Page 22 - The EDGE Spring 2020

WINTER CONFERENCE

BY DON HARRIS
Katrina Pena Myrna Rodriguez
Districts Should Have Policies Regarding the Use of Grants

AASBO members tackled three distinct case scenarios on
procurement, travel, and time and effort under the tutelage
of the Arizona Department of Education at AASBO’s
Winter Conference.

Led by Katrina Pena, Grants Training Supervisor at ADE,
and Myrna Rodriguez of ADE, attendees at the breakout
session were clustered into three groups, each assigned
to one of the case studies. Basically they were asked to
consider what they would do under similar circumstances.
The first case focused on procurement procedures. Pena
explained: “Happy Students Unified School District
is procuring inclusive playground equipment for their
kindergarten playground. The procurement administrator
has researched different vendors: Play At Heart bid
$54,000, however it does not meet all requirements, All
In Kids bid $78,000, and Play All Day bid $78,900). The
administrator made a decision to purchase the equipment She also recommended being alert for a possible conflict-
from All In Kids.” of-interest situation, such as a district staff person being
related to the vendor.
AASBO embers were asked if they would have made the
same decision or would they have selected a different “Award contracts only with responsible contractors,” Pena
vendor. They said they would have gone with the mid- said. “Check on them. Share that information with other
range vendor because it was the least expensive that met districts. You don’t always have to go with the cheapest
all the requirements. The low bidder did not. bid.”

Retained records should show why the decision was made
"Make sure you have reasons and how the project worked out.
for choosing a vendor. Have “Make sure you don’t purchase something you don’t really
need,” Pena said. “Maybe it has a little better feature that’s
written policies for procurement not necessary – it’s a tiny bit better that doesn’t serve your
program. Don’t spend the money.”
and know where they are kept."
Travel was the second topic. Pena outlined it: “Angelica,
the Grants Coordinator in Burke Charter School, found
Additionally, AASBO members were told they sould retain a great grants conference in New Orleans. She asked her
all records describing what they wanted to purchase, the supervisor, Todd, if she can attend. After reviewing the
date, and why the vendor was selected. It was agreed that agenda and cost associated with this conference, Todd
the lowest bid seemed “a little bit shady.” approved Angelica’s request and told her they could use
their Title I funds to pay for the travel.”
Pena emphasized her main message: “Make sure you have
reasons for choosing a vendor. Have written policies for Pena asked if Todd did everything he should have before
procurement and know where they are kept. Make sure approving Angelica’s travel, and whether the grant he cited
people know where to find vital information. And oversight was allowable for travel. Actually, Title I grants can only
– make sure the contractor is performing the work that you be used for children. Title II is appropriate for professional
contracted for. Make sure what you purchased is installed development purposes for teachers and administrators, so
properly.” Todd should have used Title II funds for the trip.

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22 THE EDGE SPRING 2020