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Commissioners hear first reading of tightened purchasing policy requiring purchase orders for all purchases
Summary
The Board received the first reading of an updated purchasing policy that requires a purchase order for all purchases, raises documentation thresholds, revises approval levels and tightens emergency purchase rules; commissioners asked operational questions about fuel cards and county fueling capacity.
Finance Director Heather Woody and Purchasing Agent Jacob Moore presented the first reading of a substantially rewritten purchasing policy intended to align county procurement with N.C. Gen. Stat. 159 and tighten internal controls.
Key revisions presented include: requiring purchase orders for all purchases prior to expenditure; documentation thresholds for purchases of $5,000 or more; competitive bidding thresholds ($5,000–$89,999 requires three quotes; $90,000+ requires sealed bids); new approval levels (Purchasing Agent for $0–$4,999; County Manager for $5,000–$24,999; Board approval $25,000+); and a prohibition on using petty cash for purchases. Purchasing Agent Jacob Moore summarized the change: "All purchases, regardless of amount, now require a purchase order prior to expenditure to ensure funds are properly encumbered in accordance with General Statute 159." The policy also restricts emergency purchases to narrowly defined immediate health or safety needs and clarifies capital project change‑order procedures, travel per diems and grant match authority.
Commissioners questioned how fuel purchases and gas cards would be handled; Logistics Captain Robert Creech confirmed the county maintains a 2,000‑gallon fuel tank that patrol vehicles may use to limit roadside fuel charges and that the county pays roughly $3.50 per gallon for that facility, representing savings over retail prices. The Board approved the first reading unanimously and will consider a second reading and final adoption at a future meeting.
