2020-12-02 PPS School Board Audit Committee Meeting
District | Portland Public Schools |
---|---|
Date | 2020-12-02 |
Time | 17:00:00 |
Venue | Virtual/Online |
Meeting Type | committee |
Directors Present | missing |
Documents / Media
Notices/Agendas
Materials
Comprehensive Annual Financial Report (CAFR) DRAFT 11.24.20 (c3d4eef1d1341975).pdf Comprehensive Annual Financial Report (CAFR) DRAFT 11.24.20
Government Auditing Standards (GAS) Opinion-2020 DRAFT 11-24-2020 (706be21af1df4932).pdf Government Auditing Standards (GAS) Opinion-2020 DRAFT 11-24-2020
Independent Auditor's Report (IAR) - Oregon State Regulation (OMS)-2020 Draft 11-25-2020 (59f7aefe25e5f937).pdf Independent Auditor's Report (IAR) - Oregon State Regulation (OMS)-2020 Draft 11-25-2020
Independent Auditor's Report (IAR) -2020 DRAFT 11-24-2020 (59fe86248efb5ba6).pdf Independent Auditor's Report (IAR) -2020 DRAFT 11-24-2020
PPS Report on Requirements for Federal Awards - SEFA FY20 DRAFT Updated (e7b254f4958f8ac7).pdf PPS Report on Requirements for Federal Awards - SEFA FY20 DRAFT Updated
Schedule of Findings and Questioned Costs-2020 Draft 11-24-2020 (426e6aff31c0b9a6).pdf Schedule of Findings and Questioned Costs-2020 Draft 11-24-2020
Statement of Auditing Standards (SAS) 114 Ending-2020 without GASB 88 DRAFT 11-25-2020 (f4662878f46a74d4).pdf Statement of Auditing Standards (SAS) 114 Ending-2020 without GASB 88 DRAFT 11-25-2020
Uniform Guidance (UG) Opinion-2020 DRAFT 11-24-2020 (dea4e26236c26d3a).pdf Uniform Guidance (UG) Opinion-2020 DRAFT 11-24-2020
SoS Update Audit Committee (736bc52e7a531d6a).pdf SoS Update Audit Committee
RFP Progress Update 11-25-2020 (defba190b291f71c).pdf RFP Progress Update 11/25/2020
RFP SCHEDULE for Update 11 -25-2020 (862ec791f202f52a).pdf RFP SCHEDULE for Update 11 /25/2020
PDF 3 audit options (cd9fdf135728c8e2).pdf PDF 3 audit options
PDF of PP audit options (a3690617aa5f99c8).pdf PDF of PP audit options
Updated PDF OIPA Performance Measures (b0a46040ea3b944b).pdf Updated PDF_OIPA Performance Measures
Minutes
Transcripts
Event 1: PPS Board of Education Audit Committee Meeting 12/02/2020
00h 00m 00s
yourselves i'll start
julia brown edwards um chair of the
audit committee
uh michelle de pass on the audit
committee school board
we've got member school board member on
the audit committee
jackson student rep to the audit
committee parker myers
student rep for the audit committee
kate wilkinson public member audit
committee
great and i think um what i'll have is
um staff who are participating when um
we get to your agenda item if you'll
just introduce yourself for the record
that would be great and the first
agenda item we have tonight is
um nathaniel's here too
oh hey nathaniel thanks for joining us
and thank you director bailey um so the
first
agenda item we have today
is an item the committee's going to
review
and then recommend to
the full board for the um
for the full boards consideration i
think we just
accept the board would accept the the
audit
and we have that scheduled uh for the
next board meeting is that correct
roseanne i'm looking at you
i'm pretty sure that about the the kafir
yeah yes but it's good for the 15th
sorry
um so we're going to start off by having
a presentation
uh from the um
the external auditors that uh prepared
this report and we have
um a series of materials a
link the audit for those who
want to read it was that posted
yes so we're going to start with just a
overarching summary and then i'll ask um
either um
somebody from the staff team if they
would like to
have any remarks after the presentation
and then we'll have any
questions or discussions that
may arise but tim do you want to
take it from here
for the record i am happy to take it
from there
thanks julia this is tim villapp i'm
with talbot
corvola and warwick usually referred to
as just tkw
we are the independent auditors for the
district
i'm also joined by jason romney you can
see there as our
audit manager who was well normally
in a in a normal year he would be on
site
uh more frequently than me this year
obviously neither of us is on site but
nevertheless uh kudos
to the the finance team for being able
to get us everything we needed on a
remote basis
and putting together a nice kafir as
as you said is it okay to call you julia
should i say uh a pair chairperson or
whatever
it's fine that call me juliet's informal
on the committee
okay so it is it's a big
document i will say i really
like what the district did this year uh
you've gone to four major funds you
might remember there were
i don't know a dozen non-major funds in
prior years so it's been
somewhat condensed which is uh i think
is a good thing i think it makes the
report
a little easier to read cuts down a
little bit on the number of pages we're
down to what is it 140 or something or
130 instead of
170 so you know i encourage you all to
read it
you know word for word every single page
as i know you all will
um i i usually say there's only a very
small part of this that is
our part the auditor's part you know 99
of it is really you know your finance
staff and
and tracy and claire and everyone there
has done a a very good job as our
reports will show
we do have a number of our reports and
if we were going through this
in order the the first thing you would
come to
is the independent auditors report i
mean in terms of our reports first thing
you'd come to
uh if you got it as an attachment i
think it just says
iar for independent auditors report
and it's uh three pages
i'm old enough to remember back when we
00h 05m 00s
could do this in about a page but it now
it takes three pages
the good part is this is an unmodified
opinion
so the uh it goes through a lot of stuff
about your responsibilities the
management's responsibilities our
responsibilities
we do an audit in accordance with
generally accepted auditing standards in
the united states and in accordance with
governmental auditing standards in the
united states
the good part of this thing comes up on
the second page where we say
in our opinion which is what you're
paying us for
the financial statements present fairly
the financial position of the district
in all material respects
etc etc now we go through a few more
paragraphs describing the
degree of responsibility we take for
other pieces
of the kafir aside from the basic
financial statements
and there are several other pieces
there's there's really
two parts the required supplementary
information there's some parts that we
actually don't offer an opinion on and
that's the md
a management discussion and analysis
and the some of the schedules on pension
and opeb that are in the rsi
there's also a bunch of uh sub uh
budgetary comparison information in the
rsi
where we offer what's called an in
relation to opinion
we say that information is presented
fairly when taken in relation
to the basic financial statements
themselves
goes on then into other information
the introductory and statistical
sections we take
no responsibility for although i will
say as i say every year we do read them
quite closely
and then it talks about other
governmental reporting that has to
happen
uh which we'll get into later when we
talk about the single audit and also the
reporting required by oregon minimum
standards
so the good part is it's a we used to
call it a clean opinion now we call it
an unmodified opinion
it's just the kind you want to get from
your auditor uh
the wording is you know dictated by the
american institute of cpas so there's
not very much uh
i can't take credit for how exciting it
reads
then you would get into well the md a
follows the independent auditor's report
management's discussion and analysis and
i always encourage
you all to read that people that don't
want to read all 140 pages ought to read
the md
a because it gives a very good overview
summary
some background information also makes a
comparison between
current year and previous year which is
not included in the basic financial
statements so it's a great overview of
the
of the information that's in the cafe
and the financial statements themselves
i'll say it's
uh somewhat good news this year in that
nothing changed there's no new
governmental accounting standards board
pronouncement that changes the
accounting for anything this year
seems like that's the first year i've
been able to say that in a while because
it seems like
things have been changing with some
regularity but nothing new and different
this year
and i'm not going to spend any time at
all really talking about the financial
statements
themselves unless somebody wants to
i always always open to
answer any questions or discuss anything
but usually
people would like to go through fairly
quickly and i'm probably
you're probably saying he's too slow too
wordy already
so i'll try to speed it up
the uh actually if you were just
flipping through the cafe i think the
next thing you would come to
is at the very back is our independent
auditor's report in accordance with
oregon minimum
standards so it's in in the email it was
just labeled i think iar
oms the state requires us to look at a
number of different things and they're
bulleted in that
in that letter it's a two-page letter
we did find a couple of things that we
have to report
very small very minor
we do a a test on the students and
whether they were withdrawn on time we
found
one student in our in our sample of 60
that was withdrawn a few days late
and then was re-enrolled when he came
back to school so
uh pretty small oh and then our test of
60 teachers and their experience there
was one teacher at a charter school
where the support for the experience
couldn't be located
again pretty small and i will say that's
00h 10m 00s
a that one is a tough one the teacher
experience thing is always
a challenge for everyone uh mr gillette
may ask a question about those two items
um i saw those two and i just had a
question about follow-up
um the incidence you know one divided by
60 it's like if that was a chemical that
was in the
water it would probably pass the test
but um
is there any follow-up needed does the
district need to provide any follow-up
for either of those instances
or is this a matter of documentation not
being available
readily uh there's no required follow-up
on that michelle
it's just uh the district needs to
be on their toes and try to
minimize those instances in the future
we've had those kinds of things in the
district in the past uh
some years more than others that this
year i would call it a pretty
small year it i mean there is a lot of
work to maintain
all of those things and i would say that
this is pretty small this year
some um is there a threshold though at
which we would be concerned
just out of curiosity i don't think
it'll happen
um there is not a bright line threshold
that i'm aware of that would cause
anyone to take any specific action that
the district would need to
respond to but of course there's you
know it's it's there's a gray line
probably if we were finding 30 students
out of 60 or something then
that would be an issue i'm sure but i
don't know exactly where that line falls
i don't think one out of 60 is anywhere
close to the line though
thank you did we have the same issue
last year or was the year before
uh i i think the teacher experience one
happens almost every year although i
think
here it was more than one it was and i
don't have it in front of me it was
probably two or three
um the teacher experience one almost
happens every year
the adm average daily membership
testing uh do you recall jason
if what what we had last year if there's
anything there last year
i i don't recall uh you know student
attendance
uh finding but i i yeah i would agree
that
it seems like every year we find at
least one uh teacher experience
um you know issue but it seems like
every couple years where
we have a student attendance uh issue
that we report
but again i think i think what the state
is looking for is some kind of a pattern
which you know one out of 60 i don't
think is a pattern there was a
an incident a few years back i don't
there was a school district smaller
school district i want to say
south of salem that was over reporting
their adm
trying to get worried let's say it
appears that they were trying to get a
larger
uh state school fund number
and uh you know obviously that's not a
good thing and
that was investigated and appropriate
action taken but
but that's not the case here this is
this is obviously just
you know there there is so much data
with when you've got this number of
students
and so many different people involved in
reporting the attendance and so forth
it's it's really hard to be 100.00
accurate on these things
okay if there's no other questions on
that i will move on to
the single audit actually actually i
just have one follow-up question
um it's back to the back to the teacher
experience um
so while it sounds like it's immaterial
and that we have it year over year i
guess the question i would ask
is is that the case for other districts
um
or are we an anomaly
i don't think you're an anomaly i think
it
i mean you are the largest district in
the state so it's
you know you're dealing with more
teachers and more students than anybody
else
so it's i don't think it's unusual to
have
a small number of errors
again if it was a larger number and and
we do see these errors at other
districts
um again because you're larger you're
more subject to it probably
okay i was gonna ask claire if
if there was the occasional
issue in beaverton which would be at
least
um certainly certainly this student
00h 15m 00s
enrollment
um withdrawal date that that is a common
um especially when even if you have um
you know 50 000 students you also have
kids that come and go so that even
increases it to
more kids right 55 000 whatever
that come and go and just um uh
things things do happen and you've also
got
a hundred different sites that are
entering the data into our student
information system
so it has you know a lot of um
circumstances involved in keeping
you know 100 people plus
55 000 students all the records clean
and also before before we move on to the
next topic just want to ask
whether um either of the two district
internal auditors have any questions
about the kafir
hi everybody i'm janice hanson um the
senior internal performance auditor for
pps
i don't have any questions about the
kafir i did read over it
specifically the mbna which i totally
agree everybody should read
um so thank you for that but in
relationship to this question this
topic that just kind of has come up i do
wonder if
it doesn't look like there's any
recommendations in relationship to what
the school district could do
better to not have these
instances of compliance for those two
areas
in the future i'm um
i don't see any recommendations in
relationship to it
i i'm not sure if there are any
thanks janice and uh no we did not make
any specific recommendations on those
as claire said i mean there are
50 000 students a hundred different
sites it's
really tough to get this stuff like i
said a hundred percent without
ever making an error and
you know as as you're well aware the
cost of
implementing additional controls and
checks shouldn't exceed the benefits
that you expect to get from them so i'm
we did not make any specific
recommendations on this
thank you i also want to note that uh
just for the record tracy
pinder put in the the chat um that in
the 20
2019 kafir there was a comment that's
what i
thought on teacher experience but
nothing on student enrollment
any other committee members of this
number have any questions before we move
on to the next section
please go ahead tim all right i just
looks like michelle had her hand up but
now it went away so okay the next thing
to talk about
would be the uh single audit
so looks something like this one is a
lot
smaller report on requirements for
federal awards or
uniform guidance
as most of you know the schools or the
districts required to have a
single audit because you receive you
know more than enough federal money that
you spend so the feds require us to
do certain specific things and they are
very specific
on what it is we have to do how we
select programs for audit what we
what we look at when we do audit those
there are two separate reports that we
issue
i mean it all gets bound into one thing
but
there's the first one that you would run
across we just call it the gas
report but it's the uh
i don't know how it was labeled in the
email but it probably says
iar dash gas or something like that
basically this is the one on internal
control over financial reporting and it
mostly has to deal with financial
reporting
issues as opposed to the next one which
will be
uniform guidance issues and compliance
um and again this is it's an unmodified
clean opinion if you will we didn't find
anything to report
it takes us a page and a half to say
that but it's the
it's the kind of report you want to get
from your auditor
and then to go along with that
is the uniform guidance report probably
called iar
ug or something like that in the email
if you got it as an email
and this is report on specific
compliance requirements for the
different
grants and
00h 20m 00s
you know we issue an opinion on each
major program
uh and internal control over compliance
and also on the schedule of expenditures
of federal awards sometimes called the
sifa which is
part of this package and again it's all
a
unmodified clean opinion nothing to
report
and for those of you who have been on
the committee or around for a number of
years you know that's a
that is a good thing it it's been a few
years actually the
the district has been pretty clean for
gosh three four years at at least if you
went back to 2015 i think there were
maybe half a dozen findings so things
have have certainly
improved um it's the way you want to be
it's the way you want to keep it
um i think it was 2017 the last year we
had
maybe five or six items
yes i actually i i scanned back through
the years
briefly myself just curious because i
i've been around long enough i remember
some of these things and i
actually i thought there were there were
more in 17 but i think when i hit 17
there were only two or three and it was
i think back even before that when there
were
five or six or seven so
i'd say the team has done a very good
job
in recent years we also issue a schedule
of findings and question
costs it kind of summarizes what's on
those other reports basically on one
page it's really
you probably can't read what i'm holding
up
or we say the the auditor's report is
unmodified and there were no material
weaknesses no significant deficiencies
no non-compliance
etc we identified the specific
major programs that we audited
give you the dollar threshold that where
we distinguish between type a and type b
programs which you probably don't care
about
unless you're really into federal
requirements
but again a a very good report and
one y'all should be proud of
great any other questions
it's just really disappointing every
year i hope that
you know you find something salacious
um you know roseanne driving around a
sports car or claire's yacht
or something like that but
another boring year thank you so much
for your work appreciate that and thanks
to staff for
running a tight ship so to speak
yeah thank you director bail i'd
specifically like to thank uh tracy
pinder and claire gertz and the the full
teams that
uh put the work into this uh
responding and working with the auditors
and
just your stewardship of our resources
the first year
yeah scott i i always say you don't want
to have an exciting meeting with the
auditor
so uh i'm sorry i couldn't make it more
exciting for you but
probably you didn't really want me to
anyway
yeah i appreciate staff and the auditing
team as well
um you always want to audit that uh
comes in under six pounds
so it's great there's um nothing too
salacious or
it's great to have a clean um and boring
audit
yes it's good from our side too it
the the clean audits and when the
finance staff does a good job like they
do here it makes our job
a lot easier so we appreciate that so
all the work that claire and tracy and
cheryl who isn't in the meeting put into
the cafe
is very much appreciated from our side
any other committee member comments or
questions
and then i'm going to turn things after
that over to
tracy or claire if you want to um sort
of round off this agenda item any
anything else from committee members
uh claire tracy do you want to close
close this out or do you have any
comments that you want to make
well i certainly do i'm so proud of our
finance
team um under senior director
tracy pinder's um
leadership and the improvements that
have been made in the finance
department continues to refine and
improve their processes
but third year in a row tracy i wish we
were
where we could go out and celebrate we
usually as a team celebrate and this
year we're
struggling on how to figure out how to
do that but um
tracy please um take back to the whole
00h 25m 00s
team
um the appreciation of um the school
board the audit committee
in the excellent work that has been
completed
and um keep up the good work we're so
proud
of a clean audit unmodified
opinion there you go thank you
great thanks all um i guess one
just last thing i'd like to ask this is
more of a go forward
are there any um adjustments that are
being made
um or being recommended being made just
because of the pandemic
and the fact that most entities are
operating in a virtual
environment is there any sort of
adjustments that are being made or is it
just
the same work that happen happening
virtually
not sure if you're directing that
question
to you i'm looking right now
well i mean the
the all the adjustments i think have
been made since uh
you know since the end of march so by
now
actually most things have happened and i
would say that the district has done a
really good job of
uh transferring you know
in-person you know physical processes to
a
remote environment
like i said they were they were able to
get us
you know what we needed for the audit
without
any serious difficulty which is more
than i can say for
some of our clients and we do appreciate
that i think most of the
controls and processes
may have changed slightly but they're
still the controls are still in place
the the approvals
the reviews are all still happening uh
they're just being documented
you know online instead of some kind of
manual signature or
did something want to add anything
no i i would just say that um yeah the
audit went
went very very smoothly uh given the
circumstances and again
i think the finance team did a really
good job um you know with the remote
environment um really there you know
there was no hiccups and
um you know as far as getting the
information that we needed
it um you know went very smoothly i
think so
great um well i want to thank um
jason and tim for coming and presenting
um
today at the committee and also to the
staff
for the work you put into this um
unless there's any objection um i'd like
to
recommend that have the committee
recommend that the
full board accept the um
the audits um that we have received
today
is there any objection
okay okay i'm i'm seeing head not
firm affirmations so um that will go
and again it's it's not an adoption or
approval um so thank you very much
uh next we're gonna move on to
the um secretary of state's
audit and um we have about
15 to 20 minutes set aside for this
agenda item
we received word from audit division
from the secretary of state's
office that they will be coming back to
review
the progress the district has made
based on the 2019 audit that they
conducted
and i'm going to ask uh
claire hertz to um present the
information that you want to share with
the committee
this is a follow-on from the last
committee meeting we had
so in your packet is
this is what was requested in our last
meeting when we were talking about the
secretary of state so it has nothing to
do with the
um current and notice that we received
from the secretary of state but we can
also speak to that
as well if that's helpful um
but you have a memo um there were what
was requested is
there were um items that were behind
schedule
and so we provided a memo and some
documentation
in three areas one is item number
um 3c and investigating and reporting on
potential savings
and the level of bus services our
transportation costs
and so we are
issuing a request for proposal a
00h 30m 00s
competitive procurement process
for our home to school
bus transportation and we have provided
a draft of the request for proposal it's
under final review right now and will be
going out as well as a timeline
for implementing or to
implementing the changeover or you know
the change of the current contract to
the new contract
and um it's an 18-month process to do so
um when you've got 300 buses and bus
drivers
and so the secretary of state was
interested in this looking at how to
keep
cost drivers down and in this area and
particular were doing the contract we're
proposing a different
way of by modifying instead of having
one site in northeast
by having two sites one on the east side
of the district and the other on the
west side of the district
we believe that will when you take um
it will save resources in in two ways
one is um when you look at having one
location
just to travel to the southwest to start
a bus route is a half an hour
into the end at the end of the day
another half hour
at least it you know could be even
longer in in traffic time
so there is um less hourly
driver time and less mileage on um
in terms of paying for the contract in
by having two locations on opposite ends
of the district
and we also believe it the second reason
for doing that
is when we do the whole district at once
there's only one company that's large
enough
to have the capacity to do the work so
we're breaking it up into
two chunks that would it opens us up to
um we've identified i think six or seven
companies that will be um you know
soliciting proposals from
and having that competitive um
um contracting mode we would expect
lower pricing when there's um more
competitors in the process
so um we wanted to share that
while um we had hoped to have that done
earlier it is on its way out and so
happy to report
that we um because um
takes time to purchase 300 buses
and time to um identify
um pieces of land either they're going
to purchase or
lease to park 300 buses um it it's
it's not something that you can just say
okay in three months let's
switch vendors it takes a long lead time
okay
so that was the first item um the
the next one was i'd recommendation 16
um student conduct policy um that has
gone to
um the board policy committee
and um there's also an impact
the teachers union there could be an
impact
in the working conditions of teachers so
it's something that needs to go into the
bargaining process
and so the policy work while there's
draft um policy language it's on hold
until we can bargain with teachers and
due to the pandemic
um bargaining was supposed to start last
march and then um
the regular bargaining sessions have
been delayed because
most of the bargaining that's been
occurring is
um regarding the pandemic and working
conditions for
staff and how do you support
comprehensive distance learning how do
you support hybrid learning
those are the conversations that have
been at hand
for the health and safety of our
students and staff
so it's it's kind of in a holding
pattern until
um we get the bargaining completed
and um so it is um in the works
but that that is the reason for the
delay
um claire actually um when we
report out to the secretary of state um
i think it'd be important that
actually the policy committee um over
several months
worked that and i believe we had a first
reading um
because the way the memo is worded it
makes it sound like staff
worked on the policy and that there
hasn't been there was
a substantial amount of board
policy work and i say and and community
engagement
um around the policy and then our normal
process would be we'd have a first
reading and then we'd go out for a
00h 35m 00s
comment my
my recollection is we did all of that
again several months of work and then
it had a first reading and then we had a
demand to bargain
and that's where as you referenced the
um because of the pandemic and other
things we had to bargain
it's in the queue um but
i'm not sure that i want to make sure
that we actually capture like how much
work has actually gone into it today
because
there's been a fair amount of both board
time staff time and also community
engagement around
it absolutely i remember the extensive
community engagement process so we'll
make sure as we're responding we give a
full explanation
um the third one was um recommendation
18b um and that's maintaining
um a consistent feedback loop with
teachers educational assistants
parents and other stakeholders it kind
of goes on it's a um
so in in section b it was about a data
um tracking and coaching and so the
district did
issue an rfp and um
uh for a data system and
they didn't get in response what they
were looking for
since then our chief of system
performance has been hired
and he and the chief of student support
services
the two of them working together on
creating a system
and at the same time the oregon
department of education
is creating more of a statewide
initiative in this area
and actually offering through the
student success act
grant dollars to support this database
work
so while it is um behind schedule from
what we really
originally thought in the pandemic
it is there is a process in place at the
state level and we have
leadership in our district that are
working with it
so it's in the works
and that is the end of the those are the
three items that were behind
that are um behind schedule we did not
do a score card
for this meeting because we are doing
actually a
more of a report to the secretary of
state in the month of december rather
than
a scorecard and that will be much more
informative than
the scorecard and we'll have the um kind
of
hopefully closure to some of these items
as as we go forward
okay are there any um questions from
committee members
i had a quick question about the rfp um
i just couldn't understand by the way it
was
uh worded if we're talking about an rfp
to search for um bus for vendors
that can provide both a north and east
side and the west side are we looking to
split the work up between
a vendor that would have either or so
we allow for um a vendor to bid on one
part um or both parts
so what it okay and i i appreciate that
you're um
trying to increase competition that's
always good you know good
management of public funds um so so
that's why i was asking because it seems
like if there's
one vendor that has the capacity to do
both that might cut out smaller vendors
that could do
one or the other so i was just curious
if we were trying to
provide opportunities as well
customer service and the response time
um
in terms of let's say we have a bus
breakdown which happens
um if you have one breakdown in
southwest and your
you know support team is 30 to 45
minutes away
um it you know it takes a long time
to get help to that um broken down bus
right yeah yeah
so it it'll pro provide a better um
customer service experience for our
students and parents as well
yeah yeah thank you
any other questions or comments
kate are you waving goodbye are you
signaling
i'm signaling i have a few questions um
on the rsp uh and you know the idea of
splitting with more than one company
is there going to be adequate staff then
to manage
you know more than one company in this
area
so currently we've both um
pps trans student transportation i'm
getting an echo and i'm not sure why
so if you keep hearing me stop
the um right now we have um most of our
special education
transportation with portland public
00h 40m 00s
schools
transportation department
and then we also have a
contracted service that has
the large buses and some special ed
routing so the combination
um between the two we have the
dispatching in
two locations but we have more the
management team
um that manages the contract as well as
the in-house student transportation so
uh there's a both a director and an
assistant director and then we have some
field supervisors
and trainers and such um so they have
the capacity
and actually believe um it would be
providing that
better service by breaking it into two
so they're i'm looking forward to seeing
um the initial um
meeting we have a mandatory bidders
meeting to get
questions answered and so they're
interested in
um seeing um who comes and
what questions they have to ask so we we
believe it it'll be a better
um solution for the district as a whole
all right that's yep no that sounds good
um
the other question i had was on the
secretary of state um
report or go with the three items and i
noticed you know two of them
um touch on teacher training and i know
we had the discussion about the request
to bargain on the second one
um but that also was in that third one
and
so i don't know if it's appropriate if
there is any work that's been done in
terms of training maybe particularly
with newer teachers
if that's something that could be
highlighted
so we have great culture for mts
multiple years of support
for our students um multi-tiered support
student supports and with that we have
um trainings going through um
eventually it's over a three year period
going through all schools
and all teachers so there is teacher
training in process
the part that's behind schedule is the
rfp for not the rfp but the
database um component of tracking
the records so um of student information
so the training in terms of how um
for uh working with the students
um component and the teacher training
that part is in place
and is in progress and has a consistent
process going forward okay thank you
claire
you're welcome claire um
i believe we have the um a
board agenda item related to the board's
um work session
um on the board oversight on the
secretary of state audit items
i'm wondering if it would be possible to
also get the district scorecard
when we have that or the the scorecard
that's
going to be proposed to be submitted to
the secretary of state um
on the implementation if we could have
that at the same time that the board
has its agenda item on its
particular items
so um we have certainly
reached out to all staff that are
responsible for
responding to the recommendations
and we have asked them to submit them so
that we can
include it in a board packet so we are
hoping for that result that's right okay
um and that's scheduled for the december
15th meeting is that correct
okay i'm getting the thumbs up from
roseanne so we'll have that as an agenda
item
there's no action from the audit
committee uh on this particular
agenda item um if there's no other
questions or discussion i'll move to the
next item if that's okay
i'll oh uh yeah just just one thing
uh not a question but um thank you
claire for the update
uh this is informative i appreciate it
you're welcome we always allow thank
yous
um so uh the next
agenda item and just before we go to
that i'm just gonna ask quickly
um is there any public comment do we
need to allow for that
in the time frame of the meeting
i don't have anybody signed up okay
perfect um
because i anticipate maybe this next
item might go a little bit longer than
00h 45m 00s
we anticipated
um or um allocated
time for so as a reminder
uh this committee made a recommendation
to the
to the full board which was then
approved by the full board which
um was a draft
uh 2020 21
audit plan audit topics and
we specifically did not take action
on one of the items that had been
advanced around facilities
and instead at the day before
the audit committee meeting we had two
recommendations
from board members on alternative
audits and um
i want to share my appreciation to our
two internal performance auditors that
they
spent the time between the last meeting
and this meeting and
scoped out the two audits
that had been potentially recommended
and we have
um today before us um
the three i think uh
audit scopes that we could we have for
consideration
and ideally i'd like to
have us move forward with recommending
one of these topics to the full board to
add to
the 2021 audit plan
and the two topics that were added
were was the um a audit on
um esl and then also the hardship
transfers
process and so um
i'm going to turn this now over to
um auditor hanson uh to
share uh a brief overview everybody
should have the materials
in your packet um and then we can have
uh once we have the why don't we have
the overview
and maybe hold questions and discussion
until
um we've had the overview of the two new
ones and
maybe very very very brief on the one we
already heard on facilities but the two
new topics
and then we can have questions and
discussions so go ahead please
um thank you am i unmuted
yes okay so you i provided two documents
that you guys should have
the first one is a similar format to the
way in which i presented the other audit
topics for consideration it looks like
this
so you have this document that has the
full breakdown
of the three audit options and then i
also just wanted
i did a little powerpoint here to kind
of walk you through those
so i will start with that so
what julia just said lets me skip my
first slide
because it's just a background saying
hey these two were approved and then we
wanted to discuss
three additional ones for the following
so
i'm going to talk a little bit about the
hardship
transfer audit um again you have these
documents and
and the other layout so these are just a
little
highlights but for this audit
what we would do is determine whether
the district's decision
um related to hardship transfer
petitions are adequately supported
and whether they the process
has a disproportionate or inadequa
inequitable
impact on a school or student community
um it's a very broad high level audit
objective
purpose and you know that's intentional
because when we get in and we start
planning the audit
we can drill down to where we are really
seeing specific
risks um but this is very high level
but um that is the primary objective is
to look at those
decisions and see if they're adequately
supported
and then also look at the impact of
those decisions on schools
in student communities the
there is a potential challenge here that
i i did want to share
and um first i did hear
in the the work session last night there
was some board discussion about this
audit and one point of clarification i
did reach out to enrollment and campaign
it's not 2500 petitions
approved there were 2500 petitions
that were submitted and i followed up
with them and only about a thousand of
them
were actually approved but when we're
testing we're going to look at the
approval and denial
you know so from the full population of
all those who submitted
00h 50m 00s
but challenge here is in relation
to supporting documentation and um
the district enrollment and transferring
department doesn't really
have a formalized way of saving the
documentation that they take into
consideration
for this decision making and so
um because of that they're going to need
time
to gather that supporting documentation
if we do this audit we'll make the
request and they are going to need quite
a bit of time
to gather that information from a
variety of sources
to be able to support their decision so
i just wanted to make sure
that i point out that potential
challenge it's going to take a lot of
time and effort on
not on our auditing staff my mayor
catherine and myself
but for the enrollment and transferring
department it will take a significant
amount of time
for them to gather this information um
but to be honest because of that it
raises
the it raises the audit to a higher
level risk
because you have a formal system
for saving that documentation and so
that actually makes it a little bit more
risky
and why you'll see that it's
one of my top i've changed my opinion
i really do want to do this one um but
anyways okay so
the next one is the esl
audit um very some we
you know this is a great audit and
um there's a need for it i will say that
in 2006
the district performance auditor that
was
there and the time did do a esl audit
and i talked to district staff in the
esl department
and they actually you know there's one
person there who is still
with the district um it was there during
that time and they
really saw a lot of value from that
audit
so um one potential challenge here in
relationship to
actually there's two potential
challenges but i listed this one
it's because the district or the esl
department
is restructuring right now and
they are moving underneath humanities
and that process is taking place right
now and and when
in the past what i've found typically is
an audit will add more value if the
significant restructuring has been fully
completed and implemented
and then we do the audit um doing it
midway through a significant
restructuring is really difficult
um to give recommendations if there are
any but it's also really difficult for
staff who are
undergoing a lot of change anyways the
other potential challenge here
is the virtual environment i would say
that
um i would really much
like to reach out to the esl student
community to get feedback in
relationship to the audit and
we will have a barrier of language
and when we add the additional barrier
of
virtual it's really going to make it
hard for me to reach out to those
communities to hear from them
to get input it affects them so the
audit
needs i need to talk to them hopefully
that makes sense
and then this last one is the facility
usage and building rental audit which
was my
initial proposal but as i said i
i have um reconsidered and i would like
to go with the
hardship audit um but here one of the
benefits of doing the facility usage
audit sooner rather than later is
because of proponent virus like right
the the facility usage of our buildings
has
almost gone away during the coronavirus
um
so if we were able to complete the audit
and make recommendations
then when the facility usage gets back
up to scale what it normally is
they can implement any any
recommendations we have immediately
you know moving forward and they
wouldn't have a lot already on the books
because
there's nothing there so that is one
benefit of doing
the facilities audit now um
versus later but later is fine as well
so with that being said um
my next step is you know we would really
need the audit committee to
select one of these and we are
requesting
to move that forward in the next board
meeting for full approval
thank you
so i'm going to ask if any committee
members maybe before we get to any sort
of discussion
or preferences let's address any
00h 55m 00s
questions that
individuals may may have
i had a question
about the hardship or a comment rather
about the hardship transfer just that
um i think it's great we're gonna look
at who's requested and who's gotten in
uh that's really thorough i'm curious if
you can disaggregate
your the data that you get back from
this audit by race
um and i would encourage you to
look at um equity impacts also by race
and then also i'm just i'm sure you'll
do this but to be really thorough about
seeing if we can find out the reasons um
so we can as you're doing the data
analysis piece you'll be able to
categorize
clump theme those reasons why
why people are requesting those hearts
that's a story i'd i'd
i'd love to read i'd love to know why
why we have 2500 requests
any other questions
or comments director bailey did you
um you're mute not anymore yeah okay uh
one i'm
happy that the hardship uh transfer
is i'd be really happy to
see that move forward a couple of years
ago
we did get a data dump from enrollment
and transfer
and it did have um
i was looking for it i'm not sure if
i just got it in paper or if there was
i actually had files either now
but it did have that kind of
disaggregation
uh school to school movement um
and so we theoretically should be able
to get that detail
i'm i was surprised to learn today from
our auditor that
there is no basically no
case management form or whatever
uh that's any record that's kept as a
just a even a simple formal
piece of paper documenting
what happened paper or electronic
um that to me right there was
worth the price of admission alone um
that's
to me that's just a glaring oversight i
think
i do want to clarify just a hit a tad on
that
i wouldn't say that there's nothing but
they just don't store
they don't have a way of storing that
decision-making process so for example
if they emailed
a a teacher or to say hey
this student you know whatever and then
they get the email back with the
feedback
and that feedback from the email informs
their decision
they don't save that email it's
it's in their inbox you know which is
why it's going to take a long time for
them to go through it
and but there's no formal way of pulling
all of the inputs
and saving it in a place so that
decision
is supported by those inputs
hopefully does that make sense oh that
clarification a little bit i don't want
i want to give them credit
i don't want to misrepresent what they
have going on
um but there's no formal way of storing
that information um
hopefully that clarification helps a
little bit
director bailey um can i just
you're not but you might have another
question but i wanted to see kate was
having to drop off at six and maybe yeah
um
but kate did you have anything you
wanted to add before you
dropped off i'd note in the comments you
say you approve adding the um hardship
transfer audit to
the work plan in yeah
yeah um i had we had talked earlier and
um i agree waiting on the esl audit i
think that one's really important to do
as well but
it sounds like this would not be the
time to do that
so that's that i would be fine doing the
hta one
great yep thank you thanks everyone
appreciate your participation uh back to
you uh director bailey
i'm done you're done okay anybody
parker were you yep um i'd also
uh like to echo what both director
bailey and the past have said
um i i also personally think that it's
uh it's a worthwhile endeavor um and the
data that's
01h 00m 00s
uh extracted from that whole process
might
aid in um i guess more more thoroughly
uh looking into the differences between
schools and why families are switching
and i know in in previous discussions um
that's that's uh was something that that
you highlighted
um was that it's you know the data's out
there
it's just um you gotta do a little
uh digging and it requires time to find
um but
uh desegregating that um
into various categories um i think would
be
um super interesting and also
um a useful um
you know a useful report uh to have but
no no specific questions at this time
anyone else just um
just want to add that historically
the hardship
transfer well the the lottery transfer
has been disproportionately higher use
of white families
uh hardship transfer historically has
been disproportionately
higher use um by families of color
and and i haven't seen data for a couple
of years but
um that's that's been the pattern um
and there's also been
the the rumor mill has been that the
people in the know
can get their kid a transfer um
and if we if we don't have a transparent
system where it's clear what the
decision-making rules are
or where there's some subject
subjectivity coming in
then we're open to
those kind of rumors
anyway anyone else
um i i think i'm gonna um my position
would be
uh similar to kate's i do think the esl
audit is definitely worthy
of continuing to keep on the
on the audit list and we have a number
of those um
and i think this is um it's not that the
topics aren't um aren't a priority
but there's sometimes there's a
sequencing that
um makes makes a difference and i think
in this particular case
it makes a difference to sequence this
when we're so back in school we also
given that we're in the midst of a very
large community conversation around
enrollment and balancing this seems
particularly
relevant and will be useful to have some
data
i will say that there there's a lot of
data
that the policy committee received about
a year ago
um like where where students were
transferring from and to
um that i think was really interesting
and
if i look at the amount of um
work we're doing to adjust maybe a
school by
a hundred students or so um it's
important
to be able to at a minimum um
have looked at this so we can tell
school communities instead of them
saying well if we were
there weren't all these hardship
transfers the school wouldn't be
overcrowded
or we'd have a different mix i think it
would be
really useful for us to have this data
so that we can
respond to those
either community questions or assertions
with
data and facts so i'm supportive
of the hardship transfer it sounds like
um there's a
seems to be a consensus in the committee
um the one
issue that i would raise was just on the
around the scoping
um and it's
maybe this is just the high level and
the further scoping this will come out
but it has that there's a risk the
district does not have adequate internal
controls in place to ensure decisions
related to hardship transfer petitions
are adequately supported
um i would add something around like
that there's consistent
criteria or there's set criteria so that
um again this is the other thing that
comes up
consistently that there's some criteria
that
people just have to figure out how to
get into or create their own criteria
um and then the other issue would be
around transparency and i think
um this has been some of the direct
transparent but i there are a lot of
um perception and maybe misperceptions
about
01h 05m 00s
the hardship transfer process and i
think the more
this audit can provide some transparency
and also some recommendations so
that our school community feels that
there's a transparent fair
and equitable process uh for hardship
transfers
that will make our i think our decision
making in other areas
um stronger and also i think more
accepted by the community
i was laughing because those two words
were exactly
the ones i used when i was talking
earlier this morning with janice
which two words were those consistent
and transparent
great okay i i agree with that i wanna i
wanna just jump in and say
um it absolutely you know we we do need
to be transparent and we do need to be
consistent having that decision criteria
will be
really helpful and i just wanted to
voice my support for the esl it's a
really important audit
um but i i agree that it's going to be
difficult to do it now but it could be
prioritized for when we open back up we
could maybe move that up to the top of
the
um work plan for for whatever that is so
for sure
um so just to kind of respond to those
two terms
um i i assure you that
the purpose of the audit the broader
objective is broad enough to
be to drill down in that and
um you know i'm
those two terms were very problematic
from my perspective
there is no clearly defined criteria um
on the website it's very specific it
says we will consider
any reason for a hardship transfer
there's
no criteria identified so having clear
criteria i didn't put it in there
because
of of there is none um should there be
great question um we can address that as
part of the audit but
there is no criteria so i didn't use you
know that clear criteria
um and the consistency
and transparency were also a little
problematic but thank you guys all
so much for your feedback on that you're
really helping me hone
in on a couple of key terms that i
i should really address more in a more
robust way
in the actual audit assuming you guys
approve it
thank you and i also there's also a
um i'll forward it um
to um janice and mary catherine
we had some community feedback based on
the discussion last night
at the board meeting that can share with
you and then maybe roseanne you can also
or cara put it in the record um in
support of
the hardship transfer audit so um
i'm looking for do i have a motion from
anybody to
um for the audit committee to recommend
to the full board that this be added
the hardship transfer ought to be added
to the 2021
audit committee so moved
second okay removed in second
all in favor
aye aye
okay um any any opposition
all right um so we'll send a unanimous
recommendation
to the full board that we proceed with
this with a
um also a
a follow-on that we think the esl audits
an important audit to have happen and
that should be kept in the
in the queue for when we reopen
okay um next agenda item is
the office of internal performance
auditing
um performance metrics and
um janice before you start this
will you tell us what um is this a
inform
or you'd like us to take some sort of
action or provide feedback
what's the committee action requested
here
you're on mute
yeah so the next so my last slide was
what's the next step
we i would like to request that you guys
approve the
the key performance indicators that i'm
proposing um
and because i do think it's important
that you approve them
before i spend the time of gathering the
data and maintaining that data over the
course of time
i don't want to do that if if um if you
guys are not going to approve them but
what i would say it is very
you keep performance indicators for
internal audit departments
01h 10m 00s
are very important um industry standard
oh most have them and i want to
have them as well
so that's what the objective is so i'll
go back if that's okay with you and i'll
kind of
do my my spill now okay
all right so um just as
a side note i um was talking to kate
earlier
and she gave me a tidbit of feedback on
these performance measures
and as a result i updated one of my
slides
so i'm going to show you the updated
slide and then i will email this
to um roseanne so she can get the
updated
one posted so best practices
so the the council of great city schools
did a white paper on internal auditing
and what they say
in that document is um it is best
practices for internal performance
auditors to utilize key performance
indicators to set goals measure
performance
and provide information to stakeholders
so that's kind of why i'm going there
um i am suggesting
three initial um
performance indicators the first one
is the number of audits completed
per fte so there's two of us mary
katherine and i so that would be
three audits per year as a target
um the second one is the recommendation
implementation rate and this is the one
i i did a little bit of tweaking on so
i'm going to go
into another slide to kind of provide a
little bit more information about that
um but the target there is 75
um and then one informational
performance measure
that really supports key performance
measure one
is the average audit hours
and number of audits completed it it
provides that background information for
how do we achieve
kpi number one so there's no target
but um it is information that i do want
to
provide so um
sorry this is the one that i updated so
for the
recommendation implementation rate one
of the things that i didn't have
in my slide was time period
and um and kate really brought that to
my attention
and so i did some research and um
what i would like to go with is a target
of 75
of the recommendations will be
implemented within two years
of the report date um i will say
that i didn't have a much time after i
talked to kate
about that to research other options but
i did find one
example and they had five years so they
wanted 75
over the course of five years i think
that for us
two years is is a much more realistic
expectation and um so i am proposing
that to be calculated off of two years
of the report date does that make
a little bit of sense hopefully um so i
will update this slide
so um and send that over so you will see
that i am proposing it with a time
period of
two years for that implementation um
so the the information performance
measure
you know this helps to
measure um efficiency which is why
um we are proposing it but it is
important to note
that audits vary in length depending on
the scope and the complexity of
the audit and um i think you guys
saw in the proposal some audits are like
800 hours
some audits unfortunately like the
contracts on it were ridiculous
um but you know the other ones are maybe
300 hours
so it really varies some so this is
information that we just need to provide
so you can keep
these things in in con
in i guess think about them in context
of
what's going on um so
i have one more kpi that i would like
for you guys to give me the go ahead to
pursue
and that would be oddity feedback um
it's a common key for performance
indicator
um and what that would entail is i would
develop a survey
that i would send out to staff who were
impacted by the audit
and asked them questions one of the
questions would be
how awesome is janice
just kidding obviously um but i've used
these um and on it places that i've
worked in the past where we send it out
01h 15m 00s
and
the questions are very high level i i
did
some just to kind of give you a sneak
peek of
what some of those questions might be
would be
something like this you know did the
internal audit team solicit feedback
from you and your staff during the
entrance conference to ensure your
concerns were adequately
addressed during the audit another
question might be you
oh my goodness sorry this is kind of
making these
um talking today so do you feel like the
scope of the audit
was sufficient to address key
risks or um you know
did we communicate the audit objectives
clearly so these are the type of
questions that i think
would add value and and feedback
for me to and mayor catherine of course
to
do our job in a in a way in which it's
most
efficient and effective and impactful
and giving
staff an opportunity to provide that
feedback
i think is really important um some
staff have no problem telling me when i
you know how they think things are going
but for those who would rather provide
some sort of feedback
in a survey i think this will really add
value so
with your approval i'll move forward and
create the survey
and submit those questions and in the
ranking for you guys to approve
before it formally becomes a process
in which i do so in conclusion
um i am requesting that you guys ask me
a bunch of questions about these
items first of course but then approve
these
for moving forward
um julia
there we go let's jump in
let's first take the two proposed kpis
and um people
either can ask questions or indicate uh
whether they support
um those as performance
metrics so any any questions
okay any um
any discussion
great thanks i i would say i really um
appreciate um this this was not
something that
the committee asked the office of the
internal performance auditors
to put together but something that's
self-initiated
just to start creating some benchmarks
so really appreciate janice you and mary
catherine
proposing these i think
you know i kind of wrestled with um
the second one somewhat because um
you can have sometimes good
recommendations that don't get
implemented and like
should that be a measurement of whether
um the auditors are doing their job
um it may be um a factor outside of
their control but i
i think that despite that hesitation um
it would be good to get started and then
see
see how it goes and we can um make
adjustments but
to get it started and i'm assuming the
the third one is more
the informational performance measure is
a
i'm sorry the survey is more just
it's more subjective
by nature and there's not really a
specific
metric but feedback for you all is that
how it should be well so
what i will do is for each of the
questions it will be
on a scale of agree to disagree from one
to ten
and then we would set a target of we're
hoping to achieve at least
a level seven or whatever it is that
is reasonable of course so um that been
that there will be a target for
that once i get the survey dialed in but
it will have a range for people to
respond to the questions do you agree
on a scale of one to ten and then we
will set a target
for what we're hoping that the responses
will be
okay great um
so is there any objection or can we move
ahead and i don't think this is
something we need to refer to the full
board this is more of a committee
um processes
go ahead um just on kpi number two first
of all yeah this is great this is a
perfect example of managing
up you very kindly on your own volition
01h 20m 00s
recommended for your own performance
you know that we look at these kpis um
on kpi number two
i'm curious if so if if there's a 75
recommendation rate is there
i'm wondering where the management
response comes into this so
you know if management agrees with
eighty percent then are we looking at
seventy percent
five percent of those or are we looking
at seventy five percent of the hundred
percent can you tell us i love
numbers by the way and
and also on the um
on the survey i think that's interesting
that you had it on a
you had on a scale a likert scale right
from
like disagree strongly to agree very
highly
and you were going to set a numerical
target when i first looked at it i was
like oh this is a nice counterbalance to
this slide that we're looking at that is
very quality
quantitative and we're looking that
them the survey has a potential to be
qualitative and therefore
can contribute to just really like
continuous improvement how you do your
job better if there's approach that
could be
you know an informational helpful to you
instructive and
help drive how you do the next audit so
i i saw them as two
one quantitative one qualitative and
together
um they give you a a broader picture of
the function of the office of internal
auditor so
i i think that's i think it's great um
i've never heard of
i've never heard of uh looking at the
kpis this way
so i'm in rover
back to number two um
and you know with kate's point and
julia's point
i first read it as you do an audit
management responds
and says we agree or we disagree or
and that's what i was thinking about
this the 75 percent
um because that implementation within
two years or five years or whatever
is not to me that's beyond
the audit per se and is more
a function of management and the board
really
keeping track of things um
so i do very much sorry go ahead
yeah so so i'm wondering if it
if it should be that initial agreement
and again uh well like
what we saw in the earlier the sos audit
of
yeah we agree with this we went out
tried to find some software
we couldn't find some software so maybe
we come back and renegotiate around
you know stuff like that happens but
it's
that initial agreement yes we're gonna
implem put this into our work plan to
implement
to me anything beyond that i mean you
you've done your job you pointed it out
it's up to
management and the board at that point
to
make sure that happens or that there's a
clear
we tried to do that there are issues
because
things got complicated so i
totally hear what you're saying and i
really appreciate this feedback because
being very mindful
about the potential for weight you know
like what's within my control
or the office's control and what's kind
of outside
is important but i do want to
differentiate a little bit here because
we are
internal auditors although we are
independent because we do report
directly to the board and via the audit
committee
you know so and we follow auditing
standards
but it is important that internal audit
is
very mindful of the recommendations that
we're making
and um you know
i know that i may have mentioned
everybody that i passed my
my final cia test so i'm officially
certified now
but in that study material thank you um
in that same material one of the
questions that was very specific was to
talk about recommendations
that are disagreeable and whether or not
they should be made so there is a little
bit
of a back and forth industry-wide in
relationship to that
but what i will say is um
the input having some sort of of
either recommendation implementation
rate or agree or disagree with the
recommendation
is really important to help internal
auditors
be mindful of those recommendations and
01h 25m 00s
impact that they can and cannot have
um and it is really important so i do
appreciate that and i would be open to
considering
um the agree versus disagree
um but one of the things that actually
came up in a couple of audit previous
audit committees is we don't really
have a criteria for which management
is required to adhere to
for agreeing or disagreeing so they can
agree or disagree
um or partially disagree or you know so
um versus
implementation did they deal with the
issue so
how can an internal audit be most
impactful
it's most impactful when the district
implements those recommendations so
that's why
i did want to recommend the
implementation rate
as the kpi but i totally hear what
you're saying
especially and would be open to kind of
doing agree versus disagree but um
it's hard but i want to get something
going and track this data and be
accountable
for the work that we are doing so i'm
looking at the
time um right now which is three minutes
before
uh we're supposed to end and i'd like to
end on time so i'm
um i'm going to suggest something in a
moment but i just want to make sure that
um jackson and parker did you have
anything you wanted to add on this
section
and nathaniel oh nathaniel's just
just now uh joined back um i don't have
any
um recommendations other than um
i i think it's fantastic that um
you uh you janus want to um
to really have some concrete uh
performance measures
um for yourself but other than that no
yeah um i think it is an important
metric to keep track of
i don't necessarily know if it's a great
performance
indicator because i mean implementation
could be more of a reflection on the
accountability
loop that the board plays a role in
so i'm just wondering like i mean
whatever you want really i mean you
could you if you wanted to be a
performance indicator that's great
but i think that the recommendation
implementation
comes from multiple different levels not
just your own office
so i think it's hard to say like the
this recommendation implementation
is all on you okay yeah
i want to um actually close thank you
uh jackson and parker want to ask claire
did you have anything
you would like to
share about the kpis uh no not
at this time okay um so i'm gonna
suggest
that we um support the
kpi recommendations that janice has made
and just what i'm going to ask you to do
is
put together something a little bit more
formal like here's how you would
actually monitor them when you would do
that what it would look like what the
survey would look like
and then let's get it on just as a short
agenda item for a
future committee meeting um and i think
there's been some really good
questions raised about
whose performance is kpi number two or
reflection of
but i do think that no matter what
the number is it's going to tell us
something it may tell us something
about the auditors um it may say
something about the board oversight and
it may say something about staff
implementation but we can
i think we can go from there so unless
there's
an objection i think we should ask
janice and mary katherine to proceed
any objections
okay um great so thank you for
taking the initiative on that um the
we have no public comment um nobody
signed up for
public comment and then the last the
only other agenda item
was um the community member slot
and um i just want to clarify i think
we've only had
one response is that correct claire and
i sorry to put you on the spot i should
have
i'm asked before the meeting but i'm
pretty sure megan's only
forwarded one application
to me yeah that's all i'm aware of but i
can check in with her tomorrow
okay that'd be great and i'm gonna and
may i also
just um nudge a couple people i've
spoken to about this as well
um one from a group of uh financial type
auditing
people yes definitely and
um to help you in your nudging i'm gonna
01h 30m 00s
ask
roseanne can you or claire who's ever
the
holder of the application um to just
send it around to
everybody on this call um
so that everybody has in their inbox
tomorrow is the reminder
and that way for example michelle if you
have particular people
and i have i have two that i need to
send it out to as well
just as a reminder but um we'll do kind
of a last call
that's great thank you okay anything
else for the um before you close the
meeting
if not um thanks everybody for your time
and
all the hard work of staff to prepare
for the meeting and support
the committee's work very much
appreciated
Sources
- PPS Board of Education, BoardBook Public View, https://meetings.boardbook.org/Public/Organization/915 (accessed: 2023-01-25T21:27:49.720701Z)
- PPS Communications, "Board of Education" (YouTube playlist), https://www.youtube.com/playlist?list=PL8CC942A46270A16E (accessed: 2023-10-10T04:10:04.879786Z)
- PPS Communications, "PPS Board of Education Meetings" (YouTube playlist), https://www.youtube.com/playlist?list=PLbZtlBHJZmkdC_tt72iEiQXsgBxAQRwtM (accessed: 2023-10-14T01:02:33.351363Z)
- PPS Board of Education, "PPS Board of Education - Committee Meetings" (YouTube playlist), https://www.youtube.com/playlist?list=PLk0IYRijyKDVmokTZiuGv_HR3Qv7kkmJU (accessed: 2023-10-14T00:59:52.903034Z)