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50 EXECUTIVE SUMMARY Page 127 these requirements are reflected in the recommended policy changes for Policy 9030 below). 6. If the construction project is expected to cost in excess of$300,000, then bid specifications must be prepared by an architect or engineer, with the project formally advertised, and bids solicited. (A pre-bid meeting should be conducted for large complicated projects.) Once the successful bidder is identified, the contract should go to the school board attorney and then to the Board for approval. The District has revised several policies as a result of the Financial Review. Board Policies 6420, 6430, and 6450 were all reviewed and updated to provide clearer language for intent and understanding for all users. In December, 6420 was revised to clarify the language surrounding multiple contracts with vendors within the fiscal year. Payments to a single vendor cannot exceed $90,000 in aggregate during a fiscal year. Additionally, contracts cannot be divided between fiscal years to with the purpose of avoiding this threshold. In December, 6450 was also revised to clearly state the situations in which informal bidding and formal bidding are required. In February, 6430 was revised to clarify the language surrounding the Board and Superintendent's ability to reject contracts under certain circumstances. To implement all of these procedural changes effectively, a Contract Routing form is used to proactively identify the required approval and actions to be taken before the writing of any contracts. This allows for proper review by all necessary staff and clearly explains the competitive environment, informal bidding, and formal bidding requirements. Position Recommendations 7. The consultants recommend that the Board consider employing in-house legal counsel to assist the Board in all these matters. 8. Business and Financial Services will need to fill the Purchasing Agent position vacated due to retirement on January 1. 9. The consultants recommend that the Director of Business and Financial Services position, vacated when Jonathan Scott was named interim Finance Officer,be filled to provide additional purchasing and contracting oversight. Each of these positions is addressed by the Superintendent's Local Operating Budget Request in the reorganization for senior level District leadership and the Business and Financial Services reorganization plan. All three positions will relieve pressures and bottlenecks in various purchasing, reporting, and managing processes in the Business and Financial Services Division. Other Fiscal Management Procedures Changes Independent from the Financial Review,the District has implemented some other procedural changes relating to fiscal management. The first is a monthly report to the Board that details all vendors that have received payment from the District over$50,000 in aggregate during the current fiscal year. This report allows both the Board and the public to review the District's purchasing practices and hold the District accountable to its purchasing policies. Beyond that, the District has implemented complete digitization of the purchasing process. In order for a purchase 00 Chapel Hill—Carrboro City Schools—FY 2021-22 Recommended Budget empower inspire