[1. Notice and Return]
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THIS MEETING WILL BE HELD LIVE AND BY VIDEOCONFERENCE.
A QUORUM OF THE COMMITTEE WILL BE PHYSICALLY PRESENT AT 5151 SAMUEL BOULEVARD.
THE MEETING WILL BE BROADCAST LIVE ON DALLASISDTXSWAG.COM.
A RECORDING OF THE MEETING WILL BE MADE AVAILABLE TO THE PUBLIC.
ITEMS DO NOT HAVE TO BE TAKEN IN THE ORDER SHOWN.
MEMBERS OF THE PUBLIC WILL APPEAR IN PERSON.
ONLY MEMBERS OF THE PUBLIC WHO ARE PROPERLY REGISTERED WILL BE ALLOWED TO SPEAK DURING THE MEETING.
NO SUBSTITUTIONS WILL BE ALLOWED.
ALL INDIVIDUALS IN ATTENDANCE AT BOARD MEETINGS SHALL DISPLAY CIVILITY AND DECORUM.
THE BOARD SHALL NOT TOLERATE DISRUPTION OF THE MEETING BY MEMBERS OF THE AUDIENCE.
PERSONS BEHAVING IN A MANNER OF INAPPROPRIATE FOR A SCHOOL SETTING OR POSING A SUBSTANTIAL RISK OF HARM TO EITHER THEMSELVES OR TO OTHERS TO INCLUDE BUT NOT LIMITED TO CROSSING THE ROPES OF BARRIERS WILL BE ASKED TO LEAVE THE PREMISES.
SEE BOARD POLICY GKA LEGAL AND LOCAL.
[2. Moment of Silence and Pledge of Allegiance]
WOULD YOU ALL PLEASE STAND FOR A MOMENT OF SILENCE AND PLEDGE ALLEGIANCE? IT IS NOW 2:35, AND WE HAVE A QUORUM THAT THE MEETING HAS BEEN DULY POSTED.[3. Acknowledgements]
WE HAVE THE FOLLOWING COMMITTEE MEMBERS PRESENT.DISTRICT ONE, EDWIN FLORES, DISTRICT EIGHT, JOE CARREON AND WE ALSO HAVE IN ATTENDANCE OUR NONVOTING MEMBERS, CHRIS LEWIS AND MONICA FRAZIER.
WE'RE MOVING ON TO ITEM NUMBER 3.2, THE CHAIR'S REMARKS.
I WILL MAKE MY REMARKS AT A LATER TIME IF I FEEL THAT'S NECESSARY, BUT NOT AT THIS TIME.
ITEM NUMBER FOUR, I'VE BEEN THE PUBLIC SPEAKERS AGENDA TO THIS ITEM.
THERE ARE NO SPEAKERS, SO I'VE BEEN INFORMED BY THE ADMINISTRATION THOSE SPEAKERS.
[5. Action Items/Reports]
WE WILL MOVE ON TO OUR ACTION ITEMS. AND THE FIRST ONE IS 5.1.CONSIDER AND TAKE POSSIBLE ACTION TO APPROVE THE MINUTES OF NOVEMBER 10TH, 2022.
WE'RE NOW ON THE APPROVAL OF THE MINUTES.
DO I HAVE A MOTION TO APPROVE THE MINUTES OF NOVEMBER 10TH, 2022? SO MOVE.
SECOND. IT HAS BEEN MOVED BY TRUSTEE FLORES AND SECONDED BY TRUSTEE CARREÓN THAT WE ADOPT THE MINUTES OF NOVEMBER 10TH, 2022.
TRUSTEES ARE THERE ANY CORRECTIONS? ALL THOSE IN FAVOR, PLEASE CAST YOUR VOTE BY RAISING YOUR HANDS.
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YOU HAVE JUST ADOPTED THE MOTION APPROVING THE MINUTES OF NOVEMBER 10TH, 2022.ITEM 5.2, REPORT ON DISTRICT FINANCIAL UPDATE BY OUR CFO, TAMIKA ALFRED STEPHENS, WHO IS WITH US VIRTUALLY TODAY.
GOOD AFTERNOON, TRUSTEE FOREMAN AND ALL OTHER TRUSTEES IN ATTENDANCE AND DR.
ARE THERE ANY QUESTIONS ABOUT ANY OF THE BUDGET AMENDMENTS AS PRESENTED? NO QUESTIONS.
ALL RIGHT. THANK YOU, MS. ALFRED. ITEM 5.3 REPORT ON STATUS OF AUDIT FOLLOW UP.
THERE WERE 13 RECOMMENDATIONS, DUE FOR FOLLOW UP AND ALL WERE IMPLEMENTED.
ARE THERE ANY QUESTIONS? NO QUESTIONS.
ANY QUESTIONS LIKE THANK YOU FOR THAT REPORT.
ITEM 5.4 REPORT ON DISTRICT HOTLINE.
YES. I WILL ALSO BE REPORTING ON THAT.
SO ON PAGE ONE FROM OCTOBER THE 15, 2022 THROUGH JANUARY THE 20TH, 2023, THE OFFICE OF INTERNAL AUDIT RECEIVED 590 HOTLINE REPORTS.
FROM PERIOD ONE, 183 CASES WERE REPORTED.
PERIOD 2, 298 CASES WERE REPORTED.
PERIOD THREE, THERE WERE 590, FOR A TOTAL OF 1071 CASES.
FOR FISCAL YEAR 2020 THROUGH 2022, THE OFFICE OF INTERNAL AUDIT RECEIVED THE FOLLOWING NUMBER OF HOTLINE REPORTS FOR FISCAL YEAR 2019 AND 22 WE RECEIVED 1316.
FISCAL YEAR 2020 TO 2021 WE RECEIVED 1169 FISCAL YEAR 21 TO 22.
MOVING ON TO PAGE THREE, THE DISTRIBUTION REPORT FROM OCTOBER 15, 2020 THROUGH JANUARY THE 20TH, 2023, THERE WERE 590 CASES ASSIGNED.
THERE WERE 492 CLOSED CASES AND 99 REMAIN OPEN.
STILL ON PAGE THREE FOR THE AGING REPORT, 99 OPEN CASES WERE FROM OCTOBER 2022 THROUGH JANUARY 2023. THAT CONCLUDES MY REPORT.
ARE THERE ANY QUESTIONS? I HAVE ONE. YES.
I DO RECALL AT OUR LAST MEETING WE HAD SOME DIALOG AS FAR AS THE PROCESS TO ENSURE THAT THE REPORTS THAT COME IN ARE ACCURATELY CLASSIFIED AND CATEGORIZED. AND CAN YOU SPEAK TO THAT? SO ME AS A PERSON MAKING A COMPLAINT, IF I FILE IT AND CATEGORIZE IT AS ONE THING, BUT IT'S A BETTER FIT SOMEWHERE ELSE, IS THERE SOMETHING IN THAT PROCESS TO MAKE SURE THAT WE'RE ACCURATELY CLASSIFYING THESE REPORTS UNTIL THEY COME IN? THANK YOU, MR. LOUIS, ROBERT RUBEL, CHIEF AUDITOR.
SO WE WE DON'T CURRENTLY HAVE THE ABILITY TO CHANGE THAT CLASSIFICATION.
WE WOULD WE'D MANUALLY HANDLE THOSE.
I DON'T REMEMBER TO ANY EXTENT THAT HAS HAPPENED.
I DID BRING UP THAT LAST TIME JUST TO MAKE YOU AWARE.
IT'S A SELF SELECTION TYPE PROCESS AND WE'RE STILL WORKING WITH THIS VENDOR AND POTENTIALLY OTHERS TO HAVE MORE FUNCTIONALITY TO BE ABLE TO DO THAT. SO.
ANY ADDITIONAL QUESTIONS? I HAVE JUST A COUPLE OF QUESTIONS.
AND THE FIRST QUESTION IS, I'M LOOKING ON PAGE TWO OF THREE, AND I'VE LOOKED AT THE SPIKING UP OF
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COMPLAINTS THAT HAVE COME IN FROM ON THE HOTLINE.HAVE WE DONE ANYTHING TO ANALYZE WHY THERE ARE MORE COMPLAINTS AND HOW WE'VE BEEN ABLE TO RESOLVE THOSE ADDITIONAL COMPLAINTS? MR. TRUSTEE FOREMAN, THANK YOU FOR THAT QUESTION.
IF YOU LOOK BACK THE LAST THREE YEARS AND INCLUDING CURRENT YEAR TO DATE, FISCAL YEAR TO DATE.
THE LOW NUMBERS WERE DUE TO COVID BEING OUT OF SCHOOL.
WE VIRTUALLY HAD ZERO FOR MONTHS AND MONTHS AND MONTHS AND THEN WE GOT BACK IN FULL SCHOOL, FULL, FULL STEAM AHEAD, I WOULD SAY 21-22, WE GOT BACK TO HISTORICAL LEVELS.
IT'S BEEN AROUND 16 TO 1800, EVEN FURTHER BACK.
I HAVE SOME WELL, I'VE LOOKED BACK FURTHER THAN THAT.
CURRENT YEAR, WE'RE TRENDING ABOUT 17 TO 1800, SO I WOULD CALL THAT THE NORM.
WE'VE BEEN ABLE TO RESOLVE THESE IN A TIMELY MANNER, IF YOU LOOK AT SLIDE OR PAGE THREE WITH THE HELP OF BSO, POLICE DEPARTMENT LEGAL, IT TAKES A LOT OF DIFFERENT AREAS IN THE DISTRICT TO RESOLVE IT.
AND OF COURSE, AUDIT BY POLICY IS CHARGED TO INVESTIGATE FINANCIAL FRAUD AND OTHER IRREGULARITIES.
SO TAKES EVERYONE TO HELP OUT.
AND HOPEFULLY THAT ANSWERS YOUR QUESTION.
BUT COULD I MAKE A SUGGESTION? YES, MA'AM. IS BECAUSE WE HAD THE COVID DECLINE, MAYBE WE GO BACK A COUPLE OF YEARS AND ADD THOSE ON THERE SO THAT YOU CAN SEE THAT IT'S ACTUALLY NOT A SPIKE.
BUT IN FACT, IT'S TRENDING PRETTY MUCH THE SAME, IF THAT MAKES ANY SENSE.
YES, MA'AM. WE'LL BE GLAD TO DO THAT.
WE CAN SEE THAT IT'S A LOT OF CASES, BUT WHAT SHOWS YOU THE HOTLINE WORKS? YOU KNOW, IT'S THERE, IT'S USED, IT'S HEAVILY UTILIZED.
AND I THINK IT HELPS IN THE LONG RUN.
SO THERE ARE NO ADDITIONAL QUESTIONS.
SO ITEM 5.5 REPORT ON STATUS OF AUDIT PLAN AND SUFFICIENCY OF DEPARTMENT RESOURCES.
TRUSTEE FOREMAN, I'LL PRESENT THAT.
SUPERINTENDENT AND OTHER TRUSTEES.
YOU LOOK AT OUR AUDIT PLAN FOR THE YEAR, IT'S A LITTLE OVER SIX MONTHS AND A TOTAL HOURS.
ACTUAL HOURS SPENT TO DATE IS A LITTLE OVER 50% WORTH.
SO WE'RE ON TRACK OVERALL TO COMPLETE THIS PLAN FOR THE CURRENT YEAR.
I WOULD JUST NOTE ONE OF THE THE PROJECTS THAT WE DO AT THIS TIME OR START THIS TIME EVERY YEAR IS THE ANNUAL RISK ASSESSMENT AND DEVELOPMENT OF THE NEXT YEAR'S AUDIT PLAN. WE'RE CURRENTLY IN THOSE MEETINGS WITH SCHOOL LEADERSHIP AND WE'LL BE REACHING OUT SHORTLY TO TRUSTEES FOR THEIR INPUT INTO THE RISK ASSESSMENT AND PLAN. I DO ATTACH A CURRENT CHORE CHART.
WE HAVE SOME OPENINGS AT THE LOWER LEVEL.
WE'RE ACTIVELY RECRUITING FOR ONE OF THOSE POSITIONS RIGHT NOW, BUT WE WORK TO GET THAT FILLED AS SOON AS WE CAN. ARE THERE ANY QUESTIONS? QUESTIONS. SO I HAVE A QUESTION, AND MY QUESTION IS ON THE AUDIT PLAN AND ROLLING THAT OUT, TALKING TO THE BOARD MEMBERS.
DO WE KNOW WHAT TIMEFRAME WE'RE LOOKING AT, WORKING WITH BOARD MEMBERS SO THAT THEY CAN HAVE SOME INPUT ON ON THE AUDIT PLAN? YES, MA'AM. WE WOULD PROBABLY START 1ST OF MARCH WITH TRUSTEES.
GOOD. THANK YOU FOR THAT QUESTION.
ABSOLUTELY. THANK YOU SO MUCH.
WE'RE NOW MOVING ON TO ITEM FIVE.
MADAM CHAIR, WE NEED A MOTION ON 5.6, PLEASE.
FORGIVE ME. OKAY, WE'RE MOVING ON TO 5.6.
DO I HAVE A MOTION TO APPROVE THE CHIEF INTERNAL AUDITORS PERFORMANCE EVALUATION INSTRUMENT?
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SO MOVED. IS THERE A SECOND.SECOND. IT HAS BEEN MOVED BY TRUSTEE FLORES AND SECONDED BY TRUSTEE CARREON THAT WE APPROVE THE CHIEF INTERNAL AUDITORS PERFORMANCE EVALUATION INSTRUMENT.
IS THERE A DISCUSSION? I HAVE A QUESTION. YES, SIR.
UM, WAS THIS THE SAME INSTRUMENT USED LAST YEAR? TRUSTEE CARREÓN. YES, SIR.
SO THE EVALUATION TABLE, IF YOU WILL, THE WAS 0 TO 7 AND THE DISTRICT WIDE SCALE IS 1 TO 5.
AND THAT WAS THE ONLY CHANGE THAT I HAD MADE.
SO I BROUGHT THAT BACK FOR YOUR REVIEW AND APPROVAL OR CONSIDERATION.
UM, I GUESS MY COMMENTS ARE AND I THINK SO.
LET'S TURN TO PAGE SEVEN FOR ME, THE MANAGEMENT INCENTIVE RATING.
LET'S JUST I'M JUST GONNA KIND OF WALK YOU THROUGH MY THOUGHTS HERE A SECOND.
UNSATISFACTORY AT THE BOTTOM IS 0 TO 12.
IF YOU THERE ARE 12 I GUESS AREAS TO BE MARKED ON AND IF YOU ARE SAY RATED AS UNSATISFACTORY IN ANY ONE OF THEM, THAT IS ONE POINT.
RIGHT. SO IF YOU'RE MARKED AND SATISFACTORY ACROSS THE BOARD BUT FOR ONE THEN THEN YOU WOULD HAVE 13 POINTS TOTAL, WHICH WOULD MEAN THAT YOU ARE PROGRESSING, ALTHOUGH YOU ARE IN SATISFACTORY IN 11 OF, OF 12 AREAS TO BE RATED ON.
AND THEN I THINK IF I KIND OF KEEP FOLLOWING THAT THROUGH, THEN THE NEXT IMPACT WOULD BE, I GUESS PROGRESSING SHOULD BE 12 TO 24 AND PROFICIENT, 24 TO 36 TO KIND OF AVOID THAT PROBLEM THAT MAKES OH, THAT MAKES SENSE. ANY ADDITIONAL QUESTIONS, CONCERNS.
COULD YOU RESTATE THAT THIRD ONE? 25, WOULD IT BE 12 TO 12 TO 23? SO I GUESS I THINK IT WOULD BE SO UNSATISFACTORY CLEARLY SHOULD BE A 0 TO 11.
RIGHT. AND THEN FROM THERE, HAD TO BE PROGRESSING WOULD BE 12 TO 24.
I THINK THAT'S RIGHT. AND THEN AND THEN, UH, WELL, I GUESS JUST TAKE A MINUTE TO THINK THROUGH THAT.
DEFINITELY. LET'S BEGIN WITH UNSATISFACTORY THOUGH.
AT THAT POINT IT'S CLEAR THAT SHOULD BE 0 TO 11 FOR IT TO KIND OF MAKE SENSE WITH WITH THE RATINGS.
BUT IF YOU GOT I MEAN, IF ALL 12 OF THE ONES, IT WOULD BE OVERALL UNSATISFACTORY.
THAT'S RIGHT. ZERO IN THAT SALARY INCREASE.
YES. UNSATISFACTORY SHOULD BE THEN ZERO, I GUESS.
SO UNSATISFACTORY SHOULD EQUAL.
I MEAN, I DIDN'T FINISH MY POINT I GUESS.
UNSATISFACTORY SHOULD EQUAL ZERO, PROGRESSING SHOULD EQUAL ONE AND SO FORTH.
EXCEEDS SHOULD EQUAL THREE AND EXEMPLARY SHOULD EQUAL FOUR.
SO, I MEAN, THERE MAY BE A BETTER WAY TO GO ABOUT IT THAN THAT.
BUT I JUST WHAT I REALLY WANT TO POINT OUT AND THEN THE BOARD CAN WE CAN DISCUSS THIS.
I MEAN, CLEARLY I MEAN, THE ORIGINAL POINT STANDS IS THAT IF YOU ADD IF YOU'RE UNSATISFACTORY FOR EACH ONE OF THESE THINGS, BUT FOR ONE, IT LABELS YOU AS PROGRESSIVE UNDER THIS UNDER THIS MANAGEMENT INCENTIVE RATING, WHICH DOESN'T REALLY ADD UP TO WHAT I THINK AN OBJECTIVE PERSON WOULD WOULD.
AND AND TO BE CLEAR, I MISSPOKE EARLIER.
THAT EVALUATION THAT BOTTOM RATING WAS NOT ON THE EVALUATION LEFT, IT WAS INADVERTENTLY LEFT OFF IT HAD BEEN ON IN A PREVIOUS VERSION FOUR OR FIVE YEARS AGO.
AND SO THAT SCALE AND ANY POTENTIAL SALARY INCREASE OBVIOUSLY CAN BE WHAT YOU ALL WANT IT TO BE.
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I PULLED BACK, PULLED OUT THE OLD ONE, DID THE BEST I COULD TO GET THIS SCALE RIGHT.AND SO POTENTIALLY THE TOTAL POINTS MIGHT NOT CHANGE.
ANY POTENTIAL SALARY INCREASE COULD CHANGE.
IS THAT DOES THAT MAKE IT EASIER TO SAY WITH THAT FIRST SECOND ROUND OF TRUSTEES? THE OTHER QUESTIONS AS I LOOK AT IT? SO TRUSTEE FLORES, DO YOU HAVE ANY QUESTIONS? SURE. OKAY.
THANK YOU. SO BASICALLY YOU JUST DROP THIS THING FROM WHATEVER IT WAS BEFORE, RIGHT? THERE WAS A COUPLE OF YEARS AGO, WHENEVER THERE WAS SOME KIND OF TABLE, THERE WAS A SCALE, THERE WERE SOME REDUNDANT, YOU KNOW, EVALUATION AREAS THAT I HAD REMOVED FOR LAST YEAR, TRY TO CLEAN IT UP.
IT DIDN'T HAVE THE EVALUATION, WHAT THE POINTS WOULD BE OR ANY SUGGESTED COMP REVIEW.
SO I HAD TO MOVE IT FORWARD TO FIT ONE THROUGH FIVE AND HAVING 12 CRITERIA.
IT WAS BROUGHT IN FROM BEFORE.
YOU'RE NOT WEDDED TO THESE SALARY INCREASED NUMBERS OR THE POINTS.
THIS IS JUST SOMETHING SO THAT WE CAN START THE DISCUSSION ON THE EVALUATION INSTRUMENT AND WHAT THESE NUMBERS END UP LOOKING LIKE AT THE END OF THE DAY IS SOMETHING THAT, YOU KNOW, TO ME IT SEEMS LIKE WE WOULD HAVE TO AT LEAST HAVE A CHAR INVOLVED TO KNOW KIND OF WHAT OTHER ADMINISTRATORS ARE GETTING IN TERMS OF A YES OF A PERCENT INCREASE.
RIGHT. BECAUSE IF IF NOBODY IN THE ENTIRE SCHOOL DISTRICT GETS A RAISE.
SO. SO I WOULD SAY I GUESS SO.
AND I GUESS THIS THE MANAGEMENT INCENTIVE RATING PART OF IT, WE CAN KIND OF COME TO AN AGREEMENT BECAUSE, YOU KNOW, LIKE WE DO WITH THE SUPERINTENDENT, YOU'RE OUR EMPLOYEE, RIGHT? THE BOARD'S EMPLOYEE, YOU'RE OUR ONLY OTHER BOARD EMPLOYEE.
I HAVE NO PROBLEM WITH THE EMPLOYEE, AND POSSIBLY THE BEST EASY WAY TO DO THAT IS TAKE THAT SALARY INCREASE PIECE OFF AND LEAVE IT TO DISCUSSION, BECAUSE THE POLICY DOES SAY ANY RECOMMENDATIONS THAT THE COMMITTEE MIGHT MAKE WOULD GO BACK TO THE BOARD FOR APPROVAL.
AND THAT'LL GIVE US A CHANCE TO ABSOLUTELY AND SO I SHOULD HAVE MADE THAT MORE CLEAR.
OKAY, THAT MIGHT BE THE EASIEST.
YEAH. YEP. I MEAN, I'M JUST, YOU KNOW A, I'M TRYING TO BE FAIR.
I'M TRYING TO UNDERSTAND KIND OF THE CONTEXT IN WHICH THIS THING CAME UP AND THEN KIND OF BENCHMARK IT AGAINST WHATEVER THE REST OF THE DISTRICT IS DOING SO THAT IT ALL MAKES SENSE, RIGHT? SO I'M OKAY WITH EVERYTHING ONE THROUGH 12.
I THINK THE MANAGEMENT INCENTIVE RATING, I'M FINE WITH WHATEVER THE POINTS END UP BEING.
AND THEN WE COULD JUST KIND OF TBD ON THE SALARY INCREASE BASED ON WHATEVER THE ADMINISTRATION FEEDBACK WE GET FOR THE MARKETPLACE FOR AUDITORS.
AND WE'LL TALK TO ROBERT ABEL ABOUT WHAT THAT LOOKS LIKE.
AND AS A POINT OF INFORMATION ON MY END, MADAM CHAIR, IS JUST WHEN WOULD THAT HAPPENED? BECAUSE I THOUGHT THIS WAS GOING TO GO TOWARDS THAT.
WE'RE APPROVING THIS TO END UP ON THE BOARD AGENDA FOR ITS APPROVAL TODAY.
UH, SO WOULDN'T WE BE APPROVING IT AS IS FOR THE BOARD TO VOTE UP OR DOWN ON AT THE NEXT MEETING? I GUESS THE BOTTOM PART, BECAUSE IT'S REALLY THE TOOL THAT YOU'RE TRYING TO GET APPROVED, NOT THE BOTTOM PART.
SO. TRUSTEE CARREÓN, ARE YOU FINISHED OR MAY I FINISH? GO AHEAD. OKAY AND THEN I'M IN TOTAL AGREEMENT WITH YOU.
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WHEN I LOOK AT THE SCALE AND LOOK AT UNSATISFACTORY AS A ONE, I WOULD FLIP THOSE, AS YOU SAID, ONE, TWO, THREE AND FOUR.I'M IN TOTAL AGREEMENT WITH YOU ON THAT.
AND THEN FROM THE INCENTIVE RATING INCREASE, I WOULD ACTUALLY TAKE THAT WHOLE SCALE OFF AND THEN THE BOARD WOULD HAVE AN OPPORTUNITY TO BE ABLE TO DETERMINE WHAT THAT INCREASE WOULD LOOK LIKE, BECAUSE ALL WE DO AS THE COMMITTEE IS MAKE A RECOMMENDATION TO THE BOARD, AND THE BOARD CAN HAVE THAT DISCUSSION IN THE WHOLE AS OPPOSED TO JUST THE THREE OF US MAKING THAT DECISION. SO I'M IN TOTAL AGREEMENT WITH YOU.
AND IF YOU WANT TO AMEND MAKE A MOTION TO AMEND THE INSTRUMENT, THEN I THINK YOU SHOULD BE ABLE TO DO THAT. ONCE WE GET THROUGH WITH THE DISCUSSION, I THINK, UM, THEN I MOVED TO AMEND THE INSTRUMENT.
AND THE SALARY, AND THEN THE REMOVAL OF THE, UH, UH, MANAGEMENT INCENTIVE RATING CHART.
OKAY. THERE'S BEEN A MOTION TO AMEND THE INSTRUMENT, THE INTERNAL [INAUDIBLE] INTERNAL AUDITORS PERFORMANCE EVALUATION INSTRUMENT BY TRUSTEE CARREÓN.
IS THERE A SECOND? I'LL SECOND.
OKAY. SO I'D LIKE TO HAVE A DISCUSSION, IF POSSIBLE.
YES, IT HAS BEEN MOVED BY TRUSTEE CARREÓN AND SECONDED BY TRUSTEE FLORES TO AMEND THE CHIEF INTERNAL AUDITORS PERFORMANCE EVALUATION INSTRUMENT.
YOU WANT TO DO A DISCUSSION FIRST.
SO, I MEAN, THIS IS A, IS IT OKAY WITH YOU? BECAUSE, AGAIN, THIS IS LIKE YOU'RE OUR EMPLOYEE AND GOING FROM A WHATEVER TOTAL, I WAS PULLING HISTORICAL DATA TRYING TO COME PRESENT SOMETHING.
IT WAS NOT ON THERE LAST YEAR.
BECAUSE I MEAN, I'M TOTALLY FINE.
I MEAN, I'M NOT SURE I'M FOR INCENTIVE RATING PART OF IT.
I MEAN, FRANKLY, THAT'S SIX OF ONE HALF A DOZEN OF ANOTHER.
BUT I WOULD LIKE TO HAVE SOME KIND OF OBJECTIVE MEASURE, AS WE DO FOR OUR SUPERINTENDENT, WHERE WE SAY IF YOU ADD UP THIS MANY POINTS WITH THAT, POINTS MEANS YOU WERE UNSATISFACTORY. PROGRESS IN PROFICIENT EXCEEDS OR EXEMPLARY AGAIN BASED ON THAT POINT SYSTEM AND.
I THINK THAT THE TABLE NEEDS TO WE NEED TO KEEP THE TABLE BECAUSE THAT'S WHAT'S GOING TO YOU KNOW, IF WE REMOVE THE TABLE, THEN AT THE WITH THE REST OF THE TRUSTEES, ALL WE'RE GOING TO BE DISCUSSING IS, YOU KNOW, DOES HE GET 0 TO 4 VERSUS 1 TO 5? BUT THEN WE DON'T HAVE ANY WAY, WE'RE NOT BRINGING ANYTHING TO THE REST OF THE BOARD.
THIS AS WELL. AND THESE POINTS, THEN GIVE THEM A RATING WHICH MATCHES WHAT WE DO FOR EVERYBODY ELSE.
I'M JUST NOT SURE THAT JUST DELETING THE TABLES THE ANSWER.
SO I GUESS I'M TRYING TO UNDERSTAND.
SO IT'S NOT THE ACTUAL TABLE ITSELF THAT'S AT THE CRUX OF THE MATTER IS, IS IT THE ACTUAL APPROVAL OF THE APPROVAL OF THE ACTUAL INCREASE THAT WE'RE TALKING ABOUT? IS THAT SOMETHING THAT NEEDS TO COME TO THE BOARD FOR APPROVAL? SO THIS IS JUST KIND OF A GUIDANCE, BUT THE ACTUAL SALARY INCREASE WILL BE DETERMINED BY THIS COMMITTEE, SO OR BY THE BOARD, BY THE BY THE FULL BOARD.
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BY THE BOARD? YEAH.SO I JUST THINK WE HAVE TO BE REALLY CAREFUL AS WE GO THROUGH THE PROCESS AND MAKING SURE THAT IT'S CLEAR THAT OUR EMPLOYEES ARE GOING TO BE TREATED SOMEWHAT THE SAME.
POINT OF INFORMATION, I GUESS I CAN ANSWER.
I CAN SPEAK TO IT. I MEAN, YEAH, THERE'S MULTIPLE ELEMENTS WRONG WITH THE INSTRUMENT.
IT'S JUST A MATTER OF THERE'S JUST DOZENS OF WAYS TO APPROACH IT.
BUT OVERALL, THE POINT THE POINT BEING THAT REGARDLESS OF WHAT RATING YOU LAND AT, THE ACTUAL POINTS ASSOCIATED WITH, WITH THE 12 I GUESS AREAS BEING RATED DOESN'T MATCH THIS PARTICULAR CHART.
RIGHT. YOU COULD BE PREDOMINANTLY PROGRESSING AND WITH JUST ONE AREA BEING PROFICIENT AND THE INCENTIVE RATING WOULD EVALUATE YOU AS PROFICIENT YOU CAN BE PREDOMINANTLY 11 OUT OF THE 12 COULD BE UNSATISFACTORY AND JUST ONE AREA BEING PROGRESSING AND YOU WOULD BE EVALUATED AS PROGRESSING, WHICH THEN IMPACTS SALARY INCREASE.
SO THE WHOLE I MEAN, YOU COULD CHANGE THAT.
YOU CAN YOU CAN FIX THAT BY CHANGING THE ACTUAL NUMBERS IN EACH OF THE OF THE AREAS BEING EVALUATED.
BUT MY POINT BEING IS THAT IT'S WRONG RIGHT NOW.
AND AND AND SO ONE WAY WHAT I'M HEARING TO GO ABOUT IT IS WELL, LET'S GET RID OF THE CHART ENTIRELY AND THE BOARD AT A LATER TIME WHEN I GUESS FIGURE OUT WHAT THOSE RANGES ARE. SURE.
I'M NOT ENTIRELY SURE WHEN THAT OTHER TIME IS, BUT VOTING ON THIS PARTICULAR INSTRUMENT TO MOVE TO MOVE FOR THE ENTIRE BOARD'S CONSIDERATION WITH ALL THESE ISSUES I CAN'T SUPPORT RIGHT NOW.
SO THERE ARE 12 ITEMS. AND 12 TIMES FIVE IS 60.
SO THAT'S WHAT THE ORIGINAL POINT SYSTEM WAS BASED ON, RIGHT.
AND THE OTHER END IS IF HE GETS ZERO AND ALL 12, THEN THAT'S A ZERO.
IF HE GETS ONE ON EVERYTHING, HE GETS 12.
SO THAT WOULD BE IF HE GETS UNSATISFACTORY ON ANYTHING, THEN HE MAXES OUT AT 12 POINTS.
RIGHT. SO THAT'S RIGHT. SO THEN IF HE'S UNSATISFACTORY IN EVERYTHING AND ONE PROGRESSING, THEN HE WOULD GET 13 POINTS AND HE'D BE PROGRESSING . WHICH DOESN'T MAKE SENSE.
AND SO WHAT YOU'RE SAYING IS THAT YOU WANT HIM.
I MEAN, I'M TRYING TO UNDERSTAND.
SO WHAT YOU'RE SAYING IS THAT.
HE SHOULD BE GETTING TWO ON EVERYTHING.
SO ASSUMING THE NO TWO ON EVERYTHING.
WELL, LET'S FOLLOW THE ASSUMPTION.
ASSUMPTION, ASSUMING HE GETS TWO ON EVERYTHING, THEN THAT WOULD BE A 24.
THAT'S RIGHT. AND THEN IF HE GETS A THREE ON EVERYTHING, THEN THAT WOULD BE 36.
SO YOU WHAT YOU'RE SAYING? I MEAN, I THINK THE TABLE STILL WORKS.
SO IT SHOULD REALLY BE UNSATISFACTORY SHOULD BE FROM 0 TO 24.
AND THEN 25 TO 36, 35, 25 TO 35, AND THEN 36 TO 47, AND THEN 48 TO 60.
I MEAN, THAT'S THE MATH ON MAKING THIS WORK.
IF YOU SAY, WELL, IF HE'S ALWAYS IF HE ALWAYS EXCEEDS, HE GETS ALL FOURS.
[00:35:07]
FOUR TIMES 12 IS 48.SO WHEN HE HITS 48, SO IF HE HITS 48, THEN HE EXCEEDS.
SO IF YOU HAVE ONE AND IT WAS A 13 AND THEY'RE STILL GOING TO BE AN AVERAGE FACTOR, YOU'RE NOT GOING TO BE ABLE TO MAYBE NO PERFECT EVALUATION SCALE. I WOULD SUGGEST, AS YOU MENTIONED EARLIER, JUST TAKE OFF ANY TYPE OF INCREASE IT HAD BEEN ON THERE YEARS AGO.
HE DID IF I COULD [INAUDIBLE] SO, I MEAN, IT'S ANOTHER ISSUE.
SO LET'S ASSUME THAT TO SAY THE INCREASE PORTION OF THE CHART IS GONE, BUT EVEN THE TOTAL POINT RANGES STILL DON'T MAKE SENSE BECAUSE THERE'S IT SAYS YOU CAN GET UNSATISFACTORY FROM 0 TO 12.
BUT BASED ON THIS RUBRIC, YOU CAN NEVER SCORE ZERO POINTS.
RIGHT. EVEN WHEN YOU'RE IN A SATISFACTORY YOU HAVE YOU SCORE A POINT, RIGHT? SO THE BOTTOM OF THE SCALE WOULD BE 12.
THE DISTRICT WIDE SCALE IS 1 TO 5.
THAT'S WHAT I'M TRYING TO SHOW YOU.
EVERY OTHER EMPLOYEE IN THE DISTRICT HAS A 1 TO 5 SCALE.
SO IT'S HARDER THAN YOU THINK.
AND SO THAT'S WHY I SUGGESTED 1 TO 5 INSTEAD OF 0 TO 7.
THAT SCALE DIDN'T MAKE SENSE TO ME.
SO ONE IS UNSATISFACTORY UP TO 12 AVERAGED AMONG THREE TRUSTEES.
I THINK IT WOULD AVERAGE OUT OVER TIME.
DOES THAT MAKE SENSE? SO TRUSTEE CARREÓN? SURE. CAN I TRY TO HELP? YOUR FIRST, YOUR INITIAL THOUGHTS OF CHANGING UNSATISFACTORY TO A ZERO AND THEN CHANGING THE SCALE ALL THE WAY UP FROM 0 TO 4 MAKES SENSE TO ME.
THEN THE OTHER THING THAT YOU TOUCHED ON, WHICH MAKES A LOT MORE SENSE TO AND MAYBE NOT REMOVING THE TABLE, BUT LOOKING AT CHANGING FROM 0 TO 11 UNSATISFACTORY 12 TO 24 PROGRESSING . 25 TO 37 PROFICIENT, 38 TO 48 EXCEEDS, AND THEN 49 TO 60 EXEMPLARY. SO YOU DON'T REMOVE THE TABLE ITSELF.
BUT YOU ALSO MOVE TO UNSATISFACTORY BEING A ZERO AND THEN SCALING IT UP ALL THE WAY.
BUT TO CLARIFY TRUSTEE FOREMAN MAKES SENSE.
NOT 60. THAT'S, THAT'S UNFAIR.
OKAY. I HAVE TO BE ABLE TO GET MAXIMUM POINTS.
TRUSTEE CARREON'S POINT, HIS POINT, THE MINIMUM POINTS IS A RATING SCALE OF ONE.
I MEAN, THAT'S JUST CALL IT WHATEVER YOU WANT.
SO, TRUSTEE CARREÓN, WHAT ARE YOUR THOUGHTS? AND MAYBE 1 TO 6 SO THAT THERE'S AN OPPORTUNITY FOR HIM TO AT LEAST REACH TO 60 POINTS? UM, THINKING ABOUT IT.
I WANT TO MAKE SURE WE'RE FAIR.
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LOOKING FOR THE THE OTHER INSTRUMENTS.SO WE'LL HAVE SOME COMPARISON.
YES. AT THE RISK OF COMPLICATING THINGS FURTHER.
THAT'S OKAY. SO YOU CAN YOU CAN FOLLOW MY LOGIC HERE.
I WOULD MAYBE MAKE UNSATISFACTORY TRUSTEE FLORES IF YOUR FOLLOWING 1 TO 18. ONE, TO 18.
1 TO 18 IN THAT, BECAUSE IN THAT SCENARIO, THEN..
WHAT'S THE BASE? CUTTING IT IN 60 STILL YOU MEAN.
NO, NO. I'M TALKING OH I SEE WHAT YOU'RE SAYING BUT IT'S STILL 1 TO 5.
I'M TALKING ABOUT WHAT'S THE UNIT THAT WE USE.
YES. YES, THAT'S RIGHT. RIGHT.
I GUESS THE POINT WHAT I'M LOOKING TO DO IS WHEN YOU HAVE 12 DIFFERENT AREAS, YOU CAN SCORE ONE IN IN MOST, BUT AT LEAST TWO IN SIX AREAS.
THE POINT IS YOU HAVE MORE PROGRESSING THAN UNSATISFACTORY.
THAT WOULD ONLY IN THAT SCENARIO WOULD YOU BE PUSHED INTO PROGRESSING AROUND.
YOU KNOW, I THINK YOU HAVE A NUMBER OF IT'S GREATER THAN FIVE, SIX, SEVEN, 9.6.578.
YOU WENT UP TO THE NEXT FIRE HOME.
SO WHAT ARE YOUR THOUGHTS ON THAT? SO WHAT YOU'RE SAYING IS THAT HE HAS.
SO YOU CAN'T GET ZEROS? SURE. SIX ONE, SIX TWO.
THEN WHAT YOU'RE SAYING IS THAT THEN THEN THAT RUNS UP TO THE NEXT LEVEL.
SURE, I CAN. I CAN. THAT'S ACCEPTABLE TO ME.
WELL, THE QUESTION IS, IS THAT ACCEPTABLE TO HIM? BECAUSE HE. SURE.
SO I'VE JUST BEEN TOLD THAT WE'RE TRYING TO GET THE PREVIOUS INSTRUMENT AND I'D LIKE TO TABLE THIS ITEM UNTIL WE GET THE PREVIOUS INSTRUMENT, AND THEN I'LL MOVE FORWARD SO WE CAN HAVE LIVELY CONVERSATION REGARDING THE INSTRUMENT.
SO CAN I ASK A QUESTION ON THE TABLE? ONE POINT OF INFORMATION.
YOU CAN ASK THE POINT OF INFORMATION, BUT IT'S TABLED.
IT IS TABLED FOR THE LATER ON THIS MEETING.
OR IS IT TABLED AND COULD BE IF WE DON'T GET THE RIGHT ANSWER, IT COULD BE TABLED FOR LATER.
BUT I WANT TO BECAUSE WE WANT TO MAKE SURE WE HAVE A GOOD CONVERSATION.
SO ITEM NUMBER SIX WAS FOR A CLOSED SESSION, BUT I'VE BEEN BEEN INFORMED THAT WE DO NOT HAVE AN ITEM FOR CLOSED SESSION AND SO NOW WE'RE MOVING ON TO ITEM NUMBER SEVEN, WHICH IS THE FINAL INTERNAL AUDIT REPORTS, AND WE WILL START WITH
[7. Final Internal Audit Reports]
7.1 CONSIDER AND TAKE POSSIBLE ACTION TO ACCEPT AND MAKE FINAL INTERNAL AUDIT REPORT, STUDENT TRANSPORTATION AUDIT REPORT.DO I HAVE A MOTION TO ACCEPT AND MAKE FINAL INTERNAL AUDIT REPORTS TO THE TRANSPORTATION AUDIT REPORT? SO SECOND, IT HASN'T BEEN MOVED BY TRUSTEE FLORES AND SECONDED BY TRUSTEE CARREÓN THAT WE ACCEPT AND MAKE FINAL INTERNAL AUDIT REPORT, STUDENT TRANSPORTATION AUDIT REPORT.
WE'LL HAVE A BRIEF PRESENTATION AND THEN BE OPEN FOR DISCUSSION.
I'M AN AUDIT MANAGER FOR INTERNAL AUDIT.
AND BESIDE ME IS JONATHAN BRYANT, SENIOR AUTHOR FOR THE PROJECT.
WE'RE GOING TO BE PRESENTING THE STUDENT TRANSPORTATION AUDIT.
[00:45:02]
COMPLETED AND KEPT ON FILE.THAT CONCLUDES MY PRESENTATION.
ARE THERE ANY QUESTIONS? I HAVE A COUPLE OF QUESTIONS AND THIS IS JUST IN REFERENCE TO THE CHARTS THAT ARE KIND OF ON PAGE FOUR AND FIVE.
SO I THINK INTERPRETING CORRECTLY WHERE TABLE ONE AND TABLE THREE ARE COMING FROM DIFFERENT SOURCE REPORTS, BUT THE DATA SEEMS TO BE A LITTLE OFF, WHERE AS IN TABLE ONE TOTAL ANNUAL MILEAGE THAT SHOWS THE ISD AT A, YOU KNOW, AT 11.4 MILLION. BUT OVER HERE ON THE MODEL SUMMARY, WHEN YOU COMBINE REGULAR SERVICE AND SPECIAL SERVICES, IT'S ABOUT 9.4 MILLION MILES.
THAT'S NOT ACCOUNTED FOR IT IN TABLE THREE.
SO THERE ARE DIFFERENT TIME FRAMES.
SO 20-21 TO 2020, 2020-2021 IS THE OPERATIONS REPORT ON TABLE THREE.
AND THEN 2021 TO 2022 ON TABLE ONE.
AND KIND OF LOOKING JUST AT AVERAGES.
I KNOW DIFFERENT, YOU KNOW, REGIONAL MAKEUP AND DIFFERENT THINGS LIKE THAT.
BUT, AND I'M JUST LOOKING AT 2021, LOOKING AT THE FACT THAT THEIR MILEAGE SUMMARY IS ALMOST 3 MILLION YOU KNOW, LOOK LIKE 3 MILLION MORE ANNUAL MILES HAVE MORE VEHICLES.
BUT THEIR COST OPERATION COST IS SIGNIFICANTLY LESS THAN THE DISD OF ALMOST $13 MILLION.
IS THERE SOMETHING FROM YOUR PERSPECTIVE THAT YOU CAN SPEAK TO THAT? NO, I DON'T HAVE ANYTHING.
SO IT WOULD JUST KIND OF DEPEND ON THE INFORMATION THAT THEY HAVE.
SO YOU'RE MR. LEWIS, YOU'RE ASKING.
SO ON 2021, WE BOUNCED UP ABOVE THE OTHER SCHOOL DISTRICTS.
MAYBE TRANSPORTATION HAS SOME INFORMATION ON THAT.
I MEAN, WE'RE FULLY DEPLOYED BACK IN 2021, 22 LAST YEAR.
DO WE KNOW WHAT MIGHT HAVE CAUSED THAT? I MEAN, IT'S A GOOD QUESTION.
YOU POINT OUT THE CHART AGAIN, SIR? NO PROBLEM. I WAS LOOKING AT TABLE THREE, AND THIS IS A 2020-2021 [INAUDIBLE] AND I WAS JUST ALLUDING TO DISD VERSUS HOUSTON ISD, NOTING THAT THE MILEAGE SUMMARY FOR DISD IS I MEAN, FOR HOUSTON ISD WAS SIGNIFICANTLY MORE, IN MY OPINION, DISD. HOWEVER, THEIR COSTS WERE A LOT LOWER THAN OURS AND I WAS JUST TRYING TO SEE IF THERE IS ANY BACKGROUND THAT CAN BE OFFERED.
THEY CAN, YOU KNOW, SPEAK TO THAT.
AND I DON'T WANT TO PUT ANY PRESSURE.
IF NOT, THAT'S SOMETHING THAT WE NEED TO GO BACK IN AND LOOK INTO.
I DON'T NECESSARILY KNOW THAT HOUSTON GAVE US THE VERY WELL CAN BE THE CASE.
THEY ARE DEFINITELY A LARGER SCHOOL DISTRICT THAN US.
WE DO HAVE CHOICE ROUTES AND WE OFFER THOSE CHOICE FROM SEAGOVILLE ALL THE WAY UP TO NORTH DALLAS.
[00:50:07]
NECESSARILY MILEAGE, BUT JUST GAS ITSELF COULD HAVE BEEN A FACTOR IN THAT COST.BUT OTHER THAN THAT, I THINK THAT'S ALL I COULD TELL YOU, SIR.
I THINK IT'S A GREAT POINT, MR. LEWIS AND I WOULD LIKE OUR TEAM, BECAUSE IF I WAS LOOKING AT LISTENING PROPERLY TO THE COMPARISONS, THOUGH, IT WAS IT SOUNDED LIKE EVEN AT A PER MILE COMPARISON, AS I LISTENED TO YOUR QUESTION.
SO I HAVE THE SAME QUESTION, AND I'M SURE OUR TEAM, MANY INSTANCES WE REALLY NEED TO COMPARE, BUT IF THEY'RE DOING SOMETHING THAT WE COULD DO THAT WE COULD LEARN FROM, THAT WOULD SAVE US.
WE CERTAINLY I KNOW OUR TEAM WOULD WANT TO DO THAT.
SO FIRST, I WANT TO THANK YOU FOR RAISING THAT.
AND I KNOW OUR TEAM WILL UNDERTAKE THAT.
AND IF NOTHING ELSE, WE WILL PROVIDE THE COMMITTEE A RESPONSE TO THAT QUESTION AS WE UNCOVER.
ARE THERE ANY ADDITIONAL QUESTIONS? ALL RIGHT. ALL THOSE IN FAVOR, PLEASE CAST YOUR VOTES BY RAISING YOUR HANDS.
DO I HAVE A MOTION TO ACCEPT AND MAKE FINAL INTERNAL AUDIT REPORT SPECIAL SERVICES AUDIT REPORT? SO MOVE. I'LL SECOND THAT.
SINCE TRUSTEE CARREÓN IS IN CONVERSATION.
IS THERE A DISCUSSION FROM THE ADMINISTRATION? TO 53 YOU HAVE A DISCUSSION.
I'LL BE PRESENTING THE SPECIAL SERVICES AUDIT.
THERE WERE THREE RECOMMENDATIONS PROVIDED IN THE REPORT.
THE FIRST ONE WAS FOR REFERRAL REQUEST PROCESS, WHERE WE NOTED TEN INSTANCES WHERE A RESPONSE TO THE REQUEST WAS NOT PROVIDED WITHIN 15 SCHOOL DAYS.
FOR THE SECOND RECOMMENDATION IS IN REGARDS TO DOCUMENTATION OF SPECIAL SERVICES PROVIDED.
WE NOTE AT 11 INSTANCES WHERE FOR SPECIAL SERVICE STUDENTS THE INCLUSION DOCUMENTATION AND PROGRESS MAINTENANCE LOG OR THE PROGRESS MONITORING SHEET WAS INCOMPLETE OR WAS NOT KEPT ON FILE.
AND THEN FOR THE LAST RECOMMENDATION, IT WAS IN REGARDS TO PROGRESS MONITORING PROCESSES.
AS A RESULT, THE STUDENT'S PROGRESS WAS NOT COMMUNICATED TO THE PARENTS.
RECOMMENDATIONS PROVIDED COULD IMPROVE COMPLIANCE WITH SPECIAL PROGRAMS REQUIREMENTS, AS WELL AS ENHANCE THE EFFECTIVENESS FOR MANAGING THE PROGRAMS. THANK YOU. ARE THERE ANY QUESTIONS IN THE DISCUSSION? I HAVE JUST A COUPLE OF QUESTIONS.
FOR THE SPECIAL SERVICES TRANSPORTATION.
IS THAT A CONTRACTED VENDOR OR DOES THE DISTRICT DO THAT? THE DISTRICT DOES THAT. THE DISTRICT DOES, NOT A CONTRACTED VENDOR.
AND THE REQUEST FOR THE SERVICES IS MADE BY THE PARENT? COULD BE BY PARENT, GUARDIAN, ANY ONE RESPONSIBLE FOR THE STUDENT.
ALL THOSE IN FAVOR, PLEASE CAST YOUR VOTE BY RAISING YOUR HANDS.
DO I HAVE A MOTION TO ACCEPT AND MAKE FINAL INTERNAL AUDIT REPORT BUDGET PROCESS AUDIT REPORT.
[00:55:10]
REPORT. IS THERE A DISCUSSION FROM INTERNAL AUDIT? GOOD AFTERNOON, TRUSTEE FOREMAN, DR.ELIZALDE AND AUDIT COMMITTEE MEMBERS.
I'M THE DEPUTY CHIEF WITH INTERNAL AUDIT AND I'M HERE TO PRESENT THE BUDGET PROCESS AUDIT REPORT.
THE OBJECTIVE OF THE BUDGET PROCESS AUDIT REPORT WAS TO REVIEW THE DISTRICT'S CONTROL SURROUNDING BUDGET PROCESSES AS WELL AS COMPLIANCE WITH APPLICABLE LAWS AND DISTRICT REQUIREMENTS.
OUR OFFICE MADE NO RECOMMENDATIONS DURING THIS AUDIT.
ARE THERE ANY QUESTIONS? YES, SIR. JUST AN ACCOLADE TO TAMIKA AND AND DWAYNE FOR JOB WELL DONE.
THANK YOU. [INAUDIBLE] ALL THOSE IN FAVOR, PLEASE CAST YOUR VOTE BY RAISING YOUR HANDS.
ITEM 7.4, CONSIDER AND TAKE POSSIBLE ACTION TO ACCEPT AND MAKE FINAL INTERNAL AUDIT REPORT, BOND FUNDED PROJECTS, COMPETITIVE SEAL, PROPOSAL, AUDIT CONSTRUCTION REPORT.
DO I HAVE A MOTION TO ACCEPT AND MAKE FINAL INTERNAL AUDIT REPORT? BOND FUNDED PROJECTS, COMPETITIVE SEALED BIDS PROPOSALS.
AUDIT CONSTRUCTION REPORT SOME.
SECOND, IT HAS BEEN MOVED BY TRUSTEE FLORES AND SECONDED BY TRUSTEE CARREÓN THAT WE ACCEPT TO MAKE FINAL INTERNAL AUDIT REPORT BOND FUNDED PROJECTS.
INTERNAL AUDIT IS THEIR PRESENTATION.
ELIZALDE. AUDIT COMMITTEE MEMBERS.
AUDIT MANAGER. THIS IS A TWO PART AUDIT WHERE WE REVIEWED PROCESSES SURROUNDING THE MANAGEMENT OF GC CONTRACTS FOR BOND FUNDED PROJECTS PROCURED USING THE CSP METHOD.
THERE WERE TWO RECOMMENDATIONS PROVIDED IN THIS REPORT, BOTH OF WHICH ARE REGARDING OBTAINING PROPER DOCUMENTATION TO SUPPORT CONTINGENCY ALLOWANCE, EXPENDITURE AUTHORIZATIONS OR CAEAS.
AS THESE EXPENDITURES ARE NOT COMPETITIVELY BID, IT IS IMPORTANT THAT PROPER DOCUMENTATION BE REVIEWED TO DETERMINE IF EXPENDITURES ARE REASONABLE AND APPROPRIATE.
BOTH RECOMMENDATIONS PROVIDE POTENTIAL SOLUTIONS THAT MAY ASSIST IN ENSURING DETAILED DOCUMENTATION IS OBTAINED AND REVIEWED PRIOR TO APPROVAL OF CONTINGENCY USAGE EXPENDITURES. ONE POTENTIAL SOLUTION IS TO IMPLEMENT A PROJECT MANAGEMENT SOFTWARE WHERE SIAS CAN BE MORE EFFICIENTLY DOCUMENTED, TRACKED AND MANAGED. ANOTHER SOLUTION PROVIDED IS TO DEVELOP A STANDARDIZED TEMPLATE TO BE USED BY THE GCS WHEN COMPLETING CAA REQUESTS.
ARE THERE ANY QUESTIONS FROM THE COMMITTEE? NO QUESTIONS.
ALL THOSE IN FAVOR, PLEASE CAST YOUR VOTE BY RAISING YOUR HAND.
DO I HAVE A MOTION TO ACCEPT AND MAKE FINAL INTERNAL AUDIT REPORTS? STUDENT DISCIPLINE DATA AUDIT REPORT SO MOVED.
SECOND. IT HAS BEEN MOVED BY TRUSTEE FLORES AND SECONDED BY TRUSTEE CARREÓN THAT WE ACCEPT AND MAKE FINAL INTERNAL AUDIT REPORTS, STUDENT DISCIPLINE DATA AUDIT REPORT.
IS THERE A PRESENTATION FROM THE DISTRICT? YES. THIS AUDIT FOCUSED ON INTERNAL CONTROLS OVER STUDENT DISCIPLINE DATA MAINTAINED IN THE STUDENT POSITIVE BEHAVIOR SYSTEM OR SPBS.
SPBS MAINTAINS SENSITIVE STUDENT DATA.
AS SUCH, IT IS IMPORTANT THAT THE DATA BE SECURED AND ACCURATE.
THERE WERE THREE RECOMMENDATIONS PROVIDED IN THIS REPORT.
[01:00:06]
MAKING SYSTEM CONFIGURATION CHANGES IN ORDER TO BETTER SAFEGUARD THE DATA RESIDING WITHIN.THERE WAS ONE RECOMMENDATION FOR ESTABLISHING AUDIT LOGS FOR DELETED DISCIPLINE REFERRALS TO ENSURE ALL STUDENT DISCIPLINARY EVENTS ARE PROPERLY RECORDED, AND I'M AVAILABLE FOR ANY QUESTIONS AT THIS TIME. ANY QUESTIONS? I JUST HAVE ONE QUESTION.
YES. SO I DO SEE ALL THESE ARE, YOU KNOW, SYSTEM RELATED.
SO DOES THE IT DEPARTMENT NOT KIND OF HAVE ANY GOVERNING POLICIES THAT OVERSEE ALL ENTERPRISE APPLICATIONS IN THE AREAS OF USER ACCESS MANAGEMENT, ROLE MANAGEMENT CHANGE AND THOSE TYPE OF THINGS? IS IT SPECIFIC TO EACH APPLICATION OR IS THAT A KIND OF A DECENTRALIZED FUNCTION? I WOULD DEFER TO IT TO THAT.
AT THE RISK OF BEING INCORRECT RIGHT NOW, THAT WOULD BE SOMETHING WE ARE WORKING TOWARDS RIGHT NOW.
IT IS CONTINGENT UPON WHAT THE APPLICATION IS.
THERE ARE CERTAIN THINGS THAT VERY MINIMAL PEOPLE ARE GRANTED ACCESS TO AND SO THAT STEMS FROM THE NUMBER, THE LARGE VOLUME OF APPLICATION IN ENTERPRISE SYSTEMS THAT WE HAVE THAT WE ARE NOW WORKING TO REDUCE.
AND THEREBY, I DON'T KNOW THAT IT WOULD EVER BE ONE.
BUT TO YOUR POINT, LIKE IS THERE A GUARDRAIL AROUND FOR THESE TYPES OF INFORMATION? HERE'S THE USER ACCESS, ETC., IS SOMETHING THE DEPARTMENT IS WORKING ON.
ALL THOSE IN FAVOR? THE MOTION PASSES THREE ZERO.
YOU HAVE JUST ADOPTED THE MOTION TO ACCEPT AND MAKE FINAL INTERNAL AUDIT REPORTS.
STUDENT DISCIPLINE DATA AUDIT REPORT.
WE WILL GO BACK TO THE ITEM THAT WE HAD TABLED.
YES, MADAM CHAIR, I THINK WE'VE DONE THE MATH HERE AND FIGURED IT OUT.
SO IN KEEPING WITH A SCORING SYSTEM OF 1 TO 5, I THINK THE INCENTIVE RATING SHOULD READ FOUR IN SATISFACTORY 12 POINTS TO 17 POINTS FOR PROGRESSING 18 POINTS TO 29 POINTS FOR PROFICIENT, 30 POINTS TO 41 POINTS FOR EXCEEDS 42 POINTS TO 53 POINTS AND FOR EXEMPLARY 54 POINTS TO 60 POINTS.
I THINK IN DOING THAT, THAT MORE ACCURATELY REFLECTS THE, UH, THE, THE ACTUAL, UH, LABEL OF THE RATING WITH THE POINT SYSTEM PROVIDED.
SO THAT WOULD BE A BASE FIVE ONE, TWO, THREE, FOUR, FIVE.
NO, THAT IS NOT IT DEPENDS ON DIFFERENT EMPLOYEE CATEGORIES.
WHAT I WOULD CONFIRM IS THAT IT IS THE SAME RATING THAT EXISTED AS CHIEF AUDITOR RUBEL MENTIONED THAT WAS THERE PREVIOUSLY. THESE ARE THE SAME CATEGORIES THAT WERE THERE.
OKAY. JUST ME FROM AN OUTSIDER LOOKING IN, I KIND OF HAVE TROUBLE WRAP MY HEAD AROUND THE PROGRESSING, YOU KNOW, A LINE ITEM BECAUSE, YOU KNOW, IF SOMEONE'S HITTING PROGRESSING EVERY YEAR, ARE THEY REALLY PROGRESSING OR, YOU KNOW, I MEAN, WHAT IS IT REALLY SIGNALING? IT'S KIND OF LIKE YOU'RE JUST KIND OF STUCK IN MEDIOCRITY.
OR IF YOU'RE STUCK THERE, ARE YOU REALLY PROGRESSING? I'M JUST TRYING TO UNDERSTAND WHAT WAS THE INTENT BEHIND PROGRESSING OR IS THAT SOMETHING THAT'S EVEN A VALUE? I WILL SPEAK TO IT FROM A STRICTLY FROM OUR TEACHER PERSPECTIVE.
IT'S NOT WHERE YOU ARE AT ANY GIVEN MOMENT.
IT'S WHAT'S HAPPENED OVER TIME.
SO I THINK TO YOUR POINT, THAT WOULD BE BASED ON LIKE IF IT WERE MY APPRAISAL, THEN OUR BOARD COLLECTIVELY HAVING A CLOSED, CLOSED SESSION DISCUSSION ON, WELL, THIS IS THE THIRD YEAR THAT SHE'S PROGRESSING.
[01:05:01]
WHAT DOES THAT MEAN FOR HER CONTRACT? I THINK THAT'S THE WAY THAT'S THE WAY MOST TEACHERS THAT BEGIN, FOR INSTANCE, WE WOULD EXPECT THEM TO GO THROUGH THAT.BUT AGAIN, I WANT TO REITERATE YOUR POINT.
OKAY. BUT ON THE ON THE FLIP SIDE, IF I'M ON THAT KIND OF IN THAT PROFESSION EXCEEDS OR EXEMPLARY AND I GO DOWN TO PROGRESSING, THEN AM I REALLY PROGRESSING? ARE THERE AN OPPORTUNITY FOR ME TO PROGRESS? SO THAT'S KIND OF THE PERSPECTIVE THAT I WAS LOOKING AT IT FROM.
ELIZALDE, THE DISTRICT USES THESE FIVE CATEGORIES AS LABELED, AND THEY USE 1 TO 5.
OR AT LEAST THAT'S WHAT'S ON OUR ADMINISTRATIVE EVALUATIONS..
FOR CERTAIN CATEGORIES, NOT ALL EMPLOYEES.
SO TEACHERS DO NOT HAVE THIS EXACT RATING.
AS AN EXAMPLE, PRINCIPALS DO NOT HAVE THIS EXACT RATING.
SO THE QUESTION, UNLESS I MISUNDERSTOOD THE QUESTION, IT WAS ABOUT THE UNIVERSALITY.
WE HAVE A DIFFERENTIATED SYSTEM DEPENDING ON THE EMPLOYEE CATEGORY.
WE CAN JUST PUT TBD BECAUSE YOU ALL ARE GOING TO DISCUSS IT ANYWAY AND MAKE ANY RECOMMENDATIONS.
THAT WAS THE INTENT. SO, MADAM CHAIR, FOR ME.
OKAY. YES. WOULD YOU CLARIFY? YEAH. SO I GUESS I MOVED TO AMEND THE CHIEF INTERNAL AUDIT OFFICERS PERFORMANCE EVALUATION INSTRUMENT TO MAINTAIN ITS 1 THRU 5 SCALE, BUT JUST AMEND THE TOTAL POINTS ON THE INCENTIVE RATING CHART TO REFLECT UNSATISFACTORY 12 THROUGH 17 PROGRESSING 18 TO 29 PROFICIENT, 30 TO 41, EXCEEDS 42 TO 53 AND EXEMPLARY 54 TO 60 AND TO LEAVE THE SALARY INCREASE COLUMN TO BE DETERMINED.
SO I WANT TO MAKE SURE I GET THIS RIGHT.
SO THIS IS MAY I COULD YOU ALL HAVE SEVERAL MOTIONS OUT HERE RIGHT NOW? I KNOW. THAT'S WHAT I'M TRYING TO MAKE SURE I GET IT RIGHT.
SO COME UP HERE AND HELP ME SO YOU DON'T BE HOLLERING AT ME FOR BACK THERE.
SO WE DON'T HAVE ANY MORE. WHY ARE YOU TALKING TO HIM? COME OVER HERE.
OKAY SO, TRUSTEE CARREÓN, WOULD YOU STATE YOUR MOTION AGAIN FOR ME, PLEASE? OKAY. AND JUST, I GUESS, CLEAR POINT OF INFORMATION.
I WAS TOLD THAT WE MUST HAVE AT LEAST SOMETHING IN THE SALARY INCREASE COLUMN.
IS THAT SOMEONE CONFIRMED THAT FOR ME.
ON THE SALARY SCHEDULE AS WELL.
I MEAN, I HAVE A RECOMMENDATION FOR THAT.
IF THE BOARD IS IF I MAY, I NEED I NEED CLARIFICATION BECAUSE WE THIS COMMITTEE WILL MAKE A RECOMMENDATION TO THE BOARD, BUT WE DON'T HAVE TO HAVE A SALARY INCREASE SCHEDULE.
[01:10:08]
THEY'RE SUPPOSED TO BE VOTING ON THE INSTRUMENT. THAT'S IT.I'LL BE READY. TRUSTEE CARREÓN.
I'M READY. ARE YOU SURE? I THINK SO. ARE WE SURE TEAM? OKAY. GOOD. DO I MAKE THE MOTION AGAIN? YES, SIR. PLEASE.
MADAM CHAIR, I MOVE TO AMEND THE CHIEF INTERNAL AUDIT OFFICER PERFORMANCE EVALUATION INSTRUMENT TO REFLECT THE TOTAL POINTS FOR IN SATISFACTORY BEING 12 TO 17.
THE TOTAL POINTS FOR EXCEEDS TO BE 42 TO 53.
THE TOTAL POINTS FOR EXEMPLARY TO BE 54 TO 60 AND TO LEAVE THE SALARY INCREASE COLUMN TO BE DETERMINED.
IT HAS BEEN MOVED AND SECONDED THAT WE CHANGE THE INSTRUMENT ACCORDING TO THE MOTION BY TRUSTEE CARREÓN. ALL THOSE IN FAVOR? THE MOTION PASSES THREE ZERO.
AND NOW WE NEED TO GO BACK TO THE MAIN MOTION, AM I CORRECT? OKAY, SO NOW WE'RE GOING BACK TO THE MAIN MOTION.
AND THE MAIN MOTION IS, DO I HAVE A MOTION TO APPROVE THE CHIEF INTERNAL AUDITORS PERFORMANCE EVALUATION INSTRUMENT WITH THE CHANGES.
SO IT HAS BEEN MOVED AND SECONDED.
IT'S BEEN MOVED BY TRUSTEE FLORES AND SECONDED BY TRUSTEE CARREÓN THAT WE APPROVE THE CHIEF INTERNAL AUDIT OFFICER'S PERFORMANCE EVALUATION INSTRUMENT WITH THE CHANGES.
THAT WAS ROUGH, BUT I THINK THAT WAS THE LAST ITEM ON HERE.
SO WE'VE NOW JUST ADOPTED AND WE ADOPTED THE MOTION TO ACCEPT AND MAKE FINAL THE INSTRUMENT FOR THE INTERNAL AUDITORS. AND AT THIS POINT IT IS NOW IS 3:46.
IT IS NOW 3:46 AND THIS MEETING IS ADJOURNED.
* This transcript was compiled from uncorrected Closed Captioning.