Whitfield County approves mid-year budget amendments and raises purchasing thresholds
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Summary
The Board approved June financials and multiple mid-year budget amendments Aug. 8, 2022, increasing fuel and parks funding, approving contingency transfers and raising purchase order and bidding thresholds in the county purchasing policy.
The Whitfield County Board of Commissioners approved its June 2022 financial statement and a package of mid-year budget amendments at its Aug. 8 meeting, voting unanimously on each item.
Finance Director James Garvin presented the June report showing $1,270,292 in collections for the month—19.5% above the budgeted $1,062,500—and year-to-date collections of $7,098,682, 12.25% above the prior year for the same period. YTD actual revenues of $19,598,947 exceeded projections by $983,216, or 5.25%. The board approved the financial statement 4-0.
Commissioners voted to approve a series of budget increases and transfers funded from contingency. Notable amendments included:
- Fire Department: $75,000 increase for gasoline and oil to address rising fuel costs.
- Sheriff's Office: $225,000 increase for gasoline and oil.
- Parks & Recreation: $56,400 amendment to cover vehicle repair ($1,000), equipment repair ($1,400), athletic officials fees ($12,000), janitorial supplies ($16,500), utilities ($20,000) and gas & oil ($5,500).
- BOC Administration: $19,600 amendment to cover vehicle repair, communications equipment, professional dues, travel/conference lodging, training and small equipment.
The board also approved a contract price amendment for Asphalt Paving Systems, adding $22,026.70 to the November 2021 contract for additional leveling and post-coverage adjustments, bringing the final contract to $472,026.70.
Separately, the board declared two older county pickup trucks surplus and approved the purchase of an off-road maintenance vehicle for Rocky Face Ridge Park for $15,992.42 (SPLOST 2020 funds).
In a significant administrative change, commissioners amended the county purchasing policy. The revisions raised the threshold for issuing purchase orders without obtaining quotes to $5,000 (previously $2,499.99). Purchases between $5,000 and $25,000 now require, if possible, at least three quotes; purchases greater than $25,000 require formal bidding or an RFP. The County Administrator's authority to approve change orders for community facility/capital projects was increased to 15% or $30,000 of the original contract, whichever is less (up from 10% or $15,000).
The board approved an $86,488.45 service agreement with Motorola for support of three EMA radio tower sites through December 2022; minutes note the existing agreement would expire Aug. 31, 2022, and that without the new agreement the EMA radio system would be difficult and expensive to use.
All measures in this package were adopted by unanimous 4-0 votes. The board concluded action on budget and purchasing items and moved to other agenda items.
Ending: The board planned no further immediate action on these matters at that meeting; several items (contract adjustments and purchase orders) proceed through the county's contracting and procurement process.