Agenda - Council - 12/08/2020 - Laserfiche WebLink

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Section 1. Purchasing Guidelines 1.1 Policy Statement The goal of the Purchasing Policy is to ensure that all purchases are consistent and comply with applicable Federal, State and local statutes, laws, codes, ordinances and rules; to establish internal controls; to maintain the appropriate documentation and to ensure the best value for the public money. This Purchasing Policy will be used for all purchases made by the City of Ramsey. All City of Ramsey employees and elected officials shall comply with this policy. Contacts made contrary to this policy may be voidable. 1.2 Authorization The purchasing policies of the City of Ramsey are established by the City Council under the City Charter (Section 6.4), the City Code and state statute. City funds may only be spent for purposes that are expressly or implicitly authorized by statutes or the City's charter and must be for a public purpose. • Roles and Responsibilities: o The City Council is responsible for ensuring proper accountability of the public funds entrusted to the City and establishing procurement controls necessary for the City to operate efficiently. o The City Administrator is responsible for overseeing the City operations. Ensuring proper accountability of the public funds entrusted to the City of Ramsey and preserving the procurement controls necessary for the City to operate efficiently. o Department Heads/Managers are responsible for adherence to the procurement policy and procedures. o Department Supervisors will be responsible for ensuring their employees are trained in proper procurement procedures, reviewing and approving requisitions and procurement card purchases and the proper planning of procurements. Supervisors are responsible for the proper administration and monitoring of payments and the performance of all contracts. o City employees at all levels including elected officials shall be held accountable for compliance with the purchasing policy. 1.3 Budget Under state statute and City Charter, the annual adoption of the Budget shall constitute City Council appropriations for the year. Budgetary control shall be exercised at department and fund levels. The City Administrator shall identify Department Heads or other staff who shall be responsible for each fund or department in the annual budget. These individuals shall be responsible for compliance with the annual budget and for all expenditures related to their respective departments. The City of Ramsey will adhere to MN Statute 471.345: Uniform Municipal Contracting Law and the following methods of procurement shall be adhered to: 1