##VIDEO ID:1Lc0DK5aKDE## see okay we're going to go ahead and get started uh it's nine o'clock good morning Happy New Year uh it's nice to see you all here uh and uh we'll start out Joyce if you do a roll call please Dave Tally here LeAndre camel here Alysa doin Michael Dixon here Mark by Master Cathleen wiel here Barbieri here we have Quorum okay and before we do the introductions I want to welcome two new people to our uh our group one is Gloria Branch who's our newest uh School Board member Gloria nice to have you with us and Frank even even though you're taking a different position I'm used to seeing you here so so welcome and Patricia we'll start with you with introductions please R from the office office General da T audit committee Teresa Michael Inspector General G High counsil to the office office Joy Edison IG office cha Daniels inspector General's office Michael Dixon audit committee Andre camel audit committee Mark bmaster audit committee great okay uh first I'll have a recommend an approval of the agenda I'll make a motion to approve DeAndre second any discussion all in favor I all opposed passes 6 Z okay next is the approval of the minutes and I just wanted to point out with the September 13th amended minutes the reason that was amended was previously they had showed Michael Dixon as being here and he was not here so the only change in that was the fact that uh they now show him as absent so uh if you want to take a minute look through uh the uh minutes of uh September 13th and November 1st I will accept a motion to uh approve both of those T minutes LeAndre motions to approve seconded Wile okay any questions all in favor I all opposed passes 60 public comments hearing none we'll go to the Inspector General update Terry good morning every body first I'd like to welcome our new board member and our new audit Committee Member I appreciate you being here and we are probably it's going to be one of our quickest meetings uh the main reason for the meeting was my evaluation and regardless of though how I keep saying you know we really don't need to do an evaluation of me we can just you know forgo that apparently nobody wants to buy off on my plan so we do have that here today um but also to give you a couple update on what's going on with the ig's office right now we are preparing for our peer evaluation and our re accreditation um all of which happen right at the same time that the board gets my evaluation so and I won't describe how I describ my month of March and April last time um so when the peer reviewers come here they're going to be coming from the association of Inspector General and uh we have two people that are will be here um they're both from Florida so I'm grateful because that cuts down on the expenses because we have to pay for them to fly in you could end up paying for somebody from Alaska you know and so this I appreciate the fact because you know we don't want to have as much money going out as possible we want to make sure we limit that um they will ask for everybody's email and contact information sometimes they reach out to the audit committee to get some input ask some questions questions we will give you their names their phone numbers in case they do reach out to you so you can understand that you're just not getting some random phone call of somebody asking about me uh the CFA which is the commission for Florida law enforcement they will also be coming out although they usually they're looking at just the investigation side of it so they typically don't reach out to the audit committee um IGS really a lot of times um very rarely report to an audit committee so it's kind of a new thing so they wouldn't even probably understand the oversight as much but just in case the commissioner for law enforcement we haven't gotten those have we found out who's going to do okay uh again I will let you all know when that's happening we have to do um a press announcement on it and again these are things that are vital to us to make sure that we are following all of the rules and there's very little things that we do in the office that there isn't a rule for doing it a lot of people think we come up with like the internal funds audits they think we come up with the idea to look at those things we're not we're following the rules what we have to look at and the AIG will ensure that um so we're preparing the staff has worked very hard for those it happens in a three-year cycle and I'm confident that we'll do well I have a good good staff here so I'm very proud of them um last ly uh we have a couple of new things in here that we're going to be looking at we're reviewing all of our board policies and updating them as everybody knows there's some major changes in the ethics laws and we've also seen some differences on how um things are slowing down we want to speed them up so U we are looking at ways of streamlining all of our policies to make sure that there's no duplications and Carrie high will be discussing that a little bit further in the evaluation uh but that's it as far as the ig's office um the staff is working really hard uh ry's putting a lot of pressure on the staff to get the the internal audits done um but they are really producing some great work I have a question I have a question um these two new um examinations that are coming up when's the last time this was done they're done every three years they're done a three year cycle three years both of them are three years yes okay thank you yes okay let's move on then Terry if you didn't have anything else on your to your evaluation all right my favorite part of the Year okay um everybody has received the um both the the sheet from Dr Miller the survey for voting as well as my worksheet where I answered um everything and essentially um this is just the overview and I'm not going to go through each one unless you all have any questions or concerns does anybody have any questions or concerns regarding the evaluation or the scores um we've gone over this previously so I don't want to repeat everything um it's very important again that we get this done so we can get it to the board and then they could do um the final evaluation let due on the 19th so it meets my contractual deadline of March all right again this is just the rating rubric does anybody have any questions about the self- evaluation or any of my responses because I have each one of them going through the slide I can go through any one of them if anybody has anything no question um or concern but more of a comment um in support of the evaluation however I would like to just add thank you for the measurable data that's included that was included I know I made a comment last year regarding phone calls and I saw that this year and I was able to respond to it in time so with that I will add that'll make a motion to accept the evaluation as presented with the um total evaluation of 4.9 wle seconded okay is there any discussion Mr chair yes Barb I did not complete the evaluation since I obviously am first meeting here but I can tell you um and I'm sure Mr Branch will will look into your evaluation when she gets in front of her but if I was evaluating Miss Michael based on what I've saw over the last year as a school board member I would have given her highly effective in every category so I didn't fill out the the the evaluation only because I'm brand new here but uh since I've had experience with her I'm I'm certain that U if I would have filled it out she would have got all five thank Frank okay okay we have a motion in a second is there any discussion if not all those in favor I I oppos I passes unanimously 60 congratulations Terry thank you very much I do appreciate everything okay okay next the internal funds audit Randy this is just an update uh for um I have more updated information as of yesterday we only have 40 schools uh uh you know going to audit meaning that we have completed another nice schools uh in the LA past week and uh we have issued 114 draft reports to schools for responses we are waiting for the responses from principles 15 schools and uh 23 schools already completed the field work but the Auditors are still working on the draft report and waiting for the draft report for the supervisory review before completing it so uh right now based on the current uh progress I expect all the F workor should be able to complete by the end of February and then the uh final report hopefully will be uh ready for the April meeting is any other questions about the status how's this compared to last year's about the same even though we the same yeah about the status even though we have a three new Auditors this year all the three Auditors already you know finished the uh you know the four months of training and now they are able to go out to do the schools by themselves and of course they will still get the support from their mentors and the other supervisors if needed so they will you know call them or what have you you know to get the support from the mentor and the supervisor um I think maybe a meeting or two prior today there was a conversation about Staffing and that you were looking for qualified people for staff could you bring us up to date on that please uh right now we still have a two open positions not fied yet but maybe Mr M Michael has some additional information wants to tell you okay one of the problems that we have in the office um besides finding qualified we are looking at building our own we also just are out of space too in the office um and that's one of the problems that I've run against and I've spoken to the superintendent about it they can't really build on um right now we can't even hold a staff meeting in the office um I can't if there's any training or somebody has to do an interview they have to move and use my office I have to vacate it we just don't have the office space to House people um so we are working with the superintendent and you know they could probably move me to another building uh the last time I was you know when I was with DFS as an IG and you get moved to a different building you get cut out of things completely sure so it's very important that I stay where I'm at so I stay in everybody's mind so that you know a board members or executives are coming up they know to speak to me um so they are looking at ways of moving some of the office into a different areas and once we have that then we could but right now um I have investigators that are in cubicles they can't do interviews in their office which slows down things because we have to schedule what we have is one office turned into a conference room to use that for their interviews and they have to schedule it ahead of time um so it's just it's causing a lot of complications um so they are working at it superintendent's working at it once we have the room going to work even harder to get the staff but I don't want staff who are working at home especially brand new uh they do work at home one day a week but you know we just don't have the space thank you Mr law Mr LeAndre here before you go you stated um there are three new Auditors that's working in this on this do you see additional efficiency you say it's about the same from last year are you able to say that some things are working more efficient and ahead of schedule yeah every year we will update and reveal the uh audit steps and how we can Improvement in terms of the efficiencies and Effectiveness and also every year we continuously update the audit program and audit steps as it goes you know it's like uh in August after we done something and then we function area needs more attention then we will make more you know we will shift our Focus to that area for some other area that has less a problem and then we may you know sample a little a little bit less you know so it's constantly you know updating as it goes it's not fixed it and then for the uh Auditors I'm very pleased that all the mentors are able to provide good training to those new uh Auditors that's why after four months of training they are able to go out to do their work by themselves without the you know another senior Auditors to go out with them together but of course they may still need some support report from the mentors and the audit supervisor okay all right thank you and also excuse me I also want to knowe one of the new Auditors is now qualified to go to the association of Inspector General Institute to become a certified auditor and he will be doing that um February in March March so they have to they have to be in the field one year before they're qualified to attend the Institute and that will really help with their training okay any other questions or Randy no unless you know uh any of you guys have any questions for me thank you thank you okay we'll move on to the compliance and quality assurance these are just FYI uh the procurement related activities quarterly report as of 12312 24 and the recommendation implementation status report of the same date 12 3124 so those are just FYI Now we move on to committee review of board policies and I'll turn it over to uh his honor car wow there we go oh this is so exciting um most of you all know that I'm very circumspect and don't like to uh to talk or as Mr law would say perform um anyway I want to want to Echo happy New Year and and welcome uh our new newest audit committee members it's great to have you here this is really sort of just a a housekeeping matter that I wanted to share with you all um involving what has really become this year a district-wide initiative to review all board policies um across the entire school district is led by Jamie Wyatt who's the superintendent chief of staff and uh Evette McLean pillner who was the director of strategic management um I met last fall I believe it was October sometime around then with uh the deputy general counsel Patricia Morales and we started out role in this process of reviewing the um the policies that impact the inspector General's office well what we sort of found and this is again a housekeeping matter that we admittedly haven't been doing as formally as we're doing now um you all annually are responsible for reviewing and assessing the adequacy of the Inspector General and internal audit processes of board policies 1.09 one 1.0929 two they're in your uh your your agenda packets and so what I've done today is uh you've got the hard copies I can send you digital copies as well I would like you all on your own to to take a look at these and and again if there's anything that jumps out at you if there's anything that that you believe we should incorporate into this districtwide initiative as far as amendments to the policies let me know and we will work on putting that in so that when the time comes to go through instead of the compliance portion but we call the adoption portion of of the policies we'll be able to have that review and discussion at a future meeting um the the office itself has five primary policies that that we sort of they call us the owners or the managers of and the three of which that are listed in the agenda today they're um they're audit Centric right um the Inspector General 1.92 it covers all of our responsibilities but I would tell you all while you're reviewing it please look at all of it but really focus your attention on 1.92 5B which discusses the the duties of the Inspector General in regard to audit um the other two policies that aren't listed on here that we again when amended will present to you all just just for input but you're not charged by policy with reviewing are the uh The Whistleblower policy which is 3.28 and the fraud policy which is a 2.61 again because they're not audit specific we don't have to review them annually and get input from from the audit committee so they're not included but please you know again if you'd like to look at those let me know so as a housekeeper matter take a look and uh please send me an email and um or or give me a call and and we'll work on um taking all of your input and incorporating it wait let me Circle back for a second and take it at a lower level okay and that's the adoption 2002 in our hard copy here we have the same document updated in 2021 is that correct is that correct well let me double check 11 17 yeah I think you might be looking at what policy number are you looking at is the white page I gu it's um I don't know where the policy number is uh one yeah one 92 yeah you're looking at 1.92 the one that's up on the screen is 1.91 okay and so thank you yeah like I said bring it down to the the lower level here started so I can catch up real quick because I wasn't prepared obviously um and then in here also because if you want us to do something I have to understand what I'm supposed to be doing of course um and then the next one is policy 2.62 correct and there's two missing of the five well they're not they're not missing necessarily but they are not policies where you as a committee are charged with reviewing oh we're only charged with three of the five correct but what are the other two the other two um it would be the fraud policy which is 2.61 whistle policy but okay as we've done historically when you were looking at the prior revisions and adoptions we always as a matter of course will bring the proposed changes to you all for input I don't know if you can recall but back in 2021 and and again in 2022 we we we presented them it was it was one of those situations where um because those particular policy amendments didn't deal with anything audit related I think a lot of you know any input that you all had you deferred to the Departments that were impacted and that was investigations okay um again dealing with with whistleblower and uh the adoption of so so you're asking us that we should review these to the best we can correct to understand what we're think we're doing and whether it complies with this we're looking for input you know if you see something in the policies that you think we can change to to modify you don't agree with something that's in there because we are going to be looking at all the policies and taking it to the board for for Change and adoption making sense I had to come down to this lower level I'm sorry it's no it's not a problem and and specifically this I might have I rushed through it but if if you kind of want to understand what your directive is you know to get really down to exactly why we're doing this part of policy 1.0 N1 Joyce if you could scroll back if you drop down to uh section 3A stop um go go down just a little bit more yeah you know you'll see VI section section six down there review and assess the adequacy of the Inspector General and internal audit that's what you're doing that that is the the box of the directive that check I'm good thank you no no problem and I appreciate the questions because thanks all right yeah so so we are just reviewing to see if we have any input but also internally the office of Inspector General will be reviewing these to see if there need to be any revisions and when do we expect that that would happen very good question we've been actively working I mean we're always reviewing our internal processes and and working to ensure compliance through policy both with our standards like Miss Michael mentioned earlier with with CFA and with AIG but also any directives that we from kasse or from you know really anywhere we need to make sure that we're following the rules so we're continuously internally assessing but as I mentioned at the beginning there's a really uh concerted districtwide effort to update all policies and I think and and Miss Morales might be able to help me with this they want to get it done in a in a year I believe and and the policymaking process is all governed by the administrative procedure act it's it's very regimented and there's notice requirements but I would like if I had my brothers to have the certainly done within the year but if not before hopefully by maybe summertime or or early fall okay but but again for you all you're not under any timeline and again this is really like I said it's it's a housekeeping issue more than anything are you able are you able to provide us some best practices I mean how to review this not so much how to review but what other proced should be what the procedure should be right uh some outcomes from other um audit committees or other school districts that because there's no other school district like palmach County so let's just put that in the atmosphere the uh I mean we we we run a whole state just the size of the state is our school district so um just if there are some best practices out there of policies that we're able to review if we're not able to review them to compare them at least when you do your report bench yes um you do your report you can show share some of the best practices that do Exist Elsewhere yeah we can thanks most definitely and one of the things that that we are doing is and that one of the the charges that I was given when I was first hired was to align us uh more with Florida Statutes more with the traditional ig's office um so we one of the things when the AIG and the CFA come in we will be making changes based on of their recommendations and comments plus we have the new ethics laws that have changed um I meet with the other IGS that are internal IGS which is very different than an external IG um that across the school districts Across the Nation so we meet and discuss how they're handling the policies as well so we share that and I can always bring what they have too and and share that with you all thank you okay Frank yeah Carrie um I don't know if it makes a difference but if your policy is going to be updated at some point the prior revised dates on 1.09 to that's not possible that there was a revision in January 13 2003 because we did not have an inspector General in the district so can somebody check that and find out why it's referenced 2003 I think I can answer that for you what this was built out of as you're aware the office was initially just an internal auditor and so there was a policy I believe I'm not sure of the specific title but um let's just call it internal audit okay that this was born out of and and I'm not sure why because again it certainly predates my my time here but I believe that was revised to become what is now the Inspector General that makes sense I think that's exactly what we did we took the audit committee we took the audit policy and we changed it over grew into that so I mean again it might have been cleaner to have just kind of declared the other one null or rescinded or repealed but that's that that's been my understanding and really if you look at the 1214 2011 that was the adoption of the IG model proper thank you no problem Mr chair Mr chair question car Mr chair um if if we're expected to come back with input back I would suggest that the committee put some kind of timeline on this for us and maybe we do number one our next meeting number two the next meeting three so over three meeting period we're done versus jamming everything up or not having any timeline presented so Mr chair I would like you to give me your comment on that how you would like us to proceed I I think what I'd like to do is is give you all 30 days to review maybe all three of these and and we go through uh at the next meeting any questions okay I have to tell you it's January okay February March these thoroughly I the time of the year right now than I mean Mr chair I I want to support your 30 but is it possible um just we could do 60 60 days I don't know it depends how how soon no no we well there were said there's no timeline here yeah we I I could understand because you have tax I got a lot of stuff going and end of year stuff yeah I understand so yeah no we um again um you know 60 days 90 days 60 is okay I'm okay with 60 does that work for everybody okay so what I'm going to suggest is that we do 10 1.91 and 1.92 at the next meeting and the meeting following that will'll do 2.62 how's that compromise we hear you and and here's just just to let the committee know this this really this is not intended to be something that's really formal it really is you know we we will like I said present to you all for input any proposed changes amendments removals whatever um in the due course in that adoption process so it's not as that you guys will be left out in the dark when it comes to I'm only I'm only identifying you giving it to us as being charged with this responsibility okay correct yeah okay it's not like coming to an audit meeting we make decisions based on the facts right you're asking is to go away and come back yeah so okay that's all okay so just to review for the next meeting uh we'll discuss 1.91 and 1.92 and the meeting following that will address the last one 2.62 is that correct is that what meet with everyone's satisfaction like plan sir sounds good thank you har did you have anything else nothing further Mr chairman thank you uh next we have just it's just FYI investigations uh Joyce sends Joyce sends these out to you for your review uh do we have any uh any comments from uh the board members well first first I want to say Gloria it's great to have you here and Frank it's nice to have you on board and I'll just mention to you that uh Monday which is uh Martin Luther King Day the district will be closed along with all the schools just that's just an FYI and our next meeting schedule for Valentine's Day so please be sure to wear red and if there are no further uh comments I'll accept a motion I'll make a motion to adjourn second second by wagel meeting adjourn thank you all very much to have a good day this was record time don't expect this every month