Catawba County Schools approves three‑year ParentSquare contract after attorney negotiates changes

The Catawba County Board of Education unanimously approved a three‑year contract with ParentSquare that bundles the district’s two‑way parent communication system and a SmartSites website product, board presenters said at a public meeting.

The contract, as approved, begins a bundled year‑one cost (including SmartSites and ParentSquare/StudentSquare) estimated at about $63,652 and includes a one‑time SmartSites onboarding fee of $5,400 and a prorated first payment of about $4,600. District presenters said the bundle represents roughly $35,000 in projected savings over three years compared with purchasing the services separately.

The contract drew detailed review from Crystal Davis, the board’s legal counsel, who walked members through proposed edits and concessions reached with ParentSquare before asking the board to authorize execution. Davis told the board she had the company attach and label the agreement’s linked terms as exhibits, get the vendor to define “standard support,” and commit to specific data‑handling and notice processes — but that many common tech‑contract limitations remained.

“I'm warn[ing] you that they're not guaranteeing 100% protection that they won't be hacked,” Crystal Davis said, adding that the vendor agreed to confidentiality and reasonable safeguards but will not provide an absolute security warranty. She also said ParentSquare would return or destroy district data within 60 days of contract expiration unless the district requests retention (at additional cost).

Kim Jordan, the district presenter for the package, summarized the cost elements for members: SmartSites onboarding ($5,400), an $18,400 annual SmartSites fee beginning July 1, 2025, and stepped ParentSquare pricing across three years. “That bundling cost this year for us is $63,652, and it is a $35,000 cost savings over 3 years from doing it separately,” Jordan said.

Key negotiated terms explained to the board include: - Exhibits: Linked online attachments were incorporated into the contract as labeled exhibits so the district will have a printed record of all incorporated terms rather than relying on changeable web links. - Support: ParentSquare defined “standard support” to include email, chat and phone support, maintenance updates, online help articles and training modules. - Change notices: ParentSquare retains the ability to propose changes to terms; the agreed process requires the company to notify the superintendent (or designee, and the board chair) and the district has 45 days to object. If the district objects within 45 days, that proposed change will not apply to the district; if the district does not object within 45 days, the change takes effect for the district. - Assignment and sale: ParentSquare may transfer or assign the contract in connection with an acquisition or similar transaction; the district will be notified of such changes. - Termination and refunds: The district can terminate for convenience with 30 days’ written notice, but ParentSquare will not provide pro rata refunds for amounts already paid. - Liability and warranty: The contract includes broad warranty disclaimers and a liability cap tied to fees paid; counsel warned the board this is typical in current vendor contracts and limits the district’s recovery in the event of a breach.

After the presentation and legal review, a motion to approve the contract (with the attorney‑negotiated edits and the protocol that the superintendent and board chair be notified of proposed vendor changes) received a second and passed unanimously.

Why it matters: ParentSquare holds communications and data for families and students. The board’s attorney highlighted both practical protections (defined support, exhibits, data return) and continuing risks (no absolute security guarantee, limits on damages, no refund on termination), giving members a clearer record of the district’s contractual exposure.

The board authorized execution of the contract and gave the specified district officials authority to receive vendor notices under the agreed notice/objection process. Next steps include vendor onboarding and a migration of website content under the SmartSites implementation timeline.