04-07-2008 - Laserfiche WebLink

Commission Minutes-April 7, 2008 3346 MOTION, passed Mr. Vanyo moved and Mr. Wagner seconded to authorize the design and construction of a modern roundabout at the intersection of Cass County Highway 17 and Cass County Highway 6. Discussion: Mr. Pawluk is concerned that signage for the roundabout will not be easily understood. Mr. Berndt assured the commission the signs are distinctive. Mr. Pawluk asked if the right-of-way will be marked. Mr. Berndt replied that on all projects the right-of-way should be marked. On roll call vote, the motion carried unanimously. 10. COUNTY PURCHASE CARD POLICY, Contract and commission policv approved Mr. Montplaisir stated the legislature passed a law that allows cities and counties to use purchase cards. He has researched a number of companies taking into consideration the ease of use, cost to the county and rebates. In 2007 Cass County issued approximately 9,000 checks. This is above and beyond payments already being transferred electronically. Mr. Montplaisir is proposing implementing a purchase card program beginning with four cards as a test program. Mr. Montplaisir introduced Jonna Bischoff, Wells Fargo, who gave a power point presentation regarding a purchase card program. Ms. Bischoff stated that the use of purchase cards reduces operation costs and improves accountability. Most transactions are under $2,500 and represent 80% of time for processing. The cost of a manual transaction can be over $67 per transaction. Benefits for the use of purchase cards include: no purchase orders; no invoices; no need for three way reconciliation; receive a credit card on- line expense report; supervisor approves on-line transactions; changes are auto coded; changes are reclassified; transactions and or sum level information is uploaded; there is only one payment. Accountability is increased as well as cash flow and payment discounts. A reduction in reconciliation time; check expense, check fraud and postage fees are also a benefit. Each card limit is controlled by appointed supervisors from within the county. Ms. Bischoff said there would be rebates upon spending $1,000,000. The county would then receive $3,000 in a rebate check. Mr. Vanyo asked what procedure would need to take place if a voucher is declined. Mr. Montplaisir said it would be handled in the same manner as a declined check. Mr. Bennett expressed concern for abuse. Mr. Montplaisir stated the receipts still need approval. Mrs. Johnson stated the same department process would still need to take place as purchases would need to be separated into accounts. She feels this would result in the same amount of work for her department. Mr. Montplaisir feels the work would be the same as the purchaser would still need to submit receipts. He stated the use of purchase cards would be at the discretion of each department head. Department heads can choose to remain with the paper method of payment. Mr. Pawluk asked Mr. Burdick for an opinion. Mr. Burdick stated he has visited with Mr. Montplaisir about the internal policy and feels if it does not take additional time from his schedule and saves someone else time it is worth trying. Ms. Bischoff was asked about fraud and commented that she has not personally handled a fraud case but co-workers have and work with the employers in solving the issue. Mr. Montplaisir stated that employees with cards will be monitored and abuse will result in the loss of the card. Cass County already uses fleet cards for the purchase of gas. Employees using the cards are required to list mileage and the vehicle number on the receipt.