Executed Minutes_04.20.26
City Commission Workshop · 2026-04-20 · minutes
This document is a record of a City Commission workshop meeting held on April 20, 2026. The meeting included a presentation on the FY25 Audit Results by Mauldin & Jenkins, a financial update for FY25 and FY26 by Assistant City Manager/CFO Cassandra Smith, and a legislative update for 2026 by City Manager Jason McHugh. The financial update included recommendations for budget amendments such as adding police officer positions, transferring funds to the Capital Improvement Fund, amending the Capital Fund for a park playground, increasing the Community Center budget, and amending the Water SDC fund for an iron filtration project. Financial policies were also reviewed. The legislative update covered the state budget, property tax reform (HB 203), utility rate legislation (HB 1451), biosolids legislation (SB 29, HB 1245, HB 1285), manufactured housing (HB 803), and sovereign immunity. The meeting concluded with a discussion on whether to create a proclamation regarding property tax reform, with the agreement to have staff prepare a resolution detailing potential municipal service impacts. The meeting adjourned at 10:02 a.m.
Agenda items
- 1) A Ppurchase order is approved for payment in the City’s financial software.
- 1) Choose a Vendor
- 1) Choose a Vendor
- 1) Finance will review the purchasing requisition for compliance with the
- 1. Below $500: Departments may purchase material goods and services priced less
- 1. CONFLICTS OF INTEREST
- 1. Emergency PurchasingDISCRIMINATORY VENDOR LIST ...........................................................204
- 1. Fair and Open Competition: The City is committed to a purchasing process which fosters
- Legal Services
- Government Authority
- 1. Identification of a Conflict of Interest: It shall be a breach of ethics for any employee of the City
- 1. Invitation to BidSpecialty (Preferred) Vendors ...................................................................1421
- 1. Petty Cash FundsRequest for Qualification .........................................................................1120
- 1. Purchases Between $500 - $2,500
- 1. Purchasing Approval Threshold Table:
- 1. Quick Requisition Threshold: $500 - $2,500PROCESSING PURCHASE ORDER CHANGE/CANCELLATION
- 1. Sole Source PurchaseCONTRACT APPROVAL, EQUIPMENT MAINTENANCE AGREEMENTS,
- 2) After purchase order is issued, department places order.
- 2) After purchase order is issued, department places order.
- 2) Unless a contract has been established for continued use (term contract);
- 2. Administrative Non-Competitive Purchases (as Listed)CONVICTED VENDOR LIST .................204
- 2. Competition Impracticable PurchasesMINORITY BUSINESSES ...............................................1923
- 2. Ethics Conflicts: An employee shall be deemed to have an Ethics conflict if the employee:
- 2. Informal Quote Requisition Threshold: $2,501 - $10,000RECEIPT OF COMMODITIES AND SERVICES
- 2. Item(s) for Discussion
- 2. Item(s) for Discussion
- 2. Purchases Between $2,501 - $107,000500
- 2. Purchases below $2,500: These transactions may be completed through the Purchase Card
- 2. Purchasing CardGovernment Agency Contracts (Piggyback) ..............................................1220
- 2. Request for ProposalBlanket Purchase Agreements/Contract Purchase Agreements ........1521
- 3) Check mailed to vendor.
- 3) Verify that adequate funds are available in the budget line item.
- 3. Formal Quote Requisition Threshold: $10,000 - $50,000PURCHASING METHODS ...............105
- 3. If a Commission Member or employee is found to be in violation of this policy the City
- 3. Purchases exceeding $2,500: These transactions must be requisitioned and do not qualify for
- 3. Request for QualificationRESPONSE REJECTIONS ...................................................................1522
- 3. Small Dollar ole Source Purchasesing ...................................................................................1220
- 4) After funding is verified, enter purchasing requisition in the City’s financial software.
- 4. Commission Approval Threshold: Purchases Greater Than $50,000Petty Cash Funds ........106
- 4. Government Agency Contracts (Piggyback)ADVERTISEMENT REQUIREMENTS ......................1622
- 4. Purchases between $2,5005,000 - $107,499000: These transactions are required to have two
- 4. Quote Collecting Emergency Purchases ..............................................................................1320
- 5) Department Director or designee must approve requisition.
- 5. $7,50010,000: These transactions are required to have three (3) formal quotes or covered
- 6. Ensure fair and open competition among bidders; and.
- 6. Purchase Orders prior to the Purchase: Unless covered as an emergency expenditure
- 7. Budget and Funding: Sufficient funds must be available before departments request
- 7. Ensure local businesses have an added opportunity in the contract awards process. This
- 8. This Policy shall apply to all purchases of goods and services by the City.
- Building & Industrial Supply
- General Contractor
- Carpentry & Cabinetry
- Concrete & Masonry
- Drywall & Insulation
- Electrical
- HVAC & Climate Control
- Painting & Flooring
- Plumbing
- Roofing
- Site Prep, Grading & Hardscape
- Windows, Doors & Glass
- Machinery & Metalwork
- Trucking & Freight
- Cleaning & Janitorial
- A. Advertisement RequirementsCONSULTANTS’ COMPETITIVE NEGOTIATION ACT (CCNA) ..............217
- A. Competitive Purchasing Methods (Quotes)Request for Proposal ................................................1120
- A. Invitation to BidNegotiation ..........................................................................................................2431
- A. MAULDIN & JENKINS PRESENTATION ON FY25 AUDIT RESULTS
- A. MAULDIN & JENKINS PRESENTATION ON FY25 AUDIT RESULTS
- A. NEW VENDOR SET-UP
- A. New Vendor Set-UpPurchases Between $500 - $2,499.00 ..........................................................711
- A. POLICY INTENT
- A. PURCHASING APPROVALS
- A. Policy IntentGOALS OF THESE POLICIES AND PROCEDURES ...........................................................15
- A. RESPONSIBILITIES OF CITY EMPLOYEES
- Legal Services
- Accounting & Tax
- A. Responsibilities of City EmployeesCONFLICTS OF INTEREST ...........................................................47
- A. WHEN FORMAL BIDS ARE USED/REQUIRED ..................................................................................2739
- B. ETHICS
- B. EthicsGRATUITIES ..........................................................................................................................57
- B. FY25 END OF YEAR AND FY26 MID-YEAR FINANCIAL UPDATE
- B. FY25 END OF YEAR AND FY26 MID-YEAR FINANCIAL UPDATE
- B. Minority BusinessesRelease of CCNA Request for Qualifications (RFQ) ......................................227
- B. Non-Competitive Solicitation PurchasesMethods (Bids and Proposals) ......................................1321
- B. POLICY OVERSIGHT
- B. PURCHASING REQUISITION LEVELSREQUIREMENTS
- B. Policy OversightSCOPE ...................................................................................................................25
- Legal Services
- Engineering & Architecture
- Real Estate Development
- B. Protest and Appeal ProceduresFORMAL BID PROCEDURES ..........................................................2741
- B. Purchasing Approvalses Between $2,500 - $7,499.00 .................................................................811
- B. Request for ProposalTruth in Negotiations (Services not under the CCNA) ...................................2534
- C. 2026 LEGISLATIVE UPDATE
- C. 2026 LEGISLATIVE UPDATE
- C. Competitive Exception MethodsCHANGE ORDER APPROVAL ..........................................................2316
- C. Conflicts of InterestNEW VENDOR SET-UP ......................................................................................59
- C. Documentation Confidentiality INDEMNIFICATION STATEMENT ..................................................2944
- C. GOALS OF THESE POLICIES AND PROCEDURES
- C. Goals of the Policy and ProceduresRESPONSIBILITIES OF CITY EMPLOYEES ...................................26
- C. Local Business Status Selection Committee ..................................................................................228
- C. Purchasinges Requisition RequirementsBetween $5,000 - $19,999.00 ..........................................813
- C. Request for Qualifications (Professional Services under the CCNA)Award of Contract ..................2535
- D. Florida Veterans Business Enterprise Opportunity Act Evaluation of Consultants .......................228
- D. GRATUITIES
- D. GratuitiesPURCHASING APPROVALS ............................................................................................105
- D. Non-Competitive Situational Purchasing MethodsFLORIDA VETERANS BUSINESS ENTERPRISE OPPORTUNITY
- D. Other Governmental Agency Contracts with Formal Bids Signing Authority and Execution .........2539
- D. PURCHASING REQUISITION PROCEDURES PER DOLLAR THRESHOLD
- D. Purchasing Requisition Procedures Per Thresholdses Greater Than $20,000 ...............................914
- D. STANDARD INSURANCE Public RecordsREQUIREMENTS ...............................................................2944
- E. Contracts for Insurance Coverage (Policies) ...................................................................................45
- E. Discriminatory Vendor ListShort List or Initial Ranking Criteria (May be modified based on needs or
- E. Processing Informal Purchaseing Order Change/Cancellation .......................................................108
- F. Contracted Material Goods and Services Funding Sources ............................................................45
- F. Convicted Vendor ListPublic/Oral Presentation Criteria ...............................................................249
- F. Receipt of Commodities and ServicesQuote Request .................................................................119
- G. Drug-Free Workplace Program Understanding of Project ............................................................2430
- G. PURCHASE OF INSURANCE ...............................................................30Florida Prompt Payment Act 46
- G. Purchase Order Payments Require Invoices .................................................................................19
- H. Compliance With All Applicable Laws ...........................................................................................46
- H. E-Verify Ability to Provide Required Services within the Schedule and Budget .............................2430
- I. Indemnification Statement ..........................................................................................................30
- I. PURCHASING POLICY OVERVIEW
- I. PURCHASING POLICY OVERVIEW .........................................................................................................15
- II. COMPLIANCE
- II. COMPLIANCEETHICS ............................................................................................................................27
- III. PURCHASING PROCEDURESREQUISITION STEPS ................................................................................711
- IV. PURCHASING METHODInvitation to BidS .........................................................................................1120
- J. Response RejectionsManagerial Methods Used to Plan, Design and Administer the Project .......2430
- V. GENERAL SOLICITATION REQUIREMENTS AND PROCEDURESDRUG-FREE WORKPLACE PROGRAM .....217
- VI. COMPETITIVE SOLICITATION PROCEDURESRanking of Firms ..............................................................2431
- VII. CONTRACTS, AGREEMENTS AND AWARDSCONTRACTING FOR PROFESSIONAL SERVICES (NON-CCNA) 2539
- a) Complaints which are considered by the City Manager to be serious may be referred
- a) Requisition Steps:
- a) Requisition Steps:
- a. If funds are not available see if there is enough in another line item.
- b) Purchase Order Steps:
- b) Purchase Order Steps:
- b) The Ethics Panel, when constituted, shall investigate and hear the complaint and
- c) Any employee who is found to be in violation of this policy may be subject to
- c) Participates in his/her capacity as a City employee in the issuing of a purchase
- c) Receipt and Payment Steps:
- c) Receipt and Payment Steps:
- d) regard to such contract some function requiring the exercise of discretion on behalf
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