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Midland County approves bills and wire transfers; staff explains invoice processed without PO
Summary
County officials approved routine bills and two erroneous wire deposits to be returned, and authorized payment of several exception invoices including large insurance bills; a committee member questioned why a Sewell Fleet Management invoice was processed without a purchase order.
Midland County officials voted to approve payment of bills and wire transfers at a brief meeting Wednesday, resolving two erroneous deposits and approving several exception invoices staff flagged.
A staff member said two deposits — $750 to a JP4 internet account and $600 to a district attorney HotCheck account — were deposited into the county's general pooled cash account in error and would be transferred back to the originating accounts. Staff also listed several vendor exceptions presented without purchase orders, including a Goal invoice for $63.10, a Lone Star Signs invoice for $570, a Position Data entry for $510.24, a Certech invoice (ID 300951) and a Sewell Fleet Management invoice (ID 19794) for fleet services.
"The vendor submitted invoice and the PO wasn't created, and then they did the work pretty much," a committee member asked about the Sewell invoice. The staff member explained that Sewell officially began service on Oct. 1, invoices were submitted Oct. 7, and preventative maintenance had been delayed; services had been completed without a purchase order, so payment was being processed to reimburse the vendor.
Staff also asked the board to permit payment of a Cantex risk management fund invoice (amount cited in meeting) related to roofing retainage and a USI Insurance Services invoice that staff said must be overnighted by Nov. 20 to keep the county insured. The staff member urged prompt payment to maintain insurance coverage.
A committee member moved to approve all bills and wire transfers as presented, including the exceptions staff described; a staff member seconded. The chair called for the vote and the motion passed.
The board's approvals included authorizing staff to return the wrongly deposited funds to the JP4 and DA HotCheck accounts, reimbursing the Midland County Warrant Services account $125.50 for checks ordered from that account, and processing the cited vendor invoices. The meeting then moved to adjournment.
