There were no requests for public comment.

None

Emilie Larew and Dr. Magee shared information on the history of the Notice to Cure and previous efforts to resolve questions presented by the Charter School Division.

There have been multiple meetings and written responses since approximately fall of 2015. In September 2016, we received a one day notice about meeting with representatives from the LAUSD Finance Team. PCHS had been working with them since June.
The September notice was to close out their case.  The next response we received was this Notice to Cure in November.
 
Greg Wood reported that he had a conversation with the auditors about the items listed in the Notice to Cure and the items have been included in our regular audits, which include ASB, over the last few years.

Members discussed that the policies and procedures being developed and those already in place apply to all fundraising groups, not just the baseball team or other sports groups. The policies and procedures required must be consistent across all groups.
 
A prior audit report had indicated some concerns with the ASB accounts (accounts for clubs and sports). The 2013-2014 audit report showed that there were five items that needed to be fixed. In the report by the auditor that will be presented next week, there are no remaining issues. 
 
Greg Wood presented information on policies previously approved by the Board on November 17, 2015:

• The Policy relating to deposits
• Instructions for Blue forms for ASB purchases (nicknamed "Bluies")
• Adopted policies for ASB purchase order or issuance of check

 
Greg Wood suggested that we respond to the Notice to Cure with the policies and procedures that the Board adopted.  Greg Wood asked the Board to recognize that the policies procedures adopted on November 17, 2015 for ASB related activities also applies to the baseball team and snack shack.
 
In April 2016, the Board adopted a fundraising policy and that was provided to LAUSD.
 
LAUSD wants the agenda and the minutes from this meeting.
 

The vote with regard to section B (above) applies to this policy as well.

Greg Wood relayed that the Board adopted a fundraising policy on April 14, 2016.   This fundraising policy was thoroughly discussed by the Board prior to approval and is in place.

Mr. Wood reported that we are receiving from fundraising activities including Baseball. No expenses are paid out on the honor system. There are documents in place. When money is raised there is a cash count and receipts are submitted. Appropriate documentation is received regarding revenue expenses. We have a document called a revenue potential that the clubs and teams fill out before the fundraising activities. Mr. Wood presented the information regarding the forms used for the student clubs and Arleta Ilyas indicates that the students have to fill out the form.
 
Documentation indicates that they sell $75 to $100 per game and receipts for reimbursement are presented.
 
Ellen Pfahler mentioned item 4 on the Notice to Cure, the Snack Shack doesn’t do this. 
Mr. Wood discussed the Traditions Dinner and that the documentation was provided with regard to that event. 
Dara Williams suggested that Baseball should have to fill out the same form that the other clubs have to fill out indicating the anticipated costs so that we can have oversight to ensure that the event is not going to lose money.

The document currently used includes estimated costs and estimated sales. The statement should be given to the EDP prior to approval that there is an expectation that the money won’t be lost; make at least as much, if not more than the cost of the contract.

Baseball was not aware that they were supposed to submit this document. Through the Athletic Director it should be communicated to all coaches that this documentation must be submitted.

An inventory monitoring process form has been developed and Greg Wood is asking that this form be adopted. It would apply to all teams that are run through ASB. 501(c)(3) organizations don’t have to do this if the fundraiser is run outside of the school. It was discussed that basketball would have to do it for the snack shack. The Quarterback Club is a 501(c)(3) so it doesn’t have to comply with these rules.
 
Other 501(c)(3) groups:
All the external 501(c)(3)’s are not subject to the rules
Dara Williams brought up that other 501(c)(3) organizations have had to fill out forms while the Quarterback Club and others have and she pointed out that the same rules should apply to everybody.  All 501(c)(3) organizations do not have to deposit funds into the ASB student accounts and so therefore they do not have to fill out these forms. 

There was consensus among the members that all policies must be applied consistently to all groups.

Greg Wood doesn’t believe that anything over and above what we are doing need to be done. The audit reports acknowledge that there were some issues; however, the items were addressed such that in the last two fiscal years our external auditors are satisfied. Ellen inquired as to whether receipts are provided for reimbursements and Mr. Wood confirmed they are required and are provided.
 
Ms. Pfahler noted that the ASB audit reports for those years can be given to LAUSD. To go back to do more than that would be difficult and cost prohibitive.  It seems reasonable to give them the ASB audits that are now included in the Audit Report for the school, since the items in question are part of the ASB audit.

The Baseball fund is one fund, there is not a separate fund for the snack shack.

There have been allegations and complaints to the Charter School Office regarding Baseball fundraising but there is no evidence of financial impropriety.
 
We want to be and are being transparent with what we are doing.

Leslie suggested modifying the current fundraising policies to the extent they have been modified by our recent discussions.
Members tasked the EDP with have these policies incorporated into the current fundraising policy and bringing the updated policy back to the Board for approval.

Next meeting will be Tuesday, December 17th at 5pm in Gilbert Hall, which is a return to the usual starting time and location.

Emilie Larew announced that closed session would be conducted in two separate parts based on the availability of participants in respect for people's time.

For the first part: 5:40pm
Emilie Larew announced that the item: Conference with Legal Counsel: Existing Litigation would be discussed.  The Board went into closed session for this item at 5:40pm and returned to open session at 6:20pm.

For the second part: 7:15pm
Emilie Larew announced the remaining 3 agenda items for this part:
Conference with Legal Counsel: Anticipated Ligitation
Challenge to Pupil Records :Grade Appeal
Public Employee Discipline/Dismissal/Release
 

Emilie Larew also announced that the employee Board members (interested parties) would be recusing themselves as appropriate from any closed session items related to personnel. 

Susan Ackerman, Amanda Campbell, Emilie Larew, and Andrew Paris recused themselves and left the meeting for items related to personnel at 7:45pm.

 

No action was taken.

Nothing to report.

No reportable action was taken.

No reportable action was taken.

Closed session adjourned at 9:20 p.m.  
No reportable action was taken during closed session.