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South Tama School Board hears audit, found in compliance

July 17, 2017
By Joyce Wiese - News-Herald Correspondent , Toledo Chronicle, Tama News-Herald

The fiscal year 2016 audit ending June 30, 2016, done by Nolte, Cornman & Johnson P.C., Newton, dated February 6, was presented to the South Tama School Board for approval on Monday, June 19.

The audit report said in the opinion of auditors "The South Tama County School District complied in all material respects with the requirements referred to in this report that could have a direct and material effect to each of its major federal programs for the year ending June 30, 2016."

Audit Recommendations, Responses

Article Photos

South Tama School Board- seated- Michelle Yuska, president and Mark McFate, vice president.. (Standing, l-r) Jackie Dvorak, Alan Kline and Penny Tyynismaa.
-South Tama Schools photo

Recommendations included having a second individual review the payroll data entered into the Uniform Accounting System to ensure all contracts and pay rates are entered at the correct amount or rate.

A second recommendation was for the District to review their procedures in place to ensure all bills are supported, approved and paid from an invoice.

The Board should also review board policy regarding the use of District credit cards and regarding travel allowances.

The district's response was the District is requiring all charges to have a detailed receipt accompanying the statement. If no receipt is available and all resources have been pursued, the employee may have to reimburse the district for the charged item.

The third recommendation said the district should refrain from purchasing gift cards. The District should review the purcha-sing procedures it has in place and make necessary adjustments to ensure that all purchases meet public purpose as defined in the Attorney General's opinion dated April 25, 1979. This came from the Auditors noting the District purchased gift cards from the Activity Fund to Barnes and Noble, Google Music, Olive Garden and Applebee's to be awarded at the girls basketball banquet.

Purchasing gift cards to be given to students does not allow the board to audit and allow the final purchase as required.

The response was the District will again review with all staff that purchasing gift cards from the Activity Fund is not permissible.

During the audit they found scholarships awarded from the FFA Club account within the Student Activity Fund.

Money in the Student Activity Fund is considered to be public funds and is inappropriate to be given to individuals. They recommended if the District plans on awarding scholarships in the future the District should ensure any money donated or raised for this purpose of awarding scholarships is accounted for in a Private Purpose Trust Fund where scholarships can more appropriately be receipted and expensed. The district will now deposit all funds that are being raised or donated for scholarship purposes into the Private Purpose Trust Fund.

The auditors also noted the District has "pop" accounts within the Agency Fund to account for revenues and expenses associated with District pop machines located in District buildings. They state Agency funds are used to account for assets received and held as an agent for individuals, private organizations or other governments.

The District acts as a custodian of the assets and not an owner. Moneys owned by the District would not be accounted for in the Agency Fund. Therefore it is inappropriate to account for the revenues and expenses from District pop machines in the District's agency fund. The response shows the district has moved all revenue and expenses from staff pop machines in the district buildings to the General Fund.

Personnel

Personnel items included contracts for Cassie Sokol, secretary to the assistant elementary school principal, effective Aug. 1; Zoe Garber, 3rd grade teacher and Michelle Bradley for 9th grade volleyball coach (2017 season only) both effective Aug. 14; Chris Drummer for high school football cheer coach effective Aug, 20; and Cally Thompson, 7th grade assistant volleyball coach effective Sept. 20.

Transfers included Lori Dvorak from district-wide certified substitute to elementary special education and Susan Crain from middle school educational aide to half time elementary preschool.

Resignations were from Holly Backen as elementary education aide effective June 5, and Burdette Brown for high school boys basketball effective June 12.

Policies

Several policies had second readings that were approved. These included Licenses Employees Recruitment & Selection, Licensed Employee Qualifications, Recruitment Selection and Board and Licenses Employee Salary Schedule.

Final readings on Meal Changes, Head Lice and Nits, Equal Educational and Employment Opportunity and Policy all were read, discussed and passed.

The Building Handbooks were reviewed and approved with any changes. Also the 504 Handbook was reviewed and approved with any changes suggested.

Staff Recognized For Student Straw Poll

A Certificate of recognition was presented to George Kuhter, South Tama Middle School teacher, coming from Secretary of State Paul Pate.

Pate said this past year students in multiple grades from the South Tama School District participated in an election event as part of the statewide Iowa Youth Straw Poll put together by Pate's office. Teachers in the South Tama district who took on the responsibility of organizing the event and making sure the results were reported to the Iowa State Capitol office accurately and promptly.

Other teachers participating were Seth Koch and Sarah Mallen from the South Tama High School who were to also receive awards.

Pate sent a letter which said, in part, "because of teachers like these three the Iowa Youth Straw Poll was recognized nationally, receiving the National Association of State Boards of Education Award for Outstanding Leadership in Voter Education from the National Parent-Student Mock Election. This award was given out to the state with the best student mock election in the country., Additionally the social media aspect of the Iowa Straw Poll, #1A participate was a top five national finalist for the Government Social Media Awards."

Archery Building

Dick Koehler who has an Archery Club, was present to discuss an archery building at South Tama. Since Steve McAdoo was not present they will need to discuss this at a later date.

 
 

 

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