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Board reviews vendor contracts and accounting roles as VIA involvement looms
Summary
Trustees received a staff list of current contracts (IEC, TCA, Hungerford, Community Solutions by Design, Crystal Flash, Summit, Universe) and discussed which contracts would remain with the board versus those VIA would handle; staff will provide contract copies and cost details before the next meeting.
Trustees asked staff to compile and share current vendor contracts and associated cost information as the board prepares for a potential operational transition involving VIA.
Presenter staff read a contracts summary and said the document omitted cost information but that the full contracts could be made available. The presenter listed vendors: IEC (phone and internet), TCA (IT and Microsoft file archive), Hungerford (accounting/auditor), Community Solutions by Design (building assessments), Crystal Flash (fuel system maintenance and inspections), Summit (fire-extinguisher and alarm inspections) and Universe (first-aid kit inspections and floor-mat deliveries).
Board members pressed for clarity on which contracts VIA would assume and which the board would retain. Staff said VIA would carry accounting for its own operations and appear as a line item on the board's budget, while the board remains responsible for preparing materials for the board's annual audit and for FTA/MDOT reporting. The presenter said some contracts are structured as pay-as-you-go and may not be transferable to VIA; the board asked for copies and cost breakdowns to review before taking further steps.
Why it matters: If VIA assumes some operational responsibilities, the division of contractual obligations, payroll, audit preparation and budgetary reporting must be clear to ensure continuity of service and compliance with funders.
Next steps: Staff will compile contract documents and cost information and meet with trustees to clarify which services VIA will perform and which will remain the board's responsibility.
