Fayetteville School Board Looks At Policy Revision On Professional Services Contracts

FAYETTEVILLE — The School Board may change its purchasing policy by lowering the amount on contracts requiring board approval, particularly for professional services.

Justin Eichmann, a board member, brought the issue to the board’s attention at its November meeting and asked the board to vote when it meets Dec. 19.

The policy requires board approval to purchase commodities costing more than $50,000.

Eichmann wants the policy to specifically state the board must approve or ratify contracts for the purchase of professional and personal services in excess of $50,000.

At A Glance

Purchasing Commodities

Section 3.5 of the Fayetteville School Board policies states, in part:

“Purchases shall be made in accordance with state laws and procurement procedures governing school purchases that are deemed to be in the best interest of the district and the result of fair and open competition between qualified bidders and suppliers.

“As used in this policy, ‘commodities’ is defined as all supplies, goods, material, equipment, computers, software, machinery, facilities, personal property, and services, other than personal and professional services, purchased on behalf of the district.

“Purchases of commodities with a purchase price of more than $50,000 require prior board approval, unless an emergency exists in which case the superintendent may waive this requirement, not to exceed $100,000.”

Source: Fayetteville School District

“I’ve been thinking how to do this for several months,” Eichmann said. He said there is a “cloudiness” in the district policy and state law about professional and personal services.

Residents have told him they were concerned about the district spending more than $800,000 during the past four years for professional development services from the International Center for Leadership in Education, he said. The contract with the education group for this school year is $171,500 and includes provisions for 35 consulting days for $4,900 a day.

The expenditures are included in the curriculum and instruction budget, as part of the overall district operating budget and weren't presented to the board for review. Chris Lawson, the district's attorney, has said the board tacitly approved the contract because it was included in the district budget for 2013-14.

Rogers and Springdale district officials said they don't have a written policy spelling out a dollar amount for contracts to require board approval.

Kathy Hanlon, Rogers treasurer, said the board is aware of contracts when the budget is approved and the district reports its expenditures as part of its school improvement plan to the state. All districts, including Fayetteville, are required to post those plans on district websites.

Kelly Hayes, comptroller for the Springdale district, said they don't have a specific policy on the dollar amount for contracts that have to be approved by the board. Contracts that go to the board are decided on a case by case basis, she said.

Several Fayetteville board members agreed they needed more oversight over professional development contracts, including Traci Farrah, the newest member.

Bryn Bagwell, a board member, said $50,000 was a level that put more responsibility on the School Board to know what is occurring.

Tim Hudson, board president, said in November, “Given the lack of clarity, anything that tightens is good. Policies are always works in progress.”

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