Staff will be presenting for discussion the budget planning and payment approval processes that will be incorporated into the Payment Procedure as an update.

MTECC has limited activities at this point that fall primarily into the following categories:

General Administrative

• Executive Director
• Board Attorney
• Program Management Consultant
• Insurance
• Banking Services
• MPO Administrative Support
  • Board Support
  • Procurement
  • Finance and Accounting

 Project Specific

• Executive Director
• Legal Services
• Procurement
• Program Management Consultant
• Design Consultant
• Construction Contractor
• CEI Consultant

 These items will be included in the annual budget for General Administrative and amended into the annual budget for Project Specific as the projects are identified and funds provided by the member city/grants.
 
The majority of payments will be made under a contract/agreement approved by the MTEC Board with the corresponding budget allocated to the contract/agreement.
 
Based on this staff recommends the following approach for payments:

1. Payments that are made for routine invoices under an executed contract/agreement that are within budget will be approved for payment by the Board Chair and Executive Director.
2. Payments that are for general administrative activities that are under $15,000 that are within budget will be approved for payment by the Board Chair and Executive Director.
3. Payments for items above $15,000 that do not have an agreement and that are withing budget will be provided to the Board under Consent items in the agenda for review.  A Board member may pull any item in the Consent items for discussion if desired.  Once the Board has approved the item it will be paid after approval by the Board Chair and Executive Director.

If you have any questions about this item, please contact Lowell Clary at (850) 212-7772 or lowell.clary@claryconsulting.com.