The city hereby adopts the following to maintain the financial integrity of the city and its staff. All uses of the city credit cards will be strictly monitored by the City Recorder, Public Works Director, Mayor, and Council.
(A) Issuance. City credit cards will be obtained by the City Recorder and will be strictly controlled. It will require permission of the City Recorder or Public Works Director to use the card for purchases, travel or training expenses. It will have a limit of no more than $10,000 with the option to increase to $15,000 if deemed necessary by the City Recorder. No single transaction will be more than $2,500 unless approved in advance. Cards will be issued to city and city maintenance.
(B) Legitimate business expenses. Upon authorization by the City Recorder or Public Works Director, the credit card may be used when time is of the essence to save the city money, it is the only form of payment accepted for a product or service by a vendor and there are not alternative vendors within reason or it is required for travel purposes such as reserving a room, or other types of travel expenses. Travel expenses must be made by staff in the city hall offices and approved by City Recorder.
(C) Policies. Receipts will be required for all uses of the credit card. The charges will be reviewed and approved monthly by the City Recorder and City Council. Any personal use of the card will make the user subject to losing credit card privileges and/or possible termination. Cards will be kept in a locked facility or safe. There will be a sign-out sheet for users along with a list of valid uses of the cards.
(Res. 465, passed - -2017)