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Councilmember Peterson stated there should be a written policy regarding the use of any City <br />property. <br /> <br />Fire Chief Griffin stated that the Fire Department has a written policy v.,hich states no equipment <br />,,','ill be loaned out. <br /> <br />Motion by Councilmember Hardin and seconded by Councilmember Beyer to direct Staff to ,,,,,rite a <br />policy regarding the usc of City vehicles and Cit.',, equipment. This policy will become effective <br />upon passage by the City Council. <br /> <br />Further discussion: City Administrator Schroeder slated utilization of City vehicles could be. added <br />as a case to the Council agenda for tonight and the "No-Use Policy" could become, efferti,.,e <br />February 1, 1992. Staff was directed to assess the need for the number of City-owned vehicles <br />and also set up a "log" system for all City vehicles, it was also slated that it may be possible to use <br />a City vehicle for an evening seminar; however, the vehicle must not be taken home for the night, it <br />has to ~ brought back to City Hall. <br /> <br />ix'lotion carried. Voting Yes: Councilmembers Hardin, Beyer and Peterson. Voting No: None. <br /> <br />Case #5: Approval Authority for Purchase of Capital Outlay Items <br /> <br />Finance Officer Belling stated that past practice has been that if purchase of an item is approved <br />during the budget process, it is okay to purchase this item without further review bv the Budget <br />Committee providing it is within the amount budgeted. She recommended a policy ge developed <br />that provides for levels of review based upon the dollar amount of and bidding procedure for the <br />capital expenditure. Mrs. Helling's suggested the following: 1) .S. pecificaltv budgeted capital <br />items for $500 Or l,¢ss: Department Head is authorized to proceed with purchase. Budget <br />Committee and Council advised through the monthly financial rer)orts. These reports will be <br />expanded to include the specific capital outlay items purchased. 2) Pzxcluding items for which we <br />advertise for bids, Specifi?.al!,' budgeted capita! itern~ for between 5503 and $9,009: Department <br />Head will bnng quotations and recommendation to purchase to the Budget Committee. Council to <br />delegate the approva! authority to the Budget Committee without further review by Council. 3) <br />hems for which we advertise for bids, and Specifically budgete.d capiraJ items of $~. ,6.0,q:'~ or more: <br />Reouest to advertise for bids brought to the Budget Committee. Upon recommendation of the <br />Budget Committee, request will be p~::ved on the Council Consent Agenda. R:suhing bid <br />information will be returned as a case for the Council agenda. <br /> <br />Motion bv Councilmember Hardin and seconded by Councilmember Beret to dL,'ect Staff to d-aft a <br />written policy to include Finance Officer Helling's suggestions. <br /> <br />Further discussion: h was deten-nined that an emergency Budget Committee meeting could be <br />calied if there are time constraints on a purchase price. <br /> <br />Motion carried. Voting Yes: Councilmemb:rs Hardin, Beyer and Peterson. Voting No: None. <br /> <br />Case #6: D.A.R.E. Grant Application <br /> <br />Motion by Councilmzmber Hardin and seconded by Councilmember Beret to recommend to City <br />Council to approve the D.A.R.E. Grant App;ization. <br /> <br />Motion c~'-ried. Voting Yes: Counzilmembers Hardin, Beyer and Peterson. \:odng No: None. <br /> <br />Sg <br /> <br />Budget Committee/January 28, 1992 <br /> Page 3 of 4 <br /> <br /> <br />