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Committee notes missing purchase-form documentation for public works truck
Summary
The committee reviewed recent checks and bid-tabulation forms and identified that a public works truck purchase did not have a completed procurement form on file; staff and the committee said the purchase used a state contract but agreed the formal form should be completed for checks and balances.
During the Jan. 8 Finance Advisory Enhancement Committee meeting, members reviewed a list of recent checks and bid-tabulation/purchase documentation and identified one vehicle purchase for public works (a truck) without the required village purchase-form attached.
Staff said the truck was procured through a state contract and that the public works employee (Jerry) had the state contract BIN number, but the formal purchase/approval form that the village uses as an internal control was not received because the staff member who would complete the form is on medical leave. Committee members agreed the purchase was budgeted and that the state-contract procurement complied with policy, but they stressed that the missing form should be completed when personnel return and that training or counseling might be appropriate to avoid setting a precedent.
Committee members asked staff to obtain the completed form and recommended reminding departments that, even when using state contracts, the village’s purchase-form documentation must be submitted to preserve checks and balances. No formal disciplinary steps were proposed; members discussed that the appropriate response is documentation of the deficiency and staff training.
