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HomeMy Public PortalAboutResolution 2018-25, Authorizing Issuance Of Credit Cards For City Officials Due To Change Of Official City Depository Bank RESOLUTION NO. 2018-25 A RESOLUTION AUTHORIZING ISSUANCE OF CREDIT CARDS FOR CITY OFFICIALS DUE TO CHANGE OF OFFICIAL CITY DEPOSITORY BANK WHEREAS, the City Council of the City of Riverdale ("City") did authorize the City Clerk/Treasurer to optimize the City's banking arrangements, and the Clerk/Treasurer recommended, and the Council approved placing the City's banking business with Quad Cities Bank and Trust Company; and, WHEREAS, as part of the transition to the new bank, the City Clerk/Treasurer is canceling the bank credit cards issued by the City's former bank (Wells Fargo Bank,N.A.) and initiating new bank credit cards for those City officials or personnel in possession of credit cards deemed necessary to carry out their duties; and, WHEREAS, Quad Cities Bank and Trust Company requires approval of issuance of its credit cards to municipal employees or officials by means of a corporate resolution or minutes showing said approval by the City Council. NOW THEREFORE, BE IT RESOLVED, BY THE CITY COUNCIL OF THE CITY OF RIVERDALE IN THE STATE OF IOWA: 1. That the positions of City Clerk/Treasurer, currently held by Ronald Fullerlove, and Assistant City Clerk, currently held by Mary Frances Blevins, Riverdale Fire Chief, currently held by Floyd Bruns, and Public Works /Maintenance, currently held by George Miller, have been and shall continue to be authorized to utilize City of Riverdale credit cards. 2. City Council does approve and authorize bank credit cards to be issued to the aforesaid City officials by the Quad City Bank and Trust Company or its subsidiary or a succeeding institution, for official use as set forth in the City's Credit Card Use Policy, attached hereto, or any subsequent policy adopted by the City Council. PASSED AND APPROVED this 4 day of�` (' , 2018. e Bawden, May1_ (signed) ATTEST: leir-11-e- Ronald Fullerlove, City Clerk Prepared by City Administrator Tim Long July 19,2018 I/ I f � t..?�2� tI II a y .) 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 shall be issued to the City Clerk and the Fire Chief (the"Authorized Users") for their use in the performance of city business in accordance with this Policy. The Authorized Users shall be responsible for the credit cards and their proper use. The Authorized Users shall immediately return the credit cards to City Hall upon termination of his or her employment with Riverdale. 2. Use of Credit Cards. The credit cards will not be used in lieu of Riverdale's normal purchasing procedures and shall be used for approved, official city expenditures only. Nothing in this Policy shall be deemed to alter or expand Riverdale's spending authority or purchasing procedures. A. Prior Council Approval. The Authorized Users may use the credit cards for payment of city expenses upon approval of a City Warrant by the City Council or upon motion of the City Council in accordance with Riverdale's normal purchasing procedures. P. Emergency Expenses. The Authorized Users may use the credit cards for payment of certain emergency expenses up to $2000, provided the requirements and procedures of Resolution No. 2008-36 are met. C. Administrative and Maintenance Expenses. The City Clerk may use the credit cards for payment of certain administrative and maintenance expenses up to $5,000, and the Fire Chief may use the credit cards for payment of certain administrative and maintenance expenses up to$2,500, provided in both cases that the requirements and procedures of Resolution No. 2008-37 are met. D. Personal Use. Personal use of the credit cards is strictly prohibited. In the event the credit cards are inadvertently used for personal use or other unauthorized purchases, such charges 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 cards, the cost of such goods or services,the dates of each purchase, and the official city business for which such purchased were made. The City Clerk shall follow Riverdale's established accounts payable 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 immediately in the event that a credit card is lost or stolen and take all steps necessary to cancel the credit card and suspend activity on the account, if necessary. 5. Misuse of the Credit Cards. The City Council may vote to cancel or order the surrender of any credit card that appears to be misused. The City Council may order appropriate disciplinary action for any unauthorized use of the credit cards.