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5 <br />9.3 Every effort shall be made to contact the City Administrator whether the emergency occurs <br />during or after normal working hours. On the next business day, such emergency shall be <br />documented with the City Administrator & Finance Director. <br /> <br />9.4 In the event of a prolonged emergency, Minnesota Statute 12.29 gives the Mayor the <br />authority to declare a local emergency and may be extended by the City Council. During <br />such an emergency, if authorized by City Council, the City is not required to use the <br />typically mandated procedures for purchasing and contracts. During that time, the <br />governing body may waive compliance with the prescribed purchasing guidelines, <br />including compliance with Minnesota Statute 471.345, Uniform Municipal Contracting <br />Law. <br /> <br />10.0 Preapproved Purchases <br /> <br />10.1 The City Council has pre-approved payment for items such as utility accounts and payroll <br />transfers that occur in the normal course of business. These are contractual accounts for <br />services that are approved as part of the budget process. <br /> <br />10.2 The exceptions that fall under this situation include: <br />a. Utility Bills (fuel, natural gas, telephone, solid waste) <br />b. Metropolitan Council Environmental Services <br />c. Fringe benefits and other payroll related items <br />d. Auto, property, liability, and workers compensation insurance premiums <br />e. Utility overpayment refunds <br />f. Employee reimbursements for budgeted purchases <br />g. Gasoline and diesel fuel <br />h. Contractual payments for agreements previously approved by the City Council <br />i. Copier leases <br />j. Mandated licenses, permits, and fees to the State and Federal Government <br />k. Debt Service Payments as listed in the Debt Service Schedule in bond documents <br /> <br />11.0 Decentralized Purchasing <br /> <br />11.1 The City of Oakdale has a “decentralized” purchasing program where individual <br />departments are responsible for making their own purchases. There are a few exceptions <br />including State Bid vehicles and other similar state or cooperative purchasing agreements. <br /> <br />11.2 All other purchases should follow the rules below: <br />a. Determine the need for commodities or services. <br />b. Research the cost of the purchase and determine proper purchasing alternative. <br />c. Determine the appropriate account coding and whether there are sufficient funds <br />available in that budget line item. <br />d. Follow the quick reference matrix to determine preapproval process. If bids/quotes are <br />required, ensure these are included with the preapproval process. <br />e. Code the invoice for processing. <br />f. Accounts payable listing is approved by City Council. <br />g. Payment is made by the Finance Department. <br /> <br /> <br />