Finance Committee Agenda and Packet 2015 10 19

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City Council Finance Committee Meeting Minutes 09/14/15 Page 5 of 8 The communication can be located in the packet of the September 14, 2015 Finance Committee Meeting. ENGAGEMENT LETTER WITH EIDE BAILLY, LLC FOR INTERNAL CONTROL AND REVENUE COLLECTION PROCESS REVIEW SERVICES The Finance Director presented to the Finance Committee the letter of agreement from Eide Bailly, LLC to conduct an audit of the cash handling procedures and controls at the Golf Course, Library and Recreation Center. This audit is to take place between September and October 2015, and will not just verify compliance to existing policies, but will include their best practices recommendations. All member of the Finance Committee were in favor of proceeding with this audit, even though this service was not originally included in the 2015 budget. The communication and engagement letter can be located in the packet of the September 14, 2015 Finance Committee Meeting. PURCHASING POLICY DISCUSSION Public Relations Manager, Meredyth Muth, presented to the Finance Committee an update to the Purchasing Policy Limits which were continued from the September 1, 2015 City Council Meeting. Manager Muth stated that the language used for the limits has been amended to provide that the City Manager would not approve any purchases up to $100K "that have not been previously addressed and resolved by City Council," and that such purchases "shall require City Council approval." The amendment also adds; "Further, every City employee responsible for approving any contract - regardless of the dollar amount -shall refer to the City Manager for consideration any contract they believe has such policy implications." Councilmember Stolzmann stated that she understands staffs desire to be efficient and prudent, but stated she still has issues with the language of the amendment. Member Stolzmann stated that the concern is not just about the dollar amount. She would like to see any items that are over budget, regardless of the dollar amount, as well as those items purchased in lieu of other items originally budgeted (i.e. the use of funds just to use them), or significant changes in scope. Stolzmann stated that sole- source bids should also be brought to City Council. Member Stolzmann stated that if Council approves an RFP, then they have set policy, and the payment of the services contracted for under the RFP would be fine to be approved without further authorization of City Council. However, again, if the charges will exceed what was originally approved, she would want it brought before Council. 6