Paradise increases staff spending threshold

By Mark Squibb

The Town of Paradise has adopted an updated purchasing policy that sees an increase in staff spending limits.

Councillor Larry Vaters, during the October 1 public meeting, explained the Town’s purchasing policy is in place to ensure purchases are completed in an effective and cost-effective manner, and that it was time the policy was updated, as that was last done in 2020.

Vaters said that to address the impact of inflation, spending limits – or the amount that staff can spend in a single purchase without seeking council approval – have been increased.

Supervisors can spend upwards of $2,500; managers can spend upwards of $7,500; directors can spend upwards of $15,000; and the CAO can spend upwards of $25,000.

Vaters said there are also instances when expenditures above the $25,000 threshold are permitted, including payroll, utilities, regional service costs, legal, and claims for previously approved contracts.

“This is something we’ve talked about for a while now on council,” said councillor Patrick Martin. “We’ve had a few circumstances where staff couldn’t approve a purchase, for example a repair to an essential vehicle or something related to snow clearing, and they had to come back to council for approval because it was over the threshold. This gives them that extra little bit of purchasing power to be able to approve essential services, for example, and I think it aligns with a lot of other municipalities. I think we’re way behind a lot of other places in the province, and considering we’re the third largest (town) in the province, this is a step in the right direction”

Deputy Mayor Kimberley Street added that council has access to the Town’s check register and that councillors can ask staff for more information on particular purchases.

Other changes include a clarification of reporting requirements and updated policy related to the public procurement act.

Council still must approve project change orders and purchases where there are insufficient budget funds.

Vaters reiterated Street’s point that council can ask for further information regarding any expenditure they feel requires additional explanation or clarification.

“Changing the threshold limits for staff does usurp the responsibility of individual councillors in this regard,” said Vaters. “We are ultimately responsible for the public purse of the town. We all have access to the monthly check register, and every expenditure within that month is noted, and as such, and as is the process today, it is incumbent on all members of council to review it on a regular basis and seek clarification on any item regardless of the monetary value.”

The motion to approve the new policy passed unanimously.