Maple board authorizes district procurement-card program to centralize purchasing and ease travel logistics

The Maple School District board voted May 6 to authorize a resolution directing district staff to pursue a procurement-card program through the Bank of Montreal that would consolidate credit cards under a single, administratively managed system.

A staff member said the program’s benefit “is really trying to take all of our credit cards and put them under one” umbrella so individual card limits can be set and reconciliation is simplified. The presenter told the board the system ties to the district’s Sky financial system, which will streamline reconciliation and make it easier for staff who travel to check into hotels or buy emergency services for buses without using personal cards.

Board members pressed for policy and oversight details. One member asked whether the district’s purchasing policy required updating and who would be authorized to receive cards; staff responded the program would initially issue cards to key personnel (front-office staff and vehicle drivers) and that reconciliation procedures and checks and balances would be part of implementation.

The staff member noted additional benefits including potential cash-back revenue and travel-related rewards. The board moved a resolution to proceed; a motion passed and the district will complete credit applications and administrative steps to implement the program.

The board directed staff to return any required policy language and a proposed oversight approach before broad distribution of cards.