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RULES OF PROCEDURE FOR CAPITAL PURCHASES OF SUPPLIES, MACHINERY AND EQUIPMENT
GOVERNING THE ROAD AND BRIDGE DEPARTMENTS OF WELD COUNTY, COLORADO:
Commissioner Andersen offered the following resolution and moved its adoption:
BE IT RESOLVED, by the Board of County Commissioners of Weld County, Colorado,
that all capital purchases of supplies, machinery and equipment by said Board shall
be made only upon written bids submitted to said Board prior thereto, which bids shall
state in detail the price of the separate items of supplies or equipment, the discount
to be allowed, if any, the items or supplies or equipment proposed to be accepted in
trade or for credit or taken for sale on consignment, the terms and amounts of payment
and the approximate date and place and manner of delivery of such supplies, machinery
or equipment if same shall be purchased, and if any used equipment is to be taken for
sale on consignment, a resolution stating the minimum price for which same shall be
sold and the terms of such consignment shall first be passed and signed by at least
two members of said Board and any and all credits from consignments sold shall be
applied on the amount of any currect bid or if no bid or purchase is then under consider-
ation then such amount shall be applied on the next purchase made from such consignee.
Federal Excise Tax must be itemized on bid and invoices and noted as exempt, an exemp-
tion certificate shall be furnished by the dealer. No such purchase shall be made with-
out prior approval by at least two members of said Board, written upon such bid as may
be approved, or by formal resolution of said Board adopted by at least two members there-
of.
FURTHER, BE IT RESOLVED, that the suggested procedures' and practices recommen-
dations of Dunham and Logan, then Auditors for said County, as set forth in their
letter of February 12, 1958, addressed to this Board, a copy of which is attached hereto,
which have been heretofore informally approved by all members of said Board, be and
they are hereby approved as controlling in principle and as rules or procedure and that
so far as practicable, said Board shall continue to follow and to act in accordance with
said recommendations in all matters to which they pertain, except where in the judgment
of said Board deviation therefrom may be deemed expedient or to the best interests of
the people of said County and in accordance with the Statutes and Law of the State of
Colorado.
After discussion, Commissioner Shultz seconded the motion and the question being
put by Chairman Warren, the same was unanimously adopte ,, /
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BOARD 'OF-COUNTY COMMISSIONERS
'VELD COUNTY, COLORADO
DATED: JULY 30, 1958
Signed by Board on
SEPTEMBER 23, 1958.
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FILE ‘, �NO. A-
RULES OF PROCEDURE FOR
• CAPITAL PURCHASES OF
SUPPLIES, MACHINERY AND
EQUIPMENT GOVERNING THE
ROAD AND BRIDGE DEPART-
MENTS OF WELD COUNTY,
COLORADO:
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RESOLUTION DATED: JULY 30, 1958.
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HERBERT R.DUN HAM,C.P.A. G.ARNOLD LOGAN,C.P.A.
DUNHAM & LOGAN
CERTIFIED PUBLIC ACCOUNTANTS
225 DENHAM BUILDING
DENVER 2,COLORADO
MAIN 3-4357
February 12, 1958
The Honorable Board of County Commissioners
Weld County, Colorado
Greeley, Colorado
Gentlemen:
In connection with our recent engagement relating to the property
inventory records of Weld County, we present the following suggestions
for your consideration:
ROAD AND BRIDGE FUND:
Equipment:
A. Purchase and Inventory Control
1. Purchase orders should be issued and approved by all
commissioners prior to any commitment for purchase.
Full information as to trade-in (serial number,
county number, etc.) , should be shown on the purchase
order.
2. A copy of the purchase order should be given to the
inventory clerk in order that he will be on notice
that changes in the inventory are to be made.
3. When equipment is received, the road overseer should
notify the inventory clerk in writing of specific
serial and/or motor numbers of the new equipment,
the numbers of the equipment replaced, and the county
number assigned to the new item.
4. The inventory clerk should compare the purchase order,
information from the overseer, and the voucher of actual
payment to insure accuracy and completeness of his
records indicating his approval on the voucher. He
should not make any entries in his permanent records
until the voucher has been numbered.
5. In the event of a sale of equipment, he should not
make any entry until he has inspected a resolution of
the County Commissioners authorizing the sale and the
receipt ticket for the sale price.
MEMBERS OF AMERICAN INSTITUTE OF CERTIFIED PUBLIC ACCOUNTANTS
The Honorable Board of County Commissioners
Page 2
February 12, 1958
6. All items scrapped or junked should be listed for notifi-
cation to the inventory clerk. They should be authorized
by commissioner' s resolution and then removed from inven-
tory records. It would not be necessary to have a separate
resolution for each item; one resolution for convenient
groups of retirements should be sufficient. The inventory
clerk should, of course, be supplied with a copy of the
resolution.
7. Steps should be taken as soon as possible to insure that
all items assigned a county number have that number painted
or displayed in a prominent place on the equipment.
B. Monetary Control
1. The inventory clerk should keep a perpetual inventory of
cost values as well as physical existence of the equipment.
(a) Nominal values should be assigned to all items
purchased prior to 1946 that do not currently
show actual cost.
(b) When an item is replaced or retired, the inventory
should be relieved of the entire amount of original
cost (or nominal value assigned) , and the new item
should be recorded at gross purchase price prior to
any amount allowed on trade-in. The difference
between original cost and trade-in value should be
recorded as such on the permanent records.
C. Managerial Control
1. The inventory clerk should be responsible for periodic
physical inspection of the equipment. This inspection
may be made at any convenient time during the year pro-
viding all equipment is inspected at least once during
the course of any year. The physical inspection data
should be compared with the inventory records and all
differences should be investigated promptly.
2. The commissioners should be furnished (by the inventory
clerk) an annual inventory listing in numerical sequence
showing cost values together with the detail of each item
disposed of during the period.
Parts and Supplies:
A. Purchase Control
1. We strongly recommend that purchases of parts and supplies
(except in the case of emergency and/or small purchases
from local suppliers) be made by the Greeley General Shop.
District shops should not carry inventories of parts,
tires, cable, etc. , except for emergency use. The Greeley
Shop Supervisor should issue purchase orders for all pur-
chases; and in the event the parts or supplies are shipped
direct to another location, packing slips with proper
receiving memoranda should be forwarded to the Greeley
Shop by the district involved.
The Honorable Board of County Commissioners
Page 3
February 12, 1958
B. Expense Control
1. The current practice of charging a specific piece of
equipment for costs of parts and repair labor is good.
We recommend, however, that the procedure be carried
one more step by posting the monthly totals for each
piece of equipment to an equipment ledger card. With
such information accumulated on one card, a review of
such cards would disclose tendencies towards abnormal
repair expense and would materially aid in decisions
as to advisability of replacement or overhaul.
2. The monthly repair expense could be accumulated in a
manner that could be easily summarized as to total
monthly charges by district for parts, labor, tires,
fuel, etc. The data should be forwarded to the office
of the Clerk to Commissioner monthly. This information
could then be used as the basis for the report on
monthly shop charges, eliminating the present tedious
duty of summarizing all of the individual shop charge
tickets.
3. Annually, the information contained on the individual
equipment ledger cards should be listed (in sequence
of county number assigned) and forwarded to the com-
missioners for their review.
GENERAL, HOSPITAL, WELFARE AND PUBLIC WORKS FUNDS:
A. Purchase and Inventory Control:
1. Purchase orders should be issued by the department head
or official prior to commitments for purchase. Full
information as to county numbers should be shown for
any item traded in or otherwise retired.
2. A copy of the purchase order should be given to the
inventory clerk in order that he will be on notice that
changes in the inventory are to be made.
3. The inventory clerk should compare the purchase order
with the voucher of actual payment to insure accuracy.
He should stamp an identity plate with the county number
and install such plate himself on the item purchased.
4. The inventory clerk should initial the voucher to indi-
cate his attention to the item.
5. Transfers to or from the custodian's inventory should
be authorized by the commissioners.
B. Managerial Control
1. The inventory clerk should be responsible for periodic
physical inspection of the equipment. This inspection
may be made at any convenient time during the year pro-
viding all equipment is inspected at least once during
The Honorable Board of County Commissioners
Page 4
February 12, 1958
the course of any year. The physical inspection data
should be compared with the inventory records and all
differences should be investigated promptly.
2. The commissioners should be furnished (by the inventory
clerk) an annual inventory listing in numerical sequence
showing cost values together with the detail of each
item disposed of during the period.
GENERAL COMMENTS:
In order to insure complete and accurate records, it is imperative that
the various offices cooperate in the flow of data to the inventory clerk and
permit him 1) to make the physical inspection of equipment, and 2) to inspect
their records. We suggest that he be permitted to inspect all vouchers with
a minimum of delay, either by inspecting such vouchers in the clerk' s office
or by signing a receipt for vouchers removed from the office. It should be
the inventory clerk' s duty to account for all voucher numbers and to make
sure that he has inspected them all.
Very truly yours,
DUNHAM & LOGAN / �'
U
Certified Public Accountants
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