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Pike County commissioners discuss using clerk surplus for Belfry Courthouse drive-through, authorize equipment purchase procedure
Summary
Commissioners discussed using a reported clerk surplus and a $150,000 capital line to fund a drive-through at the Belfry Courthouse, and authorized staff to seek a price match on a quoted side-by-side vehicle for the landfill with conditional payment authorization if matched within 5%.
County commissioners spent a substantive portion of the meeting discussing procurement timing and the possibility of using available clerk funds to improve convenience at the Belfry Courthouse.
Commissioner Atkins asked whether the clerk’s reported surplus could be used to fund a drive-through window at the Belfry Courthouse. Clerk Daryl confirmed the clerk’s capital and equipment line included $150,000 and later referenced an overall surplus figure of $450,000. Daryl said constructing a drive-through would be subject to securing a lease, receiving bids and following standard procurement steps.
On county equipment, a department presenter described two written quotes for a side-by-side vehicle for landfill work: $26,305 from Extreme Mountain Motorsports and $24,000 from Kiefer (Delbarton). The presenter recommended purchasing from Kiefer; the presiding officer moved to give Extreme the opportunity to match the lower price or come within 5% of it. The court approved that motion; if Extreme matches within the 5% window, staff are authorized to issue payment. If not, staff will return to court for a decision.
Commissioners and staff also discussed procurement timing problems: by the time bid packages are advertised, opened and brought back to court for approval, the specific vehicle or item may have been sold. Staff suggested using the capital plan to pre-negotiate prices where possible and called out the possibility of a special meeting to approve purchases quickly once bids or matches are confirmed.
The meeting record contains a direct comment from a commissioner calling the procurement system “screwed up,” reflecting frustration with current timelines and procedures. Staff offered to circulate the county’s March and June bid lists at the next meeting to improve vendor outreach and suggested continued newspaper advertising as required by procurement statute.
