Aug 13, 2020 Board of Education Finance Committee

[Call to Order]

[00:00:07]

ONE IT'S P.M. I CALL THIS MEETING OF THE BEAUFORT COUNTY BOARD OF EDUCATION FINANCE

COMMITTEE MEETING TO ORDER. >> THE DATE IS AUGUST 13. TWENTY TWENTY.

[Approval of Agenda]

DO WE HAVE A MOTION TO APPROVE THIS EVENING'S AGENDA? >> RACHAEL COMPLETE SEGMENT.

ANY DISCUSSION ABOUT THIS EVENING'S AGENDA? >> IF THERE'S NO DISCUSSION IN FAVOR OF THE MOTION I RIGHT. APPROVAL OF THE AGENDA.

[Pledge of Allegiance]

EVERYONE LET'S ALL SAY THE PLEDGE OF ALLEGIANCE. >> I PLEDGE ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA AND TO REPUBLIC FOR WHICH IT STANDS ONE NATION

INDIVISIBLE. >> THIRTY TWO JUSTICE THANK YOU EVERYONE.

MOLLY, DO WE HAVE ANY PUBLIC COMMENTS THIS EVENING? >> ROBIN JUST CAME IN.

NO COMMENTS. OK. THANK YOU, ROBIN.

WELCOME. SO PUBLIC COMMENTS THIS EVENING.

[Approval of the July 9, 2020 Committee Meeting Minutes]

SECOND, RACHEL WISNIEWSKI. ANY DISCUSSION REGARDING THE JULY 9 MINUTES? NO, MA'AM. NONE. OK.

ALL IN FAVOR OF PROVING THE MINUTES. >> I MINUTES APPROVED UNANIMOUSLY. OK, REVIEW OF PROCUREMENT POLICY REVISION HISTORY.

[Review of P-Card Policy Revision History]

>> TANYA, I BELIEVE YOU'RE UP INTRANET IS EVERYONE CAN EVERYONE HEAR ME ALL RIGHT?

>> YES, THANK YOU. HEY, GREAT. I'M GOING TO INTRODUCE SHEILA BIRDS THIS AFTERNOON. SHEILA IS OUR BUSINESS SYSTEMS MANAGER.

SHE HAS BEEN WORKING ON THE P CARD POLICY AND UPDATING THAT FOR THE 2020 VERSION.

SO SO WE PRESENTED THREE VERSIONS TO YOU EARLIER IN THE WEEK AND IN BOARD DOCS THE TWENTY SEVENTEEN VERSION THAT HAD REVISIONS TO THE CURRENT 20 19 VERSION AND THEN WE ARE PROPOSING SOME SOME REVISIONS TO THAT VERSION MAKING IT FOR THE PROPOSED 20 20 VERSION.

SO SHEETAL HAS DONE A GREAT JOB PREPARING A REVISION HISTORY AND SHE'S GOING TO GO OVER THAT WITH YOU THIS EVENING AND SHE'S WE'LL DO A MUCH BETTER JOB THAN I WILL.

SO I'D LIKE TO TURN IT OVER SHEILA. >> SHEILA.

GOOD AFTERNOON AND THANK YOU. THIS IS A PRIVILEGE TO PRESENT TO YOU GUYS.

WE'VE SUPPLIED THE COMMITTEE I THINK FIVE DOCUMENTS IS WHAT YOU HAD IN YOUR YOUR DOCUMENT FILE FROM US. BUT BEFORE I GET STARTED, I WANT TO GIVE YOU A LITTLE BIT OF BACKGROUND OF HOW WE GOT TO WHERE WE ARE TODAY. AS WITH ANY BUSINESS PROCESS, THEY'RE EVOLVING BREATHING DOCUMENTS AND THEIR EVER CHANGING.

YOU ALWAYS WANT TO MAKE IMPROVEMENTS. YOU ALWAYS WANTED TO STREAMLINE THINGS. SO THIS PROCEDURE IS USED WITH THE CARDHOLDERS, THE CARDHOLDER DESIGNEES TO TO PROVIDE THEM OUTLINES ON HOW THE KEY CARD PROGRAM WORKS.

IT'S IT'S IN HARD COPY FOR THEM AS WELL AS ON THE BCSE WEBSITE .

THIS DOCUMENT IS ALSO USED AS A FOUNDATION FOR AUDITING PRACTICES WITHIN THE FINANCE DEPARTMENT AS WELL AS FOR EXTERNAL AUDITORS. THEY USE THIS AS A REFERENCE POINT. SO AS WE BEGIN TO REVIEW THIS DOCUMENT EACH TIME WE HAVE TO LISTEN TO THE USERS. SO LISTENING AND OBSERVING WHAT THE USERS ARE DOING IT GIVES US AN OPPORTUNITY TO FIND OUT WHERE WE POSSIBLY NEED TO IMPROVE ON ON THESE DOCUMENTS A LITTLE BIT. SO WE LISTENED WE WE OBSERVED AND WE MAKE NOTES OF THAT.

ALSO WE TOOK THE OPPORTUNITY TO GO TO OUR SISTER DIG DISTRICTS WITHIN THE STATE TO TAKE A LOOK AT COMPARABLE PICARD PROGRAMS AND WE DID GET RESPONSES BACK BECAUSE WE ARE HIGHLY CONNECTED WITH THOSE GROUPS OF PEOPLE. AND I'M PROUD TO SAY THAT BEFORE COUNTY SCHOOL DISTRICT

[00:05:02]

SO THERE ARE A COUPLE OF MAJOR CHANGES IN THE 2020 PROPOSAL. THE FIRST MAJOR CHANGE IS A WE HAVE TO PUT A REVISION HISTORY IN THIS DOCUMENT SO THAT WE CAN KEEP TRACK ALL OF THE THINGS THAT HAS OCCURRED OVER THE LAST YEAR THESE CHANGES SO THAT ON PAGE 15 AND 18 OF THE 20 20 POLICY YOU WILL SEE A REVISION HISTORY THAT WILL BE A LAB BREATHING DOCUMENT AS WE MAKE CHANGES FROM THIS POINT FORWARD. SO IT IS BUILT SHOW FROM THE PRESENT TIME TO THE PAST. SO ALWAYS AT THE TOP OF THE PAGE WILL BE THE REVISIONS OF THIS DOCUMENT. THE SECOND IS A PERCEIVED RULE CHANGE THAT WE HAVE MADE BUT WE'VE REALLY EXPANDED UPON IT AND IT HAD TO DO WITH THE VIOLATIONS AND THE PENALTIES SURROUNDING ANY ERRORS OR PROBLEMS THAT INCUR WITH THE USE PART.

IN THE PAST DOCUMENTS IF YOU HAD AN OPPORTUNITY TO READ THAT WHOLE BOOK OF THE PAPER THAT WE SUPPLIED YOU WILL SEE THAT WE TALK ABOUT VIOLATIONS THROUGHOUT THE POLICY.

BUT THERE WAS NEVER ANY DISTINCT SECTION THAT THAT OUTLINED WHAT A VIOLATION WAS AND WHAT THE RAMS LOCATIONS OF THAT BY ELECTION WAS. SO WE WANTED TO MAKE SURE THAT WE HAD THAT DOCUMENT IN THIS NEW REVISION SO THAT WE CAN PUBLISH THIS OUT TO THE USERS AND ALSO TRAIN AROUND THAT. WHAT ARE THE IMPORTANT THINGS AS WE HAVE THESE VIOLATIONS SAY I'LL LOOK I'LL BECOME A TRAINING SUBJECT IF YOU HAVE A VIOLATION OCCURS THAT MEANS SOMEONE PROBABLY DIDN'T UNDERSTAND THE PROCEDURE SO IT OPENS UP A PLACE THAT WE CAN USE AS A TRAINING OPPORTUNITY FOR THE BOOK KEEPERS. SO WITH THAT BEING SAID, I'D LIKE TO TAKE A LOOK AT THE DOCUMENT THAT YOU CAN SEE ON THE SCREEN HERE AND I AM GOING TO START WITH THE MOST RECENT REVISION TO THE POLICY AND TALK ABOUT THE CHANGES THAT WERE MADE AS A TEAM. THE FIRST ONE IS THE ENTIRE DOCUMENT.

WE TOOK THE OPPORTUNITY TO REALIGN THE DOCUMENT CLAIMING THE DOCUMENT THE CONTENT OF THE DOCUMENT HAS NOT CHANGED BUT WE MADE IT LOOK WITHOUT INSULTING A LITTLE BIT MORE PROFESSIONAL, A LITTLE BIT MORE STREAMLINED AND IT WAS ACTUALLY NOW FLOWING AS THE PROCESS FLOWS.

SO IT'S EASIER TO UNDERSTAND ALSO ANOTHER THING THAT I SAW IN THE DOCUMENT WE WERE REFERRING TO OUR CONTRACTORS BY NAME. SO IN THE INSTANCE THAT BANK OF AMERICA WORKS HANDLES THE CAR PROGRAM. WHAT WE DON'T WANT TO DO WITH ANY PROCESS IS LOCK OURSELVES INTO A PERSON'S NAME. SO WE CHANGED THAT TO FINANCIAL INSTITUTION THAT WAY WHEN WE DID MAKE A CHANGE. IF WE HAVE A CONTRACT CHANGE WE CAN ACTUALLY NOT HAVE TO CHANGE A DOCUMENT AT THAT POINT. WE JUST ARE REFERRING TO THEM AS THE FINANCIAL INSTITUTION IN THE INTRODUCTION THERE IS ONE CHANGE THAT WE MADE.

THIS IS SOMETHING TO HELP US FACILITATE A QUICK RESPONSE AND WE DO HAVE AN ISSUE IN THE INTRODUCTION SECTION ON PAGE 3. WE HAVE ADDED A SENTENCE THAT YOU CAN SEE THERE ASSETS IF REQUIRED CHIEF FINANCIAL. WHERE DID THEY GO? THE CHIEF FINANCIAL OFFICER HAS PROVIDED THE AUTHORITY TO THE PROCUREMENT HARD ADMINISTRATOR TO SUSPEND OR REVOKE ANY PROCUREMENT CARD WHEN CIRCUMSTANCES ARISE TO MITIGATE FINANCIAL EXPOSURE.

NOW WHY THAT'S IMPORTANT. MISS CROSBY IS A VERY, VERY BUSY PERSON AND THE PEAK CARD ADMINISTRATOR HAS ALL OF THE AUTHORITY IN THE BANK OF AMERICA SYSTEM TO TO STOP POSSIBLE FRAUDULENT ACTIVITY THAT IS OCCURRING ON A CARD. SO SHE NEEDS TO BE ABLE OR HE OR SHE NEEDS TO BE ABLE TO MAKE THAT DECISION WITHOUT HAVING TO CHASE TONYA DOWN AND TO GET AN EXECUTIVE DECISION TO DO THAT. SO THAT'S PART OF HER ROLE IS TO BE ABLE TO MANIPULATE THOSE CARDS TO MAKE SURE THAT WE STOP ANY TYPE OF ACTIVITY THAT WE CATCH AT THAT MOMENT.

THE NEXT CHANGE WAS PAGE FOUR. AND ROBIN, YOU'VE GOT IT THERE .

WHO DOES WHAT? THIS WAS A SECTION IN THE POLICIES THAT WAS REALLY WORDY

[00:10:07]

SO WE FELT IT BENEFICIAL TO GO AHEAD AND ADD THAT INTO THE DOCUMENT.

NEXT CHANGE TO THIS DOCUMENT IS THIRD PURCHASES. THIS IS WHERE WE REMOVED THE TRAVEL POLICY FROM THIS DOCUMENT. THE TRAVEL POLICY IS A POLICY THAT STANDS ON ITS OWN IN FINANCE. AND WE DID NOT WANT TO BE REDUNDANT AGAIN THAT COMES INTO CONTROLLING YOUR CHANGE MECHANISM.

IF WE MADE A CHANGE TO THE TRAVEL POLICY THEN WE WOULD HAVE TO COME INTO THIS DOCKING MAKE THE SAME CHANGE. NOW WE'RE ONLY REFERENCING TO GO TO THAT TRAVEL POLICY AND ONLY THING IT SEEMS IN IN THIS PORTION CONCERNING TRAVEL IS ABOUT THE FLEET PURCHASES AND HOW THE P CARDS ARE NOT HEALTH VIOLATION AND PENALTIES. THIS IS GOING TO BE PAGES 12 THROUGH 14 IF WE GET GO THERE ROBIN SO THREW OUT THE PREVIOUS DOCUMENTS AS I SAID BEFORE WE

HAD MENTIONED THAT THAT IS A VIOLATION. >> THIS IS A VIOLATION.

NOW WE HAVE IT IN FORM WHERE THEY CAN SEE WHAT A VIOLATION IS AND HOW SEVERE THE VIOLATION IS. SO I'M NOT GOING TO READ ALL OF THESE TO YOU BUT THESE TIERS ARE BASED ON SEVERITY AND TAKEN ONE INTO YOUR TWO ARE DIFFERENT .

BUT THE RESPONSE TO THIS IS A LITTLE DIFFERENT THAN A TIER 3 A TIP FREE.

IT GOES FOR ANYWHERE FROM GETTING YOU TERMINATED TO HAVING A FORMAL WRITE UP PUT IN YOUR PERSONNEL FILE TO HAVING ALL OF YOUR CARD PRIVILEGES REVOKED AND BASED OFF THIS TIER SYSTEM IF YOU'LL CONTINUE TO PROCEED FORWARD YOU WILL SEE THE PENALTIES AND HOW THOSE WILL BE HANDLED. FOR EACH ONE OF THOSE VIOLATIONS AND ONE OF THE THINGS THAT IS IMPORTANT. WE DID HAVE FORETHOUGHT TO WHAT IF WE HAVE A PERSON THAT IS DOING THE MINOR PROBLEMS IN HERE BUT TIER 1 AND 2 YEAR OR TWO AFTER WHILE YOU HAVE TO ADDRESS THAT ISSUE. SO WE'RE ALLOWED IN THREE VIOLATIONS IN THE TIER 1 AND TIER 2 PRIOR TO GO INTO THE TO THE TIER 3. ONCE THEY CROSS OVER THEN THEY ARE ACCEPTABLE TO THE THE PENALTIES OF A TIER 3. SO AT THIS POINT THESE MAJOR CHANGES TO THIS DOCUMENT THAT WILL BECOME THE LAB DOCUMENT THAT WE WILL TRAIN THE BOOKKEEPERS AND THE PRINCIPALS ON THIS VIOLATION POLICY THE REST OF THE CHANGES ON THIS DOCUMENT COME FROM SUMMARY WORDING. I DIDN'T SEE ANYTHING SUPER MAJOR IN THIS. THESE CHANGES BUT YOU CAN GO THROUGH.

I DON'T KNOW IF YOU WANT ME TO READ THROUGH EACH ONE OF THESE THROUGH THIS DOCUMENT BUT I'D BE HAPPY TO IF YOU NEED ME TO. BUT YOU CAN SEE THE CHANGES THAT WERE MADE BETWEEN TWIN 2017 AND 2000 THAT BEFORE WE STARTED MAKING THE CHANGES TO THE CURRENT DOCUMENT.

SO AGAIN THIS WILL BE ATTACHED AS PART OF THE DOCUMENT FROM THIS POINT FORWARD.

AND I HOPE THAT THE FORMAT AND EVERYTHING IS PLACED INTO THE COMMITTEE BECAUSE THIS IS THE WAY WE WILL KEEP IT UNLESS WE HEAR OTHERWISE. SO I WOULD LIKE QUESTIONS OR ANSWER SHOW YOU ANYTHING THAT YOU MAY HAVE QUESTIONS ON AND. GO AHEAD.

>> THANK YOU, MADAM CHAIR. VERY GOOD BRIEFING. A VERY COMPREHENSIVE I'VE LIKED THE MANUAL BEFORE. I LIKE IT EVEN BETTER NOW I HAVE ONE QUESTION.

>> YES, SIR. DID MRS. CARTILAGE REVIEW THE PENALTIES ON THE MATRIX FOR VIOLATIONS FOR LEGAL SUBSTANCE ? MS. CROSBY LET YOU TAKE THAT ONE RIGHT HERE ON VEGA VEGA. OK, SHEET.

[00:15:11]

>> WE HAVE NOT PROVIDED THIS DOCUMENT AS OF YET. CARTLEDGE SO WE'D BE HAPPY TO

DO THAT. >> YEAH. THAT'S GOING TO BE IT.

YOU KNOW, I LIKE. IT LOOKS RIGHT BUT WE HAVE TO MAKE SURE WE HAVE OUR LEGAL DUCKS IN A ROW SO THAT THE PENALTIES AND WE CAN DO TO A PERSON THAT HAS A VIOLATION

THAT EFFECTIVE LINE. >> OK. OK I GUESS.

THANK YOU. THANK YOU,. RACHEL THANK YOU MADAM CHAIR.

>> YEAH, I WAS I ECHO DICK'S COMMENT. IT'S VERY COMPREHENSIVE.

I'M REALLY GLAD THE THE THE LAYOUT OF THE TIERS OF THE DIFFERENT RAMIFICATIONS.

I THINK THAT THAT'S VERY THOROUGH AND AND YOUR POINT ABOUT THE TIER 1 TIER 2 THINGS BEING MAYBE IF THEY WERE OCCURRING MORE OFTEN THEN THE NEED FOR AN ADDITIONAL LAYER THERE. I JUST WANT TO SAY KUDOS TO YOU GUYS BECAUSE I THINK THAT THIS

IS A VERY WELL THOUGHT OUT. >> THANK YOU. CALM DOWN.

>> THANK YOU. I'VE GOT A QUESTION FOR SHEILA. YES, AT ONE TIME THE STATE REGS PROHIBITED THE USE OF A PINK CARD FOR GIFTS. IS THAT REGULATION STILL IN

EFFECT? >> YES, OK. TO A CERTAIN PAGE.

MARY BETH IN 2017 THE DISTRICT ALLOWED HER TO PUT IN A CHANGE KNOWING GIFTS TRIPPY TO PICK ALLOWING THE KEY CARD TO BE USED FOR GIFTS IF THE MONEY WAS GOING TO BE TAKEN OUT OF THE STUDENT ACTIVITY FUND. IS THAT STILL IN FORCE WHETHER ON PAGE SEVEN?

>> THE PROCEDURE? IT STATES YES. WITH THE EXCEPTION OF STUDENT ACTIVITY FUNDS OR PRIOR APPROVAL WILL. THANK YOU.

YES, SIR. I HAVE A FEW QUESTIONS. JOHN, ARE YOU FINISHED?

YES, I AM. OK. >> SHEILA.

NICE WORK. DID ANY OF THESE RECOMMENDATIONS COME AT THE HANDS OF OUR AUDITORS? OR DID THEY? WELL, UP FROM WITHIN MOST OF THOSE COME FROM WITH WITHIN ANY TIME THAT WE'RE AUDITED WE DO TAKE TAKE TAKE THOSE SUGGESTIONS THAT WE DID GET FROM AUDITORS. BUT I WILL SAY THAT I HAVE BEEN BEEN HERE NOW THROUGH TO AUDIT CYCLES FOR THE PEAK CARD AND THEY COME BACK WITH VERY POSITIVE POSITIVE RESULTS AND I'M USED TO BEING AROUND AUDITORS AND AND THEY ARE VERY PLACE WITH THE DETAIL THAT WE HAVE IN OUR POLICY OR OUR PROCEDURE.

SO YES AND NO. I MEAN WE TAKE WHAT THEY SAY. BUT AGAIN, IT WAS A GROUP EFFORT FOR US TO GET THIS TOGETHER AND TO CRITIQUE IT AND OF COURSE TALKING WITH THE OTHER DISTRICTS WAS A HUGE HELP. AND THAT WAS ONE OF THE THINGS THAT I WAS CHARGED WITH IS TO GARNER SOME OF THAT KNOWLEDGE FROM OUR SISTER DISTRICTS ACROSS THE STATE AND IN SOME CASES WE ARE KIND OF LIKE THE FLAGSHIP FOR SOME OF THESE PROCESSES FOR THE OTHER COUNTIES LIKE LOOK FOR US FOR GUIDANCE ON HOW THINGS ARE DONE. SO FOR THE MOST PART IT'S INTERNAL AUDIT BECOMES AGAIN FROM WATCHING THE USER TO UNDERSTANDING THE QUESTIONS THAT ARE BEING ASKED IF THEY'RE NOT CLEAR ABOUT SOMETHING. HOW DO WE CRITIQUE THOSE SUING ? ONE MORE QUESTION. OUR SUPERINTENDENT. HE'S OUR HIGHEST RANKING OFFICER IN THE DISTRICT AND IN THE PAST OUR SUPERINTENDENT HAS HAD HIS OR HER KEY CARD USAGE APPROVED BY UNDERLINGS, IF YOU WILL. SOME QUESTION WHETHER THAT'S APPROPRIATE OR NOT. IS THERE ANYTHING IN THERE DID I MISS A PIECE A COMPONENT THAT SAYS, YOU KNOW, OR THAT GIVES DIRECTION FOR THE SUPERINTENDENT? OUR HIGHEST OFFICER AND HOW THE USE OF THAT CARD MIGHT BE REVIEWED.

MR. JACK, THE ONLY THING THAT I CAN SAY IS WHAT I KNOW FROM SINCE I'VE BEEN HERE AND I'VE BEEN HERE A YEAR. I WILL SAY THAT THE CAR THAT IS IN THE SUPERINTENDENT'S OFFICE IS CONTROLLED BY THE SUPERINTENDENT EVEN THOUGH THE ASSISTANT IS THE CARD DESIGNEE . HE HAS TO APPROVE ANY EXPENDITURE THAT SHE MAKES WITH THAT CARD. AND SO WE DO HAVE A PROCESS IN PLACE AS AN ELECTRONIC PROCESS

[00:20:03]

AND THAT IS PART OF THE AUDIT THAT OCCURS BY THE P CARD ADMINISTRATOR TO MAKE SURE THAT THAT PROCESS HAS OCCURRED. I HOPE THAT ANSWERED YOUR QUESTION.

THAT'S IT DOES IT GIVES ME AN IDEA OF WHAT TEAM PLACE THEIR I DON'T SEE ANYONE ELSE'S HANDS

UP. >> HOLD ME CHECK. >> THIS IS A GOOD REPORT TIME.

DO WE HAVE AN O E REFRESH MY MEMORY. I SHOULD KNOW THE ANSWER TO THIS. IT'S SPECIFICALLY TO A REPORT THAT'S GIVEN TO THE BOARD ANNUALLY REGARDING P CARD USAGE VIOLATIONS. YOU KNOW THAT SORT OF THING.

I'M NOT AWARE OF ANY DOCUMENT THAT WE PROVIDE AN ANNUAL INFORMATION.

THE ON A MONTHLY BASIS THOUGH WE DO THIS TRANSPARENCY REPORT PORT HAS ALL THE TRANSACTIONS E CARD AND ANY CHECKS WRITTEN. AND THEN WE IN ADDITION TO THAT THERE IS A HUNDRED THOUSAND DOLLAR REPORT OF ANY PURCHASED IS MADE ON A MONTHLY BASIS TO THE BOARD AS WELL.

SO THOSE THOSE WOULD HAVE THE P CARD TRANSACTIONS AS ON A MONTHLY BASIS.

YES. I'M NOT AWARE OF AN ANNUAL. NO.

RIGHT. I COULDN'T THINK OF ONE. SO DOCTOR WAS NATSUKI SORRY.

I JUST ONE MORE THING THAT I WANTED TO ASK ABOUT THE TIER 3 AND BE PERSONALLY USE BEING IN TIER 3. CAN YOU EXPLAIN THAT THE REASONING FOR WHY IT WOULD BE TIER 3? AND WAS THERE ANY THOUGHT AND MAYBE PUTTING DOLLAR THRESHOLDS

ON ON THAT AND ALLOCATING THAT TO EACH TIER? >> OK.

WITHOUT SOUNDING VERY HARSH THESE CARDS ARE NOT TO BE USED FOR PERSONAL USE.

WHAT'S RIGHT? SO IT DOESN'T MATTER WHAT IF IT'S FIVE DOLLARS OR FIFTY FIVE THOUSAND DOLLARS? THESE CARDS ARE NOT USED FOR PERSONAL USE.

THEY'RE STRICTLY FOR PURCHASE OF SCHOOL RELATED ACTIVITIES. AND SO THAT IS THE REASON IT IS TIER 3. THAT IS A THAT IS A CONSCIOUS DECISION THAT THE CARDHOLDER HAS DONE. IF A NICE THOUGHT FOR PERSONAL .

AND THAT IS THE REASON AND THAT WOULD BE A TO ME A VERY SERIOUS GUILTY FOR THAT.

>> OK. BUT IT'S IT'S LISTED HERE. THE RE AS FAR AS THE.

BECAUSE THAT'S WHERE THE HARSHEST PENALTY WOULD LIE. IS THAT ACCURATE? YES. BUT IT'S NOT LISTED TIER 1 OR 2.

>> IT WOULD IMMEDIATELY GO TO 2 OR 3. OH NO.

PROCESS. OK. UNDERSTOOD.

OK. SHE LOT AND OR TONYA. IS THERE SOME WAY OF LOGGING? HOWEVER WE KEEPING TRACK OF. THOSE WHO MIGHT HIT THEIR LIMIT ON TIER 1 AND TIER 2 VIOLATIONS. SO IN YOUR DOCUMENTS YOU HAVE A COPY I BELIEVE OF A VIOLATION LETTER THAT WE SUPPLIED. THAT'S AN EXAMPLE. THAT VIOLATION LETTER IS ACTUALLY A FORM MACRO. SO WHEN THE PEAK CARD ADMINISTRATOR COMPLETES THAT FORM IT ACTUALLY POPULATES A LOG WHERE THESE ARE AUTOMATICALLY LOGGED INTO A A DATABASE THAT WE CAN CAPTURE THAT INFORMATION. AND THE PEAK CARD ADMINISTRATOR WILL BE MONTHLY OBSERVING WHAT IS OCCURRING THERE AND IF WE SEE A FULL OF SENDER GET A GRIP

. >> MOLLY, ARE YOU ABLE TO GET THAT LEARNED?

HE GREW UP ON THE SCREEN FOR I HAVE A QUESTION. >> THANK YOU.

WILLIAM I'M SORRY. RACHEL, YOUR HAND IS STILL UP. DID YOU HAVE IT? I APOLOGIZE. NO PROBLEM. I JUST WANTED TO MAKE SURE YOUR QUESTIONS WERE ANSWERED. WILLIAM WHAT? OUR QUESTION WAS AT SOME POINT WHEN WHEN THE WHEN THAT WENT IN WHEN THEY ARE TIER THREE LEVELS IF THIS WAS REPORTED IT WAS REPORTED A COUPLE OF TIMES DID. WELL WHAT WOULD WHAT WOULD HAPPEN? I AFTER TWO TO TWO TO THREE THIS IS FROM THEIR ACTIONS. TANYA, WOULD YOU LIKE TO

COMMENT ON THAT? >> SO AFTER A COUPLE OF TIER 3 DISCIPLINARY ACTIONS.

YES, MA'AM. >> OK. WELL, ON PAGE 13 THERE IS A A

[00:25:01]

SEVERITY. >> SO OBVIOUSLY WE CONTACT THE CARDHOLDER DESIGNEE.

WE PREPARE THE VIOLATION LETTER. WE REFERENCE VARIOUS DETAILS.

ULTIMATELY I WOULD MEET WITH THE HUMAN RESOURCES DIRECTOR TO DETERMINE THE LEVEL OF CONSEQUENCE THAT WOULD BE NEEDED WOULD BE APPROPRIATE IN THE CASE OF THIS WHICHEVER INDIVIDUAL SITUATION AND IT COULD IT COULD RESULT IN A RECOMMENDATION TO THE SUPERINTENDENT FOR TERMINATION DEPENDING ON THE SEVERITY OF THAT VIOLATION.

>> THANK YOU FAR. >> ONE MORE LAST QUESTION. I THOSE OF THE NO MONTHLY AND NO ANNUAL REPORTS ON THIS TO THE BOARD IS THERE WAS THERE A REASON WHY THERE WERE NO REPORTS OF THIS TO THE BOARD OF BASICALLY OF EVER AS A TIER ONE A TIER 2 VIOLATION QUARTERLY? NOT ACTUALLY BECAUSE I KNOW PRIOR TO PRIOR TO NOW THESE PICTURES WERE A BIG THING A WHILE BACK WHERE THERE WERE PEOPLE MAKING A LOT 40 YEARS BECAUSE THERE WERE A LOT OF THINGS GOING ON THESE P CARDS. I WAS WONDERING WAS THERE A REASON WHY THE BOARD WOULD NOT

BE UPDATED ON QUARTERLY? >> WELL, I WOULD HAVE TO CHECK WITH LEGAL COUNSEL ON THAT.

THEY MAY INVOLVE PERSONNEL MATTERS. SO I I DON'T KNOW THAT THE CONFIDENTIAL QUALITY OF SOME OF THAT INFORMATION SO I WOULD HAVE TO CHECK WITH LEGAL COUNSEL AND HUMAN RESOURCES ABOUT THAT FIRST DAY. NOW I'M NOT SURE ABOUT FOI IS OR IF YOU ABOUT FRAUDULENT CHARGES THAT ARE ON THE CARD A FRAUDULENT CHARGE ON THE CARD DOES NOT NECESSARILY MEAN IT WAS A VIOLATION OF OF THE PROCEDURE.

IT MAY HAVE MEANT THAT THERE WAS A CARD THAT WAS COMPROMISED IN SOME WAY FROM AN OUTSIDE THIRD PARTY. SO I'M NOT AWARE OF ANY OPERATIONAL EXPECTATION OR POLICY PROVIDING THAT VIOLATIONS BE BROUGHT FORWARD. BUT AGAIN, I HAVE TO JUST GET SOME LEGAL COUNSEL ON THAT ONE AND THAT MAY BE TRUE. BUT I JUST FEEL THAT IS THE BOARD'S ONE OF THE BROADEST POSSIBLE BOARD RESPONSIBILITIES IS FINANCES.

AND THERE'S BEEN A I FINANCIAL THERE'S BEEN FINANCES AND THIS I'VE AND THIS IS A PART OF OUR PRODUCERS MOVING IN WITH THE BOARD. WOULD THAT MEAN THE RIBAUT RESPONSIBILITY? I DON'T THINK THERE SHOULD BE A FULL OF WHAT WE NAMED IN LAWSUITS OR THERE'S ANY LEGAL THINGS THE BOARD SHOULD BE INVOLVED INVOLVED IN.

AT SOME POINT TIMES I DON'T SEE IF THE NAMES ARE OUT THERE. THERE ARE ISSUES GOING ON THAT THE COURT SHOULD BE AWARE OF. I MEAN THAT'S JUST SOMEBODY FROM ME I WOULD SAY JUST ANYTIME YOU WANT TO BUY THE NEEDED LEGAL THE LEGAL FEES YOU THE ATTORNEY I UNDERSTAND ABOUT ME AND I'M JUST AS WELL. YES. YOU'RE CUTTING A LITTLE IN AND OUT THERE. I CAN'T. COULDN'T HEAR YOU THERE AT THE END. WE HAVE HAD ONE INSTANCE WHERE THE SITUATION ROSE TO A CRIMINAL LEVEL AND THE BOARD WAS EMAILED IMMEDIATELY THE SAME DAY WHEN ACTION WAS TAKEN.

AND IN THAT WAS BACK A FEW YEARS AGO AND SO BEFORE BEFORE THE NEW BOARD HAS COME ON AND THERE WAS INDICATION RIGHT AWAY IN THE SAME DAY THAT THAT A SERIOUS CRIMINAL ALLEGED CRIMINAL VIOLATION HAD OCCURRED. SO WE DO INFORM THE BOARD IF IF ANY SERIOUS VIOLATIONS ARE MADE RIGHT AWAY FROM THE LOVE COMMITTEE MEMBERS.

DO YOU SEE AN OPPORTUNITY FOR THE ADDITION OF AN OPERATIONAL EXPECTATION IN REGARD TO JUSTICE SUMMARY PICARD ACTIVITIES THROUGHOUT THE YEAR ON AN ANNUAL BASIS TO BE ADDED TO OUR WORK CALENDAR? YOU KNOW, FOR EXAMPLE LEVEL 1 2 3 VIOLATIONS.

PERHAPS AN ACCOUNTING FOR THE SUPERINTENDENT USAGE OF THE CARD WHICH YOU KNOW IN THE PAST WE HAD ONE SCENARIO WHERE YOU KNOW WE WE LEARNED A BIT MORE OF OVERSIGHT MIGHT HAVE SERVED

[00:30:02]

REPORT THAT WE RECEIVE. >> GIVEN OUR KNOWLEDGE NOW OF ALL THE PROCEDURES INVOLVED AND THE SENSITIVITY OF PERSONNEL ACTIONS FOR LOW LEVEL FAILURE TO FILL IN THE LOG, THAT TYPE OF THING. I KNOW THAT ALL TIERS TO I'M VERY CONFIDENT THAT ALL TIER 3 VIOLATIONS LIKE THE ONE THAT HAPPENED WOULD COME FORWARD TO THE BOARD IN IMMEDIATELY.

I ALSO WOULD WANT TO SAY THAT ON AN ANNUAL BASIS WE HAVE SINCE I'VE SAID ON THE BOARD AND NOW THIS ONGOING ON TO MY SECOND YEAR THERE'S BEEN AN EMPHASIS AREA IN OUR ANNUAL AUDIT AND SO THAT IS AN ANNUAL LOOK AS WELL. SO I DON'T SEE A NEED FOR ANOTHER SPECIAL OPERATIONAL EFFECTIVENESS PART THAT WE NEED TO PUT INTO DOCUMENTATION.

I THINK WE HAVE HAVE IT COVERED IN THE PAST. QUESTIONS THAT WE'VE HAD FROM FOI REPORTS AND SO ON I BELIEVE WERE ANSWERED BY OUR AUDIT THAT WE DID LAST YEAR.

SO THAT HAS PUT THAT ALL TO BED AS FAR AS I'M CONCERNED AND I DON'T SEE A NEED FOR ANY FURTHER ACTION. THANK YOU, MADAM CHAIR. THANK YOU, RACHEL.

>> YOU KNOW, I'M KIND OF SPLIT BECAUSE LIKE SAID, I THINK THAT THERE IS A LOT OF MECHANISMS IN PLACE TO CHECK THINGS. I THINK THE MAIN THING THAT I WOULD BE CONCERNED ABOUT KNOWING WOULD BE THOSE TWO OR THREE INCIDENTS.

YOU KNOW, I MEAN PERSONAL USE OBVIOUSLY IT WOULD BE IMPORTANT AND THEN PURCHASING WEAPONS LISTED ON THERE. SO CERTAIN THINGS ON THERE OBVIOUSLY I THINK THE BOARD SHOULD BE AWARE OF. I DON'T KNOW. YOU KNOW, IF IT'S NECESSARY TO HAVE A FULL FULL FULL ON REPORT BUT MAYBE SOMETHING THAT'S A CHECK ON THOSE MORE EGREGIOUS OFFENSES JOHN DOWN JOHN. SORRY ABOUT THAT. I'M A LITTLE CONCERNED OR CONFUSED MAYBE ABOUT THE INCREASE IN CHANGE TO FALL BACK NOW.

IS THERE A. WELL, WE CAN'T TODAY BECAUSE WE CAN'T PUBLISH THOSE TWO BECAUSE IT'S A PERSONNEL ISSUE OTHER THAN THE NAME OF THE EMPLOYEE. WHAT INFORMATION COULD POSSIBLY BE CONSIDERED CONFIDENTIAL ON A REPORT OF KEY CARD VIOLATIONS? I SUPPOSE THAT QUESTION COMES TO ME. I I. THE DOCUMENT THAT IS OFTENTIMES THE B CONSEQUENCE IS A LETTER THAT IS PLACED IN THE PERSONNEL FILE OF THE EMPLOYEE.

SO THAT IS THE THE DETAILS OF THAT VIOLATION OR PROVIDED IN THAT DOCUMENT.

I WOULD JUST NEED TO GET LEGAL COUNSEL ON AND AND TALK WITH HUMAN RESOURCES ON HOW BEST TO PROVIDE THAT INFORMATION TO THE BOARD IF IT'S IN THE A PART OF THE PERSONNEL FILE OF AN EMPLOYEE SEVERAL I WOULD HAVE TO YIELD TO THEM AGAIN. I DON'T SEE HOW YOU MENTION OF RIBAUT AS IT IS. WELL AS LONG AS WE DON'T IDENTIFY THE EMPLOYEE COULD POSSIBLY BE CONSIDERED CONFIDENTIAL LATER. NO.

>> THANK YOU. SOME MAY HAVE SOME HAVE DEEMED OUR YOU KNOW, ANNUAL AUDIT A PIECE ON THAT LOOKS AT THE PROCUREMENT CARD IS A RELATIVELY SMALL SAMPLING AND YOU KNOW, SORT OF DISMISSED IT ON ON THAT MERIT. I WOULD BE INTERESTED IN KNOWING HAVING THE LEGAL OPINION ABOUT WHAT WE COULD OR COULD NOT REPORT IN AN ANNUAL REPORT. I THINK IT MIGHT BE OF INTEREST ANNUALLY JUST ANNUALLY AN OPERATIONAL EXPECTATION THAT MIGHT LOOK AT WHERE OUR EMPLOYEES DO WITH THEIR USAGE OF THERE. HE CAN'T. HOW MANY OF THEM TUMBLED INTO THE TIER 3 ZONE? I THINK IT'S ONE EXTRA MEASURE THAT COULD INSTILL CONFIDENCE IN THE PUBLIC ON THE USAGE OF OUR CARDS. IN ADDITION TO ALL THE OVERSIGHT WE HAVE IN PLACE ALREADY. AND YOU KNOW, MAYBE THAT OPERATIONAL EXPECTATION COULD INCLUDE SOME OTHER THINGS AS WELL.

[00:35:01]

SO IT'S PERHAPS A MATTER TO BE LOOKED AT IN THE FUTURE FINANCE MEETING IF THE COMMITTEE WOULD SEE FIT TO BRING A RECOMMENDATION TO THE BOARD ON THIS.

BUT I SEE NO HARM IN GETTING SOME COUNSEL LEGAL COUNSEL ON WHETHER OR NOT THAT WOULD BE APPROPRIATE. AND I ALONG WITH MR. DARLING I QUESTION.

OBVIOUSLY WE COULDN'T USE NAMES BUT JUST GENERAL NUMBERS PROBABLY WOULD BE OK BUT BETTER

SAFE THAN SORRY WOULD IMAGINE. TONYA? >> YEAH WE CAN CERTAINLY SPEAK

CARTILAGE. >> THANK YOU. >> ALL RIGHT.

I DON'T SEE ANYONE ELSE'S HANDS UP. WILLIAM, DO YOU HAVE ANY FURTHER QUESTIONS? NO, I'M GOOD. I'M GOOD.

ACTUALLY, YOUR DARLING I GOT A BASIS. THAT'S A QUESTION.

THANK YOU. >> OK. THANK YOU.

WELL, IF THERE'S NO MORE DISCUSSION OR MORE QUESTIONS WE WE CAN MOVE ON TO OUR NEXT TOPIC. THANK YOU SO MUCH. I THINK WE MAKE GREAT STRIDES

WITH THESE REVISIONS TO THE OPERA GOING ON IN TIME. >> YEAH.

>> THANK YOU, SHEILA. I APPRECIATE THAT. THANK YOU, JOHN.

JOANNE, CAN YOU GIVE MARLENE AND I MEAN IT'S SO WE CAN SWITCH SO I CAN TAKE OVER THE

MEETING. YOU'VE GOT YOUR OK. >> SHE HAS TO LOG OUT SO I CAN LOG IN, OK? NO PROBLEM. I'LL JUST PREVIEW FOR THOSE

[Updated Administrative Technology Operational Expectations]

WATCHING WHAT WE'RE ABOUT TO MOVE ON TO NEXT. >> WHY YOUR GETTING YOUR BEARINGS THERE? WE HAVE BEEN LOOKING AT AS A COMMITTEE ALL OF THE OPERATIONAL EXPECTATIONS PREVIOUSLY REFERRED TO AS PERFORMANCE EXPECTATIONS AND EVERYTHING THAT FALLS UNDER THE UMBRELLA OF OUR FINANCE DIVISION OF THE DISTRICT.

AND THERE ARE SEVERAL. >> THERE ARE A COUPLE OF NEW ONES IN THERE THAT WE'VE REVISED AND ADDED TO AND THERE MAY BE FUTURE ONES. RACHEL, I HAVE A QUESTION FOR YOU. YOU SERVE ON OUR STANDING POLICY COMMITTEE.

HERE'S A LITTLE BIT OF CONFUSION. I'M FINDING IN THE VERBIAGE SOMETIMES THEY'RE REFERRED TO AS OPERATIONAL EXPECTATION POLICIES AND SOMETIMES THEY'RE SIMPLY REFERRED TO AS OPERATIONAL EXPECTATIONS. SO HOW IS THAT LAID OUT IN OUR POLICY MANUAL? IS THE LANGUAGE CLEAR? I THINK POLICIES ARE ONE CATEGORY AND OPERATIONAL EXPECTATIONS ARE A SEPARATE CARE CATEGORY.

IS THAT THE CASE IN OUR POLICY MANUAL DRAFT THAT THE BOARD IS ABOUT TO HANDLE THIS WEEKEND? YES, MA'AM. THANK FOR THE QUESTION. THE O E IS THAT ARE LISTED IN THE POLICY MANUAL ARE SUPPOSED TO SO THE O E'S IN THE POLICY MANUAL HAVE THE EFFECT OF BOARD POLICY AND WHAT GUIDES THAT DECISION. THE ACTIONS OF THE DISTRICT IF

THAT MAKES SENSE. SO GO AHEAD FINISH. >> I'M SORRY I DON'T MEAN.

>> I'M NOT SURE WHERE IT SAYS OPERATION WHERE YOU ARE SEEING OPERATIONAL EXPECTATION.

POLICIES I KNOW THAT WE REFER TO THAT THE SECTION IN THE MANUAL AS O E'S AND THAT'S WHAT I BELIEVE IS IN FRONT OF US HERE IS A DRAFT O E THAT WOULD THEN BE PUT INTO THE BOARD HOUSE WHEN I SAW IT SOMEWHERE PERHAPS IT WAS IN AN E MAIL OR AN AGENDA OR SOME OTHER CONTEXT

. >> I JUST WANTED TO MAKE CERTAIN THAT OUR POLICY MANUAL REALLY SEPARATES THEM. THEY ARE DIFFERENT. AN EXPECTATION IS DIFFERENT THAN A POLICY. SO WHAT YOU'RE SAYING IS THE EXPECTATION IS HAVE THE FORCE

POLICY. SO I GET THAT PIECE OF IT. >> THIS IS THIS FOLLOWS I BELIEVE THIS THE ONE THAT'S ON THE SCREEN RIGHT NOW. FOLLOWS THE FORMATTING OF WHAT'S IN B THE PRESENT MANUAL . THAT'S THE DRAFT THAT WE HAVE.

IT JUST DOESN'T HAVE THE ACTUAL NUMBER. I DON'T HAVE ALL OTHER COMMITTEES AT THE RALLIES YET BY CHANCE NOT. NO, NOT YET.

OK, SO WITH ANY LUCK TONIGHT WE'LL HAVE A RECOMMENDATION FOR THE BOARD FOR THIS BUNDLE OF O E BEFORE IT'S ROBIN. ARE YOU UP AND RUNNING YET? YES.

OKAY, EXCELLENT. TIME YOU BACK TO YOU. >> ALL RIGHT.

[00:40:02]

WE HAVE MADE MARK JOHAN IS ON THE CALL THIS EVENING AND I HAVE HE AND I HAVE WORKED TOGETHER TO INCORPORATE SOME CHANGES BASED ON THE CONVERSATION IN OUR LAST FINANCE COMMITTEE. AND SO IN I HAVE TRACKED THE CHANGES THIS WORD DOCUMENTS SO THAT EVERYTHING IS IN IT LOOKS PINK AND ON THE SCREEN THIS EVENING BUT.

AND SO WE WANTED TO INCORPORATE IN NUMBER SEVEN. THERE WAS DISCUSSION ABOUT INCLUDING SPECIFICS REGARDING THE TYPES OF INAPPROPRIATE MATERIAL OR CONTENT OR FILTERING THAT MAY OCCUR. SO WE ADDED SOME LANGUAGE TO THAT THE MONITOR AUTHORIZED OR UNAUTHORIZED ACCESS OVER THE DISTRICT'S COMPUTER NETWORKS AND TRANSMISSION OF INAPPROPRIATE MATERIAL WITH INTERNET ELECTRONIC MAIL OR OTHER FORMS DIRECT LOT OF ELECTRONIC COMMUNICATIONS TO INCLUDE MALWARE ATTEMPTS AND CONTENT FILTERING.

>> SO WE WANTED TO GET SPECIFICS IN THEIR SPECIFIC AREAS THAT WE ARE ATTACKING TO PROTECT THE SCHOOL DISTRICTS NETWORK AND ITS ELECTRONIC OPERATIONS NUMBER 10.

IT WAS UNCLEAR WHAT SORT OF PHYSICAL SECURITY MEASURES THOSE WOULD BE BUT WE WANTED TO MAKE SURE THAT WE INCLUDED EQUIPMENT AND OUR BUILDINGS. SO THERE ARE SECURITY MEASURES IN BOTH OF THOSE AND AS WE BUILD THE SUPERINTENDENTS INTERPRETATIONS AND THE MONITORING INDICATORS WE WILL GO INTO DEPTH OF WHAT THOSE SECURITY MEASURES WILL ENTAIL.

AND THEN AS WE SCROLL DOWN, NUMBER ELEVEN WAS ADDED TO ENSURE I BELIEVE DOCTOR WAS NSC MENTIONED THIS TO A ENGAGEMENT WITH TECHNOLOGY PARTNERS BROADBAND EXPANSION AND THEN TO SHALL NOTS ARE HAVE BEEN INCLUDED ARE 3S NOT HAVE BEEN INCLUDED WISH THE SUPERINTEND SHALL NOT AUTHORIZE THE USE OF SYSTEMS THAT ARE NOT COMPLIANT AND THAT'S THE CHILD CHILD'S INTERNET PROTECTION ACT WHICH IS MENTIONED ABOVE AND I'M UP IN NUMBER EIGHT OF THE DOCUMENT WHERE IT'S SPELLED THERE OF NOT SIMPLE COMPLIANT THAT WOULD JEOPARDIZE THE DISTRICT'S E RATE PROGRAM. SO WE WANT TO MAXIMIZE OUR E RATE REVENUES IN THE TECHNOLOGY PROGRAM. ALSO WE WANT TO INCH MAKE SURE THAT WE ARE NOT ALLOWING STAFF MEMBERS ADMINISTRATIVE ACCESS RIGHTS ON COMPUTERS TO NON TECHNOLOGY STAFF.

SO TECHNICAL I'LL JUST STAFF MUST PROVIDE ACCESS RIGHTS AND STAFF MEMBERS ARE NOT PROVIDED ADMINISTRATIVE RIGHTS AND THEN UNLESS THEY'RE IN TECHNOLOGY AND NUMBER THREE IS UNTENABLE IT SHALL NOT ALLOW TECHNOLOGY EQUIPMENT TO BE SUBJECT TO IMPROPER USE OR INSUFFICIENT MAINTENANCE. SO WE WANTED TO MAKE SURE THAT THOSE ITEMS WERE INCLUDED AS PART OF THE ADMINISTRATIVE TECHNOLOGY. SO EVEN THOUGH WITH THAT I WILL BE HAPPY TO OPEN UP WITH QUESTIONS AND I SEE MARCUS HERE AND HE CAN HELP WITH THE I.T.

TYPE QUESTIONS THAT WHERE I'M A HE WILL BE THE EXPERT AND NOT ME.

>> OK. ,YOU FIRST. >> THANK YOU, MADAM CHAIR.

LARKIN AND TANYA. THANK YOU. WE HAD THIS BRIEFING BACK MUST'VE BEEN FOUR OR FIVE MONTHS AGO. I HAD CONCERNS QUESTIONS ABOUT HARDWARE AND SOFTWARE REINVEST MANAGEMENT AND THAT'S ADDRESSED IN PARAGRAPH 5 AND OPERATIONAL DIGITAL NETWORKS SECURITY AND THAT IS OUTLINED IN PARAGRAPH 7 .

SO ALL MY CONCERNS HAVE BEEN ANSWERED AND THANK YOU. THANK YOU, MADAM CHAIR.

RACHEL VAN, I WAS GOING TO ECHO AGAIN JUST SAY THAT I APPRECIATE YOU GUYS ADDING IN THOSE SUGGESTIONS THAT THE TECHNOLOGY PARTNERS. I THINK THAT'S GOING TO BE VERY KEY IN THE COMING YEARS. SO I REALLY APPRECIATE YOUR WORK ON THIS.

>> COMMITTEE MEMBERS BEFORE WE HAVE FURTHER DISCUSSION, DO EITHER OF YOU HAVE A MOTION ON

THIS PARTICULAR OH. >> YES, MA'AM. I'LL GO AHEAD AND MOVE THAT THE FINANCE COMMITTEE RECOMMENDS TO THE FULL BOARD THE I GUESS THE APPROVAL OF THE ADMINISTRATIVE

[00:45:06]

TECHNOLOGY O E CHECK THE MOTION DISCUSSION. >> MARK, DO YOU HAVE ANYTHING

YOU'D LIKE TO CONTRIBUTE ON TOP OF TONYA'S PRESENTATION? >> WE TRIED TO INCLUDE ALL OF YOUR COMMENTS IN IT AND SOME OF THEM ARE NOT AS IN DEPTH IN THIS LIKE TANYA WAS SAYING ONCE WE GO BACK TO MONITORING. OH GOD. EXCUSE ME.

THE MONITORING WE'LL BE ABLE TO SPECIFY COURTING FOR SOME OF THE METRICS.

>> AND I ALSO WANTED TO POINT OUT IN THE THE SECOND SUPER 10 EVEN TECHNOLOGY SERVICES STAFF WE HAVE A BASIC LOG IN LIKE ANY OTHER STAFF. BUT WHEN IT COMES IN ADMINISTRATIVE TASKS WE LOG IN UNDER A UNIQUE ANOTHER IDEA THAT HAS ELEVATED PRIVILEGES.

IT'S GREAT INTERNET AND SAFETY SECURITY THAT YOU DON'T LOG IN WITH AN ELEVATED ACCOUNT IN CASE YOU ARE ACCIDENTALLY HACKED. THEY AUTOMATICALLY GET THE KEYS TO THE KINGDOM, RIGHT? OKAY. RIGHT.

I'M I'M HEARING SOMEONE'S VOICE IN THE BACKGROUND. I DON'T.

NOW LIKE WHEN A MERE TIP YOU'RE ON THE PHONE. >> ANY FURTHER DISCUSSION?

>> I DON'T SEE ANY HANDS UP. >> ALL RIGHT. ALL IN FAVOR OF THE MOTION.

I I I MOTION TO SEND TO THE BOARD FOR RECOMMENDING. >> APPROVED UNANIMOUSLY.

ROBIN, BEFORE WE MOVE ON TO THE NEXT TOPIC, I HAVE ASKED THAT AND PERHAPS YOU'RE STILL ABLE TO DO IT. BRING UP EACH AND EVERY ONE OF THE FINANCE OPERATIONAL EXPECTATIONS THAT THIS COMMITTEE HAD PREVIOUSLY PREVIEWED AND BUNDLE THEM TOGETHER FOR TONIGHT SO THAT WE CAN BRING THE ENTIRE PACKAGE, IF YOU WILL, AS DISCUSSED IN PRIOR FINANCE MEETINGS TO THE FULL BOARD AT TWO STATES MEETING.

CURRENTLY CURRENTLY WE'VE ONLY APPROVED ONE OTHER ONE WHICH IS FOOD SERVICE AND I HAVE IT DOWN AND I AND THE THE P E SAID WE WORKED ON THE BUDGET THE BUDGET IN THE FINANCIAL ONES.

>> THOSE NEED TO COME BACK TO YOU IN AUGUST I THINK TANK HAS SOME RECOMMENDATIONS TO BE TO HAVE THEM PUT INTO O E SO RIGHT NOW THE ONLY ONE THAT I HAVE ON HERE THAT YOU HAVE APPROVED AS AN O WE MOVE FORWARD FOOD SERVICE AND I HAVE THAT AND I AND I CAN PULL THAT AND NOW YOU'VE JUST APPROVED THE TECHNOLOGY BECAUSE YOU ASKED THEM TO BRING THAT ONE BACK.

>> OK, THAT'S FINE. I GUESS MY CONCERN IS AND THE REASON WHY I'M TRYING TO MOVE THIS DOWN THE ROAD AND MAYBE RACHEL CAN SPEAK TO THIS, DO YOU SERVE ON OUR YEAR ON OUR

OUR POLICY COMMITTEE? AREN'T YOU DON'T YOU'RE NOT. >> I WASN'T SURE.

RACHEL, IF WE POSTPONE THIS TO ANOTHER BOARD MEETING INTO SEPTEMBER, HOW FAR BEHIND IS IT GOING TO PUT US WITH THESE ALWAYS AND YOU KNOW AND AND THE APPROVAL OF OUR POLICY MANUAL?

>> WHAT'S MY UNDERSTANDING THAT WE STILL REQUIRE THREE READINGS? I DON'T KNOW IF THEY WOULD IF WE CAME IN AFTER THEY'RE ALREADY BEEN ONE READING.

IF THEN WE'D HAVE TO GO BACK TO THE DRAWING BOARD. YEAH OR THAT OR MOLESTED THIS AT THE END OF THE MEETING TONIGHT WE'RE GONNA TALK ABOUT FUTURE AGENDA TOPICS WE CAN HOLD OFF ON DECIDING WHEN WE FINALIZE THIS THIS PACKAGE FOR THE BOARD AND DRILL IN SUCH A WELL YOU ARE GOING TO TALK ABOUT THE POLICY MANUAL ON SATURDAY.

>> YOU CAN SIT THERE BECAUSE THIS WOULD GO ONTO THE AGENDA ON TUESDAY'S BOARD MEETING.

SO ON SATURDAY WHEN YOU ALL ARE DISCUSSING THE POLICY MANUAL AS THE CHAIR TO TALK ABOUT WHAT'S COMING OUT OF THE FINANCE COMMITTEE AND THAT YOU HAVE THESE RECOMMENDATIONS COMING.

YEAH, THAT'S TRUE. TUESDAY NIGHT I CAN JUST KIND OF FEEL EVERYONE IN WITH THE PROCESS HAS BEEN WITH THE COMMITTEE OUT THAT WE WOULD PRESENT THE WHOLE PACKAGE ALL THE WAYS AS WE STAND AS WE WERE APPROVED AT TO THE BOARD INSTEAD OF ONE BY ONE JUST KIND OF DRIBBLING THE RIGHT TO THE BOARD. SO I THINK WE OUGHT TO STICK WITH THAT TAC AND. BUT CERTAINLY I CAN UPDATE THE BOARD THAT WE'RE WE ARE MAKING

[00:50:08]

OPPORTUNITY TO DISCUSS THOSE YET. >> SO I JUST WANTED TO MAKE SURE FOR EXAMPLE WE DIDN'T HAVE SHELL KNOTS IN THE PIECE BUT WE DO NOW.

SO AND I JUST WANT TO MAKE SURE THEY'RE ALIGNED WITH OTHER INFORMATION OR THE BOARD POLICIES AND THAT SORT OF THING. SO I DO HAVE SEVERAL DIVISIONS

IN EACH. EACH ONE OF THE THREE, OK. >> SO LET'S TACKLE THAT.

LET'S PLAN ON TACKLING THAT AT OUR NEXT MEETING IN SEPTEMBER. TOMMY, IF THAT'S AGREEABLE WITH

YOU AND AND RACHEL. >> YES, THAT'S GREAT. >> THANK YOU.

OK. JOHN, YOUR HAND IS UP. >> THANK YOU, MADAM CHAIR.

I THINK THERE'S AN EASY SOLUTION TO STOP. DO NOT WORRY ABOUT WHAT ALL THESE ACCUMULATION DOES TO THE POLICY MANUAL AND THAT SIMPLY THAT THERE IS TIME IN BETWEEN READINGS. IF THE POLICY MANGLED DRAFT SHOULD GET FIRST READING WITHOUT YOUR ALREADY SEEING IT YOU CAN PRESENT THE OLD EES FOR A FIRST READING PRIOR TO THE SECOND READING OF THE MANUAL AND THEN THEY'D BE IN THE SECOND GRADE READING AND EVERYBODY SHOULD BE CAUGHT UP SO DIG OUT. THERE'S NO REASON TO THINK THAT YOU'RE GOING TO HOLD UP THE POLISHING MANUAL FOR A SECOND THIRD READING JUST NOT HAPPEN IN THREE SUCCESSIVE MEETINGS NECESSARILY BECAUSE IT TAKES TIME TO PUBLISH THE CHANGES THAT ARE MADE BY THE READING. AND IT TAKES TIME FOR PEOPLE TO INTERNALIZE THEM AND UNDERSTAND THEM AND FORM AN OPINION ON SO THE THREE READINGS SESSION ON A THREE MEETING PROCESS NECESSARILY CAN BE QUITE LENGTHY. HOPEFULLY FRANK WILL TAKE SOME

[Cares Act Funding Plan]

TIME OKATIE REALLY WANT TO CLEAR THAT FUNDING PLAN. >> YES, GOOD EVENING.

>> THE CARES ACT FUNDING PLAN. WE HAVE SUMMARIZED INTO A ONE PAGE DOCUMENT AND I HAVE KEPT OUR TERRY BENNETT HERE WITH ME. TERRY WAS VERY INSTRUMENTAL IN MAKING SURE THE PLAN WAS COMPLETED AND TURNED AROUND IN A VERY SHORT TIME REQUIRED BY THE STATE.

AND SO WITH OUT ANY FURTHER COMMENT, MR. BENNETT, IF YOU WOULD PLEASE SHARE SOME INFORMATION ON CARE'S ACT FOR WITH PLEASURE. FIRST OF ALL, THANK YOU FOR THE PLEASURE OF SPEAKING THE OTHER NIGHT. STILL AFTERNOON.

SO THANK YOU RESPOND AS WELL. >> I'LL LET YOU KNOW THAT THE ALLOCATION FOR THE PAIRS OR SRK FUNDS FOR BEAUFORT COUNTY WAS ABOUT FOUR POINT NINE MILLION DOLLARS.

IT WAS BASED ON OUR TITLE 1 ALLOCATION BUT IT IS NOT MEANT FOR JUST ONE SENTENCE IS MEANT FOR EVERYBODY. WE HAVE SOME GUIDELINES WE HAVE TO SPEND 40 PERCENT IN CERTAIN AREAS AND OF COURSE WE HAD INDIRECT COSTS THAT HAD TO BE TAKEN PLACE.

>> INVOLVED IN THIS ALSO ARE EIGHT OF OUR 18 PRIVATE SCHOOLS.

THEY ARE ALL PRIVATE SCHOOLS WERE NOTIFIED AND AP DECIDED TO PARTICIPATE.

THAT'S CAUSING A LOT MORE WORK FOR US. BUT THAT'S OKAY.

THE ALL THIS MONEY IS BEING CONTROLLED BY US AND WE'RE ACTUALLY DOING THE PURCHASES AND THINGS. DENISE MATTSON IN MY OFFICE IS WORKING OVERTIME KEEPING UP WITH ALL THE PRIVATE SCHOOLS. SO MANY OF THEM HAVE ALREADY OPENED.

>> THE SPENDING PLAN HAD TO BE DONE AS TANYA SAID VERY QUICKLY.

>> SO I HAD TO LOOK AT NEEDS ASSESSMENTS AND INFORMATION FROM THE SUPERINTENDENT.

I MET WITH DR. STRADA. I MET TANYA. I MET WITH OTHERS TO FIND OUT WHAT OUR NEEDS WERE. AND SO I QUICKLY PUT A PLAN TOGETHER.

THE PLAN BASICALLY WAS A SPENDING PLAN. THERE WERE 12 BROAD AREAS WHERE

[00:55:04]

I CAN TELL YOU EVEN AS I WAS WRITING THAT OUR NEEDS CHANGED EVERY DAY.

I MEAN I WOULD TUNE INTO A MODEL EXPERIMENT THING AND FIND OUT THEY WERE SENDING MAPS FOR SOMETHING SO WE HAD TO CONSTANTLY MAKE CHANGES TO THEM.

SO THAT WAS REALLY IMPORTANT THAT WOULD MAKE IT SO THAT WE CAN GO FORWARD AND I CAN TELL YOU THAT SINCE WE'VE SUBMITTED IT CHANGES HAPPEN AS WELL. I CAN TELL YOU THAT I WAS VERY HAPPY TO SAY THAT I MET ONE FINAL TIME WITH THE LEADERSHIP TEAM ON WEDNESDAY.

I SUBMITTED THE APPLICATION ON A THURSDAY AND IT APPROVED FRIDAY MORNING.

SO IT WENT THROUGH VERY QUICKLY. THIS MONEY THERE IS A LOT OF FEDERAL MONEY CURRENTLY OUT AND THE NAME OUT THERE FOR EVERYBODY TO BE INVOLVED.

THE GOVERNOR GOT SOME SOME OF THE MONEY WAS SET ASIDE FOR A WHILE EXPERIMENT AND IT'S BEING USED FOR LOTS OF THINGS LIKE OUR LEAP DAYS OR OUR ACADEMIC RECOVERY CAMPS.

THIS MONEY IS SEPARATE FROM THAT. >> THERE COULD BE AND THERE PROBABLY WILL BE MORE MONEY COMING DOWN THE PIKE WHICH WILL HELP US WITH OUR IDENTIFIED NEEDS. AND AS TANYA SAID, SHE GAVE YOU THE SPENDING PLAN AND THE BREAKDOWN. ONCE AGAIN WE WERE TRYING TO DO THE BEST WE COULD WITH WHAT WE HAD FOUR POINT NINE MILLION SOUNDS LIKE A LOT OF MONEY. BUT WHEN YOU'RE TRYING TO ADDRESS A LOT OF OUR NEEDS, IT DOESN'T GO AS FAR AS YOU'D LIKE IT TO GO.

SO WITH THAT SAID, IF YOU HAVE ANY QUESTIONS OR ANYTHING I'LL BE MORE INCLINED TO ENTERTAIN

LONG TERM. >> THANK YOU. MR. BENNETT, CAN YOU EXPLAIN THE DESCRIPTION FOR NUMBER FOUR AND WHAT THE DIFFERENT ALLOCATIONS FOR EXACTLY.

>> SO NUMBER FOUR. IT'S BROADLY WRITTEN SAYS LIKE FOR AFTER SCHOOL, VIRTUAL SCHOOL, OTHER SERVICES FOR OUR MIGRANT HOMELESS POPULATION CATEGORY FOR FOR YOUR IDENTIFIED SPECIAL NEEDS POPULATION. SO WE WEREN'T SURE WHAT WE WERE GOING TO NEED AT THAT MOMENT. WE STILL PROBABLY AREN'T SURE WHAT WE NEED AT THIS TIME TO BRING OUR STUDENTS BACK. THE WHOLE IDEA OF SOME OF THIS MONEY IS CLOSE GAPS AND OF COURSE SOME OF THOSE POPULATIONS ESL MIGRANT HOMELESS HAVE THOSE GAPS ARE THERE AND THEY MAY BE GETTING WIDER EVERY DAY EVERY MOMENT WE SEE.

SO IT WOULD JUST BASICALLY PUT IN AS TO TO THOSE PEOPLE THAT WORK WITH THOSE GROUPS TO IDENTIFY ANY NEEDS AND WHICH IF SO WE COULD GET IT. WE COULD THEN PROVIDE SERVICES THAT ARE NEEDED. AND I SEE AN AMOUNT SALARIES AND BENEFITS AND I'M JUST WONDERING IF THAT MEANS THAT THERE WAS GOING TO BE AN ADDITIONAL ADDITIONAL OR MORE

STAFF MEMBERS HIRED IN THAT AREA TO COVER THAT AREA. >> WE'RE LOOKING A GOOD QUESTION PRIMARILY WE'RE LOOKING AT EXTRA SERVICES. SO YOUTUBE DURING LIKE FIVE.

OK. UNDERSTOOD. THANK YOU.

>> YOU'RE WELCOME. SO I HAVE A FEW QUESTIONS. I DON'T SEE ANYBODY ELSE'S HANDS UP HERE. TERRY, WOULD IT BE BENEFICIAL TO HAVE A NOTATION ON THIS THAT

THE FINDING IS GOOD THROUGH SEPTEMBER 30TH? >> TWENTY TWENTY TWO.

WELL NO IT IS. IT IS GOOD TO THEN. OUR GOAL WILL BE TO SPEND IT AS QUICKLY AS POSSIBLE. IF AT ALL POSSIBLE. ALSO BECAUSE THERE IS A CAVEAT.

IF WE SPEND 40 PERCENT IN CERTAIN AREAS WE DIDN'T QUALIFY FOR MORE MONEY.

I MY WHOLE BELIEF SYSTEM IS GET IN THE QUEUE AS FAST AS POSSIBLE SO WE GET THERE TO THE TOP OF THE LIST. AND SO WE GET THAT ADDITIONAL FUN.

SOMETIMES YOU CAN MAYBE THE ONLY PERSON IN THE QUEUE. SO YOU WANT TO GET THERE AS WELL. AND WHAT'S YOUR NAME? BUT YOU ALWAYS PASSING THE L M S SYSTEM. YOU'VE ALREADY HELPED US GET THAT 40 PERCENT BY THE WAY.

>> SO YOU WANT WE DEFINE IT ONCE WE CLAIM WHAT WE'RE SPENDING THESE VARIOUS CATEGORIES WE CAN'T SWITCH. CAMERON ONCE WE CLAIM THE MONEY NO WE CAN'T SWITCH BUT WE WE HAVE THE ABILITY TO GO BACK AT ANY TIME TO MAKE CHANGES IF NEED DO IT THE AMENDMENT

PROCESS. >> NOW I DO HAVE ONE QUESTION ABOUT NUMBER 7.

THE TRAINING FOR THE FOOD SERVICE STAFF DON'T THEIR OWN IN-HOUSE HUBS TRAIN THEM ON THE

PROPER FACILITATION OF FOOD HANDLING? >> YES, OUR I'LL TAKE THAT MENTORING. YES. IN FACT I WHEN I AFTER THE PLAN WAS WRITTEN I REACHED OUT TO OUR FOOD SERVICE STAFF TO IDENTIFY IF THEY WERE GOING TO

[01:00:08]

DR. RODRIGUES ACTUALLY IDENTIFIED SOME NEEDS FOR MENTAL HEALTH.

SO SOCIAL EMOTIONAL LEARNING AND WE HAVE EARMARKED THAT FOR POTENTIAL PURCHASE FOR IN ANOTHER CATEGORY. TERRY MENTIONED 12 CATEGORIES. THAT ISID NOT INITIALLY HAVE A FUNDING SOURCE PROVIDED IN THAT BUT IT IS ALLOWABLE.

SO WE ARE GOING TO SHIFT GEARS AND REALLOCATE THAT FUNDING AND WE'LL SEEK AN AMENDMENT WITH THE STATE TO GET THAT APPROVED. OKAY. AND SPEAK TO NUMBER 10 BRIEFLY

IF YOU WOULD, TERRY, WHERE YOU WANT TO TAKE THAT ONE. >> DIR INTELLECT POSITIVE POLICY THE GOVERNMENT ARE ALLOWABLE PERCENTAGE FOR US TO TAKE OFF THE TOP FOR IN-HOUSE THINGS. OUR CURRENT RATE HAS JUST CHANGED AND WE DON'T KNOW THE NEW RATE. I THINK THAT OUR OLD RATE WAS FIVE POINT SIX FIVE PERCENT WHEN YOU CAN REMIND ME WHAT THE NEW RATE IS THAT SHE REMEMBERS. AND OF COURSE WE HAD TO ALLOCATE MONEY TO THE PRIVATE SCHOOLS THOSE WHO WISH TO PARTICIPATE THE ALLOCATION CAME OUT TO JUST OVER TWO HUNDRED DOLLARS PER STUDENT. AND SO IT WAS BASED ON THEIR.

K THROUGH 12 ENROLLMENT FOR THOSE WHICH JUST PAY. >> SO I'D LIKE TO ADD TO THAT THE AMOUNT AND THE TWO HUNDRED AND SEVENTY SEVEN THOUSAND DOLLARS IS THE ACTUAL INDIRECT COST PORTION AND THE THREE HUNDRED AND FORTY NINE THOUSAND IS THE PRIVATE SCHOOL PORTION.

>> WITH REGARD TO THE INDIRECT COST PORTION THAT IS ACTUALLY A REVENUE SOURCE TO THE GENERAL FUND. SO IT WILL BE A TRANSFER OUT OF THIS FUNDING SOURCE INTO THE GENERAL FUNDS. SO IT'S A NEW SOURCE OF REVENUE FOR THE DISTRICT ON A ONE BASICALLY ON A ONE TIME BASIS. AND TERRY AND TANYA WITH THE BOARD RECEIVE AN UPDATED LIST.

I KNOW THAT THERE'S BEEN SOME CHANGES MADE TO THE ONE IN FRONT OF US AND WHEN WILL THE.

I MEAN IN OTHER WORDS YOU YOU DON'T NEED A RECOMMENDATION FROM US TONIGHT ON THIS BECAUSE CLEARLY THERE ARE SOME CHANGES TO IT THAT THE BOARD WILL BE INTRODUCED TO CORRECT AT THIS TIME I HAVEN'T I DON'T KNOW OF AN OPPORTUNITY TO COME BEFORE THE BOARD OR HAVE NOT BEEN

REQUESTED TO BRING THIS DOCUMENT. >> BUT AS AS WE TALKED, IT IS EVER CHANGING AS WE DEVELOP OUR NEEDS AND AS STUDENTS RETURN, I BELIEVE IT WILL CONTINUE TO CHANGE AS WE ASSESS STUDENTS. THERE MAY BE CATEGORIES THAT MAY MAY SHIFT SOME.

SO I'LL BE HAPPY TO RING THE PRESENTATION TO THE BOARD AND WE CAN UPDATE WITH THE CHANGES

SO FAR. >> YEAH, I SUPPOSE THAT'S A MATTER FOR THE BOARD OFFICERS TO SEE WHERE THAT MIGHT FIT IN TO AN UPCOMING AGENDA. BECAUSE I'M SURE THIS WOULD BE

OF INTEREST TO THE BOARD. RACHEL THANK YOU, MADAM CHAIR. >> YES, MY QUESTION IS FOR TONYA AND IT'S BASED ON THAT TWO SEVENTY SEVEN YOU SAID GOING INTO THE GENERAL FUND AS A NEW REVENUE SOURCE. IS THAT GOING TO SOMEHOW REQUIRE US TO GO BACK TO KIND OF CANCEL WHEN IT'S EXPENDED OR WHAT NOT? MY UNDERSTANDING IS THAT IF THERE'S A NEW LINE ITEM OR SOMETHING ADDED TO THE BUDGET THAT WE WOULD HAVE TO GO BACK

FOR MORE READINGS. I. >> SO THE THE ADDITION OF A REVENUE SOURCE WOULD NOT BE REQUIRED WOULD NOT REQUIRE A AN AMENDMENT OF THE GENERAL FUND BUDGET IF WE DID IDENTIFY USE OF THOSE FUNDS THAT WAS ABOVE AND BEYOND A SINGULAR USE OF THOSE FUNDS TO ADD TO THE BUDGET. THEN IT MAY REQUIRE THAT WE'RE GOING TO HAVE AN AMENDMENT LIKELY TO TO HAVE TO OCCUR AND GO FOR BOARD APPROVAL.

I WOULD SAY LATE IN THIS CALENDAR YEAR AFTER THE STATE RECONVENES AND WE BUILD THE BUDGET ONCE AGAIN. SO IF THERE IS A USE OF THOSE FUNDS OR ANY OTHERS FOR THAT MATTER IT COULD BE INCORPORATED INTO THAT MAIN AMENDED BUDGET THAT WILL COME MID-YEAR.

[01:05:05]

SO I'M MAYBE CORRECTING MYSELF THERE AS WE SPEND THE FUNDS. IT'S BASED ON A PERCENTAGE OF THE FUNDS YOU'VE EXPENDED. SO WE IF WE EXPAND IT OVER A TWO YEAR PERIOD OF TIME THEN THAT TO FISCAL YEARS IT COULD BE SPREAD OVER PROPORTIONATELY BASED ON THE SPENDING INTO EACH FISCAL YEAR. SO YOU MAY HAVE TO PAY CLAIMS. SO IT'S BASED ON THE CLAIM.

THE CLAIM IS IN WHAT YOU'VE SPENT AND THE INDIRECT COST IS A PERCENTAGE OF WHAT YOU SPEND . AND SO IT COULD COME IN OVER TWO FISCAL YEARS.

THANK YOU FOR THAT. AND ARE WE PLANNING THIS? THIS MAY BE A SLIGHTLY OFF TOPIC BUT I'M WONDERING IF THERE'S GOING TO BE ANY ANY TYPE OF THE DISCUSSION AT THE FULL BOARD LEVEL OR MAYBE AT THE COMMITTEE LEVEL ABOUT MORE SO DIVING INTO THE CARES ACT AND HOW THOSE DIFFERENT FUNDS ARE GOING INTO DIFFERENT PARTS BECAUSE YOU ALL KNOW A GREAT DEAL ABOUT IT BUT OBVIOUSLY THE WAY THAT IT'S GOING TO AFFECT OUR OUR BUDGET AND OUR FINANCING I THINK THE BOARD MEMBERS COULD BENEFIT FROM AN OVERVIEW OF THAT AS WELL.

WE'LL BE HAPPY TO BRING DISCUSSION BEFORE THE BOARD AND JUST KNOW THAT THIS THE NEEDS WITHIN THESE CATEGORIES MAY CHANGE AS AS WE BEGIN SCHOOL AND IT MAY CHANGE ON A REGULAR BASIS. SO WE'LL BE HAPPY TO KEEP THEM UPDATED ON ON WHERE THINGS HAVE BEEN ALLOCATED AND REALLOCATED. AND THEN THEY MAY BE SUBJECT TO STATE APPROVAL AS WELL.

>> I THINK THE CORRECT PROCESS HERE IS FOR OUR COMMITTEE TO REACH OUT TO THE BOARD OFFICERS TO SEE WHERE THEY MIGHT FIND OPEN SPOT ON ONE OF OUR BOARD MEETING AGENDAS FOR US TO GET THAT UPDATE. RACHEL, I THINK THAT'S PROBABLY THE BEST BEST APPROACH.

>> DID YOU HAVE MORE RACHEL FROM ANYBODY ELSE ON THIS TOPIC?

>> THANK YOU. TERRY AND TOM, YOUR PREVIOUS TELEVISION.

>> THANK YOU, TERRY. >> GREAT JOB. THANK YOU.

[Discussion on the establishment of a goal of a minimum 8% capital improvement borrowing capacity]

>> ALL RIGHT,, I'M I'M GOING TO HAND IT OVER TO YOU. THIS WAS YOUR PROPOSED AGENDA ITEM. I'M GOING TO HAND IT OVER TO YOU TO OPEN THINGS UP ON OUR NEXT TOPIC DISCUSSION ON THE ESTABLISHMENT OF GOAL OF A MINIMUM 8 PERCENT CAPITAL

IMPROVEMENT BORROWING CITY. >> THANK YOU, MADAM CHAIR. A LITTLE BACKGROUND WHEN I CAME ON THE BOARD WE HAD OUR FINAL BOARD BEFORE I CAME ON THE BOARD.

WE HAD OUR FINAL BOARD MEETING AND IT WAS DECIDED TO USE A PERCENT FUNDS TO BUILD THE EXTENSIONS TO RIVER RIDGE AND MAY RIVER HIGH SCHOOL. AND I STOOD IN OPEN FORUMS AGAINST THAT USE OF THOSE FUNDS FOR THAT. AND THEN AND OUR FIRST MEETING AFTER WE WERE ALL THE NEW PEOPLE WERE BROUGHT ONTO THE BOARD.

I SUPPORTED A MOTION TO USE A PERCENT FUNDS ONLY TO PAY FOR THE SITE TRAP THE PRE CONSTRUCTION COSTS THAT NEEDED TO BE SPENT TO ALLOW FOR RAPID GROWTH SHOULD THE REFERENDUM PASS NOW. AT THAT TIME I WAS AGAINST THAT BECAUSE OUR FUND OUR CAPACITY AT THE TIME WAS VERY LOW. AND SO TANYA, I'VE GOT A QUESTION FOR YOU.

A COUPLE OF QUESTIONS FOR YOU THAT YOU CAN HELP ME MAKE THE POINT DOWN THE LINE.

ABOUT A YEAR AGO WHEN WE WERE HAVING A DISCUSSION WE HAD A BORROWING CAPACITY OF ABOUT 30 MILLION DOLLARS AND WE WERE WE WERE GOING TO SPEND 10 MILLION DOLLARS ON THE TWO EXTENSIONS BRINGING US DOWN TO LESS SOMETHING LESS THAN 20 MILLION DOLLARS OF BORROWING CAPACITY GOING INTO HURRICANE SEASON. SO TONYA, THE FIRST QUESTION IS JUST ROUGHLY HOW MUCH A PERCENT BORROWING CAPACITY DID WE HAVE BEFORE WE BUILT MAY RIVER HIGH SCHOOL AND AND BUILT THE GYMNASIUM AND THE AUDITORIUM FOR THE WHALE BRANCH HIGH SCHOOL ABOUT HOW MUCH DID WE MR. CAR RIDE? I'M NOT PREPARED TO ANSWER THAT EVENING.

[01:10:03]

IT IS A STAFF RECOMMENDED AND FINANCIAL ADVISOR RECOMMEND FOR .

AND SO I BELIEVE THAT THOSE PROJECTS DID BRING IT DOWN VERY CLOSE OR MAYBE SLIGHTLY UNDER

THE 20 MILLION DOLLARS THRESHOLD. >> YOU CAN YOU CAN SEE THAT THERE ARE TIMES WHEN WE HAD OVER A HUNDRED MILLION DOLLARS IN A PERCENT BORROWING

CAPACITY. IS THAT NOT CORRECT? >> WE DID BEFORE WE BUILT MY RIVER HIGH SCHOOL. WE WERE OVER ONE HUNDRED MILLION DOLLARS.

OK. GOOD. YES, SIR.

NOW SECOND QUESTION I HAVE FOR YOU. I THINK IS A LITTLE EASIER TO ANSWER WHAT IS THE TIME IT WOULD TAKE FROM THE TIME YOU INITIATE AN 8 PERCENT ON TO THE ACTUAL RECEIPT OF A PERCENT $ HOW LONG DOES IT TAKE? I MIGHT ISSUE WITHIN WITHIN A MONTH OR SO IT IS SOLD ON A CERTAIN DATE AND THEN THE CLOSING OCCURS.

>> I WOULD SAY WITHIN ABOUT THREE TO FOUR WEEKS OUT THAT THAT'S WHAT THAT'S WHAT I

THOUGHT. >> NOW CAN YOU ALSO TELL ME OR VERIFY WHAT I HEARD ABOUT THE TOTAL VALUE OF THE PHYSICAL ASSETS DISTRICT? I'VE BEEN TOLD THAT IT IS IN EXCESS OF SEVEN HUNDRED AND FIFTY MILLION DOLLARS. DOES THAT SOUND ABOUT RIGHT? THAT'S ALL THE BUILDINGS AND EVERYTHING, NOT THE LAND. LAND DOESN'T GO ANYWHERE.

>> FANS ARE INSURANCE. HOW MUCH DO WE SAY THAT WE HAVE TO HAVE IN INSURANCE IF EVERYTHING WAS DESTROYED? SEVEN HUNDRED AND FIFTY THOUSAND SOUNDS ACCURATE BUT I

OF COURSE DON'T HAVE THE EXACT NUMBERS RIGHT WITH ME. >> THAT'S THAT'S WHAT ROBERT HAS MENTIONED. AND YOU KNOW, IN GENERAL TERMS SO SEVEN HUNDRED AND FIFTY MILLION DOLLARS WORTH OF ASSETS AND WE WE HAVE INSURANCE. WE CHURCH ON THAT.

NOW LET'S TALK A SCENARIO LET'S TALK A CATEGORY 3. GOD FORBID HURRICANE HIT DEAD ON BEAUFORT COUNTY AND WE GOT TO. IT COMES DURING THE SCHOOL YEAR AND WE'VE GOT TO SCRAMBLE AND FIND MOBILES. WE'VE GOT TO FIND QUICK CONSTRUCTION TO GET OUR KIDS BACK IN SCHOOLS. WE CAN USE OUR OPERATIONAL FUND BALANCE TO PAY IMMEDIATE BILLS. NICE AS YOU KNOW WHEN YOU HAVE A DISASTER LIKE THAT.

IT'S WHO'S GOT THE CASH FAST GETS THE WORK DONE FAST US AND WE NEED TO GET THE WORK DONE FAST AS TO GET OUR KIDS BACK IN SCHOOL SO WE CAN USE OPERATING FUND BALANCE TO WRITE A CHECK THE NEXT DAY WE CAN THEN ASK FOR A PERCENT FUNDS TO PAY FOR THE REST OF THE CONSTRUCTION AND MOST OF THE CONSTRUCTION AND PAY BACK OUR OPERATIONAL FUND BALANCE THEN WE CAN GET OUR RECEIPT OF OUR INSURANCE. NOW HOW LONG WOULD THAT TAKE FOR A MAJOR DISASTER? COULD BE MONTHS. COULD BE YEARS. WE COULD GET FEMA MONEY HUNTING ISLAND. JUST ABOUT A YEAR AGO I GOT THE FEMA FUNDS FOR HURRICANE MATTHEW. THAT'S HOW LONG FEMA FUNDS COME TO TAKE TO GET IN HERE JOB GIVEN ALL THAT INFORMATION. SOME OF IT IS SUBJECTIVE. IT WOULD SEEM TO ME THAT WE NEED TO HAVE A NOT MAYBE A POLICY OR A GOAL OF HOW MUCH 8 PERCENT BORROWING CAPACITY WE HAVE ON HAND AT ALL TIMES SO THAT WE IF WE GET THE TEMPTATION TO USE 8 PERCENT MONEY IN THE FUTURE TO FUND MAJOR CONSTRUCTION, IT MIGHT GIVE US MORE OF A PAUSE THAN WHAT WE HAD IN THE PAST. SO AND I'M JUST THROWING THIS OUT.

THIS IS ALL DISCUSSION I HAVEN'T GOT. I DON'T THINK IT'S SOMETHING WE NEED TO BRING A RECOMMENDATION TO THE BOARD BUT I'D LIKE TO BRING IT UP TO THE FINANCE COMMITTEE FOR CONSIDERATION AND DISCUSSION AND POSSIBLE FUTURE RECOMMENDATION.

BUT IT WOULD SEEM TO ME SOMETHING OF A GOAL OF 10 PERCENT OF OUR VALUE OF OUR PHYSICAL ASSETS OR INSURED PROPERTY WOULD BE A REASONABLE GOAL AND A REASONABLE GOAL OF

[01:15:02]

NOW THAT THAT'S JUST A FIRST BLUSH IDEA FOR DISCUSSION TO SEE WHAT THE COMMITTEE THINKS ABOUT IT. THANK YOU, MADAM CHAIR. RANKO, ANY THOUGHTS? THANK YOU, FOR BRINGING THIS UP AND FOR THE DISCUSSION. I THINK THAT WE SHOULD PROBABLY GATHER UP THOSE FIRM NUMBERS. I LIKE THE IDEA. I LOVE THE CONCEPT OF HAVING A FLOOR FOR THAT OR HAVING A MINIMUM AMOUNT A PERCENTAGE OF WHAT THE VALUE OF OUR ASSETS IS. SO IF WE CAN GET SOME A FIRM IDEA OF THOSE NUMBERS THEN THAT MIGHT HELP TO GUIDE IT A LITTLE BIT MORE AND HASH THINGS OUT OR THE DETAILS UP.

>> I BETTER LATE THAN NEVER. I WISH WE HAD THIS PAUSE BUTTON A FEW YEARS BACK.

BUT I I WOULD LIKE TO SEE THE COMMITTEE DEVELOP IT A LITTLE BIT FURTHER TO BRING TO THE

BOARD NO ONE ELSE ON THIS. >> IT'S AN INTERESTING IDEA. DAVE, DO YOU HAVE ANY FURTHER

COMMENT? >> NO, MADAM CHAIR. >> JUST PUTTING A LITTLE FISH FOOD IN THE WATER TO SEE IF ANYBODY BITES. I THINK IT WOULD HELP US UNDERSTAND THE PROPER USE OF A PERCENT FUNDS IN THE PROPER USE OF COURSE IS THAT THE KIND OF MAINTENANCE THAT HAS TO BE DONE EVERY YEAR ON THIS MUCH PROPERTY BUT ALSO THE REALIZATION THAT WE LIVE IN A AREA THAT IS HIGH RISK FOR CATASTROPHIC DAMAGE AND WE HAVE A BUSINESS THAT REQUIRES US TO SERVE OUR CUSTOMERS AS SOON AS POSSIBLE AFTER THIS CATASTROPHIC EVENT OCCURS. THEREFORE WE NEED TO BE ABLE TO HAVE THE LIQUID ASSETS TO BE ABLE TO COPE WITH THAT. AND I DON'T THINK THAT HAS BEEN A SUBJECT THAT HAS BEEN BROUGHT UP IN THE PAST TO BE LOOKED. BUT I THINK IT DESERVES SOME CONSIDERATION.

AND SO IF WE CAN GET SOME SOME BETTER NUMBERS AND IF CROSBY CAN GET WITH MR. ORTON AND KIND OF GIVE US A IDEA OF THE FIRM NUMBERS OF HOW LONG IT TAKES TO GET REFUNDS, HOW LONG IT TAKES TO GET FUNDS TO BE USED FROM INSURANCE, I DON'T I DON'T KNOW HOW FAST THE STATE INSURANCE POLICY WORKS. I WOULD TEND TO BELIEVE THAT IF WE GET HIT BAD SO WILL THE GRAND STRAND AND OTHERS AND WHO KNOWS THAT STATE INSURANCE POLICY COULD EVEN COVER A CATASTROPHIC COAST WIDE DAMAGE FROM A MAJOR HURRICANE. SO THOSE ARE THE THINGS THAT I JUST THINK WE SHOULD BE LOOKING OUT TO THE FUTURE AND DO THE WHAT IFS AND HAVE SOME CONTINGENCY PLANS AND MAKE SURE THAT WE DON'T PUSH OURSELVES INTO A CORNER WHEN WE SAY WELL WE'VE GOT KIDS WE'VE GOT TO PUT BACK INTO SCHOOL BUT WE CAN'T WE CAN'T WRITE THE CHECK BECAUSE WE DON'T HAVE THE MONEY. SO THAT'S I JUST SO APPRECIATE

IT IF WE BRING IT UP THAT LATER DATE WITH MORE FACTS. >> THANK YOU, TOM.

I DO HAVE INFORMATION ON THE REVENUES COMING FROM THE INSURANCE AND FEMA.

IT TOOK ABOUT TWO YEARS FROM THE TIME OF HURRICANE MATTHEW IN LATE 2016 TO RECEIVE A REIMBURSEMENT FROM OUR INSURANCE COMPANY AND JUST THIS LATEST FISCAL YEAR DEPLETED FISCAL YEAR WE RECEIVED THE FEMA REIMBURSEMENTS. SO WE RECEIVED ARMAS REIMBURSEMENT VERY QUICKLY BECAUSE IT WAS A VERY SMALL AMOUNT.

IT WAS UNDER A TWO HUNDRED THOUSAND DOLLAR THRESHOLD. IT WAS CONSIDERED A SMALL EVENT. THOSE THOSE REVENUES ABOUT SEVENTY FIVE THOUSAND DOLLARS.

BUT YOU'LL SEE IN THE FINANCIAL STATEMENTS AT THE END OF THIS YEAR AS WE REPORT THAT WE HAVE FEMA REIMBURSEMENTS FOR MATTHEW. SO THREE YEARS IS WHAT IT TAKES

FOR ONE LARGE EVENTS. JOHN, THANK YOU, MADAM CHAIR. >> I THINK IT'S AN ABSOLUTE

[01:20:02]

>> ALL RIGHT. MOVING ON TO OUR NEXT AGENDA ITEM FINALIZING OUR RECOMMEND

[Finalize Recommended PEs/OEs]

DID OPERATIONAL EXPECTATIONS NOW. >> WE DON'T HAVE THE FULL BUNDLE THIS EVENING BUT WE DO HAVE FOOD SERVICE IN YEAR WHICH HAS ALREADY BEEN RECOMMENDED TO THE FULL BOARD. ACTUALLY IT'S THE MEDIA DOWN TODAY.

>> WE HAVE NOT BROUGHT IT FORWARD YET TO THE FULL BOARD AS WE WERE PLANNING TO DO THAT WITH. WITH ALL OF THE OPERATIONAL EXPECTATIONS, TONYA.

>> IS THERE ANY REASON WHY THIS HAS ATTACHED AGAIN THIS EVENING? WERE THERE ANY FURTHER EDITS TO THIS? THERE ARE NO FURTHER EDITS AND I BELIEVE IT WAS JUST A DESIRE . WE BELIEVE THERE WAS A DESIRE TO BRING ALL OF THEM FORWARD THIS EVENING. BACK TO YOU.

WE ONLY HAVE ONE IN HERE, ROBIN, IS THAT CORRECT? JUST THE ONE WE HAVE.

>> AND NOW YOU HAVE THE TECHNOLOGY THAT YOU JUST APPROVED THIS EVENING SO YOU

[Future Topics]

HAVE TO OK, WE HAVE TO. >> ALL RIGHT. LET'S MOVE ON TO FUTURE TOPICS.

THIS LEADS RIGHT IN TO FUTURE TOPICS. WELL, I THINK WE THOUGHT A LOOK

[Determine the Meeting Date]

OK. AND AT OUR LAST MEETING THERE WERE NO APPARENT CONFLICTS FOR COMMITTEE MEMBERS. SO WE HAVE ALWAYS COMMITTED MEMBERS.

WHAT ELSE DO YOU HAVE THAT MIGHT FIT IN? THAT IS PERHAPS TIME SENSITIVE

FOR SEPTEMBER 10. I DON'T KNOW. >> I DON'T HAVE A NAME THAT'S TIME SENSITIVE. I WAS GOING TO MAKE THIS SUGGESTION OBVIOUSLY THAT WE

REVISIT THE 8 PERCENT CONVERSATION. >> YES.

MORE CLEAR NUMBERS CAPTURE. >> COME ON. >> BUT I'M SURE I HAVE NOTHING

THAT I CAN THINK OF RIGHT NOW. RIGHT. >> TANYA, WHAT DO YOU HAVE TO

PRESENT TO COMMITTEE IF ANYTHING? >> YES, I ON THE LAST MEETING WAS THE CUPBOARD SAVINGS AND EXPENDITURES AND WE HAVE BEEN WORKING ON THAT.

BUT I WANTED A LITTLE MORE TIME FOR THE FINAL ACCRUALS TO OCCUR FOR THE END OF THE FISCAL YEAR.

SO WE HOPE TO HAVE I PLAN TO HAVE AN UPDATE ON THAT. OK.

>> SO WE HAVE ROBIN. DID YOU GET THAT? WE HAVE THREE ITEMS FOR THE SEPTEMBER 10TH AGENDA. I HAVE 0 IS A PERCENT CONVERSATION AND COVERT SPENDING AND SAVINGS. YES. THANK YOU, JOHN.

SURE. YOU END UP WITH SOMETHING ADDITIONAL.

YOUR MUTED JOHN I'M SORRY I DIDN'T TAKE IT DOWN. >> NO PROBLEM.

NO PROBLEM. >> I GUESS THAT'S IT. >> THERE'S NOTHING ELSE FOR DISCUSSION THIS EVENING. THIS MEETING IS

* This transcript was compiled from uncorrected Closed Captioning.