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City Council Minutes Page 3 March 11, 2013 ----------------------------- Consensus of the Council was to remove the provision allowing the city the right to cancel an allocation to accommodate the needs of any city- sponsored tournament and /or special event. Mayor Dietz questioned field closures and who is responsible for cancelling a game already in progress. Mr. Benoit indicated that prior to a game, city staff will determine whether or not the field is in playing condition. He added that once a game is in progress, it is at the discretion of the coaches, referees, or city staff present to make the decision. Mayor Dietz questioned the restriction for games not to begin before 10 a.m. in the months of April, May, October, and November. Consensus of the Council was that this item may be better addressed under the Field Conditions section and that the policy should allow staff to be subjective and assess field conditions on a daily basis. Field maintenance and concession stand responsibilities were discussed. Councilmember Motin outlined some proposed wording changes. Mr. Hecker indicated that this policy will be reviewed by the youth organizations, the Arena Commission, and the Parks and Recreation Commission before returning to the City Council for final review. Councilmember Westgaard suggested not having such a large, all- inclusive policy. He would Eke to see the policy scaled back and left somewhat generalized. 6.3. Financial Management Policies Update Mr. Simon presented his staff report. Mr. Simon indicated that the bid limit is changing to $100,000, and staff is recommending all purchases $50,000 and over for Council approval. He noted that this was previously $25,000 when the bid limit was $50,000. He clarified that all non - budgeted items would still come for Council approval. Consensus of the Council was they concurred with this change. Mr. Simon stated that the purchase order requirement increased from $1,500 to $5,000 because at $1,500 many routine purchases required the approval of a purchase order. Council concurred. Councilmember Motin questioned if the change in the credit card policy to prohibit meals includes large meals provided for meetings or special events. Mr. Simon clarified that the intent of the policy is to prohibit using credit cards for personal meals while away at trainings, meetings, etc. Councilmember Motin asked that this be clarified in the policy. Mayor Dietz noted that he asked Elk River Municipal Utilities to compare the 3% fee that is paid to the city with other communities. Mr. Simon indicated that the Council will review changes to the public purpose expenditure, travel reimbursement, and fund balance policies at the April work session. 6.4. Alternative Office Hours Mr. Portner presented his staff report.