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Rockwood board keeps superintendent in charge of FY26 procurement-card program after controls briefing
Summary
After a presentation on controls and program changes, the board voted to keep the superintendent managing the district’s FY26 procurement-card (PCARD) program. The presentation said the program includes about 238 cards and last year’s purchases totaled just over $6 million.
The Rockwood Board of Education voted to continue superintendent oversight of the FY26 procurement-card (PCARD) program after a detailed presentation on program controls and recent changes.
Brenda Kirchoffer, who led the presentation, said the district’s PCARD program “consists of about 238 cards.” She told the board that last year PCARD purchases were “just over $6 million,” and that overall spend increased by roughly $500,000 from the prior year.
Kirchoffer outlined the district’s control practices: annual signed cardholder agreements, written approvals for purchases above typical transaction limits (commonly about $1,000), monthly submission of receipts and an itemized checklist, supervisor sign-off on logs, finance review for missing receipts, and a random audit program that reviews 10 cardholder logs each month. She described other operational steps, including holding cards for seasonal staff during summer and adjusting card and transaction limits based on use.
The presentation noted program adjustments for FY26: two underused cards were closed, a card was added for swim-club registration to replace coach reimbursements, about 44 monthly limits were lowered, and some facilities and grounds transaction limits were increased to accommodate higher-dollar purchases.
During discussion, a board member praised the finance team and noted internal auditor feedback that controls have been effective. After the presentation, a motion to have the superintendent continue managing the FY26 PCARD program as presented was called, seconded and approved by voice vote.
The action does not change specific limit levels reported by finance; Kirchoffer said she runs annual reports and follows up with departments as usage patterns change. The board took no additional motions to alter limits or add independent policy changes at this meeting.
What happens next: finance will continue monthly reconciliations and the random-log audits described in the presentation. The board did not schedule further action on PCARD policy at this meeting.
