Proposal would reduce spending oversight in Poplar Bluff

POPLAR BLUFF, Mo. -- The amount of council oversight needed to spend city money in Poplar Bluff would be reduced under proposed changes to a purchasing policy.

City council members vet all purchases of $5,000 or more. Under the proposal, spending would have to hit $25,000 before council approval is required.

The city also would not be required to formally advertise for bids until spending on an item reached $25,000, according to the proposal.

A minimum 10 days advertisement is required for any purchase above $5,000 unless certain exemptions are met.

The changes are expected to be a voting item at the city council meeting Wednesday.

This policy change would improve the efficiency of city hall and operations, city manager Heath Kaplan told council members Feb. 25. The document is a collection of ideas from himself and other city employees, he said.

"When the city approves a budget, you're making an appropriation," he said. "Our current ordinances set such a low threshold for bringing anything for competitive bid or possibly back to council, you're really creating a lot of red tape in the process."

Council member Ed DeGaris opposed the changes.

"I think more than 75 percent of our citizens would say $5,000 is a major purchase when we're spending their tax dollars," he said, adding later, "It is a little more work, but I think it's our job to OK some of those."

References in the proposed policy describe a "major purchase" as $25,000 and over.

Mayor Angela Pearson agreed with DeGaris the majority of residents would consider $5,000 a major purchase.

Bidding should be done from $5,000 and up, DeGaris said.

"I know it's a little more paperwork, but it is citizens' dollars we're spending," he said.

If a purchase is within the budget, it already has been approved by the council, Kaplan said.

"I don't see the rationale to micromanage it down to the scrutiny of the $5,000 level," he said. "That really adds a very lengthy process."

Council member Jack Rushin said he did not have historical background to say how he felt about department heads spending money in the proposed manner.

"If you're going to do it that way, and then we see where there's spending that shouldn't be done, then we can go back and revisit the matter," he said. "We just want to do our best to be as prudent with the money as possible."

A purchase order also no longer would be needed for purchases less than $1,500. Currently, purchase orders are required for spending between $500 and $5,000.

New city purchase cards, a type of credit card, will be used for all purchases up to $1,500, according to the plan.