Downtown board seeks written spending protocol after entrance-sign payment delay

Members of the American Downtown Development Authority asked the city controller for a written protocol on how the authority can release funds after a project payment stalled, during the DDA’s February 2025 meeting.

Board member Mr. Martz said the DDA has struggled to get funds released for an entrance-sign project and asked that “correspondence be sent to the comptroller or to the purchasing agent or the treasurer so we can find out what the procedures are for garnering, getting our funds out of our coffers.”

The request followed several remarks from board members that project payments and contracting had become harder to complete since the city adopted a new accounting program. The issue, Martz said, has practical implications for maintenance work such as tree trimming and previously planned monument projects.

Katie, a DDA staff member, told the board she would “look into it for you and touch base with Brandy” — referring to Brandy Ruth, the city controller — and noted Ruth will attend a March 17 meeting to discuss budget items and the numbers that must be submitted before April 1. Katie said she was not aware of any written protocols sent to other boards and departments and offered to contact the controller to request guidance.

Board members said they had received conflicting, mostly verbal guidance about procurement thresholds, with one member saying a $10,000 threshold had been cited in the latest matter. Mr. Martz said that figure “was brought up to me, which was never brought up before,” and urged that the threshold and any required signatures be documented in writing.

Members raised practical questions about contractor payments: whether the board must solicit bids for routine work such as tree trimming or could continue using a familiar vendor, and whether current procedures require multiple written quotes. The board discussed one contractor the DDA used previously and expressed concern that changes to procurement policy could delay paying companies that perform seasonal or time-sensitive work.

The board asked staff to seek a written city purchasing policy or procedure from the controller or purchasing agent and to deliver that guidance before the next DDA meeting so the board could follow consistent steps on contracts and payments.

Less immediate items discussed during the administrative portion included scheduling the March 17 budget discussion and ensuring minutes from the previous meeting are prepared for approval at the next meeting.