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Home My WebLink About01/05/2016 09 Administrative Policy no. 2-200 Amendment w i Hori BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 9. For Meeting of: January 5, 2016 ITEM TITLE: Resolution authorizing City Manager's issuance of amended subsection C of Administrative Policy No. 2 -200 pertaining to delegated authority for fiscal/financial, purchasing and budget administration SUBMITTED BY: Jeff Cutter, Interim City Manager SUMMARY EXPLANATION: Since at least 1991, City Managers of the City of Yakima have promulgated and issued administrative policies pertaining to various administrative functions, including personnel hiring and management, purchasing, fiscal and fmancial administration, and administration of the budget. One of the administrative policies is Administrative Policy No. 2 -200 pertaining to "Delegation of Approval Authority." Subsection C of this policy described the "approval authority" delegated to the City Manager and department heads /division managers for various contracts and fiscal matters. When Administration Policy No. 100, a precursor to Administrative Policy No. 2 -200, was amended and issued on May 5, 2009, the "fiscal authority" was stated as follows: City Council - all amounts over $100,000 City Manager - $15,000 - $100,000 Depaitment Director - $5,000 - $15,000 Division Manager - $0 - $5,000 When the Policy was subsequently amended and issued as Administrative Policy No. 2 -200 in 2012, the upper limit of the City Manager's authority was eliminated, as well as the reference to the City Council's authority to approve all amounts over $100,000. In 2014, the Policy was further amended to adjust the fiscal authority of depaitinent heads and division managers as follows: City Manager - >$30,000 Director - $15,000 - $30,000 Division Manager - $0 - $15,000 It is staff's recommendation that subsection C of Administrative Policy No. 2 -200 ( "Policy ") be amended and re- issued to reinstate the delegated authority for fiscal matters as set forth in the Policy issued May 5, 2009. Staff also requests that the delegation of authority set forth in such amendment be approved and authorized by the City Council. Consequently, we have prepared the attached Resolution approving the amendment, and approving the delegation of administrative authority set forth in subsection C of the Policy. Upon approval, staff will issue an amended Policy conforming to the amendment. Staff is continuing to review the administrative policies, and further revisions may be presented as necessary. Resolution: X Ordinance: Other (Specify): Administrative Policy Contract: Contract Term: Start Date: End Date: Item Budgeted: NA Amount: Funding Source/Fiscal Impact: Strategic Priority: Public Trust and Accountability Insurance Required? No Mail to: Phone: `"1 APPROVED FOR SUBMITTAL: City Manager RECOMMENDATION: Staff respectfully requests Council to adopt the resolution. ATTACHMENTS: Description Upload Date Type D Resolluloon IDdlegabon al IF 'um/chasm AullhoroM 12/24/2015 R0001100100 D AIDM P011 IIGY RIF VIISIF ID Wog/ton 12/2/2O1 ExLt o D AIDM F(>[ F( RIF VIISIF ID Wog/ton 0111 IF AN 12/2/2O1 ExLt o RESOLUTION NO. R -2016- 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 promulgate and administer such policy as amended. WHEREAS, the City of Yakima (City) has issued administrative polices 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 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 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 but did not set an upper limit to such authority. Such policy issued September 1, 2014 further increased the delegation of fiscal authority to department heads and division managers; 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 conform to the fiscal authority established pursuant to previously issued Administrative Policy No.100 (issued May 5, 2009); 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 as Exhibit "A" and incorporated herein by this reference, and the delegated authority defined and described therein, 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 as Exhibit "A" 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; now, therefore, ADOPTED BY THE CITY COUNCIL this 5 day of January, 2016. ATTEST: Mayor Sonya Claar Tee, City Clerk EXHIBIT "A" (Amended Subsection C of Administrative Policy No. 2 -200, changes shown in legislative format) C. FISCAL /FINANCE, PURCHASING & APPROVED BY: BUDGET Requisitions Electronically approved through AIMMS or Cayenta Purchase Orders All P.O.'s over quote limit must be signed by Purchasing Manager or designee, unless waived (refer to Purchasing Procedure Manual for waivers and further details) Fiscal Authority City Manager - over 43-0404 $15,000 to $100,000 Director - over $4-5,000 to- $15,000 0 Division Manager - $0 to- $4-5,000 City Council — all amounts over $100,000 Formal Sealed Bids (for goods and ordinary City Manager approves bid award and signs services) any resulting contracts and amendments Budgeted and Verified Unbudgeted Council approves appropriation, then City Manager approves Waiver of Bid or Quote Limit Purchasing Manager recommends approval (Sole sources or emergency) City Manager approves up to bid limit Council approves over bid limit Contracts (Professional, Personal, Architect, If budgeted and verified, after legal review Engineering, Other Misc. Contracts) City Manager — up to bid limit City Council — over bid limit Public Improvements /Retainage (Statutorily Department Director signs materials or services Controlled) Payments on public improvements up to $10,000 before and after order is placed, or work commences assuming funds are budgeted City Manager - over $10,000 up to $100,000 City Council — all amounts over $100,000 Change Orders Director - funds are budgeted and verified; then $10,000 cumulative limit and City Manager notified City Manager approval — amounts exceeding $10,000 (cumulative) and all requests outside approved budget Surplus City Manager declares surplus and approves method of disposal up to $15,000 City Council declares surplus and approves over $15,000 Leases (Property and Equipment) If budgeted and verified, after legal review City Manager approves up to bid limit City Council approves anything over bid limit 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 Director of Finance and Budget or delegate Moving Expenses for Personnel City Manager Any Other Interfund Payments Requests Department /Division Manager requesting (IPR's) payment Purchasing and Payment Policy Director of Finance and Budget with input from Debit Cards Purchasing Manager Credit Cards (Including Purchasing Cards) ACH and Electronic (E) Checks Cash and Checks Electronic Funds Transfer Grant Applications Director recommends Director of Finance and Budget notified in advance, in writing City Manager reviews and approves City Council approves when required by funding agency Grant Received Director recommends Director of Finance and Budget immediately notified in writing Budgeted City Council approves Unbudgeted Delegated to City Manager by City Council EXHIBIT "A" (Amended Subsection C of Administrative Policy No. 2 -200) C. FISCAL /FINANCE, PURCHASING & APPROVED BY: BUDGET Requisitions Electronically approved through AIMMS or Cayenta Purchase Orders All P.O.'s over quote limit must be signed by Purchasing Manager or designee, unless waived (refer to Purchasing Procedure Manual for waivers and further details) Fiscal Authority City Manager - over $15,000 to $100,000 Director - over $5,000 to $15,000 Division Manager - $0 to $5,000 City Council — all amounts over $100,000 Formal Sealed Bids (for goods and ordinary City Manager approves bid award and signs services) any resulting contracts and amendments Budgeted and Verified Unbudgeted Council approves appropriation, then City Manager approves Waiver of Bid or Quote Limit Purchasing Manager recommends approval (Sole sources or emergency) City Manager approves up to bid limit Council approves over bid limit Contracts (Professional, Personal, Architect, If budgeted and verified, after legal review Engineering, Other Misc. Contracts) City Manager — up to bid limit City Council — over bid limit Public Improvements /Retainage (Statutorily Department Director signs materials or services Controlled) Payments on public improvements up to $10,000 before and after order is placed, or work commences assuming funds are budgeted City Manager - over $10,000 up to $100,000 City Council — all amounts over $100,000 Change Orders Director - funds are budgeted and verified; then $10,000 cumulative limit and City Manager notified City Manager approval — amounts exceeding $10,000 (cumulative) and all requests outside approved budget Surplus City Manager declares surplus and approves method of disposal up to $15,000 City Council declares surplus and approves over $15,000 Leases (Property and Equipment) If budgeted and verified, after legal review City Manager approves up to bid limit City Council approves anything over bid limit 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 Director of Finance and Budget or delegate Moving Expenses for Personnel City Manager Any Other Interfund Payments Requests Department /Division Manager requesting (IPR's) payment Purchasing and Payment Policy Director of Finance and Budget with input from Debit Cards Purchasing Manager Credit Cards (Including Purchasing Cards) ACH and Electronic (E) Checks Cash and Checks Electronic Funds Transfer Grant Applications Director recommends Director of Finance and Budget notified in advance, in writing City Manager reviews and approves City Council approves when required by funding agency Grant Received Director recommends Director of Finance and Budget immediately notified in writing Budgeted City Council approves Unbudgeted Delegated to City Manager by City Council