Board approves payment request after vendor billed before purchase order; facilities updates discussed

At the Aug. 11 special meeting the Westlake City Schools treasurer asked the board to approve payment to a vendor after work was billed before a purchase order (PO) was in place; the board approved the request by motion and roll call. The treasurer said the board authorized up to $275,000 for the vendor at the June 27 meeting but a PO had not been issued before the vendor billed. The treasurer told the board that about $30,000 of work had been completed before the PO was in place and that the district was now seeking payment consistent with the previously authorized amount. Board members also heard a facilities update about work at a school identified in the discussion as Dover Namibia School. Staff said the project team completed interior finishes, that materials had arrived, and that crews were preparing to install glass and modify an existing door so the office vestibule would have two layers of buzzer-controlled access. Staff described the added interior door as improving the building's security by creating a vestibule with an additional control point between exterior visitors and interior spaces. Board members asked about schedule and budget; staff said they expected to complete the work before the start of school, that materials were on site, and they expected the project to be on budget though acknowledged supply-chain or other delays could change that estimate. The motion to approve the treasurer's recommendation was seconded and carried by roll call. The treasurer asked staff to proceed with purchase-order processing after the board vote so vendor invoices can be paid promptly. No formal change to district policy or an additional appropriation was presented during the meeting; the board recorded its authorization to allow staff to process the PO and pay the vendor.