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[00:00:01]

IT IS 433.

[1. Notice and Return]

GOOD AFTERNOON. WELCOME TO THE AUDIT COMMITTEE MEETING OF THE DALLAS INDEPENDENT SCHOOL DISTRICT BOARD OF TRUSTEES.

PLEASE STAND AND JOIN US FOR A MOMENT OF SILENCE AND REMAIN STANDING FOR THE PLEDGE OF

[2. Moment of Silence and Pledge of Allegiance]

ALLEGIANCE AND A SALUTE TO THE TEXAS FLAG.

THAT THERE. THANK YOU.

PLEDGE ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA AND TO THE REPUBLIC FOR WHICH IT STANDS, ONE NATION UNDER GOD, INDIVISIBLE, WITH LIBERTY AND JUSTICE FOR ALL.

HONOR THE TEXAS FLAG.

PLEDGE ALLEGIANCE TO BE TEXAS ONE.

STAY UNDER GOD, INDIVISIBLE.

THE FOLLOWING COMMITTEE MEMBERS ARE IN ATTENDANCE.

[3. Acknowledgements]

DISTRICT FOUR. CARLA GARCIA.

DISTRICT SIX. JOYCE DISTRICT SIX, JOYCE FOREMAN EXCUSE ME.

ALSO IN ATTENDANCE ARE IS OUR NON-VOTING COMMITTEE MEMBER, CHRIS LEWIS.

I AM DUSTIN MARSHALL, SERVE ALL SERVICE COMMITTEE CHAIR.

AND I APPRECIATE OUR DEPUTY SUPERINTENDENT OF SCHOOLS, SUZANNA CORDOVA, FOR JOINING US.

IN ORDER FOR THE BOARD TO HOLD THIS MEETING IN AN EFFECTIVE MANNER, I WANT TO LET IT BE KNOWN THAT THIS MEETING WILL BE CONDUCTED IN AN ORDERLY FASHION AND ASK THE PUBLIC TO ABIDE BY THE RULES OUTLINED IN BOARD POLICY B THE LOCAL PERTAINING TO PUBLIC PARTICIPATION. ADDITIONALLY, IT IS A CRIMINAL OFFENSE FOR A PERSON WITH INTENT TO PREVENT A DISRUPT A LAWFUL MEETING, TO SUBSTANTIALLY OBSTRUCT OR INTERFERE WITH THE ORDINARY CONDUCT OF A MEETING BY PHYSICAL ACTION OR VERBAL UTTERANCE, AND THEREBY CURTAIL THE EXERCISE OF OTHERS. FIRST AMENDMENT RIGHTS.

WE WANT TO REMIND EVERYONE THAT ALTHOUGH NOT REQUIRED, WE DO RECOMMEND THE WEARING OF A FACE MASK WHILE ON DISTRICT PROPERTY.

SO ON ITEM FOR OUR AGENDA NOW CALLS FOR THE PUBLIC FORUM SEGMENT OF OUR MEETING.

HOWEVER, I WAS INFORMED THAT NO ONE HAS SIGNED UP TO SPEAK.

WE. WE'LL MOVE ON TO ITEM 5.1.

[5. Action Items/Reports]

WE'RE NOW ON TO THE APPROVAL OF THE MINUTES OF NOVEMBER 10TH, 2021.

DO I HAVE A MOTION TO APPROVE THE MINUTES OF NOVEMBER 10TH, 2021? IT HAS BEEN MOVED BY TRUSTEE GARCIA AND SECONDED BY TRUSTEE FOREMAN THAT WE ADOPT THE MINUTES OF NOVEMBER TEN, 2021 AND TRUSTEES.

ARE THERE ANY CORRECTIONS? SEE NONE. ALL THOSE IN FAVOR.

PLEASE CAST YOUR VOTES BY RAISING YOUR HAND.

THOSE IN FAVOR.

THE MOTION PASSES THREE ZERO.

YOU HAVE JUST ADOPTED THE MOTION APPROVING THE MINUTES OF NOVEMBER 10TH, 2021 ONTO ITEM 5.2 REPORT ON DISTRICT FINANCIAL UPDATE.

JOIN THOMPSON DEPUTY SUPERINTENDENT.

GOOD AFTERNOON. SO JUST QUICKLY RUN THROUGH THE MOST RECENT OF THE BUDGET AMENDMENT FOR ALL FUNDS. THE ONLY BUDGET AMENDMENT FOR THE ENDING IN MARCH WAS THE ADDITION OF THE COST FOR THE SUPERINTENDENT SEARCH FIRM, AND WE ADDED THAT FOR THIS YEAR.

BUT THE INVITE WENT TO REPORT ON DISTRICT FINANCIAL UPDATE JOINT.

WE ARE. DO WE NEED TO STOP OR SHOULD WE CONTINUE? ALL RIGHT. LET'S HOLD OFF FOR JUST A FEW SECONDS UNTIL WE FIND OUT WHAT HAPPENED.

WANT TO MAKE SURE WE'RE STILL STREAMING? OKAY. THANKS. PLEASE GO AHEAD.

SO AGAIN, ON THE GENERAL FUND, THE ONLY CHANGE IS AN ADDITION TO THE BUDGET WAS THE 150,000 FOR THE ANTICIPATED SUPERINTENDENT SEARCH FIRM COST.

THEN ON DEBT SERVICE, THERE WAS THE ADDITION OF $68 MILLION, WHICH WAS THE PAYMENTS DUE THIS YEAR THAT WERE CLOSED ON A SALE AFTER THE BUDGET WAS CONCLUDED.

SO THAT WILL BE PAID OUT THIS YEAR.

THAT'S ON DEBT SERVICES ON 71.

AND THEN THERE WERE NO CHANGES TO FOOD SERVICE.

IF WE MOVE ON TO THE FORECAST AGAIN, ALL WE'VE DONE UP TO THIS POINT HAS CHANGED.

WE ADDED THE COST IN 21, 22 FOR THE SUPERINTENDENT SEARCH FIRM AND ADJUSTED THAT.

SO AT THIS BASED ON THIS PROJECTION, THE ENDING FUND BALANCE WOULD BE THE 589 MILLION TO 98 FOR 25.

AND THEN YOU CAN SEE IF IF THERE ARE NO CHANGES.

AND AS WE PROGRESS OUT THE ENDING FUND BALANCE AT THE 25, 26 WOULD BE 206,470,107.

[00:05:05]

AND THAT DOES IS VERY CLOSE TO THE 2% OR THE EXCUSE ME, THE TWO MONTH THAT THE BOARD HAS IN POLICY. I'D ANSWER ANY QUESTIONS THAT YOU WOULD HAVE.

TRUSTEES ANY QUESTIONS? TRUSTEE FOREMAN JUST A COUPLE OF QUESTIONS.

250. A FINE, FINE BALANCE.

ISN'T THAT EXACTLY WHAT THEY'RE DOING TO THIS ISSUE? SO WE HAVE WE HAVE SEVERAL THINGS IN THE ASSIGNED FUN BALANCE.

THE FIRST ONE WOULD BE THE OUTSTANDING DEBT OF THE CU SCAB.

AND THEN WE WOULD ALSO HAVE THAT WE'RE PUTTING MONEY INTO SIGN TO COVER ASR COSTS ONCE ASR GOES AWAY.

AND SO WHAT WE ANTICIPATE IS THERE OBVIOUSLY THERE'S A THREE YEAR WINDOW OF SPENDING ASR DOLLARS, BUT WE ANTICIPATE THAT THERE ARE GOING TO BE PROGRAMS AND SERVICES THAT WE WANT TO CONTINUE PAST THE THREE YEAR WINDOW.

AND SO WE'RE TRYING TO HAVE AN OPPORTUNITY FOR THE DISTRICT TO WEAN OFF THOSE COSTS AND GET BACK. AND SO THAT WE'RE ASSIGNING MONEY TO ACCOMMODATE FOR THAT.

HAVE A CONVERSATION ABOUT ASSIGNING MONEY TO CONTINUE AS A REPORTS.

I CAN GO BACK AND LOOK AT EACH OF THE ITEMS, BUT I BELIEVE I'VE DISCUSSED THAT EVERY TIME WE'VE HAD A DISCUSSION ABOUT THE FUND BALANCE SHEET, I REMEMBER THAT WE WERE ASSIGNING ADDITIONAL DOLLARS AND THEN HOW WE WERE FIGURING OUT WHAT ADDITIONAL DOLLARS WE WERE GOING TO ASSIGN.

I HAD ANTICIPATED, BASED ON WHAT THE PROGRAMS WERE, THAT WE WOULD NEED ABOUT $200 MILLION TO CARRY THAT OUT FOR A COUPLE OF YEARS.

OKAY. CAN YOU GO BACK AND GET THAT FOR ME? SURE. I DON'T REMEMBER EVERYTHING, BUT.

YES, MA'AM. THANK YOU.

ANY OTHER QUESTIONS? COMMENTS.

ALL RIGHT. THANK YOU VERY MUCH.

WE'RE ON TO ITEM 5.3.

CONSIDER AND TAKE POSSIBLE ACTION TO ACCEPT AND MAKE FINAL THE INTERNAL AUDIT REPORTS.

DO I HAVE A MOTION TO ACCEPT AND MAKE FINAL THE INTERNAL AUDIT REPORTS? MOVE TO PRINT I SECOND THAT HAS BEEN MOVED BY TRUSTEE GARCIA AND SECONDED BY TRUSTEE MARSHALL THAT WE ACCEPT AND MAKE FINAL INTERNAL AUDIT REPORTS.

WOULD YOU LIKE TO WALK US THROUGH THEM? YES, SIR. THANK YOU. TRUSTEE MARSHALL TRUSTEES.

DEPUTY SUPERINTENDENT CORDOVA.

MY NAME IS ROBERT RUBLE CHIEF INTERNAL AUDIT OFFICER.

WE HAVE I'M GOING TO GO THROUGH FIVE REPORTS TODAY.

WE'VE PULLED ONE.

IT WAS INCLUDED IN THE PACKET, BUT WE PULLED IT TO A LOT MORE TIME TO REVIEW LEADERSHIP.

THE FIRST AUDIT IS CONSTRUCTION CLOSEOUT.

WE LOOKED AT PROCESSES THAT THE DISTRICT GOES THROUGH FOR CLOSING OUT LARGE CONSTRUCTION PROJECTS. IT'S IMPORTANT THAT WE DO THAT IN A TIMELY MANNER.

DOCUMENTATION IS COMPLETE, SO WE HAVE A COMPLETE FILE.

DURING OUR TESTING, WE FOUND THAT SOME DOCUMENTS WERE MISSING IN THE FILE FOR CLOSEOUT, AND WE RECOMMENDED THAT WE UPDATE THE PROJECT CLOSEOUT PROCEDURES AND THAT WOULD INCLUDE OR SHOULD INCLUDE AN OVERSIGHT OR A SUPERVISORY REVIEW TO ENSURE THAT IS ALL DONE AT THE SAME TIME. A SECOND ISSUE THAT CAME UP WAS PROOF OF INSURANCE.

THERE'S A REQUIREMENT THAT GSIS GENERAL CONTRACTORS MAINTAIN INSURANCE FOR FIVE YEARS.

HOWEVER, THE COPY THAT'S IN THE FILE IS USUALLY JUST THAT FIRST YEAR AND IT WOULD EXPIRE OBVIOUSLY AT SOME POINT.

AND WE DON'T HAVE A PROCESS TO GO BACK AND ENSURE, YOU KNOW, WHAT ARE WE DOING? AND THAT WE DID MAKE A RECOMMENDATION THAT WE CLARIFY WHAT THAT REQUIREMENT SHOULD BE AND THEN THE MECHANICS OF HOW WE WOULD THEN IMPLEMENT THAT GOING FORWARD.

I WOULD ENTERTAIN ANY QUESTIONS, TRUSTEES, ANY QUESTIONS.

TRUSTEE FOREMAN. SO I'M TRYING TO UNDERSTAND.

EXACTLY. REFERRING TO THE INSURANCE.

I'M SORRY. OKAY.

OKAY. SO ON THE.

ON THE CLOSE OUT ON THE INSURANCE.

YES, MA'AM. IN THE PROOF OF INSURANCE.

SO ARE YOU SAYING THAT IF A PROJECT LASTS FIVE YEARS, ALL WE HAVE ON FILE IS THE FIRST YEAR'S INSURANCE? OR DO WE GET SUBSEQUENT INSURANCE? WHAT I'M REFERRING TO IN THAT IS THAT WHEN THE PROJECT IS CLOSED, SO THEY WOULD HAVE TO

[00:10:01]

PROVIDE ANNUALLY DURING THE LIFE OF THE PROJECT.

BUT WHEN THEY CLOSE IT, IT'S JUST GOING TO BE A POLICY FOR ONE YEAR.

BUT THEY'RE REQUIRED TO MAINTAIN IT FOR FIVE YEARS.

OKAY. OUR DISTRICT POLICY.

OKAY. I'M MISSING SOMETHING.

SO IF THEY'RE CLOSING OUT THE PROJECT AND YOU'RE WANTING THEM TO HAVE INSURANCE FOR ONE YEAR AND THE PROJECT IS CLOSED, WHY WOULD WE DO THAT? OUR POLICY CURRENTLY REQUIRES THE GC TO MAINTAIN INSURANCE COVERAGE ON THAT PROJECT THEY COMPLETED FOR FIVE MORE YEARS AFTER COMPLETION.

AFTER COMPLETION? YES, MA'AM.

OKAY. BUT WHAT WE NORMALLY GET IS JUST ONE POLICY, AND IT'S AN ANNUAL POLICY.

AND SO IS THAT ON ALL MAJOR CONSTRUCTION PROJECTS THAT THEY HAVE FIVE YEARS AFTER THEY'RE SUPPOSED TO MAINTAIN INSURANCE, FIVE YEARS AFTER THE PROJECT IS COMPLETED ON THAT PROJECT? THAT'S CORRECT.

YES, MA'AM. EXCUSE ME.

PER OUR CONTRACT, WE REQUIRE IT.

AND HAVE WE ALWAYS DONE THAT? I DO NOT KNOW. I THINK THAT'S OUR STANDARD POLICY.

BUT HAVE WE ALWAYS DONE THAT? I MIGHT HAVE TO ASK. CONSTRUCTION.

YES, SOMEBODY HELPED ME OUT BECAUSE I KNOW WE CHANGED A LOT OF PURCHASING REGULATIONS AND I'M TRYING TO FIND OUT IF THAT'S ONE OF.

BACK TO BACK. LET'S KEEP GOING OVER TO THE RIGHT.

THAT'S BEEN THE POLICY SINCE 2008 THAT I'M AWARE OF.

YES, SINCE 2008.

ALL RIGHT. THAT'S WHAT I NEED TO KNOW.

AND THEN IN TERMS OF THE CLOSEOUT, COMPLETE CLOSEOUT, YOU'RE SAYING THAT WE NEED ADDITIONAL DOCUMENTATION TO CLOSE OUT THE PROJECT.

ARE YOU ASKING WHAT ARE YOU ASKING FOR? I'M SORRY, TRUSTEE FOREMAN.

THAT'S PART OF PART OF THE WE HAVE A LIST, CLOSE OUT LIST WITH A LIST OF ALL THE DOCUMENTS REQUIRED.

AND WHEN WE TESTED THOSE FILES, WE HAD WE HAD MISSING DOCUMENTS.

ALL THE DOCUMENTS WERE NOT IN THERE.

THERE ARE SOME EXAMPLES ON PAGE SIX OF THE REPORTS.

SOME OF IT.

THAT IS THE PRINCIPAL SIGNOFF OF THE PROJECT.

IS IT A PART OF THE CLOSEOUT REQUIREMENT? YES. AS.

TO REACH FINAL COMPLETION.

THE REASON I ASK THAT QUESTION IS, IS THAT I KNOW FOR A FACT THAT PREVIOUSLY THAT WAS NOT A PART OF THAT MANY PRINCIPALS DIDN'T SIGN OFF ON THE PROJECT.

WE HAVE SOME PROJECTS THAT WE ARE CALLING COMPLETE THAT STILL HAVEN'T BEEN SIGNED OFF BY THE PRINCIPAL. SO I'M JUST TRYING TO GET AN UNDERSTANDING.

IS THAT A PART OF THE PROCESS? AND IF IT IS, THEN AND I'VE GOT A FOR INSTANCE.

I'M ONE OF MY SCHOOLS.

SO IF IT IS A PART OF IT.

WHEN DO WE FINALIZE THIS PARTICULAR PART OF THE PROCESS? THE CLOSE. WHEN DO WE FINALIZE IT? IF THE PRINCIPAL STILL HADN'T SIGNED UP? I DON'T THINK IT'S IN THE CHECKLIST I'LL HAVE TO DEFER TO.

MR. ALFORD I DON'T THINK IT'S PART OF THE CHECKLIST, IS IT, AS A MATTER OF PRACTICE BEFORE WE TAKE IT TO BOARD FOR GC CLOSEOUT THAT WE'RE REQUIRING THEM TO SIGN UP? WE CALL IT A PRINCIPAL ACKNOWLEDGMENT FORM AND THAT'S TO BE SIGNED BY THE PRINCIPAL OR WE DON'T TAKE IT TO BOARD.

SO. I'M STILL A LITTLE CONFUSED BECAUSE WE HAVE SOME PROJECTS THAT WE'RE CALLING CLOTHES THAT THE PRINCIPALS HAVE NOT SIGNED OFF ON.

SO I JUST SAY WE NEED TO IF THAT IF THAT IS ACTUALLY A PART OF THE PROCESS AND IT'S KIND OF. YOU GUYS ARE STRUGGLING WITH THAT.

BUT IF IT'S A PART OF THE PROCESS, THEN IT'S A PART OF THE PROCESS.

IF IT'S NOT, THEN IT'S NOT.

SOMEBODY NEEDS TO BE ABLE TO SAY IT'S A PART OF THE PROCESS OR NOT.

I THINK IT SHOULD BE, BY THE WAY.

IN IT CLOSED OUT.

THE PRINCIPAL SHOULD HAVE SIGNED OFF ON THAT PROJECT.

IT'S PART OF THE PROCESS AND PART OF THE RECOMMENDATION IS TO UPDATE.

I CLOSE OUT. I MEAN, I CLOSE OUT PROCEDURES AND THAT WILL BE PUT IN THERE.

OKAY. ALL RIGHT.

[00:15:02]

I FEEL A LITTLE BIT. OKAY.

THANK YOU. ANY OTHER QUESTIONS? TRUSTEE GARCIA. GOOD AFTERNOON.

THANK YOU FOR THIS PRESENTATION.

I'M TAKING A LOOK AT THE MANAGEMENT RESPONSE PAGE 13 OF THIS REPORT.

AND YOU'VE GOT HERE AND I ALWAYS APPRECIATE SEEING HERE THE TIMELINE FOR IMPLEMENTATION ON THE RECOMMENDATIONS YOU'VE GOT HERE.

AT THE END OF THAT FIRST PARAGRAPH 2020 BOND PROGRAM MONITORED BY THE ISD REPRESENTATIVES, IS THAT THE BOND OVERSIGHT COMMITTEE THAT WE'RE REFERRING TO? NO, THAT'S INTERNAL STAFF.

INTERNAL STAFF. OKAY.

OKAY. AND THAT WAS MY ONLY QUESTION FOR THIS REPORT.

THANK YOU. I JUST HAVE ONE QUICK QUESTION.

THIS MAY BE A DUMB ONE, BUT AND I'M NOT FAMILIAR WITH THE CONSTRUCTION INDUSTRY AS MUCH AS I AM THE TRANSPORTATION AND LOGISTICS BUSINESS.

BUT WE WE HAVE CONTRACTS WITH THOUSANDS OF CARRIERS AND WE HAVE AN AGREEMENT IN PLACE WITH THE THE INSURANCE BROKERS THAT THEY MUST SEND US AN UPDATED CERTIFICATE OF INSURANCE ON AN ANNUAL BASIS.

AND IT'S AUTOMATED.

I MEAN, IT'S SO WE RECEIVE 1000 OF THEM EVERY YEAR WITHOUT ANY HUMAN INTERACTION.

SO WHY CAN'T WE DO THAT? WHY CAN'T WE HAVE THE SAME SYSTEM IN PLACE WHERE WE JUST GET AUTOMATED CERTIFICATES INSTEAD OF INSURANCE DIRECTLY FROM THE INSURANCE BROKERS? YES, THAT'S WHAT WE'RE IN THE PROCESS OF DOING.

THAT'S EXACTLY WHAT OUR CONSULTANT WHO COLLECTS THESE ANNUALLY.

HE SAID, HEY, WE SHOULD AUTOMATE THIS PROCESS AND WE PLAN TO DO THAT WITHIN THE NEXT COUPLE OF MONTHS. WELL, I DON'T EVEN THINK WE NEED TO AUTOMATE IT.

IT'S ON THE IT'S IT'S IT'S THE BALL IS IN THE COURT OF THE INSURANCE AGENT OF THE CONTRACTOR. RIGHT.

LIKE WE JUST SEND THE INSURANCE AGENT AN EMAIL SAYING WE REQUIRE AUTOMATED ANNUAL UPDATED CERTIFICATES TO BE EMAILED TO US.

WE DON'T HAVE TO DO ANYTHING FURTHER.

TO ME, THAT SOUNDS LIKE A VERY EASY PROBLEM TO SOLVE.

IS THAT WHAT WE'RE WORKING ON? YES. OKAY. FAIR ENOUGH.

ALL RIGHT. YOU WANT TO MOVE ON TO THE NEXT REPORT? YES, SIR. WE COMPLETED AN AUDIT OF DISBURSEMENTS, WHICH ARE PAYMENTS MADE FROM THE DISTRICT FOR GOODS AND SERVICES.

WE PERFORMED DATA ANALYSIS ON A SAMPLE OF PAYMENTS OR ON THE POPULATION WE SAMPLED FROM ACH PAYMENTS AND CHECKS.

SO WE HAD BOTH POPULATIONS.

WE ALSO SELECT A SAMPLE OF EMPLOYEE REIMBURSEMENTS.

DURING THE COURSE OF THIS AUDIT, WE TESTED FOR DUPLICATE PAYMENTS, UNAUTHORIZED PAYMENTS, UNTIMELY PAYMENTS, UNSUPPORTED PAYMENTS, EMPLOYEE PAYMENTS.

CAN ANY CONTROLS OVERRIDE THAT? WE COULD IDENTIFY AND WE REVIEWED POLICIES AND PROCEDURES.

I'M GLAD TO REPORT WE HAD NO EXCEPTIONS IN THIS AUDIT AND NO RECOMMENDATIONS WERE MADE.

THANK YOU. TRUSTEES, ANY QUESTIONS? I DO HAVE ONE QUESTION, SIR.

SO I KNOW YOU AND YOUR TEAM HAVE INVESTED IN TECHNOLOGY AS A PART OF THAT WILL BE IMPLEMENTATION OF CONTINUOUS AUDITING OR ANALYTICS THAT LOOKS AT THESE THINGS ON AN ONGOING BASIS TO GIVE YOU MORE TIMELY ITEMS TO POSSIBLY FOLLOW UP ON TO.

THANK YOU, MR. LEWIS. WE USE IDEO AND WE ACTUALLY HAVE WE HAVE A COPY OF ANOTHER ANALYTICAL TOOL.

SO, YES, WE CAN CONTINUE TO DO THAT.

IT WAS BEEN A BUSY FIRST YEAR.

SO I'M GOING TO SAY WE HAVEN'T ESTABLISHED A QUARTERLY REVIEW OF THESE TYPES OF THINGS.

BUT AS WE DEVELOP OUR RISK ASSESSMENT, YOU KNOW, THAT WOULD BE AN OPPORTUNITY FOR US TO ADD VALUE BACK TO THE DISTRICT AND AND SET UP A QUARTERLY ANALYSIS, IF YOU WILL.

SO THAT WOULD IT WOULD BE A YES.

WE DEFINITELY COULD LOOK INTO IT AND SCHEDULE THAT FOR NEXT YEAR.

ANY OTHER QUESTIONS? COMMENTS. GREAT.

WHEN WE GO ON TO THE NEXT REPORT.

YES, SIR. OUR NEXT REPORT, FOOD AND CHILD NUTRITION SERVICES.

OBVIOUSLY, ONE OF THE LARGER OPERATIONAL AREAS AT THE SCHOOL DISTRICT IS FOOD AND CHILD NUTRITION. WORKING AT ALL THE SCHOOLS.

BREAKFAST AND LUNCH.

VERY, VERY BIG JOB.

I DON'T HAVE TO TELL FOOD AND CHILD NUTRITION PEOPLE THAT WE LOOKED AT OVERALL OPERATIONS. IT WAS OUR FIRST YEAR AND IT WAS OUR FIRST EXPERIENCE TO WORK IN THIS AREA.

SO WE HAD A LOT OF RAMP UP TIME, A RAMP UP COST, SO TO SPEAK, TRYING TO LEARN THE OPERATIONS ACROSS THE DISTRICT.

SO SOME OF THE THINGS THAT WERE COVERED WERE FORECASTING, ORDERING, INVENTORY MANAGEMENT,

[00:20:05]

COUNTING AND RECORDING OF MEALS SERVED BECAUSE THEN THAT WOULD LEAD TO A BILL OR A REIMBURSEMENT PROCESS.

SO IN ONE OF OUR AREAS OF TESTING, WE FOUND INSTANCES OF PRODUCTION RECORDS NOT AGREEING WITH MEAL COUNTS IN THE POINT OF SALE SYSTEM.

TO BE CLEAR, BILLING IS DONE FROM THE POINT OF SALE SYSTEM.

WE DID MAKE A RECOMMENDATION THAT WE INTEGRATE THESE TWO SYSTEMS BETTER, ONES CALLED NEWTON AND ONES CALLED EDISON, BUT THEY'RE REALLY INDEPENDENT OF EACH OTHER.

AND THERE'S A LOT OF MANUAL PAPERWORK THAT GOES INTO CALCULATING PRODUCTION RECORDS EACH DAY AT THE SCHOOL. SO MANAGEMENT HAS RESPONDED POSITIVELY TO THIS RECOMMENDATION.

AND WE HAD ONE MORE WHERE THERE THERE WERE INSTANCES WE IDENTIFIED THAT WE DIDN'T HAVE DOCUMENTATION AND THEN THAT WOULD THEN AFFECT OUR ABILITY TO SEEK REIMBURSEMENT FROM DEPARTMENT OF AG.

THE RECOMMENDATION REALLY BOILED DOWN TO HOW DO WE QUANTIFY WHAT THAT DELTA IS? HOW MUCH ARE WE POTENTIALLY LOSING? BECAUSE WE DON'T SOMETIMES HAVE ALL THE DOCUMENTATION TOGETHER TO BE ABLE TO PUSH A BILL OR REIMBURSEMENT CLAIM OUT.

I WOULD ENTERTAIN QUESTIONS AND WE HAVE FOOD AND NUTRITION SERVICES PERSONNEL HERE TO HELP ANSWER FROM FROM MANAGEMENT ALSO.

QUESTIONS. TRUSTEE FOREMAN.

SIR. THE GENTLEMEN, LET ME READILY ADMIT, THIS IS AN AREA THAT I'M NOT FAMILIAR WITH.

CAN YOU BELIEVE THAT? WE WEREN'T EITHER. BUT JUST A COUPLE OF QUESTIONS, BECAUSE I NOTICED IN THE REPORT IT TALKED ABOUT BEING ABLE TO CALCULATE, LIKE BREAKFAST IN THE CLASSROOM, BEING ABLE TO CALCULATE IF THE CHILDREN ARE EATING THE MEALS.

IS THAT SOMETHING THAT WE ARE STRUGGLING WITH OR IS IT SOMETHING THAT WE JUST SEND THE FOOD TO THE CLASSROOM? THANK YOU FOR THAT FOR THAT QUESTION.

ALL OF OUR REIMBURSEMENT IN THE FINANCIALS OF FOOD SERVICE GO OFF OF PARTICIPATION.

HOW MANY STUDENTS PARTICIPATE AT BREAKFAST OR LUNCH OR SUPPER AFTER SCHOOL SNACK, WHATEVER THE SPECIFIC PROGRAM IS.

SO THERE ARE TIMES WHERE WE HAVE CHALLENGES IN GETTING ACCURATE NUMBERS FOR THAT PARTICIPATION BECAUSE DIFFERENT CLASSROOM PRACTICES MAY BE TIGHTER OR LOOSER, DEPENDING ON A MULTITUDE OF.

FACTORS. AND SO THE PARTICIPATION FROM BREAKFAST IN THE CLASSROOM, FRANKLY, IS, IS ONE OF OUR OUR STRUGGLES.

AND THAT'S WHY WE'VE MADE A CONSCIOUS EFFORT TO MOVE TO BREAKFAST FROM A KIOSK OR LIKE A GRAB AND GO BREAKFAST WHERE? FOOD SERVICE? YES, MA'AM. WE'RE WHERE WE ARE RESPONSIBLE FOR THAT CAPTURING THAT PARTICIPATION DATA INSTEAD OF ASKING SOMEONE ELSE TO BE RESPONSIBLE.

THE ANOTHER QUESTION AND AGAIN, THIS IS NOT WHERE I STAND.

VERY SMART ON IF YOU HAD.

LUNCH. MEAN BREAKFAST IN THE CAFETERIA.

WOULD YOU COUNT JUST THE NUMBER OF STUDENTS THAT CAME IN THE CAFETERIA TO EAT BREAKFAST? OR WOULD YOU COUNT BASED ON THE FOOD THAT YOU PROVIDE? WELL, IT'S BASED ON STUDENTS PARTICIPATING RATHER THAN THE FOOD PROVIDED, BECAUSE STUDENTS UNDER THE FEDERAL NUTRITION PROGRAMS, STUDENTS CAN CHOOSE EFFECTIVELY HOW MUCH FOOD THEY WANT. THEY MAY DECIDE THEY DON'T WANT THE ROLL WITH WITH LUNCH.

AND THAT'S OKAY. YES, MA'AM.

YES, MA'AM. VERY GOOD.

AND THEN THE THE LAST QUESTION IN THE REPORT, IT SAID THAT SERVICES TO NINE COLLEGE CAMPUSES. YES, MA'AM.

SO WHAT NINE COLLEGE CAMPUSES DO WE SERVE? THOSE ARE THE P-TECH AND EARLY COLLEGE HIGH SCHOOL PROGRAMS. OKAY. SO THAT WOULD JUST BE THE STUDENTS FROM DISD THAT ARE IN THOSE PROGRAMS AT THE COLLEGES. FOR INSTANCE, CEDAR VALLEY IS ONE OF THOSE COLLEGES.

SO, YES, WE DO IMPROVE FOR OUR STUDENTS.

ARE WE DOING FOOD FOR ALL THE STUDENTS?

[00:25:02]

AT THIS TIME WE ARE FEEDING DALLAS ISD STUDENTS.

SEVERAL DISTRICTS HAVE EXPRESSED A INTEREST IN HAVING US.

FEED THEIR STUDENTS AND WE WOULD GET THE REIMBURSEMENT FOR THAT.

THEY WOULD BE TREATED LIKE LIKE OUR STUDENTS FOR THE PURPOSE OF FEEDING.

SO THERE'S BEEN SOME INTEREST EXPRESSED THERE, BUT WE'RE STILL WORKING THROUGH DETAILS.

AND OF COURSE, FOR ANYTHING TO HAPPEN, WE WOULD COME TO THE BOARD FOR APPROVAL IF THAT'S THE DIRECTION THE BOARD WANTS TO MOVE IN.

OKAY. YES, MA'AM.

IT SOUNDS A LITTLE BIT BETTER.

YES, MA'AM. ALL RIGHT.

THANK YOU SO MUCH.

THANK YOU, MR. GARCIA. GOOD AFTERNOON.

A QUESTION FOR YOU HERE ON IN READING YOUR RESPONSES, MANAGEMENT RESPONSES, THERE'S A LOT OF EMPHASIS ON JUST TRAINING FOR OUR STAFF.

CAN YOU TELL ME MORE ABOUT THIS TRAINING AND THE ROLLOUT? I DON'T KNOW IF THERE'S AN EXACT DATE ON THIS REPORT RIGHT NOW.

YES, MA'AM. CAN. CAN I ASK YOU FOR A PAGE REFERENCE? SORRY. AND I IMMEDIATELY STARTED GOING TOWARDS ANOTHER LOOKING SPECIFICALLY AT PAGE 15.

AND YOU'VE GOT ON HERE FURTHER TRAINING FOR OUR STAFF.

OH. YES, MA'AM.

SO? SO THE TRAINING WORKS IN SEVERAL AREAS.

IT'S THE FOOD SERVICE STAFF, WHICH WE CONTINUALLY TRAIN BECAUSE OF GETTING NEW EMPLOYEES AND TURNOVER IN THE STAFF.

BUT THERE'S ALSO AN ELEMENT OF TRAINING FOR CAMPUS STAFF FOR THOSE SCHOOLS THAT DO, LET'S SAY, BREAKFAST IN THE CLASSROOM.

WE PROVIDE TRAINING FOR CLASSROOM TEACHERS ON HOW TO TO CONDUCT AND PROPERLY ACCOUNT FOR MEALS SERVED IN THE CLASSROOM.

AND SO OUR TRAINING IS NOT ONLY WITHIN THE DEPARTMENT, BUT ALSO SOME EXTERNAL INITIATIVES FROM THE DEPARTMENT.

AND JUST TO CLARIFY, IT'S PAGE 13.

AND YOU'VE GOT HERE YOU'RE EXPLORING GETTING THIS TRAINING PRIOR TO WORK BEGINNING IN THE DISTRICT. YES, MA'AM.

WHAT WHAT WE FOUND IS AND THIS WAS A GREAT RECOMMENDATION AND OBSERVATION FROM THE THE AUDIT TEAM, ONE OF THE SUGGESTIONS WAS MAKE THIS TRAINING AVAILABLE KIND OF MORE ON A ON A ON DEMAND TYPE BASIS.

AND WE HAD NOT DONE THAT PREVIOUSLY.

OUTSTANDING SUGGESTION.

WE ARE DOING THAT.

AND THEN WE ALSO NEED TO WORK TO PROVIDE BETTER TRAINING FOR SUBS AS THEY COME INTO THE DISTRICT BECAUSE THE SUBS ARE IN THE CLASSROOMS AND WE NEED TO TRAIN THEM ON HOW TO CORRECTLY PROVIDE ACCOUNTABILITY.

OKAY. AND THEN MY ASK FOR THE ROLLOUT IS YOU'VE GOT HERE JUST A VERY VAGUE THROUGHOUT THE 2022, 2023 SCHOOL YEAR.

IS THAT SOMETHING THAT WE'VE ALREADY STARTED WORKING ON? YES, MA'AM. WE'VE WE'VE DONE A VERY DEEP ANALYSIS OF THE ENTIRE REPORT, AND WE'RE PUTTING TOGETHER OUR TRAINING PLAN FOR THE SUMMER AND INTO THE 2223 SCHOOL YEAR.

SUMMER IS WHEN WE CONDUCT THE VAST MAJORITY OF INTRODUCTORY.

WELCOME BACK.

TRAINING FOR FOOD SERVICE STAFF.

BUT THERE IS TRAINING THAT GOES ON THROUGH THE ENTIRE SCHOOL YEAR.

OKAY. OKAY.

THANK YOU FOR THAT QUESTION, MR. LEWIS. SO I HAVE A COUPLE OF QUESTIONS MORE TO JUST GET ME EDUCATED ON THIS.

BUT THE THE RISK ASSESSMENT ON THIS AUDIT, FOR THE MOST PART IS FLAGGED AS LOW, WHICH MY UNDERSTANDING OF FEDERAL REIMBURSEMENT POLICIES RELATED TO FOOD WOULD WOULD LEAD ME TO BELIEVE THAT THE RISK SHOULD BE HIGH HERE IF IF WE'RE UNDER OR OVER REPORTING.

SO I'M CURIOUS WHAT WHAT SORT OF THRESHOLD OR REQUIREMENTS THE FEDS PLACE ON YOU TO HAVE ACCURACY IN YOUR MEAL COUNTS FOR FOR FOR FEDERAL FUNDS? SO ARE WE COMPLYING? LET ME. RIGHT.

SO THE RISK IS IS ON OUR SIDE, NOT SEEKING REIMBURSEMENT.

WE DIDN'T FIND INSTANCES KIND OF SIMILAR TO OTHER AUDITS WHERE WE BUILD FOR SOMETHING.

RIGHT. SO THERE'S THE EFFICIENCY THAT WE'RE LOOKING FOR ON OUR SIDE OF THE DISTRICT SIDE.

WE CAN HOPEFULLY WE CAN GAIN MORE REIMBURSEMENT BY HAVING CLEAN INFORMATION.

THROUGHOUT THE PROCESS, THE FEDS WERE AUDITING US AND WOULD PASS WITH FLYING, WHICH IS WHAT THEY DO. TDA DOES COME IN AND THEY HAVEN'T FOUND EXCEPTIONS TO OUR REIMBURSEMENT CLAIMS, AND SO THAT'S REALLY A GOOD THING.

THEY DON'T CARE IF WE DON'T BUILD THEM.

OKAY. SO DO WE HAVE A SENSE FOR THE AMOUNT OF FOREGONE REVENUE THAT WE COULD HAVE COULD HAVE GOTTEN IF WE WERE COUNTING BETTER?

[00:30:01]

LIKE, WHAT'S THE. I DO NOT, BUT THAT'S I DO NOT.

BUT THAT'S WHAT WE'RE LOOKING TOWARD, TRYING TO FIND THAT.

I DON'T AT THIS AT THIS MOMENT, WE HAVE NOT TRACKED THAT PREVIOUSLY BECAUSE, FRANKLY, THE THE DATA THE DATA ARE ARE SOMETIMES MESSY.

AND BUT WE ARE I HAVE MY TECHNOLOGY TEAM AND MY BUSINESS SERVICES TEAM.

WE ARE BUILDING A FRAMEWORK TO GATHER OUR BEST ESTIMATE AS TO MULES THAT WE ARE REASONABLY CERTAIN WE'RE SERVING, BUT WE'RE UNABLE TO CLAIM BECAUSE THE DOCUMENTATION IS NOT CLEAR. AND THAT WAS A WONDERFUL SUGGESTION FROM THE AUDIT TEAM.

AND ONCE WE HAVE THAT NUMBER, EVERYTHING BEGINS WITH MEASUREMENT.

WHERE ARE WE NOW? SO ONCE WE HAVE THAT NUMBER, WE EXPECT TO BE ABLE TO TAKE PROACTIVE POLICIES TO COMBAT THAT NUMBER AND DROP IT.

WELL, IT SEEMS LIKE THIS IS THIS SHOULD BE WELL TRODDEN TERRITORY, RIGHT? I MEAN, SCHOOL DISTRICTS ALL OVER THE COUNTRY HAVE BEEN SERVING FOOD TO STUDENTS FOR MANY, MANY DECADES.

SO, I MEAN, WHAT ARE THE BEST PRACTICES IN THE INDUSTRY? I MEAN, WHAT IS NEW YORK OR L.A.

UNIFIED OR CHICAGO, A HUGE DISTRICT.

SO HOW ARE THEY BETTER ABLE TO TRACK THIS THAN OR ARE THEY BETTER ABLE TO TRACK IT THAN WE ARE? NO, I SEE NO EVIDENCE THAT THEY ARE INVOLVED IN A NATIONAL GROUP.

AND I SPECIFICALLY WORKED WITH NEW YORK AND CHICAGO AND THE LA AND SOME OF THE MIAMI-DADE. THE THE THE ISSUE OF INCOMPLETE DATA TO CLAIM A MEAL IS PRESENT FROM COAST TO COAST.

IT'S A IT'S A, IF YOU WILL.

IT'S A COST OF DOING BUSINESS FOR FOR EXAMPLE, I'LL GIVE AN EXAMPLE.

LET'S SAY WE HAVE A BREAKFAST IN THE CLASSROOM SCHOOL.

AND SO TO THIS CLASSROOM WE SEND 20 COMPLETE BREAKFASTS AND WE 16 STUDENTS ARE CHECKED OFF ON THE LIST AS HAVING EATEN.

BUT THERE'S NOT FOUR MEALS WORTH OF LEFTOVER FOOD.

SO SOME OF THAT, THOSE FOUR REMAINING MEALS, SOME OF THAT'S GONE, BUT NOT ALL OF IT.

SO HOW DO WE AND THERE'S NO RECORD OF WHO MIGHT HAVE TAKEN A SECOND ENTREE OR WHO CHERRY PICKED. THEY WANTED TWO BANANAS AND NOT NOT THE.

YES, SIR. YES, SIR.

AND SO THOSE ARE CONFOUNDING ISSUES THAT I'M JUST WONDERING WHO'S THE LIKE.

THERE'S GOT TO BE SOMEBODY OUT THERE THAT IS BEST IN CLASS IN THIS AREA, IN THE COUNTRY.

I MEAN, IF IT'S NOT NEW YORK OR MIAMI-DADE, WHO IS IT AND HOW ARE THEY DOING? THIS IS MY QUESTION.

YOU KNOW, I'LL I'LL I'LL IT'S DALLAS.

ABSOLUTELY. I MEAN, IT'S US.

WE THERE'S A REASON WE DIDN'T KNOW THAT QUESTION.

YEAH. I MEAN, HEY, YOU KNOW, IT'S US.

YOU KNOW, WE WE DID ON OUR LAST SAW IT WAS THE FIRST TIME IN THE HISTORY OF DALLAS THAT THE FOOD SERVICE DEPARTMENT RECEIVED THE PERFECT AUDIT.

AND WE WERE COMMENDED FOR SYSTEMS THAT WE HAD IN PLACE FOR THE USDA AND TEXAS DEPARTMENT OF AGRICULTURE. THAT'S BECAUSE WE'RE UNDER BUILDING THEM, RIGHT? WELL, HEY, YEAH, SURE.

THEY'RE THEY'RE HAPPY, BUT WE HAVE SYSTEMS IN PLACE.

BUT BUT BUT AGAIN, YOU KNOW, THAT RECOMMENDATION FROM THE AUDIT COMMITTEE WAS OUTSTANDING TO TRY TO QUANTIFY THESE CONFOUNDERS.

AND SO WE REALLY DON'T HAVE A BEST IN CLASS LIKE EXAMPLE OUT THERE OF WHO'S DOING THIS.

WELL, WE HAVE A BEST IN CLASS FOR DOCUMENTING THE CLAIMS THAT WE SUBMIT.

WE'RE ABSOLUTELY AT THE VERY TOP WHERE WE HAVE NOT DEVELOPED FOR SOME OF THE ISSUES I'VE RAISED. IT'S VERY DIFFICULT WHEN SOME OF THE LEFTOVER FOOD IS CHERRY PICKED AND HOW DO WE RECREATE THAT? BUT WE'RE WE'RE THAT WAS A GREAT SUGGESTION.

AND WE'RE WE HAVE OUR OUR FOLKS WORKING ON THAT.

I GUESS I'M JUST CONCERNED THAT THINGS LIKE WE MIGHT BE LEAVING A LOT OF MONEY ON THE TABLE HERE. SO THIS IS ONE OF THOSE SITUATIONS WHERE IF THERE'S SOFTWARE OR SOME SOME OTHER EXPENSE THAT WE COULD INCUR THAT WOULD ALLOW US TO BETTER RECOUP FEDERAL FUNDS, IT WOULD SEEM THAT THE INVESTMENT IN THAT THAT TOOL OR THAT SOFTWARE WOULD HAVE A HIGH ROI.

I MEAN, YES, SIR.

SO THIS SEEMS LIKE IF THERE IS A SOLUTION OUT THERE, LET'S THROW MONEY AT IT AND GET THE SOLUTION SINCE THE RETURN ON INVESTMENT WOULD ACTUALLY BE HIGHER THAN WHATEVER WE INVESTED IN IT. YES, SIR.

ALL RIGHT, THANKS. I WANT TO MOVE ON TO THE NEXT REPORT.

YES, SIR. SOFTWARE.

THIS WAS SOFTWARE, AS YOU JUST MENTIONED.

SO EVERYONE.

THOSE. WE BUY A LOT OF SOFTWARE.

A GOOD GOVERNANCE PROCESS MANAGES SOFTWARE PROCUREMENT IN A SYSTEMATIC MANNER.

[00:35:01]

WE HAVE WE WANTED TO MAKE SURE THAT ALL THOSE GOVERNANCE PROCESSES WERE IN PLACE TO ENSURE SOFTWARE ALIGNS WITH DEPARTMENT DISTRICT NEEDS AND, OF COURSE, SECURITY CONCERNS.

SO WE SKIPPED OVER.

OH, THAT'S THE ONE. THAT'S THE ONE.

YES. SORRY, I'M WITH IT.

GOVERNANCE, SOFTWARE. SO WE DID MAKE TWO RECOMMENDATIONS.

AND ONE IS THAT WE DON'T HAVE A SOFTWARE TRACKING SYSTEM DISTRICT WIDE.

YOU KNOW, WE BUY SOFTWARE TO INTERNAL AUDIT AUDITORS, A SYSTEM SUCH AS THAT COULD HELP ENSURE THAT WE HAVE COMPLIANCE WITH OUR SECURITY STANDARDS, UPDATES ARE DONE, ETC..

AND A AND A SECOND RECOMMENDATION WAS MADE TO ESTABLISH THAT.

AND THE SECOND RECOMMENDATION WAS THAT OUR THRESHOLD, YOU KNOW, IS FOR COMMITTEE REVIEW IS 250,000.

HOWEVER, THAT DID NOT INCLUDE RENEWAL PROCESSES.

SO SOME SOFTWARE RENEWALS ARE MILLIONS IN THE MILLIONS OF DOLLARS.

SO THE RECOMMENDATION WAS MADE TO ENSURE THAT'S INCLUDED IN THE RENEWAL OR MAKE SURE IT'S VERY CLEAR WHY IT WOULD NOT BE INCLUDED TO GO BACK TO THE COMMITTEE WHEN IT'S OVER 250,000. AND ENTERTAIN ANY QUESTIONS, IF THERE ARE ANY.

GO AHEAD. OH, I'M SORRY.

I JUST WANTED SOME CLARITY ON THE OBSERVATION LINE WHERE YOU SAID THE DISTRICT WAS CENTRALIZED SOFTWARE. IS IT JUST TO TRACK SOFTWARE LICENSING OR JUST SOFTWARE IN GENERAL? BECAUSE TO ME, THAT WOULD BE CONCERNING IF WE DON'T HAVE A MECHANISM FROM A FROM A NETWORK SECURITY. AND ALSO FROM A DATA PERSPECTIVE, IT DOESN'T KNOW WHAT ALL TOOLS, WHETHER THEY'RE, YOU KNOW, ERPS OR OUR LITTLE NICHE SYSTEMS OF WHAT'S IN THEIR ENVIRONMENT. SO IS THERE A LITTLE MORE CLARITY YOU CAN PROVIDE ON THAT? HE SAID. RICHARD SUE IS A MANAGER.

YEAH. SO BASICALLY WHENEVER THERE'S A PROCUREMENT, THERE'S A PROCESS THAT HAS TO GO THROUGH IT FOR TO TO DO A SECURITY REVIEW AND A NEEDS ASSESSMENT.

BUT ONCE IT GOES THROUGH THE REVIEW, THERE'S NO LIKE CENTRAL LOCATION, THAT DEPOSITORY OF AN INVENTORY DEPOSITORY WHERE YOU CAN GO, OH, I WANT TO KNOW RIGHT NOW WHAT WE'VE PURCHASED IN THE LAST SIX MONTHS.

THEY WOULD HAVE TO ACTUALLY MANUALLY TRY TO FIGURE IT OUT SO THEY'LL BE ABLE TO TELL YOU WHAT SECURITY ASSESSMENTS THEY WERE ABLE TO.

BUT AFTER THAT, THEY DON'T EVEN KNOW IF WE'VE PROCURED THAT PIECE OF SOFTWARE OR NOT.

WE MIGHT.

I'M SORRY. THANK YOU FOR THAT.

SO THANK YOU FOR THAT QUESTION.

IT'S A GREAT QUESTION. SO, YES, WE KNOW OF ALL THE VARIOUS SOFTWARE PRODUCTS THAT ARE AT USE AND IN PLAY IN THE DISTRICT, WE HAVE A DATABASE OF THAT.

WHAT WE DON'T HAVE AT CURRENT IS REALLY THE WHAT YOU DESCRIBED IN YOUR QUESTION IS THE LICENSING, THE LICENSING, ASSET MANAGEMENT FOR EACH OF THOSE SOFTWARE TOOLS AND WHEN THEY EXPIRE AND WHO'S COVERED AND HOW MANY LICENSES WE HAVE.

SO THAT'S YOU'LL SEE THAT WE CONCUR WITH THE RECOMMENDATION AND I THINK WE HAVE SEVERAL OPTIONS MOVING FORWARD TO DEPLOY THAT TYPE OF FUNCTIONALITY.

SO WE DON'T TRACK SOFTWARE LICENSES LIKE WE DO PHYSICAL ASSETS.

AND I THINK THAT'S THE RECOMMENDATION.

THANK YOU. THAT'S IT FOR ME.

SO, JACK, THERE ARE A COUPLE OF QUESTIONS.

THE FIRST QUESTION, WE BUY A LOT OF SOFTWARE.

AND WE BUY BASED ON SOMETIMES A DEPARTMENT'S REQUEST THAT COMES THROUGH IT.

SO IS THERE A NEEDS ASSESSMENT DONE BY THE DEPARTMENT BEFORE IT GETS TO YOU, OR DO YOUR DEPARTMENT DO THE NEEDS ASSESSMENT? THANK YOU. TRUSTEE FOREMAN SO FOR THE SMALLER PURCHASES, THOSE NEEDS ASSESSMENTS ARE DONE BY THE DEPARTMENTS BEFORE THEY EVER GO UP THE CHAIN OF COMMAND FOR AUTHORIZATION SMALLER.

WE'VE SET THE THE THRESHOLD HERE AT 250 K BECAUSE THAT ALIGNS WITH SOME OTHER THRESHOLDS IN THE DISTRICT. SO ANYTHING ABOVE THAT PURCHASE OR ABOVE THAT LIMIT WOULD COME FORWARD FOR A MORE FORMAL NEEDS ASSESSMENT.

THAT INCLUDES OUR DISTRICT WIDE GOVERNANCE GROUP.

THAT'S WHAT WE CALL OUR TECHNOLOGY STEERING COMMITTEE.

SO I'VE NEVER HEARD OF THE TECHNOLOGY STEERING COMMITTEE, AND I'VE BEEN HERE FOR A MINUTE. SO WHO SERVES ON THE TECHNOLOGY STEERING COMMITTEE? YES, MA'AM. SO IN TERMS OF LIKE WHERE THAT SITS IN THE GOVERNANCE STRUCTURE THAT REALLY SITS, IT'S IT'S CHARTERED BY BY ME AS THE LEADER OF I.T.

[00:40:05]

AND IT INCLUDES SENIOR LEADERSHIP FROM ALL OF THE VARIOUS DEPARTMENTS AND DIVISIONS.

SO USUALLY AT THE DEPUTY CHIEF LEVEL, THE EXECUTIVE DIRECTOR LEVEL, IN SOME CASES, WE HAVE CHIEFS THAT SIT ON THAT COMMITTEE, BUT IT'S BASICALLY A CROSS REPRESENTATION OF ALL THE MAJOR DIVISIONS IN THE DISTRICT.

I STRUGGLE WITH THAT A LITTLE BIT AND I HOPE PAM IS LISTENING BACK THERE.

OKAY, GOOD.

BIG. IF YOU'RE GOING TO HAVE A TECHNOLOGY STEERING COMMITTEE, THAT'S WHAT YOU NEED TO HAVE. IT CAN'T BE JUST THE CHIEFS.

OR WHO WE WANT TO PICK TO BE ON THERE.

YOU NEED SOMEBODY THAT'S GOING TO BE ABLE TO ASSESS THE CHIEFS DON'T KNOW ALL THE SOFTWARE. I LIKE ALL OF YOU GUYS.

BUT YOU DON'T KNOW ALL THE SOFTWARE.

SOMETIMES YOU BRING SOFTWARE ISSUES TO THE TABLE THAT HASN'T EVEN BEEN TESTED.

WHEN I ASKED THE QUESTION, WHERE WAS THIS USED AND HOW WELL DID IT DO? NOBODY CAN ANSWER.

SO I THINK A TECHNOLOGY STEERING COMMITTEE IS A GOOD IDEA.

I JUST THINK IT NEEDS TO BE REFINED SO THAT IT REALLY IS A STEERING COMMITTEE AND NOT JUST YOUR SIT DOWN OF YOUR MONDAY MEETINGS OF THE CHIEFS.

BECAUSE YOU'RE DOING A WHOLE BUNCH OF OTHER STUFF INVOLVED IN THAT AND IT MIGHT BE SOME OUTSIDE PERSON TO HELP YOU OUT ALSO.

TO MAKE SURE YOU GET WHAT YOU NEED.

THAT FUSS ABOUT SOFTWARE ALL THE TIME BECAUSE WE BUY SO MUCH.

WELL, I'LL JUMP IN SAYING THAT JUST FROM MY BACKGROUND, THAT USUALLY THAT STEERING COMMITTEE FROM MY THEY'RE NOT APPROVING SPECIFIC SETS OF SOFTWARE.

THEY'RE LOOKING AT THE TECHNICAL TECHNOLOGICAL NEEDS FROM A STRATEGIC STANDPOINT AND PROVIDING GUIDANCE FROM THAT.

USUALLY, ONCE THEY'VE ESTABLISHED, OKAY, WELL, THIS IS WHERE WE'RE GOING FROM A STRATEGIC STANDPOINT, WE NEED THE SOFTWARE TO SUPPORT THIS.

THEN THEY'LL THROW IT BACK TO THE BUSINESS AND TO THE I.T.

YOU KNOW, DEPARTMENTS THAT COME UP AND SAY, OKAY, WHAT IS THIS LOOK LIKE FROM X? WELL, YOU KNOW, SO YEAH, FROM THE ACTUAL IMPLEMENTATION APPROACH.

SO I MEAN, I THINK WHAT YOU'RE REFERRING TO WILL BE A BEST PRACTICE TO POTENTIALLY IMPLEMENT. JUST FROM MY HISTORICAL KNOWLEDGE, THAT'S TYPICALLY NOT WHERE THAT PARTICULAR GROUP LIVES IN.

SO. ALL RIGHT.

THANK YOU, JEFF. NEITHER.

COMMENTS, QUESTIONS.

JACK, THE ONLY QUESTION I HAVE IS RELATED TO YOUR RESPONSE ON PAGE 11 TO THE SECOND OBSERVATION. YES, YOU USE THE WORD CAN BE EXPANDED.

THE SCOPE CHARTER CAN BE EXPANDED TO INCLUDE ANNUAL REVIEW OF SOFTWARE.

RENEWALS WILL BE EXPANDED.

YES, SIR. I MEAN THAT IT WILL BE EXPANDED.

YEAH, WE'RE ABSOLUTELY OPEN TO THAT RECOMMENDATION.

TO ME, THE THE HIGHEST LIKELIHOOD OF.

OF WASTE IN THIS AREA IS WITH RENEWABLES.

I CAN SEE YOU GUYS BEING VERY VIGILANT ABOUT EXPENSE ITEMS OVER 250,000 WHEN THE NEED ARISES AND YOU'RE BUYING THE SOFTWARE.

BUT IN MY EXPERIENCE, A LOT OF ORGANIZATIONS JUST KEEP RENEWING SOFTWARE LICENSES LONG AFTER THEIR USEFUL LIFE IS OVER AND YOU END UP WITH A LOT OF A LOT OF WASTE.

SO I ABSOLUTELY WOULD LIKE YOU TO.

TO EXPAND THE SCOPE OF THE CHARTER FOR THE COMMITTEE TO LOOK TO LOOK AT RENEWALS, NOT JUST PURCHASES.

THANK YOU. AND I WOULD I WOULD ASK THAT BEFORE THIS DOCUMENT IS FINALIZED THAT THAT WORD BE CHANGED TO WILL NOT.

IT'S. GREAT.

ANY OTHER COMMENTS? QUESTIONS? ALL RIGHT. YOU GOT ONE MORE? YES, SIR. ONE MORE.

OUR AUDIT OF STUDENT DEVICES FOR VIRTUAL LEARNING.

WE LET'S GO WITH THE AUDIT WAS DETERMINED IF IT RESOURCES ASSIGNED TO STUDENTS ARE TRACKED AND RETURNED IN APPROPRIATE MANNER.

SO WE HAD THREE ISSUES AND THREE RECOMMENDATIONS THAT CAME OUT OF THIS.

ONE IS THAT THROUGH OUR ANALYSIS IN THE RECORDS THAT WE REVIEWED, WE HAD OVER 19,000 STUDENTS THAT HAD MULTIPLE DEVICES OF THE SAME TYPE, ASSIGNED MAJORITY OF THOSE.

AND THERE'S A CHART IN THE REPORT WERE LAPTOPS AND THEN WRITE OFF OR REASSIGN A REASSIGNMENT OF OLD EQUIPMENT WAS NOT DONE BEFORE ISSUING A NEW ONE SO THEY THAT'S HOW THEY END UP WITH MULTIPLES OF THE SAME TIME.

SECOND ISSUE THAT WE IDENTIFIED WAS THAT DEVICE IS NOT CONSISTENTLY TURNED IN.

OVER 21,000 DEVICES WERE SHOWN TO BE IN USE BY STUDENTS WHO NO LONGER WERE WITHIN THE DISTRICT. AND THE RECOMMENDATION WAS TO DEVELOP A MORE ROBUST PROCESS TO IDENTIFY THOSE

[00:45:01]

STUDENTS LEAVING, OBTAIN THE EQUIPMENT AND UPDATE THE RECORDS.

AND THEN THE LAST RECOMMENDATION, OBSERVATION RECOMMENDATION WAS THAT MISSING REPORT'S NOT COMPLETED, WHICH TIES IN TO NUMBER ONE BEFORE NEW EQUIPMENT IS ISSUED.

THAT WOULD THEN PREVENT SOME OF THE DUPLICATION IN ITEM ONE ABOVE.

I'D ENTERTAIN ANY QUESTIONS THAT THE COMMITTEE MIGHT HAVE.

TRUSTEE FOREMAN. OKAY, JACK, YOU KNOW, THIS HAS BEEN A SORE SPOT FOR ME FOR A WHILE, AND I DON'T KNOW THE ANSWER, BUT I DO KNOW THE PROBLEM.

AND THE PROBLEM IS, IS THAT WE SPEND A LOT OF MONEY ON DEVICES.

AND LAST YEAR, I THINK IT WAS 15,000 DEVICES THAT WE COULDN'T ACCOUNT FOR.

SOUNDS LIKE IT'S MORE THIS YEAR SO THE NUMBER GOES UP WITH YOUR STUDENTS.

THERE JUST SEEMS TO BE, EVEN WITH YOUR GRADUATING SENIORS, THAT THERE IS A WAY, SUSANNA, TO COLLECT THOSE DEVICES AT A SPECIFIC TIME FROM THOSE STUDENTS.

NOW I KNOW THAT SOME OF THEM WILL SAY THAT THE DEVICES ARE OLD AND WE CAN'T WE CAN'T USE THOSE DEVICES ANYMORE.

BUT IT DOESN'T MAKE SENSE TO ME.

AND I HAVE TO GO BACK TO WHEN I WAS IN SCHOOL.

IF YOU LOST YOUR BOOK, YOU PAID FOR IT.

PERIOD. WE'RE NOT HOLDING THE STUDENTS ACCOUNTABLE FOR THE DEVICES.

WE'RE JUST BUYING AND BUYING AND BUYING AND BUYING.

WITHOUT ANY REAL.

MEANS TO GET THOSE DEVICES BACK.

SO IT JUST SEEMS TO ME SOMEWHERE IN THIS MANAGEMENT, I MEAN, IN THE REPORT, WE HAVE TO TALK ABOUT A SYSTEM THAT'S BEING PUT IN PLACE TO RECOUP THE DEVICES, PARTICULARLY FROM THE SENIORS.

BUT IF A STUDENT LOSES A DEVICE, WE HAVE TO UNDERSTAND WHAT HAPPENED TO THAT DEVICE.

AND I DON'T THINK WE HAVE THAT KIND OF A SYSTEM IN PLACE.

NOW, I KNOW WE GOT PLENTY OF DOLLARS IN TECHNOLOGY, BUT IT COULD BE USED FOR SOMETHING ELSE RATHER THAN JUST CONTINUING TO GIVE THE SAME STUDENT A DEVICE OVER AND OVER AND OVER. YOU HEAR ME BACK THERE, DUANE? RIGHT. OKAY, GOOD.

SO JUST SEEMS LIKE WE COULD DO SOMETHING DIFFERENT IN TERMS OF HOW WE RETRIEVE THOSE DEVICES. YES, MA'AM, I COMPLETELY AGREE.

AND SO, YOU KNOW, PART OF OUR MANAGEMENT RESPONSE WAS THAT WE HAVE CONVENED A TASK FORCE BETWEEN SCHOOL LEADERSHIP, TEACHING AND LEARNING SEVERAL OTHER DEPARTMENTS TO LOOK AT THESE POLICIES AND PROCEDURES AND MAKE SOME CHANGES AND RECOMMENDATIONS GOING FORWARD INTO THE NEXT SCHOOL YEAR BASED ON THOSE LESSONS LEARNED.

CAN I MAKE A SEGUE OVER THE LAST TWO YEARS? YES, MA'AM. ALSO IS THAT WE ALWAYS DO IT AT THE CHIEFS LEVEL.

WHY? WHY DON'T WE TALK TO THE PEOPLE ON THE GROUND? THE PRINCIPALS IN THE SCHOOLS.

THE TEACHERS IN THE SCHOOLS.

THEY CAN TELL YOU WHAT IS HAPPENING IN THOSE SCHOOLS.

WE ALWAYS DO IT AT THE TOP LEVEL, BUT WE NEVER GET DOWN TO WHERE THE WORK IS REALLY BEING DONE. SO I'D LIKE TO SEE IF YOU'RE GOING TO DO THAT COMMITTEE THAT YOU BRING SOME OF THOSE INDIVIDUALS.

AND IF I COULD PLEASE, I'D LIKE TO INVITE VON DER SAR, NUMBER ONE, JUST TO INTRODUCE HER AS THE FUTURE ACTING CHIEF OF TECHNOLOGY.

BUT NUMBER TWO, BECAUSE LAURIE IS CHAIRING OR CO-CHAIRING THAT TASK FORCE THAT HAS BEEN ACTIVE FOR SEVERAL MONTHS RIGHT NOW.

AND SHE CAN ANSWER ANY SPECIFIC QUESTIONS YOU HAVE THERE ABOUT ABOUT SPECIFIC POLICIES OR PROCEDURES THAT WE'RE LOOKING AT.

BUT BUT TO YOUR POINT, TRUSTEE FOREMAN, WE DO HAVE PRINCIPALS, WE HAVE TEACHERS, WE HAVE COORDINATORS. WE HAVE CAMPUS ASSET MANAGERS ON THAT COMMITTEE WHO ARE ALL LOOKING AT THIS TOGETHER TO SAY, WHAT CHANGES DO WE NEED TO IMPLEMENT FOR THE START OF SCHOOL NEXT YEAR TO MAKE SURE THAT WE TIGHTEN UP SOME OF THOSE THINGS THAT WE WERE JUST, YOU KNOW, WE DIDN'T REALLY HAVE THE GREATEST OF OPPORTUNITIES OF POOR PLANNING AS WE KIND OF GOT SPRUNG INTO THE INTO THE PANDEMIC.

WELL, I'M GLAD TO KNOW THAT THAT WE ARE DOING THAT, BECAUSE I THINK THAT'S GOING TO BE KEY. AND I THINK WHEN STUDENTS KNOW THAT THEY'RE GOING TO BE HELD ACCOUNTABLE, STUDENTS AND PARENTS KNOW THAT THEY'RE GOING TO BE HELD ACCOUNTABLE FOR THE DEVICES.

YOU WILL SEE SOMETHING DIFFERENT.

JUST MY OPINION. THANK YOU.

THANKS. TRUSTEE FOREMAN. TRUSTEE GARCIA.

[00:50:02]

HI. GOOD AFTERNOON.

THIS ONE WAS PARTICULARLY ALARMING TO ME AND I WANT TO START OFF, I GUESS, IN ORDER OF JUST THE MANAGEMENT RESPONSE ON PAGE 12 AND 13.

SO YOU FOLLOW ALONG WITH ME.

YOU'VE GOT ON HERE UNDER THE CONTROL.

CONTROL ASSET MANAGEMENT WILL PARTNER WITH SCHOOL LEADERSHIP THAT WE HAVE A REPRESENTATIVE ASSIGNED TO EACH CAMPUS.

WHO IS THIS REPRESENTATIVE AND WHAT'S THEIR ROLE ON CAMPUS? ARE WE TALKING TEACHERS? ARE WE TALKING LIBRARIANS? WHO ARE THESE PEOPLE? SURE.

LORI, DO YOU WANT TO DO YOU WANT TO COVER THAT? ABSOLUTELY. SO THE CAM IS DEFINED BY THE CAMPUS PRINCIPAL.

SO IT COULD BE BOOKKEEPER, IT COULD BE A RECEPTIONIST, IT COULD BE THE LIBRARIAN.

BUT IT IS THE PERSON DEFINED AT THE CAMPUS LEVEL THAT IS BEST SUITED FOR THAT ROLE.

AND THEY ARE ULTIMATELY RESPONSIBLE FOR THIS THAT CAMPUS CAM SYSTEM, THIS ONE PERSON.

THAT IS CORRECT. NOW, JUST GIVEN THE NUMBER OF DEVICES, THE NUMBER OF STUDENTS THAT THEY'RE WORKING WITH, HOW MUCH DOES THAT IS THAT OF ONE? IS THAT A FULL TIME FUNCTION FOR THIS REPRESENTATIVE OR IS IT PART OF THEIR ADDITIONAL ROLES AND RESPONSIBILITIES? AND I ASK THAT BECAUSE I KNOW THIS CONCERN HAS COME UP TO ME THAT THIS ALONE TAKES UP THE MAJORITY OF THEIR TIME AND KEEPS THEM AWAY FROM THEIR PRIMARY RESPONSIBILITY.

SO CAN WE CLARIFY WHAT'S THE HOW ARE WE DEFINING THEIR PRIMARY RESPONSIBILITY PLUS THE ADDITIONAL WORK THAT THEY HAVE AS A CAMERA VISITOR? THAT'S A GREAT QUESTION.

THIS IS AN ADDITIONAL RESPONSIBILITY FOR THAT REPRESENTATIVE.

I DON'T KNOW IF MR. WILKERSON'S ON, BUT HE WOULD BE ABLE TO DESCRIBE KIND OF WHAT THE ROLE AND THE ADDITIONAL RESPONSIBILITIES ARE.

BUT THIS CAM HAS ANOTHER FULL TIME JOB AND THE ASSET MANAGEMENT PART IS AN ADDITIONAL RESPONSIBILITY. AND WE HAVE ONE PER CAMPUS.

YES, MA'AM. OKAY.

LET ME MOVE FORWARD THEN TO PAGE 13, UNDER THE LAST BULLET POINT THAT TALKS ABOUT A 1 TO 1 HANDBOOK FOR STUDENTS, PARENTS, TEACHERS WITH UPDATED POLICIES AND PROCEDURES.

FIRST, I'M MAINLY INTERESTED IN UNDERSTANDING IF THIS IS DIGITAL, IF IT'S PRINTED, IF IT'S SIGNED, DOES IT IN ANY WAY, SHAPE OR FORM PLAY A PART OF OUR STUDENT CODE OF CONDUCT? AND THE SPIRIT OF MY QUESTION IS REALLY IN LINE WITH TRUSTEE FOREMAN POINT ABOUT SETTING EXPECTATIONS FOR THE USE AND THE RETURN AND THE ISSUING OF A DEVICE.

SO CAN YOU GIVE ME MORE CONTEXT ABOUT THIS 1 TO 1 HANDBOOK? YES, MA'AM. OUR EXPECTATION IS IT WOULD BE AVAILABLE IN MANY FORMATS AND IT WOULD BE INCORPORATED IN THE STUDENT HANDBOOK AND THE CODE OF CONDUCT AND THE CODE OF CONDUCT.

AND ONE FINAL POINT THAT I'LL MAKE NOW THAT I'M ON THIS SUBJECT IS I'VE HEARD OF JUST DIFFERENT SCHOOL DISTRICTS, ROCKWALL, 40 ISD, THAT HAVE DIFFERENT EXPECTATIONS AROUND THEIR DEVICE ISSUING DEVICES AND RECEIVING DEVICES IN DISD.

IF I'M UNDERSTANDING THIS CORRECTLY, THE STUDENT IS IS GIVEN A DEVICE WE'RE ATTEMPTING TO FOR MANY OF THESE, WE'RE IN THE THOUSANDS FOR DEVICES THAT WE EITHER CAN'T ACCOUNT FOR OR ISSUED TWICE.

WHEN A STUDENT BREAKS THE DEVICE OR LOSES A DEVICE OR STEALS A DEVICE, WHAT IS THE RESPONSIBILITY FROM THE STUDENT OR THE FAMILY IN TERMS OF ANY FINANCIAL OR OTHER OBLIGATIONS TO THE DISTRICT? AT THIS TIME? THERE IS NO FINANCIAL RESPONSIBILITY FROM THE FAMILY, AND THE ONLY THING THAT WE'RE TALKING ABOUT IN THIS REPORT CURRENTLY IS THOSE THAT ARE LOST OR UNACCOUNTED FOR. BUT WHAT ABOUT REPAIRING DEVICES? I'M SPEAKING DIRECTLY ABOUT AN ELEMENTARY SCHOOL CAMPUS THAT I CAN THINK OF, WHERE I'M TOLD THAT THE REPAIRING OF DEVICES IS IS CATASTROPHIC AND THE NUMBERS THAT THEY HAVE TO CONTINUE TO REPAIR DAY IN AND DAY OUT.

AND I IMAGINE THAT ISSUING A DEVICE TO A STUDENT AFTER ONE HAS BEEN BROKEN CAN ACCOUNT FOR TWO OR THREE DEVICES BEING ISSUED TO ONE STUDENT.

THIS IS OUTSIDE OF QUICKLY OUTSIDE OF THE SCOPE OF THIS REPORT.

BUT TELL ME ABOUT THE REPAIRING OF THE DEVICES AND WHAT THAT'S COSTING THE DISTRICT AS WELL. THAT'S THAT'S NOT INCLUDED IN THIS REPORT.

SO I DON'T HAVE THE COST INFORMATION WITH ME, BUT WE CAN GET THAT FOR YOU.

THE REPAIRS ARE HANDLED MOSTLY BY OUR CAMPUS BASED TECHNOLOGY STAFF.

THEY ARE ABLE TO ACTUALLY REPAIR ON SITE.

THE OTHER DEVICES THAT ARE STILL UNDER WARRANTY ARE ABLE TO GO BACK TO THE MANUFACTURER AND GET REPAIRED UNDER WARRANTY.

AND IF WE MOVED IN THAT DIRECTION, I JUST NAMED TWO DISTRICTS THAT I'M FAMILIAR HAVE A DIFFERENT POLICY AND PROCEDURES THAN WE DO.

BUT I'D BE INTERESTED TO HEAR YOUR THOUGHTS OF ANY OTHER EXAMPLES THAT YOU CAN THINK OF.

I MEAN, YOU HEAR THAT YOU'RE LOOKING INTO SOME OF THESE UPDATES TO POLICIES AND PROCEDURES. CAN YOU TELL ME SOME IDEAS THAT YOU HAVE ON UPDATES TO THOSE? ABSOLUTELY. WE'VE LOOKED AT A LOT OF OUR COMPARABLE SCHOOL DISTRICTS AT WHAT THEIR POLICIES ARE AROUND SPECIFICALLY WHAT FEES MIGHT BE ASSESSED FOR BROKEN LOSS DEVICES.

WE'RE LOOKING AT THEIR REPAIR RATES.

I THINK EVERYBODY IS DEALING WITH THE COVID COMPONENT A LITTLE BIT DIFFERENTLY.

WE'VE ALL HAD TO DEPLOY DEVICES VERY QUICKLY.

AND FIGURE OUT WAYS THAT WE CAN GET THOSE DEVICES BACK AND REPAIRED AS SOON AS POSSIBLE.

[00:55:03]

SO WE'RE LOOKING AT ALL THOSE EXAMPLES.

OKAY. IF I COULD, JUST ONE MORE TO THAT ONE MORE KEY POLICY DIFFERENTIATION THAT WE'RE LOOKING AT RIGHT NOW IS HAVING OUR STUDENTS RETURN THE DEVICES AT THE END OF THE SCHOOL YEAR. SO WE DIDN'T HAVE THAT LUXURY LAST SCHOOL YEAR, WHICH WAS THE STARTING POINT FOR THIS FOR THIS AUDIT.

SO BECAUSE LAST YEAR, THE SCHOOL YEAR RAN LONG, WE HAD A VERY LARGE GROUP OF STUDENTS THAT WERE PARTICIPATING IN SUMMER PROGRAMS. AND OF COURSE, WE STARTED EARLY WITH THE EXTENDED.

SO WE REALLY DIDN'T HAVE THE OPPORTUNITY LAST YEAR TO COLLECT THE DEVICES LIKE WE WOULD LIKE TO. BUT THAT IS ONE OF THE MAJOR RECOMMENDATIONS THAT'S COMING OUT OF THIS TASK FORCE AND WILL BE UP FOR CONSIDERATION WHETHER WE TAKE THAT AS A CHECK POINT TO BRING THE DEVICES BACK IN RE BASELINE AND THEN REALLOCATE TO THOSE CAMPUSES GOING FORWARD.

SO NOT DETERMINED YET.

WE HAVEN'T DECIDED THAT YET, BUT THAT IS ONE OF THE RECOMMENDATIONS THAT'S COMING OUT OF THE TASK FORCE. OKAY.

THANK YOU. AND LET ME MOVE ON TO PAGE 14 REALLY QUICKLY.

YOU'VE GOT HERE DISD POLICE DEPARTMENT DISPATCH TO TAKE CALLS REGARDING LOST OR MISSING DEVICES. I'M JUST CONCERNED, LOOKING AT THE NUMBER THAT WAS ALREADY IN THE TABLE IN THIS PRIOR PRESENTATION THAT WE'RE IN THE THOUSANDS FOR LOST DEVICES AND STOLEN DEVICES.

SO WHAT WE'RE SAYING HERE IS THAT WE'RE GOING TO START ARE WE ALREADY USING OUR DISD POLICE DISPATCH TO ADDRESS LOST AND STOLEN DEVICES? AND WHAT CAN WE EXPECT MOVING FORWARD IN TERMS OF THEIR RESPONSIBILITY AND NOW ADDRESSING LOST AND STOLEN DEVICES? SO, YES, MA'AM, ABSOLUTELY.

FOR THE STOLEN DEVICES, WE WERE ALREADY TAKING THOSE REPORTS.

THEY WOULD MAKE A CALL TO OUR DISPATCH AND WE WOULD SEND OUR FOLKS OUT ON THAT FOR THE ONES THAT WERE LOST.

THERE WAS A LITTLE HESITANCY THERE AS FAR AS DOING THAT.

WE DIDN'T REALLY SEE THE BENEFIT, BUT NOW WE HAVE IT IN OUR POLICIES ON THE WEBSITE THAT ANY TIME IN SCHOOLS ARE NOTIFIED THAT ANY TIME ONE OF THESE DEVICES IS LOST, WE WILL COME OUT AND TAKE A REPORT.

AND MY CONCERN THERE, THOUGH, IS THAT, YOU KNOW, JUST GIVEN THE NUMBER OF OFFICERS THAT WE HAVE IN INCIDENTS THAT WE KNOW ARE TAKING PLACE OR HAVE HURT OUR TAKING PLACE ON OUR CAMPUSES, THAT, YOU KNOW, I'M GOING BACK TO JUST HOW MUCH MORE TIME ARE WE GOING TO TAKE LOOKING AT LOST AND STOLEN DEVICES VERSUS OTHER FUNCTIONS AND ROLES AND RESPONSIBILITIES THAT OUR OFFICERS OFFICERS HAVE ON HAVE ON CAMPUS.

AND YOU ARE ACCURATE? YES, MA'AM.

IT DOES TAKE MORE TIME, BUT THE PURPOSE IS FOR ACCOUNTABILITY, THAT WE DO THAT IN CASE IF THEY ARE LOST. AND, FOR EXAMPLE, WE DO CHECKS EVERY MONTH, WE CHECK OUR PAWNSHOPS, THOSE LOCATIONS, AND WE CONDUCT INVESTIGATIONS TO MAKE SURE THAT MAYBE THEY WERE NOT PAWNED OR PLACED SOMEWHERE ELSE SO THAT WE CAN RETRIEVE THOSE.

AND I GUESS THIS IS A QUESTION FOR OUR DEPARTMENT IN GENERAL, TOO.

BUT OTHER THAN THAT CAMERA REPRESENTATIVE, WHY DO THE CALLS HAVE TO GO TO OUR DISD POLICE OFFICERS? WHY WHY IS THAT NOT RELYING ON ANOTHER GROUP OF PEOPLE? WELL, IF THE IF THE IF THE DEVICE IS ACTUALLY STOLEN.

RIGHT. I THINK THAT'S WHEN IT WOULD GO IN FOR THE FOR THE POLICE REPORT.

BUT I THINK WE'RE TRYING TO CREATE A I THINK YOU HAVE TO HAVE SOME CHECKS AND BALANCES IN THAT PROCESS. SO PEOPLE DON'T JUST SAY THAT A DEVICE WAS STOLEN WITH NO CONSEQUENCE BECAUSE THEY KNOW THEY'RE NOT GOING TO BE CHARGED FOR IT.

DOES THAT MAKE SENSE? SORRY IF THAT WASN'T THE CLEAREST ANSWER.

SO TRUSTEE GARCIA SOMETHING ELSE THAT WE WERE CONSIDERING IS ACTUALLY CREATING A SYSTEM.

A LOT OF POLICE AGENCIES HAVE THIS WHERE WE HAVE AN AUTOMATED SYSTEM WHERE SOMEONE WHO ACTUALLY LOST IT CAN GO INTO THE SYSTEM THEMSELVES.

SO I'VE BEEN TALKING TO OUR I.T FOLKS AS FAR AS CREATING POTENTIALLY A PROGRAM WHERE PEOPLE CAN GO IN SO THE OFFICERS DON'T HAVE TO GO OUT TO THE LOCATION FOR LOST DEVICES.

INSTEAD, THEY CAN GO IN THEMSELVES AND REPORT IT AND GENERATE THEIR OWN NUMBER.

AND WHAT HAPPENS AFTER THAT THAT IS GENERATED THEN IT'S JUST IN THE FILE BECAUSE IT'S ALSO IN THE TIPS FILE.

IT GOES IN THE TIPS FILE FOR ACCOUNTABILITY, BUT WE ALSO DO THE LOST PROPERTY REPORT.

SO THERE'S TWO METHODS OF ACCOUNTABILITY THAT ARE BEING USED.

BUT THAT WAY, IN CASE WE NEED TO GO BACK AND FOR EXAMPLE, WE DO RUN THE NUMBERS AND WE FIND IT, WE CAN GO BACK AND FIND A REPORT RELATED TO THAT DEVICE AND MAYBE FIGURE OUT WHAT WAS GOING ON AND WHO HAD IT SO THAT WE CAN RETURN IT TO THE RIGHTFUL OWNER OR DO WHAT NEEDS TO BE DONE. AND THIS IS AN IDEA THIS IS CURRENTLY IN THE WORKS.

THIS IS SOMETHING THAT WE'VE BEEN TALKING ABOUT AND WE'RE CURRENTLY IN THE WORKS AND TRYING TO CREATE SOMETHING LIKE THAT.

OKAY. THAT ALONE, I THINK JUST TOUCHED ON, CONNECTED THE DOTS ON MANY DIFFERENT THINGS THAT ARE IN THIS REPORT. SO I'M GLAD TO KNOW THAT THIS IS CURRENT DISCUSSION.

YES, THOSE ARE MY QUESTIONS RIGHT NOW.

THANK YOU. I WOULD JUST ECHO TRUSTEE GARCIA'S COMMENTS RELATED TO LOS DEVICES.

I MEAN, GIVEN THE CAPACITY CONSTRAINTS AND THE POLICE DEPARTMENT, I THINK IT'S ABSURD IF WE ARE SENDING AN OFFICER TO TAKE A REPORT FOR A LOST LAPTOP.

AND I WOULD POLITELY.

LATELY. ASK THAT PROJECT THAT THE CHIEF IS ALLUDING TO TO GET SOME PRIORITY SO THAT HE'S

[01:00:03]

NOT HAVING TO SPEND RESOURCES ON THAT.

WE NEED TO MAKE SURE THAT THAT'S ONLINE.

I MEAN, THAT CAN BE SOLVED WITH TECHNOLOGY INSTEAD OF WITH MANPOWER.

GREAT. I THINK THAT CONCLUDES ALL OF YOUR REPORTS.

CHIEF, IS THAT RIGHT? YES, SIR.

OKAY, GREAT. WELL, I BELIEVE IT'S ALREADY BEEN MOVED AND SECONDED THAT WE ACCEPT AND MAKE FINAL THE INTERNAL AUDIT REPORTS.

SO ALL THOSE IN FAVOR OF PLEASE CAST YOUR VOTES BY RAISING YOUR HAND.

THE MOTION PASSES THREE ZERO.

ALL RIGHT. YOU HAVE JUST ADOPTED THE MOTION TO ACCEPT AND MAKE FINAL THE INTERNAL AUDIT REPORTS. WE'RE ON TO YOU.

ITEM 5.4 REPORT ON STATUS OF AUDIT FOLLOW UP BY TRUSTEES.

WE COMPLETED THE FOLLOW UP ON ITEMS THAT WERE DUE AT OUR CUTOFF POINT, AND OF THE 14 ITEMS ALL HAVE BEEN IMPLEMENTED EXCEPT NUMBER 11.

IT'S SHOWN IN RED.

AND I WOULD SAY THOUGH, THAT DISTRICT IS IN THE PROCESS OF A PROCUREMENT REVIEW USING OUTSIDE RESOURCES.

I THINK THEY'RE IN AGREEMENT ON THIS RECOMMENDATION.

BUT DUE TO THE FACT THEY'RE STILL INVOLVED IN SOME OTHER REDESIGN, IT'S MARKED CLOSE.

BUT I WOULD LEAVE THIS OPEN BECAUSE WE THINK IT'S GOING TO BE IMPLEMENTED IN THE NEAR FUTURE. SO I'LL BRING THAT BACK.

ANY QUESTIONS? ALL RIGHT. SHORT AND SWEET, 5.5 REPORT ON THE STATUS OF AUDIT PLAN AND SUFFICIENCY OF DEPARTMENT RESOURCES.

TRUSTEES HAVE PRESENTED THE CURRENT YEAR TO DATE AUDIT PLAN.

OBVIOUSLY, WE REVIEWED FIVE HERE TODAY.

SOME OF THOSE WERE EXTREMELY CHALLENGING AUDITS.

LEARNING CURVE INVOLVED.

I WOULD POINT OUT FOOD SERVICE.

WE HAD SUBSTANTIAL HOURS OVER THE ORIGINAL BUDGET, BUT I'M GOING TO ATTRIBUTE THAT TO STAFF CHANGES DURING THE COURSE OF THE AUDIT, COMPLEX NATURE OF IT, AND WORKING THROUGH AND GETTING REASONABLE RECOMMENDATIONS THAT CAN BE IMPLEMENTED.

SEVERAL OTHERS ARE OVER BUDGET.

SOME OF THE AUDITS ARE UNDER BUDGET.

BUT IF YOU GO TO THE SECOND PAGE, I STILL THINK OUR ESTIMATED TIME TO COMPLETE THE REST OF THE AUDIT PLAN IS STILL ON TRACK FOR THE CURRENT YEAR.

IF THERE IS QUESTIONS ON THOSE, I WOULD ANSWER THOSE AND THEN WE'D GO TO STAFFING OR ORG CHART. ANY QUESTIONS? ALL RIGHT. AND ABOUT FOURTH AND WE'VE MET SOME OF THE STAFF.

MY MANAGER IS HERE TONIGHT.

WE'RE STILL KIND OF BEING VERY CAREFUL IN THE COVID ERA OF HAVING TOO MANY PEOPLE IN THE ROOM. EVEN DARDEN'S MY DEPUTY CHIEF, SHE HADN'T HAD ANSWER QUESTIONS, SO FEEL FREE TO ASK HER ANYTHING. AND MY THREE MANAGERS HAVE COME UP TO THE TABLE DONALD WOODS, SHELLY KELLY AND RICHARD SUE. SO THOSE ARE SHOWN AT THE TOP ON THE ORG CHART.

WE HAD A COUPLE OF VACANCIES, ONE ONE COMPETITIVE MARKET OUT THERE.

WE'RE LOOKING AT RECRUITING.

WE'VE GOT SOME VERY GOOD CANDIDATES.

SO WE'LL MOVE FORWARD IN THAT REGARD.

ANSWER ANY QUESTIONS YOU MIGHT HAVE ABOUT THE DEPARTMENT AND OR STAFFING QUESTIONS.

I DON'T SEE THE.

OH, THERE, THERE IT IS.

OKAY. SO I'LL I'LL SPEAK TO YOU PERSON ABOUT THAT BECAUSE I NEED SOME MORE INFORMATION.

ABSOLUTELY. OKAY, GREAT.

WE'LL MOVE ON TO ITEM 5.6 REPORT ON THE DISTRICT HOTLINE TRUSTEES AND SPECIFICALLY TRUSTEE FOREMAN.

THE YEAR OVER YEAR COUNT THAT YOU ASKED FOR IS PRESENTED ON PAGE ONE.

PAGE TWO, I'M SORRY I SKIPPED THE PAGE.

THIRD QUARTER 686 ITEMS YEAR OVER YEAR IS ON PAGE TWO.

AND BUT I WOULD BRING YOUR ATTENTION TO TO PAGE THREE IS THAT WE HAVE 93 OPEN ASSIGNED CASES AND THAT TIES TO THE AGING BALANCE ON PAGE FOUR.

NOTHING IS OLDER THAN FEBRUARY OF 22, AND I WOULD ANSWER ANY QUESTIONS THAT YOU MIGHT HAVE. KUDOS TO YOUR TEAM.

THIS IS THE BEST I'VE SEEN THIS REPORT.

MOST CURRENT EVER, I THINK.

THANK YOU. ANY QUESTIONS? COMMENTS. ALL RIGHT.

MOVING RIGHT ALONG. ITEM 5.7 CONSIDER AND TAKE POSSIBLE ACTION TO IMPROVE THE CHIEF INTERNAL AUDIT OFFICER'S PERFORMANCE EVALUATION INSTRUMENTS.

DO I HAVE A MOTION TO APPROVE THE CHIEF INTERNAL AUDIT OFFICER'S PERFORMANCE EVALUATION INSTRUMENT MOVE TO APPROVE? WELL, SECOND, IT HAS BEEN MOVED BY TRUSTEE GARCIA AND SECONDED BY TRUSTEE MARSHALL THAT WE APPROVE THE CHIEF INTERNAL AUDIT OFFICER PERFORMANCE EVALUATION INSTRUMENT.

IS THERE DISCUSSION? YES. TRUSTEE FOREMAN.

SO FIRST, I'D LIKE TO JUST START OUT WITH WHERE THIS DOCUMENT CAME FROM.

[01:05:07]

WHO PREPARED THE DOCUMENT? I PREPARED IT. TRUSTEE FOREMAN IT.

I HAD TAKEN A PREVIOUS EVALUATION THAT WAS USED BY THE BOARD SEVERAL YEARS AGO, MADE SOME MINOR MODIFICATIONS JUST TO ENSURE THAT IT ALIGNED WITH THE JOB DESCRIPTION THAT I WAS HIRED IN UNDER.

SO I DON'T HAVE THAT PREVIOUS EVALUATION.

AND FOR ME, I'M UNCOMFORTABLE WITH THE EMPLOYEE PREPARING THEIR OWN EVALUATION TOOL.

THAT'S ME. I CAN'T SPEAK FOR ANYBODY ELSE.

I'M UNCOMFORTABLE WITH THAT.

AND I'D LIKE TO SEE THAT OTHER DOCUMENT SO THAT I CAN SEE EXACTLY WHAT WAS EXTRACTED.

AND I DON'T HAVE THAT DOCUMENT.

I CAN SEND THAT TO YOU. CAN YOU SEND THAT? BUT THE LAST ONE THAT WAS DONE WAS.

YEAH, IT WAS THREE YEARS AGO, I BELIEVE.

YES, MA'AM, BUT I CAN'T REMEMBER WHAT WAS IN THAT DOCUMENT.

AND SO I DON'T KNOW WHAT WAS EXTRACTED AND I'D LIKE TO SEE THAT.

SURE. ABSOLUTELY.

I THINK IT'S I THINK IT WAS ON THE WELL, NOT THE FINAL WAS DISCUSSED IN CLOSED SESSION.

SO THE DOCUMENT WAS APPROVED.

I'LL SEND THAT TO YOU TONIGHT OR THE FIRST THING IN THE MORNING.

THE ONE WITH SINGLETON.

THE THIS ONE WAS SINGLETON.

YEAH, IT WAS WAS REVIEWED IN CLOSED SESSION THREE YEARS AGO.

I'VE SLEPT SINCE THEN. YES, MA'AM.

WITH ALL THAT'S IN IT.

COMMISSIONER, TO EVERYBODY. SURE.

YEAH. ANY OTHER QUESTIONS? COMMENTS? ALL RIGHT.

SEEING NONE OTHERS IN FAVORS.

PLEASE CAST YOUR VOTE BY RAISING YOUR HAND.

ALL THOSE OPPOSED THE MOTION PASSES TO ONE.

ALL RIGHT. YOU JUST ADOPTED THE MOTION TO PROVE THE CHIEF INTERNAL AUDIT OFFICER PERFORMANCE EVALUATION INSTRUMENT.

THE TIME IS 539 AND THIS MEETING IS ADJOURNED.

* This transcript was compiled from uncorrected Closed Captioning.