4/4/2001 SCHOOL COMMITTEE Minutes

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i NIASHPEE SCHOOL COMMITTEE -REGULAR MEETING-APRIL 4,2001 PAGE 8.12 Auditor's Reyort — Mr. McGown introduced auditors George Malone and Richard Bienvenue who gave ars overview of an audit they conducted on the school department's financial records during 1999. Mr. Binvenue outlined the department's examination of the books as reported t the town. Although he found nothing"materially wrong"with the information provided to him, he did have some suggestions to help improve the system. They included: 1 usage of an "Approved" stamp to process invoices; 2 input purchase orders in a timely manner/require purchase order for payment of invoices; improve internal controls over cash collections; reconcile all accounts on a monthly basis with the Town Accountant; improve reporting on grants and donations; at least once a year, report all pre-school activity together in a combined report. At this point, Marcia King addressed the School Committee regarding Medicaid reimbursements. She reiterated concerns. regarding grant reconciliation between the town and the school department. Mrs. Lynch asked for an FYoo grant status spreadsheet to be available at the May meeting. Mrs. Ding will provide this information. .9 Summer Institute—Michael Forde—Mr. Forde presented this year's Summer Institute program. He noted this year's program will be conducted at the Boys and Girls Club. Last year's profit totaled$1,053.50 Mr. Forde recommended that after several years ofholding the Summer Institute, the Director's position should be placed in � the teachers' contract. Mr. Flury stated that should be brought to the attention of the negotiations team. Motion made by Mrs. Lynch, seconded by Mr. Caswell, to approve the 2001 Summer Institute program. VOTE: Unanimous 8.7 Facility Usage Agreement — Leisure Services — Mr. Flu ry said a meeting had been held with Gus Frederick, Don Cook and the Administrators to discuss the Agreement and usage of the facilities. lir. Fluery noted concerns as follows: a supervision at the high school (possibly moving the Leisure Services office to the entrance of the high school). This will be explored. b Mrs. Gook, once again, expressed concerns regarding facility utility and long-term maintenance costs. These are currently being incurred by the school department for Leisure Service activities. Mrs. Cook suggested scheduling a joint meeting with the , School Committee, Board of Selectmen,and Leisure Services.