Council voted to update its Financial Administration and Procurement Policy.
The policy was last updated in 2005.
The city hopes to improve efficiency and insure that internal controls are maximized with the policy.
The update was developed with the help of National Education Consulting Inc., consultants in the area of procurement.
Council documents state that the policy has been updated, “to ensure that it is consistent with best practices utilized in public and municipal sectors and that it complies with legal requirements such as the New West Partnership Agreement (NWPTA) and the Agreement on Internal Trade.
Key changes to the policy are:
• Addition of a confidentiality paragraph
• Addition of a conflict of interest paragraph — the same one used by the Province of British Columbia in their procurement policy.
• The new policy requires purchase orders to be processed for all purchases over $5,000, instead of all purchases. This is one of the key efficiency-related items.
• A documented competitive bid process must be used for all purchases greater than $5,000, instead of $2,500.
• Purchasing limits have been increased.
• Within the approved budget, departmental directors can authorize purchases of up to $25,000 without the purchase order being countersigned by the director of finance. The previous amount was $10,000.
• The new policy requires purchases of goods and services over the amount of $50,000 (within the approved budget) to receive a council resolution. The previous policy level was $25,000.
• A new paragraph to allow for electronic payments has been added.
• The capital assets section of the financial administration policy has been removed as it has been replaced with a tangible capital asset policy.
Castlegar CAO John Malcolm explained that the inflation was one driving force behind the changes. He also emphasized that the increase relating to purchases that must come before council is only on items that have already been approved by council in the budget process.
He also cited delays that are caused by the current limits and city staff or crews having to wait on purchasing an item for the next council meeting, especially in summer when there is only one meeting per month.
Joint economic
development service
The City of Castlegar will be joining an economic development service agreement with the Regional District of Central Kootenay’s Areas I and J.
Data gathered during the Castlegar and District Economic Development Research Project which was a partnership with the RDCK and Columbia Basin Trust (CBT), showed that there was a need for a long-term planning approach to economic development.
The first phase of the project is to hire an economic development officer for a three-year term. Financing for the position will be supported by CBT. The city has already placed $50,000 in the 2017 budget for its share of the funding.
Grants approved
Council approved two grants this week. Four Elements Adventure Racing will be receiving $700 to help with hosting a multi-sport event in Castlegar. The event will be held in September and will span six to nine hours. It will include trekking, navigation, biking, and special tasks requiring teams to work together to locate check points.
Castlegar Hospice Society will be receiving $300 to help with hosting the Classic Rock Classic golf tournament fundraiser for the society.
Contracts awarded
Marwest Industries Ltd. was awarded a $111,314 contract for the removal and replacement of approximately 200 meters of deteriorated sidewalk on the east side of 9th Avenue between 5th Street and 6th Street. Along with the new sidewalk, new curb and gutter and two additional catch basins will be installed.
Marwest Excavating Ltd. was awarded a $126,585 contract to construct the Bridge to College Multi-Use Pathway. Once completed the path will provide a connection to navigate from the east end of the Kinnaird Bridge to Heritage Way, the Art Gallery, Doukhobor Museum, SPCA building and Selkirk College. The city has received $168,000 in grant funding to pay for this project.
Trainor Mechanical was awarded a $471,160 contract for the construction of the 9th Avenue storm replacement project near 6th Street.
This project will be funded through the storm water parcel tax.