Chapter 2.20
CONTRACT REVIEW BOARD
Sections:
2.20.020 Local contract review board – Powers of the board – Authority to adopt rules.
2.20.030 Organization of the board.
2.20.040 Authority to obligate city.
2.20.050 Delegation of authority to obligate city.
2.20.060 Limitation to expenditures.
2.20.070 Purchasing from city employees.
2.20.010 Definitions.
As used in this chapter, unless the context requires otherwise:
A. “Board” means the city of Fairview local contract review board.
B. “Public contract” means a sale or other disposal, or a purchase, lease, rental or other acquisition, by the city of personal property, services, including personal services, public improvements, public works, minor alterations, or ordinary repair or maintenance necessary to preserve a public improvement. (Ord. 3-2016 § 1 (Exh. A); Ord. 5-1999 § 1)
2.20.020 Local contract review board – Powers of the board – Authority to adopt rules.
A. The city council is hereby designated as Fairview’s local contract review board for contractual matters relating to the city.
B. The board shall have all the powers granted by state law.
C. The board shall adopt rules by way of resolution governing the awarding of public contracts. (Ord. 3-2016 § 1 (Exh. A); Ord. 5-1999 § 1)
2.20.030 Organization of the board.
A. The mayor shall act as the chair of the board and the president of the council shall act as vice-chair.
B. The chair shall preside over the meetings, and in their absence or a vacancy occurs, the line of succession shall be the same as the line of succession which applies to the council.
C. Meetings of the board may be scheduled at any time, including before, after or during a regularly scheduled city council meeting.
D. Meetings shall be called in the same manner as a city council meeting.
E. Notice of the meeting shall be given as provided by state law.
F. The meeting agenda shall be prepared by the city manager or designee.
G. Quorum requirements for the board shall be the same as those established for city council.
H. The city manager or designee shall be present at all meetings of the board and shall provide for the recordation of all meetings and shall maintain minutes of all meetings as required by law.
I. The city manager or designee shall maintain the records and prepare findings and reports as required by the board and the rules adopted by the board. (Ord. 8-2021 § 1; Ord. 3-2016 § 1 (Exh. A); Ord. 5-1999 § 1)
2.20.040 Authority to obligate city.
The city council shall approve all public contracts except as otherwise provided in FMC 2.20.050. (Ord. 3-2016 § 1 (Exh. A); Ord. 5-1999 § 1)
2.20.050 Delegation of authority to obligate city.
The city manager or designee may enter into a public contract which does not exceed $50,000 without specific council approval. This delegation of authority is provided that the obligation is part of an adopted budget, the rules of the board are satisfied by written findings and a record is made of the transaction which shows compliance with the rules. This delegation of authority shall be subject to the limitation of FMC 2.20.060. (Ord. 8-2021 § 1; Ord. 3-2016 § 1 (Exh. A); Ord. 5-1999 § 1)
2.20.060 Limitation to expenditures.
The delegated authority to obligate the city shall be subject to the following limitations when making a purchase:
A. The expenditure shall be for a single complete item or contract. (Ord. 3-2016 § 1 (Exh. A); Ord. 5-1999 § 1)
2.20.070 Purchasing from city employees.
The purchase of any supplies, materials, equipment, labor or services, including personal, professional, technical and expert services from any city employee, or any business with which a city employee is associated shall be subject to prior written approval by the city manager and approval shall be based upon findings that:
A. The purchase will result in the most efficient method to accomplish the city’s purpose;
B. The purchase could not lead to any alleged violations of the personnel rules;
C. The approval of the purchase could not lead to an adverse employer-employee relationship should the contract be unsatisfactorily performed;
D. All rules adopted by the board have been satisfied.
For the purposes of this section “any business with which a city employee is associated” means any business of which the employee is a director, officer, owner or employee, or any business association in which the employee owns or has owned more than 10 percent of the business within the preceding year. (Ord. 8-2021 § 1; Ord. 3-2016 § 1 (Exh. A); Ord. 5-1999 § 1)