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Audit Committee Meeting

AGENDA

Tuesday, July 30, 2013

5:00 PM

DeLayo-Martin Community Room, Alice and Bruce King Educational Complex, 6400 Uptown Blvd. NE

Albuquerque, New Mexico

ALBUQUERQUE PUBLIC SCHOOLS

AUDIT COMMITTEE MEETING

July 30, 2013

MEETING SUMMARY

COMMITTEE MEMBERS PRESENT: Dr. David Peercy, Steven Michael Quezada, Michael Reeves, Lorenzo Garcia, Dr. Don Duran, Susan Wrons, Winston Brooks (ex-officio member), Don Moya, (ex-officio member),  Kathy Korte-Chairperson

ABSENT: Martin Esquivel, Dr. Analee Maestas

Participants: Peg Koshmider, Joyce Ramirez, Rachel Cortez, Brenda Yager, Eddie Soto, Andi Trybus. Lt. Karl Overmyer, Raquel Reedy

1. I. Call to Order

The meeting was called to order at 5:02 p.m.

1. II. Adoption of  July 30, 2013 Audit Committee Agenda and Approval of the April 30, 2013, Audit Committee Minutes (Discussion/Action)

Chairperson Kathy Korte asked for approval of the July 30, 2013, Audit Committee agenda and approval of the April 30, 2013, Audit Committee minutes. Lorenzo Garcia motioned and Steven Michael Quezada seconded the motion. All voted in the affirmative to approve the motion.  A roll call vote was requested for attendance. Winston Brooks, Don Moya, Lorenzo Garcia, Steven Michael Quezada, Dr. David Peercy, Dr. Don Duran, Michael Reeves, Susan Wrons and Kathy Korte were present.

1. III. Special Issues
2. A. Ethical Advocate Statistics (Discussion)

Peg Koshmider announced that this was Rachel Cortez’ last meeting. Rachel has transferred to Volcano Vista High School, and Sonia Montoya is out on medical leave for the next two months. Ms. Koshmider said we had 116 contacts for the year and closed out 111.  There were five still outstanding at the beginning of 2013-2014. Dr. Peercy  indicated that the figures were incorrect. Ms. Koshmider has added a column for carryover from the previous year so it will be more easily understood in the future.

1. B. Stolen Report (Discussion)

Joyce Ramirez explained that the stolen report is required yearly by the State Auditor’s office. Using information obtained from the APS Police morning reports, a spreadsheet is created.  All items listed by APS Police as stolen are listed on the report. Dr. Peercy requested a graph also be created by location/district. Dr. Don Duran commented on the number of IPads taken from Hayes Middle School. APS Police Lt. Karl Overmyer was available for questions regarding the stolen report, school monitoring and what APS Police Department is doing to try and capture the perpetrators.  Lt. Overmyer also spoke about what happens when the burglar is caught. Dr. Peercy asked about tracking software in the computers. Don Moya said he would find out about this. Dr. Duran and Mr. Brooks commented on the vulnerability of school portables. Mr. Garcia commented about the baseball equipment and bleachers that were stolen. Lt.Overmyer said that the bleachers were not disassembled, but that they are cut along the base and probably sold for scrap. Mr. Garcia said more preventive measures such as more cameras should be considered. Mr. Brooks commented that more cameras are being installed. Lt. Overmyer stated that 98 schools have cameras and 24 more schools will be added this year. There are a total of 2,500 cameras. Lt. Overmyer explained that every school is linked to dispatch and when there is an alarm, dispatch can bring up the school cameras and begin tracking the halls of the school. Lt. Overmyer also mentioned that another advantage of these cameras is that dispatch can monitor the schools during events, storms, etc. and can locate property damage much quicker. Mr. Quezada asked if all the IPads had the tracking software. Lt. Overmyer answered yes, but it will only begin the tracking if the device is turned on. Ms. Korte asked if the solved thefts are inside jobs or from someone coming in from the outside. Lt. Overmyer explained that he has found that it is not unusual for an employee to report something stolen that may have actually been damaged instead. He also stated that it is usually a relative or friend of an employee who may have walked through the school prior to the thefts. There are also homeless people who will walk through the school and then items are found to be missing. Mr. Brooks stated that APD and the mayor want APS to let them have access to our cameras but we have reservations about this due to student privacy issues.

1. IV. Adjourn to Executive Session pursuant to the Open Meetings Act NMSA 1978

(§10-15-1(H) (2)) for the purpose of discussing limited personnel matters in

connection with Internal Audit (Discussion/Action)

Michael Reeves motioned to move to executive session. Mr. Quezada seconded the motion.

A roll call vote was requested. Winston Brooks, Don Moya, Lorenzo Garcia, Steven Michael Quezada, Dr. David Peercy, Dr. Don Duran, Michael Reeves, Susan Wrons and Kathy Korte voted to move into executive session. Dr. Analee Maestas, and Martin Esquivel were not present.

The committee adjourned to Executive Session pursuant to (§ 10-15-1 (H) (2)) for the purpose of discussing limited personnel matters in connection with Internal Audit including forty activity fund audits, one non-compliant activity fund audit, eleven operational/federal fund audits and four audits/reports.

1. V. Reconvene to Open Session

1. VI. Statement of Closure

Ms. Korte stated that the APS Audit Committee met in executive session on April 30, 2013, for the purpose of discussing limited personnel matters in connection with Internal Audit as authorized by the limited personnel matters exception -NMSA 1978,10-15-1(H) (2).  The matters discussed in the executive session were limited only to those specified.

1. VII. Consideration of Acceptance of the Internal Audit Reports discussed in Executive

Session (Action)

1. Forty Activity Fund Audits, including
2. One Non-Compliant Activity Fund Audit
3. Eleven Operational/Federal Fund Audits
4. Volcano Vista HS Choir Audit Report
5. La Cueva HS DECA Program Audit Report
6. Ernie Pyle MS Leadership Corps. Audit Report
7. 21^st Century Public Academy Charter School Report

Dr. David Peercy moved for acceptance of the audits/reports a through g with clarifications discussed included in the documents. Lorenzo Garcia seconded. Winston Brooks, Steven Michael Quezada, Dr. David Peercy, Dr. Don Duran, Kathy Korte, Michael Reeves, and Susan Wrons voted in the affirmative. The motion passed.

1. VIII. Adjournment

The meeting was adjourned at 7:02 p.m.

Approvals:

Peg Koshmider, Director                                  Date

Internal Audit Department

Kathy Korte, Chairperson                                 Date

APS Audit Committee