001second all in favor okay uh dr spence would you like to recommend your superintendent's report yes i would i'm offering it at this time okay and we will be adding pages 60 yes that's correct um we we will be adding what's the last number in the page braden what's the last 61 60 61 62 and that is the resolution for Adrian Xavier Howard which we actually did earlier a resolution to appoint the Utica City School District assistant poll clerks election inspectors for the annual election vote in public budget vote for May 19 and speaking of that I need to correct myself in terms of the location of our budget hearing that will be actually in the boardroom on May 5th at 5 p.m. that's May 5th 5 p.m. in the boardroom here there'll be notices
002put out actually probably after this meeting and there'll be mailers and other things so everyone is welcome to come and ask us questions in addition to that there's a resolution to approve the agreed-upon procedures internal audit testing We're going to have Ms. Mowat just kind of give a brief explanation when the time comes about that and the resolution to approve the agreed upon procedures, internal audit testing corrective action plan. There is also a resolution to approve a termination. There's also resolution to approve paid administrative leaves. resolution to prove paid administrative leave I have been advised that page 22 and page 39 at the bottom will both be 22 at the bottom and page 39 will be removed for initial consideration so I never individual consideration can I have a motion to adopt the superintendent's report
003as outlined by me right there okay now I'd like to ask miss moat if you would just explain what is resolution to pre-approve of the agreed upon procedures internal audit testing give a little background and what that was and then talk about what the what the yeah So annually, we're required to have an internal risk assessment, and what that is by outside auditors, and what that is is they come in and they take a look at all our segregation of duties, all our internal controls, and they test certain things to see where the risk is. So some things are deemed low risk, medium risk, or high risk. They also do a number of interviews with administration to find out if they're following these internal controls, if the proper staff is doing it, and then they
004come back to the audit. finance committee and they on behalf of the board take a look at what are the areas that they feel that are risky that should be further tested. And it was decided about maybe nine months ago, after that internal risk assessment was done, that payroll should have a deep dive. And I think that was something that most of the board, I know Ms. Newp and Ms. Padula, had a sensitivity to. And that was because we were having some difficulties in the business offices as it related to payment of time cards. Under Dr. Spence's leadership, we were able to hire an additional employee, which has alleviated the majority of problems and timing of getting time cards inputted correctly under correct account codes and having people paid on time. We've been very, very
005excited about that. But as part of that process and as part of those agreed-upon procedures, they took a look at everything from do we keep proper records, W-4s? Are we making sure that... if someone's married and they filled out married on their W-4s, that they're really married in the system. Took a look at health insurance deductions, compared those to what the forms that were filled out by the employees. Took a look at payroll changes. The HR department makes a variety of payroll changes, just like tonight you were approving hiring new people. Someone has to go in and put the pay rates in and the timing of all that. I'm pretty excited to say as a team, the HR department, the benefits department, and the business office worked together and we felt that it was really
006great results that came out of this. The one thing they kind of did isolate, which we, after talking with Sarah, we definitely agreed on, was that the business office should take a second review once a payroll change is made. I can go in and take a look at a payroll change form so that any time someone's pay rate or frequency is being changed, that there is a second person checking to make sure that it's correct. So we've isolated an individual within our office to be doing that, and we're excited to get that implemented, and I think it really was a great recommendation from the firm. So we were very excited by the results of this. There were a number of samples that were taken. It took us a long time. It took us a deep
007dive for a lot of stuff, and I didn't know that... We could get it done in the time that was allotted, but we did. And I'm just proud of the whole business office, the AHR office, and benefits. Very good work. Thank you. And so did you tell us what, is that basically, you summarized what the corrective action plan was? Yeah, the only other, and it was an isolated event where we couldn't find a particular W-4 for an employee, and that just means that's a withholding. There's still an employee. It was from seven or eight years ago. There were several of them, actually, from seven or eight years ago. I don't think there was anything current. I don't recall. I don't think so. But it was a very small amount based on the population that they
008were testing. Does anyone else have any questions about that? Anybody else have any questions or comments about the superintendent's report that we've added? All right. All in favor for adopting the superintendent's report as reflected with the changes? Aye. Opposed? It's adopted. I need a motion to consider page 22 at the bottom. So moved. Second. Okay. All in favor? Aye. Any abstentions? Okay. I need a motion to consider the bottom of page or I'm sorry age 30 so second okay all in favor any abstentions okay the motion passes we are now through the superintendent's report up next reports the special committee part of the superintendent's report you will see that there were some special elections for the boces members of other boards of other districts that will be elected audit finance work on that budget budget
009hearing sorry we'll be at the budget hearing on May 5th 5 o'clock Here in our boardroom. I had to change the low, you know, I had to revert the location back to here Okay, anything from capital projects? Buildings and grounds health and safety. We actually have a meeting scheduled tomorrow Excellent a career CTE anything to report Okay, PEC committee we had a meeting last week Seems so long ago and they were discussing the eligibility changes or policy I think that's still being worked on hopefully we'll get something squared away policy committee anything to report yes we met earlier this month we have actually under new business we'll have four Two policies, two regulations to adopt as amended. Next policy committee meeting should have been the 5th, which is now the budget hearing, so we have
010to find a new date for that. I'll either try to coordinate on the way out to figure out a date or send an email tomorrow, but that probably needs to be next week or very early the following week, so we'll figure out a date for that to talk about student governance policy. outstanding I'll look forward to it code of conduct anything to report nothing to report haven't met we've met once this year looked at doing this quarterly but um we haven't had a meeting okay communications equity and outreach excellent I need a motion to approve the March 24 2026 special meeting and march 30 2026 special and regular meeting minutes okay any corrections deletions additions hearing none all in favor opposed continuing business new business yes new business i'm gonna just list them all together
011as one motion make a motion to adopt policy 1001 as amended policy 7531 as amended as well as regulations 1001.1 and 1001.2 as amended okay need a second any discussion all in favor opposed motion carries any communication to Neil Okay. Motion to go into executive session for the purpose of discussing the employment history of the particular person. Okay. Need a second? We're going in.