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ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—APRIL 14, 2014 2 Director of Finance and Administrative Services Iverson reported that Mr. Khurana could have a leak in his irrigation lines. She indicated that the water lines have been tested and there are no problems on the City's side. She reported that this testing took place on October 24th. It is staff s opinion that Mr. Khurana used the recorded amounts of water. She requested that the Council provide staff with direction on whether an adjustment should be made to the customer's bill. Councilmember Holden commented that the irrigation company had noted that several heads were leaking, which would also lead to additional water usage. Mayor Grant was in favor of Mr. Khurana paying the entire water bill. He further reviewed the water testing completed by the City on October 24th. He noted that Mr. Khurana was using approximately 65 gallons of water per hour when his irrigation system was turned on. He questioned if the City sent out leak notices. Director of Finance and Administrative Services Iverson explained that the City sent out over 200 leak notices and received a great deal of calls from residents regarding these letters. She reported that these letters assist residents in managing leaking irrigation systems or running toilets. Councilmember Werner stated that based on the letter Mr. Khurana received from Great Northern Irrigation, he believed that the resident used the water and was not in favor of making an adjustment to the bill. The Council directed staff to contact Mr. Khurana and explain that his bill will not be adjusted and to encourage him to investigate the leaks he has in his irrigation system. B. Discuss Purchasing Policy Director of Finance and Administrative Services Iverson explained that the City's Purchasing Policy was last updated in 2004. Since that time, the State Legislature has revised Minnesota Statute 471.345 on Competitive Bidding and Quotes. Director of Finance and Administrative Services Iverson indicated that the Financial Planning and Analysis Committee (FPAC) is doing a review of all of the City's policies and has recommended the following updates: 1. Reflect current Minnesota State Statutes in regards to Competitive Bidding and Quotes. 2. Respond to our Auditor's questions concerning the coding of invoices. They raised concerns regarding our internal controls and the ability of the departments to manage their budgets if they are not coding their own invoices. (We may receive an audit comment in this area for 2013.) 3. New IRS regulations requiring the City to have a completed IRS Form W-9 on file before payments can be processed for vendors.