In a regular meeting Tuesday morning, the Rugby Public School District No. 5 Board of Education approved the first reading of a policy pertaining to food service.

The policy, which is required by both the N.D. School Boards Association and the N.D. Department of Public Instruction, details procurement and conduct standards. It will be part of an audit of the district’s food service program in December.

The policy states that district food service employees will make purchases of product through membership in the N.D. Education Service Cooperative. When purchasing through the cooperative isn’t feasible, procedures would be in place for purchases less than $2,500; purchases greater than $2,500 and less than $25,000 and purchases greater than $25,000.

Purchases less than $2,500 would be considered “micro-purchases,” and soliciting price quotes would not be needed if they’re considered reasonable.

Purchases greater than $2,500 but less than $25,000 would be considered “small purchases” and would be done on a competitive basis. The district would not be required to go through a bid process, but would be required to obtain two or more price quotes.

Purchases exceeding $25,000 would be considered “formal purchases” and would go through a formal bid process.

The district’s food service program would be required to purchase domestic products “to the maximum extent possible” and without any geographic preferences (except for Farm to Plate efforts). Exceptions would only be allowed when there isn’t enough quality or quantity of a type of good left in the U.S., the domestic cost is higher, or when food preferences can only be met with foreign goods.

Employees who award and administer food service contracts must adhere to certain codes of conduct which include not engaging in procurement procedures when there is a real or perceived conflict of interest; not soliciting or accepting gratuities, favors or anything with monetary value from vendors; not participating in contract selections when the employee, or an employee’s family or person an employee has a personal relationship with has a financial interest in a firm selected for award; and not purchasing food service products for personal use.

Other actions

– The board listened to a presentation from Rugby High School instructors Jan Hagen, Leah Johnson and Beau Ericsson on approaches to learning pertaining to self-reliance and character.

– The board approved the formation of a citizen’s committee to address capacity concerns at Ely Elementary.

– The board approved the consent agenda, which included September meeting minutes, bills and financial reports.