10-27-04 Personnel & Finance, Public Works and Property Vacation

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f Joint Meeting of the Personnel and Finance Committee and the Public Works and Property Vacation Committee work well here. The process involving the Council gives oversight. Over the past several years approximately 98% of the proposed expenditures have been approved. The public and the Council are more aware of what is going on as a result of this procedure. The process also tries to find more participates to the process. For example, if there is a single bidder and the amount of the proposed expenditure is under $100,000, the matter has to come to the Common Council for approval. Council Member Schmidt noted that in those instances where a bidder other than the low bidder is chosen,that item would also have to go to the Common Council. He noted that usually there are very good reasons based on the bidder's expertise, past experience, etc., but by including the public and the Council in the process it gives a"comfort level" and more oversight to the expenditure process. Council Member Schmidt noted that there were lots of contracts which were being piece-mealed at $30,000.each. The ordinance was amended so that if the aggregate in one (1) calendar year reached $100,000, then Council approval was required. He noted that when the process initially began the City Administration id not like it,but they"have come to embrace it". He noted that he called former Mayor Paul Helmke and former City Controller Kathy French, and they"could not imagine not having the process". He added that current Fort Wayne Mayor Graham Richard sees the overall process as a"way of doing business". Council Member Schmidt noted that the Council did turn down a contract which was utilities related. City Attorney Charles Leone gave an example of a salt contract to which Council Member Schmidt stated would be covered and is handled under the Fort Wayne procedures including Council approval. Dr. Varner noted that Fort Wayne's Purchasing Director Jim Howard noted that when any contract is to be awarded over $100,000 the vendor is told that the awarding of the contract is subject to Common Council approval. A letter in the handouts involving the purchase of approximately $1.4 million of police vehicles noted that the purchase was "subject to the approval"of the Council(copy attached). Council Member Schmidt noted that for the past 1 1/2 months, Fort Wayne has been in the process of discussing the building of a new fire station. The contract had to come to the Council. He noted that several years ago a fire station footprint was developed for Fort Wayne. Architectural firms voiced concern that they did not all have access to the process. On the second time around, everyone had the opportunity to"be a part of the action"; and if this process would not have been in place it would not have happened. The contract was eventually awarded to the same bidder. October 27,2004 Joint Meeting of the Personnel and Finance Committee&the Public Works and Property Vacation Committee-2