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01-113OR�GiN��L Presented By Council File # O 1� 1\3 Green Sheet # 101165 ORDINANCE CITY OF SAINT PAUL, MINNESOTA Referred To Committee: Date 3'� 1 An amendment to Saint Paui Adtnnustrative Code Chapter 86 requiring: that the city may allow officials, 2 officers and employees to incur charges for city purposes; the addition of wire transfers upon city depositories 3 to be subj ect to the code; the substitution of the required signature of the chief accountant by that of the 4 director of fmancial services; and that the office of financial services establishes the accounting and treasury 5 procedures for these charges and transfers. THE COUNCIL OF THE CITY OF SAINT PAUL DOES ORDAIN: Section 1 Section 86.08 of the Saint Paul Legislative Code is hereby amended to read as follows: Sec. 86.08. City payments. The ci , mav allow officials officers and emplovees of the city to incur charees for cit�purposes by use of check credit char�e or debit card electronic or wire transfer. The city charges shall be made in accordance with established accountin� and treasurv nrocedures of the Office of Financial Services. All payments from the city treasury shall be by check or electronic or wire transfer upon city depositories, and all checks shall be signed by the mayor and chief�ccaurc�ant director of financial services, or similarlv desig ia� ted position, on behalf of the city. Both the signatures of the mayor and director of financial services, or similazly designated position, may be printed, lithographed, stamped or engraved on such checks. Check, e�lectronic, or wire transfers must be done in accordance with established accounting and treasury procedures of the Office of Financial Services Requested by Office of: ..t� � � - �� :�%''Jr! �,- ....- �._ - - •�/',% � : r Adoption Certified by�Council Secretary Form A r ved by City Attorney � By: �, • � BY � � �� /jA , Approved by Mayor for Submission to Approved by Mayor: Date r' �� Council ,/ �C�� ^✓/ �(�v By: �� g�, ` � .. . ' 6� 2 tG d! Adopted by Council: Date �v�� 3oa� � DEPARTMENT/OFFICE/COUNCQ,: DATE INITIATED � Financial Services 7anuazy 12, 2001 GREEN SHEET No.: 101165 �`�",� CONTACT PERSON & PHONE: INiTL1L/DATE INITTaL/DATE Lori Lee 266-8822 � � DEPARTMEN'L DII2. 4 CITY COUNCIL MUST BE ON COUIVCII. AGENDA BY (DATE) �I T� ? CITY ATTORNEY CITY CLERK N�J1yIgER 1 FINANCL4L SERV DIlt 5 FINANCIAI. SERV/ACCTG FOR 3 MAYOR(ORASST.) _ CIVII.SERVICECOMMISSION ROUTING ORDER TOTAL # OF SIGNAI'URE PAGES _(CLIP ALL LOCATIONS FOR SIGNATURE) acriox xEQvES�n: Approve an amendment to Chapter 86 of the Saint Paul Aduuvistrative Code to allow: • city officials, officers and employees to incur charges for city purposes • altemative electronic methods of payments • the D'uector of Financial Services to sign vendor and payroll checks. RECOMMENDATIONS: Approve (A) or Reject (R) PERSONAI. SERVICE CONTRACTS MOST ANSWER THE FOLLOWING QUESTIONS: PLANNING COMM[SSION 1. Has tt�is person/firm ever worked under a contract for tltis departrnent? CIBCOMMTfTEE Yu No CIVIL SERVICE COMMISSION 2. Hu this person/firm ever bee� a ciTy employee? Yes No _ 3. Does this person/firm possess a sldll not normally possessed by any curzent city employee? Yes No Explain all yes answers on separate sheet and attach to green sheet INTTIATING PROBLEM, ISSUE, OPPORITINTTY (Who, What, Wheu, WLere, Why): A pilot program using procurement cards was tested and found usefixl in making small purchases. This amendment will formally authorize the program and allow Financial Services to establish policies and procedures regazding the use of the program. It also adds the ability of making payments through other electronic means such as wire transfer. Under the existing adtniuistrative code the Mayor and the chief accountant are authorized to sign checks. This change would substitute the Director of Financial Services for the chief accountant. ADVANTAGESIFAPPROVED: . � The city will have the authority to continue the procurement card program and make"payments using alternative methods in addition to checks. �,�,�}� The D'uector of Financial Services will have the authority to sign checks. �Oik� �� ; �r �, LS��se z�wt u DISADVANTAGES IF APPROVED: p None „- � , , E ..�"�,�� ` �� DISADVANTAGES IF NOT APPROVED: Altemarive electronic methods of payment will not be allowed. ,�h�� j A�3i�� The director will not haue authority to sign checks. � i �� TOTAL AMOUNT OF TRANSACTION: $ COST/REVENUE BUDGETED: F[JNDING SOURCE: ACTIVITY NUMBER: FINANCIAI. INFORMATION: (EXPLAIN) , G\users�7,ee�Po�mskredi�gvsLCwpd � OR�GiN��L Presented By Council File # O 1� 1\3 Green Sheet # 101165 ORDINANCE CITY OF SAINT PAUL, MINNESOTA Referred To Committee: Date 3'� 1 An amendment to Saint Paui Adtnnustrative Code Chapter 86 requiring: that the city may allow officials, 2 officers and employees to incur charges for city purposes; the addition of wire transfers upon city depositories 3 to be subj ect to the code; the substitution of the required signature of the chief accountant by that of the 4 director of fmancial services; and that the office of financial services establishes the accounting and treasury 5 procedures for these charges and transfers. THE COUNCIL OF THE CITY OF SAINT PAUL DOES ORDAIN: Section 1 Section 86.08 of the Saint Paul Legislative Code is hereby amended to read as follows: Sec. 86.08. City payments. The ci , mav allow officials officers and emplovees of the city to incur charees for cit�purposes by use of check credit char�e or debit card electronic or wire transfer. The city charges shall be made in accordance with established accountin� and treasurv nrocedures of the Office of Financial Services. All payments from the city treasury shall be by check or electronic or wire transfer upon city depositories, and all checks shall be signed by the mayor and chief�ccaurc�ant director of financial services, or similarlv desig ia� ted position, on behalf of the city. Both the signatures of the mayor and director of financial services, or similazly designated position, may be printed, lithographed, stamped or engraved on such checks. Check, e�lectronic, or wire transfers must be done in accordance with established accounting and treasury procedures of the Office of Financial Services Requested by Office of: ..t� � � - �� :�%''Jr! �,- ....- �._ - - •�/',% � : r Adoption Certified by�Council Secretary Form A r ved by City Attorney � By: �, • � BY � � �� /jA , Approved by Mayor for Submission to Approved by Mayor: Date r' �� Council ,/ �C�� ^✓/ �(�v By: �� g�, ` � .. . ' 6� 2 tG d! Adopted by Council: Date �v�� 3oa� � DEPARTMENT/OFFICE/COUNCQ,: DATE INITIATED � Financial Services 7anuazy 12, 2001 GREEN SHEET No.: 101165 �`�",� CONTACT PERSON & PHONE: INiTL1L/DATE INITTaL/DATE Lori Lee 266-8822 � � DEPARTMEN'L DII2. 4 CITY COUNCIL MUST BE ON COUIVCII. AGENDA BY (DATE) �I T� ? CITY ATTORNEY CITY CLERK N�J1yIgER 1 FINANCL4L SERV DIlt 5 FINANCIAI. SERV/ACCTG FOR 3 MAYOR(ORASST.) _ CIVII.SERVICECOMMISSION ROUTING ORDER TOTAL # OF SIGNAI'URE PAGES _(CLIP ALL LOCATIONS FOR SIGNATURE) acriox xEQvES�n: Approve an amendment to Chapter 86 of the Saint Paul Aduuvistrative Code to allow: • city officials, officers and employees to incur charges for city purposes • altemative electronic methods of payments • the D'uector of Financial Services to sign vendor and payroll checks. RECOMMENDATIONS: Approve (A) or Reject (R) PERSONAI. SERVICE CONTRACTS MOST ANSWER THE FOLLOWING QUESTIONS: PLANNING COMM[SSION 1. Has tt�is person/firm ever worked under a contract for tltis departrnent? CIBCOMMTfTEE Yu No CIVIL SERVICE COMMISSION 2. Hu this person/firm ever bee� a ciTy employee? Yes No _ 3. Does this person/firm possess a sldll not normally possessed by any curzent city employee? Yes No Explain all yes answers on separate sheet and attach to green sheet INTTIATING PROBLEM, ISSUE, OPPORITINTTY (Who, What, Wheu, WLere, Why): A pilot program using procurement cards was tested and found usefixl in making small purchases. This amendment will formally authorize the program and allow Financial Services to establish policies and procedures regazding the use of the program. It also adds the ability of making payments through other electronic means such as wire transfer. Under the existing adtniuistrative code the Mayor and the chief accountant are authorized to sign checks. This change would substitute the Director of Financial Services for the chief accountant. ADVANTAGESIFAPPROVED: . � The city will have the authority to continue the procurement card program and make"payments using alternative methods in addition to checks. �,�,�}� The D'uector of Financial Services will have the authority to sign checks. �Oik� �� ; �r �, LS��se z�wt u DISADVANTAGES IF APPROVED: p None „- � , , E ..�"�,�� ` �� DISADVANTAGES IF NOT APPROVED: Altemarive electronic methods of payment will not be allowed. ,�h�� j A�3i�� The director will not haue authority to sign checks. � i �� TOTAL AMOUNT OF TRANSACTION: $ COST/REVENUE BUDGETED: F[JNDING SOURCE: ACTIVITY NUMBER: FINANCIAI. INFORMATION: (EXPLAIN) , G\users�7,ee�Po�mskredi�gvsLCwpd � OR�GiN��L Presented By Council File # O 1� 1\3 Green Sheet # 101165 ORDINANCE CITY OF SAINT PAUL, MINNESOTA Referred To Committee: Date 3'� 1 An amendment to Saint Paui Adtnnustrative Code Chapter 86 requiring: that the city may allow officials, 2 officers and employees to incur charges for city purposes; the addition of wire transfers upon city depositories 3 to be subj ect to the code; the substitution of the required signature of the chief accountant by that of the 4 director of fmancial services; and that the office of financial services establishes the accounting and treasury 5 procedures for these charges and transfers. THE COUNCIL OF THE CITY OF SAINT PAUL DOES ORDAIN: Section 1 Section 86.08 of the Saint Paul Legislative Code is hereby amended to read as follows: Sec. 86.08. City payments. The ci , mav allow officials officers and emplovees of the city to incur charees for cit�purposes by use of check credit char�e or debit card electronic or wire transfer. The city charges shall be made in accordance with established accountin� and treasurv nrocedures of the Office of Financial Services. All payments from the city treasury shall be by check or electronic or wire transfer upon city depositories, and all checks shall be signed by the mayor and chief�ccaurc�ant director of financial services, or similarlv desig ia� ted position, on behalf of the city. Both the signatures of the mayor and director of financial services, or similazly designated position, may be printed, lithographed, stamped or engraved on such checks. Check, e�lectronic, or wire transfers must be done in accordance with established accounting and treasury procedures of the Office of Financial Services Requested by Office of: ..t� � � - �� :�%''Jr! �,- ....- �._ - - •�/',% � : r Adoption Certified by�Council Secretary Form A r ved by City Attorney � By: �, • � BY � � �� /jA , Approved by Mayor for Submission to Approved by Mayor: Date r' �� Council ,/ �C�� ^✓/ �(�v By: �� g�, ` � .. . ' 6� 2 tG d! Adopted by Council: Date �v�� 3oa� � DEPARTMENT/OFFICE/COUNCQ,: DATE INITIATED � Financial Services 7anuazy 12, 2001 GREEN SHEET No.: 101165 �`�",� CONTACT PERSON & PHONE: INiTL1L/DATE INITTaL/DATE Lori Lee 266-8822 � � DEPARTMEN'L DII2. 4 CITY COUNCIL MUST BE ON COUIVCII. AGENDA BY (DATE) �I T� ? CITY ATTORNEY CITY CLERK N�J1yIgER 1 FINANCL4L SERV DIlt 5 FINANCIAI. SERV/ACCTG FOR 3 MAYOR(ORASST.) _ CIVII.SERVICECOMMISSION ROUTING ORDER TOTAL # OF SIGNAI'URE PAGES _(CLIP ALL LOCATIONS FOR SIGNATURE) acriox xEQvES�n: Approve an amendment to Chapter 86 of the Saint Paul Aduuvistrative Code to allow: • city officials, officers and employees to incur charges for city purposes • altemative electronic methods of payments • the D'uector of Financial Services to sign vendor and payroll checks. RECOMMENDATIONS: Approve (A) or Reject (R) PERSONAI. SERVICE CONTRACTS MOST ANSWER THE FOLLOWING QUESTIONS: PLANNING COMM[SSION 1. Has tt�is person/firm ever worked under a contract for tltis departrnent? CIBCOMMTfTEE Yu No CIVIL SERVICE COMMISSION 2. Hu this person/firm ever bee� a ciTy employee? Yes No _ 3. Does this person/firm possess a sldll not normally possessed by any curzent city employee? Yes No Explain all yes answers on separate sheet and attach to green sheet INTTIATING PROBLEM, ISSUE, OPPORITINTTY (Who, What, Wheu, WLere, Why): A pilot program using procurement cards was tested and found usefixl in making small purchases. This amendment will formally authorize the program and allow Financial Services to establish policies and procedures regazding the use of the program. It also adds the ability of making payments through other electronic means such as wire transfer. Under the existing adtniuistrative code the Mayor and the chief accountant are authorized to sign checks. This change would substitute the Director of Financial Services for the chief accountant. ADVANTAGESIFAPPROVED: . � The city will have the authority to continue the procurement card program and make"payments using alternative methods in addition to checks. �,�,�}� The D'uector of Financial Services will have the authority to sign checks. �Oik� �� ; �r �, LS��se z�wt u DISADVANTAGES IF APPROVED: p None „- � , , E ..�"�,�� ` �� DISADVANTAGES IF NOT APPROVED: Altemarive electronic methods of payment will not be allowed. ,�h�� j A�3i�� The director will not haue authority to sign checks. � i �� TOTAL AMOUNT OF TRANSACTION: $ COST/REVENUE BUDGETED: F[JNDING SOURCE: ACTIVITY NUMBER: FINANCIAI. INFORMATION: (EXPLAIN) , G\users�7,ee�Po�mskredi�gvsLCwpd �