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HomeMy Public PortalAboutResolution #2008-38, A Resolution Adopting A Credit Card Use Policy r RESOLUTION# 2008-38 A RESOLUTION ADOPTING A CREDIT CARD USE POLICY WHEREAS,the City of Riverdale, Iowa("Riverdale")recognizes that the use of credit cards to pay certain city expenditures allows Riverdale to be more effective, efficient, and accountable to the public than other payment methods; and WHEREAS,the City Council recently adopted two resolutions to facilitate the expedient payment of city expenses, including: (1) Resolution No. 2008-36, approving emergency spending authority for Mayor, City Council members,the City Clerk, and the Fire Chief; and(2) Resolution No. 2008-37, authorizing the incurrence of certain administrative and maintenance expenses(together,the"Spending Resolutions"); and WHEREAS,the City Council finds that it is in the best interests of Riverdale to use credit cards to pay certain expenses in accordance with this Resolution,the attached Credit Card Use Policy, and the Spending Resolutions. NOW, THEREFORE,BE IT RESOLVED,that the City Council of the City of Riverdale, Iowa, adopts the attached Credit Card Use Policy. This Resolution shall take immediate effect. PASSED, APPROVED AND ADOPTED THIS 2"d day of December, 2008. Ayes: Nays: Franklin Channon Hupp Littrel Halsey elliP3 �Y .nil yo ATTEST: M �y ary frances Blevins,Asst. City Clerk ,,sass <..a CITY OF RIVERDALE CREDIT CARD USE POLICY The City Council of the City of Riverdale,Iowa,adopted this Credit Card Use Policy to facilitate the expedient payment of certain city expenses. 1. Issuance of Credit Cards. City credit cards rformance of city business in accordance Fire w th this (the"Authorized Users")for their use in p cards Policy. The Authorized Users shall be the responsible to City Hallaupon terminat onsof his or Authorized Users shall immediately her employment with Riverdale. 2. Use of Credit Cards. The credit cards will not be used in lieu of Riverdale's erdale's no gal phis acing procedures and shall be used for approved, official city expenditures only. shall be deemed to alter or expand Riverdale's spending authority or purchasing procedures. A. Prior Council Approval. The Authorized Users may use�the l credit it cards mot on of yme ent Tycity expenses upon approval of a City Warrant by the City Co P Council in accordance with Riverdale's normal purchasing procedures. of B. Emergency Expenses. The Authorized Users may use the credit cards pro yment of certain emergency expenses up to$2000,provided the requirements Resolution No.2008-36 are met. C. Administrative and Maintenance Expenses. The City Clerk may use the credit Fide Chief payment of certain administrative and maintenance expens p may use the credit cards for payment of certain administrative and maintenance e Resolution expenses up to$2,500,provided in both cases that the requirements procedures 2008-37 are met. D. Personal Use Personal use of the credit cards is strictly prohhibite In the such eharges cards are inadvertently used for personal use or other unauthorized purchases, must be immediately reported to the City Council and reimbursed in full. 3, Documentation and Payment of Balance Due. The Authorized Users shall retain payment receipts and records detailing the goods or services purchased with the credit rcarwdhsie,the cost of such h such goods or services,the dates of each purchase,and the official,city business accounts payable purchased were made. The City Clerk shall follow Riverdale internal control procedures for payment and reconciliation of all credit card charges. 4. Lost or Stolen Credit Cards. The Authorized Users shall notify the Mayor the credit din thde event that a credit card is lost or stolen and take all steps necessary to Mayo suspend activity on the account, if necessary. 5. order Misuse of the Credit Cards. The City Council may vote to cancel o order the surrender of a to n credit card that appears to be misused. The City Council may appropriate for any unauthorized use of the credit cards.