TO: Mayor and City Councilmembers
FROM: Paul Young, Finance Director
SUBJECT:
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Review of City’s Purchasing Policy
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RECOMMENDED COUNCIL ACTION:
...recommendation
Provide direction to staff on any changes to City Code or City Administrative policy.
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SUMMARY:
City policy requires all purchases over $2,000 to be reported to the City Council in the monthly open market purchases report. Council preapproval is also required for unbudgeted purchases and purchases exceeding $200,000. These thresholds are intended to balance operational efficiency and administrative costs with compliance and transparency. Staff is seeking Council direction on any proposed changes to the City Code or administrative policy.
PREVIOUS COUNCIL ACTION:
The City Council modified Chapter 2, Article VI: Purchasing and Sales Policy of the City Code of Ordinances on April 18, 2023, to change the threshold from $10,000 to $200,000 for any budgeted item to be approved by the Purchasing Officer.
The City Council last modified Administrative Policy & Procedures 12-1 Purchasing – General Provisions Policy on February 20, 2024.
The City Council last modified Chapter 2, Article VI: Purchasing and Sales Policy of the City Code of Ordinances on March 5, 2024.
On October 20, 2026, the City Council asked staff to bring back an agenda item to review the city’s policies related to the threshold of how items are brought before the City Council.
DISCUSSION:
Current purchasing system policy threshold for council approval
The City has two policies that affect how city staff conduct purchases: the City Code of Ordinances and the City’s Administrative Policy & Procedures 12-1. Under these policies, the City utilizes a Council review or preapproval process for all purchases over $2,000.
Items needing approval by Council are determined by the City Code of Ordinances § 2.68-6 BIDS and Administrative Policy & Procedures 12-1, section 1.06, Contracting Authority. Any contract greater than $2...
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