Ashland School District No. 5, Jackson County, Oregon - The Board of Directors met in a work session October 27, 2008, at 7:00 p.m. in the District Board Room. Present were:
Keith Massie )
Heidi Parker ) Board Members
Amy Patton )
Juli Di Chiro, Superintendent
Jill Turner, Business Manager
Scott Parmalee, District Auditor
Jessie Bridgham, District Auditor
Traci Adams, Accountant
I. Call to Order
The meeting was called to order at 7:03 p.m. by Chair Marr.
II. Roll Check
A roll of the board was taken and all members were present.
III. Review the Audit
District Auditors, Scott Parmalee and Jessie Bridgham, reviewed the overall results of the audit which expressed an unqualified opinion on a modified cash basis. Ashland School District qualifies as a low-risk audit due to the fact that there are no significant findings. Mr. Parmalee reviewed the management letter. There were suggestions to improve accounting for lunch money and student body finds. The primary recommendation continues to be the way payroll is processed. The district needs to update and improve its payroll system and how it interacts with accounting, as the current system could allow for mistakes to be made. The all district accounting software needs to be updated, and it was strongly recommended that payroll be moved in house. Internal controls are working well. There was an issue with final lunch money collection which was misplaced last year, but the internal controls immediately caught that issue. The Board recommended that the audit report be placed on the November agenda for approval.
IV. Discuss Financial Reports
Jill Turner explained that it is impossible to complete up-to-date monthly financial reports for the regular board meetings without accruing overtime, but the Board could receive the report at the monthly work sessions. The Board recommended that the previous month’s financial report be given at the regular monthly sessions.
Jill Turner reviewed the format of the financial reports given last year and the format recommended for this year. Last year’s version includes both the monthly and year-to-date expenditures. This year’s version is simpler and includes the adopted budget and year-to-date expenditures. The Board would like to continue to receive last year’s version and work towards showing year-to-date percentages. They further requested a comparison of all funds on a quarterly basis.
Jill Turner reported on the need for new financial software. She explained that Infinite Visions is being reviewed; it is being used by many school districts in Oregon. Infinite Visions will be presenting to district office staff in November. Jill Turner will be making a recommendation based on research, transition needs, and cost.
There being no further business, the meeting adjourned at 8:05 p.m.
Respectfully submitted by