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Select Board adopts purchase-order policy changes to require upfront POs, define backup approvers
Summary
The board voted to revise the town’s purchasing policy to add a defined '2nd in command' backup approver for departments and to require purchase orders be created in the system before committing to purchases; the change aims to improve transparency and prevent after-the-fact POs.
Finance staff presented two primary updates to the town’s purchasing policy: create a formally appointed “second‑in‑command” at each department who may approve purchase orders and invoices in the department head’s absence (with the finance manager as the fallback) and require that purchase orders be created and approved in the purchasing system prior to committing to goods or services. The presenter explained that the change will prevent invoices from being recorded before a PO is in place and will provide clearer reporting on encumbrances and budget status.
Board members discussed dollar thresholds for approvers, how the workflow will appear in the town’s procurement system, and the need to preserve departmental discretion while improving oversight. One member asked whether the system will permit “not to exceed” estimates when exact amounts are unknown; staff confirmed that POs can be issued with an upper‑bound estimate if a firm cost is not available.
After discussion the Select Board voted to adopt the revisions as presented. The board also agreed to ensure the fee schedule and PO charge codes are published so that monitoring, accountability and reporting align with the new workflow.
