Discussion and possible action on any and all matters regarding the venue for the 2017 Employee Annual Picnic at Waylon's Water World, purchase of food, use of amenities and waiver of the purchasing procedures as permitted under San Luis City Code Section 36.01 (H).  (Olivia Jenkins, Human Resources Director)

Staff is seeking waiver of the purchasing procedures for expenses to be incurred with the purchase of food and use of amenities in the amount of $10,000.00 to hold the 2017 Employee Annual Picnic at Waylon's Water World as permitted under San Luis City Code - Purchasing Section 36.01 (H).  In previous years, the city employees' picnic event has been held at this same location; venue went out of business last year, but now it has re-opened its doors for business and the option has become available.  Employees have expressed their satisfaction holding employees' picnic event at this location.  Therefore, Human Resources has contacted new owners to schedule a date for event for June 10, 2017. Taking this into consideration, HR Department believes the proposed venue is appropriate for both employees and their families to enjoy this annual employee event. The amount budgeted for Fiscal Year 2016-2017 is $10,000.00, at time of this presentation, HR has not received the formal proposal, hence request is to use, if needed, the amount budgeted. 

For purchases in the amount of $10,000.00 San Luis City Code - Purchasing Section 36.01(C) requires three (3) verbal quotes.  HR has researched costs at other venues.  Waylons  Water World has amenities that are unique in this area so the quotes obtained would not be comparable to what is offered at Waylons Water World.  Therefore, staff is requesting that the in addition to allowing HR to spend its budget for the employee picnic, staff is also requesting that formal purchasing procedures be waived as is allowed under San Luis City Code-Purchasing Section 36.01(H).