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Board reviews draft purchasing policy; manager proposes spending thresholds and new reimbursement lines
Summary
Town Manager Caleb Patterson presented a revised purchasing policy that specifies department-level approvals for purchases under $1,000, comparative quotes at $1,000'$10,000, formal bidding over $10,000, and proposed reimbursement/clothing budgets (e.g., $500 for public works). Trustees asked for clearer ties to budget lines and a PPE line item.
The board reviewed a draft purchasing policy that would allow department heads to approve purchases under $1,000, require comparative quotes for $1,000'$10,000 and require board approval for individual purchases over $10,000 unless explicitly budgeted.
Manager Caleb Patterson said the changes aim to increase transparency and assist with audits. He also proposed adding reimbursement lines, including clothing allowances (suggested $500 for public works and $350 for admin) and using the GSA per-diem for meals. Mayor Dixon and other trustees asked staff to clarify that manager spending remains constrained by board-approved budget lines and to add a PPE budget line in the chart of accounts.
