Weston County approves fairgrounds credit‑card preauthorization despite concerns over QuickBooks and transparency

The Weston County Board of Commissioners voted on Dec. 2 to approve a credit‑card preauthorization form for the fairgrounds after a discussion about recurring software and processing charges and concerns about transparency when the board cannot see itemized, preapproved purchases.

A fairgrounds representative (Speaker 6) asked the board to delay decisions on an insurance invoice while the insurance adjuster and a contractor discuss the estimate; the representative also reported recurring charges related to PayPal/processing (around $700) and QuickBooks service (quoted at $1,049 annually and a $21 monthly fee per employee) that are taken automatically from a credit card. Speaker 6 said he had asked whether the board had preapproved those recurring charges and received mixed answers from staff.

Commissioners expressed concern that block‑style credit arrangements can hide itemized purchases, undermining transparency and the board’s ability to approve specific expenditures. Speaker 2 explained that county policy requires itemized approval before payment and that simply approving a credit‑card bill without vouchers can conflict with statutory requirements for itemized approval.

Despite the concerns, Speaker 2 moved and Speaker 1 seconded to approve the credit‑card preauthorization for the fairgrounds. The board approved the preauthorization by voice vote after confirmation of the monthly $21 fee and an annual fee on the form. Staff noted they would include a record of the monthly and annual fees in the preauthorization paperwork.