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County administrator outlines policy overhaul and three RFPs including internal controls audit
Summary
County administrator presented a packet of draft policies and proposed three RFPs: an internal financial controls audit (fast-tracked), an automated time-and-attendance system, and a forms/workflow system. The RFPs are informational and will be reviewed with department heads; proposals for the audit are expected by the Feb. 3 meeting.
County administrative staff presented a package of draft policies and a procurement plan designed to strengthen internal controls and modernize county processes.
Key items discussed:
- Policies: The packet includes a policies-and-procedures template, a revised snow days policy that replaces a clause saying "there shall be no snow days," a new legal services policy and a credit-card policy that currently lists a placeholder $2,500 departmental card limit (staff noted some departments have $5,000 limits elsewhere and the number may be revised).
- RFPs and audits: Staff proposed issuing an RFP for an internal financial controls audit to address deficiencies raised in the 2024 county audit. The administrator said the aim is to have proposals returned by the board’s Feb. 3 meeting and to show progress by the FY25 audit. A list of roughly 17 qualified audit firms will be solicited.
- Technology procurements: Two additional RFPs are planned — an automated time-and-attendance system that can integrate with the county’s general ledger (to reduce time-sheet manipulation and Fair Labor Standards Act risk) and a forms/workflow system to standardize department requests, purchasing approvals and notifications to commissioners.
The administrator emphasized these steps are intended to improve accountability and efficiency, and noted department heads will be included in vetting the policies before final adoption. Commissioners asked questions about comp time, payroll protections and how the proposed systems would be used by staff and the public.
Next steps: staff will issue RFPs, schedule department-head review meetings (targeting a Jan. 12 meeting for department feedback), and return to the board with proposals.
