4.7. SR 04-07-2014 - Laserfiche WebLink

Home Browse Search

Emergency Purchases Under Minnesota's Emergency Management Act,the city has the authority to enter into contracts during an emergency without following many normally required procedures. An emergency is defined as "an unforeseen combination of circumstances that calls for immediate action to prevent a disaster from developing or occurring". A disaster is "a situation that creates an actual or imminent serious threat to the health and safety of persons, or a situation that has resulted or is likely to result in catastrophic loss to property or the environment,and for which traditional sources of relief and assistance within the affected area are unable to repair or prevent the injury or loss". During an emergency or disaster, the City Council may waive compliance with the time-consuming procedures or formalities concerning: 1. The performance of public work 2. Contracting 3. Incurring obligations 4. Renting equipment 5. Purchasing supplies and materials Emergency purchases will only be allowed when the mayor issues a proclamation declaring an emergency, and the steps listed in Minn. Stat. � 12.29 are completed. Credit Card Use According to Minn. Stat. � 471.382, the City Council may authorize the use of a credit card by any city officer or employee otherwise authorized to make a purchase on behalf of the city. A purpose of this policy is to establish criteria for who may be issued a credit card and the specific use of the credit card. Authority for Credit Card Holder City staff having authority to make certain purchases will be eligible credit cardholders. A department director may request a credit card for city authorized purchasers when there is a demonstrated efficiency to be gained. The Finance Director must review and approve each request before the card is issued. Such requests must include the following information: 1. The name of the specific user 2. The general reason and types of purchases they will be making 3. Any other information necessary to complete the credit card process The department director is responsible for notifying the Finance Director when any changes occur to the cardholder's status. Types of Purchases Allowed by Credit Card A purchase by credit card must comply with all statutes, rules, and city policies applicable to city purchases. Specifically: 1. All purchases must be made by the authorized card holder. 2. All credit card purchases must comply with the city's Purchasing Policy guidelines for quotes and bids. 3. All expenditures must be within the limits established by the department budget. Financial Management Policies Page 20