March 19, 2022 Minutes

Topics: purchase requisitions

Management, Saturday March 19, 2022

9:45-10:30 a.m.  in person at Prices’

Present: Scott, Kay (notes)

Action Items: Kay will modify request form.

Above a certain amount, say $250? even when the money is in the budget, ask committees to submit a request to Management for approval in advance of the purchase.

The $20 limit before a second signature is required was set in the mid-1990s.  Raise it to $50.  Formalize that the second signature can’t be a member of the same household.

Since this is a change in “how things are usually done”, Kay feels we need to get community approval before requiring it.

Conflict of interest.  Needs more discussion to flesh out.

“Please attach research on product selection and price comparisons.  If this is not the lowest price, explain what features this has that others don’t.”

Modify the purchase/reimbursement request. Simpler to have just one form, not a separate one.  Add policy instructions.  Kay will need to see if her hard drive can be recovered. :O  As an interim measure we can find a pdf copy of the request and edit it.

- requested by

- requisition date

- required by date

- budget category

- signature of requester plus co-sign

- approval signature by Management

- date when approved, preferably at a mgt mtg (record in minutes)

- if approved at a mgt mtg, anyone on management can sign

-  quantity

- description

- unit price

- total

- attach bids or research

Added later by Kay:

- business purpose

- reminder to add to community inventory (form for inventory info?)

- amounts to be adjusted for inflation periodically, e.g., in years ending in zero.