Supervisors direct staff to draft county contract‑signature policy after recent unauthorized signings

The Madison County Board of Supervisors directed staff to draft a countywide contract‑signature policy after members raised concerns about elected officials and county employees signing agreements without prior board approval.

The chair opened the discussion noting a pattern of unexpected contract signings and referencing earlier complaints and a DCI complaint from the previous year. "I would like to have a clear policy that we could disseminate to all department heads so it's very clear that they cannot sign contracts that bind the county without coming to the board first," the chair said. The discussion noted that some ministerial or budgeted contracts might be handled differently and that policy language should differentiate between in‑budget ministerial authority and out‑of‑budget contracting that requires board approval.

Board members agreed to prepare a resolution and an all‑employee memo clarifying delegation, exceptions for ministerial tasks, and the need for a work‑order process for certain technical systems (for example, camera system access routed through county attorney and sheriff). The board asked the auditor and staff to draft the policy language and circulate it to department heads before bringing a resolution back to the floor.

Why it matters: Unclear signature authority can expose the county to unexpected expenditures, compliance issues and public concern. Clear policy would reduce surprises and ensure that contracts align with board budget and oversight expectations.

Next steps: Auditor and staff will prepare draft policy and a proposed resolution for a future meeting; the board suggested an all‑employee memo and inclusion in the organizational meeting calendar for ongoing reminders.