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Milton finance director outlines updates to purchasing policy to address federal awards
Summary
Finance Director Robec proposed edits to the employee handbook purchasing policy to incorporate federal awards rules (uniform administrative requirements, cost principles and audit requirements); council asked about thresholds, suspension/debarment, Davis‑Bacon and how to flag pass‑through federal funds.
Finance Director Robec reviewed proposed edits to Milton’s employee handbook purchasing policy on July 20 to incorporate federal awards guidance and a new federal‑awards standard section.
Robec told council the edits are intended to help employees manage federal awards in compliance with uniform administrative requirements, cost principles and audit rules. He said the proposed language highlights thresholds that align with federal requirements, checks for suspension and debarment, and other obligations such as Davis‑Bacon wage rules. Robec said the city does not receive many federal awards but that the updates were recommended by the auditor’s office.
Council members asked practical questions. Council Member Roberts requested a comparison of documentation needed for federally funded versus non‑federally funded projects; Robec said thresholds and suspension/debarment checks are the main differences and that the city uses internal accounting to identify federal awards. Council Member Miles suggested adding a definition capturing pass‑through federal funds so the policy applies whenever federal money is attached in any way and recommended referring to the full 2 CFR 200 guidance rather than only selected sections. Robec agreed staff could broaden the reference and that the item will return Aug. 3 for continued consideration.
