Special Meeting called to review and amend the Emergency Procurement Provisions

Discuss policy for declared emergencies (natural disasters, public health crisis, facility emergency, or other urgent conditions as determined by the Governing Board or School Leader).

The following officials are authorized to make emergency purchases on behalf of the school:

• School Leader (Principal/Executive Director) - Primary Authority
• Chief Financial Officer (or Board Treasurer) - Secondary Authority
• Board Chair (or designee) - Oversight and approval in extended emergencies

No other employees may obligate school funds without prior written (or documented verbal, if written is not feasible) authorization from one of the designated officials.

Authorized emergency purchases include, but are not limited to:

• Supplies, equipment, or services necessary to protect the health, safety, and
  welfare of students, staff, or school property.
• Temporary facilities, repairs, or essential operational support needed to maintain
  or resume school functions.
• Technology, communications, or instructional resources required to ensure
  continuity of learning.
• Contracted services (transportation, food service, custodial, security) essential
  for safe operation.

The following purchases are specifically excluded from emergency authorization and
must follow the standard procurement process once the emergency period ends:

• Non-essential items unrelated to immediate health, safety, or continuity of
  operations.
• Long-term capital improvements or construction projects not directly tied to
  emergency response.
•  Entertainment, gifts, or discretionary purchases.
• Items or services exceeding the scope of temporary emergency needs.

To balance urgency with accountability, the following thresholds apply during an emergency:

• Up to $10,000 – Principal/Executive Director may approve independently, with
  documentation.
• $10,001 – $50,000 – Requires verbal/written approval of a second designated
  official (CFO or Board Treasurer).
• Above $50,000 – Requires Board Chair (or designee) approval, with notification
  to the full Board as soon as practical.

When circumstances permit, competitive quotes should be obtained, but this requirement may be waived if doing so would jeopardize timely response.

After the emergency period concludes:

1. Documentation – All emergency purchases must be documented with receipts, vendor information, and written justification.
2. Reporting – The School Leader or CFO shall prepare a summary report of all emergency expenditures, including vendor, amount, purpose, and approving official.
3. Board Review – The report will be submitted to the Governing Board at the next regular meeting for formal review and ratification.
4. Audit – Emergency transactions will be included in the school’s annual financial audit, with specific attention to compliance with Board policy and applicable Georgia law.