One of the greatest benefits of the city's new administrative software system, Tyler Munis, is the increased functionality it provides.  Specifically, the city is now able to better track data that is entered into the financial system including expenses, revenues and contracts related to professional services. Tracking expenses to comply with state legislation regarding thresholds is now more effective and more transparent in the new system. 

As a result of this increased functional capacity, certain efficiencies have been identified such as streamlining authorization for professional services contracts.  By designating signatory authority to the City Manager to execute all contracts that end up exceeding $50,000 over the course of a fiscal year, Council will not have to be burdened with approving multiple professional services contracts that may or may not ever exceed $50,000 for total amounts that have previously been authorized by Council in the budget. Furthermore, this will ensure that services provided to our patrons by those professional service providers are not interrupted while awaiting City Council action.

The Parks and Recreation Department utilize professional service providers such as independent contract instructors, coaches, referees, etc., for various recreational programs, leagues and events.  Historically these services are fee based with the City paying the contract vendor either a percentage of revenue or hourly rate for services rendered. Revenues received cover expenses paid, but it is often a challenging exercise to predict the total amount of revenues that may or may not be generated by those vendors over the course of a fiscal year. This makes proper management of the contracts and tracking of the expenses that much more important.  In Tyler Munis, this data can now be better tracked for managing contracts and ensuring compliance with state legislated expenditure thresholds.

The projected General Fund expense of $643,251 is based on projected revenue of $1,193,835 in the fiscal year. Expenses and Revenues are budgeted for and approved by the Allen City Council in the FY 2018 Adopted Budget.

Staff Recommends that City Council Authorize the City Manager to Execute Contracts for $50,000 and greater for Professional Services and delegate signatory authority to a Parks and Recreation Designee to Execute Contracts for an amount less than $50,000, as provided in the approved 2018 budget for various Parks and Recreation Centers and Programs for an annual amount of $643,251.

I make a motion to authorize the City Manager to Execute Contracts for $50,000 and greater for professional services and delegate signatory authority to a Parks and Recreation Designee to Execute Contracts for an amount less than $50,000, as provided in the approved 2018 budget for various Parks and Recreation Centers and Programs for an annual amount of $643,251.