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Commission reviews draft fiscal accountability policy that centralizes approvals with county administrator
Summary
Jackson County staff presented a draft fiscal accountability resolution outlining eight procurement and approval controls — including purchase order approvals by the county administrator, credit-card custody, online-order consolidation, and a three-quote requirement for non-bid purchases — and commissioners requested that the assistant county administrator be named as a backup approver.
County staff presented a draft fiscal accountability resolution during the June 22 work session that would apply to funds under the direction and control of Jackson County and centralize many controls through the county administrator.
The draft lists eight areas of policy: (1) purchase order approvals to be routed through the county administrator (with a proposed change to name the assistant administrator as a backup), (2) contract approvals and account openings to go to the county administrator, (3) accounts-payable procedures for invoice routing and scanning, (4) credit-card custody to be maintained in the commission office, (5) online ordering controls and weekly consolidation, (6) routing of state and federal reimbursement requests through the county administrator (public works reimbursement handled by the county engineer), (7) surplus property procedures to require county administrator review before surplusing, and (8) a minimum of three competitive quotes when purchases are not covered by public bid laws.
During discussion a commissioner asked whether a second approver should be named “in case” the county administrator is absent. A staffer responded that the assistant county administrator, Denise, could serve in that role and said the chairman could be a fall-back option if needed. Commissioners agreed to place the policy on the agenda as new business at the next meeting with the suggested clarification naming the assistant county administrator as an additional authorized approver.
Next steps: staff will revise item one to explicitly allow the assistant county administrator to act in the county administrator's absence and bring the resolution back as new business at the next meeting.
