HomeMy WebLinkAboutRequest to Purchase - Central ServicesGRANT COUNTY
COMMISSIONERS AGENDA MEETING REQUEST FORM
(Must be submitted to the Clerk of the Board by 12:00pm on Thursday)
REQUESTING DEPARTMENT: Administrator
REQUEST SUBMITTED BY: Tom Gaines
CONTACT PERSON ATTENDING ROUNDTABLE. Tom Gaines
CONFIDENTIAL INFORMATION: ❑YES 8NO
DATE: 1/20/2026
PHONE: 3276
❑Agreement / Contract
❑AP Vouchers
❑Appointment / Reappointment
❑ARPA Related
❑ Bids / RFPs / Quotes Award
❑ Bid Opening Scheduled
❑ Boards / Committees
0 Budget
[:]Computer Related
❑ County Code
❑ Emergency Purchase
❑ Employee Rel.
❑ Facilities Related
® Financial
❑ Funds
❑ Hearing
❑ Invoices / Purchase Orders
❑ Grants — Fed/State/County
❑ Leases
❑ MOA / MOU
❑ Minutes
❑ Ordinances
❑ Out of State Travel
❑ Petty Cash
❑ Policies
❑ Proclamations
❑ Request for Purchase
❑ Resolution
❑ Recommendation
❑ Professional Serv/Consultant
❑ Support Letter
❑ Surplus Req.
❑Tax Levies
❑Thank You's
❑Tax Title Property
❑WSLCB
Request to purchase surplus vehicle from Public Works for use in the Administrators
office. Cost is $5,000 with ER7R costs of $7,400 per year. Total for 2026, $12,400
This will require a budget extension for Central Services.
If necessary, was this document reviewed by accounting? ❑ YES 0 NO
If necessary, was this document reviewed by legal? ❑ YES Fm-1 NO
DATE OF ACTION: !!^0-7�;26 DEFERRED OR CONTINUED TO:
APPROVE: DENIED ABSTAIN
D 1:
D2:
D3:
RECEIVED
4/8/24
GRANT COUNTY COMMISSIONERS
To: Board of County Commissioners
Re: Budget Extension Request/Vehicle
Grant County
Office of the Administrator
35 C Street NW
Ephrata WA 98823
(509) 754-2011 Ext-3276
January 20, 2026
In recent months, in my new role as Administrator, I've found myself needing to drive to numerous
events and sites, often using my personal vehicle.
Prior to taking on this role, these trips were much less frequent, and I was typically able to borrow a
vehicle from the Facilities team. However, this arrangement has become increasingly burdensome for that
team, as my travel needs have grown, and I am more frequently using vehicles that they also require.
My current duties also include regular travel to other counties for meetings with administrators and
municipal partners in Moses Lake, Quincy, and Ephrata. I reached out to Public Works to see if any
surplus vehicles were available, and they identified a 2013 Ford Escape with 72,000 miles that could be
purchased for $5,000.
This purchase would require a budget extension and ongoing inclusion in ER&R, estimated at $7,400 per
year. We would monitor annual mileage and reassess this need in the future.
I am respectfully requesting a budget extension for the purchase of this vehicle to eliminate the need to
use my personal vehicle and to avoid further impacting the Facilities team's fleet availability.
Most respectfully,
2J0m &ainaf
Tom Gaines
Administrator
Grant County WA
Tom. Gaines
Administrator
tgaines@grantcountywa.gov
I will strive to be a servant leader, leading with compassion, empathy, trust, accountability, and transparency. I will be true to myself and a good steward to the organization, the
public, and the employees. I am committed to building the leaders of tomorrow and leaving the organization with a sense of what we accomplished together.
FINANCIAL REQUEST_
Requestor
TOM GAINES
Requestor's Department
CENTRAL SERVICES
Date
1/23/2026
Fund/Dept of Request
001.0123
Capital Asset Approval
No
Budget Extension
No
Establish/Close Fund
No
Cash Transfer
No
Description/Notes: Tom is requesting a Budget extension to purchase a vehicle for Central Services. See AGENDA Request for more details
CAPITAL ASSET PURCHASE APPROVAL
BUDGET REQUIREMENT
Asset Description
Vehicle
Additional Expense
12,400
Total Purchase Expense
12,400
Additional Revenue
-
Less: Existing Approval
-
Additional Cash Requirement
Additional Funding Source
Beginning cash balance
12,400
Additional Approval Required 12,400
Capital Facility Related
No
Grant Funded
No
Documentation
BUDGET EXTENSION REQUEST
Fund Name
Revenue code/s
Account Description
Amount
Current Expense
001.0000.0000.30800000.300000 FUND BALANCE
121-400
12,400
Fund Name
Expense code/s
Account Description
Amount
Current Expense
001.0123.0000.5941800.560000 CAPITAL OUTLAY
12,400
12,400
CASH TRANSFER REQUEST
Fund Name (From)
Code
Account Description
Amount (From)
Fund Name (To)
Code
Account Description
Amount (To)
COMPLETED BY ACCOUNTING
FUND CASH SUMMARY
Notes:
CE operating Budget for Capital Outlay is $192,500 -
Beginning Cash 24,759,008
Total approved Capital Projects for Current Exp Dept is $611,000
The approval is needed for the CAPITAL ASSET Purchase; however, a formal
budget extension is NOT required.
Expense Bdgt (w/amendments)
70,158,675
Expense Ext. Requested
12,400
Budget Hearing:
As necessary
Revenue Bdgt (w/amendments)
70,158,675
Resolution Required:
N/A
NOT AT THIS TIME - MAY BECOME
Revenue Ext. Requested (excl 308)
12,400
NECESSARY BEFORE YE
Estimated Ending Cash
24,759,008
Reviewed By:
Mandy Kim, CFO