Page 17 - The Edge - Spring 2018

VENDOR/BUYER CONFERENCE

BY DON HARRIS
A Rotation Schedule Works for Items Purchased on a Regular Basis

Purchases of copiers, computers and uniforms dominate
how school districts utilize rotation schedules, according to
a panel of experts at AASBO’s Vendor/Buyer Conference
on January 30.
Basically, a rotation schedule is a purchasing schedule
used for xed assets that are bought by school districts on
a repetitive cycle. In addition to copiers, computers and
athletic and performing arts uniforms, other rotation items
include buses and HVAC units.
e panel of purchasing experts, moderated by Anita
McLemore with Mohave Educational Services Cooperative,
included Cheryl Burt, Tolleson Union High School District; Anita McLemore Kevin Startt Cheryl Burt Lila McCleery
Lila McCleery, Phoenix Union High School District; Regarding copiers, Reynolds recommended tracking the
Michelle Reynolds, Dysart Uni ed School District; and Kevin Startt, manufacturer’s information, where the copier is located, how o en it is
Tucson Uni ed School District. used, the date it was installed, and the manufacturer’s expected lifetime
McLemore asked the panel: “When is a rotation schedule practical or usage. You know copiers should be rotated every ve years, but you can
bene cial?” keep them a little longer, if necessary, Reynolds said.
Several members of the panel agreed that rotation schedules work Startt said it’s important to keep the end user and the Finance people
when having capital is available for such purchases. “ at’s a big factor,” involved and aware.
Startt said. Reynolds said she knew of a situation where the end user was happy
McCleery said having a rotation schedule helps deal with wear and tear with the old copier and didn’t want a new one. But she noted that a er
of equipment and other items. “You have to have some type of rotation seven years it’s di cult to nd parts for copiers that old.
schedule in place to keep functioning. You can use it for accounting and e next question from McLemore: “What are some of the bene ts of
planning. We know that every ve years we will need new copiers.” having a rotation schedule?”
Having capital dollars is essential for repetitive purchases, the panelists Reynolds said it helps with budgeting, knowing that an item needs to
agreed. be replaced in 2023, for example. You have the data necessary to justify a
Startt added that if you’re making purchases for multiple sites, a replacement.
rotation schedule shows that you’ve allocated limited dollars appropriately. Startt said: “A bene t is having a record and to be able to show that
McLemore’s next question: “What type of commodities are generally you’re using the resources of the district equitably. You’re able to show
found on a rotation schedule?” that certain schools aren’t being favored over another site. Transparency
Copiers and uniforms were mentioned the most. And because is important.”
computers are a very high dollar item, they too are included on rotation Having a permanent record is also important. Burt explained: “When
schedules. Also mentioned was a rubberized track that needs to be the community asks why you need an override, you’re able to show that
resurfaced every seven or eight years. In school districts where bonds and we have been scally responsible.”
budget overrides have been approved, rotation schedules may be easier It was noted that sometimes a rotation schedule will even drive the
to administer. budget process so that money is likely to become available when needed.
McLemore then asked: “How do you develop and maintain a rotation McLemore then asked: “What advice would you provide to someone
schedule?” who would like to develop a rotation schedule?”
For example, McCleery said her district has a set dollar amount for Startt responded: “Start with a simple process. A lot of people want to
new copiers. But replacing copies doesn’t necessarily mean they are no get so much data on a rotation schedule. Since you have multiple people
longer useful. Some of them may be moved from high volume use to low involved, make it easy to understand.”
volume use. Copies that are not functioning well at all are replaced. “We McCleery recommended collaborating with end users to get their
determine what they’re capable of,” she said. buy-in and support.
With athletic uniforms, Phoenix Union is on a two-year rotation McLemore told of a situation where a club was allowed to purchase
schedule. e varsity team gets new uniforms every two years, and the uniforms for cheerleaders. e uniforms were of such poor quality that
varsity uniforms are then passed down to the junior varsity and then to they didn’t last. It’s essential for the district to take over a rotation schedule,
the freshmen. she said.
Some districts check to see how other districts are handling the McLemore also recalled a time when a school district allowed a coach
purchase of uniforms for athletic teams and bands and what they’re to pick the style of a uniform. One year they had beautiful so ball uniforms
paying. At least one district was on a three-year schedule, but went to a in gold and maroon. But a representative of the Arizona Interscholastic
four-year rotation when money was really tight, and now is back to three Association complained. He said they needed to have contrasting colors.
years. “Who knew gold and maroon weren’t contrasting colors?” McLemore
McCleery o ered a note of caution. Styles change, she said, adding: “If said.
you’re going longer than a three-year rotation, styles are discontinued. If e school worked with the vendor to get the uniforms re-lettered and
you’re in the fourth or h year, uniforms are hard to match.” the AIA was satis ed.

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