Buffalo County adopts rebate policy, creates sinking fund for capital needs

Buffalo County commissioners voted Aug. 12 to adopt a formal policy for handling rebates generated by county purchases and to create a new Sinking Fund for future capital needs.

The Board approved Resolution 2025-48 to require that vendor rebates generated by county purchases be treated as county property, designated the Buffalo County Clerk’s Office as the primary office to track rebate claims and receipts, and directed that rebates generally be returned to the department that generated them. The resolution also requires offices that claim rebates to provide documentation to the Clerk and to account for subsequent use of rebate funds.

The Board then approved Resolution 2025-49 to establish a Sinking Fund (2750) in the county’s accounting system. The resolution directs the County Treasurer to create a separate fund for receipts and expenditures intended for capital improvements, large-scale repairs and debt reduction and commits the Board to an annual review of the fund’s status to maintain appropriate funding levels.

Both measures passed by roll call vote of four in favor and none opposed. Commissioners voting aye were Timothy Higgins, Ronald Loeffelholz, Bill Maendele and Chairperson Sherry L. Morrow; three members were absent.

County officials said the rebate policy responds to recent guidance from the Nebraska State Auditor’s Office and is meant to improve accounting controls and transparency. The sinking fund was described in board discussion as a prudent tool to accumulate resources for predictable, large expenditures rather than relying on one-time budget allocations.

Next steps: the Clerk’s office will implement the rebate-tracking procedure outlined in Resolution 2025-48, and the County Treasurer will establish Fund 2750 in the county financial system.