Council debate over procurement requests highlights transparency and staff workload concerns

A request from a council member for an itemized list of purchases approved by the town manager set off an extended exchange among council members and staff over procurement policy, staff workload and the proper level of oversight.

Councilmember Gay criticized the scope and tone of some recent email requests to staff asking for two years of itemized purchases under $50,000, saying such requests can place an unreasonable workload on employees and create a hostile environment. The requesting council member said the questions were intended to examine spending during a period of increased expenditures and argued that elected officials have a right to review spending as part of oversight duties.

Town staff, including the finance director and town manager, described established internal controls: required purchase orders for amounts over $1,000, a three-quote requirement for larger purchases, multi-step invoice review, and a two-person check-signing process. Staff noted the town recently processed nearly 2,000 checks and thousands of purchase-order lines in FY24 and that auditors perform sampling reviews as part of the annual audit. Staff said the council and the public have access to financial records but that staff need clear, specific requests to produce tailored reports.

No formal policy change was adopted at the meeting. Councilors and staff agreed to continue dialogue and to provide guidance about the specific reporting format and time period the requesting member sought. The manager and finance director offered to work directly with council members to clarify the request and avoid unnecessary staff burden.