They're they're mid mid change cycle. How many members are at the CCC? 20. So, just as a as a recap, that's members of all walks of the district. So, elementary, middle, high school, all different um subject areas. And so, this team that did an excellent job um and you could see how well they worked together. They could kind of finish each other's sentences and the work that they put into that really showed that the committee was really impressed with what they did. And then they had some problems of practice that they had us um working through. And it was time well spent, I think, on both sides. Thank you. Thank you. Thank you. Welling tonight. So that comes to the end. I move the journey. Thank you. Next meeting, Monday, May 12th, 7 o'. Thank you all. Thank you. Maybe we all had
Um but it is an estimate. So um that that large variance could be due to um the them being uh uh conservative on their approach in giving us a number. And this is still a an ongoing process subject to change as as you get the audit finalized correctly. Yes, the uh this number is uh for benefits anyway um is uh has all of the placeholders backed out and the actuals have been booked. Um so I I don't know how much this number is going to change for for benefits at least. Um but it is using the the new methodology that that we've developed to book actuals. All right. Seems like the city will be in a very favorable position again, huh? They don't have to risk Can I can I just ask you, Mike, to talk about the controls that we now have in place moving forward because a lot of like the purchase orders and things like that are are items that you know obviously you picked up on that were of concern and I just want Mike to speak a little bit about this.
So what happens is that the the district basically pays for the installation of the of this. The board does have to approve um it's board policy to approve the advertising space on a scoreboard. That's a that's actually specifically spelled out in the board policy. So what would happen is is as they're working with them they would come back then say here's the organizations the groups that want to to sponsor and they have various levels of sponsorship um for that then it would come back the board would just approve them or or not to then be on those boards. Yeah, we wouldn't bad news beer fans. Wouldn't be like Chico's bail bonds or anything up there. We'd make sure they are, you know, unless they're willing to pay 50,000 for the nice. So, we want to bring you up to speed on that that part of it just because we need to get moving kind of forward with that.
Palmetto calls a timeout with three minutes to go in the fourth. Spartans still have a twogoal lead. 8-6. Stay tuned. And we're back for the last three minutes of of action. Long Meadow will start off with the ball as he saw me called a timeout. So Long Meadow will have the ball. Goodri kicks the ball back over to Den. didn't switch his sides. They get the ball up. They'll get the ball over the restraining line and they'll try to make something happen. You need to just hold your defensive assignments. Try to deny any of those penetrating runs. Pick up any cutters. Goodri with the ball trying to She's going all the way around. No good look. Good defense by the Spartans to not let Goodrich even get a a shot off. Now it's Conway. Conway kicks the ball behind the net and the ball bounces loose and luckily for her she picks it up.
I'll be speaking about this tomorrow as well. Yes. Um very very important. um in addition to moving all the staff in and out of the various uh locations and and grant funds and general funds um we really had to put in uh controls to um I guess for lack of a better term make sure that this stuff doesn't happen. Um and when I'm looking at why these variances occurred in the first place um I think one which is first and foremost is bank reconciliations were not being done um not being done timely not being done at all. Um, so currently we have uh our audit partner, not RSM who is doing the audit, but the accounting firm that we partnered with, CLA, um, and they have um a young accountant that's been helping us uh actually do all the entries for uh our bank accounts.
You don't have to do anything specifically now. Um, but they would once the advertisements are are set then those would come back for for any approval. I guess just for your knowledge of as I know as things change but just the ability for whoever's in that chair as they carry over because as we do know and this is just the facts on my on our end like a lot of our providers the high school safe association uses Wilson as the official game ball for a lot of events and you know as we look at what's going on with our economy we're getting emails now that the price of that is going up when you look at a lot of where these products come from and where they're built and how we do it you know trying to be able to capitalize on this now instead of, you know, potentially kicking it down the road and seeing where we're at.
Good defense by Grace Rayold. Lamel starts to kick the ball all the way back over Anderson with the ball. She turns around, takes a shot. Ball bounces loose. Come on. Heard from a comment from somebody down below. probably thought it was a pass. I think they could have been right, but Oh, nice save. Oh, saved it initially and then it just bounced away. Unlucky. H unlucky bounce. And now that makes it a even closer game with 87 with just under two minutes to go as Long methan Sam Goodrich gets her third goal of the game. All right, let's go Spartans. Let's win this draw and hold the ball for the next two minutes. Addy Jordan on the draw. It's going to be a big This is a big moment in the game right here. [Music] Yeah, they've been doing a good job let letting them play on.
We have five uh five bank accounts that are very large. Not just the um general funds operating, but the general funds payroll as well as the grants account, our um school lunch account and our educational services. So, we are uh up to date and moving forward to continue uh having CLA do these reconciliations um until we can fully transition that over to a permanent staff member. So, I I think that's the first and a foremost thing. Um, another thing that Cara was just alluding to is um something I' I've mentioned before and it came from a comment that Teresa had on looking at purchase orders and um really going over them. We we started at quarterly, but printing out the purchase orders and giving anyone who is um I'll use the term a buyer um the um the task of going in and making sure that any of the purchase orders that are in are are still correct and valid and if they're not to have them closed.
And like I said, obviously if the need wasn't there, we wouldn't be bringing this. But, uh, even though I know who may be in the chair and coming along and just to be able to set the groundwork so whoever's next would be able to kind of pick that up and run with it, it's an opportunity. And that as you know, you talk about facility upgrades, being able to explore that in other areas, knowing that that's going to be help from, you know, various partnerships with our community rather than the the burden of the district itself is is just an opportunity I think worth exploring. But ultimately, it's up to what what's decided here. That's awesome. You said it would be installed this summer like would if Well, no, we would go out, we would work with our current booster club and just kind of get get a list together, allow that company to kind of go out and start having some of those conversations to kind of see where that lands and then kind of go from there.
Yeah, this reminds me of the Wallpool game. They let him play. Caddy Jordan Goodinch on the ball on a draw. Illegal. They'll do a redraw. Okay. A lot writing on this draw. Yeah, this is this is one that you want to get. [Music] Oh, what a grab. Grab by Conway. Conway quickly making head speed all the way down to the and she throws the ball out of the way. That's a throw out of bounds. You saw metal ball. Yep. And this is one where someone needs the Bo would tell you not to go retrieve that ball too quickly. Yes. Take your time. One time you want Yeah. You want to let that You want to let that run out, right? Get the ball up through Mckne. Mcknney has space. Get the ball over to the Get the ball over the restraining line. Good. Set everything up.
Um that was one of the items that that really hurt as you see with this 1.4 4 million where someone put a purchase order in and the purchase order was never closed. So, we didn't know that that money really uh I guess existed. Um another uh another item that uh we're working on is uh as I I showed you before the Sigma reconciliation. Um health care, both uh dental and health is a very large portion of our expense. Um and not having that reconciled in a timely manner on a weekly basis just it's not acceptable. and it leads to huge unfavorable uh variances. And and the last part is I guess kind of a mentality shift. So for a very long time uh what our staff members were doing is kind of they knew they had budgets but they waited until the very end of the year with the mentality of well I'm going to purchase it in June and I'll get it shipped to me over the summer and then I'll have it for next year.
If those conversations go well, it could be that would be the goal. Be awesome. Thank you. Anything else, Ted? Ted, Dan will step aside. D. No, he's going to step aside. Yeah, he's over. Um, I just wanted a quick update. Um, video board was one of them, but we are in our spring season. Uh, believe it or not, it was another windy day out at Rocket Hill. Uh, blown straight out for JV baseball, straight in for varsity softball. But, uh, a big thank you to Dan and his crew. I know we've got a new batting cage for the girls out there. despite the rain and the weather, uh, our fields are are in great shape and, uh, you know, our our participation numbers for the spring again are through the roof. We are continuing to grow and as much as I know the gentleman has as two young ones and he just left um I do know a lot of people have come to me girls flag football is emerging tennis swimming those are all things that seem to be brought up and I just I I would caution you that adding in the best interest of the kids is great but I do think there are some space issues that need to be solved at the high school before you know you just kind of put some in hopefully as as we go down that path We've got a lot of sports right now that as you talk to our coaches would I would say are underst staff currently of what we currently have taking care of that before we kind of broach I know when I started we inherited bass fishing lacrosse those were all awesome but we're running into some space challenges with lacrosse as we continue to grow so all for adding but much like you know you as a board you know figure out the facility upgrades and and where they're going to go that needs to be a thought as well Because as much as you go to the high school and you look around, there's a lot of green space and corn fields, but the available space that we have for use and on top of what dance crew has to to maintain a lot of that, we are we are kind of at capacity.
Good work by Mckne to get the ball. M Whitler. M Whitler over to Jordan. Yep. Jordan over. Lease over to Calibris. Back to Mac. There we go. That's it. Under a minute. [Music] M Whit, make them come to you. Make them come to you, Macka. You can run it around. Spartans have 50 seconds left. M Whitler only one. I'd start sending two girls at some point. She has doubled. Now it's a triple. Oh, there's a little push from behind. EO calls timeout with 35 seconds. Wow. LCAT Sports, ladies and gentlemen, we'll sell you the whole seat, but you'll only need the edge. Coming back for the last 35 seconds. [Music] And we are back 35 seconds. Long absolutely epic battle all night. [Music] Paul is chasing everybody all around. The question is going to be how much [Music] in go one on eight four great job by the Spartans medal [Applause] 87 tonight watching this come out for a second Thank you for teaching me about lacrosse and uh maybe I'll be back.
Kind of like this pre purchase. Um you know the rules of uh of accounting don't work like that though they say that you know I have to take the expense in uh in the period in which the good or service was was received. So a lot of times people would make pre purchases saying oh I'm going to pay for it in this year and this way I get it for free next fiscal year. Um but but the auditors say no no no to that and they make us account for it in the proper period. So there there is that uh understanding that's going out. Cara had several conversations with the staff members just to let them know if if you need something, put the purchase order in because come, you know, come May, we're going to pump the brakes on purchase orders so that there's no bleed over.
And I don't mean that negatively because I'm not trying to say no, don't add. It just needs to be a real conversation of what that looks like because as you add not only does that impact space but I know I know Pam Porto our transportation director we work great but the challenges of getting the bus not just for our middle school kids but for high school kids and it's not the buses we have but it's the amount of drivers that we have too that when you add that you're putting a lot of pressure on other people and I just want to make sure that anything we do is worth doing correctly. Um, same thing with our clubs and our activities. You know, when I started, you know, talking with with Griff and Kyle, you know, we've added job descriptions. Finally, you know, we're going to evaluate some of those and find out what's meaningful.
Um, and then we're going to go ahead again and go through all of the uh purchase orders. And then kind of the last item kind of overseeing everything is creating a closing schedule. Um, in uh every accounting team has to have a schedule. every month that they adhere to that. Make sure that you're doing all the proper entries. And then once all the entries are done, you create the financial statements. And then after you create the financial statements, you go and you do your reconciliations of not just your bank accounts, but all of your your balance sheets, making sure that everything ticks and ties. Um, so we're developing uh that closing calendar, which would be I I think it'll be the first one that uh has existed. So that'll kind of be like the overarching framework to make sure that all these reconciliations get done and all these little tasks that that weren't being done in the past are now getting done.
Because as much as we want to add opportunities for our kids, if we're lacking in one area to be able to offer those across the board, not just at our high school level, but all the way going down to the elementary to give those kids something to to build on and look forward to as they get up there. And um, I know that As I was coming through here, I've poured my heart and soul into this job and it's kind of bittersweet. You know, I look at all these kids and the gentleman that left, I've got a 18-month-old at home that, you know, she learns something new every day and I'm like, where did you learn that? But, you know, we're putting a lot of time in here to benefit kids and our families. I want to thank you as a board and everybody in this room for the opportunity.
Just a couple other things too. We talked about and we'll do this through policy at some point when we get to the financial series of putting in a couple of policies around purchase orders over a certain amount and having multiple signatures and so that the superintendent there were some purchase orders that were put in to that fiscal year previous year even when I was here that I was unaware of. So u large ones so it's important that there's multiple sign off on very large purchase orders. In addition to that, you know, the Oh, and one one last thing was um in our system when we create journal entries, um it's very important for anyone to be able to pull up that journal entry and look at any backup that was associated with it so that they can understand where that number came from and they can tie back to it.
I know it's been bittersweet, but uh like I've told everybody and administration, coaches, whoever, I'm a phone call away with anything I can do to help, but I hope nothing but the best as we go forward as I kind of look at my final month and a half here. But again, I'd be remissed if I didn't say thank you for all the support and moving that needle that we did despite all the challenges. And hopefully, you know, whoever takes over and as we go forward, that continues. But know that you'd have my support and help in anything I can do. But I just wanted to make sure you heard that from me prior to anything else. So, thank you. And thank you. Thank you. Yeah. We appreciate you. Thank you again, Ted. All right, we'll move on to new business. Uh any agenda items for the next board meeting um that you want to suggest?