The small purchase procedure for Woodford County Fiscal Court shall be as follows:
(A) Purchase orders.
(1) No purchase in excess of $1,000 shall be made without an approved purchase order.
(2) Purchase orders in excess of $2,000 shall be issued by the County Judge/Executive, or his or her authorized designee. A list of authorized designees by title shall be provided to the Fiscal Court on an annual basis.
(3) “Blank” purchase orders should not be issued.
(4) All purchase orders shall indicate the appropriation account number to which the claim will be posted.
(5) No purchase order shall be issued or approved in an amount that exceeds the available line- item appropriation.
(6) No purchase order shall be issued to cover multiple purchases that will be made over aperiod of time greater than one month.
(7) The Judge/Executive or his or her titled designee shall approve purchase orders in excess of $2,000 only when all above conditions are met.
(B) The authorized persons as aforesaid in § 33.16 may purchase for their respective departments any supplies, services and the like at a cost of $1,000 or less without a purchase order.
(C) Supplies, services or construction normally supplied as a unit shall not be artificially divided for the sole purpose of using small purchase procedures.
(D) Before purchasing any supplies, services and the like at a cost exceeding $2,000, but less than $30,000, the aforesaid authorized person shall submit to the Judge/Executive a purchase order containing specifications and quantities desired for the supplies or services, i.e. those non-professional services not addressed by KRS 424.260. The Judge/Executive shall determine the need for items requested, the approximate cost, and whether or not the expenditure is provided for in the budget. The Judge/Executive shall then select the price, product and vendor most advantageous to the county and authorize the purchase accordingly. To encourage and support local business, the Judge/Executive may authorize purchases on a rotating basis among Woodford County businesses assuming all other factors, i.e. price, quality, etc. are comparable.
(E) The cost of all purchases shall be debited from the account indicated on the approved purchase order.
(F) The Judge/Executive or designee shall maintain a record log of all purchase orders, to include but not limited to the following information:
(1) The purchase order number;
(2) The designee requesting purchase order;
(3) The name of the business with whom the purchase is made;
(4) A brief description explaining the purpose of the purchase;
(5) The appropriation account number from which the purchase is made; and
(6) The amount spent on the purchase.
(G) Ceasing purchases. In times of fiscal emergency, or for other justifiable reasons, the Judge/Executive shall have the authority to order the halting of purchases at any time by any or all department heads.
(1) This order shall be in writing and shall take effect immediately upon the Judge/Executive’s signature on the order.
(2) The Judge/Executive shall cause to be immediately delivered to the affected department head(s) a copy of the order.
(3) The Judge/Executive shall immediately provide written notice to each of the magistrates explaining the circumstances and reasons for the order.
(4) The Fiscal Court shall review the order during its next scheduled meeting, and shall vote to either uphold the order or to override the order, either of which requires the majority vote of the Court which is currently present.
(Ord. 4-92 § 4.3, passed 5-26-1992; Am. Order 7, passed 10-8-1996; Am. Order 15, passed 9-12-2006; Am. Order 18, passed 11-13-2007; Am. Ord. 2022-12, passed 12-29-2022)