(A) Contracts requiring Commission approval.
(1) The following types of contracts or agreements shall require Board of Commissioner approval prior to execution:
(a) Contracts involving an amount over $40,000;
(b) Loans or grants of city funds, including, but not limited to, economic development incentives and city incentives;
(c) Leases, easements, revocable licenses or other grants of an interest in city-owned real property;
(d) Receipt of federal or state or philanthropic grants and contracts requiring an in-kind match of city services or staff time; and
(e) Intergovernmental agreements.
(2) The Mayor shall be solely authorized to execute contracts requiring Board of Commissioner approval. If the Mayor is not available, the Vice- Mayor may execute the contract in his or her stead.
(3) The above notwithstanding, the following types of contracts shall be exempt from requiring individual Commission approval:
(a) Loans and/or grants of $40,000 or less, which are for federal housing assistance programs with yearly program guidelines previously approved by the Board of Commissioners, and utilizing funds received from the U.S. Department of Housing and Urban Development (HUD). These include funds from the Community Development Block Grant Program (CDBG), the Home Investment Partnerships Program (HOME) and any other HUD grants awarded to the city; and
(b) Loans and/or grants of $40,000 or less, which are provided with funding from The Coronavirus State and Local Fiscal Recovery Funds (SLFRF) program, a part of the American Rescue Plan Act (ARPA), through programs previously approved by the Board of Commissioners, such as the ARPA Mortgage Assistance Program and ARPA Home Repair Program.
(B) Small contracts. In accordance with KRS 83A.150(9), the Board of Commissioners hereby delegates to the City Manager the authority to approve, and the Mayor the authority to execute, “small contracts”. Small contracts are any other type of agreement not requiring Board of Commissioner approval as described above. Approval and signature of small contracts shall be subject to the following additional provisions:
(1) If the small contract involves an expenditure of funds, the funds for the expenditure must be appropriated in the budget previously approved by the Board of Commissioners; and
(2) If the Mayor is not available, the Vice- Mayor may execute the contract in his or her stead. If the Vice-Mayor is not available, the Mayor is authorized to appoint the City Manager as his or her designee for small contract signatures.
(C) Authority and responsibility.
(1) The City Manager shall be responsible for providing a quarterly report to the Board of Commissioners on all contracts approved by the City Manager and the Mayor in the preceding quarter. The report shall identify the vendor, amount of the contract, date of approval and purpose of the contract.
(2) Based on the reporting provided by the City Manager, the Board of Commissioners reserves the right to set policies on various contract categories that would otherwise be eligible for City Manager approval.
(1984 Code, § 35.51) (Ord. O-42-18, passed 12-11-2018; Ord. O-33-19, passed 10-29-2019; Ord. O-22-22, passed 11-29-2022; Ord. O-12-23, passed 8-8-2023)