Grants Pass SD 7 board members voted to amend district financial-authority language to add the district business manager (referred to in the meeting as Sam) as an authorized signer and to require two physical signatures on checks that exceed $50,000.

The change came during a lengthy discussion about several related policies in the district’s annual governance package, including auditor rotation, check-signing controls and use of facsimile signatures. Board members raised auditor best-practices — including rotating firms periodically — and internal controls for large expenditures.

“Everyone's like, why the heck didn't you guys have better internal controls?” a board member said during discussion, stressing the need for separation of duties. Sam, who answered several technical questions during the meeting, outlined an approach in which accounts-payable items are routed through the accounting system for initial approval and that a second signature could be required above the threshold the board selects.

The board debated numeric thresholds at length. Members discussed options including a single threshold at $50,000 and whether to create an intermediate band requiring different approvals. After discussion, a motion to adopt the resolution with the explicit addition of Sam’s name as an authorized signer passed by roll call. The board directed that checks printed with facsimile signatures remain acceptable for amounts less than $50,000 but that checks over $50,000 should bear two physical signatures.

Board members also discussed the district’s audit practice. One member recommended soliciting an RFP to rotate auditors periodically; Sam confirmed the district is under contract currently and that the audit in progress would not be affected, but the board asked staff to plan an RFP for future years.

Members stressed this was meant to tighten controls without unduly burdening staff. Sam said current bank protections (positive pay) and the district’s approval workflow already provide multiple safeguards, and that adding a second signature for very large disbursements would add a layer of review.

The board approved the amended language by roll call and asked administration to draft the implementing wording for the policies and to consult auditors about thresholds and wording for next year’s governance packet.