6000 - Support Services

6420 Contracts With The Board

The board is the sole entity authorized to execute formal contracts between the school system and any firm or person offering to provide materials, equipment or services to the school system. Creditors are on notice that the board may choose not to honor contracts entered into by school or school system officials without authority to enter into contracts.

A. AUTHORIZATION TO ENTER INTO CONTRACTS

No contract requiring the expenditure of funds may be entered into unless the budget resolution adopted pursuant to policy 8110, Budget Resolution, authorizes the expense and there is a sufficient unencumbered balance to pay the amount to be disbursed. (See policy 6421, Pre-Audit Certification.) All system-level contracts must be reviewed in advance by the school business administrator. In addition, all original system-level forms must be reviewed by the board attorney. The attorney need not review renewal agreements previously reviewed unless amendments have been added or proposed.

Any contract involving expenditures in excess of $20,000 must be approved in advance by the board. Unless otherwise prohibited by statute or regulation, the superintendent or designee is authorized to enter into contracts or approve change orders involving amounts up to $20,000. Items in excess of the project budget must be approved by the board. The superintendent must report such agreements to the board at its next regularly scheduled meeting.

Principals may enter into contracts for: 1) school pictures; 2) yearbooks and school newspapers (all other contracts for printing of reports, forms, etc., should be handled through the purchasing department); 3) disc jockeys/bands and facilities for dances to be paid for with club or class funds; 4) athletic officials and other persons working at athletic events to be paid from athletic funds derived from gate receipts; 5) class rings; 6) caps and gowns; and 7) senior supplies (i.e., invitations, note cards, class keys, etc.). The superintendent, with appropriate involvement of the finance officer, shall establish any procedures necessary to ensure fiscal accountability and reporting by principals who enter into contracts.

B. LEASE PURCHASE CONTRACTS

The finance officer must approve any request to enter lease purchase contracts as authorized by G.S. 115C-528, regardless of the dollar amount. After considering the principal and amount of interest, the superintendent must determine that the lease purchase is a fiscally prudent choice that is consistent with board policy.

The finance officer shall provide the board with periodic reports on lease purchase contracts, including the amount of the principal, interest paid and the amount of the outstanding obligation.

C. OTHER APPLICABLE POLICIES AND LAWS

Purchases may be made through the State Division of Purchase and Contract in accordance with the Division’s rules and regulations, as authorized by G.S. 115C-522.

All contracts involving construction or repair work or purchase of apparatus, supplies, materials or equipment must be undertaken in compliance with Chapter 143 of the North Carolina General Statutes, except as provided elsewhere by state law. Contracts must also comply with applicable board policies

Legal References:
G.S. 115C-36, -47, -440, -441, -522, -528; 143-49
Cross References:
Pre-Audit Certification (policy 6421), Budget Resolution (policy 8110)
Adopted:
Monday, 09 January 2012
Last Updated: