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Committee reviews sprinkler and fire-alarm maintenance purchase orders; staff and counsel clarify budgeting and approval authority
Summary
Facilities staff requested two purchase orders with Allstate Fire Systems to perform districtwide sprinkler and fire-alarm inspections and repairs, each capped at $25,000, and committee members sought clarification about agenda placement and fund classification.
Facilities staff presented two purchase orders with Allstate Fire Systems (Encore Holdings LLC) to perform sprinkler-system inspections and repairs and fire-alarm system inspections and repairs districtwide. Presenter Aster Pagan said the sprinkler work is “continued preventative maintenance for the sprinkler system” and stated the purchase order is for an amount “not to exceed 25,000.”
Committee members asked why the items were on the action agenda rather than information-only, noting that the superintendent has authority to approve expenditures up to $50,000. Aster Pagan acknowledged she is new in the role and said the placement on the agenda was an oversight.
President Yarbrough asked whether the two items are related and sought clarity about prior contract rescissions tied to insurance coverage; Pagan said some assignments had been previously awarded and then rescinded because of insurance issues and that the current request is for partial repairs and required preventative maintenance.
Attorney Alexiadis asked why the items were classified as capital expenditures given they are inspection and repair work. Staff and another committee member agreed to follow up with finance and facilities to confirm the correct fund classification; Miss Hannan said she would check with the team and report back.
Committee members also asked whether the purchase orders would obligate the district beyond the stated amounts and whether the work could be staged without obligating additional funds. Pagan said the district would determine what could be accomplished with the available funds before the fiscal cutoff (she identified the fiscal year end as 06/30/2025).
The committee agreed that if these are recurring vendors used in the past, it may be appropriate to let the superintendent authorize them if they fall under her delegated authority. Staff were asked to confirm the proper account classification and to provide clarification before the full-board agenda if a correction is needed.
