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[1. Roll Call - Announcement of a Quorum]
IT IS 11:30AM IT IS MARCH 2 2021.AND THIS IS THE DALLAS COLLEGE BOARD OF TRUSTEES BOARD MEETING.
WE WILL BEGIN TODAY WITH AN AUDIT COMMITTEE MEETING AND TRUSTEE WILLIAMS WILL BE THAT MEETING TODAY BUT I WILL BEGIN WITH A ROLL CALL.
VICE CHAIR RITTER ARE YOU PRESENT? PRESENT.
TRUSTEE WILLIAMS ARE YOU PRESENT? PRESENT? TRUSTEE FLORES? ARE YOU PRESENT? PRESENT.
TRUSTEE BOYD ARE YOU PRESENT? PRESENT.
TRUSTEE ZIMMERMAN, ARE YOU PRESENT? I AM PRESENT.
MISS COMPTON, ARE YOU PRESENT? SHE WAS COMING ON MS. BRAVO.
I'LL CHECK IN WHEN SHE WAS ABLE TO LOG IN I KNOW SHE WAS LOGGING IN SHORTLY.
AND THEN DID YOU HAVE TO HAVE A QUORUM TRUSTEE WILLIAMS IF YOU WANT TO BEGIN THE MEETING.
HOPE EVERYBODY'S HAVING A GOOD DAY.
[INAUDIBLE] A AN INCENTIVE INSURANCE RELATED TO THE COVID-19 CORONAVIRUS.
[2. Certification of Notice Posted for the Meeting]
THIS MEETING WILL BE CONDUCTED BY VIDEO CONFERENCE, OR TELEPHONE CALL AT LEAST ADDITIONAL ADDITION QUORUM THIS BOARD COMMITTEE WILL BE PARTICIPATING A VIDEO CONFERENCE OR TELEPHONE CALL IN ACCORDANCE WITH SECTION 551.125 OR 551.127 OF THE TEXAS GOVERNMENT CODE.HAS NOT BEEN TEMPORARILY SUSPENDED BY GOVERNOR GREG ABBOTT ON MARCH 16 2020.
WE'RE GONNA CALL A ROLL CALL ALREADY.
SO CHANCELLOR WOULD YOU LIKE TO CERTIFY THE MEETING.
CHAIR WILLIAMS, I HAPPEN TO CERTIFY THAT THIS COMMITTEE MEETING WAS POSTED ACCORDING TO SECTION 551 .
054 OF THE TEXAS GOVERNMENT CODE.
ANYONE WHO HAS SIGNED UP TO SPEAK TO THE AUDIT COMMITTEE, SIR.
OKAY, WE'LL BEGIN OUR REPORTING.
[4.A. Quarterly Audit Update - 2nd Quarter Ending February 28, 2021 Presenters: Lori Cox, Rob Wendland]
WITH OUR OWN LORI COX, AND ROB [INAUDIBLE] OKAY, GUYS.THANK YOU, CHAIR WILLIAMS. AND I'M GONNA DEFER TO OUR CHIEF INTERNAL AUDITOR, MISS LORI COX TO LEAD THE BOARD OF THE COMMITTEE THROUGH THIS PRESENTATION.
I WILL BE REPORTING TODAY ON THE INTERNAL AUDIT DEPARTMENT ON OUR PLAN AND ENHANCEMENT UPDATES, AS WELL AS ARE SOME UPDATES ON OUR CURRENT ENGAGEMENTS, AND AUDIT PLAN MODIFICATIONS.
MISS COX, CAN I INTERRUPT YOU FOR ONE SECOND? OH, CERTAINLY.
I JUST NEEDED TO ACKNOWLEDGE THAT MISS TRACY COMPTON HAS JOINED THE BOARD MEETING.
IF YOU COULD MOVE TO THE NEXT SLIDE.
I'M JUST WANTED TO REITERATE THE OBJECTIVE OF MY GOALS FOR INTERNAL AUDIT TO DEVELOP A BEST IN CLASS FUNCTION AND A MODEL OF EXCELLENCE.
PART OF THE BEST IN CLASS FUNCTION MEANS COMPLYING WITH THE INTERNATIONAL STANDARDS FOR THE PRACTICE OF INTERNAL AUDITING.
WE ARE OUR DEPARTMENT IS GOING TO BE A MEMBER OF THE INSTITUTE OF INTERNAL AUDITORS.
WE'RE IN THE PROCESS OF THAT RIGHT NOW.
BUT I'M ALSO A CERTIFIED INTERNAL AUDITOR AND AS SUCH REQUIRED IN OUR DEPARTMENT WILL BE REQUIRED TO FOLLOW THE INTERNATIONAL STANDARDS FOR AUDIT.
PART OF THAT IS EMBODYING THE DEFINITION OF INTERNAL AUDIT TO HAVE HERE IN PARTICULAR, ADDING VALUE TO THE COLLEGE TO THE OPERATIONS THAT WE PERFORM AND HELPING THE COLLEGE ACCOMPLISH ITS GOALS AND OBJECTIVES.
IN MY EXPERIENCE, THAT WORKS BEST WHEN INTERNAL AUDIT ENGAGES AS A PARTNER WITH THE ORGANIZATION AND WITH THE
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LEADERSHIP AND WORKS IN A COLLABORATIVE WAY, WHICH IS CERTAINLY MY INTENTION, AND TO FOCUS ON RISK, AND TO MANAGE THE INTERNAL AUDIT RESOURCES AS EFFECTIVELY AS POSSIBLE, REALLY TO NOT ONLY FOCUS ON COMPLIANCE, WHICH SOMETIMES IS A NECESSARY PART OF THE FOCUS OF AUDIT, BUT ALSO ON CONTROLS ON GOVERNANCE AND OPERATIONAL AND PROGRAMMATIC EVALUATIONS, SO MUCH BROADER THAN JUST COMPLIANCE.>> MY KEY GOALS TO ADDRESS ISSUES INTERNALLY BEFORE THERE IS ADVERSE IMPACT SO MAKING SURE THAT WE ARE FOCUSSING ON WHAT IS MOST IMPORTANT TO THE COLLEGE AND AGAIN ACTING AS A PARTNER, WORKING IN COLLABORATION WITH LEADERSHIP AND MANAGEMENT AND STAFF.
>> SO THE NEXT SLIDE OF THE LAST AUDIT COMMITTEE MEETING I PRESENTED OUR PLAN FOR UPDATES TO THE DEPARTMENT AND WHAT I CALL ENHANCEMENTS TO THE DEPARTMENT AND I'LL BE GOING THROUGH EACH ONE OF THESE IN THE NEXT SLIDES.
ONE THAT IS ONGOING AND WILL CONTINUE TO BE ONGOING IS UPDATING RISK ASSESSMENT PROCESS AND THAT IS SOMETHING THAT NEEDS TO BE ONGOING AS RISK CHANGES, OPERATIONS CHANGE PARTICULARLY AS WE ARE IN THE CONTINUING WITH THIS TRANSITION.
I'LL TALK ABOUT THAT MORE WHEN I TALK ABOUT THE AUDIT PLAN.
SO THE FIRST IS INTERNAL AUDIT MISSION VISION NEXT SLIDE.
WE WORKED WITH THE VISIONS HERE FOR YOUR REVIEW.
AND EMPHASIZE BEING STRA TEEJ AND AVITAL RESOURCE FOR THE COLLEGE AND FOR ALL OF ITS STAKEHOLDERS AND ALSO CONTRIBUTING TO CONTINUING THIS IMPROVEMENT.
WITH OUR MISSION WE WANTED TO EMPHASIZE ADDING VALUE AND ENHANCING AND PROTECTING ORGANIZATIONAL VALUE THROUGH THE WORK WE DO.
AGAIN NOT ONLY ASSURANCE FUNCTION.
ASSURANCE IS WHAT YOU WOULD THINK OF AS A TRADITIONAL AUDIT NOT JUST THAT ALSO CONSULTING AS WELL.
AND ASSISTING ORGANIZATION THROUGH THE COLLEGE AND DIFFERENT PROJECTS, DIFFERENT ENDEAVORS AND BEING MORE PROACTIVE.
GETTING INVOLVED IN THINGS AT THE BEGINNING SO THAT WE ARE AWARE SO WE CAN PROVIDE OUR INSIGHT.
EXPERTISE ON CONTROLS SO THAT WE DON'T HAVE, WE WON'T NEED COME BACK LATER AND REPORT ON THOSE THINGS.
THAT IS OUR VISION AND OUR MISSION.
NEXT IS SPERNL STAFF TRAINING AND DEVELOPMENT.
I HAVE CUSTOMIZED TRAINING FOR EACH STAFF MEMBER.
THIS IS FOCUSSING ON INTERNAL AUDIT STANDARDS, PRINCIPLES AND PRACTICES.
PHASE 2 WILL START MID MARCH, FOCUSSING ON INTERNAL AUDIT COMPETENCIES.
CODE OF ETHICS, COMMUNICATION SKILLS.
ORGANIZATION PRINCIPLES, PRINCIPLES OF MANAGEMENT AND COUNTING AND AUDITED PRINCIPLES.
PHASE THREE AROUND JUNE MORE IN DEPTH TRAINING ON PHASES OF AUDIT.
CERTAINLY WE ARE GOING THROUGH THAT NOW.
THIS WILL BE SPECIFICALLY ON THE OPENING CONFERENCE SAMPLE SELECTION.
>> THIS DEVELOPMENT PLAN ARE IMPRESSIVE BECAUSE OF HOW YOU ARE DOING IT.
YOU ARE CUSTOMIZING IT TO EACH OF YOUR STAFF MEMBERS.
I KNOW THE BOARD STRESSED IMPORTANCE OF STAFF DEVELOPMENT.
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THANK YOU FOR LETTING US KNOW WHAT YOU ARE DOING AND AGAIN IMPRESSIVE.THEY NEED TO BE IN THEIR PARTICULAR FUNCTION OR JOB TO PERFORM AS OPTIMALLY AS POSSIBLE FOR STUDENTS IN THE ORGANIZATION.
WITH THE STAFF BEING AT VARIED LEVELS.
THIS IS TO PUT IN PLACE TO TRACK AUDIT ISSUES.
ENGAGEMENT IS A BROAD TERM, ALL OF OUR ACTIVITIES FIT UNDER THERE.
MAYBE AUDIT, MAYBE INVESTIGATION, MAYBE CONSULTING ENGAGEMENT.
AS WE COMPLETE THE ENGAGEMENT, ANYTHING THE DEPARTMENT NEEDS TO ADDRESS, WE'LL RECORD THOSE.
JUST DEVELOPED EXCEL SPREAD SHEET.
EVENTUALLY OBTAINING AUDIT MANAGEMENT SOFTWARE PACKAGE.
THAT WILL BE A PART, THIS TRACKING WILL BE A PART OF THAT PACKAGE.
SO IT WILL INCLUDE, PACKAGE WILL INCLUDE AUDIT PLAN AND ALLOW US TO ASSIGN WORK, REVIEW, BEFORE THAT WE ARE USING EXCEL SPREAD SHEET.
REVIEW THOSE PERIODEDLY TO DETERMINE THE STATUS OF THOSE FINDINGS AND THOSE ISSUES AND WE'LL RECORD THAT STATUS AND REPORT THAT STATUS TO THE AUDIT COMMITTEE AT EACH AUDIT COMMITTEE MEETING.
>> MS. COX, THIS IS CLIFF BOYD.
WHAT WILL YOU HAVE IN YOUR PROCESS, WHAT IS THE PROCEDURE FOR THE AUDIT COMMITTEE OR BOARD MEMBERS TO RECEIVE COPIES OF COMPLETED REPORTS? HOW IS THAT DISTRIBUTED? WHAT BASIS? WHAT IS YOUR PLAN FOR THAT?
>> THAT IS A GOOD SEGWAY TO THE NEXT SLIDE TALKING ABOUT THE AUDIT PROCESS.
LAST STEP IS REPORTING THE FOLLOW UP BUT TO START WITH BEFORE THE ENGAGEMENT WE'LL BE DOING RISK ASSESSMENT AND DETERMINING WHICH TYPES OF AUDITS, WHAT WE NEED TO FOCUS ON AND PARTICULAR TYPE OF AUDIT AND DEVELOPMENT ANNUAL AUDIT PLAN.
RISK WILL DETERMINE WHAT SPECIFICALLY WOE LOOK AT ON A BROAD SCALE AND PARTICULAR FUNCTION.
HOW DO YOU ENGAGE CERTAIN TOOLS YOU USE? PEOPLE REPORT TO YOU THINK THERE IS AN ISSUE.
[LAUGHTER], >> RISK ASSESSMENT COMBINATION OF THINGS WE'LL DO.
WE'LL INTERVIEW AND TALK TO LEADERSHIP AND STAFF AND MANAGEMENT.
ALSO SURVEY WHAT ARE THEIR CONDITIONS? WHAT ARE THE TYPES OF THINGS THEY NEED TO LOOK AT.
OR ANYTHING WHERE THEY THINK NEEDS INTERNAL AUDIT TO TAKE A LOOK.
WE'LL ALSO LOOK AT EXTERNAL FACTORS, THINGS HAPPENING IN THE INDUSTRY AND HIGHER EDUCATION AS WELL AS THE BROADER BUSINESS INDUSTRY.
WHAT ARE THE RISKS THERE OTHER AREAS ARE SEEING.
WE'LL LOOK AT THAT EXTERNAL TO THE COLLEGE AS WELL.
IT IS A COMBINATION OF MEETING, SURVEYING AND LOOKING AT EXTERNAL FACTORS AS WELL THAT MAY IMPACT.
>> DO YOU -- >> PART OF THAT INTERNAL PROCESS STUDENTS AS WELL.
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IN THE PAST WHEN I WORKED AT A COMMUNITY COLLEGE, WE SPOKE TO STUDENT ORGANIZATIONS, ALL OF THE FACULTY INCLUDED.THEN WE TAKE ALL OF THAT INFORMATION B AND COMBINE INTO A MATRIX AND DETERMINE HIGHEST RISK? GENERALLY WE'LL FOCUS OUR RESOURCES ON HIGHEST RISK TO LOWEST RISK.
>> MAYBE PROJECTS WE TAKE ON THAT DON'T NECESSARILY HAVE HIGH RISK BUT ARE IMPORTANT TO THE COLLEGE.
WE TAKE ALL OF THAT INTO CONSIDERATION.
WE WOULD TALK TO STUDENT ORGANIZATIONS AS WELL.
>> DISCUSSION OF US GIVING ULTIMATELY MILLION DOLLARS A MONTH BENEFIT HELPING OUT FOLKS SIDELINED BY THE COVID OR THE OUR ICE STORM WAS SOMETHING ELSE, TOO.
>> WE ARE WORKING TO KEEP PEOPLE IN THEIR CARS TO MOVE BACK AND FORTH TO SCHOOL, THAT KIND OF THING.
IF WE ARE GIVING AWAY A MILLION DOLLARS A MONTH, THAT IS THE FIRST PLACE AUDIT WOULD NEED TO BE.
WE DON'T WANT TO GET INTO THE VETERAN'S SITUATION.
SEEMED LIKE THAT TOOK A LONG TIME TO CLEAN UP.
IF WE HAD GOTTEN STARTED SOONER, I DON'T THINK WE WOULD HAVE THE MESS.
IF WE ARE GIVING MONEY FOR CAR REPAIR AND DON'T OWN A CAR OR PAYING RENT AND THEY LIVE WITH THEIR PARENTS, THAT KIND OF STUFF NEEDS TO BE LOOKED INTO.
AND A MILLION DOLLARS A MONTH IS AN AWFUL LOT OF MONEY TO SIMPLY BE HANDING OUT TO KEEP THE COMMUNITY GOING.
HAVE YOU DONE ANY RESEARCH INTO THOSE DOLLARS?
THOSE ARE THE TYPES OF THINGS, THANK YOU FOR SHARING THAT WITH US.
THOSE ARE THE TYPES OF THINGS WE WOULD WANT THAT KIND OF FEEDBACK TO ALLOW US TO LOOK AT THAT RISK.
THAT IS CERTAIN SOMETHING WE CAN LOOK INTO.
>> CHANCELLOR, MY APOLOGIES FOR NOT RECALLING THAT.
CAN YOU PLEASE REMIND US HOW WE ARE ALLOCATING MILLION DOLLARS A MONTH FOR PANDEMIC RELIEF TO STUDENTS?
FEDERAL GOVERNMENT THROUGH THREE NOW, WE ARE ABOUT TO GET ANOTHER GROUP GENERALLY REQUIRE THAT HALF OF ALL DOLLARS MUST SET THEIR NEEDS: CAR REPAIR, RENT, COULD BE KEEPING ELECTRICITY ON.
SO IN OUR CASE FIRST ROUND WE RECEIVED 9 MILLION.
SECOND ROUND I GUESS CLOSER TO 53 MILLION TOTAL OF THAT WITH BIG PORTION OF IT.
NEXT ROUND LOOKS LIKE RIGHT AT AROUND 90 MILLION.
HALF OF THAT, 45 MILLION WILL NEED TO BE DIRECTED TO DIRECTLY WITH STUDENTS.
GOOD NEWS, STARTED OUT VERY TIGHT WITH REQUIREMENTS.
IN OTHER WORDS COULDN'T PAY TUITION IN FIRST ROUND.
COULDN'T HELP THEM ENROLL WITH MONEY.
THEY HAD TO BE ENROLLED IN ORDER TO BE ELIGIBLE.
THEY ALSO HAD TO BE TITLE 4 ELIGIBLE.
THAT RESTRICTED EVEN FURTHER IN TERMS OF WHO WE COULD HELP IN LAYING THAT OUT.
LOOKS LIKE THE LAST ROUND LOOSENING THIS UP QUITE A BIT.
CAN'T HELP WITH TUITION ALONG WITH ALL THE OTHER REQUIREMENTS AND WHILE WE HAVEN'T SEEN THE FINAL WORDING.
SOUNDS LIKE DUAL CREDIT STUDENTS MAY ALSO BE AVAILABLE OR ELIGIBLE FOR
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SOME OF THE EMERGENCY AID.OF COURSE OUR FOUNDATION HAS BEEN IN THIS SPACE SEVERAL YEARS.
YOU MAY RECALL WE PARTNERED WITH A COMPANY CALLED EQUITY.
WE ROLLED THAT OUT AFTER THE TORNADO.
ALL THREE HAVE DIFFERENT NAMES.
WE GROUP IT TOGETHER UNDER CARES ACT.
THIS NEXT ONE, I WON'T GET IT RIGHT, NOTHING SIMILAR TO THAT.
THEY ALL HAVE DIFFERENT NAMES.
WE ALSO HAVE PRIVATE DOLLARS THAT DONORS HAVE GIVEN FOR THAT PURPOSE.
WE ARE BEEFING UP ANOTHER PARTNERSHIP TO DO, TO GET DONORS TO HAVE A BETTER JOB SUPPORTING THROUGH THIS EFFORT.
AND TRUSTING FOR US SMALL AMOUNTS, THEY HAVE A FLAT TIRE NEED HELP GETTING IT FIXED TO THEY NEED POWER CUT OFF.
OR HAVE A SIGNIFICANT AUTOMOBILE REPAIR THAT MAY COST A COUPLE OF THOUSAND DOLLARS.
ALL PART OF THE FEDERAL FUNDS INCLUDING THE ONE APPROVED YESTERDAY.
DOES IT AVERAGE OUT TO A MILLION A MONTH?
>> ABOUT 1.1 MILLION, I BELIEVE IS WHAT WE ARE DOING IN THAT.
I THINK TOTAL AT THIS POINT, WE HAVE ALREADY RECEIVED 73 MILLION ROUGHLY IN FEDERAL AID.
LOOKS LIKE WE'LL GET ANOTHER 90 MILLION OUT OF THE NEXT ROUND OF THAT.
AND YOU KNOW, THIS IS ONE OF THE THINGS THAT CONFUSES STATE POLICY MAKERS.
THEY SAY ASSUME WE GET IT TO OFFSET COSTS, WE DON'T.
>> GOOD TO KNOW WE ARE ALLOCATING THE MONEY.
TRUSTEE ZIMMERMAN, DOESN'T HURT WE ARE DOTTING ALL I'S AND CROSSING T'S.
>> JOHN CAN COMMENT ON THIS AS WELL.
EACH FALLS UNDER CENTRAL AUDITS AS THEY WOULD DO IT.
FEDERAL FUNDS FALL UNDER SINGLE AUDIT ACT.
SO OUR EXTERNAL AUDITORS WILL BE LOOKING AT THAT WITH THE SUPPORT OF THE INTERNAL AUDITORS.
THE T PAC FUNDS CENTRAL LOOK AS WELL.
FOUNDATION AUDITS ALL PRIVATE DOLLARS.
THAT IS ALSO DONE IN PARTNERSHIP WITH OUR EXTERNAL AUDITORS.
>> TOO, THERE IS AN AREA, LORI AND OUR TEAM ALONG WITH PIPER MAKING SURE WE HAVE EVERYTHING BEFORE THE FEDS COME IN AND DO AN AUDIT ALL THE I'S DOTTED, T'S CROSSED.
WE ARE ALLOCATING DOLLARS ACCORDING TO THOSE RULES AS DESIGNED BY THE DEPARTMENT OF ED.
>> THAT CERTAINLY IS MY RECOLLECTION OF MY MANY YEARS OF SERVICES ON THIS BOARD.
WE HAVE NEVER BEEN WILLY NILLY WITH OUR FUNDS.
THEY ARE HARD TO COME BY AND VERY, VERY CAREFUL IN TERMS OF HOW WE EXPEND OUR DOLLARS AND RECORDKEEPING, THANK YOU.
I WOULD SAY OUR FRUSTRATION AROUND FUNDS WAS THEY WERE SOME WHAT LIMITED IN HOW WE COULD STUDENTS.
GOOD NEWS, WE ARE FINALLY SEEING RECOMMENDATIONS WE MADE TO CONGRESS AS IT RELATES TO THESE NOW BEING LISTENED TO.
I WOULD JUST SAY THEY REWORKED ALLOCATION MODEL SO WE BENEFIT FAR GREATER AS COMMUNITY COLLEGES WE DID NOT BENEFIT AS WELL AS FOUR YEAR UNDER THE CARES
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ACT.THAT IS LARGELY CORRECTED ON THAT.
AS I MENTIONED EARLIER, LIMITED IT TO STUDENTS ON TITLE FOUR.
WE HAVE A LOT OF STUDENTS WITH A NEED WE CAN DOCUMENT THROUGH THE PROCESS THAT DIDN'T NECESSARILY RECEIVE PEL GRANTS OR FEDERAL STUDENT LOANS, THOSE STUDENTS NEED THE DOLLARS AS WELL.
BECAUSE OF LIMITS IN THE LAW AND JOHN, THAT HELD US UP SIX WEEKS OR SO AS WE MADE SURE WE UNDERSTOOD EXACTLY WHAT WE ARE DOING WHILE WE HAD STUDENTS SUFFERING OUT THERE.
THAT IS BOTH A HELP AND ALSO PART OF THE CHALLENGE OF HELPING ALL STUDENTS WE KNEW NEEDED ASSISTANCE.
>> HOW HAVE WE GOTTEN THE WORD TO THE STUDENTS AND DEFINED ELIGIBILITY?
HOW ARE WE DOING THAT >> >> WE KNOW WHO IS ELIGIBLE WE REACHED OUT TO THEM DIRECTLY.
PIPER YOU WANT TO COMMENT ON THAT? BASICALLY DONE OUTREACH TO THE INDIVIDUALS WORKED WITH THE EXISTING STRUCTURES AND NOTIFIED IT MORE BROADLY.
GREAT QUESTION SOUNDS TOO GOOD TO BE TRUE DOLLARS THERE TO HELP YOU OUT.
I THINK THAT IS ACTUALLY THE REACTION WHAT IS THE CATCH WHEN THERE ARE NONE WITH THIS PROCESS? I THINK A LOT OF THE OF OUR WORK HAS BEEN CONVINCING PEOPLE THIS IS REAL AND AVAILABLE TO THEM.
YOU KNOW WHAT, OUR STUDENTS, I HAVE TO ADMIT, I HAVE A LITTLE BIT OF PRIDE.
I LOVE TO LOOK HOW THEY RESPOND.
THEY WILL SOMETIMES, EVEN WE HAVE OFFERED DOLLARS, NO I DON'T NEED THAT MUCH.
SOMEBODY ELSE MAY NEED THAT MONEY AND TAKING WHAT THEY NEED TO SOLVE THEIR PROBLEMS. PIPER, YOU WANT TO COMMENT ON TRUSTEE BOYD'S QUESTION?
THANK YOU, TRUSTEE BOYD FOR THE QUESTION.
I HAVE REACHED OUT E-MAILS TO STUDENTS, TEXTS, SOCIAL MEDIA, NEWS LETTER.
ALL WAYS YOU CAN CONTACT A STUDENT.
THEY WERE REALLY SLOW TO UNDERSTAND THE MONEY WAS AVAILABLE.
WE FOUND IMPORTANT THINGS OUT IN THE PROCESS WHEN YOU REACH OUT TO STUDENT MATTERS AND HOW YOU DO IT MATTERS.
IF YOU REACH OUT, VIA TEXT OR A DIRECT WAY ON A FRIDAY NIGHT, STUDENT ARE READING THAT.
THEY ARE READING THEIR TEXT, THEIR E-MAILS.
WHEN WE DID IT THE FIRST TIME.
REACHED OUT ON A FRIDAY NIGHT.
BY SATURDAY MORNING, 1200 APPLICATIONS FOR CARES ACT FUNDS THAT IS THE MOST WE HAD THE WHOLE TIME SINCE WE GOT THE DOLLARS.
WE NOW ORDERED 12 MILLION DOLLARS.
WE SET THAT GOAL BASED ON TOTAL DOLLARS FROM THE FIRST ROUND.
NOW ADDITIONAL ROUNDS SETTING NEW GOALS TO PUSH THE DOLLARS OUT.
ALSO VERY CLEAR APPLY, APPLY, APPLY WHETHER YOU THINK YOU ARE ELIGIBLE OR YOU ARE NOT.
WE DO HAVE BACK UP DOLLARS IN THE FOUNDATION.
IF YOU ARE NOT ELIGIBLE FOR FEDERAL EMERGENCY AID, WE CAN STILL HELP YOU THROUGH PRIVATE FUNDS NOT RESTRICTED IN ANY WAY.
WE COULD AWARD THOSE TO ANYBODY.
>> WHAT ABOUT NUMBER OF HOURS? THEY HAVE TO HAVE A CERTAIN NUMBER OF HOURS ENROLLED? WHAT CONSTITUTES A STUDENT?
>> THAT WAS UP TO US TO DECIDE THAT FEDERAL GOVERNMENT DIDN'T TELL US WE HAD TO SET A PARAMETER.
ANY STUDENT ENROLLED CURRENTLY IS ELIGIBLE.
>> YOU KNOW TO ME, AGAIN I AM ALWAYS LOOKING FOR WAYS IN WHICH THE COLLEGE CAN BE RECOGNIZED FOR ITS COMPASSION AND CARING AND ENCOURAGING PEOPLE IN THEIR
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EDUCATIONAL PURSUIT.I WOULD LOVE TO OR LIKE TO SEE IN MY OPINION OUR PR PEOPLE PUTTING PRESSURE ON THE MEDIA LETTING THE GENERAL POPULATION KNOW WHAT DALLAS COLLEGE HAS DONE FOR THEIR STUDENTS.
I THINK THAT CAN MAKE A LOT OF DIFFERENCE FOR PEOPLE DECIDING WHERE THEY MIGHT ENROLL NEXT SEMESTER OR WHATEVER.
I SEE IT AS A REAL MARKETING OPPORTUNITY I THINK WE NEED TO ENGAGE IN THAT ACTIVITY YOU KNOW, WITH A LITTLE TALE TWISTING WITH THE MEDIA TO GET COVERAGE.
>> I THINK IN TERMS OF TRUSTEES, THIS IS A ROLE WE CAN PLAY IN OUR PARTICULAR DISTRICTS OR COME TOGETHER, LET THE PUBLIC KNOW THROUGH WHATEVER VEHICLE WE ARE GOING TO USE TO COMMUNICATE WITH CONSTITUENTS.
AS TRUSTEES WE DON'T DO THAT ENOUGH.
WE HAVEN'T HAD THE TYPE OF VEHICLE, TOOLS TO BE ABLE TO DO THAT.
SINCE JANUARY PLANNING SESSION, WE HAVE SET THAT IN PLACE.
THIS IS VERY, VERY IMPORTANT FOR PEOPLE ESPECIALLY IN EDUCATION WORK FORCE COMMITTEE MEETING.
WE ARE GOING TO SEE THE NUMBERS RETURNING ADULTS NOT IN OUR DIFFERENT HIGH SCHOOL TRACKS SIGNIFICANTLY DECLINED.
I KNOW THAT STAFF ARE DOING MANY, MANY THINGS TO REACH OUT TO THEM.
THIS IS WHERE WE HAVE A ROLE TO PLAY.
ALSO IN THE SUBURBAN NEWSPAPERS, TOO.
NOT JUST THE DALLAS MORNING NEWS.
>> TRUSTEE FLORES WE ARE ACTUALLY UP WITH DUAL CREDIT STUDENTS WE HAD GOOD ENROLLMENT GROWTH.
>> I SAID OTHER THAN HIGH SCHOOL STUDENTS.
>> I THINK WE WERE IN THE AUDIT COMMITTEE.
>> THAT IS AN EXAMPLE OF HOW RISK AND ISSUES CAN CHANGE FOR THE COLLEGE AND OUR INVOLVEMENT WOULD BE FIRST LOOKING AT THE REQUIREMENTS ARE THEN WHAT CONTROLS IN PLACE AND IS THERE ANOTHER AREA INVOLVED? ALSO REVIEWING THIS INFORMATION OR RISKS AND OFFERING WHATEVER ASSISTANCE.
IF ANOTHER AREA IS ALREADY TAKING A LOOK WE WOULD USE THE SAME RESOURCES, WE ARE CERTAINLY HERE TO PROVIDE INSIGHT AND GUIDANCE OF THOSE RISKS AND CONTROLS OF DIFFERENT THINGS.
>> FOR MOST OF THE ENGAGEMENTS ARE INVOLVED IN.
WE'LL PREPARE THE ENGAGEMENT LETTER AND WORK WITH THE CLIENT ON THE OBJECTIVES AND MAKING SURE WE ARE MEETING YOUR NEEDS AND COMPLETE THE FIELD WORK AND DEVELOP A DRAFT REPORT.
THAT DRAFT REPORT THEN WE WOULD DISCUSS AT THE CLOSING MEETING AND WE WOULD OBTAIN MANAGEMENT RESPONSES AND CORRECT PLAN AND HAVE EXECUTIVE CONFERENCE IF WE NEED TO.
THAT CORRECTIVE ACTION PLAN INCORPORATED SCOMBOO THE FINAL REPORT.
FINAL REPORT DISTRIBUTED TO THE CHANCELLOR, TO MANAGEMENT AND ALSO TO THE BOARD AT THAT TIME.
AND THEN WE WOULD TRACK THOSE ISSUES ON OUR TRACKING MECHANISM.
PURPOSE IS TO PROVIDE ALL STAKEHOLDERS WITH INFORMATION REGARDING PURPOSE, ROLE, SCOPE OF INTERNAL AUDIT, ACTIVITIES AND ALSO REQUIREMENTS WE ARE WHAT IS IN PROCESS NOW WORKING ON A WEB PAGE.
ON THAT PAGE WILL INCLUDE, ALSO INCLUDE VISION AND MISSION AND CHARTER, AND AUDIT INFORMATION PACKET.
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IT IS A PACKET DISTRIBUTED TO THE CLIENT.THAT INCLUDES AUDIT PROCESS, WHAT TO EXPECT AND WHAT OUR EXPECTATIONS ARE OF THE CLIENT AND INCLUDE EXPLANATION OF THE AUDIT SURVEY.
AS WELL AS FREQUENTLY ASKED QUESTIONS.
NEXT ITEM INTERNAL AUDIT CHART.
REQUIRE EACH INTERNAL AUDIT ACTIVITY.
EACH DEPARTMENT HAVE A CHARTER THAT COVERS WHAT THE PURPOSE IS OF INTERNAL AUDIT, AUTHORITY AND RESPONSIBILITY OF THE INTERNAL AUDIT DEPARTMENT.
THIS IS DIFFERENT FROM THE AUDIT COMMITTEE CHARTER.
IT IS A CHARTER SPECIFICALLY FOR THE INTERNAL AUDIT ACTIVITY AND DEPARTMENT.
AND AGAIN BECAUSE WE IT IS A REQUIREMENT OF THE STANDARDS TO HAVE A CHARTER BECAUSE OF THE UNIQUENESS OF THE INTERNAL AUDIT DEPARTMENT.
AUDIT DEPARTMENT REPORTING TO THE AUDIT COMMITTEE OR BOARD OR NEEDING ACCESS.
IT IS WHY THIS CHARTER IS REQUIRED.
THE CHARTER IS ATTACHED TO YOUR PACKET.
>> MISS COX? I HAVE A QUESTION: THIS IS THE FIRST TIME WE HAVE A CHARTER FOR INTERNAL AUDIT, IS THAT CORRECT?
>> IT IS MY UNDERSTANDING A DRAFT ONE.
THIS IS THE FIRST TIME IT IS PRESENTED TO THE BOARD, THE AUDIT COMMITTEE.
>> THIS IS NOT A MANDATORY REQUIREMENT BUT BEST PRACTICE IS THAT CORRECT?
>> IT IS A MANDATORY REQUIREMENT FOR INTERNAL AUDIT DEPARTMENT TO MEET THE STANDARDS.
>> AND THIS IS ONE OF THE STANDARDS >> YES.
>> IN FOLLOWING THE STANDARDS, OUR DEPARTMENT AND MYSELF CERTIFIED INTERNAL AUDITOR.
>> WE WERE WITHOUT AN AUDITOR?
>> YES, THERE WAS A CHARTER IN PROGRESS.
WE ARE TRYING TO MOVE TO COMPLY, THEY HADN'T.
ONE OF THE REQUIREMENTS WE PUT IN THAT SEARCH WAS THAT THE PERSON WOULD BRING THE INTERNAL AUDIT WITH INSTITUTE OF INTERNAL AUDIT STANDARDS.
THERE WAS IN FACT A CHARTER BEING UTILIZED INTERNALLY HAD NOT BEEN APPROVED BY THE BOARD.
>> THAT IS THE FINAL STEP APPROVAL BY THE BOARD.
IF THIS WAS MANDATORY AND HAD IT IN PLACE, FIVE, SIX, SEVEN, EIGHT, NINE YEARS AGO.
I WAS CONCERNED HOW WE MAKE SURE THESE THINGS DON'T HAPPEN.
>> LORI, IT WAS NOT A REQUIREMENT TO HAVE CHARTER FOR INTERNAL AUDIT UNDER APPLICABLE LAW.
MEETING THE STANDARDS OF THE INSTITUTE OF INTERNAL AUDITING.
THEY ARE NOT MANDATED BY LAW BUT WE WANT OUR INTERNAL AUDIT TO MEET THE STANDARDS.
THEY HADN'T ADHERED TO IAD STANDARDS PRIOR TO LAST COUPLE OF YEARS >> I AM GLAD WE ARE GETTING THERE NOW, THANK YOU ALL FOR YOUR LEADERSHIP IN THIS AREA.
>> TRUSTEE FLORES, THIS IS NO DIFFERENT FROM PROGRAM ACCREDITATION FOR DENTAL HYGIENE, AUTOMOTIVE AS WELL.
YOU JUST EQUATED IT WITH THAT TYPE OF APPROACH VERY SIMILAR IN NATURE.
>> OUR LAW ENFORCEMENT, POLICE DEPARTMENT PRESENTLY GOING THROUGH ACCREDITATION REVIEW AND STANDARD TO ACHIEVE HIGHER STANDARD.
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CERTAINLY WE ARE AUTHORIZED TO FUNCTION BY CALLING EVERYBODY ELSE.THOSE STANDARDS THAT HOLD DEPARTMENTS TO A HIGHER LEVEL ARE THINGS WE ALL ASPIRE.
POLICE DEPARTMENTS PRESENTLY ON A JOURNEY TO RECEIVE THAT ACCREDITATION.
I CAN'T REMEMBER THE NAME OF THE ACCREDITING AGENCY.
>> THIS PUTS US IN A BETTER POSITION TO GO THROUGH THAT PROFESSIONAL CERTIFICATION TO MEET THE STANDARDS.
THAT WAS DIFFICULT BEFORE SEVEN OF EVERYTHING OUT THERE.
OBVIOUSLY ONLY ONE INTERNAL AUDITOR.
WE CONSOLIDATED POLICE DEPARTMENTS, THAT HAS BEEN A GOAL AS TO RAISE THE PROFESSIONAL STANDARDS IN EVERY AREA WHERE THERE IS EXTERNAL GROUP THIS IS TRUE WITH ACADEMIC AS WELL AS OPERATIONAL EFFORTS WE STRIVE TO REACH THAT LEVEL AND ACHIEVE CERTIFICATION RECOGNITION, WHATEVER THE CATEGORY MAYBE.
>> MISS COX, THIS ALSO IS EXTREMELY IMPORTANT.
THIS IS AN ASPECT ANY BOND RATING COMPANY LOOKS AT.
I THINK MOST OF YOU KNOW I APPRECIATE THE ENHANCEMENT AND IMPROVEMENT.
>> THIS IS PROVIDED THROUGH YOUR REVIEW.
INTENT TO BRING BACK TO THE NEXT AUDIT COMMITTEE BOARD MEETING FOR APPROVAL.
IT INCLUDES OUR MISSION AND IT INCLUDES DEFINITIONS AND OUTLINES OUT INDEPENDENCE AND OBJECTIVITY AND SCOPE OF OUR DUTIES.
ONE OF THE THINGS IT INCLUDES QUALITY ASSURANCE.
ACCREDITATION SERVICE, THAT IS WHAT QUALIFY ASSURANCE, DESIGNED TO MAKE SURE THE DEPARTMENT IS COMPLYING AND ACHIEVING GOALS AND METRIC.
PART OF THAT IS COMING WITH THE PROGRAM, INTERNAL ASSESSMENTS.
REVIEWING WORKING PAPERS, REPORTS IN PLACE.
HAVING ENGAGEMENT PROGRAMS AND SURVEYS OF AUDIT.
REQUIRED BY THE STANDARDS EVERY FIVE YEARS, INDEPENDENT PARTY COME IN AND ASSESS THE INTERNAL AUDIT FUNCTION SO THAT IS SOMETHING WE'LL PLAN LATER DOWN THE LINE.
THAT EXTERNAL ASSESSMENT WILL A REPORT WILL GO TO THE COMMITTEE.
NEXT ITEM IS RESTRUCTURE AND BRIEFLY RESTRUCTURING TO MAKE SURE WE CAN OPERATE EFFICIENTLY AND EFFECTIVELY AS POSSIBLE AND PROVIDE GROWTH OPPORTUNITIES.
CURRENTLY TWO VACANT AUDITOR POSITIONS.
ONE OF THE POSITIONS WILL BE DESIGNATED AS SENIOR AUDITOR POSITION.
ONE WILL REMAIN INTERNAL AUDITOR POSITION AND PLAN TO FILL THOSE TWO VACANCIES AND PROVIDES GROWTH OPPORTUNITIES FOR THE STAFF AND ONE POSITION WILL BE RECLASSIFIED.
>> I MAY INTERJECT, LORI, THEY ARE CARRIED LAST TWO BUDGET YEARS.
WE DIDN'T FILL THOSE BECAUSE WE WERE IN THE SEARCH FOR CHIEF INTERNAL AUDITOR TO BILLIONTH BUILD OUT THEIR TEAM.
THOSE POSITIONS HAVE BEEN APPROVED IN THE PRIOR TWO FISCAL BUDGETS AND CARRIED THEM FORWARD UNFILLED UNTIL THIS POINT.
>> STRATEGIC PLAN IN PROCESS AS WELL SHOULD BE COMPLETED NEXT FEW WEEKS.
ONE OF THE GOALS -- THE BOARD FOR REVIEW.
[00:45:14]
PURPOSE OF A PLAN MAINTAIN ALIGNMENT TO INSURE WE ARE MAKING MEANINGFUL CONTRIBUTIONS TO THE COLLEGE'S OVERALL RISK MANAGEMENTS.MAKING SURE WE ARE MEETING EXPECTATIONS.
>> MISS COX, WOULD YOU SHARE WITH THE BOARD.
FOR ME IT IS A PERSONAL CURIOSITY BEING A STUDENT NOW, I LIKE TO SEE EXAMPLES OF FUNCTIONING STRATEGIC PLANS WITH ORGANIZATIONS.
OUR GOALS SPEAK TO VISION INTERNAL AUDIT IS A RESOURCE AND PROVIDE EDUCATION AND TRAINING TO THE ORGANIZATION SO WE HAVE DONE THIS IN THE PAST AND RISK MANAGEMENT.
WE HOPE TO PROVIDE THAT TO ALL OF THE EMPLOYEES, ALSO TO IMPLEMENT TECHNOLOGY TO SUPPORT AND DRIVE OUR AUDIT PROCESS.
SOME OF OUR METRICS WILL BE 90% COMPLETION SATISFACTION SURVEY, 4.5 OUT OF 5.
THIS IS A SURVEY WE ARE DEVELOPING WILL GO TO EACH AUDIT CLIENT AT THE CONCLUSION FOR THEM TO RATE OUR SERVICE, THINGS TO IMPROVE ON, THINGS WE DID WELL AND THINGS WE CAN DO BETTER.
AVERAGE OF 10 BUSINESS DAY ISSUANCE OF THE DRAFT AND LAST FOR STAFF TO MAINTAIN AUDIT CERTIFICATION OR ACHIEVE 40 HOURS OF CONTINUING EDUCATION EACH YEAR.
THAT SPEAKS TO REMAINING AUDIT UNDERSTANDING PROFESSION AND RISK AND CONTROLS.
LAST ITEM, AUDIT PLAN MODIFICATIONS AND ENGAGEMENT STATUS.
AUDIT PLAN FOR THIS FISCAL YEAR DEVELOPED SEVEN COLLEGES TO ONE COLLEGE.
IT WAS INTENTIONALLY LEFT UNOPENED, REORGANIZATION OCCURRING, WE SAW DIFFERENT RISK AND CONTROLS, WE COULD ASSESS THOSE AND ADDRESS THOSE IT IS PROCESSING THE RISK DURING THIS TIME.
SO RESULT OF THAT, ONE OF THE ADDITIONS OF OUR PLAN IS PROCUREMENT.
WE PLAN TO START THIS TOWARDS THE END OF MARCH.
RIGHT KNOW, BUILDING THE SCOPE AND OBJECTIVES AND WORK WITH PURCHASING AND PROCUREMENT ON THAT AS WELL.
IT IS A LOOK AT THE POLICIES AND THE PROCESSES AS WE ENGAGE IN CERTAINLY MORE AND MORE PROCUREMENT TO MAKE SURE POLICIES ARE PROFICIENT AND WORKING THE BEST THEY CAN FOR THE COLLEGE.
CURRENTLY WE HAVE THREE SPECIAL REVIEWS IN PROCESS.
THESE ARE BASED ON REQUESTS FROM MANAGEMENT OR REPORTS OF THE HOTLINE.
SO THAT IS ALL I HAVE TO REPORT ON AT THIS TIME.
CERTAINLY I WOULD BE HAPPY TO ANSWER ANY QUESTIONS YOU MAY HAVE.
>> SPEAKING FOR MYSELF, VERY IMPRESSIVE YOU HAVE PRESENTED.
I DON'T THINK WE HAVE PREVIOUSLY GOTTEN THIS TYPE OF REPORT.
IT IS NICE TO SEE TO SPEAK TO BEST PRACTICES, THANK YOU FOR YOUR LEADERSHIP.
THANK YOU FOR THE OPPORTUNITY.
>> TO MAKE NOTE, I LIKE WHAT YOU ARE DOING FOR STAFF DEVELOPMENT IN TERMS OF YOUR STAFF.
>> MISS COX, ONE OF THE THINGS I MENTIONED TO YOU BEFORE I WOULD REALLY FEEL IT APPROPRIATE WE INCLUDE IN THE AUDIT PLAN OUR SCHEDULE FOR AUDIT REVIEW ON BRB IMPLEMENTATION.
[00:50:01]
>> THAT IS CRITICAL WE HAVE THAT DONE AND BE GETTING THAT REVIEW AND FEEDBACK TO THE BOARD STATUS AND PROGRESS.
I THINK IT IS IMPORTANT WHEN WE SEE THE PLAN.
SO THAT IS THE ONLY COMMENT I HAVE.
AGAIN I APPRECIATE YOUR PROFESSIONALISM, STRUCTURE IN WHICH YOU DESIGNED YOUR FUNCTION AND OFFICE TO OPERATE.
I LOOK FORWARD TO SEEING THAT STATUS AS WE HEAD INTO JUNE.
>> NO, I THANKED LORI SHE CAME ON BOARD TO MOVE TO A HIGHER LEVEL OF SERVICE AND PROFESSIONALISM.
SHE IS MOVING AT LIGHTNING SPEED.
>> NO NEED FOR -- THAT CONCLUDES OUR APPOINTMENT.
>> CHAIR WILLIAMS, MAY HAVE COMMITTEE NOTES ON THERE, I HAVE REVIEWED THOSE.
IF THERE ARE ANY COMMITTEE MEMBERS WHO HAD CHANGES, THAT WOULD BE APPROPRIATE TO MAKE MISS MOLINA AWARE.
THERE IS NO NEED FOR EXECUTIVE SESSION AND READY FOR ADJOURNMENT.
TRUSTEE BOYD, YOUR MEETING BEGINS AT 12:30, YES.
SO WE CAN TAKE AN EIGHT-MINUTE BREAK, EVERYONE AND BE BACK AT 12:30.
* This transcript was compiled from uncorrected Closed Captioning.