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School board reviews buyout of cash-management contract amid cashless-fees concerns
Summary
Board members asked for documentation on a prior finance director's contract with a cash-management vendor known as 'Kev'; finance staff said the district opted to buy out the vendor's three‑year agreement because it duplicated services and would have charged fees on both cash and card receipts.
Board President Montoya opened discussion of routine consent items and a board member asked for more detail about a contract a prior finance director signed with a vendor identified in the packet as “Kev.” Finance staff said the district elected to buy out a three‑year cash-management contract rather than continue a service that would duplicate Wells Fargo/Clover processing and incur additional fees.
"The proceeding finance director had signed an agreement with this vendor to provide a cash management system for cash payments," Finance Director (Miss Gallagher) said, and explained the buyout was intended to avoid ongoing duplicative costs. "It was gonna be fees on credit card purchases. It was gonna be fees for any cash we took in at ball games...it was not something we needed."
A board member raised equity and practical concerns about moving toward cashless operations at extracurricular events, asking, "I'm wondering how much loss of people in attendance" there might be and requesting the actual figures showing the vendor's proposed fees. Finance staff agreed to obtain and provide the original contract and a paper accounting of the vendor's fee schedule for board review.
The discussion did not change the consent voting item itself; the board later approved the consent agenda. Finance said the buyout funds listed in the consent materials are to settle the district’s remaining obligation to the vendor so the district will not pay both banks' and the vendor's fees going forward.
The board requested that staff scan and post the purchase orders and the vendor contract details in board docs so members can review quantities, unit pricing and the exact buyout costs before any further procurement action.
Next steps: finance staff will provide the contract figures and supporting invoices to the board by email, and staff acknowledged they will include the items in board docs for formal review at a future meeting.
