"file:///C:From: Gerald Fisher
Sent: Tue Aug 08 12:41:36 2017
To: Dan Huff
Cc: Michelle Satyna; Chris Long; Frank Schoenfeld; Heather Penni; Chaunee Seifried; Bobby Call; Sadie Cramer; Diana Hadley; Rod Lucich; Curtis Kessler
Subject: RE: Fraud Policy
Importance: Normal
Hi Dan,
The document is dated 2015, and I don’t remember receiving a copy of this during my orientation so we need to make sure that it is delivered, read by, and signed by each employee. It needs a signature line at the bottom acknowledging the policy. The second thing we need to do is provide an official purchasing policy that is delivered to each employee that outlines the City’s purchasing rules as well as state rules. State rules allow for purchases of $5,000 or less for contracted work to be selected without competitive bidding (279C.335). Over $5,000 but under $100,000 can be bid using the intermediate procurement or 3 informal quotes (279C.412 – 279C.414). Contract $100,000 and over must be done by competitive bidding (279C.360 – 279C.410). All purchasing is outlined in 279A – 279C.
Our municipal code MMC 1.02.240 also sets out requirements that need to be reviewed and updated. Department heads purchasing authority $1,000 and CM is $10,000. Anything over $10,000 has to go to Council which is a burden on staff that delays project startup and costs the community money.
That was a lot but the fraud policy goes hand in hand with purchasing policy and code update in my thoughts.
Regards,
Gerald Fisher, P.E. | Public Works Director
City of Molalla
117 N Molalla Ave. | PO Box 248 |Molalla, OR 97038
Office: 503.829.6855 | Direct: 503.759.0218
CONFIDENTIALITY NOTICE: The information contained in this email message, including any attachments, is for the sole use of the intended recipient(s) and may contain confidential and privileged information. Any unauthorized review, use, disclosure or distribution is prohibited. If you are not the intended recipient and have received this communication in error, please contact the sender by reply email and destroy all copies of the original message. Thank you.
From: Dan Huff [mailto:dhuff@cityofmolalla.com]
Sent: Tuesday, August 08, 2017 12:00 PM
To: 'Chaunee Seifried' <cseifried@cityofmolalla.com>; 'Sadie Cramer' <cityrecorder@cityofmolalla.com>; Gerald Fisher <gfisher@cityofmolalla.com>; 'Diana Hadley' <dhadley@lincc.org>; 'Rod Lucich' <rlucich@molallapolice.com>; Curtis Kessler <ckessler@molallapolice.com>
Cc: 'Michelle Satyna' <michellems@lincc.lib.or.us>; Chris Long <clong@molallapolice.com>; 'Frank Schoenfeld' <fschoenfeld@molallapolice.com>; 'Heather Penni' <hpenni@cityofmolalla.com>; Bobby Call <bcall@molallapolice.com>
Subject: Fraud Policy
All – We just completed the first phase of our annual auditing process last week and while I was chatting with our auditing teams manager we discussed the standard questions. One of those questions is always in regards to fraud. Fraud is not something that we like to talk about because it sounds very accusatory but as a city we need to be above reproach. So, I have attached our Fraud Policy for your review. If you have questions let me know.
Dan Huff
City Manager
City of Molalla, Oregon
(503) 829-6855
_______________________________________________________________________________
PUBLIC RECORDS LAW DISCLOSURE
This e-mail is a public record of the City of Molalla and is subject to public disclosure unless exempt from disclosure under Oregon Public Records Law. This e-mail is subject to State Retention Schedule