As its budget-preparation season rapidly approaches, the Deltona City Commission has raised the limit on the administration’s discretionary spending authority.
Under the new policy adopted by the commission March 3, the city manager may spend up to $50,000 per item or contracted service without securing the commission’s approval. That number is significantly higher than the $25,000 allowed for such purchases, a maximum that has been in place since Deltona incorporated as a city almost 30 years ago.
Yet, it is well below the $100,000 limit that City Manager Dale “Doc” Dougherty had recommended.
“Twenty-five thousand dollars is just about the lowest in the region,” Dougherty told The Beacon, noting the effects of inflation over the past decades. “You’ve got to move forward to get things done.
The spending limit change in policy came during the commission’s March 3 meeting, as members debated a resolution on the city’s purchasing policy, including a revised manual for the city manager and the city staff.
Heretofore, the city manager was allowed to spend as much as $25,000 per item for goods and contracted services without the commission’s approval. That threshold has been increased to $50,000 — which is significantly below the $100,000 recommended in the draft policy presented to the commission and rejected. The vote was 6-0.
Henceforward, any purchase planned or sought by the manager that is $50,000.01 or higher must be submitted to the City Commission for its OK.
The revised policy takes into account the possible need for purchases to deal with emergencies.
“‘Emergency is defined as an unplanned or unexpected event that requires immediate action to remedy to prevent service outage; or to prevent or remedy a situation that presents an immediate danger to human life, health, or safety or a significant loss or damage to property, and where failure to take immediate action would enhance the risk of loss or prolong the delay in restoring service to customers. Routine repairs and planned refurbishment do not constitute emergencies,” the revised policy manual reads.
In such a critical or dire situation, such as the collapse of a key road, the city manager has the power to exceed the spending limit “subject to ratification by the City Commission at the next regularly scheduled meeting or as soon as practicable.”
The policy also allows the city manager and department heads to spend as much as $5,000 per item or service. These expenditures are termed “small purchases” if “purchased on the open market if the quoted price appears fair and reasonable.”
