# Springbrook PO Workflow Notifications and Flock Vendor Onboarding
The Mayor's-Office-side ERP-workflow record for the two Conway PD Flock purchase orders. Across five files — three automated Springbrook workflow notifications and the two-message "Add Vendor-Flock Safety" thread that created the Flock vendor record — this source page corroborates the two Flock payments documented from the City Clerk's payment-record file in `FOIA-2026-125` and identifies the **Springbrook ERP vendor code 12100** as Conway's identifier for Flock Safety.
## What's inside
### Add Vendor-Flock Safety thread (2025-06-10 → 2025-06-11)
`Add Vendor-Flock Safety.msg` and `Add Vendor-Flock Safety.pdf` cover the same two-message exchange:
| Time (CT) | From | To | Substance |
|---|---|---|---|
| 2025-06-10 8:52 AM | Celeste Phillips | Tiffany Maddox | *"Good morning, Can you please add the attached vendor? Thank you, Celeste Phillips, Assistant to the Chief of Police"* |
| 2025-06-11 8:13 AM | Tiffany Maddox | Celeste Phillips | *"Hey! Absolutely, Flock Safety 12100."* |
Maddox's reply is dispositive: she confirms the vendor record has been created with the Springbrook code **12100** for Flock Safety. The exchange post-dates the December 2024 contract by six months and the January 2025 ordinance by five — the City had transacted with Flock under the contract (the first invoice was about to come due) but the vendor was only formally registered in the City's ERP in June 2025.
### Springbrook Workflow Notifications (2025-06-25 and 2026-01-06)
Three automated `
[email protected]` workflow-approval notifications, addressed to `
[email protected]`. Two distinct PO batches are documented (one with a duplicate notification, presumably from a workflow re-trigger):
| Date / time | Subject (decoded) | PO# | Vendor | Batch | Author |
|---|---|---|---|---|---|
| 2025-06-25 4:15 PM | Purchase Orders / Purchasing Approval / **PO 0000097136** / vendor 12100 / Flock Safety | `0000097136` | **12100 Flock Safety** | `62525.06.2025` | `
[email protected]` |
| 2025-06-25 (duplicate) | (same as above) | `0000097136` | **12100 Flock Safety** | `62525.06.2025` | `
[email protected]` |
| 2026-01-06 9:30 AM | Purchase Orders / Purchasing Approval / **PO 0000100151** / vendor 12100 / Flock Safety | `0000100151` | **12100 Flock Safety** | `29204.12.2025` | `
[email protected]` |
Each notification reports the workflow status as *"In Progress"* with the description *"PO Approval - Police"* and asks Maddox to approve via the City's Springbrook Cirrus instance.
The two PO numbers — `0000097136` and `0000100151` — match the two PO numbers on the City Clerk's `FOIA-2026-125` production files `PO 97136.pdf` and `PO 00151.pdf` (documented in [[Flock Payment Records — INV-56859 and INV-81961]]). The June 25, 2025 workflow corresponds to the Year 1 payment (INV-56859, $60,000, check issued 2025-07-09); the January 6, 2026 workflow corresponds to the Years 2-3 payment (INV-81961, $120,000, check issued 2026-01-16).
## Key takeaways
- **The two Flock payments now have a complete ERP-workflow trail.** The Springbrook notifications + the executed payment records (from `FOIA-2026-125`) cover the full PO lifecycle: PO authored by Chief Harris in CPD → routed to Tiffany Maddox in Purchasing → approved → drawn against asset-forfeiture account 250-121-5930 → check issued. The Mayor's Office's purchasing-approval gate is on the workflow path between authorship and execution.
- **The vendor record was created six months after the contract.** Celeste Phillips's "add the attached vendor" request is dated June 10, 2025, midway through the Flock-camera installation and three months after the ARDOT right-of-way application. The City was transacting with Flock under the December 2024 contract well before the vendor was formally registered in Springbrook. This is consistent with municipal vendor-registration practice where the vendor record is created at first-invoice rather than at contract execution.
- **Vendor code 12100 binds together the Springbrook records.** The same code 12100 appears in the workflow-notification subject lines, in Maddox's June 11 confirmation reply, and (per the FOIA-2026-125 PO files) on the City's executed PO and check records. This is the canonical identifier for cross-referencing other PO list pulls (see [[Mayor's Office Internal PO Records Pull March 2026]]).
## People and orgs mentioned
- [[Celeste Phillips]] — CPD Assistant; initiates vendor registration.
- [[Tiffany Maddox]] — Mayor's Office Procurement Manager; vendor record creator; PO approver.
- [[Chris Harris]] — CPD Chief; named author of both POs in the workflow notifications.
- [[Flock Safety, Inc.]] — vendor 12100.
- "Springbrook Software, Inc." — the City's ERP vendor (`springbrooksoftware.com`).
## Concepts invoked
- [[Asset-Forfeiture Funding for Surveillance Procurement]] — both POs draw against asset-forfeiture account 250-121-5930.
## Cross-references
- [[_overview]] (`FOIA-2026-127`).
- [[Flock Payment Records — INV-56859 and INV-81961]] (`FOIA-2026-125`) — the City Clerk-side executed payment records that correspond to these workflow approvals.
- [[Pre-Council Procurement Coordination Dec 2024 – Jan 2025]] — the antecedent that authorized the procurement and produced the ordinance these POs execute.
- [[Mayor's Office Internal PO Records Pull March 2026]] — Felicia Rogers's January / February 2026 PO list pulls that include the Years-2-3 PO as one entry.
## Surveillance-PII handling
The Springbrook workflow notifications do not carry bank-account or check-routing numbers — those appear only on the executed payment records. The Add-Vendor exchange does not contain Flock-side ACH information; that data is on the W-9 / payment-setup attachment Celeste Phillips sent, which the production does not include in extracted form.
## Open questions / follow-ups
1. **Vendor onboarding documentation.** Celeste Phillips's "attached vendor" reference is to a W-9 / vendor-setup form. Whether the City of Conway holds the underlying Flock W-9 and IRS / banking-setup record as a separate FOIA-able document is a possible request to the Finance / Purchasing custodian.
2. **The duplicate Springbrook notification for PO `0000097136`.** Two notifications for the same PO suggest a workflow re-run or a routing-loop. Operationally inconsequential.