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Interim CFO urges audit and procurement changes; board backs anonymous reporting and review triggers
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Summary
Interim CFO Kim Michael recommended audit presentation requirements and stronger procurement, grant and vendor procedures; board members raised whistleblower and internal‑control concerns and asked staff to add protocols for capital‑project review and anonymous staff reporting.
Interim Chief Financial Officer Kim Michael asked the board to strengthen several district policies, and board members raised related concerns about employee retaliation, internal controls and procurement rules.
Kim Michael told the board the audit policy should be enhanced to require auditors to present their findings annually to the board rather than relying solely on staff presentations; Kim also recommended clarifying procurement‑card rules, expanding grant and bequest procedures and improving vendor W‑9 and ACH processes.
Multiple board members said they support a whistleblower mechanism and anonymous reporting after a director described staff using ‘‘burner accounts’’ to send information because of fear of retaliation. A director urged that the district institute a secure anonymous reporting option; board members asked staff to consult IASB/ISB guidance rather than creating a new system from scratch.
Members also raised a governance gap in capital projects: one member said the district’s financial advisor was not consulted on a recent financing plan, and asked whether a trigger should require external review or required presentations to the financial oversight committee when project scope or financing crosses a defined threshold.
On procurement cards, members split on whether to require strict preapproval for all purchases. Some said a blanket prohibition on post‑approval use would hamper urgent needs — for example, student groups stuck during travel — and could push fundraising activity outside district controls. Others said stricter controls were justified to prevent misuse. The board asked staff to craft policy language with reasonable exceptions for urgent operational needs and with clearer limits and approval workflows.
Board members and staff agreed there was value in tabling final votes until policy language can be drafted and vetted; staff were asked to return recommended language and to consider a recurring agenda item to monitor corrective action plan progress.
The meeting adjourned by voice vote.
