City staff say video vendor working month-to-month; council asked about $2,000 monthly payments

Council members asked the administration to explain the city's arrangement with the vendor that currently records and hosts city meeting video and provides the website. City attorney/administrator Jones said the vendor (identified in public discussion as the company run by Ron Talley) has been engaged as a professional service on a month-to-month basis rather than under a formal, council-approved multi-month contract. Jones told the council that professional services can be purchased month-to-month without a formal contract and that the city had been paying the vendor on that basis. The attorney said the last invoice he reviewed for the service was $2,000 for a monthly service; he described the vendor arrangement as “a professional service” paid month-to-month. Councilors asked whether policy in place required council approval for expenditures above $5,000 and whether the city could prevent continued monthly spending; Jones said the council’s strongest tool is the budget and that council policy can require prior council approval for any expenditure above a set threshold. He said if a budget line is approved, funds already allocated can be spent without further council approval, but that council can set procedures requiring additional approvals before expenditures are made. Council members asked the administration to provide documentation on the vendor payments and to clarify whether alternative procurement steps or a contract would be recommended going forward. There was no vote to continue or terminate the vendor at this meeting; Jones said the administration will work with council leadership to present options (competitive bids, contract vs. professional service, or budgeting changes) to clarify oversight and compliance with council policies going forward.