Sweetwater staff propose updated internal-control manual and two ordinances after comptroller review

City staff said they are proposing several policy changes prompted by a recent comptroller investigation and subsequent consultations with the Municipal Technical Advisory Service (MTAS).

Jessica Morgan told the board the package includes an updated internal-control manual (for adoption at the August meeting), a procurement change requiring purchase orders for purchases over $10,000 and two ordinances: one to formalize how subscriptions and sales-tax exemptions are handled and another to adopt a non-travel food policy for city-provided meals at meetings. "Purchases over $10,000 will require purchase orders from now on," Morgan said. She also said the city will stop lending city assets to outside organizations and would restrict asset use to city entities, schools, utilities and Main Street programs.

The proposed subscription ordinance designates Landon Purdy as the staff contact to audit recurring software subscriptions for continued need. The non-travel food policy requires a sign-in sheet for provided food so the city can document recipients and reason (training, long meetings, employee morale, etc.). Morgan said changes aim to satisfy the comptroller’s office recommendations and that MTAS advised on legal and financial compliance.

All three items will appear on the August agenda (two ordinances on first reading and the internal-control manual for adoption). Commissioners asked whether the comptroller’s office had directly reviewed the drafts; Morgan said the office typically refers municipalities to MTAS and does not provide a standalone review service.

If adopted as proposed, the changes will tighten procurement and asset-safeguarding practices and increase documentation requirements for subscriptions and food expenditures.