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Council reviews purchasing policy thresholds and signature authority
Summary
Staff proposed clarifications to the city's purchasing policy, including thresholds for council involvement, signature authority and treatment of budgeted vs non‑budgeted contracts; council signaled comfort with a $25,000 signature threshold tied to budget status.
City staff brought forward proposed edits to the purchasing policy to clarify when the council should be involved in contractor approvals and when staff may sign contracts. Staff asked whether council review should be triggered by a dollar amount, multi‑year totals, or whether the item is non‑budgeted. The packet flagged current thresholds and the staff recommended keeping the mayor’s signature threshold at $25,000 for budgeted items and returning non‑budgeted items for council approval.
"So anything over 25,000 the mayor has to sign on when we pay it out," a staff member said in presenting options. Council members discussed whether signature thresholds should track budgeted authority and whether a budget amendment process should bring non‑budgeted purchases to council. Several councilors said $25,000 felt appropriate for the signature threshold but asked staff to bring the updated policy back for formal adoption at a future meeting.
