Commissioners authorize sheriff’s office to exceed $250,000 annual fuel threshold

The Deschutes County Board of Commissioners on Wednesday authorized the sheriff’s office to expend more than $250,000 annually on vehicle fuel to cover expected needs through the end of the fiscal year.

County Captain Ty Rupert told the board the sheriff’s office budgeted $600,000 for fuel and is now “approaching $400,000” spent with roughly two and a half months remaining. He said staff expects to use the remainder of the budget but came to the board because county policy requires board approval for purchases or contracts over $250,000.

Rupert said fleet staff have pushed deputies to reduce idling when vehicles are not in active response, and that change could save “in excess of $60,000 to $70,000 a year.” Fleet services manager Pete (last name not specified in the transcript) is working with the county procurement manager on a fuel contract and other bulk purchases to reduce costs.

Chief Financial Officer Robert Tinto explained the policy that department heads can approve purchases up to $50,000, the county administrator up to $250,000, and anything above $250,000 must be approved by the Board of County Commissioners. He told the board that if the sheriff’s office moves forward with a contract exceeding $250,000 the board’s prior approval would ensure the county’s annual financial review reflects that authorization.

County Administrator Nick (last name not specified) told the board the new workflow requires sheriff’s office procurements to route through finance and procurement before purchases are made, giving finance “an extra set of eyes” on coding and object codes.

The board approved the authorization. Commissioner Chang, Commissioner Dare and the chair each voted yes.