4.4 ERMUSR 07-13-2021 - Laserfiche WebLink

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______________________________________________________________________________ Page 1 of 2 UTILITIES COMMISSION MEETING TO: ERMU Commission FROM: Michelle Canterbury – Executive Administrative Manager MEETING DATE: July 13, 2021 AGENDA ITEM NUMBER: 4.4 SUBJECT: Purchase Order Policy ACTION REQUESTED: Approve the delegation of authority to management and move the Purchase Order Policy from the Commission Policy Manual to the Management Policy Manual. BACKGROUND: In 2017, the Commission worked with staff and a consulting firm to develop governance policies based on the Carver Model of governance. In 2019, an initiative was created to develop a migration plan for relevant old policies to become part of the new Commission Policy Manual, confirm delegation of authority to management for old policies that are not governance, and eliminate or remove documents that are not policy. At the November 19, 2019, commission meeting, the Commission addressed the administration section of the old policy manual and approved moving six administration policies to the Commission Policy Manual, one of those being the Purchase Order Policy. DISCUSSION: The final step of the policy manual initiative is the review of policies transferred over to the Commission Policy Manual. The review process includes making any necessary updates, formatting, and creating new policies that were identified. Any proposed changes or new policies will be presented to the commission for consideration and approval. After review of the G4i.5 Purchase Orders Policy that was transferred over to nest under G.4i Financial Conditions and Transactions, we determined that the policy outlines our internal procedures and when a purchase order is required. In addition, commission policy G.414 Procurement sets the expectation and states “the General Manager shall designate specific delegated procurement authorities for selected ERMU managers and employees, by position title, based on type of procurement, dollar value, or other appropriate criteria, and keep complete and accurate records of all procurement contracts demonstrating compliance with applicable legal and regulatory requirements, this commission policy, and established management policies, procedures, and practices.” As the Purchase Order Policy is a downstream internal procedure required by the governance procurement policy it should be classified as management policy. 80