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Board approves copier RFP award to Pacific Office Automation after disclosure
Summary
Finance staff recommended awarding a five‑year copier RFP to Pacific Office Automation citing estimated annual savings of about $29,000; a board member disclosed a family tie to the vendor and the board approved the award by voice vote.
Finance staff recommended the district award a five‑year RFP for multifunction/copier services to Pacific Office Automation, reporting the recommended vendor would deliver about $29,000 in annual savings over the five‑year term.
At the meeting one trustee disclosed a potential conflict, saying, "my brother is the vice president of Pacific Office Automation," and asked whether the disclosure required abstention. The board discussed the disclosure; a different trustee moved to approve the contract with Pacific Office Automation, the motion was seconded and carried by voice vote.
Finance staff also reported the district’s preliminary closing of fiscal year 2024–25 showing a stronger-than-projected ending fund balance (presented as around $9.2 million vs a projected $8.5 million), and noted interim audit work is underway to finalize figures in September.
The contract award and the finance report were recorded in the meeting minutes; the disclosed relationship was noted on the record.
