Irricana council unanimously approved a new purchasing policy but not before a debate.
During the June 3 meeting, updates to the policy, last reviewed in 1999, were brought to council for approval.
The policy is a guide on how Town employees can purchase needed materials, equipment supplies and services.
One of the bigger changes to the policy is the requirement that any capital purchases of items or contracted services for projects over $75,000 be put to tender, up from the previous $5,000 minimum.
The change is reflective of the New West Partnership Trade Agreement, an accord between the governments of Alberta, British Columbia and Saskatchewan, and opens up the projects to bidders from all three provinces.
Deputy Mayor Larry Martin took issue with a different section of the policy, which allows employees to spend $1,000 and supervisors to spend $5,000 without formal approval from the CAO.
“Can you elaborate,” Martin asked CAO Alvin Melton.
“Can any employee just spend $1,000?”
Melton said $1,000 doesn’t buy as much supplies as one may think.
He said for example, $1,000 won’t buy a quarter load of cold mix, needed to create asphalt.
“Well, $1,000 is a lot for a small municipality,” countered Martin.
“And $5,000 for supervisor is five times as much. It’s a lot to put in the hands of staff to do whatever they want,” he said.
Melton said staff must purchase something that is related to the budget.
“This is so if they need to get something done, they can get to it right away,” he said.
He used another example that if a water main were to break on a Friday night, it wouldn’t make sense to wait until Monday to meet with Melton before paying for the supplies.
“They need the ability to do their work.
“If I’m not in the office, they’re stuck,” he said.
Councillor Josh Taylor said if anyone were to abuse the purchasing policy and buy something unnecessary, it would be grounds for dismissal.
He said receipts would be tracked and will come to council every month as part of the financial report.
Council then agreed to approve the new policy.
“If we have any issues with the policy we can change it at anytime,” warned Martin after voting to approve.
