Meeting Type: BCC Regular Meeting
Meeting Date: 8/19/2025
Item Status: New
From: Tara Hazelbaker, Director of Finance
Submitted by: Tara Hazelbaker, Director of Finance
______________________________________________________________________
ITEM TITLE
Title
Updates to Baldwin County Commission (Finance & Accounting Department) Policies
End
STAFF RECOMMENDATION
Recommendation
Regarding Baldwin County Commission (Finance & Accounting Department) policies, take the following actions:
1) Adopt revised Policy 8.22 - Financial Management (which combines Policies 8.19 - Debit Management and 8.9 - General Finance & Accounting Department Procedures); and
2) Abolish Policies 8.19 - Debit Management and 8.9 - General Finance & Accounting Department Procedures; and
3) Adopt new Policy 8.24 - Emergency Reimbursement Policy.
End
BACKGROUND INFORMATION
Background: The revision of Policy 8.22 consolidates and modernizes Baldwin County’s financial policies by embedding strategic standards for stewardship, statutory alignment, and audit readiness. Policy 8.22 integrates the core elements of debt and records policies into a single annual-review structure supported by statutory references and documentation protocols.
Policy 8.24 establishes a clear, auditable process for documenting and submitting eligible costs for reimbursement following a declared emergency. It applies to federal (e.g., FEMA), state, and internal funding sources.
Previous Commission action/date: April 2, 2024 - Adopted Policy 8.22 (Item CA2)
FINANCIAL IMPACT
Total cost of recommendation: N/A
Budget line item(s) to be used: N/A
If this is not a budgeted expenditure, does the recommendation create a need for funding? N/A
LEGAL IMPACT
Is legal review necessary for this staff recommendation and related documents?
No
Reviewed/approved by: N/A
Additional comments: N/A
ADVERTISING REQUIREMENTS
Is advertising required for this recommendation? No
If the proof of publication affidavit is not attached, list the reason: N/A
FOLLOW UP IMPLEMENTATION
For time-sensitive follow up, select deadline date for follow up: N/A
Individual(s) responsible for follow up: Administration
Action required (list contact persons/addresses if documents are to be mailed or emailed): N/A
Additional instructions/notes: Update policy books and online portal, distribute revised policies to departments.