August 17, 2023 at 5:30 PM - Contract Committee Meeting

Discussion: 
 

Discussion:  Boston presented last meeting's minutes and Hamby made a motion to approve and Hale with the second. 

Discussion:  Boston presented this agenda item to the committee. She told everyone that this had been previously discussed back in February and put on hold until a COO could be in place and until Stepp and Patton could create a draft and how to update the document. Boston said they needed to see what had been done with this procedure since SMHS had entered a contract for $318,000. She said she was shocked and Stepp was not aware either. She wants to get the third party procedure in place since contracts have already been entered into. It is Stepp's understanding that $150,000 is out of pocket expenses from boosters and everything else is being donated.  
Boston made a motion to task Patton and Stepp and Bray to get correct documents and find out exactly what is going on with the contract that SMHS has in place. Stepp asked what the discussion was between Boston and the contractor. She said there was no discussion, she just asked him to send her a copy of the contract, which he did, along with the breakdown of costs and also said the contractor stated this project would be done in phases and they were currently in phase 1 and there would be a phase 2. Nichols asked who entered into the contract for $318,000? Boston replied Mr. Bisbee, who is president of the booster club. Nichols asked if he had the authority to do that. Boston said she is tasking Patton to find that out.  She said she asked if there was a letter authorizes him as the "owner" of this property, which is what he has done. Boston said it's her understanding they are paying as they go. Stepp said, yes that was correct. There are no loans tied to this project. Boston said certain documents need to be in place to protect the school district, Bisbee, and the contractor. Hamby seconded Boston's motion. Hamby also asked if this project should be halted? Boston said she doesn't want to halt it because they have a January deadline. She asked for Patton's advice. Patton said he thinks they just need to get a meeting set and make sure verbally everyone is on the same page and then they will get all the documents they needed. Stepp said everyone followed this procedure for third party agreements. Boston and Patton said if that was the case, all documents should be available to the district. Patton said he did not get any information that any contract was in place until Boston provided it to him. Stepp said he was unsure of any contract that Boston had but he felt Brown, AD for SMHS, had followed the procedure. Patton said if that was the case, then they may have all the documents on file. Bray said she has no documents at all, nor does Kington, the maintenance director, that she's aware of. Stepp said he did not know the communication between Brown and Kington. Bray said Brown had not given any to her. 
Boston made a second motion to create a policy for the third party facility agreement. She asked if Patton would create a proposed policy to send to the policy committee. Patton said he would look into existing policies to see if the proposed language would possibly fit into one that we already have.

Discussion:  Hamby made a motion to adjourn. Hale with the second. The meeting was adjourned at approximately 5:53 pm.