HomeMy WebLinkAbout~Master - Proposed revisions to Purchasing Policies re: State Audit Report RESOLUTION NO. 09-152
RESOLUTION APPROVING PROPOSED REVISIONS TO
PURCHASING POLICIES RELATED TO STATE AUDIT REPORT
FOR THE CITY OF AMES
WHEREAS,the City's Purchasing Policies and Procedures manual is divided into two sections,
and the procedures section is not specifically approved by the Council,but is intended to supplement the
policies by providing a"how-to"manual for users; and,
WHEREAS, with this separation, procedures can be updated as applicable to reflect software
updates and minor procedural changes; and,
WHEREAS,a complete review of all of the purchasing policies and procedures is done every two
years,and the last maj or revisions were approved in December 2006 to become effective January 1,2007;
and,
WHEREAS, a complete review of the policies and procedures began again in December 2008,
with this review beginning prior to receipt of the State Auditor's report,and recommendations from the
Auditor included ensuring that payments are supported by sufficient supporting documentation and
retention of documents related to contractual requirements; and,
WHEREAS, the majority of proposed revisions that relate to the State Auditor's report are in
regards to bids, quotations, and proposals; and,
WHEREAS,other proposed revisions relate to Section 7,Purchase Order Receiving Report;and,
WHEREAS, there are also corresponding changes proposed in the related procedures sections;
and,
WHEREAS, a project planning worksheet(Exhibit 19-1) and a bid project calendar worksheet
(Exhibit 19-2)will be added to the manual.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Ames, Iowa, that
the proposed revisions to the Purchasing Policies and Procedures manual related to the State Auditor
Report are hereby approved.
ADOPTED THIS 14t'day of April,2009.
Diane R. Voss, City Clerk Ann H. Campbell, Mayor
Introduced by: Popken
Seconded by: Goodman
Voting aye: Doll, Goodman,Larson,Popken,Rice
Voting nay: None Absent: Mahayni
Resolution declared adopted and signed by the Mayor this 14'day of April, 2009.