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FCMAT review finds turnover, weak procedures and 133 recommended fixes in Monrovia Unified business office
Summary
An FCMAT review presented to the Monrovia Unified board described frequent turnover, limited written procedures and weakened internal controls across business services and offered 133 recommendations; the board asked staff to prioritize near-term fixes such as a budget calendar and position-control reconciliation.
The Monrovia Unified School District on Tuesday heard an independent review from the Fiscal Crisis and Management Assistance Team (FCMAT) that identified significant staffing instability and gaps in written procedures in the district’s business services office.
Erin Lillebridge of FCMAT told the board the team conducted interviews and document reviews over two days and found widespread turnover in key positions, a lack of redundancy in duties, and internal-control weaknesses that raise fiscal and transparency risks. “We spoke to close to 30 people over two days,” Lillebridge said, adding that many staff in the business office have been in their roles for two years or less.
The report, which Lillebridge said runs about 40 pages with appendices, makes 133 recommendations across eight functional areas including budget development and monitoring, position control, payroll, accounts payable and accounts receivable. Key recommendations emphasized written standard operating procedures, supervisory oversight, monthly budget revisions to keep financials closer to real time, and reconciling staff counts and funding sources so FTE and payroll align with budgets.
Board members responded that the review confirmed challenges they had felt and asked staff to prioritize “low-hanging fruit.” The board and FCMAT singled out a budget calendar and clearer position-control processes as near-term items. Dr. Jerome, who introduced the FCMAT team, said the district has already begun implementing some recommendations and will use FCMAT’s appendices and templates to accelerate changes.
Several community members and board members framed the review as an opportunity. Public commenter Melissa Taylor said the findings should prompt investment in training and retention: “If this was any other organization, people would be fired,” she said, adding that the board must take ownership and not shelve the recommendations.
FCMAT cautioned the board that the scope was limited — two days on site — and that some recommendations may need tailoring to what the district can implement. Lillebridge recommended strengthening reconciliations between payroll, budget and position control and inserting compensating controls where one individual currently manages end-to-end transactions.
The board requested a prioritized implementation plan from staff and asked for progress updates. Several trustees stressed the need to centralize standard operating procedures and training materials, and to use the county financial system fully before adding new point solutions.
The board did not take formal action on the FCMAT report at the meeting; staff said they will return with prioritized tasks and timelines.
