Board authorizes district to pay invoices between meetings; administrators describe county safeguards

The board reviewed and approved a resolution authorizing the district to pay invoices and write accounts-payable checks between governing board meetings when funds are available and proper accounting controls are in place.

John and other administrators explained that Yavapai County Education Service Agency and the county treasurer provide oversight and that, historically, the county will not allow checks to be issued if funds are not in the proper account. Administrators noted several large contract months in the prior year and said the county treasurer and the education service agency would flag unusual encumbrances. The board discussed whether there is a per-transaction or per-meeting dollar limit; administrators said there is not a fixed limit on the record but they would confirm with the county treasurer and the education service agency and report back.

A motion to approve the resolution for Chino Valley Unified School District No. 51 carried. Administrators will follow up to confirm whether any per-transaction or per-period limits apply and how the county tracks high encumbrance months.