Among its many points, the three-page document imposed controls and authority for purchases, gives guidelines for purchases during emergencies, establishes a uniform purchasing form, designates representatives of departments and gives them purchase limits, covers the issuance of credit cards and how to purchase office supplies, and covers petty cash purchases.
The city updated its policy in 2006 but didn't follow up with an ordinance establishing procedures and controls, according to City Administrator Dale Neiman's report.
The main point of concern raised on the policy was the issuance of credit cards, which Neiman said was the topic of a lot of discussion at a city staff meeting.
The city already has credit cards outstanding, Neiman reported; some of the cards have names on them, some don't. The new policy would issue all cards with names.
The new procedures call for issuing cards to the chief of police, lieutenants and sergeants, with a maximum credit limit on the cards set at $6,000.
The director of finance, city clerk and public works director also are to be issued credit cards with $6,000 maximums.
Council member Joyce Overton said it was improper to issue credit cards to finance department staff, since they are involved with finance controls.
“I have a problem with all these people having credit cards,” she said.
Overton said she could understand Police Chief Allan McClain or a lieutenant having a credit card, but questioned giving them to all five of Clearlake Police's sergeants.
Neiman explained that the police department needed a minimum of two credit cards. He said the additional cards for sergeants were because McClain and his lieutenant may not be readily available in emergency situations.
McClain explained that some training needs can't be set up without a credit card. He added that, during a recent incident involving hand grenades the department found, staff had to go out and get sandbags which the department doesn't keep on hand. Hazmat incidents also require special materials.
He argued that the council holds him accountable for his budget and he holds his staff accountable for their purchases.
“It just seems like it's going to get out of hand,” said Overton, adding that McClain should be available during emergencies to make purchases.
He replied that if they're arming officers and trusting them to make difficult decisions on the street, they should be able to be given credit cards, which he thinks will be OK, especially if the cards are issued in a person's name. That person must then justify the purchase.
“OK, I'm going to trust you on this one,” said Overton, adding that she still didn't support issuing credit cards to finance department staff.
Neiman said they could drop the cards for finance and have City Clerk Melissa Swanson or Public Works Director Doug Herren make purchases instead.
Overton moved to accept the revised policy, which also added monthly limits to purchase orders, which the council approved 5-0.
Also on Thursday, the council approved a rental policy for the Highlands Senior Center and city parks after debate that ranged over three meetings, held a public hearing on small wind energy systems and turned down an appeal by Wendy Fetzer for administrative penalties for failing to abate nuisance properties.
E-mail Elizabeth Larson at
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