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Commission discusses new committee and process for revoking county purchasing cards
Summary
Following a recent incident, Duchesne County commissioners discussed creating a committee including an elected official designee, the treasurer and the clerk-auditor to review and approve revocations of county purchasing cards and to ensure notice and due process to affected employees.
The Duchesne County Commission held an extended discussion May 12 about revising the county’s purchasing-card policy to add a committee review before a card is revoked, while retaining department-head authority for urgent or criminal matters.
Clerk-auditor office staff member Lexi and Deputy County Attorney Tyler Allred briefed commissioners on the current policy, which allows either a department head or the clerk-auditor to revoke a purchasing card. Commissioners proposed creating a standing panel composed of an elected official (or designee), the treasurer (or designee) and the clerk-auditor (or designee) to review proposed revocations and ensure supervisors and employees receive timely notice so that travel or reservations are not disrupted.
Commissioners stressed the committee should not prevent immediate action in clearly urgent circumstances, such as suspected criminal misuse or clear evidence of a compromised card. Lexi and county staff said the office would maintain the ability to rapidly deactivate cards when suspicious charges appear, but formal revocations that affect budgets or an employee’s ability to travel would be reviewed by the committee so supervisors can be notified and make alternate arrangements.
Commissioners requested the draft policy language add: 1) explicit notice procedures; 2) scope limiting department-head revocation to the department where the employee works; 3) a designee provision so elected officials and office-holders may name staff to act for them; and 4) a fast-track exception for clear emergency or criminal situations. Staff were directed to draft proposed language with the county attorney for formal consideration at a future meeting.
