Supervisor ARGOTSINGER offered the following Resolution and moved its adoption:

RESOLUTION AMENDING THE FULTON COUNTY PURCHASING AND AUDIT GUIDELINES
 

WHEREAS, Resolution 406 of 1993 established and adopted the Fulton County Purchasing and Audit Guidelines, in accordance with NYS General Municipal Law, Sections 103 and 104B; and

WHEREAS, periodic review and revision of said Guidelines are necessary for the efficient operation and oversight of County purchasing and fiscal practices; and

WHEREAS, under federal and state regulations (Title VI of the Civil Rights Act of 1964), all governments must designate a Minority Business Officer to monitor and coordinate rules to ensure non-discrimination and equal opportunity in contracting; and

WHEREAS, the County Purchasing Agent has functioned in said role for several years; and

WHEREAS, the Budget Director/County Auditor and Finance Committee are recommending the Purchasing and Audit Guidelines be amended to include a statement that authorizes the Budget Director/County Auditor to have some discretion regarding payment of claims when minor process errors by County departments are encountered; now, therefore be it

RESOLVED, That upon the recommendation of the Purchasing Agent, the following language as required by the NYS Department of Transportation, Office of Civil Rights be added to the Fulton County Purchasing and Audit Guidelines as follows:

Section 1.03 Purchasing Agent’s Powers and Duties:

Add new paragraph as follows:

  1. Serve as County government’s Minority Business Officer. In that role, oversee the contracting program related to Disadvantaged Business Enterprises (DBE), Minority and Women Business Enterprises (MWBE) and all aspects of ensuring equal opportunity. This will include devising advertising, bid specifications, contract awards and other purchasing protocols that promote inclusion and equal access in furtherance of the County’s Title VI Civil Rights Program.dit Guidelines as follows:

and, be it further

RESOLVED, That the following language be added to the Fulton County Purchasing and Audit Guidelines as follows:

Section 12.01 Audit Overview:

Add new paragraph as follows:

  1. Determine if any discrepancy between the purchasing and audit process is, in the Auditor’s discretion, a minor process error, wherein the payment can still be approved. Such discrepancies may be in the form of a failure to obtain purchasing authorization and/or exceeding the approved amount on a Purchase Order. When, in the opinion of the Auditor, such discrepancies are repetitive or represent an unacceptable violation of the Guidelines, the matter will be reported to the Committee on Finance and the Department Head will meet with the Committee to address it.

and, be it further

RESOLVED, That said amendments shall become effective immediately; and, be it further

RESOLVED, That certified copies of this Resolution be forwarded to the County Treasurer, All Department Heads, General Code Publishers, Budget Director/County Auditor and Administrative Officer/Clerk of the Board.

Seconded by Supervisor BREH and adopted by the following vote:
TOTAL: Ayes: 17 Nays: 0 Absent: 3 (Supervisors Handy, Wilson and Young)

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