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CITY COUNCIL WORK SESSION April 2, 2018 <br />APPROVED <br />91 <br />92 Council Member Stoesz asked for confirmation that a person who is impaired can legally <br />93 enter a contract. <br />94 <br />95 The council concurred that the program should proceed and they would like an update in <br />96 the future. <br />97 <br />98 5. Purchasing Card System- Director Cotton reviewed her written report. She <br />99 has provided detail on the city's current purchasing card program. The program is <br />100 connected to a contract between the State of Minnesota and US Bank. The user manual <br />101 for the program was included in her staff report. She pointed out that there are currently <br />102 eighteen cards utilized for the city. Staff has been made aware of the potential of <br />103 expanding the program and she remarked that she had emailed more information on the <br />104 subject. <br />105 <br />106 Director Cotton discussed risks with the council. Multiple payments is a possibility if an <br />107 invoice is submitted and the card bill is paid. There is a convenience to having the cards. <br />108 <br />109 Mayor Reinert asked for a best practices recommendation. Ms. Cotton said this probably <br />110 is best practice. She added that the cards are held only by employees with purchasing <br />i 1 i authority. <br />112 <br />113 Council Member Stoesz suggested that there could be an incentive for payment if the card <br />114 is connected to the individual's credit. Ms. Cotton said the city cannot tie personal <br />115 liability to an employee under this program. <br />116 <br />117 Council Member Manthey said in his private sector position he has to provide receipts <br />118 and doesn't have a card. He's fearful with so many cards out there that are attached to the <br />119 city there could be some liability to the city (in getting correct purchases and receipts). <br />120 <br />121 Ms. Cotton stated that she doesn't have a problem with the eighteen persons holding <br />122 cards. She added that the card balance is paid every month with the receipts in place. <br />123 <br />124 The council requested that staff continue to review the process and policy for <br />125 improvement. <br />126 <br />127 Mayor Reinert remarked, off topic, that automotive parts purchasing sometimes includes <br />128 rebates or incentives. The city should audit or investigate its operations in regard to that. <br />129 Council Member Rafferty asked for a future update. <br />130 <br />131 6. Technology Upgrades — Director Cotton reviewed her written report regarding <br />132 the council's discussion of the process for replacement of council electronic devices <br />133 (tablets/laptops). She reviewed the results she gathered from looking at the practices of <br />134 other cities. The information is provided for council discussion. <br />135 <br />3 <br />