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If an emergency situation arises prior to the next regularly scheduled meeting of the board of trustees, and it is necessary to purchase services, materials, equipment, or supplies that are reasonably expected to cost $100,000 or more, the president or designee shall notify the chair, or in the chair’s absence, the vice chair of the board of the need for an emergency procurement.  If the chair or vice chair determines that a special meeting is not feasible, the president or designee shall communicate with each member of the board who can be reached and a telephone vote shall be taken and recorded.  If a majority of the board members contacted approve the proposed purchase, then the president shall be authorized to take whatever action is necessary to accomplish such purchase including the execution of a contract.  The board shall ratify and confirm any such action at the next regularly scheduled meeting, and a summary of the action taken, including the vote of each member, shall be recorded in the official minutes.

If an emergency situation arises and it is necessary to purchase services, materials, equipment, or supplies that are reasonably expected to cost between $25,000 or more and less than $100,000, the director of procurement, with the approval of the president, may make an emergency procurement by any method that the director of procurement considers most appropriate. 

Notice of the approval of a procurement contract awarded under this procedure shall be published on the awarded bid list.  The procurement office shall also submit a quarterly report to the board of trustees for the current fiscal year that summarizes all such purchases that are not small procurements.

Policy Manual Review/Revision:   07/01/10