03/15/2004 Meeting Minutes - Laserfiche WebLink

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Regular Council Minutes 3-15-04 Page 7 compromise with the auditors where we would close the p.o.'s every 6 months and take a citation every year on the audit. Janice Reale has joined us from South Euclid and she has introduced us to the idea of super p.o.s. We checked with the State Auditors and they said those are acceptable. Essentially what we are doing is setting up super p.o.'s for items that we have a recurring expense that really is more than $2,500 but really does not get up to anything that would require going out to bid; they are all separate purchases but it is to a thing like uniforms for the Police Department, bullets for the Police Department, you see on there the rental of the range which is an ongoing expense; CRIS might be under this in the future; prisoner care, etc. What this does is take the current expenses and introduces it as a super p.o. at the beginning of the year and the p.o.'s would run until they are either exhausted or until the end of the year at which point we would close. It is just a way to maintain compliance with auditor' s request, reduce the amount of paperwork and it actually increases the amount of Council oversight on these particular expenses because normally these wouldn't come up at all. I can answer any questions. Mr. Marrie questioned if these companies will be notified in writing of who may pick up items and sign for purchases. Mr. Brett said we would follow the same procedure. We don't notify merchants that we have an open p.o. now. You can't pick up anything without authorization. Vendors won't let anybody just walk in and purchase items on behalf of Mayfield Village. They have a list of people authorized to purchase. [He cited examples.] An invoice is still generated. It will come back to the department and they sign off that the goods were received. There is a process of 4 reviews for every invoice. • A motion to authorize an expenditure not to exceed $5,000 (super blanket p.o.) to Alpha Office Products for office supplies - Police Dept. Mrs. Cinco, seconded by Mrs. Mills, made a motion to authorize an expenditure not to exceed $5,000 (super blanket p.o.) to Alpha Office Products for office supplies - Police Dept. ROLL CALL: AYES: All NAYS: None Motion Carried Expenditure Authorized • A motion to authorize an expenditure not to exceed $3,000 (super blanket p.o.) to Standard Law for uniforms for Part-Time Police Officers Mrs. Mills, seconded by Mr. Marrie, made a motion to authorize an expenditure not to exceed $3,000 (super blanket p.o.) to Standard Law for uniforms for Part-Time Police Officers. ROLL CALL: AYES: All NAYS: None Motion Carried Expenditure Authorized • A motion to authorize an expenditure not to exceed $20,000 (super blanket p.o.) to Signal Service for R&M of Traffic Signals - Police Dept.