Commissioners debate purchase-order flow; chair moves to direct auditor to pilot change for departments that report to commissioners

Commissioners spent extended time on Jan. 6 discussing the county’s purchase-order workflow and who should approve purchase orders before bills are paid.

At issue was whether purchase-order approval should remain centralized in the auditor’s office or be routed first through the commissioners for departments that report directly to the board (for example, county departments under the commissioners’ purview). The chair proposed a pilot directing the auditor to accept purchase-order requests routed first through departments that answer to the commissioners, then through the auditor’s office for processing. The stated intent was to improve upfront budget oversight and reduce situations where the county is asked to approve payment after purchases have been made.

Why it matters: How purchase orders are routed affects internal controls, budget oversight and the timing of approvals. Commissioners emphasized accountability and avoiding the perception that the commission authorized purchases after the fact. Elected officials and the auditor’s office pushed back in prior discussions, raising questions about statutory authority and control over other elected offices’ budgets.

Substantive points raised - Statutory authority: The county prosecutor’s office (referred to during the meeting as “Rick”) had previously advised that commissioners cannot force other independently elected officials to channel purchase orders through the commissioners’ office; the auditor’s office and elected officials cited statutory limits on control of those offices’ funds. - Pilot approach: Commissioners proposed to start the new flow with departments that report to the commissioners (Hillside and other departments under commission oversight) rather than trying to change the practice for independently elected officials immediately. - Operational details: Staff described options such as vendor-specific and blanket purchase orders, supermarket-style blanket approvals, and dollar thresholds that can reduce routine administrative burdens (for example, supplies vs. capital purchases). - Implementation questions: Commissioners asked the auditor to prepare a written procedure and to confirm what statutory opinions are needed; some asked for a formal opinion or written guidance from the county prosecutor.

Outcome: The chair made a formal motion asking the auditor to move forward with purchase-order requests routed from departments that answer to the commissioners (pilot). The transcript does not record a formal roll-call vote on that motion during the meeting; commissioners continued discussion and asked for written procedures and legal clarity. The board requested follow-up and additional documentation before a countywide change would be applied to independently elected officials.

Ending: Commissioners agreed to move cautiously, ask the auditor to implement the pilot workflow for departments under the commissioners’ authority, and to request legal/statutory guidance and a written procedure for the proposed change.