Policy committee advances federal fiscal compliance policy after adding business manager and notification language

Keystone Central School District’s policy committee moved Policy 06/26 (federal fiscal compliance) to first reading after agreeing to add the business manager and federal programs coordinator as named staff for several administrative responsibilities.

Committee members said the superintendent will remain the district contact for state and federal program inquiries, but asked that the business manager (Joni) and the federal programs coordinator (Justin) be listed where fiscal oversight, documentation, record retention and audit follow‑up are referenced. Dr. Redmond said the district’s practice is that federal inquiries come to the superintendent and then are routed to program or fiscal staff, and that the change will reflect that real‑world process.

Members also clarified the process for requesting program extensions. The committee agreed that the federal programs coordinator should draft extension requests and notify the superintendent and the board; because federal deadlines can be short, notification may be as simple as an email rather than waiting for a board meeting. The committee asked that the policy text be edited to improve the sentence grammar that currently conflates the coordinator’s drafting role with notice requirements.

On grant subrecipient monitoring procedures and record retention, board members requested that the business manager be added to sections describing the receipt of documentation, audit reports and retention responsibilities; the business manager currently oversees district record retention and quarterly fiscal reviews. Committee members asked that corrective action timelines be clarified, replacing ambiguous language such as “as specified and agreed upon procedures” with clearer timing (for example, “as soon as possible” or within a stated number of days) where the policy now leaves response timing undefined.

The committee instructed staff to return a revised draft incorporating the business manager in the relevant lines, clarified extension‑notification language, and the tightened corrective‑action timing. The committee advanced the policy to first reading with those changes.

What happens next: The revised draft will go to the full board as a first read; staff said further wordsmithing will be returned to the committee before a final adoption vote.