Franklin County commissioners approve routine resolutions; finance director discloses procurement policy lapse

Franklin County commissioners approved a slate of routine resolutions and contracts in a meeting that also included a staff disclosure about a purchasing-policy violation and calls for procurement training.

The most consequential item to emerge from the meeting was the finance directors report that a new county vehicle was purchased and an older vehicle was traded in without following the countys required competitive disposal procedures. The finance director said the transaction represented a miscommunication in the purchasing process and noted the county must dispose of property by competitive means, whether a file cabinet or a vehicle. "We had a miscommunication in the purchasing process, and we purchased a new vehicle, and we traded in an old 1, which we're not allowed to do that," the finance director said. The director told commissioners the matter was being documented for the auditor and recommended training for department heads and staff who handle purchasing.

The finance director said auditors may or may not record a formal finding, but the disclosure will at least be a discussion point during the audit. "They may not even write that up as an actual finding. They may just use it as a discussion point," the director said. Commissioners asked that written purchase quotes and a stronger procedure for vehicle and equipment disposals be implemented. One commissioner urged that those responsible for requisitions attend any training offered.

Beyond the procurement discussion, commissioners approved multiple items with little debate. Votes at a glance included:

- Agenda item 1: Routine approval of packet pages referenced for January 2025 (motion carried). - Agenda item 4: Resolution to amend the school journal budget (pages 8—10 in packet; motion approved). - Agenda item 5: Resolution regarding Manheim Highway; the highway commission voted to use $150,000 from its reserve fund balance for equipment; commissioners approved the county resolution (motion approved). - Agenda item 6: Resolution for Mid County funds (handout referenced; motion approved). - Agenda item 7: Copier lease agreements with Konica Minolta for general sessions, family court, community reentry and the sheriffs office (motion approved). - Agenda item 8: Rates and Title VI parent certification (page 20; motion approved). - Agenda item 9: Resolution for unclaimed property (page 21; motion approved). - Agenda item 11: Annual review of the countys debt management policy (pages 22—19; commissioners reviewed and approved as presented).

Other budget notes offered by the finance director: the county issued refunds on personal property tax to LifePoint Hospital and to an entity referred to in the packet as "Walmart merchants limited," and the director said property-tax collections look conservative and manageable for the current year. The director estimated a potential countywide overage in collections of "maybe $200,000, 3 hundred thousand," and suggested a smaller, more specific figure of about $40,000 for a particular fund, but said final numbers would be available after February trustee reports. "I can let you know when I get my February reports from the trustee," the finance director said.

Commissioners took formal motions to "receive and file" several items and to approve the packet and individual motions; most votes were taken by voice and recorded as "aye," with the chair declaring motions carried when there were no objections.

The meeting concluded after a brief public-comment opportunity and routine adjournment motions. Several commissioners and staff said they will follow up on procurement training and formalizing written-quote requirements for vehicle and equipment purchases.