TAMRMS#: B06
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Amendment to City Manager’s Delegation Policy C-CAO-01
Presented by: Kevin Scoble, City Manager
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RECOMMENDATION(S)
recommendation
That City Council Policy C-CAO-01, City Manager Delegations be amended by deleting it in its entirety and replacing it with the version of City Council Policy C-CAO-01, City Manager Delegations provided as an attachment to the June 26, 2017 agenda report entitled “Amendment to City Manager’s Delegation Policy C-CAO-01".
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PURPOSE OF REPORT
The purpose of this report is to recommend policy changes that would eliminate delay and redundancy regarding the approval of:
i. budgeted consultation contracts, and
ii. licenses of use or occupation.
COUNCIL DIRECTION
n/a
BACKGROUND AND DISCUSSION
Professional Services Procurement Authority
Under the City Council Policy C-CAO-01, City Manager Delegations, the City Manager may approve goods and services contracts valued up to $100,000. The City Manager may approve a higher value goods or services contract provided it falls within the allocated budget and is the highest evaluated proposal submitted under a competitive bid process. A nearly identical provision exists for the approval of professional (consulting) services, with the added condition that the City Manager may approve consulting contracts between $100,000 and $1,000,000 provided the services are required “as part of a larger capital project approved by Council”.
However, some budgeted consulting services are not accompanied by a Council-approved “larger capital project”. For example, the City may consult on the development of a complex master plan that may (or may not) include recommendations for future capital improvements yet to be approved. Where these high-value stand-alone consulting contracts are within budget and competitively bid, it seems inefficient and redundant to seek further approval of Council. Therefore, Administration recommends that policy City Council Policy C-CAO-01 be amended to remove the distinction between approvals of regular goods/services contracts and professional (consulting) services contracts.
License approval authority
The City frequently enters into leases, licenses and easement agreements with 3rd parties for the occupation and use of City property. The authority of the City Manager is limited to 5-year license term approvals, while the City Manager may approve leases (under conditions) with terms of up to 10 years. Unlike a license, a lease provides 3rd parties with an exclusive, caveatable interest that “runs with” the land. A license is merely permission to use or occupy property, typically terminating upon the transfer of the licensed property.
It is recommended that the City Manager’s license-approving authority under City Council Policy C-CAO-01 be extended to ten (10) years. This amendment would allow for more flexibility and efficiency in the administration of license approvals.
STAKEHOLDER COMMUNICATIONS OR ENGAGEMENT
Over the years a variety of internal departments and third parties have been impacted by the policy sections now presented for amendment.
IMPLICATIONS OF RECOMMENDATION(S)
Financial: There are no financial implications of particular note. If the proposed amendments are approved, the professional services contracts that may be approved by the City Manager are within budget.
Legal / Risk: There is no notable risk if the recommendations are approved as presented.
Program or Service: As noted, these amendments, if approved, will create efficiencies and greater flexibility.
Organizational: n/a
ALTERNATIVES AND IMPLICATIONS CONSIDERED
As an alternative, Council could either:
i. direct policy amendments of a nature that differs from the recommendation; or
ii. do nothing and accept the status quo.
STRATEGIC CONNECTIONS
a) City of St. Albert Strategic Plan (Policy C-CG-02)
Governance Strategy
Council is committed to ensuring that the City of St. Albert is a responsive, accountable government that delivers value to the community.
b) Long Term Plans (e.g. MDP, Social Master Plan, Cultural Master Plan, etc.)
• N/A
c) Corporate Objectives (See Corporate Business Plan)
• Exercise strong fiscal management
d) Council Policies, Bylaws or Federal/Provincial statutes
• City Manager Bylaw 13/2002
• Policy C-CAO-01 - City Manager Delegations
e) Other Plans or Initiatives (Business Plans, Implementation Strategies, etc.)
• N/A
Report Date: June 26, 2017
Author(s): Gene Klenke
Committee/Department: City Manager’s Office
General Manager: n/a
City Manager: Kevin Scoble