The Box Elder School District Foundation on Jan. 9 approved several procedural changes intended to tighten spending and clarify which funds pay for specific programs. Members voted to move teacher grant requests to a single annual submission with an October 1 deadline, reclassify a specific special-education item as a student health and wellness expense, and authorize the executive committee to review and finalize limited discretionary allocations.

Matt Nelson, president of the foundation, opened discussion of the teacher funding timeline and said consolidating requests would give the board a clearer picture of available funds after fundraising events. A motion to change the teacher funding schedule to a single annual deadline was made by a foundation member, seconded, and approved by a voice vote after members discussed review timing and emergency exceptions. Board members agreed teachers may still prepare requests year-round but that formal review and approval will occur during the fall cycle so the foundation knows what funds are collectible before committing them.

A separate item concerned a previously approved special-education project that had already incurred some expenses. Board members proposed redirecting the funding source so the project would be paid from the student wellness budget rather than the teacher-project line. The motion to designate that special-education expenditure as a student wellness expense was moved, seconded, and approved by voice vote.

To manage outstanding requests and preserve an operating cushion, the board empowered the executive committee to review recommended disbursements and finalize up to a discussed amount (members discussed a $10,000 example) so routine approvals can move forward between full meetings. The full board will be informed of executive committee decisions by email and retains final oversight.

The meeting concluded with the board approving the revised financial reports that reflect the reclassification and the updated approval processes. Questions about emergency exceptions and how quickly approved funds could be reimbursed were raised; members said emergency needs would be handled case-by-case and that approved reimbursements tied to restricted grants (for example, Northrop Grumman reimbursements) would follow grant rules.

Next steps: the foundation staff will update the teacher grant application and calendar for the October 1 deadline, notify schools and teachers of the change, and circulate revised guidance on documentation and post-project reporting.