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Ulster County panel approves $100,000 contract increase for Family of Woodstock after debate on spending controls
Summary
The committee approved a $100,000 amendment to the Family of Woodstock contract to cover invoiced emergency‑shelter services after members questioned whether costs were incurred before formal approval and urged contract language changes to improve oversight.
The Ulster County legislative committee approved Resolution 18, a $100,000 amendment to a Department of Social Services contract with Family of Woodstock to cover emergency housing services and related invoices.
Members raised concerns that costs appeared to exceed the contract's "not to exceed" amount before the county formally approved the increase. Officials said invoices alerted the county that the contract ceiling had been exceeded and that payment will be made only after the contract is increased to remain in compliance.
"We've been invoiced for money under the contract that is beyond the not to exceed. We haven't spent it yet," a county official told the committee, explaining that the resolution seeks retroactive authority to satisfy invoices and bring the contract into compliance.
Several legislators asked staff to review contract language that requires prior written authorization for expenses above the not‑to‑exceed amount, suggesting the county could build modest allowances (for example, reimbursement up to a small percentage without prior approval) or revise reporting timelines so anticipated overages are flagged earlier. Staff said emergency housing demand is fluid month‑to‑month and that predicting exact monthly needs is difficult.
Committee members acknowledged the county's fiduciary responsibility but also emphasized the priority of ensuring providers can serve emergency shelter needs without interruption. One member estimated the $100,000 increase might cover roughly 30–33 additional people for one month, given prevailing per‑person costs, and said staying within a small percentage over budget is the objective.
The resolution was moved, seconded and approved by the committee. Members asked the executive's office to review contract language and consider drafting revisions to balance accountability with operational flexibility.
Next steps include the executive's office reviewing the contract terms and returning recommendations to the committee on whether to permit a limited automatic reimbursement threshold for small overages and to improve earlier forecasting.
