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Clerk presses commissioners for clearer claims process after ice-machine payment was denied
Summary
Tammy Flater raised concerns that a partially disallowed office-supplies claim (including an ice machine) was not communicated to her; commissioners agreed clearer steps and policies are needed so department heads understand why claims are denied.
Tammy Flater, the county clerk (also identified in the record as the county’s superintendent of schools), told the board she was not objecting to the disallowance of part of a claim but wanted better communication when claims are denied.
"It's not about the money, it's the process," Flater told commissioners, asking that staff notify department heads when claims are disallowed so departments learn what is and is not approved. The discussion focused on whether the county should adopt written guidance for purchases that fall outside common practice — for example, appliances — and whether staff should call requestors before denying claims.
Commissioners and staff agreed that denied claims are a learning opportunity and that communication could be improved. Staff explained how checks and claim copies are processed and that some disallowances stem from long-standing informal practices (for example, not typically paying for appliances for individual offices). The board discussed whether to make such practices explicit in policy or to require pre-approval for nonstandard purchases.
No formal policy change was adopted at the meeting; the commissioners directed staff to improve communication about disallowed claims and said they would consider written procedures to remove ambiguity for department heads and road and sheriff departments.
The matter remains at the discussion stage: staff will follow up on communication practices; commissioners did not specify a timeline for adopting written policy.
