Haskell County commissioners discuss procurement card rules, jail payment process and approve bid for grant-funded pickup

Haskell County commissioners discussed limits on county credit cards, the county’s procedure for processing jail-related payments and approved going out for bids on a grant-funded crew cab pickup for District 1 during a regular meeting of the Haskell County Board of Commissioners.

The discussion on purchasing cards and credit-card policy centered on a statute presented to county staff that, according to staff comments at the meeting, restricts the county credit card to travel-related expenses. Commissioners and staff discussed whether a procurement card (P-card) — which can be configured for specific vendors or categories — would be more useful for buying equipment such as lights, sirens and radios. Staff said other counties use P-cards to limit spending to particular suppliers or categories, while the credit card is limited by statute to travel expenses.

The county’s treasurer reported at the meeting that the state is beginning to release an identified $7.81 funding stream to counties and that the county’s link to claim that money is not yet active for Haskell County. The treasurer also described how other counties handle jail-related payments: departments create a purchase order (PO), the vendor is paid by check, and the treasurer’s office balances the bank statement to keep records consistent. At the meeting staff said the county’s bank had flagged extra paperwork and that the bank’s signatory requirements, combined with the county Employer Identification Number (EIN) usage, affect how those transactions are processed.

Commissioners and staff discussed a pending trip related to transporting an inmate: staff said contractor quotes for transportation ran as high as about $3,000 while direct travel costs (airfare, rental car, motel) for county staff were estimated around $1,100. Commissioners and staff discussed whether to purchase a vehicle, use a contractor, or make multiple trips; staff said they are continuing to seek options and attempt to limit county credit-card use for non-travel purchases.

On procurement, the board voted to authorize District 1 to go out for bids for a crew cab pickup truck that the county had applied for and received grant approval to purchase. The motion to put the vehicle out to bid passed unanimously.

The body also approved routine items by unanimous vote, including prior minutes, appropriation transfers, and bills to be paid where motions and seconders were recorded and roll-call votes registered as “yes.” The meeting adjourned after approving those items.

The meeting record shows staff and commissioners agreed to clarify paperwork so that required signatures and POs can be handled in time-sensitive situations; staff said Michelle (county staff) was preparing draft paperwork and that commissioners could call a short meeting if necessary to sign emergency or time-sensitive documents.

Votes at a glance - Approval of excise board previous minutes: approved (unanimous). - Approval to review and sign appropriation transfer(s): approved (unanimous). - District 1 authorization to go out for bids for grant-funded crew cab pickup: approved (unanimous). - Approval of appropriations, checks received and bills to be paid: approved (unanimous). - Motion to adjourn: approved (unanimous).

The meeting included staff reports and logistical discussion rather than adoption of new procurement policy language; staff and commissioners indicated work remains to draft or adopt a formal credit-card/P-card policy and to finalize the paperwork needed for jail-related vendor payments and POs.