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District staff seeks authority to encumber remaining ESSER 3 funds for technology and materials
Summary
USD 250 staff told the board they have encumbered roughly $1.37 million of ESSER 3 funds and asked permission to requisition remaining funds by month-end for technology licenses, secondary devices and reading materials to avoid a funding cliff.
District administrators reported current ESSER 3 spending of $1,371,246.61 and said about $295,825 remains available to encumber before the month-end deadline. Staff recommended using remaining funds for classroom and instructional technology (Canvas, Splashtop), Hapara (two-year license, presented at ~$32,130), CAMI (two-year license under $2,500), and a technology capital outlay request for secondary teacher devices and network switches (presented total ~$509,724 for that capital item). Administrator (speaker 8) requested permission to submit requisitions this month and bring purchase orders back for board approval in October so the district meets ESSER encumbrance rules but delays final purchases until the board signs off.
Why it matters: ESSER 3 funds are time-limited; staff said encumbrances must be in place by the end of the month and spent by December (per staff statements), making timely action necessary to preserve federal dollars targeted to instructional recovery and technology.
What staff proposed and next steps
• Staff will prepare purchase orders/requisitions this month to reserve the remaining ESSER funds; purchases will not be executed until board approval of the PO(s).
• Finance and the business office will share a spreadsheet tracking ESSER encumbrances and planned ongoing costs to avoid a post-ESSER funding cliff.
• Staff will return with specific PO approvals at the next board meeting or sooner if required by procurement timelines.
Direct quotes
"Grand total, my husband's very glad that I got all my shopping for Christmas...Grand total is $1,371,246.61. I do have about $295,825 left to spend," an administrator said in the ESSER update.
Provenance: ESSER update and encumbrance discussion (SEG 3006–SEG 3135).
