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Item No. 7F Type of Business: CB WK: Work Session; PH: Public Hearing; CA: Consent Agenda; CB: Council Business City of Mounds View Staff Report To: Honorable Mayor and City Council From: Charles Hansen, Finance Director Item Title/Subject: Resolution 5733 Approving a New Purchasing Policy for the City of Mounds View and Amending Section 1.50 of the Personnel Manual Date of Report: March 20, 2002 Attached is the latest draft of the proposed purchasing policy and a resolution approving it. This incorporates input the City Council provided at the March 4, 2002 work session and input from city staff. Changes to the policy since March 4 depict additions in italic type and deletions in strike-out type. Highlights of the changes are as follows: Section 2.1 . A sentence was added requiring the retention of quotes and bids. Section 2.2 – 2.4 The word purchases was substituted for the word contracts. Section 4.1. The phrase “employee’s expenses” was changed to read “employee’s approved expenses.” Section 4.1.A. The words “not exceed” replaced “follow” in reference to IRS Guidelines. A sentence was added requiring the submission of individual itemized receipts. Times of day were added to the table breaking down the IRS per diem rate. Section 4.1.C.2 The words “and recognized by the City” were struck from the section on mileage rate. The Mounds View Personnel Manual Section 1.50 was duplicated in the draft Purchasing Policy in order to avoid having conflicting regulations for employees. Changes listed above will create inconsistencies between the Purchasing Policy and the Personnel Manual. Resolution 5733 also directs staff to update the Personnel Manual to copy the provisions of the Purchasing Policy. The City Council should also consider asking the Charter Commission to update the Charter so that sections dealing with sealed bids will specify the new threshold of $50,000 instead of $25,000. Respectfully Submitted, Charles Hansen