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Home My Public Portal About10) 7.I. Petty Cash and Visa Card ReportAGENDA ITEM 7.1. ADMINISTRATIVE SERVICES DEPARTMENT DATE: December4, 2012 MEMORANDUM TO: The Honorable City Council FROM: Jose E. Pulido, City Manager Via: Tracey L. Hause, Administrative Services Director By: Lee Ma, Accountant SUBJECT: PETTY CASH AND VISA CARD REPORT RECOMMENDATION: The City Council is requested to review, receive and file the Petty Cash and Visa Card Report. BACKGROUND: 1. On August 6, 1991, staff began submitting the Petty Cash Report to the City Council on a regular basis. 2. On June 3, 1997, staff began submitting the Visa Card Report to the City Council on an as needed basis. ANALYSIS: In the interest of full transparency, the City Council is being requested to review the Petty Cash Report from October 4, 2012 to November 21, 2012. The total of petty cash expenditures were $934.81 and the petty cash fund will be reimbursed after the City Council approves the December 4, 2012 Warrant Register. Further, the City Council is being requested to review the Visa Card Report from October 7, 2012 to November 6, 2012. The total of the Visa card expenditures were $5,871.34 and were paid on the December 4, 2012 Warrant Register. City Council December 4, 2012 Page 2 CONCLUSION: As has been our past practice, the attached Petty Cash and Visa Card Reports are being presented for Council review and for staff to answer any questions that they may have with regards to these expenditures. This practice seeks to avoid any potential misuse of public funds. FISCAL IMPACT: This item does not have an impact on the Fiscal Year (FY) 2012-13 City Budget. ATTACHMENTS: A. Petty Cash Detail B. Visa Card Charge 01-910-424405 $ 690 Milage Reimbursement for Millie $ 690 Total 01-910-46-4495 S 868 Meal for chat board Panel lnleraaw for Execmve Assistant $ 868 Total 01-92049.4450 $ 1150 Cadged Mail for Statement of Facts $ 600 Postage for EDl Madia, Jack Zhao $ 17.50 Total 01-930-534410 $ 1640 Water bottles for Planning Commissioners $ 1640 Total 01-940-57-0415 $ 1956 Gas Tank Locking Cap R13-01 $ 1956 Total 01-940574465 $ 1000 Subway Gift Cards for Senior Bingo R13-06 $ 1000 Starbucks Gift Cards for Senior Bingo $ 542 Cody Raffia for Semor Bingo $ 2542 Total 01-940.574630 $ 2275 Twist Tie for Tree Lights R13-07 $ 2066 2T-Shids for Fall Car Shaw $ 2000 In and Out Gift Cards for Fall Car Show $ 1958 2 TShids for Fail Car Show $ 15 85 Prizes for Fall Car Show S 5W Twist Tie for Tree Lights $ 10493 Total 01-940.57.4465 $ 20.00 In and Out Gift cards for Volunteer recognition R13-10 $ 1500 Subway Gift cards for Volunteer recognition $ 1500 Cad's Jr. GM cams for Volunteer recognition S 10.00 Cad's Jr Gift cards for Volunteer recognition $ 5.00 Carts Jr. Gift cams for Volunteerracognil'ion $ 65.00 Total 01-940.57-0690 S 44.85 Supplies for Dia de Los Meados Teen Zone R13-04 $ 4485 Supplies for Dia de Los Muedos Toon Zone S 34 BB Supplies for Dia de Los Musr ms, Teen Zone $ 124.56 Total 01-940-574690 $ 4186 Crafts for Little Stare Program R13-05 $ 2454 Decorations for Lids Stars Program S 15.83 Waffle Brunch for Little Stars Program S 14.12 Grafts for Dille Stara Program $ 9635 Total 01-940-574690 S 4794 Press for Senior Bingo R13 -W $ 4000 Pmzes for Halloweean Senior Bingo $ 2000 Subway Gift Cards for Halloween Senior Bingo $ 10794 Total 01-940-594465 $ 2827 Supplies to mount me mower $ 28.27 Total 01-950-644410 It 50.00 Meals for Management Meeting with Roger Mason S 4300 Meals for Management Meeting with Roger Mason $ 782 Sodas for Management Meeting with Roger Mason Meeting $ 10082 Total 01-95065-0490 $ 1500 Parking for CACEO Seminar $ 1500 Total 01-950-674410 $ 1640 Water bottles for Public Safely Comiseonem $ 1640 Total 01-970-81-4465 s 2825 2 Wash Brushes $ 1782 Duplicated Keys $ 1440 Front Desk Display Case It 6047 Total Grand Total $ 934.81 Receipt p 13.5385 10 13-5300 Attachment 'A" Account No. Description 01-910-414410 S 16.39 Water for Council $ 4649 Meals(Lunch) for Council (Las Tunas Or Project Design Firm lnteromw S 2673 Sodas for Council S 1146 Pastries (Breakfast) for Coundl (Las Tunas Or Project Design Finn trite $ 999 Sodas for Council $ 11105 Total 01-910-424231 S 966 Community Development Materials for Jim Simon $ 956 Total 01-910-424405 $ 690 Milage Reimbursement for Millie $ 690 Total 01-910-46-4495 S 868 Meal for chat board Panel lnleraaw for Execmve Assistant $ 868 Total 01-92049.4450 $ 1150 Cadged Mail for Statement of Facts $ 600 Postage for EDl Madia, Jack Zhao $ 17.50 Total 01-930-534410 $ 1640 Water bottles for Planning Commissioners $ 1640 Total 01-940-57-0415 $ 1956 Gas Tank Locking Cap R13-01 $ 1956 Total 01-940574465 $ 1000 Subway Gift Cards for Senior Bingo R13-06 $ 1000 Starbucks Gift Cards for Senior Bingo $ 542 Cody Raffia for Semor Bingo $ 2542 Total 01-940.574630 $ 2275 Twist Tie for Tree Lights R13-07 $ 2066 2T-Shids for Fall Car Shaw $ 2000 In and Out Gift Cards for Fall Car Show $ 1958 2 TShids for Fail Car Show $ 15 85 Prizes for Fall Car Show S 5W Twist Tie for Tree Lights $ 10493 Total 01-940.57.4465 $ 20.00 In and Out Gift cards for Volunteer recognition R13-10 $ 1500 Subway Gift cards for Volunteer recognition $ 1500 Cad's Jr. GM cams for Volunteer recognition S 10.00 Cad's Jr Gift cards for Volunteer recognition $ 5.00 Carts Jr. Gift cams for Volunteerracognil'ion $ 65.00 Total 01-940.57-0690 S 44.85 Supplies for Dia de Los Meados Teen Zone R13-04 $ 4485 Supplies for Dia de Los Muedos Toon Zone S 34 BB Supplies for Dia de Los Musr ms, Teen Zone $ 124.56 Total 01-940-574690 $ 4186 Crafts for Little Stare Program R13-05 $ 2454 Decorations for Lids Stars Program S 15.83 Waffle Brunch for Little Stars Program S 14.12 Grafts for Dille Stara Program $ 9635 Total 01-940-574690 S 4794 Press for Senior Bingo R13 -W $ 4000 Pmzes for Halloweean Senior Bingo $ 2000 Subway Gift Cards for Halloween Senior Bingo $ 10794 Total 01-940-594465 $ 2827 Supplies to mount me mower $ 28.27 Total 01-950-644410 It 50.00 Meals for Management Meeting with Roger Mason S 4300 Meals for Management Meeting with Roger Mason $ 782 Sodas for Management Meeting with Roger Mason Meeting $ 10082 Total 01-95065-0490 $ 1500 Parking for CACEO Seminar $ 1500 Total 01-950-674410 $ 1640 Water bottles for Public Safely Comiseonem $ 1640 Total 01-970-81-4465 s 2825 2 Wash Brushes $ 1782 Duplicated Keys $ 1440 Front Desk Display Case It 6047 Total Grand Total $ 934.81 Receipt p 13.5385 10 13-5300 VISA CARD CHARGES 10/7/12 -1116/12 10/7/12 LA COSTA RESORT Hotel Registration for California Contract Cities Association, Carlsbad - Mayor Pro Tem Sternquist 10/8/12 La COSTA RESORT Hotel Registration for California Contract Cities Association, Carlsbad - Councilmember Vizcarra 10/10/12 LEAGUE OF CALIFORNIA CITIES Registration for City Clerk's Conference, San Jose - City Clerk Kuo 10/11/12 SOUTHWEST AIRLINE Airfare to LOCC City Clerk's Conference, San Jose - City Clerk Kuo 10/12/12 INTERCONTINENTAL MARK HOPKINS JPIA Annual Risk Management Conference, San Francisco - Mayor Pro Tem Sternquist 10/12/12 INTERCONTINENTAL MARK HOPKINS JPIA Annual Risk Management Conference, San Francisco - Councilmember Chavez 10/12/12 INTERCONTINENTAL MARK HOPKINS JPIA Annual Risk Management Conference, San Francisco - Councilmember Vizcarra 10/16/12 SOUTHWEST AIRLINE Airfare to JPIA Annual Risk Management Conference, San Francisco - Mayor Pro Tem Sternquist 10/16/12 SOUTHWEST AIRLINE Airfare to JPIA Annual Risk Management Conference, San Francisco - Councilmember Chavez 10/16/12 SOUTHWEST AIRLINE Airfare to JPIA Annual Risk Management Conference, San Francisco - Councilmember Vizcarra 10/16/12 SOUTHWEST AIRLINE Airfare to San Francisco - Mr. Sternquist (to be reimbursed to the City) 10/16/12 SOUTHWEST AIRLINE Airfare to San Francisco - Mrs. Chavez (to be reimbursed to the City) 10/23/12 DISNEY RESORT PARADISE Hotel Registration for California Association of Code Enforcement Officers Conference - Mayor Pro Tem Sternquist 10/23/12 DISNEY RESORT PARADISE Hotel Registration for California Association of Code Enforcement Officers Conference - Councilmember Chavez II 10/23/12 DISNEY RESORT PARADISE Hotel Registration for California Association of Code Enforcement Officers Conference - Councilmember Vizcarra 10/31/12 BOB HOPE AIRPORT 3 -Day Parking Charge - City Manager Pulido 10/31/12 HYATT HOTEL Hotel Registration for California Downtown Association Annual Conference, Sacramento - Councilmember Chavez Page 1 of 2 Attachment"B" 236.78 236.78 450.00 167.60 459.70 459.70 459.70 195.60 195.60 195.60 195.60 195.60 316.86 331.86 331.86 63.00 389.00 VISA CARD CHARGES Attachment "B" 10/7/12 - 11/6/12 10/31/12 HYATT HOTEL 389.00 Hotel Registration for California Downtown Association Annual Conference, Sacramento - City Manager Pulido 11/5/12 SUPER SHUTTLE EXECUTIVE CAR 135.00 Round trip shuttle to JPIA Annual Risk Management Conference - Mayor Pro Tem Sternquist and Mr. Sternquist, Councilmember Chavez and Mrs. Chavez, and Councilmember Vizcarra 11/5/12 SUPER SHUTTLE EXECUTIVE CAR 17.10 Shuttle to League of California Cities City Clerk's Conference - City Clerk Kuo 11/5/12 SUPER SHUTTLE EXECUTIVE CAR 95.40 Round trip shuttle to Ontario Airport to League of California Cities City Clerk's Conference - City Clerk Kuo 11/5/12 SUPER SHUTTLE EXECUTIVE CAR 149.40 Round trip shuttle to Los Angeles Airport for JPIA Annual Risk Management Conference - City Clerk Kuo 11/6/12 SUPER SHUTTLE EXECUTIVE CAR (95.40) Cancellation round trip shuttle to Ontario Airport for League of California Cities City Clerk's Conference - City Clerk Kuo 11/6/12 WORLD JOURNAL, LA 300.00 Notice of Election Ad TOTAL 5,871.34 Page 2 of 2