Report 2018-131 Recommendation 28 Responses
Report 2018-131: Alum Rock Union Elementary School District: The District and Its Board Must Improve Governance and Operations to Effectively Serve the Community (Release Date: May 2019)
Recommendation #28 To: Alum Rock Union Elementary School District
To ensure that district staff have appropriate guidance when awarding contracts under emergency conditions, the district should create and implement by November 2019 policies and procedures describing the protocol for awarding emergency contracts, including the use of the district's standard contracting forms. The district should also train staff to follow these policies and procedures.
Annual Follow-Up Agency Response From November 2021
Board Policy 3311 and evidence of training have been sent to Mr. Brian Boone.
- Completion Date: November 2021
California State Auditor's Assessment of Annual Follow-Up Status: Partially Implemented
The district provided a copy of its updated policy pertaining to awarding contracts under emergency conditions. However, that policy and the training materials it provided do not specifically address the use of the district's standard contracting forms for emergency contracts.
- Auditee did not substantiate its claim of full implementation
- Auditee did not address all aspects of the recommendation
Annual Follow-Up Agency Response From November 2020
The district did not provide a response to this recommendation. However, it provided documentation to support its actions to address the recommendation.
- Completion Date: February 2020
California State Auditor's Assessment of Annual Follow-Up Status: Partially Implemented
Although the district updated its policies to include the awarding of emergency contracts, these policies do not include guidance for using the district's standard contracting forms. Further, the district did not provide any evidence that it trained its staff on these policies.
- Auditee did not address all aspects of the recommendation
1-Year Agency Response
On May 22, 2020, the District provided Mr.Boone with AR 3311 and BP 3312, which addressed this recommendation.
- Completion Date: February 2020
- Response Date: May 2020
California State Auditor's Assessment of 1-Year Status: Partially Implemented
Although the district updated its policies to include the awarding of emergency contracts, these policies do not include guidance for using the district's standard contracting forms. Further, the district did not provide any evidence that it trained its staff on these policies.
- Auditee did not address all aspects of the recommendation
6-Month Agency Response
BP 3311 also covers recommendation #28 regarding emergency contracts.
This Board Policy was updated in the Nov. 2019 meeting. Evidence will be sent to Mr. Boone.
- Completion Date: November 2019
- Response Date: November 2019
California State Auditor's Assessment of 6-Month Status: Pending
Although the district provided us with the updated board policy, it did not provide evidence that this policy was approved by the board. Further, the district did not demonstrate that it trained its staff on the updated policy.
- Auditee did not substantiate its claim of full implementation
- Auditee did not address all aspects of the recommendation
60-Day Agency Response
1.Amend Board Policies (3000 series) and Board Bylaws (9000) to incorporate requirements;
2.Board Governance Training.
- Estimated Completion Date: Fall 2019
- Response Date: August 2019
California State Auditor's Assessment of 60-Day Status: Pending
Although the district's response refers to board governance training, our recommendation specifies that the district train its staff on the policies and procedures that it plans to implement.
All Recommendations in 2018-131
Agency responses received are posted verbatim.