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HomeMy WebLinkAbout6.2 Waive the rule requiring two readings of an ordinance and adopt AN ORDINANCE AMENDING CHAPTER 4 ARTICLE I ENTITLED "VILLAGE MANAGER" OF THE VILLAGE CODE OF MOUNT PROSPECT, ILLINOIS.Mr�GauC �'d'+rt;�iect Subject Waive the rule requiring two readings of an ordinance •adopt 1 ORDINANCE AMENDING CHAPTER A"VILLAGE MANAGER"OF THE VILLAGE CODE PROSPECT, • Meeting February 21, 2023 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - Fiscal Impact Dollar Amount Budget Source Category CONSENT AGENDA Type Consent Information Article I Section 4.103 of the Village Code provides the powers and duties of the Village Manager. According to the section, the Village Manager has spending authority of up to $20,000. Any items above $20,000 require Village Board approval. The spending authority was last updated in August 2009. Since 2009, the price of various commodities, supplies, and services have increased tremendously. The Village has followed State's procurement standards for decades. The Illinois Procurement Code was updated in 2017 and it has raised the small purchase threshold from $20,000 to $100,000. The Illinois Procurement Code is applicable to not only the State of Illinois but many of its big and small agencies, boards, commission, programs, universities, and entities receiving funds and grants from the State. Staff conducted a survey on Village Manager's spending authority for surrounding communities, and found that the average spending authority is $35,667. The Village's current spending authority ($20,000) is 44 percent lower than the average. Staff is of the opinion that the Village needs to increase the Village Manager's spending authority to meet current as well as future demand of time. The Village 1 Manager's spending authority was updated twice in the last three decades. Also, there are certain insurance products that the Village needs to acquire to protect its interest and assets that may cost beyond $50,000. However, it may not be in the interest of the Village to discuss or approve those items at an open Board meeting. In light of the above items, staff is asking following amendments to the Village code. a. Update spending authority for all items except insurance from $20,000 to $50,000 a. Insert a new section in the Village code to allow the Village Manager to acquire insurance products for the Village up to $100,000. Previously, Village Administration has presented many items for board approval even when they were below the threshold and Administration will still be doing the same when the need arises. The Village Board will still be responsible for approving the List of Bills, and the final payments are issued after approval from the Village Board. There will not be any change in the payment -related procedures after the proposed change is approved. For insurance related products, Administration will provide a written memo to the Village Board and Board will have an opportunity to inquire, ask and/or raise concerns about the item before it is finally procured. In light of the above, staff recommends approval of the attached Ordinance. Alternatives 1. Approve the attached ordinance amending the Village Manager's spending authority from $20,000 to $50,000 for all items except insurance products and for insurance products the spending limit will be $100,000. 2. Action at the discretion of the Village Board. Staff Recommendation Approve the attached ordinance amending the Village Manager's spending authority from $20,000 to $50,000 for all items except insurance products. For insurance products, the spending authority will be $100,000. ATTACHMENTS: Spending Authority Ordinance.pdf 2 ORDINANCE NO. AN ORDINANCE AMENDING CHAPTER 4 ARTICLE I SECTION 4.103 SUBSECTION G OF THE VILLAGE CODE OF MOUNT PROSPECT, ILLINOIS WHEREAS, the Village of Mount Prospect is a home rule municipality as defined by Article VII, § 6 of the Illinois Constitution of 1970; and WHEREAS, the President and Board of Trustees of the Village of Mount Prospect desire to make certain amendments to the Village Code of Mount Prospect as set forth below; and WHEREAS, pursuant to the authority granted under the Illinois Municipal Code and in accordance with home rule authority granted to home rule municipalities, the President and Board of Trustees of the Village of Mount Prospect approve the amendments set forth below. NOW, THEREFORE, BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT, COOK COUNTY, ILLINOIS: SECTION ONE: Subsection G of Section 4.103 POWERS AND DUTIES OF ARTICLE I CHAPER 4 is amended to reflect following language. G. Function as the procurement agent for the village subject to the following: 1. Negotiate and award contracts for or otherwise effect the procurement of: a) services, materials, supplies and equipment; or b) any public work or improvement contract; if the expenditure pursuant to such contract does not exceed the amount set forth in appendix A, division I of this code. 2. Negotiate and award contracts for insurance services; if the expenditure pursuant to such contract does not exceed the amount set forth in appendix A, division I of this code. 3. In circumstances where the amount exceeds or may exceed those set forth in appendix A, division I as stated in subsection G1 of this section, to procure the goods, services or improvements according to the Illinois municipal code or in such other manner as may be approved by the corporate authorities. Specifically, but not by way of limitation, competitive bidding, as set forth in the Illinois municipal code, shall not be required when the village exercises the option of purchasing with the state or other governmental unit I or when the village pursuant to its home rule powers enters into a joint purchasing contract for materials, supplies or equipment with another entity which has conducted competitive bidding for such materials, supplies and equipment. 4. In case of accidents or other circumstances creating an emergency, award contracts, acquire services and make purchases for the purpose of repairing damages caused by the accident or meeting the public emergency. The manager shall file, within fourteen (14) days with the village board, a report describing the emergency and the necessity of such action, together with an itemized account of all expenditures. SECTION TWO: APPENDIX A — DIVISION I BONDS, SALARIES, INSURANCE AND MISCELLANEOUS — CHAPTER 4 - SECTION 4.103 is amended to reflect the following language. 3 Section 4.103: POWERS AND DUTIES: G. 1. $50,000.00 G. 2. $100,000.00 SECTION THREE: That this Ordinance shall be in full force and effect from and after its passage, approval and publication in pamphlet form in the manner provided by law. AYES: NAYS: ABSENT: PASSED and APPROVED this day of 2023. Paul Wm. Hoefert, Mayor ATTEST: Karen M. Agoranos, Village Clerk 4