City Council Study Session Summary 2015 01 13

Home Browse Search

City Council Study Session Summary January 13, 2015 Page 3 of 5 Update /Discussion — Purchasing Policy Limits City Manager Malcolm Fleming said this conversation was prompted by a Council members question about purchasing level limits. If Council has approved purchases in the budget why do the contracts need to be approved again; is that redundant? Public Relations Manager Meredyth Muth said if the goal is to simplify the number of items coming to Council, raising the limit would be useful. Council member Chris Leh asked what the benchmark is; what do other communities do? Staff didn't do a comparison, though City Manager Fleming has worked in communities with thresholds in the $100k — $150k range. It typically corresponds to the size of the community. The purchasing policies are in place to assure everything is signed off on and is above board. Staff reported there have not been complaints about the bidding process. There was a discussion about the recent process of choosing the Arts Logo. There was a discussion about changes to approval limits. Council member Jeff Lipton said he feels comfortable raising the threshold assuming the following: • Proper controls that support making the changes. • Make sure we have separation of duties • Make sure there is consistency with council approved items • Having some form of post audit. — report to Council as a matter of learning Council members discussed if it adds value to have the Council review contracts as a part of the City Council packet. Is that productive? If yes, the limits should not be changed. Council member Stolzmann would like to see meshing of ideas — creating a system that it isn't really a dollar amount that triggers review but when certain types of projects are involved. Perhaps we need categories or guidelines around concepts when it in the best interests of the City for Council to review an item. Establish a process /system to eliminate grey. Finance Director Kevin Watson said the Finance Department looks at policies — making sure staff complies with policies that are set. Council member Leh said having consistency in the way you view, implement and execute across departments is important. City Manager Fleming said staff will review at a Management Team meeting to make sure we are consistent.