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Commissioners hear update on county purchase order system, dispute over hiring of assistant purchasing position
Summary
Staff reported steps toward adopting a purchase order (PO) system and a planned implementation by end of Q2 2025; commissioners debated whether the assistant purchasing hire—budgeted by district judges—required court approval.
Newton County staff presented an update March 11 on development of a countywide purchase order (PO) system and the procurement policy that will govern it, and commissioners debated whether hiring an assistant purchasing person required court approval.
Sherry Moore (county staff) told the court she had drafted purchasing policies after reviewing other counties, consulted the county attorney and planned a court workshop and a formal adoption vote; she said an Onestream go-live target is the end of the second quarter of 2025. Moore said the assistant purchasing person had been hired pursuant to a district-court order and the position was included in the district judges’ budget.
Commissioner Danny (last name not specified in the record) and other commissioners questioned hiring prior to court approval of the PO policy. Moore and county counsel explained the assistant purchasing position was added at the district judges’ direction and that counsel had advised compliance with the order; commissioners disputed whether the court had been warned or had the opportunity to see the position earlier during budget workshops.
The court agreed to continue working toward a formal purchasing policy adoption, with staff to present a line-item request at the next meeting for approval of the PO system creation and adoption. Commissioners were explicit that the PO policy itself remains subject to court approval and that hiring or spending already established by separate court order or budget authority will be respected.
Why it matters: Establishing a formal PO system affects how departments place and approve purchases countywide, impacts internal controls and could change purchasing authority and oversight. Commissioners requested workshops and clearer documentation of authority and budget sourcing before final policy adoption.
No formal vote was recorded on policy adoption at this meeting; staff will return with a line-item request and a final draft for court approval.
