And that, like I said, is a large portion of this project, but it would involve removing old cabling. Like, we don't want to leave any old stuff up in those ceilings, right? You remove the old, replace with the new when when it comes to the cabling piece of it. >> Okay. >> Scott, do you want >> Yeah, and I just want to add that we can get both systems up at the same time. So, we won't have any downtime. >> Right. >> Anything else? >> How long How long are these systems expected to last? >> Well, this new system Well, I 20 I hate, you know, 20 years is a long time for for our current ones to last. Um you know, with this new system, the IP part of it is is what doesn't last forever, right? So, obviously, we're looking at 10 years minimum with this system.
Again, and there's software pieces though that are part of these new systems, so that sometimes plays a part in it. But yeah, the cabling again is is good for a long time. The endpoints is what then you have to start looking at, right? So we always look at 7 to 10 years for any new implementation and we can as a minimum and then just go from there. We just have to see. >> Does the company have any kind of um I don't want to say deal. I feel like that's a bad word. It's getting late. Um just when it comes to replacements, do they have warranties on it or things like that just in case it cuz 7 to 5 to 7 years is very long, so >> Yeah, if I were looking at 5-year warranty up front for for anything to start with. Um but we are looking at different pieces of this, right?
Cuz Scott's we're lucky to have Scott and his team. So they can do a lot of the work afterward that's needed. So we did look closely at that cuz that does change the cost. The software piece of it obviously there's a licensing piece there with that, but we can do a lot of that work in-house once the system's installed. So we can take care of that, handle that piece of it. >> Okay, thank you. So that was my question. Is is the company providing the cabling, the hardware, and are we doing the work or are they doing the work? >> So it'd be a a turnkey project. So when they walk away, they will have installed everything, help us configure transfer of knowledge so that we know the new system and can maintain it. >> Okay. All right, thank you. >> Sure. >> Anything else?
>> Yeah, I I just want to um to again say that I mean I had a lot of questions on this on this and um and I I want to say a healthy skepticism on any dollars that are spent outside the classroom, right? We want to maximize the dollars that are going to the classroom in Goochland Public Schools does a great job at that and I just want to thank you and your team for for one making our dollars spent in the past on the past system run as long as it has and for all the work and and researching and and a thoughtful implementation of this system and um and thank you. Thank you. >> All right, if there's nothing else I'll call for the vote. Uh all those in favor of approving the paging and notification system upgrade Logicalis, say I. >> I.
>> Any opposed? Thank you, that passes. Moving on to 9.07 fiscal year 2025 single audit reporting package. Is there a motion for Is there a motion to approve the fiscal year 2025 single audit reporting package? >> So moved. >> Thank you, Ms. Humphreys. Is there a second? >> Second. >> Thank you. Dr. Roberson. Uh Dr. McCord. >> Thank you, Mr. President and Governing Board members. Uh we will bring up Jackie Matnen. Is that correct at this time? As well as Bonnie Betts. And I think are you guys going to tag team both 9.07 and 9.8 .08 but obviously you have separate roll call votes on both. >> Right. The the presentation will cover >> both the single audit as well as the uh compliance questionnaire. Um but the vote will be separate for each of those agenda items. And also just one reminder we're not asking for approval of these two items but just a roll call vote for accepting them.
So just to help you out there, um, President Thompson. >> Then let's let's redo this so it we can consolidate. Um >> No, we have to vote on this. >> I I understand. >> Okay. >> But we can make a motion for both of them and then separately vote for each one individually. >> Uh, no, I don't I don't think we can. I don't think that's parliamentary procedure. We're going to we'll make a motion, vote on the motion, and then make another motion and vote on that motion. To my understanding. >> Okay. Okay, let's Okay, then let's um is there a motion to accept the fiscal year 2025 single audit reporting package? >> I think I beat the previous motion, so I will say so moved. >> Thank you very much. Is there a second? >> Second. >> Thank you again. All right. Ms. Madigan and Ms.
Betts. >> Good evening. Uh, we are going to present the FY2025 single audit report and the USFR uh compliance questionnaire, that's uniform system of financial records. So today's report will include the FY2025 single audit report required for districts that spend a million dollars or more in federal funds and the USFR um compliance questionnaire, which is kind of our playbook, the nitty-gritty of our daily work. Um, and then we'll talk about best practices. I'll turn the single audit report over to Ms. Betts. >> So we're going to go right to the second bullet there. Um, so this single audit did result in an audit finding. As soon as we were notified by the auditors of this audit finding, we did convene a special meeting of the audit committee to make sure that there was a large understanding of what happened. You can see up there um it was related to the timeliness of reconciliation with the uh county treasurer.
So, a couple of details here. Uh we did have a a key uh person turnover over the summer. And um when the new person um took over, she did notice fairly quickly that the the beginning balances had not been updated at the county treasurer's office. And if you remember, we had to go ahead and have you approve a revised AFR. So, I wanted to make sure that it was clear to all of you that we actually did find it and make corrections to the to all of the data um at the county treasurer. It's just that we weren't timely because we're required to do it um monthly. The other thing uh that I think is important here is that when we have an audit, it's important that the audit discover any fraud, any issue um that we should all be aware of, and also to kind of test our internal controls.
So, throughout this process um we did find that we needed to add some additional internal controls to avoid uh this ever happening again. And so, we're pretty confident that with the internal control changes, which uh Ms. Mattingly will go through here shortly, uh that this uh particular audit finding will never um surface again. So, I just wanted to share those details with all of you. >> Just to piggyback a little bit, um the this the step that wasn't completed was the cash reconciliation at the county level in um going from one fund to another. Um our general ledger was reconciled with our bank statements, so there was there was monthly reconciliation happening. It was that final step that was not. >> Thank you for clarifying. >> So, our corrective action uh we created a a checklist in FY2019 um that encompassed all of the different steps with the different bank accounts um involved in the monthly reconciliation.
We have updated that and I'll show show that to you in just a moment. Um so, now it includes those final detailed steps of the cash reconciliation at the county. Um so, every month I will review it and talk with staff and go through the the reports um and then also um log in and see that the that the transactions have already have have actually occurred monthly. Uh prior year balances will be rolled to the current year by November 15th. That was also part of part of the issue. And this has already been implemented. And here is the checklist. Uh the highlighted rows have been added. Um we've also added some detail to the other lines, but those four were the pieces that we have added for this new process. Part of the internal control.
Any questions before we move on to the USFR compliance questionnaire? >> Do appreciate the transparency and um the attention to detail that we found this mistake and we we've cleaned it up and we've going forward we won't have that problem. So, thank you. >> Of course. So, the FY2025 USFR CQ includes 170 yes or no questions. Those are the only two options from the drop down for the auditors. It's either yes or no. We had 10 no answers of non-compliance this year up from nine last year. The five in budgeting, accounting, and financial reporting were due to the audit finding. Uh property control and student attendance are very common. We will most likely um those will probably surface on every USF RCU unfortunately. And then transportation support I'm going to leave turn this over to Miss Betts, but I also wanted to give a shout out to my team because we had areas of 100% compliance including information technology and procurement and expenditures.
Procurement and information technology take up a large chunk of that 170 questions. So kudos to those to those folks. Miss Betts. >> And then the details regarding transportation support and and Jackie will go through some examples of how we're going to address those in best practices. But the transportation support again having turnover and knowing that the vehicle inventory report and the routing report happens once a year. Have a new person doing it. The follow through basically I can lay that out on my shoulders was not complete and however we did know it before the auditors found it again. We were in the process of trying to correct it and they said no no no don't correct it we still have all of your all of your paperwork. That we're still going through. We don't want to have to have you submit corrected items. And so we told them that's fine as soon as you're done with the audit we will immediately do a 15 9 15 request to correct that data so that our data is correct well into the future.
So and I'll I'll go ahead and spoil it a little bit for Jackie but one of the things that we found is that as we are having key positions turn over it's imperative that we not necessarily rely on the prior person who's leaving to make sure that they're training the new person that there has to be an extra step from us as leaders to come in and make sure that the training is complete and all these individuals have the information they need to be successful. So, that that should negate any of these problems well into the future. And with that, I'll give it back to Ms. Batman. >> Okay. Thank you. So, some of our internal control best practices, as Ms. Betts mentioned, ensure staff is trained when turnover occurs. And I have here budget manager as a key role and Amber Morgan was here earlier.
She was remarkable in in bringing us current with our reconciliation. But not just that she wasn't necessarily trained properly by the outgoing budget manager, but now we're documenting processes. We have cross-training. You know, we all know a little bit of the process. So, so push comes to shove, we can recreate it. And then transportation, Ms. Betts talked about that a little bit. And then I will be reviewing the report for transportation just to as a as another set of eyes from a financial perview versus a transportation. And then trust and verify, we've also implemented some some steps. Uh you know, for example, when the budget is uploaded, we actually save the do a print screen and save that into the file. Things like that that that weren't necessarily being done because we trusted only. And then also ongoing training across all areas, internal training between one another, conversations about best practices and compliance.
We have opportunities for professional development with ASBO and also Heinfield Meech puts on some workshops and those are very valuable as well. That's our audit firm. >> Anything to add there? >> I do want to add one other thing. The other thing I wanted to make sure that it was clear, the route report and the vehicle inventory does play a role in our budget because that determines our transportation support level, which is a budgeted item, as well as our transportation revenue control limit, which is why it's appropriate for the director of finance to be reviewing the report before it's submitted to the Department of Ed. Just wanted to make sure that was clear for all of you. >> And again, there are action items. We need a roll call acceptance of the reports um separately, so that's why we're here.
Any questions? >> I just had one question. I know there was something about um marking attendance. Um I think that was a a no on it, and it was a no last year. I know that's hard because it's more campus issue. What steps do we take to try to make that um resolved? >> Uh Joanna Catanzaro is our um student attendance supervisor, and she or student um student attendance supervisor. Um and she does train her staff, all of the attendance clerks and the registrars at the schools, ongoing. Um new staff, she holds special training for. That said, there are nuances with reporting student attendance that can be very um tricky. Uh we are we've not lost any funding because of these types of findings because they they oftentimes will offset. One is overstated by a half a day, and then understated by half a day.
So they're they're typically even, uh but there are ongoing trainings, and it's it's a it's a complicated um process, for sure. She does a great job. >> Thank you. >> You're welcome. >> Anything else from the board? All right, then we'll call for a vote for 9.07. Ms. Wilson. >> Ms. Catanzaro. >> Uh yes. I Sorry. I >> Mr. Chapman said >> I. >> Mr. Jesse Brainard. >> I. >> Dr. Blake Robison. >> I. >> Ms. Shayna Murray. >> I. >> Mr. President, all board members have accepted. >> Thank you, Ms. Wilson. Uh 9.08, is there a motion to accept fiscal year 2025 uniform system of financial records compliance questionnaire as presented? >> So moved. >> Thank you, Dr. Robison. Is there a second? >> Second. >> Thank you, Mr. Brainard.
Uh is there any discussion on this? Okay. Uh then we'll call for the vote, Ms. Wilson. >> Ms. Jill Humphreys. >> I. >> Mr. Chad Thompson. >> I. >> Mr. Jesse Brainard. >> I. >> Dr. Blake Robison. >> I. >> Ms. Shayna Murray. >> I. >> Mr. President, all board members have accepted. >> Thank you very much. 9.09, policy development. Uh is there a motion to approve uh the first read of policy 2-101, duties of the superintendent? >> So moved. >> Thank you, Mr. Brainard. Is there a second? >> Second. >> Thank you, Ms. Murray. Dr. McCord. >> Thank you, Mr. President, governing board members. Um policy 2-101, duties of the superintendent. Uh there are several uh additions of the word governing before board, uh but the major addition to this is the last line where it says the superintendent contract shall be posted on the district's official website after approval from the governing board within 30 days of approval.
That is an addition. Um there are uh there is something possibly going through the legislature that uh would ensure something like that, but and just for history's sake, for example, when I started in 2017, my contract has been posted on our website since then, but this will just ensure and put it in writing for ever and ever. All right, thank you. So, I want to um say I think this is great that we are putting this this into policy before it's mandated by the state. I think it just underscores our dedication as a district to be transparent and I want to thank Mr. Brainard for suggesting this and for and for championing this measure. So, thank you. So, thank you. So, thank you very much, Mr. Brainard. >> I I I just think that, like you said, I think our public schools does a really good job about being transparent and open.
You know, this is the current practice that we've had and if we can just, you know, make that practice continue on, I think it's a good idea and more sunshine's always a good thing. >> No heat though. >> Perfect. Any other discussion or comments but from the board? All right, I'll call for a vote. All those in favor of approving the first read of policy 2-101, duties of the superintendent, say I. >> I.