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
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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.