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4 <br /> <br />6.5 The Finance Division policy is for bills/invoices to be paid on one of the bi-monthly Claims <br />lists presented to the City Council. As such, all payment requests must be submitted to <br />the Accounts Payable Clerk prior to 8:00 A.M. on the first and third Tuesday of each <br />month. <br /> <br />6.6 Following approval of the Claims list by the City Council, the Accounts Payable Clerk will <br />distribute or mail payments the following business day. <br /> <br />7.0 Prohibited Expenditures <br /> <br />7.1 The following is a list of specifically prohibited expenditures with exceptions only/if as <br />otherwise noted in other City Policy. Note that this is not complete listing. <br /> <br />a. Alcoholic Beverages b. Dues to Social Clubs <br />c. Personal Purchases d. Greeting/Sympathy cards <br />e. Pictures, Artwork, Décor f. Employee Parties (including holiday parties) <br />g. Gifts of any kind h. Refreshments for Routine Meetings <br />i. Holiday Decorations j. Entertainment <br />k. Decorations for office l. Contributions or Donations <br />m. Flowers n. Lobbying <br /> <br />8.0 Cooperative Purchasing <br /> <br />8.1 The City may increase savings from bulk discounts by making purchases jointly with one or <br />more governmental units through joint powers agreements. <br /> <br />8.2 Under these programs, several governmental units can enter into an agreement to <br />authorize one party to solicit bids and provide for the purchase at the option of each <br />participating governmental unit. <br /> <br />8.3 Once the governmental units agree on the specifications of the item, one party may <br />advertise for bids on behalf of all the parties that participate in the agreement. Rather <br />than specify a specific number of items, the advertising participant will advertise for a <br />range of quantities estimated for the entire group. <br /> <br />8.4 Each participating unit can make the final decision on whether to purchase the items from <br />the successful bidder. <br /> <br />9.0 Emergency Purchases <br /> <br />9.1 Emergency situations may arise where the normal purchasing process cannot be followed <br />for the procurement of goods and services. <br /> <br />9.2 Emergency purchases are those made by department managers where an immediate <br />purchase is necessary to correct a situation, which would adversely affect the life, health, <br />or safety of the citizens. <br /> <br />9.3 Whenever possible the current purchasing policies and procedures should be followed <br />even when an emergency is declared, but as described above if the emergency requires <br />speedy action essential to the health, safety, and welfare of the community and if there <br />has been an emergency declaration, the standard purchasing policies and procedures can <br />be waived in accordance with Minnesota Statute 12.37.