TOWN STAFF REPORT RECOMMENDATIONS
title
Consider and act regarding Resolution 24-30 to ratify purchases made over $20,000 (Cayce Lay Lamas, Finance Director)
body
STAFF: Cayce Lay Lamas, Finance Director
BACKGROUND:
During 2023, Town Council/Board of Trustees voted to lower the spending authorization without elected official vote for the Town Manager and Head of School from the State-prescribed $50,000 to $20,000. This lowered threshold did not impact the procurement legal requirements outlined by the State of Texas, which have been followed by staff when purchasing all goods and services.
Due to the interest of the Town Council/Board of Trustees and staff’s desire to be transparent, a fiscal year-to-date listing of all invoices over $20,000 are presented for inspection and formal ratification. All purchases listed have been previously authorized by the Council/Board, either via direct vote in an open meeting or budget adoption. Purchases considered approved via budget adoption include legally-mandated remittances to State or Federal entities, contractual costs to provide water and sewer services to constituents, capital projects spanning multiple fiscal years, and rent, insurance, and utilities for Town and Academy functions.
DISCUSSION:
The Town Council/Board of Trustees has expressed a desire for increased understanding of the spending activities by the Town and Academy, particularly as a mechanism to increase budgetary controls and encourage accountability. The governing body approved a resolution requiring a record vote on purchases over $20,000. While the governing body approved annual budgets for both the Town and the Academy, which included routine, contractual, or otherwise mandated spending, staff is providing a comprehensive list of all invoices over the threshold for a formal ratification.
Additionally, the Council/Board may recognize purchases that were approved via vote. It should be noted that the current makeup of the Council/Board may not have been participants in all of these votes. These purchases include a legal settlement, capital projects at the Academy, emergency repairs, information technology infrastructure, equipment purchases, police services, and the Head of School search.
FISCAL IMPACT:
There is no fiscal impact to this item.
STAFF RECOMMENDATION:
Staff recommends approval.
ATTACHMENT(S):
Paid Town Invoices over $20,000 (October 1, 2023-May 15, 2024)
Paid Academy Invoices over $20,000 (September 1, 2023-May 15, 2024)
TOWN COUNCIL ACTION/OPTIONS:
1) Motion to approve
2) Motion to amend with the following stipulations (please state stipulations in motion)
3) Motion to table
4) Motion to deny