[0:00] Okay, so we're recording, like, where you legally are supposed to do. So I will call us to order at 632.

[0:15] And now we can even see you there.

[0:18] Yeah, that took me a second.

[0:27] So we were going through the financial policy manual last time. And if I can pull this off properly, we will be able to see.

[0:41] Can

[0:45] you actually see this document here?

[0:49] Yep.

[0:50] Yep.

[0:51] Oh, that's exciting.

[0:53] Okay.

[0:53] I made a note that we've restarted with policy nine.

[0:58] Now,

[1:01] do I remember what I said about it?

[1:05] No, I do not.

[1:06] Okay.

[1:14] Now, we're talking about policy nine, which is procurement standards.

[1:19] I can also open that up or send you all links for that piece because that is, we do have

[1:32] the existing policy manual looking

[1:47] at procurement standards, which if you wanted to go to

[1:49] our website link

[1:56] into the, oh yes, I turned off the chat, I think, because I wanted,

[2:03] And I didn't want us to accidentally do something that wasn't recorded.

[2:08] Anyway, who did it like this?

[2:14] Do you feel like you're going to have to mute?

[2:24] If you go to the Chaplain School website, go to the board of education policy section.

[2:31] I'm the accounting policies and procedures downfall.

[2:40] And you get from carements standards.

[2:43] Policy 9.

[2:54] So this is what we need to have a policy on.

[2:58] Kevin

[3:07] is muted. I think I can mute you. It was you. Yours was giving all kinds of echoey

[3:22] weirdness for the rest. That's how I had fun. Yeah.

[3:28] Weird because usually it is exactly

[3:30] the opposite. All right. So you're all muted. Make sure you unmute yourself when you're trying

[3:35] to talk because I can't really see you while I'm looking at documents.

[3:41] Okay, so, suggested three policies.

[3:46] Thank you for your patience.

[3:47] I don't remember what I did for policy.

[3:51] Yes, four policies for this one financial procedure policy.

[3:56] And it had to do with the different pieces of that policy.

[4:03] We're actually covered under four different cave models to try to make sure we we followed the cave manuals suggestions and didn't skip things.

[4:18] So I think I was going in in cave, the numeric order for these four.

[4:23] So we have existing policy 3313.

[4:31] And I'm suggesting that we take what we have existing and just basically use the KF model

[4:37] primarily because there's some standard language on conflict of interest.

[4:45] And in particular, okay, I have a note here.

[4:49] I'm really glad I asked me left myself noted, so I don't think I realized how much time

[4:56] was going to pass and what we would be dealing with that I've really glad that I left myself

[4:59] notes of why I was going to suggest things.

[5:05] So under general, you see that hopefully you can see the highlighted paragraph here

[5:11] that I just selected that I added in because of from the financial manual because that

[5:19] language wasn't specifically in the K policy but it was in the financial procedures manual

[5:25] And it made perfect sense to say this was the place where making sure federal fund grants were covered as well or specifically.

[5:35] But then under gifts, this is what was in the cave policy. The financial procedures manual, if I recall, actually says.

[5:49] You can't see, it was much more stringent.

[5:58] Yes, looking at the procurement standards from the financial policies, it was saying specifically,

[6:07] the Board of Education officers and police or agents shall neither solicit nor accept retuities,

[6:14] favors or anything of monetary value from contractors, potential contractors are parties to subagreement.

[6:23] So basically the fact that the way that's worded, it does actually make it clear that that's specifically to do with the board of ed or education business.

[6:35] It's very blanket. It doesn't make it clear about there's no wiggle room and sometimes we need wiggle room.

[6:42] And in particular, it's a mount.

[6:46] We're a small town. Do you and I all know who might do business with the school that we also know through other ways?

[6:56] And so we need to pay attention to it. But first off, it gives us a cap of saying $25, which is what tape recommended and it also is what the state uses for a conflict of interest is saying.

[7:11] that you can't accept or receive gifts for $25 or more from a vendor, but it's also under circumstances in which it could reasonably be inferred, but the gift was intended to influence so and so forth.

[7:29] And so, again, this makes it clear that we need to pay attention to how things appear, but if you're dating somebody.

[7:40] You know, you might accept gifts if you, you know, there's things about family members

[7:47] and there's other relationships that we have.

[7:51] And so if it's completely separate from board business and nobody might think that it

[7:58] was connected to board business, this policy gives you that exception, which the financial

[8:04] procedure manual does.

[8:08] Does that, is that makes sense?

[8:12] Okay, y'all are all muted and I can kind of see you.

[8:16] Okay.

[8:18] It makes sense to me and it's consistent with what we were trying to do.

[8:23] Okay, good.

[8:26] So does anybody see anything with a policy 33-13 that you would want to change?

[8:40] I'm good with the way that it's written.

[8:43] Okay.

[8:43] Let

[8:46] me see if I can get that.

[8:50] No, I'm good with this.

[8:53] How would this apply to the PTO?

[8:59] Would this apply to the PTO?

[9:03] They are, and Kevin correct me if I'm wrong, they are not employees.

[9:12] Correct.

[9:13] Correct.

[9:14] And oftentimes when a PTO does some type of a fundraiser,

[9:19] because I understand where you're going, often times, you know, well, it always is you're getting

[9:25] this much money back. That's how they're making their fundraising. So I think that if the PTO is

[9:31] included and this it could get cloudy. Right. I would also like to throw in that my impression that

[9:37] part of the running of a good PTO is there is a certain level of not exactly quid pro quo but cultivating

[9:44] favors with local businesses and things like that as part of getting donations and part of the

[9:48] The reason the PTO does that is they're a separate organization.

[9:51] You can maintain a kind of firewall between the formal running of the school and the sort

[9:56] of booster club kind of thing.

[9:59] I agree.

[10:01] And that's why I've been talking to them about the need for them to put together a budget

[10:05] so that everything they're doing is transparent as well.

[10:08] Yeah.

[10:09] Yeah.

[10:10] Okay.

[10:11] Dan, does that answer your question?

[10:13] Yeah, I'm all good.

[10:14] I just wanted to get people's thoughts on that.

[10:16] Excellent.

[10:16] this is why we look at it for multiple directions. Okay, so we're going to move on, 3320.

[10:26] This was purchasing procedures, let's see, what did I change here?

[10:45] So, why am I replacing

[10:49] the CES with both models? One about what I could check?

[11:03] Jacqueline, would that have done anything to do with some of the contracts that had been

[11:07] and signed in the past by previous administrators

[11:10] that didn't go so well.

[11:13] For example, the printers that we're paying off right now.

[11:16] It might, just, and there's always those questions

[11:21] about what's up problem with the policy as written

[11:24] or with procedures as they were done, not really sure.

[11:28] I can speak to that, if you'd like.

[11:32] If you're asking, Kevin, are you asking about why

[11:35] why the procedures manual does it this particular way?

[11:41] No, I was just kind of commenting on when Jacqueline said,

[11:44] why did she make some changes?

[11:46] Just looking back and forth between the two,

[11:49] they can and said at one point,

[11:51] he wanted all contracts to go through him.

[11:56] And I'm just trying to look at this while we're talking as well.

[12:00] Those were bigger things like the renting of those printers.

[12:08] I think the reason I'm suggesting that we kind of just start over with the cave model is first up our existing policy is from 1989.

[12:22] Things have changed a little and also the cave model is just more specific in some ways about things about the annual budget plan that you have the business manager.

[12:35] who is conducting transactions, superintendents in charge, but all of that is under the budget

[12:42] and that that's part of it.

[12:46] And then that, again, it puts on the superintendent to say, okay, we're saying you will have regulations

[12:53] and procedures for purchasing.

[12:59] and here are requirements that you need to have a purchase order for transfer property,

[13:06] you know, that either you or it doesn't be will sign things. So I think that that was the

[13:11] main reason was just that the KMODLs of now a little more specific than what we had in 89,

[13:25] but that this took care of the purposes of the financial manual and also, again,

[13:32] and best practices as Kay recommended.

[13:35] Well, I have a question for you

[13:37] because I think this came up

[13:39] when you were doing all the work you were doing.

[13:43] I hope you guys became up at a different point.

[13:45] The term purchase orders,

[13:48] as I know that we had a conversation about that.

[13:51] Yes, and I'd have to,

[13:54] Jack, do you have an online copy

[13:56] of the procedures manual that you can flip over to

[14:00] or do I need to open that separately on my machine?

[14:02] Well, let's see if I can manage to share it.

[14:06] There.

[14:08] Okay.

[14:10] Nice.

[14:11] See if I can...

[14:13] Are you seeing it now?

[14:17] Yes.

[14:18] Okay.

[14:18] I successfully managed to switch.

[14:20] I'm very excited.

[14:21] Okay.

[14:22] Oh, wait.

[14:23] That's our existing one.

[14:23] Let me go down.

[14:24] I'll see manual.

[14:26] There.

[14:29] Okay.

[14:31] if

[14:35] you can scroll down a little bit please.

[14:39] Yes Kevin there was discussion about the fact that

[14:43] purchase order has some specific like technical implementation or legal implication and so I

[14:51] think I changed the wording so that it didn't say specifically you had to have a purchase order or

[14:57] like a lower-casted or something that apparently-

[15:00] I was supposed to pass musters so it didn't accidentally encumber this specific legal language.

[15:07] So I see purchase request. Yes, that's what it was. We changed it to purchase requests so that it left it up and how it was implemented. Right. So I think. Did it flip back to word? It says it's I'm sharing two applications. Tell me what you see. Do you see like two windows? Do you see what do you see? You have two different things open, but we see just the financial

[15:29] of policies right now, financial regulations is behind it.

[15:35] Okay, so are you seeing, you're seeing word now?

[15:40] Yes.

[15:41] Okay.

[15:41] We're seeing the window you're actively moving.

[15:43] Interesting.

[15:44] Okay, because it says I'm sharing two applications.

[15:47] So I'm guessing that when I activate Safari, it'll automatically flip over.

[15:51] Tell me if that's not what happens.

[15:53] Okay.

[15:54] But for now, looking here, I did like on all of them.

[15:59] It's probably time to look at the procedures document that I did split everything between

[16:05] policies and procedures.

[16:08] And so, let's look over,

[16:12] there's our regulations, and I said that the first one didn't require

[16:18] any regulations to implement the policy as it was written in the procedures manual, but

[16:24] the purchasing procedures would be 3320 would go along with this.

[16:30] And so, again, this is where that language about purchase requests are.

[16:46] Again, we don't approve the regulations.

[16:49] These are ones that will pass along to Ken and say, we suggest you put these in place.

[16:56] And once you say, yes, they are accurate.

[16:59] We put them into our online manual attached to the proper policies.

[17:06] but I wanted to go ahead and do that split.

[17:14] So what do we think about 30-30 and particularly will,

[17:18] with both of them together do they meet what you wanted,

[17:21] what you recall that you all wanted from the working group?

[17:45] Kevin, do we want it to be the case that all purchasing duties are directed

[17:51] by the superintendent via the business manager?

[17:53] I was looking at the same thing, but then going down just a little bit further, where did I see it?

[18:02] Excuse me.

[18:03] In the second paragraph, the superintendent of schools shall develop regulations in procedures.

[18:09] So, to me, that right there says,

[18:12] Ken can say, all right, Kevin, you're responsible for going ahead with this action.

[18:18] Just let me know, you know, if it's one of those big contract pieces.

[18:22] So he's kind of giving me what he wants me to do.

[18:26] And when we say that, I'm sorry, I know we go on to this over and over, the business

[18:32] manager, that's Valgerus, right?

[18:34] She's the person signing the checks and the orders and things like that.

[18:38] That's not Dave Solan, or if I got that backwards again.

[18:43] Now you know, and I keep doing the same thing myself because I keep calling him the finance

[18:47] manager.

[18:50] Let me see, is that listed on the school website, if I go to?

[19:06] And I'm pretty sure this is language in our existing under-A business manager.

[19:12] That's in our existing policy.

[19:19] So in the first paragraph, this is manager who shall conduct all purchase transactions

[19:24] for the district and the court and so it was that we're in a third paragraph and purchases

[19:32] are contracts made outside of the approved purchasing system shall not be the responsibility

[19:37] to board of education.

[19:39] Is that me?

[19:41] Is this manager takes care of everything that has a purchase order or is that basically

[19:46] the contract?

[19:47] That right there is a CYA, that's if you buy something outside of this system you are on

[19:52] your own if it yeah if you tell a vendor that you can totally sign for a $10,000

[20:00] agreement with the school and you're not the approved person I guess you got some

[20:04] explaining to do but it's not the school's problem we we're not paying for that

[20:09] out of our budget it's the point that makes sense man I agree well

[20:19] I was trying to

[20:20] to look because that's the thing I was goof off I was want to call Dave the

[20:24] finance manager and then wait, say, wait a minute.

[20:27] Is he the business manager?

[20:28] I honestly forget which one he is

[20:31] and which one values by name.

[20:32] I'm opening it up right now.

[20:35] And so I should hopefully have an answer shortly.

[20:37] Okay.

[20:40] That's good.

[20:41] I'm actually looking here and saying,

[20:42] do we actually have that defined anywhere?

[20:45] Probably not.

[20:50] Okay, it does.

[20:52] I'm not going to

[21:29] move in there.

[21:32] Okay.

[21:33] Okay, looking at the hierarchy that's the flow chart, the org chart that's in the manual,

[21:47] it has the business manager and the executive assistant right under the superintendent separate

[21:53] from the sort of line of succession and then it has the principal and the finance manager

[21:57] at the same level under the superintendent.

[21:59] My impression from that is that Dave is the financial manager, and that Val is the business

[22:07] manager, and that's why she's a higher step-up because basically she's not resident in

[22:12] the school or anything like that, but I may have that backwards.

[22:15] That's what I think you need to find that for.

[22:17] Actually, I think that is true.

[22:19] I think it's also one of these where it's a role not a position as well.

[22:27] So again, it is who is acting as the business manager and the business manager has these roles

[22:35] as these tasks and responsibilities.

[22:45] Sorry, flip that back.

[22:48] Part of the confusion may be that Val Garrison's email tag, Lister, is Valerie Garrison, finance manager.

[22:55] Be Gearest and it's definitely Connecticut.org, but that may be what that may be what she is for the town.

[23:04] I wait to Dave's email to see if I could find the same type of a thing.

[23:09] He doesn't have anything other than his name at the bottom of all of his emails to me.

[23:14] Okay.

[23:16] Yeah, you know, I'm also looking.

[23:22] I'm trying to figure out if a business manager is required

[23:28] to be in this policy.

[23:35] It would mean tweaking things about, you know, again, directing

[23:42] the purchasing doesn't mean doing it. So that part's fine. But the question is, are there

[23:51] things about who should actually, like does the policy require in here who is actually conducting

[23:57] the purchases and then the places down here at the bottoms, you know? Yeah, I would just,

[24:03] I would just only

[24:23] because of the wording where it says the annual budget spending plan,

[24:28] to me that says and that is supposed to be Dave right there. Yeah, okay.

[24:33] Okay, so Dave is the business manager because the other policies in the manual talk about

[24:41] the superintendent in conjunction with the business manager responsible for the oversight

[24:45] of budgets throughout the year.

[24:47] All right.

[24:49] Good.

[24:50] Sounds good.

[24:51] Then let's just leave it at it.

[24:55] Okay.

[24:56] Is that part of Dave's role, though?

[24:59] And that's an actual question like does, I mean, maybe it is.

[25:02] as I just don't know,

[25:14] you know, that's a good question.

[25:15] I mean, because when we write something, you know,

[25:20] it does go to Val.

[25:22] Yeah, and looking in the policies and procedures manual,

[25:25] the finance manager is the one that there's specific procedures

[25:30] about the finance manager, uses triplicate carbons,

[25:33] the finance manager lodges it in the ledger of things like that

[25:36] and which is part of what Val does is my understanding

[25:39] is that stuff goes through her for that kind of accounting.

[25:42] But in that case like it's Dave doesn't deal with like buying stuff Val does right as I understand it

[25:49] Right, because and the line says who she'll conduct all purchase transactions

[25:53] Yeah, and Dave doesn't do that. No

[25:58] All right, so I'm going back on what I said a minute ago because a set of the budget. Yeah

[26:03] Yeah,

[26:07] the finance manager is the one listed elsewhere as being the person

[26:12] And yeah,

[26:22] the only other place that's mentioned,

[26:23] the finance manager is mentioned outside of nuts

[26:28] and bolts of buying, is the finance manager

[26:31] will also review the review budget requests

[26:33] for reasonableness, allowability, and cohesiveness.

[26:39] That may be, that's in the old policies

[26:42] and procedures manuals, maybe that should be business manager

[26:45] rather than finance manager, but everywhere else finance manager

[26:49] as mentioned, it's in terms of, again, like, filing stuff, writing entries in the ledger,

[26:55] tracking, purchasing, things like that.

[26:57] It's all malware.

[26:58] Not malware.

[27:16] Okay.

[27:16] Does that look good?

[27:19] Yeah.

[27:19] I think I'm good now.

[27:25] Okay.

[27:25] I see Dan.

[27:26] Not even good.

[27:27] Okay.

[27:37] The next one.

[27:44] Okay.

[27:44] My own notes.

[27:46] So, basically, we've got cave model, but then bringing in chaplain policy and our

[27:55] procedures manual. And this one took a little bit more tweaking of what went in policy

[28:02] and what went in procedures, what in regulations, because of connections to law or other policies

[28:10] that we already have.

[28:14] Let me get that.

[28:19] 3323. Okay.

[28:27] So all I did in the regulations for 3323

[28:30] was actually includes the, the OMB start killer because technically we don't need that in the policy it's a reference, but it does specify what we want to have in that each of those pieces.

[28:50] Other than that, this

[29:00] is very dense.

[29:02] There's a lot less left sometimes, but it's very clear on, okay, so this section was added

[29:17] because that's a chaplain requirement that we want quotes from multiple companies at

[29:28] all times. So even purchases below 5,000 verbal quotes, we still want you to get them.

[29:35] The policy for cave and state doesn't require that. Basically it doesn't even talk about purchases

[29:45] that low. They really only kick in when the bids are required. So again, we've got, you know,

[29:54] So for less than 5,000 verbal quotes are sufficient, 5 to 10,000...

[30:07] And that was something that I worked out, particularly with Ken and I think also with you, Kevin,

[30:13] that that was requested to be that way in keeping with how things were done and what was

[30:17] felt to be best practices.

[30:21] That's what I remember.

[30:26] And then it's talking about three

[30:27] competitive FIDs, brings in the piece about the SATA-proof vendor.

[30:39] I do have two questions. It says business and non-instructional operations yet

[30:47] the last thing in the second paragraph says textbook purchases.

[30:51] Yes.

[30:54] Architectural services, legal services, yeah textbooks are not required to go

[31:00] of it. You are allowed to actually pick those based on, are they good textbooks?

[31:10] And I

[31:14] don't know that I'm just thinking, for example, you know, this past year we ended up with

[31:24] a new person doing the snow plowing. I'm looking at one, two, three, four, the fifth paragraph.

[31:32] It shall be advertised on the renews paper for at least one day.

[31:39] And I'm pretty sure some of this is legal.

[31:43] Yeah, requirements for competitive bidding.

[31:46] Okay, okay, I didn't realize I had to be in the newspaper.

[31:58] Yeah, and there's things about, again, as you say, there's contracts, there's...

[32:07] But you notice, too, there's also things about if the state or the town has internally

[32:14] approved vendors, you don't actually have to go to the vent, so there's the end piece.

[32:18] That specific language was added in, Kevin.

[32:21] I don't remember if you were at the meeting or not, but the town of Chaplin has a fairly

[32:27] in-depth set of procedures governing purchases that also include things like waste to become

[32:34] part of the internal list.

[32:36] there's a state-approved internal bid list, et cetera, et cetera, and we went round and round

[32:40] about how to incorporate that. It was finally pointed out that the way to incorporate it is to say,

[32:44] or you can follow Chaplain policies and leave it at that so that is those change to got updated

[32:50] that was there. But yeah, depending on the snow plug guy was picked or where he was picked from,

[32:54] that might well fall under that.

[32:58] Okay. Okay.

[33:01] The next paragraph addressed to the appropriate school.

[33:09] It's we only have one school.

[33:13] Okay, so understanding is that we usually try to keep things like that open-ended

[33:19] Just so that we can have people back and revise in the future. Okay

[33:25] Thank you, Dan

[33:27] There was concern at one point that we might need to be combining some policy

[33:34] Mayals that it might be easier

[33:35] if they didn't have to word Smith them all.

[33:44] And you know, Scotland might have a growth spurt, who knows?

[33:53] So yeah, all of these, again, this is all legal.

[33:57] This is what the way competitive it's worked.

[34:00] I didn't want to rewrite that.

[34:17] With the changes here, does this look like what we needed?

[34:27] So as I should flip over to the regulation.

[34:29] Of

[34:34] course, it was just the code main because it was talking about the

[34:42] pieces about those purchases from 5,000 up that you would document why you picked them.

[34:56] I think it all looks good.

[34:58] Okay.

[35:01] I see Dan nodding. Thank you for nodding big because in this year, y'all are like a tiny little box.

[35:07] All right.

[35:12] I'd help my notes in the notes, not in the doc.

[35:38] This would be a new policy

[35:40] for Chaplin. It's K model with one addition, which is that again, the financial procedures

[35:48] manual had a separate line, specifically about federal funds, which seemed like a reasonable

[35:55] thing to include. So I ask

[36:13] everybody okay with us. All right, thank you Kevin. Well, Dan,

[36:21] okay.

[36:33] Now we can move on to 10, which may only have the one.

[36:40] Okay. So this is just the policy on

[36:43] receiving. I assume you can see Safari right now. You can see the policy and receiving. Okay, so

[36:53] So this is the financial procedures manual, which is saying who is actually going to receive

[36:59] and sign for, for, for orders.

[37:04] So for the policy,

[37:11] there isn't really a, there isn't a case model for a receiving policy.

[37:17] Receiving's also not covered under any of the other policies that I could find.

[37:21] So I thought perhaps just a one-line policy attached to purchases, so basically 3320 is purchases

[37:30] and putting it 0.1 to try receiving in because this gives us a place to put the procedures.

[37:39] So just making it clear that basically you're going to receive pieces and then,

[37:55] That's where the actual procedures from the manual would really go to talk about what

[38:05] are the steps for when it is received.

[38:08] What do you do about the Screpancies reports are followed?

[38:14] Again, I didn't have a model to go off of, so I just grabbed what I thought was really

[38:19] clear policy language out of the procedures, but if you have any feedback, now would be

[38:24] the time.

[38:27] Particularly if you think there's anything in these regulations that should

[38:30] be moved up to policy.

[39:05] Why do we think? Oh wait, Ella reading. Probably should give

[39:09] you time for that. Yeah,

[39:14] I'm good. I guess I'll start with. Okay. Well, what do you think?

[39:20] The right level of policy in procedure? Okay.

[39:26] Shortest policy ever.

[39:40] Okay. Let's next one

[39:42] in a manual, accounts payable.

[39:47] So again we've got who approves things, who has obligations,

[39:54] but then we also have procedures for how it happens. And I want to say I ended up splitting

[40:00] those again.

[40:07] So our existing policy actually doesn't, I recall, our existing policy doesn't

[40:13] a match procedure really well. Let me show what that is.

[40:23] All right, losing track. Okay, so this

[40:28] is existing policy. I'd tell you that doesn't happen.

[40:35] The board has not been authorizing individual

[40:39] contracts just pass it. So went over to the cave model and there were two abilities to do it.

[40:51] One was very similar to our existing policy. It's the it's the deleted language over here that

[40:58] the Board of Ed in our contractor pay a bill until it's been authorized so and so and so.

[41:03] So the alternate language is closer to practice and financial manual procedures which was

[41:11] the superintendents or designated shall be authorized to approve for payment or obligations.

[41:19] And then moved some of like so basically took some of the language from the procedures manual

[41:28] to put it in policy that just says that you know administration has to approve payments

[41:37] and then this piece about establishing procedures to get accuracy and establish what we are

[41:44] obligated to pay.

[41:48] And then I report, shall we make it the regular meeting of the board,

[41:53] tried

[42:03] to take what you had for the financial procedures manual, make it a numbered process,

[42:12] and it's a little bit of, most of it's the procedures from the manual, but some of it

[42:17] that was under policy was actually specific enough that really needed, needed

[42:28] a brain,

[42:31] just went it to jump. All right, my brain just went completely caddy-wampus. Some of the

[42:39] pieces from policy were really in the financial procedures manual, really too specific. And so

[42:44] I suggested we move them down to a procedure that was kind of linear. But again, this was my judgment,

[42:52] so it could be wrong.

[43:00] What do you tell me what you want to see?

[43:58] I think that what's there is good

[44:00] because I agree with you. The other part is procedure. So it doesn't need to be there.

[44:07] Well, I'm just looking at number eight on that page. The finance manager will then

[44:12] order following tasks.

[44:16] And again, that's a foul stuff, isn't it?

[44:21] Yes. And so we're back to

[44:23] that was the right choice to change the wording to finance manager and the other policy.

[44:28] Yeah, and a lot of this stuff is stuff I got directly from Val like descriptions of what

[44:34] she did or it was pulled directly from the town procedures manual which she had written

[44:40] in large part to describe what she did. Bless her.

[44:48] Okay, so what do we think about the

[44:51] level of policy here for $33.26.

[45:00] Yeah, I think that policy should be follow the procedure that's been set forth. Yeah, again, you know, sometimes we specify what the procedures need to include. Again, like seriously, the procedure needs to include an approval for the administration. You don't get to have a procedure. This teachers get to buy whatever they want. Might be a great idea, not allowed. But beyond that, the same reason.

[45:29] it's an oval.

[45:33] Okay.

[45:36] Oh

[45:41] yeah, I actually looked and cash receipts, we were covered under an existing

[45:47] policy.

[45:56] It just basically says, you know, we're going to collect. You don't leave it overnight in

[46:02] the school except in the safe and then even nothing over $100 stays overnight.

[46:13] So this is one of the

[46:15] Do you try to see a policy from 89 and I don't think we need to change it?

[46:23] Why is it a matter, a matter of formal policy that we need, the school system employees

[46:33] need to demonstrate they can operate in a good and prudent fashion?

[46:40] Something weird about that to me.

[46:41] Oh yeah.

[46:42] This whole thing is weird.

[46:44] You know, there's that figure of policies of where we state the reason why at the beginning

[46:49] why it's this important, it's important because it's money, but I didn't feel that

[46:55] was enough to actually change our policy because, you know, we're voting for a lot.

[47:01] But that's just me,

[47:06] just to be clear.

[47:09] This is what the financial procedures manual states, so honestly cash receipts, the

[47:20] piece that's in the policy, is actually goes beyond what's in our financial manual.

[47:29] So again, figuring that we could keep that policy, and then I think all of this actually

[47:36] ended up in regulation.

[47:41] Yeah,

[47:56] I don't really need to ask you anything here because basically we're not changing a policy unless you tell me we need to go

[48:05] on down if we can wrap up with 13 maybe.

[48:11] The

[48:16] cash disbursements, which is basically how do checks get handled.

[48:26] And again, this is one that there is no cave model for seriously you're going to use

[48:32] checks to pay for things.

[48:35] So I'm suggesting we put it at point one to keep it to that good diservices, the fact that

[48:42] we've purchased them.

[48:49] So, again, having a policy that says you're going to pay on my check,

[48:56] they've got to be approved by the principal, have to have documentation. The superintendent

[49:02] gets to establish procedures and then move most of your

[49:13] actual procedures there about how this

[49:16] actually works.

[49:31] Are we good? What do we think?

[49:32] Okay.

[49:41] I think it's good.

[49:46] What is a weekly age as a count?

[49:50] Where are you see?

[49:53] That's a good question.

[49:54] What did I say?

[49:58] I don't know.

[49:58] Maybe you should ask the first few ribs of financial procedures manual.

[50:04] Is that what it says in the procedures manual?

[50:08] Yep.

[50:10] Okay.

[50:10] Hold on.

[50:12] Yeah.

[50:13] There were times that I didn't know either.

[50:14] So I just assumed that that was okay.

[50:17] I'm not a financial person.

[50:20] I didn't realize it said print a weekly ages account payable listing.

[50:26] I know that Val and Joanne go through that at the beginning of every week.

[50:31] Yeah, and maybe it's just a weekly accounts payable listing and the ages is raw.

[50:36] Okay, yeah, an accounts payable aging report categorizes payable, so suppliers based on time

[50:42] buckets.

[50:43] There it is, because the next one, we'll review the aged accounts payable listing.

[50:47] So maybe it's aged instead of ages to

[50:53] match the second thing.

[50:58] Yeah, it should be aged accounts payable report appears to be the standard phrasing.

[51:05] Which makes sense that you are trying to make sure you're paying things in the order they are due.

[51:26] I'm good with that.

[51:30] Yeah, this is not an area I know about, but again this was taken directly from stuff Val had written and signed off on.

[51:37] So it appears to mirror how things actually work.

[51:40] Okay, and my concern here is really with that separation of policy and procedure of making sure that everybody here is in agreement that what we put into the policy itself is specific enough

[51:56] to meet the financial procedures, the manual.

[52:04] Okay. So I think it's

[52:12] okay with saying that seven policies of the next board meeting is plenty since we also have seven that went through last time and are now for final.

[52:22] So I think we're good to stop there. What do you think everybody ready to stop? Okay.

[52:27] So, as normal, I will do up our minutes and break apart the policies and send those all out probably tomorrow, not tonight.

[52:45] So, I'm going to get a motion to adjourn.

[52:52] motion to adjourn second all in favor of adjourned at 725 I yes thank you all

[53:06] right we're done thank you

[53:12] Take care of the car, everybody. Stay safe.

[53:14] See you guys.

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