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Legislature approves $100,000 contract increase for Family of Woodstock; members press contract wording changes
Summary
Ulster County amended a contract with Family of Woodstock Inc. to add $100,000 to shelter operations funding, prompting committee discussion about contract controls and a request to review language requiring prior written authorization for overages.
The committee approved Resolution 18 on Feb. 6 to increase the County’s contract with Family of Woodstock Inc. by $100,000, raising the contract ceiling to $2,500,000 to allow payment of invoiced shelter services.
Discussion focused on contracting practices after a legislator questioned whether the provider had spent money before receiving written authorization to exceed the original contract ceiling. County staff responded that the county had received invoices indicating the provider had exceeded the not-to-exceed amount but that the county had not yet paid those invoices. The staff explanation was that emergency shelter costs fluctuate month to month, making advance prediction difficult; the resolution request was intended to authorize payment and keep the county in compliance before settling invoices.
Legislators asked county counsel and Department of Social Services staff to review contract language that currently requires prior written authorization from the executive or purchasing director before costs in excess of the contract may be incurred. Several legislators suggested exploring a revision to allow a small overage band (one member proposed under 5%) to be handled administratively to avoid operational hardships while preserving accountability.
Staff noted the 2024 per-diem rate increase and fluid placement numbers contributed to the overage. The director said such contract amendments for small, closely monitored overages had been requested by resolution in prior years and invited counsel to propose wording adjustments; a county staff member said the office would review options such as a capped administrative overage handled with subsequent reporting.
A motion to adopt the resolution was made and seconded; the committee voted in favor and approved the contract amendment.
The committee asked the county executive’s office to review contract language and report back with proposals to balance operational flexibility and fiscal accountability.
