Poplar Bluff city leaders say they need to simplify the current policy for how employees spend money.
The city council is expected to look at a new set of rules Sept. 18 for how much can be spent before city council approval or advertised bids are needed.
Revisions are still being made to the policy, city manager Mark Massingham said this week.
The proposed policy would be about four pages, replacing the 25-page version that has been in place since 2015, changed under the previous administration.
"The one passed in 2015 is 25 pages long and very cumbersome and hard for people to understand," Massingham said at a city council meeting last week. "I recommend we use the old purchasing ordinance with a few changes."
The change would keep the $15,000 limit set before city council approval or advertised bids are needed, but removes paragraphs related to unauthorized purchases, bid specifications and other language.
It adds a new section allowing both the city manager and the utility manager to approve emergency purchases.
"Any emergency purchase of the utility department would be approved by the utility manager," Massingham said. "Any emergency purchase from any other fund would be approved by the city manager."
The policy will still include details regarding local preference for bidders, Mayor Ed DeGaris confirmed.
It allows the city to award contracts to a local bidder, who is not the low bidder, if their price comes within 1-3 percent of the least expensive option. This is based on the overall cost of the project, whether or not federal grant money is used and other considerations.
Mayor pro tem Susan McVey and Ward 5 representative Robert Smith asked for another workshop session, with more information regarding past policies.
The proposed change would leave in place 2015 rules regarding how much has to be spent before informal, formal or competitive bids are needed. Purchases less than $3,000 can be made with three informal quotes, if practical. Purchases of $3,000 and less than $15,000 require three formal written quotes. Any other purchase must be put out for competitive bid, according to city policy.
The change removes a section that states employees who make unauthorized or improper purchases would be subject to disciplinary measures that could include civil or criminal prosecution. The new policy states that employees who knowingly violate the ordinance would be subject to appropriate disciplinary action.
It also takes out language that states no bid will be awarded to a bidder that owes the city for a past debt or contract, or who has defaulted on an obligation to the city.
Other paragraphs that would be removed include the rights of the city if a contractor fails to perform or provide an item that meets the specifications of a contract.
Also missing from the new policy would be a list of principles the contractor would promise to follow to prevent conflicts of interest, such as a statement that no city officer or employee, nor any business entity has an interest in the contract award, has been employed to aid in securing the contract or will be employed to help with the contract, without immediate disclosure to the city.