The city of Edgerton compared its proposed purchasing order policy to those of surrounding communities before approving the policy on Thursday evening.
Edgerton City Administrator David Dillner consulted city staff in Spring Hill, Gardner and Baldwin City to receive information on their policies. According to a memo Dillner presented to the Edgerton City Council, department directors in Spring Hill and Gardner may authorize funds between $0 and $5,000 if funds are available and approved in the city’s budget; for Baldwin City, department directors may approve expenditures between $0 and $1,000.
For amounts greater than that, each city’s policy varies greatly and includes the following:
* Spring Hill’s City Administrator, Jonathan Roberts, may authorize expenditures between $5,001 and $10,000 if funds are available; Gardner City Administrator Stewart Fairburn may do the same for expenditures between $5,001 and $15,000; Gardner, however, is looking to increase that amount to $25,000-$30,000. Baldwin City, meanwhile, has no formal policy in place for expenditures larger than $1,000, and City Administrator Jeff Dingman has the power to exercise his own discretion in making purchases.
* The Spring Hill City Council must review and approve any costs greater than $10,001, while Gardner’s council must receive formal bids for expenditures greater than $15,000.
* Spring Hill’s Roberts may authorize expenditures up to $10,000, or 10 percent of the cost of the project, whichever is less. Beyond that, the council must approve the cost. Gardner’s Fairburn may authorize expenditures up to $15,000, or 10 percent of the project; for expenditures greater than that, the council must approve the cost.
According to Edgerton’s new purchasing policy, “The city administrator shall provide a periodic report to the city council regarding the revenues and expenditures of the city’s finances to ensure that expenditures are in compliance with the approved budgetary authority,” a policy also practiced by Gardner and Spring Hill.