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Elk - Request for Action <br /> River <br /> TO ITEM NUMBER <br /> Mayor and City Council 8.4 <br /> AGENDA SECTION MEETING DATE PREPARED BY <br /> General Business July 15, 2013 Suzanne Fischer, COD Director <br /> ITEM DESCRIPTION REVIEWED By <br /> Maintenance Facility Open House Tim Simon, Finance Director <br /> REVIEWED BY <br /> Cal Portner, City Administrator <br /> ACTION REQUESTED <br /> Approve by motion expenditures for the Public Works and Parks Maintenance Open House event. <br /> BACKGROUND/DISCUSSION <br /> The City Council approved July 31 as `Public Works and Parks Maintenance Day'at the July 1, 2013, <br /> meeting. To recognize this declaration, an Open House is planned to showcase the new facility to the <br /> public and personally meet the staff behind the scenes. The event will take place from 2:00 p.m. to 7:00 <br /> p.m. on July 31, 2013. Refreshments,youth handouts, and miscellaneous items are planned in addition to <br /> various information stations throughout the facility. <br /> Residents will have the opportunity to reflect on the value they receive for their investments in public <br /> works and parks maintenance through the maintenance and physical infrastructure necessary to support <br /> their daily needs as well the numerous services and programs provided. <br /> The quality and effectiveness of public facilities, as well as their planning, design, and construction are <br /> dependent on the efforts and skills of public servants. The new facility is a $10 million community <br /> investment. Employees take great pride in their work and their new surroundings and they wish to share <br /> it with the public through this event. <br /> During the 2013 budget planning process last year, the facility was still in design stages and an open <br /> house-type program was not anticipated and therefore not budgeted. The city's Public Purpose <br /> Expenditure Policy includes a provision (Meetings: Food/Meals/Refreshments,item e) for such a city <br /> expenditure. <br /> Staff requests Council approval of up to $2,000 for light appetizers and refreshments for the event <br /> utilizing the Council Contingency line item. <br /> FINANCIAL IMPACT <br /> For 2013, $50,000 was budgeted in Council Contingency for expenditures not anticipated or changes in <br /> revenue. The Council has previously approved $24,000 from this line item and has unencumbered funds <br /> for this expense. <br /> ATTACHMENTS <br /> ■ Public Purchase Policy <br /> UREI <br />