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Council reviews memorandum of agreement for outside inventory and asset-control consultant
Summary
The council discussed a memorandum of agreement to hire an outside consultant to create an asset inventory, train staff and recommend surplus-sale procedures. The contract is capped at $4,200 for up to 120 consulting hours; funding is in the professional services budget and tied in part to anticipated auction revenue.
The Bastrop City Council discussed a memorandum of agreement to hire an outside consultant to develop an asset inventory, create inventory-control policies and train city staff.
Council members said the work is intended to address recurring audit findings about inventory controls and to allow the city to identify and, when appropriate, declare surplus items for sale. The memorandum sets total compensation not to exceed $4,200 for up to 120 consulting hours, payable monthly, and the initial term was described in the meeting as effective through Dec. 3 (an initial period of about four months) with the option to amend or extend in consultation with the mayor.
Council discussion described the consultant's work as creating a master inventory list covering items from tools to vehicles, tagging items with identifiers and training a designated staff member to maintain the inventory. Council members said that training will be aimed at enabling a city employee to continue the inventory work after the consultant's engagement ends.
City finance comments said the contract amount is included in the professional services line of the current budget and that the administration also projected $50,000 in auction revenue that could offset costs. Council members discussed—but did not require as part of the current agreement—an expanded audit of past purchase orders if the master list reveals major deficiencies.
No final vote on the memorandum is recorded in the meeting transcript. A motion to enter into the memorandum of agreement was made and discussed; the transcript does not record a roll-call vote or a final approval vote for the MOA.
The council requested a resume and background information about the consultant and noted that the administration will provide additional documentation and on-site demonstrations when the consultant begins work. The council and administration also discussed whether the work should be done from an outside contractor to preserve independence and to address long-standing audit weaknesses.
