6. HRSR 08-05-2013 - Laserfiche WebLink

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ilk REQUEST FOR ACTION River TO ITEM NUMBER Housing and Redevelopment Authority 6. AGENDA SECTION MEETING DATE PREPARED BY August 5,2013 Brian Beeman,Director of Economic Development ITEM DESCRIPTION REVIEWED By Consider a resolution amending the bylaws to be consistent with Jeremy Barnhart,Deputy Director, the City purchasing policy. CODD REVIEWED BY ACTION REQUESTED Consider a resolution amending the bylaws to be consistent with City purchasing policy. BACKGROUND/DISCUSSION The HRA bylaws have different requirements than the EDA when signing contracts and making purchases. In the past,HRA contracts and purchases have been signed by two HRA Officers or one HRA officer and the Executive Director. Staff proposes to streamline the HRA bylaws to be consistent with the City purchasing policy.Although, staff is in agreement that most contracts and agreements should be reviewed by an attorney, staff would like the flexibility to approve simple contracts and agreements such as website maintenance and other non-complicated contracts/agreements without the mandatory requirement to have an attorney review each contract. For example,recently, staff needed to sign an agreement in order to allow a vendor to maintain a property mapping feature on the city website. It was a simple standard agreement. However, the EDA bylaws require a mandatory review by an attorney before any contract/agreement can be signed. This requirement delayed the project. Staff proposes an amendment that will allow for attorney review, though it is no longer required. Amending the bylaws to be consistent with the city purchasing policy means that the bylaws won't have to be amended each time there is a change in policy. Staff proposes that the bylaws be amended to state that the Executive Director shall follow the City Purchasing Policy for all purchases. A change in administrative procedures for purchasing and approval of contracts would require approval of the attached resolution.The HRA can amend the bylaws at any regular meeting assuming notice of the proposed amendment is given to each Commissioner and each member of the governing body of the City priir to the meeting. The meeting agenda and packet of information serves as the notice. The City Attorney has reviewed both the EDA and HRA bylaws and is proposing the attached resolution in order to address the goals identified by staff. The EDA approved a resolution at their July 15 meeting. FINANCIAL IMPACT None r r i E N E ® ll NAdepartments\Community Development\Economic Development\HRA to move\AgendaWear2013\8-5-2013\x6 sr A Do ecr f„r AM-inn-Amor-Id MTh [i.doU.<d,, vim•\n,. •.'...,,..,r-Nr....,.,,“ U0A