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Mona Council reviews pre-authorization purchase form and tiered signature thresholds to tighten spending controls
Summary
Council discussed a proposed pre-authorization purchase form to monitor small purchases, suggested tiered signature thresholds (single signature for low-dollar amounts, two signatures for mid-range, bids for larger procurements), and considered cumulative monthly caps to prevent splitting purchases to evade limits.
Council members considered a proposed pre-authorization purchase form and procurement thresholds at the March 10 work session. The proposal would require signatures based on dollar thresholds (examples discussed: single signature for purchases under roughly $250, two signatures for mid-range amounts, and formal bids for purchases from $5,000–$30,000), with additional signatures for higher amounts.
Members discussed practical implementation details: whether to allow a modest single-signature threshold to avoid signing every small receipt, whether to set a cumulative monthly cap per budget line to prevent breaking purchases into smaller transactions, and which officials should be the approving signatures (council member over the relevant department, then department director, then finance director). One council member suggested tying the first signature to the council member over that department for oversight.
The council asked staff to refine thresholds and to consider adding cumulative caps and emergency exceptions so that the policy is workable and does not impede essential operations. Staff indicated existing procurement policies cover purchases over a certain amount but welcomed adding earlier-stage pre-authorization to improve oversight.
