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CITY COUNCIL WORK SESSION April 2, 2018 <br />DRAFT <br /> 3 <br /> 91 <br />Council Member Stoesz asked for confirmation that a person who is impaired can legally 92 <br />enter a contract. 93 <br /> 94 <br />The council concurred that the program should proceed and they would like an update in 95 <br />the future. 96 <br /> 97 <br />5. Purchasing Card System- Director Cotton reviewed her written report. She 98 <br />has provided detail on the city’s current purchasing card program. The program is 99 <br />connected to a contract between the State of Minnesota and US Bank. The user manual 100 <br />for the program was included in her staff report. She pointed out that there are currently 101 <br />eighteen cards utilized for the city. Staff has been made aware of the potential of 102 <br />expanding the program and she remarked that she had emailed more information on the 103 <br />subject. 104 <br /> 105 <br />Director Cotton discussed risks with the council. Multiple payments is a possibility if an 106 <br />invoice is submitted and the card bill is paid. There is a convenience to having the cards. 107 <br /> 108 <br />Mayor Reinert asked for a best practices recommendation. Ms. Cotton said this probably 109 <br />is best practice. She added that the cards are held only by employees with purchasing 110 <br />authority. 111 <br /> 112 <br />Council Member Stoesz suggested that there could be an incentive for payment if the card 113 <br />is connected to the individual’s credit. Ms. Cotton said the city cannot tie personal 114 <br />liability to an employee under this program. 115 <br /> 116 <br />Council Member Manthey said in his private sector position he has to provide receipts 117 <br />and doesn’t have a card. He’s fearful with so many cards out there that are attached to the 118 <br />city there could be some liability to the city (in getting correct purchases and receipts). 119 <br /> 120 <br />Ms. Cotton stated that she doesn’t have a problem with the eighteen persons holding 121 <br />cards. She added that the card balance is paid every month with the receipts in place. 122 <br /> 123 <br />The council requested that staff continue to review the process and policy for 124 <br />improvement. 125 <br /> 126 <br />Mayor Reinert remarked, off topic, that automotive parts purchasing sometimes includes 127 <br />rebates or incentives. The city should audit or investigate its operations in regard to that. 128 <br />Council Member Rafferty asked for a future update. 129 <br /> 130 <br />6. Technology Upgrades – Director Cotton reviewed her written report regarding 131 <br />the council’s discussion of the process for replacement of council electronic devices 132 <br />(tablets/laptops). She reviewed the results she gathered from looking at the practices of 133 <br />other cities. The information is provided for council discussion. 134 <br /> 135