HomeMy WebLinkAboutR-2018-127 Administrative Policy 2-200 Amendment RESOLUTION NO. R-2018-127
A RESOLUTION approving amendment of subsection C of City of Yakima Administrative
Policy No 2-200, authorizing delegation of approval authority for
administration of city business for fiscal/finance, purchasing and budget
matters, and authorizing the City Manager to promulgate and administer
such policy as amended.
WHEREAS, the City of Yakima has issued administrative policies authorizing and
governing the delegation of administrative authority for matters pertaining to personnel,
fiscal/finance, purchasing and budget administration, all as set forth in City of Yakima
Administrative Policy No 2-200 and its precursors (issued January 5, 2016; September 1, 2014;
March 1, 2012; May 5, 2009 (Administration Policy No 100), and January 28, 1991), and
WHEREAS,Administrative Policies No 2-200 issued January 5, 2016, September 1, 2014
and March 1, 2012, revised the provisions of subsection C pertaining to fiscal/finance, purchasing
and budget, delegating to the City Manager fiscal authority; and
WHEREAS, Administrative Policies No 2-200 were fully reviewed for consistency and
clarity to ensure staff understands fiscal, finance, purchasing and budget authority for
expenditures; and
WHEREAS, in that review, it was determined that the section regarding fiscal, finance,
purchasing and budget authority could be more clear and sections added to reduce confusion
about authority regarding expenditures, and
WHEREAS, the City Council desires to authorize an amended subsection C of
Administrative Policy No. 2-200, whereby the provisions of subsection C of such policy are
amended to clarify and make more consistent the policies contained therein; and
WHEREAS,the City Council finds and determines that approval of amended subsection C
of Administrative Policy No 2-200, a copy of which is attached hereto and incorporated herein by
this reference, and the delegated authority defined and described therein, is in the best interest
of the City and its residents, will promote the efficient administration of City business and will
promote the general health, safety and welfare, now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
Section 1: Amended Subsection C of Administrative Policy No 2-200, a copy of which
amendment is attached hereto and incorporated herein, and the delegation of authority set forth
therein, is hereby authorized and approved by the City Council.
Section 2: The City Manager is hereby authorized to promulgate and issue such
amended subsection C in conjunction with Administrative Policy No 2-200 as approved pursuant
to Section 1 above, and to exercise and administer the authority and duties therein described
ADOPTED BY THE CITY COUNCIL this 13' day of November, 2018
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Kathy Co ey, 0
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Delegation of Approval Authority
City Policy 2-200
(Section C — Fiscal/Finance, Purchasing & Budget Authority)
C. FISCAL/FINANCE, PURCHASING & APPROVED BY:
BUDGET AUTHORITY FOR BUDGETED
EXPENDITURES
(1) Unbudgeted City Council must approve all unbudgeted
appropriations before the necessary
contracting steps are taken
(2) Authority to Requisition Electronically approved through Cayenta
Fiscal Limits
City Manager-over$15,000
Director-over$5,000 to$14,999
Division Manager-$0 to $4,999
(3) Purchase Orders of$10,000 00 or more Pre-approved Requisitions routed through
Purchasing over quote limit(currently >$10K)
will be converted to a PO and signed by
Purchasing Manager or designee, unless
waived (refer to Purchasing Procedure
Manual for waivers and further details)
(4) Informal Quotes (currently>$10K to Purchasing Manager approves quote award
$49,999) for goods and ordinary services and City Manager signs contract(if applicable)
(5) Formal Sealed Bids or RFP's (currently City Manager approves bid or RFP award and
>$50K for goods and ordinary services) signs any resulting contracts and amendments
Budgeted and Verified for less than $100,000 All contracts of
$100,000 or more must be approved by the
City Council
(6) Waiver of Bid or Quote Limit for goods Purchasing Manager recommends approval
and ordinary services (Sole sources or City Manager approves up to bid limit
emergency)
Council approves over bid limit
Contracts (Public Work, Professional, City Manager signs all contracts and budgeted
Personal, Architect, Engineering, Consulting, amendments for less than $100,000
Other Misc. Contracts) not covered elsewhere All contracts and amendments for more than
herein $100,000 shall be signed by the City Manager
after City Council approval
Public Work Project Completion and City Council to accept all public works projects
Acceptance of Final Construction Costs, over$35,000 and approve the final
Including Retainage Payment if Applicable construction cost.
City Manager signs all change orders that do
Change Orders not exceed the budgeted total project cost.
City Council must approve and authorize the
City Manager to sign all change orders that
cause the total project cost to exceed the
original project budget.
Surplus Property Disposal(not Real Property) See Policy ADM 3-100
Leases (Property and Equipment) If budgeted and verified, after legal review
City Manager approves
Payroll Registers Delegated by City Manager to Director of
Finance and Budget and/or Payroll Officer
Administrative Budget Transfer City Manager
All Utility Billings-City Facilities Finance Director or designee
Any Other Interfund Payments Requests Department/Division Manager requesting
(IPR's) payment
Purchasing and Payment Policy Finance Director
PCards ADM 3-400
Debit Cards and other Credit Cards
ACH and Electronic (E) Checks
Cash and Checks
Electronic Funds Transfer
Grant Applications Director recommends
Finance Director notified in
advance, in writing
City Manager reviews and approves
City Council approves when required by
funding agency
Grant Received Director recommends
Finance Director notified in advance, in writing
Budgeted/ Unbudgeted City Council approves
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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 6.B.
For Meeting of: November 13, 2018
ITEM TITLE: Resolution approving amendment to Section C of Yakima
Administrative Policy No. 2-200 for the purpose of clarification and
internal consistency
SUBMITTED BY: Jeff Cutter, City Attorney
SUMMARY EXPLANATION:
The City has maintained policies associated with authorization and delegation of administrative
authority for fiscal/finance, purchasing and budget administration since 1991. The current policy,
identified as Administrative Policy 2-200, has been modified several times since its creation. In
its present form, Section C of the policy dealing with the above-stated financial matters has been
considered unclear and at times confusing with respect to what authority was being delegated and
to whom the authority appeared to be delegated in certain instances.
In order to address the perceived lack of clarity and internal inconsistency with Policy 2-200
requirements, Section C of the policy pertaining to financially related delegations and
authorizations had been revised to provide greater delegation specificity, clarity and internal
consistency. The amended Policy also specifies that any contracts valued at greater than
$100,000 require Council approval prior to execution. The attached Resolution approves the
delegations of authorities set forth in amended Section C of City of Yakima Administrative Policy
2-200 and authorizes the City Manager to issue and administer the Policy.
ITEM BUDGETED: NA
STRATEGIC PRIORITY: Public Trust and Accountability
APPROVED FOR
SUBMITTAL: City Manager
STAFF RECOMMENDATION:
Adopt Resolution.
2
BOARD/COMMITTEE RECOMMENDATION:
ATTACHMENTS:
Description Upload Date Type
Resdution-Delegation of Authority-Admin Policy 2-
109/2018 Resdution
200(C)
Administrathe Policy-2-200 Delegation of Approval
10/9/2018 Backup Material
Authotity-Section C