Agenda Item
Meeting Date:
7/11/2024 - 6:30 PM  
Category:
Consent Calendar  
Type:
Action  
Subject:
Delegation of Authority for Financial Functions  
ACPS 2025 Strategic Plan Goal:
Goal 4: Strategic Resource Allocation
ACPS will strategically provide differentiated resources and supports to schools and departments.
Goal 5: Family and Community Engagement
ACPS will ensure that all families and community members feel welcomed, respected, and valued.
 
Policy:
DJA - Purchasing Authority  
Funding Source or Fiscal Impact (where applicable):
 
File Attachment:
240711_Memo_Delegation of Authority for Financial Functions.pdf
240711_Att1_Motion to Adopt Delegation of Authority for Financial Functions_v2.pdf
 
Agenda Item Summary:
The attached motion delegates authority to specific staff positions to perform financial functions on behalf of the School Board and is adopted at the School Board Organizational Meeting. Adoption of the Delegation of Authority for Financial Functions will provide appropriate authorizations to ACPS staff positions to perform their duties in financial management and procurement. Upon adoption, this delegation of authority will become effective immediately.  
Background:
The Code of Virginia allows School Boards to delegate their authority to staff members holding specific positions as Agents of the School Board to perform certain financial functions. ACPS policies also have additional provisions for the delegation of School Board authority.  
Recommendation
Madam Chair (or Chairman), I move that the Alexandria City School Board approve the following organizational arrangements: 1. Authorize the Superintendent to appoint the Chief Financial Officer as Agent, and the Accounting Office Director and the Director of Budget, Financial Systems and Reporting as Deputy Agents of the School Board to examine, approve, and order payment of financial obligations of the Board. 2. Authorize the Superintendent to appoint the Chief Financial Officer, the Director of Procurement, and the Assistant Director of Procurement as Purchasing Agents of the School Board to enter into contracts for the purchase or lease of goods or services (professional and nonprofessional) and construction in accordance with the requirements and limits set forth in School Board Policy DJA-Purchasing Authority and FEG-Planning, Design and Construction. 3. Authorize the Superintendent to appoint the Chief Operating Officer and the Director of Transportation as Agents of the School Board for the limited purpose of signing titles and registration documents for the sale or purchase of School Board vehicles. 4. In cases where any of the agent positions are vacant, the acting or interim holder of that position may be substituted. The Superintendent is also granted the authority to appoint the Superintendent’s designee, as approved by the School Board, to act as an Agent of the School Board for any of these functions in the absence of the Superintendent or persons named above.  
Approvals:
Recommended By:
Signed By:
Dominic Turner - Chief Financial Officer
Signed By:  
Dr. Melanie Kay-Wyatt - Superintendent
 
Vote Results:

Original Motion
Member Jacinta Greene Moved, Member Meagan L. Alderton seconded to approve the Original motion 'Madam Chair (or Chairman), I move that the Alexandria City School Board approve the following organizational arrangements: 1. Authorize the Superintendent to appoint the Chief Financial Officer as Agent, and the Accounting Office Director and the Director of Budget, Financial Systems and Reporting as Deputy Agents of the School Board to examine, approve, and order payment of financial obligations of the Board. 2. Authorize the Superintendent to appoint the Chief Financial Officer, the Director of Procurement, and the Assistant Director of Procurement as Purchasing Agents of the School Board to enter into contracts for the purchase or lease of goods or services (professional and nonprofessional) and construction in accordance with the requirements and limits set forth in School Board Policy DJA-Purchasing Authority and FEG-Planning, Design and Construction. 3. Authorize the Superintendent to appoint the Chief Operating Officer and the Director of Transportation as Agents of the School Board for the limited purpose of signing titles and registration documents for the sale or purchase of School Board vehicles. 4. In cases where any of the agent positions are vacant, the acting or interim holder of that position may be substituted. The Superintendent is also granted the authority to appoint the Superintendent’s designee, as approved by the School Board, to act as an Agent of the School Board for any of these functions in the absence of the Superintendent or persons named above.'. Upon a Roll-Call Vote being taken, the vote was: Aye: 8 Nay: 0.
The motion Carried 8 - 0
   
Meagan L. Alderton     Yes
Jacinta Greene     Yes
Dr. Michelle Rief     Yes
Kelly Carmichael Booz     Yes
Tammy Ignacio     Yes
Christopher Harris     Yes
Abdel-Rahman Elnoubi     Yes
Dr. Ashley Simpson Baird     Yes