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Council adopts amended promotion-fund policy to clarify conflict-of-interest handling
Summary
The council repealed the prior promotion fund policy and adopted an amended finance-administration policy that clarifies conflict-of-interest treatment, prioritizes existing commitments, and changes how median scoring treats abstentions.
The Aberdeen City Council voted to repeal the existing promotion fund policy and adopt an amended Promotion Fund Finance Administration Policy that staff said clarifies handling of conflicts of interest and payment sequencing.
Jordan told the council the changes "prioritize funding existing commitments before we take on new commitments" and remove unnecessary timing thresholds. City Attorney Rhonda described the substantive edits in subsections 5(c) and 5(d), saying the amendment allows conflicts to be identified without being counted as a zero in median scoring and that she proposed changing a decision threshold to require allocations from five or more council members for an award. Rhonda said the changes are intended "to protect the council members individually" and to avoid penalizing other applicants when a member discloses a conflict.
Staff recommended adoption of the resolution as presented. A motion to approve the repeal and replacement of the policy passed on roll call.
The policy change will be used in upcoming allocation rounds; staff said the manager will still administer allocations using median scoring after council input and that the revision clarifies payment sequencing to ensure outside organizations are paid prior to city organizations when applicable.
Next steps: the newly adopted policy will be applied to promotion-fund application processes and staff offered to provide additional exhibits showing how the new thresholds and median scoring operate on sample allocations.
