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