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Board ratifies hospitality-room spending for tournaments, debates auxiliary-account use
Summary
The board approved restaurant/hospitality expenses for the Ted James invitational ($1,000 PO, about $500 actual expense) and a $600 softball hospitality PO and discussed whether auxiliary accounts should routinely fund hospitality rooms.
The Douglas Unified School District governing board ratified hospitality-room expenditures for two school tournaments and discussed whether hospitality spending should continue to be handled from the district's auxiliary accounts.
Superintendent Samaniego presented the Ted James invitational item as ratification of a purchase order for $1,000 to cover hospitality-room food and supplies; she told the board the actual expense was "a little over 500" and that the remaining money would be returned to the business office with receipts.
Board members pressed administration for clearer reporting on how tournament fees and auxiliary-account balances are tracked. One member noted that auxiliary accounts are district monies and recommended greater transparency and possible budgetary treatment in future cycles.
The board approved the Ted James hospitality-room ratification (PO $1,000) after discussion; administrators said receipts and the returned balance would be filed with the business office. The board also approved a separate $600 request for hospitality for the Hilda Luna softball invitational; staff said any unused funds will likewise be returned with receipts.
During discussion, staff explained why some events are paid from auxiliary accounts rather than booster clubs: certain sports or tournaments do not have active booster clubs, and where no booster exists the auxiliary account has been used historically. District administrators said auditors recommended presenting such expenditures to the board for transparency.
Board members asked administration to provide a summary of the three invitational tournaments that involve hospitality rooms (Tim Brown invitational, Ted James invitational, Hilda Luna softball invitational), including revenues collected, expenses paid and current auxiliary-account balances. Staff agreed to provide those details to the board.
