In pulling a consent item into public discussion from the Feb. 10 agenda that paid the $2,500 tab to Dana Tom Consulting for the school board’s annual retreat—held Jan. 23 at Clos LaChance Winery—Trustee David Gerard questioned the procedure used by district staff to pay for the event.
Gerard—admitting that the district received a “huge discount” from the consulting firm—wondered why the board was approving the contract Feb. 10 after the money was already spent on the retreat. He contended that the board should have done so prior to the Jan. 23 retreat.
“I’ve been on other boards before, especially when there are expenditures involved, it’s usually presented to the governing body prior to work being done,” Gerard said. “I’m just wondering who authorized this, when was it authorized, how was it authorized? Why wasn’t it brought to the board?”
Trustee Donna Foster-Ruebusch immediately chimed in that it was her recollection that board members were asked if the district should hire someone to lead the retreat and everyone agreed.
“It was discussed,” she said.
Board President Bob Benevento explained that he contacted the consultant Jan. 9 (four days prior to the Jan. 13 board meeting), but hadn’t decided on hiring him until after that meeting and then moved forward on the plans. After hearing Benevento’s explanation, Gerard still wondered why there was not prior board approval.
“We come up with signed agreements and often bring them to the board for ratification,” responded Betando, noting that the consultant was supposed to call each board member for input on the retreat agenda.
Foster-Ruebusch again said she received an email regarding that.
“It is not an ongoing practice in the overall spectrum,” said Trustee Ron Woolf of agreeing into a contract before bringing it to the board. But it is done in certain circumstances.
Trustee Gino Borgioli, in agreement with Gerard, asked if there was a procedure in place.
Betando gave a for instance that every employee hiring that comes before the board for ratification is done after that employee is already working for the district.
“So, when you see those names every board meeting under personnel, those people are already working so it’s a ratification process,” Betando said. “This kind of comes under that umbrella.”
Betando stressed that the consultant profile was sent to board members before the retreat.
Assistant Superintendent Kirsten Perez explained that from time to time the board does delegate authority to the district to enter into agreements with contractors without prior approval. Those contracts are later ratified by the board.
“As a procedure we always like to bring everything ahead of time,” said Perez, also noting that is the case with special education costs. “Sometimes it’s not possible (to wait for the next board meeting before doing so.)”