807 - Fiscal Reports

807 - Fiscal Reports dawn.gibson.cm… Mon, 06/10/2024 - 16:16

807.01 - Secretary's Reports

The board secretary shall report to the board each month about the receipts, disbursements and balances of the various funds. This report shall be in written form and sent to the board with the agenda for the board meeting.

Legal Reference: Iowa Code §§279.8, 291.7 (1991)

Cross Reference: 807        Fiscal Reports
206.3    Board of Directors’ Secretary
206.4    Board of Directors’ Treasurer

Approved: 4-23-92
Reviewed: 2-12-24
Revised:

dawn.gibson.cm… Mon, 06/10/2024 - 16:16

807.02 - Treasurer's Annual Report

At the annual meeting, the treasurer shall give the annual report stating the amount held over, received, paid out, and on hand in the general and schoolhouse funds. This report shall be in written form and sent to the board with the agenda for the board meeting.

It shall be the responsibility of the treasurer to submit this report to the board annually.

Legal Reference: Iowa Code §§279.31, 291.15 (1991)

Cross Reference: 206.4 Board of Directors’ Treasurer
807 Fiscal Reports

Approved: 4-23-92
Reviewed: 2-12-24
Revised:

dawn.gibson.cm… Mon, 06/10/2024 - 16:17

807.03 - Publication of Financial Reports

Each month the schedule of bills allowed by the board shall be published in a newspaper designated as a newspaper for official publication. Annually, the total salaries paid to school district personnel regularly employed by the school district shall also be published in a newspaper designated as a newspaper for official publications.

It shall be the responsibility of the board secretary to publish these reports in a timely manner.

Legal Reference: Iowa Code §§279.35 - .36 (1991)
1952 Op. Att’y. Gen. 133

Cross Reference: 206.3 Board of Directors’ Secretary
807.2 Treasurer’s Annual Report

Approved: 4-23-92
Reviewed: 2-12-24
Revised:

dawn.gibson.cm… Mon, 06/10/2024 - 16:18

807.04 - Audit

To review the funds and accounts of the school district, the board shall employ an auditing agency to perform an annual audit of the financial affairs of the school district. The administration shall cooperate with the auditors.

It shall be the responsibility of the superintendent to recommend to the board an auditing agency to review the school district’s financial affairs.

Legal Reference: Iowa Code §11.18 (1991)

Cross Reference: 801 Financial Accounting System
807 Fiscal Reports

Approved: 4-23-92
Reviewed: 2-12-24
Revised:

dawn.gibson.cm… Mon, 06/10/2024 - 16:19

807.05 - Internal Controls

The Board expects all board members, employees, volunteers, consultants, vendors, contractors, students and other parties maintaining any relationship with the school district to act with integrity, due diligence, and in accordance with all laws in their duties involving the school district’s resources. The board is entrusted with public dollars and no one connected with the school district should do anything to erode that trust.

Internal control is the responsibility of all employees of the school district. The superintendent and board secretary shall be responsible for developing internal controls designed to prevent and detect fraud, financial impropriety, or fiscal irregularities within the school district subject to review and approval by the board. Administrators shall be alert for any indication of fraud, financial impropriety, or irregularity within the administrator’s area of responsibility.

Any employee who suspects fraud, impropriety, or irregularity shall report their suspicions immediately to his/her immediate supervisor, or the superintendent. The superintendent shall have primary responsibility for any necessary investigations and shall coordinate investigative efforts with the board’s legal counsel, auditing firm, and other internal or external departments and agencies, including law enforcement officials, as the superintendent may deem appropriate.

Employees bringing forth a legitimate concern about a potential impropriety will not be retaliated against and those who do retaliate against such an employee will be subject to disciplinary action up to, and including, discharge.

In the event the concern or complaint involves the superintendent, the concern shall be brought to the attention of the board vice-president, who shall be empowered to contact the board’s legal counsel, insurance agent, auditing firm, and any other agency to investigate the concern or complaint.

Upon approval of the board, the superintendent, may contact the State Auditor or elect to employ the school district’s auditing firm or State Auditor to conduct a complete or partial forensic/internal control/SAS99 audit annually or otherwise as often as deemed necessary. The superintendent is authorized to order a complete forensic audit if, in the superintendent’s judgment, such an audit would be useful and beneficial to the school district. The superintendent shall ensure the State Auditor is notified of any suspected embezzlement or theft pursuant to Iowa law. In the event there is an investigation, records will be maintained for use in the investigation. Individuals found to have altered or destroyed records will be subject to disciplinary action, up to, and including termination.

Legal References: American Competitiveness and Corporate Accountability Act of 2002,
Pub. L. No. 107-204.
Iowa Code ch. 11, 279.8 (2007).

Cross References: 807.04 Audit

Approved:
Reviewed:
Revised:

dawn.gibson.cm… Mon, 06/10/2024 - 16:20

807.05R1 - Internal Controls - Procedures

Fraud, financial improprieties, or irregularities include, but are not limited to:

Forgery or unauthorized alteration of any document or account belonging to the district.
Forgery or unauthorized alteration of a check, bank draft, or any other financial document.
Misappropriation of funds, securities, supplies, or other assets.
Impropriety in the handling of money or reporting of financial transactions.
Profiteering because of “insider” information of district information or activities.
Disclosing confidential and/or proprietary information to outside parties.
Accepting or seeking anything of material value, other than items used in the normal course of advertising, from contractors, vendors, or persons providing services to the district.
Destroying, removing, or inappropriately using district records, furniture, fixtures, or equipment.
Failing to provide financial records to authorized state or local entities.
Failure to cooperate fully with any financial auditors, investigators or law enforcement.
Any other dishonest or fraudulent act involving district monies or resources.

The superintendent shall investigate reports of fraudulent activity in a manner that protects the confidentiality of the parties and the facts. All employees involved in the investigation shall be advised to keep information about the investigation confidential.

If an investigation substantiates the occurrence of a fraudulent activity, the superintendent or board vice-president if the investigation centers on the superintendent, shall issue a report to the board and appropriate personnel. The final disposition of the matter and any decision to file or not file a criminal complaint or to refer the matter to the appropriate law enforcement and/or regulatory agency for independent investigation shall be made in consultation with district legal counsel. The results of the investigation shall not be disclosed to or discussed with anyone other than those individuals with a legitimate right to know until the results are made public.

Approved:
Reviewed:
Revised:

dawn.gibson.cm… Mon, 06/10/2024 - 16:21

807.06 - Insurance Report

At the annual meeting each year, the board shall receive a written report indicating the types, amounts of, and cost of the insurance for the school district. This report shall include bonds purchased for school district personnel and board officers. It shall be in written form and sent to the board with the agenda for the board meeting.

It shall be the responsibility of the board secretary to file this report with the board.

Legal Reference: Iowa Code §279.8 (1991)

Cross Reference: 810 Insurance

Approved: 4-23-92
Reviewed: 2-12-24
Revised:

dawn.gibson.cm… Mon, 06/10/2024 - 16:23