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:
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Ronald Fullerlove, City Clerk
Prepared by City Administrator Tim Long July 19,2018
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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 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.