LEGISLATIVE, FINANCE AND ADMINISTRATION COMMITTEE

The Legislative, Finance, and Administration Committee meeting was held on January 10, 2005, at 6:45 p.m. with Chairman Salters presiding. Members present were Mr. Hogan, Mr. Slavin, Mr. Shevock, and Mr. Shelton. Members of Council present were Mr. Carey, Mr. Pitts, Mr. Sadusky, Mr. Ritter, Mr. Ruane, and Council President Williams. Mayor Speed was also present.

AGENDA ADDITIONS/DELETIONS

Mr. Hogan moved for approval of the agenda, seconded by Mr. Slavin and unanimously carried.

Revised Purchasing Policy

As a result of a comprehensive review by the Finance Director, Mrs. Donna Mitchell, members were provided proposed revisions to the City of Dover Purchasing Policy.

With reference to the recommendations provided by Mr. Shelton, Mrs. Mitchell made the following suggestions:

Recommendation #1 - Section 2 title change to Purchasing Code of Ethics

            The City of Dover currently has a code of ethics which applies to purchasing

Recommendation #3 - Authorized purchasing agent should be added in the statement

Since the actual title is “purchaser”, it is not necessary to amend the title in the Purchasing Policy

Recommendation #4 - Add to section 2.5 to read “All City of Dover Departments involved in the purchasing process must refrain from any activities that would constitute or lead to a conflict of interest with a supplier or contractor.”

This statement could be included in section 2.1.

Recommendation #5 - Add to 3.1 department head level

Mr. Hogan suggested changing the wording to read “Purchases for $2,500 or less must be authorized by the department head.”

Responding to Mr. Ruane, Mrs. Mitchell stated that language would be included to clarify that the Purchasing Policy also applies to contracts and services.

Mr. Ritter requested that Section 3.15 - Change Orders, paragraph B, be revised to include “..., with information to be disseminated to Council.”

Mr. Slavin noted that the State of Delaware has just implemented a “best and final approach” to bidding where, once all bids are received, the final two (2) or three (3) bidders are requested to provide their “best and final” bid. He suggested that the approach be considered for the first amendment of the policy.

Due to time constraints, further review of the Purchasing Policy will take place during the Regular Legislative, Finance, and Administration meeting of January 24, 2005. Mr. Salters requested members to provide written suggestions to Mrs. Mitchell prior to the next meeting.

Mr. Hogan moved to recess until January 24, 2005, seconded by Mr. Shelton and unanimously carried.

Meeting Adjourned at 7:12 P.M.

                                                                                    Respectfully submitted,

                                                                                    Reuben Salters

                                                                                    Chairman

RS/jg

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