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Board questions P-card oversight and schedules security-contract review after $80,000 January cost noted
Summary
Board members pressed business staff for documentation of P-card holders, spending limits and current procedures; members also scheduled an April finance-committee discussion of the district's security contract after noting January security costs exceeded $80,000.
Board members on March 12 pressed district business staff for clearer documentation and controls around PNC purchasing cards and flagged high security-contract costs that the board asked to review further.
Board members asked for the names and receipts tied to P-cards and for the district to provide written procedures that describe how limits are set and how monthly reconciliations are performed. "Each card does have its individual limit that cuts off the spending at a certain amount. We could probably get that for your information to you," district staff member Kelly told the board when asked about card limits and reconciliation procedures.
A board member raised concerns about the district's security contract and noted, "our security contractor costs for the month of January of the 2025 were over $80,000," prompting the board to schedule a focused discussion. The board asked that Pedro, who supervises security, attend the April finance committee to explain staffing, scheduling and whether the vendor's administrative and scheduling roles match the contract terms. The board also asked staff to prepare a written procedure describing current P-card controls and to provide card-by-card limits.
Business staff said the audit samples P-card transactions during annual audits and that receipts are reviewed and matched with budget codes. Staff offered to produce a formal write-up of existing procedures for board review. Board members discussed past examples of districts entering financial recovery for weak procurement controls and said they wanted to ensure robust oversight to avoid similar issues.
Administrators also mentioned other planned finance items: an upcoming three-year VoIP phone service contract, routine two-year MOUs with local police required under Act 55 for safe-school procedures, and change orders for facility contracts that reflect statutory state wage rates. Those items were presented as informational or scheduled for future action; no final vote on a security-vendor change was recorded at the meeting.
