Madison County flags unauthorized credit card, Amazon account; board to review policy and receipts

County staff told the Madison County board that a department head opened a credit card and an Amazon business account using county information without prior board approval, triggering an internal review of purchases and policy enforcement.

Shelley, who provided the budget and claims information, told the board she discovered a credit card had been opened with county identification and that the county did not have the receipts needed to verify the charges. "When I asked her... I said I need those receipts because I need to see if there's taxes on them," Shelley said; staff had not yet received the supporting documentation and could not approve payment without receipts.

Shelley told the board the county policy requires prior board approval for any credit account opened with county information and that, under existing policy, a department head who opens an account without approval is responsible for charges. The county attorney has spoken to the department head, and board members discussed whether the matter is a personnel issue or a financial policy matter. Several participants recommended handling the matter publicly under "new business" so the board can review the claim and make a determination.

Board members also discussed the Amazon account and the mechanics of county purchasing: the county currently uses a central Amazon login managed through the finance office to limit unauthorized purchases; staff said the Amazon business account may have been created separately without that control. The board asked Shelley to send the claim and the county credit-card policy to members and to place the item on the next meeting agenda so the board can decide whether to pay the claim or hold the department head responsible as policy prescribes.

Next steps: staff will forward the claim and the county credit-card policy to board members and add the item to the agenda for a future public discussion; if receipts show county business, the board may approve payment, otherwise policy consequences could follow.