Cascade Township adopts revised purchasing policy, lowers board-approval threshold and requires three bids for $15,000+ purchases

Cascade Charter Township trustees voted to adopt a revised purchasing policy that lowers the monetary threshold for board approval and tightens bidding practices.

Manager Smith explained staff drafted the policy with the finance and budget offices to create a formal procurement framework the township lacked. Trustee Nordyke proposed amendments that the board adopted: lowering the board-approval threshold from $25,000 to $15,000 and adding a requirement to “seek to get 3 bid responses” for purchases at or above $15,000, with a requirement to document efforts when three bids cannot be obtained. Trustee Nordyke moved the amendment and Trustee Shipley supported it; the motion carried.

Trustees discussed how the policy will treat emergencies and the difference between informal quotes and formal sealed bids. Manager Smith and other board members emphasized that emergency exemptions remain in the draft but that purchases made under an emergency will be reported back to the board at the next meeting. Trustee Nordyke and other speakers noted examples such as costly emergency repairs to fire trucks as instances where the process and thresholds will be monitored and adjusted if necessary.

Trustees also praised inclusion of a conflict-of-interest section. Supervisor Grace Lesperance said formalizing conflicts was “a big problem with previous years” and commended staff for addressing it in the policy. The board approved the policy with the stated amendments.

The policy will be added to township procedures and can be amended later if trustees find the thresholds or bid requirements need adjustment.