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Supervisors debate claims-signature process; staff to draft resolution clarifying signatories
Summary
Board members discussed a state-auditor requested form and whether department heads or the budget director should sign county claims; they directed staff to draft a resolution clarifying signatory authority and any dollar caps.
Pottawattamie County supervisors spent substantial time debating procedures for claims processing and who may sign claims on behalf of departments and elected offices.
Becky Linehan explained a form circulated at the auditor's request identifying who may sign claims when the signer is not an elected official or the department head. Supervisors expressed differing views: some said the board should not cede accountability to non-elected staff; others said department heads normally handle day-to-day approvals and the budget director provides an important check.
Board members discussed practical concerns: the need for proper coding of expenses, ensuring capital project claims receive supervisor attention, and whether the board wants to cap dollar amounts delegated for signature. Several supervisors said they prefer the current practice but agreed a formal resolution is appropriate. The board directed staff to prepare a resolution for the next meeting (suggested timing: start of the year/January 1–2) that will document who can sign and whether caps apply. No formal vote was taken on the policy; the transcript shows agreement to bring a resolution back for formal adoption.
Meeting remarks noted the auditors' office ultimately writes checks and that the form helps create a record for state auditors if non-elected employees sign claims for a department. Supervisors asked that the form be provided in a fillable PDF and requested a clear process for capital projects to ensure supervisors see relevant claims before signature.
