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Councilmernber Peterson stated there should be a written policy regarding the use of <br /> any <br /> City <br />property. <br /> <br />Fire Chief~Griffin stated that the Fire Department has a written policy which states no equipment <br />will be loaned out. <br /> <br />Motion by~ou~!cilmember Hardin and seconded by Councilmember Beyer to direct Staff to write a <br />policy regOxiting the use of City vehicles and City equipment. This policy will become effective <br />upon pass~llg by the City Council. <br /> <br />Further di~usslon: City Administrator Schroeder stated utilization of City vehicles could be added <br />as a case t6 th~ Council agenda for tonight and the "No-Use Policy" could become effective <br />February i,., A99.2. Staff was directed to assess the need for the number of City-owned vehicles <br />and also s~t up a "log" system for all City vehicles. It was also stated that it may be possible to use <br />a City veh~le fOr an evening seminar; however, the vehicle must not be taken home for the night, it <br />has to be ~Ought back to City Hall. <br /> <br />Motion cataSed.: Voting Yes: Councilmembers Hardin, Beyer and Peterson. Voting No: None. <br />Case #5:: ~ Approval Authority for Purchase of Capital Outlay Items <br /> <br />Finance Officer'Helling stated that past practice has been that if purchase of an item is approved <br />during theilSud ~.g?.t process, it is okay to purchase this item without further review by the Budget <br />Committe~ @ro~iding it is within the amount budgeted. She recommended a policy be developed <br />that providi~ fol' levels of review based upon the dollar amount of and bidding procedure for the <br />capital ex~ehdit~ure. Mrs. Helling's suggested the following: 1) Specifically budgeted capital <br />iterns for S500~Or. les~; Department Head is authorized to proceed with purchase. Budget <br />Committe~ [m~Council advised through the monthly financial reports. These reports will be <br />expanded ~inc,lude the specific capital outlay items purchased. 2) Excluding items for which we <br />advertise for bids, .Specifically budgeted capital items for between $501 and $9,999: Department <br />}-lead will [?ring quotations and recommendation to purchase to the Budget Committee. Council to <br />delegate tlleiap~roval authority to the Budget Committee without further review by Council. 3) <br />Items for v~l~ich'.We advertise for bids, and Specifically budgeted capital items of $10,000 or more: <br />Request td iidv&tise for bids brought to the Budget Committee. Upon recommendation of the <br />Budget C~riqmirttee, request will be placed on the Council Consent Agenda. Resulting bid <br />informatiofi Will'~be returned as a case for the Council agenda. <br /> <br />Motion by Councilmember Hardin and seconded by Councilmember Beyer to direct Staff to draft a <br />written policy to include Finance Officer Helling's suggestions. <br /> <br />Further discussion: It was determined that an emergency Budget Committee meeting could be <br />called if there are time constraints on a purchase price. <br /> <br />Motion carried. Voting Yes: Councilmembers Hardin, Beyer and Peterson. Voting No: None. <br />Case #6:' D.A.R.E. Grant Application <br /> <br />Motion by ~ouncilmember Hardin and seconded by Councilmember Beyer to recommend to City <br />Council to gpprove the D.A.R.E. Grant Application. <br /> <br />Motion carfi'ed. 'Voting Yes: Councilmembers Hardin, Beyer and Peterson. Voting No: None. <br /> <br />Budget Committee/January 28, 1992 <br /> Page 3 of 4 <br /> <br /> <br />