CR 98-136 Amend Legislative Policy 6-A Purchasing Policy Describing Purchasing & Disbursements Procedures of the City0
August 18, 1998
Supporting Information
Resolution #98 -52
Legislative Policy #6 -A
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Lori Kifager
Finance Director
AMEND LEGISLATIVE POLICY #6 -A
PURCHASING POLICY DESCRIBING PURCHASING
AND DISBURSEMENT PROCEDURES OF THE CITY
Proposed Action
Staff recommends that the Council approve the following motion: Move that the Hopkins City
Council approve Resolution #98 -52, amending Legislative Policy #6 -A.
Adoption of this motion will change the current purchasing and disbursement procedures of the
city.
Overview
The City of Hopkins is a Homerule Charter City. Minnesota Statute allows homerule cities to
establish their own procedures for disbursing funds. Currently the council is in the process of
changing its City Charter in regards to purchases and disbursements of city funds. At the same
time the legislative policy regarding these issues needs to be amended.
Primary Issues to Consider
0 Currently the council pre- approves all payments of the city.
Proposed Procedures
Eliminate the pre - approval of budgeted expenditures and liabilities of the city.
Issue checks weekly to take full advantage of discounts, avoid late fees and maximize cash
flow.
Provide the council with a list of vendors and amounts to be paid, weekly, for review.
Monthly, at a regular council meeting, the council will receive a list of checks issued, along with
amounts and vendors, for review and ratification.
Adjust bid requirement amounts to reflect charter changes.
Council Report 98 -136
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CITY OF HOPKINS
Hennepin County, Minnesota
RESOLUTION NO. 98-52
A RESOLUTION AMENDING LEGISLATIVE POLICY MANUAL, CHAPTER 6 -A
PURCHASING POLICY
WHEREAS, The City Council has determined that changing the purchasing and disbursing
procedures would benefit the city as a whole; and
WHEREAS, changes to the City Charter will take affect changing the purchasing and disbursing
practices of the City; and
WHEREAS, the Hopkins City Council adopted a Legislative Policy in 1987 establishing policies
and procedures for purchasing and disbursements; and
WHEREAS, the existing policy needs to be amended to reflect changes in the City Charter;
0 NOW THEREFORE BE IT RESOLVED, that the City Council of the City of Hopkins hereby
amends the Legislative Policy #6 -A, Purchasing Policy, by amending the purchasing
requirements and the payment procedures to coincide with the changes in the City Charter
chapters 6 and 7, (amended policy attached).
NOW THEREFORE BE IT RESOLVED, that these amendments will go into affect on January 1,
1999.
Adopted by the City Council of the City of Hopkins this 18th day of August, 1998.
ATTEST:
Terry Obermaier, City Clerk
By
Charles D. Redepenning, Mayor
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2.02 The Finance Department shall maintain a file on possible suppliers, as well as
catalogues, advertising, etc.
2.03 When necessary for City departments to correspond with suppliers on some technical
matter, copies of the correspondence shall be forwarded to the Purchasing Agent.
2.04 All employees of the City shall keep themselves free of obligation to any of the City's
suppliers.
3. REQUIREMENTS FOR PURCHASING
3.01 Field Orders. For all commitments under $200.00 not covered by purchase order or
petty cash. Field orders are prenumbered and assigned to departments and must be
signed by the department head. This is a three part form. The original is signed by the
employee and the vendor and is left with the vendor. First copy (blue) is forwarded to
Accounts Payable by the next working day with sales slip, invoice, or delivery ticket
attached. Second copy (green) remains in the book for the department.
3.02 Purchase Orders.
(1) $200 - $1,000 Requisition signed by Department Head.
(2) $1,000 - $5,000 Requisition signed by Department Head. Attach two informal
quotes.
(3) $5,000 - $15,000 $25,000 Requisition signed by Department Head and City
Manager. Three informal quotes.
(4) Above $4--5 $25,000 Advertise /sealed bids per M.S.S. 471.345. Signed
contract replaces need for purchase order.
3.03 All non - budgeted purchase requests over $500.00 must be accompanied by a staff report
justifying the expenditure. Requisition must be signed by the City Manager.
3.04 DEFINITIONS
Capital Outlay - the purchase of any item or equipment costing over $200 and having a
useful life of at least 3 years.
Operating and Maintenance Supplies - non - capital outlay items, equipment, or services
necessary for normal operations and maintenance.
3.05 Multiple item purchases form a single vendor are to be placed on one purchase order.
4. PURCHASE REQUISITION
4.01 The purchasing requisition serves to inform the Purchasing Agent of the needs of the
requisitioning department and to define exactly the material supply or service requested.
Legislative Policy Manual -- Chapter 6 -A
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7.04 For certain limited uses a "Request for Check" form can be submitted to have a check
prepared (e.g. travel advance, certain repetitive agreement payments if no invoice is
available, etc.)
7.05 All costs incurred by an employee for travel, seminars, meetings, parking, etc. are to be
submitted on a "Travel Expense Voucher ".
7.06 Please forward all requests to Accounts Payable as they are completed daily. In order to
be included in the next check issuance, on a council prelist an item must be in
Accounts Payable by noon on the Tuesday Wednesday preceding a council meeting
the Friday check run.
7,07 When a payment will exceed $50,000 you must notify Finance two weeks in advance.
Also if there is some uncertainty about when a check needs to be released, notify
Finance to hold a check exceeding $10,000 for more than three days.
7.08 Partial payments on a purchase order shall not be made except in extreme situations. If
necessary, a copy of the purchase order should be forwarded with the partial payment
and the goldenrod copy forwarded with the final payment on the purchase order.
7.09 Interim checks will only be issued in emergency situations. ,
7.10 A list of vendors and payment amounts will be provided to the council on a weekly
basis and a list of checks issued will be reviewed by the council once a month and
ratified at a regular council meeting.
8. PETTY CASH
8.01 Two petty cash funds are maintained:
1. City Hall Receptionist
2. Public Works Administration•
8.02 Petty cash purchases shall be kept to a minimum. A sales slip or petty cash voucher
must include explanation of what was purchased, account code and signature or person
receiving the cash. The petty cash funds will be maintained on an imprest system.
Legislative Policy Manual -- Chapter 6 -A
Established 8/18/87
Revised 6/26/92
Revised 8/12/98
City of Hopkins
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