BOARD RESOLUTION PROCESS

Presented by: Angie Banks, CFO

Dr. Rose Howard, COS
Date: June 12, 2019
The Board Resolution process will take 45 up to 100 business days to
complete, depending on whether it is a renewal, new contract, MOU,
Agency Agreement or RFP. Note the following order:

 Deputies/NWS/Departments
 Procurement
 Board Office/Superintendent
 Elected Board (1st/2nd) Read
 Procurement
 Develop a monthly board meeting calendar to forecast proposed Consent Agenda items
(Board Resolutions).

 Determine the timeframe of the needed services (in-line with the Board of Education’s
board meeting calendar) to ensure services are not delayed, particularly if a vendor quote,
contract, Request for Proposal (RFP), Memorandum of Understanding (MOU) or Agency
Agreement is needed.

 Deputies/Designees/Departments will complete the Board Resolution Template, located on

District’s website.

 Proposed Board Resolution(s) are forwarded to the Deputy and the Designee. The Designee
conducts the review of the Board Resolutions to ensure requirements are met and in-line
with Procurement’s guidelines prior to submitting to the Board Resolution folder
KMontgomeryboardresolution@slps.org.

 Board Resolution(s) that have a dollar value/cost, must be encumbered in BusinessPlus prior
to submitting the Board Resolution to the KMontgomeryboardresolution@slps.org folder.

 The approved purchase requisition number or the contract number must be placed on the
Board Resolution template (in the funding source section). This will signify the dollars have
been encumbered.
THE REVIEW:
PROCUREMENT…BOARD OFFICE
 Procurement reviews the proposed Board Resolutions to ensure accuracy and alignment
with Procurement’s guidelines. If any adjustments are identified, the request will be
returned to the Designee and Deputy with an immediate same day return by 4:45 p.m. or
by 12:00 p.m., the following business day to the REVISED Board Resolution folder,
RevisionsKMontgomery@slps.org. All corrections must be resolved before receiving
approval notification from Procurement for BoardDocs entry.

 In BoardDocs, the Board Office will conduct a general review of the resolution items for
the development of the Consent Agenda Board Meeting. Noted adjustment(s), if any, will
be emailed back to Procurement (with a carbon copy to the Chief of Staff and the
Procurement Director) with an immediate return of no later than 9:30 a.m., the next
business day. Procurement will make the noted adjustment(s) and email back to the Board
Office.

 The Board Office will prepare and forward the Consent Agenda meetings items to the
Superintendent for review and approval, and notify Deputies of next steps.

 The Elected Board will do 1st/2nd Read.

PROCUREMENT: PROCESSING THE
RESOLUTIONS AFTER BOARD APPROVAL
 Procurement converts line item purchase requisitions to Purchase Orders (POs)
and forwards to vendors.

 Contractual Services, Agency Agreements, Memorandum of Understandings and

those alike, must be signed by ALL AUTHORIZED PARTIES, i.e., the
Superintendent, the Agency and/or Institution, the Business, the Partner and/or
Vendor, BEFORE the start of any services/works. The Executed Authorized
agreements not only signify the services may move forward, it indicates payment
authorization to the respective vendor.

a) The vendor or partner signs the Contract, Agency Agreement or MOU

(Resolution Process).
b) The Superintendent signs and returns the Contract, Agency Agreement or
MOU back to Procurement.
c) Procurement forwards the Superintendent’s signed Contract, Agency
Agreement or MOU to the submitter.
d) Procurement converts contract requisition to a PO, and forwards to vendors.
Procurement and legal review standard processing timelines are noted
below. Long-term negotiated contracts, such as food service, BusinessPlus,
Ricoh, construction, may have extended days.

 Renewals 45 business days

(Contract/Agency Agreement/MOU)

 New Contracts 60 business days

 New Agency Agreements/MOUs 45 business days

 RFPs 60 business days

Reminder: Your planning starts prior to these days. The Board Resolution
Prep Calendar should drive your planning.
QUESTIONS