWN THANKS TO OUR COMMUNITY MEMBERS FOR THEIR TIME AND EXPERTISE THAT THEY LEND TO THE COMMITTEE AND TO THE SCHOOL DISTRICT.
SO INTERNAL AUDIT, IF YOU WILL, PREPARE THE ANNUAL AUDIT COMMITTEE REPORT.
[5. Action Items/Reports]
IT'S INCLUDED IN YOUR BINDER.IT'S A REQUIREMENT THROUGH BDB EXHIBIT APPENDIX 4 SAYING THAT THERE'LL BE A REPORT PRESENTED TO THE BOARD OF TRUSTEES SUMMARIZING THE AUDIT COMMITTEE'S ACTIVITIES.
I WOULD ASK THAT YOU ALL EXCEPT THIS REPORT, THEN WE CAN DISTRIBUTE TO THE FULL BOARD.
I'LL POINT OUT A FEW THINGS UNDER CHAIRMAN DR. FOREMAN LAST YEAR.
WE HAD 100% ATTENDANCE AT ALL THE MEETINGS, AND THAT'S EVIDENCE ON PAGE 9.
IT ALSO SHOWS THE COMMITTEE APPROVE THE NEW AUDIT PLAN FOR THE YEAR REVIEWED THE STATUS OF AUDIT PLAN ON GOING THROUGH THE YEAR, AND THEN THE MINUTES OF THE FULL MEETINGS WERE ENCODED IN THIS REPORT.
I'LL BE GLAD TO ANSWER ANY QUESTIONS YOU MIGHT HAVE.
>> TRUSTEES, ANY QUESTIONS OR ADVISORY MEMBERS, ANY QUESTIONS? WELL, THEN WE'LL MOVE ON ALONG TO 5.5 OFFICE OF INTERNAL AUDIT.
>> YOU WOULD AGREE THAT I CAN THEN DISTRIBUTE IT TO THE BOARD, OR DO YOU HAVE TO ACCEPT IT?
>> LET'S SEE. YEAH, I GUESS IT JUST GOES TO THE FULL BOARD NOW.
>> THIS ANNUAL INTERNAL AUDIT REPORT IS A NEW REPORT I PUT TOGETHER TO SUMMARIZE THE ACTIONS AND ACTIVITIES OVER THE PAST YEAR.
HOPEFULLY IT EXPLAINS A LOT OF AREAS THAT WE'VE WORKED IN ADDED VALUE TO THE DISTRICT.
[6. Closed Session - The Board will retire to closed session pursuant to Texas Government Code Section 551 concerning the following sections:]
IT ALSO HAS COPY OF THE QUALITY ASSURANCE REVIEW FROM A COUPLE OF YEARS AGO AND SOME OTHER KEY PERFORMANCE INDICATORS INCLUDED.IF THERE ARE ANY QUESTIONS, I'LL BE GLAD TO ANSWER THOSE.
THIS IS JUST SUBMITTED FOR INFORMATIONAL PURPOSES.
>> TRUSTEES, ANY QUESTIONS? TRUSTEE, MICHIGAN.
>> MINE IS JUST GENERAL IN NATURE.
ARE THERE ANY OTHER RESOURCES BEYOND WHAT YOU'VE ITEMIZED HERE OR ANY OTHER ACTIVITIES THAT YOU NEED TO PERFORM THE AUDIT FUNCTION?
>> NOT AT THIS TIME TRUSTEE MICHIGAN.
>> IN TERMS OF COOPERATION WITH THE ADMINISTRATION, IS THAT GOING WELL?
>> I THINK SUPERINTENDENT SETS A HIGH BAR FOR GETTING THINGS DONE, AND I APPRECIATE THAT. THANK YOU.
>> TRUSTEE FOREMAN. ANY QUESTIONS?
>> I JUST HAD ONE QUICK ONE IN TERMS OF THE QUALITY ASSURANCE; WHEN WILL THAT BE DONE ON THE PEER REVIEW? WHEN WILL YOU DO THAT AGAIN?
[00:05:03]
>> [OVERLAPPING] WHAT'S IT AT? 2025, I BELIEVE. IS THAT RIGHT?
>> RIGHT. IT'S EVERY FIVE YEARS.
SO I THINK OUR LAST REPORT WAS DATED.
>> CORRECT. WE ACTUALLY DO ANNUAL INTERNAL REVIEW AND ASSESSMENTS TO ENSURE THAT THERE'S NO THINGS FALLING THROUGH THE GAP TO MEET STANDARDS, AND WE'RE FINISHING THAT UP NOW, IT WILL BE PRESENTED IN NOVEMBER.
OKAY, EXTERNAL. I WANT TO SAY 25.
>> WELL, JUST MAKE SURE WE KEEP IT ON THE RIGHT.
>> IT HAS FALLEN OFF THE RADAR BEFORE AND WE DON'T WANT IT TO DO THAT AGAIN.
>> OKAY. IF THERE ARE NO QUESTIONS ON THAT,.
>> IS IT ON NOW? [BACKGROUND] YEAH.
SO ON THE INTERNAL AUDIT PLAN FOR 2023, I WOULD LOVE TO HAVE A LISTING OF ALL OF THE ITEMS THAT THE BOARD MEMBERS BROUGHT UP THAT THEY THOUGHT WOULD BE SOMETHING THAT WE SHOULD LOOK AT IN TERMS OF THE INTERNAL AUDIT PLAN, AND THE RATIONALE IS TO SEE WHAT WE DIDN'T CHOOSE.
IF WE SEE WHAT WE DIDN'T CHOOSE, THERE COULD BE AN OPPORTUNITY TO CHOOSE IT IN 2024.
BECAUSE I THINK OF A COUPLE OF THINGS THAT I RAISED THAT I DON'T SEE ON HERE, AND SO I'D LIKE TO SEE WHAT ALL OF THE TRUSTEES RAISED BECAUSE I KNOW YOU SPOKE WITH ALL OF THE TRUSTEES, AND THEN WE CAN HAVE A CONVERSATION ABOUT THAT.
>> GREAT WE'LL GET THAT TOGETHER.
>> YEAH AND IF YOU COULD SEND IT TO ALL THE TRUSTEES, THAT'D BE GREAT BECAUSE I THINK WE COULD ALL SHARE OUR INPUT.
>> I WANT IT JUST SENT TO ME. [LAUGHTER]
>> DO WE WANT TO MOVE ON TO THE AUDIT REPORTS? YOU WANT TO GO THROUGH THE AUDIT REPORTS?
>> BE GLAD TO. OUR FIRST REPORT IS AUDIT OVER UA PROGRAM FOR LAST YEAR.
>> GOOD AFTERNOON, TRUSTEES, SUPERINTENDENT, AND ADVISORY MEMBERS.
I'M AN AUDITOR TOO WITHIN GENERAL AUDIT.
I WILL BE PRESENTING THE E-RATE PROGRAM COMPLIANCE AUDIT FOR FISCAL YEAR 2022-2023.
THE AUDIT FOCUSED ON THREE AREAS; E-RATE FORMS, E-RATE ASSET MANAGEMENT, AND GENERAL COMPLIANCE WITH E-RATE PROGRAM REQUIREMENTS.
[NOISE] E-RATE FORMS. AUDITORS VERIFIED THAT THE FORMS SUBMITTED DURING FISCAL YEAR 2022-23 WERE PROPERLY COMPLETED AND ACCURATE.
>> CAN I STOP YOU FOR JUST A SECOND?
>> I WAS JUST TOLD THAT I NEED TO BEGIN BY PUTTING THE MOTION ON THE TABLE.
DO I HAVE A MOTION TO ACCEPT AND MAKE FINAL INTERNAL AUDIT REPORTS? IF I GET A MOTION AND A SECOND, THEN WE WILL START WITH THE REPORT.
SORRY, MY BAD. THAT WAS TOTALLY MY FAULT.
>> OKAY. WE HAVE A MOTION AND A SECOND, SO PLEASE GO AHEAD.
>> START AGAIN OR WERE I LEFT OFF?
>> YES, WHERE YOU LEFT OFF. THANK YOU.
>> SO FAR E-RATE FORUMS, NO OSCILLATIONS WERE NOTED.
ASSET MANAGEMENT; THE DISTRICT TRACKS ASSETS PURCHASED WITH E-RATE FUNDS ON THE ASSET TRACKING SOFTWARE CALLED TIP WEB.
AUDITORS SELECTED A RANDOM SAMPLE OF 51 E-RATE ASSETS AND VERIFIED THAT THE PHYSICAL LOCATION MATCHED THE LOCATION RECORDED IN TIP WEB AND THAT E-RATE ASSET DATA IN TIP WEB WAS COMPLETE AND ACCURATE.
THE FOLLOWING TWO OBSERVATIONS WERE NOTED.
THE PHYSICAL LOCATION OF TWO E-RATE ASSETS DID NOT MATCH THE LOCATION RECORDED IN TIP WEB AND 1,564 E-RATE ASSETS PURCHASED DURING THE LAST FIVE FISCAL YEARS HAD A BLANK FUNDING REQUEST NUMBER FIELD IN TIP WEB.
THE FUNDING REQUEST NUMBER ASSIGNED BY YOU SACK, WHEN THE DISTRICT SUBMIT A FUNDING REQUEST AND IT IS USED TO TRACK E-RATE ASSETS.
AUDITORS NOTIFY THE DISTRICTS' E-RATE DEPARTMENT OF THE OBSERVATIONS, AND THEY CORRECTED THE ASSET LOCATIONS TIP WEB AND UPDATING THE MISSING FUNDING REQUEST NUMBERS.
AUDITORS VERIFIED THE DISTRICT'S COMPLIANCE IN THREE AREAS; E-RATE TRAINING REQUIREMENTS, STAFF REPORTING OF CONFLICTS OF INTERESTS AND GIFTS,
[00:10:02]
COMPLIANCE WITH THE CHILDREN'S INFORMATION PROTECTION ACT.>> GREAT. THANK YOU. TRUSTEES, ANY QUESTION? THAT'S GOOD NEWS. TRUSTEE FOREMAN?
>> YES. JUST A COUPLE OF QUESTIONS.
I DON'T KNOW HOW MANY YEARS WE'VE BEEN GETTING THE E-RATE REPORT, BUT IT SEEMS LIKE PROBABLY SIX OR SEVEN YEARS.
EACH TIME THERE'S AN ISSUE WITH ASSET TRACKING.
HAS THERE BEEN A DISCUSSION, SUPERINTENDENT, REGARDING THIS PARTICULAR ISSUE? BECAUSE I RECALL ASKING QUESTIONS ABOUT IT ALMOST EVERY TIME.
>> YES, MA'AM. IT HAS BEEN A CONVERSATION AND CORRECT ME IF I'M WRONG, WE DID LOCATE EACH OF THEM.
THEY WHERE IN DIFFERENT AREAS THAN WHERE THEY SHOULD HAVE BEEN IN TERMS OF WHAT THE DOCUMENTATION WAS.
WE'VE IMPLEMENTED A SYSTEM TO ENSURE THAT WHEN THE ITEM IS RELOCATED, THEN THE CHANGE HAS TO BE MADE OF THAT PARTICULAR ASSET AND THAT WAS PART OF THE FAILURE OF THE SYSTEM IS NOT TO IDENTIFY.
UNFORTUNATELY, SOMETIMES OUR CAMPUSES MOVE SOMETHING FROM ONE LOCATION TO ANOTHER AND THEY DON'T MAKE THOSE ADJUSTMENTS.
DO YOU ALL WANT TO ADD? BECAUSE I KNOW [OVERLAPPING].
>> WE HAD THAT CONVERSATION. LET ME TURN MINE OFF.
>> BEFORE YOU RESPOND, LET ME RESPOND.
WHEN YOU ARE EXPECTING FUNDS TO BE RETURNED BASED ON E-RATE, AND WE ARE NOT SUFFICIENTLY TRACKING THE ASSETS, WHICH WE HAVEN'T DONE.
I DON'T KNOW HOW LONG WE'VE USED WHAT IS IT? TIP WIT?
>> I'M NOT SURE. IT'S BEEN AROUND SINCE I'VE BEEN INVOLVED IN IT SO I COULD SAY AT LEAST SIX YEARS.
>> OKAY. THAT'S ABOUT HOW LONG I'VE NOTICED WE HAVE BEEN TRACKING.
WHAT ARE WE DOING TO ENSURE EVEN IF THE CAMPUSES ARE NOT FULFILLING A CERTAIN OBLIGATION OF THE ASSETS NOT BEING TRANSFERRED TO A CERTAIN SPOT.
WHAT ARE WE AS THE ADMINISTRATION DOING TO MAKE SURE THAT WE TRACK THOSE CORRECTLY BECAUSE WE'VE BEEN IN E-RATE TROUBLE BEFORE.
>> YES, MA'AM. ONE THING I'LL SAY IS GOOD THING WE FOUND ALL THE EQUIPMENT, WE KNOW WHERE IT IS AND WE'RE NOT MISSING ANYTHING.
[BACKGROUND] THIS IS THE FIRST PART WITH THE FRN NUMBERS ARE DATA ENTRY ERROR WITH OUR STAFF AS THEY GO AND PUT IT INTO THE SYSTEM OF RECORD.
WE'RE REDOING WHAT WE'RE LOOKING AT, TRAINING FOR OUR STAFF, WE'VE CREATED AN ADDITIONAL CHECKLIST AND MAKE SURE YOU PUT THEIR FRN NUMBER IN TIP WEB.
WE'RE OUT THERE INSTALLING EQUIPMENT EVERYWHERE, WE'RE TRAINING STAFF AND THEN WE'RE RUNNING REPORTS TO SEE WHERE WE'RE MISSING THOSE, THAT PARTICULAR DATA IN GETTING WITH THE PARTICULAR CAMPUSES TO RECTIFY IT.
AS FAR AS THE ROOM LOCATION, I'LL BE HONEST, THAT'S TRICKY FOR US BECAUSE CAMPUSES TAKE PIECES OF EQUIPMENT AND THEY MOVE THEM AND WE DON'T KNOW AND IT'S NOT UPDATED.
WE'LL CONTINUE TO WORK WITH OUR CAMPUS ASSET MANAGERS IN THE CAMS. AGAIN, IT'S REALLY A TRAINING ON, HEY, LOT OF THEM DON'T KNOW THAT I NEED TO GO INTO TIP WEB AND UPDATE THAT INFORMATION.
MAY THINK IT AUTOMATICALLY GETS UPDATED, BUT IT DOESN'T.
WE PUT TOGETHER A CHECKLIST AND WE'RE REVIEWING OUR TRAINING SYSTEMS FOR THE CAMS AS WELL.
>> IS THERE A YEARLY TRAINING BECAUSE STAFF CHANGES?
>> [OVERLAPPING] IS THERE A YEARLY TRAINING FOR WHOEVER IS IN THAT POSITION?
>> OKAY. I'D LIKE TO REVIEW THE TRAINING.
>> I DO WANT TO UNDERSCORE THAT THE IMPORTANT OF E-RATE.
I MEAN, WHEN I FIRST GOT ON THE BOARD, WE WERE DENIED $100 MILLION MORE IN E-RATE FUNDING AND IT TOOK US FOREVER TO GET BACK INTO COMPLIANCE.
WHILE IMPORTANT THINGS THAT WE NEED 100% ON MY CLOSING, MAKING SURE THE DOORS ARE CLOSED AND PEOPLE DON'T PROP UP THE DOORS.
ON FINANCIAL SIDE, THIS IS SO IMPORTANT I MEAN IT JUST REQUIRES TRIPLE EFFORT TO MAKE SURE WE GET IT RIGHT BECAUSE THE PENALTIES OR SO,
[00:15:02]
SO OUT OF PROPORTION TO WHAT THE MISTAKES COULD BE.I JUST WANT TO UNDERSCORE THAT WE'VE SUFFERED THROUGH IT AND WE DON'T WANT TO GO BACK THERE.
>> TRUSTEES, ANY OTHER QUESTIONS?
>> I'M JUST GOING TO ECHO THE COMMENTS.
WE NEED TO CONTINUE THE TRAINING AND MAKE SURE OUR FOLKS UNDERSTAND THE IMPORTANCE OF THIS AND SOMETIMES FROM UP HERE WHERE WE GIVE IT A LOT OF IMPORTANCE BECAUSE IT'S WORTH LOTS AND LOTS OF MONEY.
MAYBE IN 230 STOREFRONTS THAT WE HAVE.
THEY MAY NOT UNDERSTAND AT THAT LEVEL THE MAJOR IMPACT IT CAN HAVE ON THE SYSTEM IF WE ARE NOT UA COMPLIANT, BUT I'M GLAD WE FOUND EVERYTHING THAT'S A MAJOR PLUS AND WE APPRECIATE THAT THE FOLKS WHO ARE HELPING US ABLE TO FIND STUFF, I KNOW THAT CERTAINLY IN SOME OF CAMPUSES IN MY AREA WHERE WE'RE PUTTING PORTABLES BECAUSE THEY'RE DOING WORK AND REDOING HALLWAYS OR THEY'VE HAD TO MOVE PEOPLE AROUND THAT I CAN SEE OVER THEIR COMPUTERS ON WHEELS, WE HAVE 30 OF THESE THINGS OR 35 OF THESE THINGS AND YOU MOVE IT OVER TO ANOTHER ROOM BECAUSE THAT'S WHERE THE PLUG WORKS BECAUSE YOU KEEP ON POPPING THE BREAKER IN THE OTHER ROOM.
WELL, GUESS WHAT? WE'RE OUT OF COMPLIANCE.
AGAIN, THAT TRAINING I THINK IS IMPORTANT, BUT WE HAVE A LOT OF ASSETS, DON'T WE?
>> WELL, THANK YOU FOR KNOWING THAT IT'S ALL THERE AND IF THERE ARE NO QUESTIONS WE WILL THEN MOVE ON TO THE NEXT AUDIT, WHICH IS THE STATE OF TEXAS ASSESSMENT OF ACADEMIC READINESS START. THANK YOU.
>> THANK YOU, TRUSTEE. FOR US, WE COMPLETED THE AUDIT AND START TESTING, WHICH IS WHERE WE ACTUALLY OBSERVE WE WENT 18 SCHOOLS AND OBSERVE TESTING PREDOMINANTLY.
I'M GOING TO SAY I COULD BE WRONG OF IT.
IF I SAY IT'S ALL ONLINE TESTING, I KNOW THERE'S SOME EXCEPTIONS TO THAT VERY LIMITED MOVING TO THE ONLINE PLATFORM AND WE'VE BEEN INVOLVED IN START TESTING FOR A NUMBER OF YEARS AND GLAD TO SAY WE HAVE NO OBSERVATIONS AND ISSUES TO REPORT.
>> TRUSTEES ANY COMMENTS OR QUESTIONS? [NOISE].
THANK YOU VERY MUCH. THAT'S GOOD NEWS.
WE'LL MOVE ON TO THE NEXT AUDIT, WHICH IS TEMPORARY LABOR CONTRACT COMPLIANCE REVIEW.
>> THANK YOU, TRUSTEE. THIS FOCUSED ON HCM DEPARTMENT AND THEIR USE OF TEMPORARY CONTRACTORS, TEMPORARY LABOR, IF YOU WILL AND WE REVIEWED PRE-SCREENING, BACKGROUND CHECKS, REVIEWED INVOICES SUBMITTED OVER TIME MONITORING FOR THOSE EMPLOYEES, AND WE HAD NO OBSERVATIONS TO REPORT.
>> GREAT. TRUSTEES. ANY COMMENTS OR QUESTIONS, TRUSTEE FOREMAN?
>> JUST A QUICK QUESTION, ROBERT IF YOU CAN COME UP PLEASE.
I'M NOT GOING TO BE AS NICE TO YOU AS I WAS YESTERDAY [LAUGHTER].
DO YOU KNOW HOW MANY PEOPLE WE EMPLOY AS TEMPORARY EMPLOYEES AND WHAT THAT DOLLAR AMOUNT IS?
>> USUALLY, I WOULD SAY IT'S SOMEWHERE AROUND 4-5 PER YEAR AS NOT ALL YOUR STUDENTS DURING PEAK SEASONS LIKE THE SUMMER OPENED ENROLLMENT WHEN WE'RE DOING OUR SUMMER HIGH-END THINGS THAT I DON'T HAVE THE MONETARY VALUE, BUT I CAN GET THAT FOR YOU.
>> PEOPLE FROM VARIOUS TEMP SERVICES, LIKE FOR EXAMPLE, WE HAVE ONE SERVICE WHO FOCUSES ON PROVIDING JUST BENEFIT TEMPS AND DEPENDING ON THE SEASON.
WE LOOK A LOT OF TIMES IF WE'RE TRANSITIONING TO A NEW BENEFITS PACKAGE WE'LL HAVE ADDITIONAL TEMPS TO HELP WITH CALLS AND WALK-INS.
IF WE'RE JUST ROLLING OVER THE BENEFITS WE HAD THE PREVIOUS YEAR.
WE MAY NOT EVEN USE THEM THAT SUMMER.
>> YOU CAN GIVE ME THE TOTAL NUMBER OF TEMPS FOR EACH CATEGORY, AND THEN THE TOTAL DOLLAR AMOUNT FOR EACH CATEGORY FOR THE LAST TWO SCHOOL YEARS? WELL NOT '23, '24 BECAUSE THAT'S THIS YEAR, LAST YEAR AND THE PREVIOUS YEAR SO I CAN GET A GOOD UNDERSTANDING OF WHAT THAT LOOKS LIKE.
>> THIS ITEM COVERS INDIVIDUALS THAT WE HIRE ON A TEMPORARY BASIS DIRECTLY OR DOES IT COVER INDIVIDUALS THAT WORK FOR AN AGENCY OR A COMPANY? HOW IS THAT?
[00:20:01]
THEY DON'T BECOME DALLAS ISD EMPLOYEES.THEY STAY STRICTLY IN THAT VENDORABLE.
THE BENEFIT TO THE DISTRICT IS THAT DURING THAT PEAK SEASON WHEN WE USE THEM, WE DON'T WANT TO HAVE A PERSON, A FULL FTE ALL YEAR BECAUSE THE WORK DURING EIGHT MONTHS OR NINE MONTHS OF THE YEAR WE CAN HANDLE WITH EXISTING STAFF.
THIS SAVES US MONEY LONG TERM BECAUSE WE DON'T HAVE TO BRING ON AN EXTRA PERSON.
BUT THEY'RE STRICTLY VENDOR EMPLOYEES SIR.
>> ALL OF THE BENEFITS AND TAXES AND SO FORTH ARE TAKEN CARE OF BY THE VENDOR?
>> I'M LOOKING AT WHAT WE WERE DOING.
WE'RE PRE-SCREENING THE TEMPORARY EMPLOYEES TO MAKE ASKING THE OTHER ROBERT.
THIS WAS TO PRE-SCREENING EMPLOYEES TO MAKE SURE CRIMINAL BACKGROUND CHECKS AND BADGING, STUFF LIKE THAT SO EVERY PERSON.
>> WELL, AND JUST TO CLARIFY THIS WAS JUST EMPLOYEES USED WITHIN HCM.
THIS DOES NOT INCLUDE EMPLOYEES MAYBE IN FOOD SERVICE.
WE'VE DONE AN AUDIT IN THAT AREA A COUPLE OF YEARS AGO AND WE GOT TO SCOPING THIS.
IT WAS A SMALL AUDIT BECAUSE IT JUST AFFECTED HCM.
IF WE CIRCLE BACK TO GENERAL PROBABLY NEXT YEAR BECAUSE THAT COULD BE HUNDREDS IF YOU WILL.
>> THANK YOU MAYOR. TRUSTEES, ANY OTHER QUESTIONS?
>> NOW WE'RE GOING TO MOVE ON TO THE REVIEW OF THE SUPERINTENDENT EXPENDITURES, FISCAL YEAR 2022, 2023.
IN ACCORDANCE WITH THE SUPERINTENDENT'S CONTRACT, SHE'S REIMBURSED FOR VARIOUS AND SUNDRY EXPENSES.
THE WHOLE BOARD GETS A COPY OF THOSE REPORTS EVERY MONTH.
WE HAD COMPILED AN ANNUAL REPORT OVER THE LAST SEVERAL YEARS AND WE HAD FOUND NO EXCEPTIONS OR ISSUES THIS PAST YEAR.
>> GREAT. TRUSTEES, ANY QUESTIONS? NO, AND NOW WE'LL MOVE ON TO THE CONTINUOUS AUDIT PAYROLL AND DISBURSEMENTS FOR Q3 AND Q4 OF FISCAL YEAR 2020-2023.
>> THIS WAS A REAL TECHNICAL ANALYTICAL AUDIT.
>> GOOD AFTERNOON, TRUSTEES AND SUPERINTENDENT, MY NAME IS EVO NARTIN, DEPUTY CHIEF WITH THE OFFICE OF INTERNAL AUDIT.
THE PANEL BUSINESS SERVICES DEPARTMENT, AND THE ACCOUNTS PAYABLE DIVISION OF THE ACCOUNTING SERVICES DEPARTMENT FOR ROUTINE PROCESS, A HIGH VOLUME OF TRANSACTIONS FOR DISTRICT OPERATIONS AND EMPLOYEES.
THIS AUDIT CONTINUOUSLY REVIEW SO DISTRICT'S PAYROLL AND DISBURSEMENT PROCESSES AND TRANSACTIONS ON A QUARTERLY BASIS.
THIS REPORT COVERS PAYROLL AND DISBURSEMENTS FOR Q3 AND Q4 OF FISCAL YEAR 2022, 2023.
THERE WERE NO OBSERVATIONS OR RECOMMENDATIONS MADE IN THIS REPORT.
>> TRUSTEES, ANY QUESTIONS? [NOISE]
>> JUST A COUPLE OF QUESTIONS.
>> I'M LOOKING AT QUARTER 3, AND THIS IS ON PAGE 3 OF THE REPORT.
QUARTER 3, IF YOU LOOK AT THE PURCHASE ORDER AMOUNT, 4,223,000.
I'M LOOKING AT INVOICES PAID AND I'M LOOKING AT QUARTER 4 BECAUSE YOU DON'T PAY THE INVOICE THE INVOICES RIGHT AWAY.
IT'S 400 MILLION, SO IT'S ABOUT A $23,000,000 DEFICIT.
DOES THAT ROLL OVER INTO THE NEXT YEAR'S BUDGET, OR HOW DOES IT WORK? I SEE TAMIKA LOOK LIKE SHE WANT TO COME UP HERE.
>> TRUSTEE FOREMAN, I WANT TO MAKE SURE I'M UNDERSTANDING YOUR QUESTION.
WE'RE LOOKING AT QUARTER 3 WHERE WE HAD ISSUED APPROXIMATELY JUST OVER 12,000 PURCHASE ORDERS.
IN QUARTER 4, WE'VE ISSUED JUST OVER 10,000 PURCHASE ORDERS,
[00:25:04]
BUT THEN YOU WENT DOWN TO THE PURCHASE ORDERS THAT HAVE BEEN PAID.>> THE PURCHASE ORDER AMOUNT FOR QUARTER 3, 423 MILLION, THE INVOICES PAID IN QUARTER 4 BECAUSE YOU'RE NOT GOING TO USUALLY PAY THEM IN QUARTER 3, I USED TO PAY THEM IN THE NEXT QUARTER, IS 400 MILLION.
THERE'S A $23,000,000 DEFICIT.
ARE THOSE DOLLARS ROLLING OVER TO QUARTER 1 OF THE NEXT YEAR, HOW DOES THAT WORK?
>> SURE. THAT COULD BE THE CASE.
IN SOME INSTANCES, SOME PURCHASE ORDERS ARE CLOSED OUT BECAUSE THOSE GOODS MAY NO LONGER BE NEEDED.
BUT IN MOST INSTANCES, IF THE GOODS HAVE NOT BEEN RECEIVED BY JUNE 30TH, WHICH WOULD BE THE CLOSE OF BASICALLY QUARTER 4, AND THOSE ITEMS ARE STILL NEEDED, THEY WILL ROLL AND THEY'LL BE A PART OF I WOULD SAY THAT PO ROLLOVER PROCESS THAT TAKES PLACE IN SO THE ENCUMBRANCE THEN TRANSITIONS INTO THE NEW YEAR OR TO THE NEXT QUARTER, SO THAT WE CAN ACCOUNT FOR THOSE GOODS ONCE THEY ARE RECEIVED AND INVOICES WILL BE PAID SUBSEQUENTLY.
>> IS THAT BUDGET NEUTRAL OR DO WE ADD ADDITIONAL DOLLARS FOR THIS FOR THE NEXT FISCAL YEAR?
>> NO, IT'S NOT BUDGET NEUTRAL.
WE SET ASIDE FUNDS AND OUR ASSIGNED FUND BALANCE EACH YEAR TO ACCOUNT FOR ANY PURCHASE ORDERS THAT MAY NOT BE ACCOUNTED FOR AT THE END OF THE YEAR SO THAT WE CAN HAVE FUNDS SET ASIDE FOR THEM IN THE NEW YEAR.
>> COULD YOU HELP ME WITH THIS YEAR'S BUDGET?
>> BECAUSE THAT WAS LAST YEAR'S BUDGET.
GETTING A GOOD UNDERSTANDING OF WHETHER THAT ADDITIONAL 23 MILLION, DID IT DROP OFF OR DID WE USE PART OF THE FUND BALANCE TO PAY THAT? IF YOU COULD GET THAT FOR ME, I WOULD APPRECIATE IT.
>> CHIEF, IS IT CORRECT TO SAY THAT SOME OF THOSE COULD HAVE BEEN PAID IN THIRD QUARTER THOUGH IF THEY WERE ORDERED EARLIER IN THE QUARTER? SOME COULD HAVE BEEN PAID IN THIRD-QUARTER.
>> [OVERLAPPING] PROBABLY FEEL. YOU DON'T USUALLY PAY IN THE SAME MONTH.
>> YOU HAVE 30 FOR PAYMENT TERMS AS FAR AS WHEN WE WOULD LIKE TO MAKE SURE WE SATISFY THAT REQUIREMENT.
BUT I MEAN, WITHOUT LOOKING AT AN INDIVIDUAL PURCHASE ORDER, WE'RE MAKING SOME GENERALIZATIONS RIGHT NOW ABOUT HOW THE PROCESS WORKS OVERALL.
>> WITH THIS GENERALIZATION, COULD YOU GET ME SOME INFORMATION REGARDING WHAT THAT $23 MILLION, WAS IT ROLLED OVER OR DID IT DROP OFF?
>> I JUST HAD A QUICK QUESTION ON THE DIFFERING AMOUNTS.
IT'S GENERAL, IT'S 400 AND SOMETHING MILLION DOLLARS IN QUARTER 3, AND IN QUARTER 4, IT'S ABOUT 300 MILLION IN TERMS OF THE PURCHASE ORDER AMOUNTS.
WHAT EXPLAINS THAT? I WOULD THINK THAT IN PARTICULARLY THOSE TWO-QUARTERS, THE QUARTER THAT BEGINS OCTOBER 1 AND GOES TO SOMEWHERE IN THERE.
WHY DOES THE PAYROLL VARY SO MUCH?
>> IF I MAY, I DON'T THINK THIS IS PAYROLL, I THINK IT'S PURCHASE ORDERS.
I'LL ANSWER MY PART IN TERMS OF OPERATIONALLY.
AS THE YEAR PROGRESSES, I ACTUALLY WANT TO SEE CAMPUSES SPEND THEIR MONEY UPFRONT.
IN FACT, WE SHOULD SEE A DECREASE AS THE YEAR PROGRESSES.
WE GET MORE CONCERNED WHEN THEY HAVE DOLLARS LEFT TOWARDS THE END OF THE SCHOOL YEAR, AND THEN SUDDENLY WE HAVE SCHOOLS, DEPARTMENTS, BECAUSE NOT JUST SCHOOLS, DEPARTMENTS TOO, AND THE BUYING.
WE BUY A LOT OF PENCILS OR WE BUY A LOT OF MARKERS, OR WE BUY A LOT BECAUSE WE HAVE THIS MONEY.
WE ACTUALLY NOW STARTED INSURING THROUGH OUR CFO THAT WE COMMUNICATE EARLY ON.
THERE ARE CERTAIN TYPES OF PURCHASES LIKE PENS AND THINGS LIKE THAT, OF COURSE, ARE NEEDED THROUGHOUT THE REST OF THE SCHOOL YEAR.
BUT WHEN WE STARTED SEEING LARGE PURCHASES, WHETHER THEY'RE LOOKING FOR RESOURCES THAT INCLUDE SOME LAPTOPS OR SOME BOOKS AND THINGS OF THAT NATURE, WHY WOULD YOU BE BUYING THAT IN MARCH WHEN THE SCHOOL YEAR IS GOING TO END?
[00:30:01]
WE TYPICALLY WOULD SEE A DROP-OFF IN PURCHASE ORDERS.>> OKAY. THANK YOU. APPRECIATE THAT.
>> I JUST HAVE ONE OTHER QUESTION.
>> YES, GO ON, AND IT'S ON PAGE 4.
AGAIN, I'M LOOKING AT THE CHART.
EMPLOYEE PAYROLL AMOUNTS IN QUARTER 3 WAS 257 MILLION AND THEN IN QUARTER 4, 272 MILLION.
DOES THAT INCLUDE RAISES OR IS THAT ADDITIONAL STAFF?
>> USUALLY RAISES BECOME EFFECTIVE IN SEPTEMBER.
WITHOUT GOING INTO A DEEPER DIVE AS TO WHAT MAKES UP THE EXPENDITURES, I'LL JUST ANSWER ON THE QUESTIONS ABOUT RAISES ALONE.
THEY ARE USUALLY REFLECTED OR EFFECTIVE, I SHOULD SAY, IN SEPTEMBER OF THE YEAR THAT THE RAISE IS APPROVED.
>> I'M GOING TO TAKE A STAB AT THIS ONE.
WHEN WE DO HAVE EMPLOYEES LIKE TEACHERS WHO ARE RETIRING OR WHO MAY BE LEAVING, WE DO SOMETIMES DO A PAYOUT OF THE REST OF THEIR CONTRACT.
I'VE BEEN DOING THIS A LONG TIME. YOU ALL ARE NODDING.
YES, I DO KNOW WHAT HAPPENED HERE.
IF I'M A TEACHER AND I'M ON A 12-MONTH CONTRACT, BUT I'M GOING TO RETIRE RATHER THAN PAYING THEM THROUGH THAT BEGINNING OF THAT NEXT QUARTER, WE PAY THEM OUT THOSE THREE MONTHS.
IT MAY ACTUALLY REFLECT AN INCREASE IN THE AMOUNT BECAUSE STEPHANIE IS GOING TO END UP GETTING THREE MONTHS, NOT ONE MONTH.
DOES THAT NOT CORRELATE WITH THIS PARTICULAR CHART TABLE?
>> I THINK IT CORRELATES SUPERINTENDENT, BUT I'D REALLY LIKE TO KNOW IT'S A $14,000,000 DIFFERENCE.
MAYBE I'M NOT USED TO A LOT, BUT THAT'S A BIG NUMBER, AND SO I'D LIKE TO HAVE SOME CLEAR UNDERSTANDING OF WHY THE DIFFERENCE IN THE $14 MILLION IN ONE-QUARTER IN THE SAME YEAR AND IT'S NOT RAISES. I'LL STOP.
>> OKAY. ANY OTHER QUESTIONS? IF NOT, WE'LL MOVE ON TO THE STUDENT ENGAGEMENT AND SUPPORT AUDIT.
>> STUDENT ENGAGEMENT AND SUPPORT ASSIST CAMPUSES THROUGHOUT THE DISTRICT AND HAVING AN ORDERLY, SAFE, AND CONDUCIVE LEARNING ENVIRONMENT.
THIS IS ACHIEVED BY PROVIDING LEADERSHIP, SUPPORT AND RESOURCES TO CAMPUSES.
STUDENT ENGAGEMENT AND SUPPORT HANDLE STUDENT DISCIPLINARY MATTERS IN ORDER TO ENSURE CONSISTENCY WITH OVERARCHING FEDERAL AND STATE STATUTES, TEA REGULATIONS, AND LOCAL BOARD POLICIES.
THE DISTRICT ELIMINATED DISCRETIONARY OUT-OF-SCHOOL AND IN-SCHOOL SUSPENSIONS FOR FISCAL YEAR 2021-2022, AND HAS MOVED TO A MORE RESTORATIVE APPROACH, UTILIZING RECESS CENTERS TO PROVIDE SHORT-TERM EDUCATIONAL AND BEHAVIORAL MANAGEMENT SERVICES FOR STUDENTS WHO HAD BEEN REMOVED FROM THEIR REGULAR CLASSROOM SETTING.
THE AUDIT HAD A COUPLE OF RECOMMENDATIONS NOTED REGARDING THESE CONTROLS.
THE FIRST RECOMMENDATION IS REGARDING THE PROCESS FOR IDENTIFYING AND TRACKING AT-RISK STUDENTS TO BE STANDARDIZED.
SECONDLY, STUDENT ENGAGEMENT AND SUPPORT SHOULD DEVELOP GUIDELINES FOR HOW SUPPLEMENTAL STUDENT DISCIPLINE REFERRAL DOCUMENTATION IS TO BE MAINTAINED.
>> TRUSTEES, ANY QUESTIONS? [NOISE]
>> FOR LAST STATEMENT ABOUT HOW THE DOCUMENTS SHOULD BE MAINTAINED.
IS THAT MAINTAINED IN A SPECIFIC AREA? IS THAT MAINTAINED BY TWO DEPARTMENTS? EXACTLY WHAT DOES THAT MEAN?
>> WELL, WHAT WE NOTICE IS WAS DURING THE CAMPUS VISITS.
EACH HAD A UNIQUE METHOD FOR DOCUMENTING AND RETAINING.
THE SUPPLEMENTAL STUDENT DISCIPLINARY REFERRAL DOCUMENTATION.
SO IT IS ACROSS THE CAMPUSES IN THAT INSTANCE.
>> I'M STILL A LITTLE CONFUSED WITH THE THE RESPONSE.
>> IT'S A COMBINATION OF PAPERS.
>> CAN SOMEBODY HELP ME? YEAH.
[00:35:01]
THANK YOU, LADIES. [OVERLAPPING] [LAUGHTER]>> IF I'M NOTHING, I'M HONEST. [LAUGHTER] THE SYSTEM THAT WE HAD DID NOT ALLOW PAPER BACKUP COPIES OR THINGS LIKE THAT TO BE IN THE SYSTEM.
EVERYTHING WAS A DROP-DOWN SYSTEM.
SO NOW WE'VE WORKED WITH IT SO THAT WE'LL HAVE A PROCESS WHERE CAMPUSES IF THERE IS SOMETHING THEY WANT TO UPLOAD LIKE SAY THERE WAS A DRAWING.
SAY THE STUDENT DREW SOMETHING AND THEY WANTED TO KEEP THAT AS BACKUP IN CASE ANYBODY QUESTIONED WHY THE STUDENT WENT FOR WHATEVER.
THEY WOULD BE ABLE TO UPLOAD THOSE DOCUMENTS NOW.
SO THEY'LL BE ABLE TO SCAN AND UPLOAD DOCUMENTS TO THE SYSTEM.
>> YOU CHANGED THE WAY THE INFORMATION IS INPUTTED OR YOU JUST ADD IT?
>> IT WILL STILL BE INPUTTED TO THE SAME WAY.
SO DOES THE CAMPUSES GET TRAINING ON HOW TO DO THAT?
>> ABSOLUTELY. WE'VE ALREADY TRAINED OUR PRINCIPALS AND OUR ASSISTANT PRINCIPALS, WHICH ARE OUR CBCS, AND THEY HAVE RECEIVED TRAINING.
AND WE WILL GO BACK IN THE SPRING AND PROVIDE TRAINING ONCE AGAIN TO THE SYSTEM.
>> ANY OTHER QUESTIONS? THANK YOU VERY MUCH.
SO WE'LL MOVE ON TO THE JOB ORDER CONTRACT PROCESS REVIEW FOR BOND FUNDED PROJECTS.
>> IS THAT KIESHA'S WELCOME BACK?
>> WELL, WHAT CAN I SAY? YOU GET NO DIFFERENT TREATMENT. [LAUGHTER]
>> YEAH, I'M CONSISTENT. THAT'S CORRECT.
>> WE BRING BACK THE JOB ORDER CONTRACT AUDIT.
WE REVIEWED THE PROCESSES SURROUNDING JOB MANAGEMENT, AND THE MAIN ISSUE THAT WE IDENTIFIED AT THE TIME WAS THE LENGTH OF TIME IT TAKES TO COORDINATE EVERYTHING, GETS THINGS MOVING ALONG, START THE PROJECT, ETC.
THAT WAS THE ESSENCE OF THE RECOMMENDATION.
HOW CAN WE STREAMLINE IT? CONDENSE THE TIMELINE TO SOME DEGREE.
BECAUSE THE BENEFIT OF JOB ORDER CONTRACT IS, IN THEORY, FASTER TO GET GOING.
I WOULD ANSWER ANY QUESTIONS THAT WE MIGHT HAVE.
WE DO HAVE CONSTRUCTION PERSONNEL HERE.
>> [INAUDIBLE], COME ON UP HERE. [LAUGHTER]
>> FIRST, I WANT TO THANK BEN FOR THE WORK THAT YOU'RE DOING IN TERMS OF THIS WHOLE BOND PROGRAM AND THE CONSTRUCTION PROCESS.
I'VE BEEN ONE THAT'S BEEN PRETTY VOCAL REGARDING WHAT HAS HAPPENED WITH THE JOB ON THE CONTRACT SUPERINTENDENT, AND I DON'T THINK YOU WERE NOT HERE.
BUT ONE OF THE THINGS THAT WE DID THAT I'VE HAD SOME CONCERN ABOUT AND WANT TO KNOW IF WE'RE GOING TO GET RID OF THAT IS IS THAT WE CHOSE A VENDOR OUTSIDE OF THE STATE WHO WASN'T DOING ANY WORK BUT WAS GETTING PAID ABOUT 10%, IF I'M CORRECT.
NOW I MIGHT NOT BE QUITE CORRECT, BUT I'M CLOSE.
THEY WERE CHOOSING THE VENDORS FOR THE JOB ORDER CONTRACTS.
I'VE BEEN CONSISTENT IN SAYING, I DIDN'T THINK IT WAS A GOOD MOVE AT THE TIME AND I STILL DON'T THINK IT'S A GOOD MOVE BECAUSE IT SLOWS DOWN THE PROCESS.
THE REASON YOU HAVE JOB ORDER CONTRACTS IS TO BE ABLE TO EXPEDIENTLY GET THINGS DONE AND THE REASON IT'S A SMALL AMOUNT IS BECAUSE YOU WANT TO MAKE SURE YOU CAN MOVE THESE PROJECTS PRETTY QUICKLY.
SO I SAID ALL THAT TO SAY, HAVE WE MOVED AWAY FROM THAT PROCESS, CHIEF ALBERT? [OVERLAPPING] IF NOT, WHY NOT?
>> WE'RE IN THE PROCESS MOVING AWAY.
WE HADN'T COMPLETED THAT MOVE AWAY FROM THE PROCESS THAT WAS AUDITED.
BUT AT THE TIME WE BROUGHT THEM IN BECAUSE WE HAD AUDIT REPORTS SHOWING SOME DEFICIENCIES, AND WE NEEDED TO CORRECT THAT.
I THINK SINCE THIS COMPANY CAME IN, THEY'VE GIVEN US SOME BEST PRACTICES.
WE'VE LEARNED FROM SO WE THINK WE CAN TAKE IT IN HOUSE.
ACTUALLY, WE'VE ALREADY SOLICITED THE JOB PACKAGE AND RESET AND PUT OUR PEOPLE IN PLACE, A SPECIAL PROJECTS TEAM, TO OVERSEE IT AND
[00:40:01]
USE THEIR SOFTWARE PLATFORM TO CONTROL THE COST.>> I REMEMBER SPECIFICALLY WHY WE DID IT IS BECAUSE ONLY CERTAIN PEOPLE WERE RECEIVING WORK AS JOB ORDER CONTRACTORS.
BUT I ALSO THINK WE WENT TO THE EXTREME WHEN WE WENT OUTSIDE OF THE AREA AND PAID SOMEBODY FOR DOING NO WORK JUST TO CHOOSE THE VENDOR.
THERE'S NO QUESTION IN MY MIND THAT WE HAVE THE CAPABILITY WITHIN THIS SYSTEM TO BE ABLE TO TAKE CARE OF THAT WORK ON OUR OWN AND MAKE SURE WE DO IT CORRECTLY AND PUT IN A SYSTEM THAT WOULD ROTATE AND ALLOW EVERYBODY THAT'S IN THE JOB ORDER SYSTEM TO BE ABLE TO PARTICIPATE AND THAT WOULD BE MY EXPECTATION.
>> YES, MA'AM. I'LL BE BRINGING IT TOWARDS IN THE NEXT COUPLE OF MONTHS?
>> I WON'T PULL IT. [LAUGHTER]
>> THAT WAS RECORDED. [LAUGHTER]
>> TRUSTEES, ANY OTHER QUESTIONS? IS THAT THE END OF OUR REPORTS? WE'VE NOW RECEIVED ALL THE REPORTS.
IT WAS MOVED AND WE HAD A MOTION AND A SECOND TO ACCEPT AND MAKE FINAL THE INTERNAL AUDIT REPORTS.
NOW WE'VE HAD THEM, SO WE'RE GOING TO GO AHEAD AND VOTE ON ACCEPTING ALL THOSE.
IT WAS MOVED BY TRUSTEE MICCICHE AND SECONDED BY TRUSTEE FOREMAN THAT WE ACCEPT TO MAKE FINAL INTERNAL AUDIT REPORTS.
ALL THOSE IN FAVOR, PLEASE CAST YOUR VOTE BY RAISING YOUR RIGHT HAND.
>> NO RIDE. SO WE HAVE ADOPTED THE MOTION TO ACCEPT TO MAKE FINAL INTERNAL AUDIT REPORTS.
WE'RE ON TO SECTION 5.7 REPORT ON STATUS OF AUDIT FOLLOW-UP.
>> THANK YOU, TRUSTEE WEINBERG AND MICCICHE. BACK TO HELP OUT.
>> HELLO AGAIN, TRUSTEES, SUPERINTENDENT, AND ADVISORY MEMBERS.
I WILL ALSO BE REPORTING ON THE STATUS OF AUDIT FOLLOW-UP.
AUDIT FOLLOW-UP WAS COMPLETED FOR RECOMMENDATIONS DUE FOR IMPLEMENTATION AS OF APRIL 30, 2023.
THERE WERE 12 RECOMMENDATIONS DUE FOR FOLLOW UP FROM SEVEN REPORTS, AND ALL WERE IMPLEMENTED.
>> I'M JUST GOING TO SAY THAT THAT'S PRETTY AWESOME THAT WE SEE ONE IN ALL GREEN.
SO THANK YOU TO THE ADMINISTRATION. [OVERLAPPING]
>> THE INVENTORY NEVER STOPS BUT AT LEAST THE ONES THAT WE HAVE IN FRONT OF US.
>> YES, SIR. HAVE ALL BEEN COMPLETE SO THANK YOU VERY MUCH.
THEN WE'LL MOVE ON TO THE REPORT ON THE DISTRICT HOTLINE.
>> I WILL ALSO BE REPORTING ON THE HOTLINE.
THEREFORE, YOU HAVE IN YOUR HANDS IN PAGE 1 SHOWS THE HOTLINE REPORTS RECEIVED DURING THE PERIOD OF JULY 1ST TO AUGUST 18TH, WHICH IS 100 CASES.
IN PAGE 2, IT SHOW'S THE TOTAL HOTLINE REPORTS RECEIVED FOR PRIOR FISCAL YEARS 2019 THROUGH 2023.
FOR FISCAL YEAR 2019, THERE WERE 1,501 CASES REPORTED.
FISCAL YEAR 2020, 1,316 CASES REPORTED.
FISCAL YEAR 2021 WAS 1,169 CASES REPORTED.
FISCAL YEAR 2022, 1,884 CASES REPORTED.
AND FISCAL YEAR 2023, 2,141 CASES REPORTED.
PAGE 3 SHOWS A HOTLINE DISTRIBUTION REPORT FOR CASES RECEIVED FROM APRIL 22ND THROUGH AUGUST 18TH OF 2023.
THERE WERE 497 ASSIGNED CASES, AND 487 CASES CLOSED AND 22 REMAINED OPEN.
ALSO ON PAGE 3, THE OPEN HOTLINE AGENT REPORT SHOWS THAT 22 OPEN CASES DATING FROM MARCH 2023.
ONE OF THESE CASES WAS ASSIGNED TO THE POLICE DEPARTMENT.
THREE OF THE CASES WERE ASSIGNED TO LEGAL SERVICES, TITLE IX, AND EQUAL OPPORTUNITY COMPLIANCE, AND 18 CASES WERE ASSIGNED TO THE PROFESSIONAL STANDARDS OFFICE.
>> TRUSTEES, ANY QUESTIONS? TRUSTEE FOREMAN?
>> JUST A COUPLE OF QUESTIONS.
I KNOW WE ALWAYS TALK ABOUT THE HOTLINE STATUS, BUT DO WE GET ANY COMPLAINTS OTHER THAN THROUGH THE HOTLINE LIKE SOMEBODY SENDING IN A LETTER?
>> YES, MA'AM, AND THOSE ARE PUT INTO THE HOTLINE.
WE WILL TRANSCRIBE A REPORT SO THAT WE COULD TRACK IT AND WORK IT AND ASSIGN IT APPROPRIATELY.
>> IS THERE A WAY TO BE ABLE TO DETERMINE WHAT'S HOTLINE AND WHAT'S NOT HOTLINE?
[00:45:03]
>> WELL, [BACKGROUND] THEY ALL GO IN.
IF IT'S A PHONE CALL, [OVERLAPPING] WE'LL PUT IT INTO THE HOTLINE.
>> NOT A PHONE CALL. IF SOMEBODY SENDS A COMPLAINT IN WRITING, HOW DO WE HANDLE THAT COMPLAINT?
>> WE WOULD ACTUALLY OPEN A CASE AND PUT IT IN THE HOTLINE SO THAT IT CAN BE APPROPRIATELY ASSIGNED OR IT CAN DO CERTAIN FINANCIAL ISSUES, PSO DOES CERTAIN CASES, POLICE DO CERTAIN CASES.
THAT'S HOW WE TRACK IT AND MANAGE IT.
>> BECAUSE I KNOW SOME PEOPLE DON'T CALL OUR HOTLINE.
WHAT I'M TRYING TO FIGURE OUT IS HOW MANY COMPLAINTS WE ACTUALLY RECEIVE THAT YOU HAVE TO MANUALLY PUT IN THE HOTLINE.
>> I HAD TO CHECK AND SEE HOW WE PULL IT OUT. [OVERLAPPING]
>> I KNOW YOU DON'T KNOW THAT RIGHT NOW, BUT I'M JUST CURIOUS BECAUSE SOME PEOPLE DON'T WANT TO CALL A HOTLINE.
FOR MY CURIOSITY, HOW MANY PEOPLE ACTUALLY SEND SOMETHING IN WRITING REGARDING A COMPLAINT? I'D LIKE TO SEE THAT.
>> IF THEY CAN PUT IT IN ONLINE ANONYMOUSLY.
>> THEY COULD LEAVE A MESSAGE ON A PHONE.
[OVERLAPPING] THEY COULD SAY, I'VE SEEN A LETTER OR TWO, BUT THAT'S OVER FIVE YEARS COMPANY. [OVERLAPPING]
>> THE OTHER THING SHE TALKED ABOUT, THE ONLINE ANONYMOUS AND THOSE THINGS, IT'S JUST INTERESTING TO SEE WHAT ACTUALLY DOESN'T FEED INTO THE HOTLINE, BUT WE SEND IT TO THE HOTLINE.
>> WE'LL PUT IT IN THERE TO TRACK THE CASE.
YOU CAN SEE IT'S WORKING BECAUSE WE HAD A RECORD 2,100 CASES THIS PAST YEAR.
>> THAT WAS THE OTHER THING I WAS GOING TO MENTION.
>> WE REALLY LOOKED AT AND TRIED TO ANALYZE WHERE THE UPTAKE IS AND WHY WE'RE HAVING SUCH A SPIKE WHEREVER IT IS, I DON'T KNOW WHERE IT IS.
I LOOK AT THESE NUMBERS AND I'M NOT SURE.
>> WE DO GENERAL ANALYSIS AND WE CAN DO A LITTLE BIT MORE.
I THINK IT'S A JOURNAL UPTAKE IN EVERY CATEGORY.
>> THE ONLY REASON I ASKED THAT QUESTION IS THERE MIGHT BE SOME INSTANCES WHERE THERE MIGHT BE SOME TRAINING THAT WE CAN DO IN REGARDS TO WHAT NEEDS TO GO ON BECAUSE I SEE A LOT OF IT HAS TO DO WITH EMPLOYEE ISSUES.
THERE MIGHT BE SOME TRAINING THAT CAN BE DONE.
I'M NOT SURE, BUT JUST ANALYZING THAT PARTICULAR DATA TO TRY TO UNDERSTAND WHAT WE MIGHT BE ABLE TO DO DIFFERENT TO CHANGE THE TRAJECTORY.
I WOULD JUST REPORT THAT WE PREPARED THIS FOR THE SEPTEMBER MEETING.
SINCE THE AUGUST 18TH DATE, WE'VE HAD 300 MORE CASES ENTERED.
WE WILL HAVE A MORE UP-TO-DATE REPORT NEXT MONTH AT THE NEXT AUDIT COMMITTEE.
IT WASN'T JUST 100, [LAUGHTER] UNFORTUNATELY.
>> AS I UNDERSTAND, THE WAY THIS HOTLINE WORKS IS THE CALL OR THE EMAIL COMES INTO INTERNAL AUDIT AND IF IT'S A PSO-TYPE MANNER, YOU CAN PASS IT OVER TO PSO GUYS.
>> YOU CAN SEE EXACTLY WHO HAS WHAT AT ANY POINT IN TIME.
>> BUT IT'S INTERNAL AUDIT THAT'S DOING THE ASSIGNING OF THE CASE, OR [OVERLAPPING]
>> WE HAVE THE OVERSIGHT OF THE ROLE. YES SIR.
WE ACTUALLY JOINTLY SEVERAL PEOPLE SEE IT.
I SEE IT AT THE SAME TIME, PSO SEES IT.
WE WORK TOGETHER TO ASSIGN THOSE.
>> YES, SIR. [NOISE] IT'S FULL-TIME JOB.
I SEE EVERY SINGLE ONE, AND I'VE GOT STAFF AND A MANAGER.
I CAN ASSURE YOU NOT A SINGLE CASE FALLS THROUGH THE CRACKS.
WE SEE EVERY SINGLE ONE, AND WE TAKE EVERYONE SERIOUSLY.
SOMETIMES IT AMOUNTS TO SOMETHING, SOMETIMES IT DOESN'T.
BUT BY ANY STANDARD, 2,000 IS A LOT.
MOVING BACK, EVERYBODY IS BACK IN.
AT THE OFFICE, MAYBE THAT INCREASE THE NUMBERS A LITTLE BIT.
BUT I THINK TRUSTEE FORMATS COME IN, DO A LITTLE BIT MORE ANALYSIS, AND SEE IF IT'S A LOCATION.
IF IT'S ABOVE A STANDARD DEVIATION IN INCREASE, I THINK THAT WOULD BE A GOOD PROJECT WE CAN WORK ON AND REPORT BACK.
>> IT'D BE INTERESTING TO SEE IF THE COMPLAINTS AND GRIEVANCES THAT WE HAVE ANOTHER PROCESS FOR ARE NOT BEING USED AND THE HOTLINE IS BEING USED INSTEAD.
[00:50:04]
>> I WILL AGREE. I DON'T KNOW THE ANSWER, BUT I THINK THEY USE THEM ALL.
IF SOMEONE FILES A COMPLAINT HERE, THEY MIGHT DO IT IN ANOTHER LOCATION.
I THINK THEY OBVIOUSLY KNOW HOW TO DO IT.
>> TRUSTEES, ANY OTHER QUESTIONS ABOUT THE DISTRICT HOTLINE? IF NOT, WE'LL MOVE ON TO THE STATUS OF AUDIT PLAN AND SUFFICIENCY OF DEPARTMENT RESOURCES.
>> THANK YOU, TRUSTEE. FOR US, YOU CAN SEE ON THE FIRST PAGE 23, 24 AUDIT PLAN STATUS.
WE'VE STARTED ABOUT HALF OF THOSE PROJECTS WORKING WELL INTO A LOT OF THESE.
MANAGEMENT IS A PROJECT ON THE LIST, SO EVERYTHING IS GOING WELL.
FOR THIS YEAR, WE'VE CLOSED OUT THE PREVIOUS YEAR, AND THEN ALSO, I'D LIKE TO ATTACH THE ORG CHART SO YOU ALL CAN SEE THE STATUS OF ALL MY POSITIONS ARE FILLED AND THE STAFF THAT HAD PRESENTED TODAY AND HELPED OUT WITH THE MEETING DAY, I WANT TO THANK THEM.
UNFORTUNATELY, THROUGH MY MANAGERS THAT I'M TRAINING FOR LEADERSHIP DEVELOPMENT, BUT I WANTED TO THANK THE SUPERINTENDENT FOR ALLOWING US TO PARTICIPATE IN THAT LEADERSHIP DEVELOPMENT PROGRAM IN CONJUNCTION WITH UT DALLAS.
THEY'RE ACTUALLY THERE TODAY ALL DAY.
I THINK IT'S BEEN A VERY GOOD PROGRAM FOR US.
THAT CONCLUDES MY REMARKS, I'LL BE GLAD TO ANSWER QUESTIONS.
>> TRUSTEES, ADVISORY MEMBERS, ANY QUESTIONS OR COMMENTS? WELL, I WANT TO THANK EVERYBODY FOR BEING HERE.
NUMBER 6 WAS CLOSE SESSION, BUT WE'VE ALREADY DONE THAT.
THE TIME IS NOW 3:06 PM, AND THIS MEETING IS ADJOURNED. THANK YOU VERY MUCH.
* This transcript was compiled from uncorrected Closed Captioning.