Board approves FY25 carryover and Spotswood Elementary air-handler purchase using cooperative procurement

HARRISONBURG, Va. — At its Sept. 2 meeting, the Harrisonburg City School Board approved a routine supplemental appropriation to carry over funds from fiscal year 2025 into FY26 for goods and services contracted in June but delivered this year, and authorized a capital purchase to replace an air handler at Spotswood Elementary.

Finance staff described the carryover as customary at this time of year for goods contracted in June whose delivery or service will occur in the next fiscal year; a board member moved to approve the request and the motion passed by voice vote.

Facilities staff presented the Spotswood air-handler item, which is included in the district—s capital improvement plan. Staff said the purchase will follow procurement guidelines and utilize a cooperative purchasing agreement ("piggyback") from an active vendor contract procured by a university partner, allowing the district to order equipment and expedite installation. "It's a big number," facilities staff acknowledged, referring to the approximate $300,000 contract figure discussed by board members, and said the district expects the work to occur during the summer so the replacement can happen while students are not in school.

Board members asked whether the item had to go out for general bids; staff replied that cooperative purchasing clauses in the referenced contracts permit third-party public bodies, including education institutions, to use existing active contracts. The contract template includes language protecting against material-price escalations.

The board moved and seconded the procurement authorization (second by Secretary Cooper) and approved it by voice vote. Staff said they will issue a purchase order and begin the ordering process promptly to schedule installation.

No dissenting votes were recorded in the meeting minutes or the transcript.