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January 29, 2016

1. Call to Order

Lee Sonnenberg called to order the meeting of the TSBVI Board Committee on Audit, Compliance, and Management Review at 8:00 a.m. on January 29, 2016 in Room 104 of the Main Administration Building 600, 1100 W. 45th Street, Austin, Texas. Committee member Mary Alexander was also present. Joseph Muniz was unable to attend the meeting. TSBVI staff members participating in the meeting were Bill Daugherty, Superintendent and Jaye Stepp, Internal Auditor.

2. Consideration of Approval of Minutes of the November 20, 2015 Meeting

Mary Alexander moved that the minutes of the November 20, 2015 meeting be approved and Mr. Sonnenberg seconded the motion. All Committee members were in favor of the motion.

3. Report from the Internal Auditor, Jaye Stepp

a. Progress on Open Audit Recommendations

Ms. Stepp distributed an internal audit tracking schedule and highlighted newer audit recommendations and percentage of completion of prior audit open recommendations.

Ms. Stepp discussed the potential move from the MIP system to CAPPS, including timelines and internal controls. The move to CAPPS will start with the HR module, impacting timekeeping and payroll procedures at TSBVI over the next year. Staff from HR and the Business Office attended a demonstration of the CAPPS Human Resources module at the Health and Human Services Commission and it looks very promising for providing additional embedded controls and real-time information to staff.

In light of the turnover of the CFO position here at TSBVI, some of the open audit recommendations in the Business Office that still need to be completed will be deferred until the new CFO has a chance to come in and evaluate current conditions and prioritize changes to be made moving forward.

Committee members discussed issues with substitute staff and how they are tracked. Mr. Sonnenberg recommended that Cindy Adcock in the Business Office conduct more audits or checks on pay and leave. Ms. Stepp responded that she will include this in her communications with the Business Office regarding the payroll recommendations and implementation.

Ms. Stepp briefly reviewed every open audit recommendation. She updated committee members on the current Health Center audit and said she is focusing on how the School keeps up with required student screenings. Procedures are in place but are hard to find and Ms. Stepp said she will recommend maintaining them in one location with other campus procedures.

Ms. Stepp also plans to recommend that the Center for School Resources staff keep all student records, other than Health Center specific records such as Doctor’s orders, Nurse notes, Medication Administration Records, etc., as scanned files held in one central location and accessible to Health Center staff as needed.

A discussion ensued about the security of student records in the Center for School Resources. Ms. Stepp said staff sign out records but do not always return them by 5:00 p.m. each day as procedure requires or possibly they return the files but don’t complete the form for signing the folder back in. She added that this should be checked CSR staff daily prior to closing to ensure all folders are returned.

Committee members discussed the upcoming LBB audit and past payroll issues in the Business Office. Ms. Stepp said it was unlikely the LBB auditors would focus on that specifically, but it is likely that they will be interested in the Business Office in general.

4. Adjournment

Mrs. Alexander moved to adjourn the meeting at 8:45 a.m. and Mr. Sonnenberg seconded the motion. All Board members were in favor of the motion.