e. Sheriff-unauthorized vehicle purchase

GAS C° � Office o the Sheri Paul D. Laney, Sheriff MEMO RECEIVED TO: CASS COUNTY BOARD OF COMMISSIONERS APR " 2014 FROM: RICK MAJERUS, CHIEF DEPUTY "ASS COUNTY COMMISSION DATE: 04/11/14 RE: VEHICLE PURCHASE In early April one of the Sheriff' s Office Narcotic Investigators reported an engine problem with his vehicle which is a 2007 Dodge truck. Currently it has 88, 000 miles and was due to be replaced in budget year 2015. His Division Captain advised the deputy to take the vehicle to Corwin' s to get checked. We were notified that it would cost $7, 000. 00 to repair the engine; and if the repairs were not done, the engine would ultimately seize up. Because of the age of the vehicle and the cost of repair, it was decided to ascertain the possibility of a trade for a different truck from Corwin' s. Knowing a new vehicle was not an option because of price, two used trucks were found that would meet our needs. Final negotiations resulted in the purchase of a 2013 Dodge truck. Narcotic Investigators utilize trucks rather than cars as it is safer and more conducive for conducting narcotics work in the county. The difference between the trade and purchase price was taken out of drug restitution and drug supply and buy fund line items. Discussion was held reference replacement of the truck. It was questioned if this transaction needed to be put on the Commission agenda. The decision was the Sheriff' s Office was not adding to the number of authorized vehicles, rather it was a replacement of a current vehicle. Therefore, a request was never forwarded to the Commission. Due to the timing of the next Commission meeting and the high probability the negotiated truck would not be available along with the Narcotics Investigator not having a vehicle for an extended period of time, the transaction was completed. After a conversation with the Auditor reference this transaction, he reminded me of Commission Policy 14 . 83 dealing with purchase orders. I told him the reason for the purchase and why a request was never forwarded. I apologize for the oversight and realize the issue it may cause. RM/dkb SUGGESTED MOTION: Move to ratify the unauthorized purchase of a vehicle for the Sheriffs Office. Cass County Sheriff Cass County Jail Cass County Detention 211 9 St.S. 450 34 St.S. 450 34 St.S. PO Box 488 Fargo, ND 58103-2229 Fargo, ND 58103-2229 Fargo, ND 58107-0488 Phone: 701-271-2900 Phone: 701-241-5845 Phone: 701-241-5800 Fax: 701-271-2967 Fax: 701-241-5936 Fax: 701-241-5805