Caswell commissioners direct attorney to draft spending-resolution for $888,000 in school capital reserves

The Caswell County Board of Commissioners on Sept. 15 directed the county attorney to draft a formal spending-process resolution to govern how an $888,000 allocation to the school capital reserve fund will be spent.

County Manager Scott Whitaker told commissioners the allocation is intended for maintenance and repair projects — roofing, HVAC and similar capital improvements — and is not for new building or expansions. "What you have in your agenda packets ... clarifies the $888,000, where that money is allocated to," Whitaker said.

The board sought clarity on procurement, reporting and invoicing. Whitaker said the school system will bid and manage approved projects under the procurement rules that apply to school systems, and that school vendors’ invoices and supporting documentation would be submitted to the county finance officer for review. The finance officer would verify compliance with the approved resolution, authorize payment and release funds back to the school within 10 business days of receipt.

Commissioners stressed the importance of competitive bidding and oversight. Commissioner Stokes said he was confident the money will go to needed repairs and to students, and thanked staff for moving the work forward. After discussion, Commissioner Claggett moved, with a second from Commissioner Ingram, that the board direct the county attorney to draft the proposed spending-process resolution for consideration at the Oct. 6 meeting. The board approved the motion by voice vote.

The current package also notes an annual operating capital outlay allocation of $400,000 distributed in equal monthly payments; those funds remain at the discretion of the school board and do not require project-by-project county approval.

Next steps: the attorney will prepare the resolution and present it for a formal vote at the board’s Oct. 6 meeting.