HomeMy Public PortalAboutResolution 2012-2 RESOLUTION NO. 2012-2
A RESOLUTION REPLACING 2004-36, AUTHORIZING THE USE
OF CREDIT CARDS FOR CITY OFFICALS
WHEREAS, the various departments within the City of Greencastle make
expenditures, such as purchasing gasoline, office supplies and other operating goods and
supplies from numerous vendors.
WHEREAS, the use of credit cards from one company would reduce the time
currently required to process claims to the numerous vendors, freeing City officials to
carry out other official duties and expediting the claims process.
NOW THEREFORE BE IT RESOLVED THAT THE COMMON COUNCIL OF
THE CITY OF GREENCASTLE authorizes the use of credit cards as follows:
1. City approved credit cards may be used to make the following expenditures:
a. office supples;
b. goods and supplies necessary for the operation of the department
c. gasoline and automotive supplies and repairs
d. training expenses
e. travel expenses
f. other work-related expenses
No other uses are approved.
2. A list of authorized cardholders and limits is attached as Exhibit A which is
incorporated herein. All employees must comply with all City policies regarding
credit card usage. The authorized cardholders may delegate his/her duties and
allow a member of his/her department to make purchases with the credit card;
however, the official shall be responsible for the actions of his/her employee. The
employee must return the card to the official immediately after the employee has
made the assigned purchase.
This Resolution replaces 2004-36 in its entirety.
PASSED AN1ILADOOPTED by the Common Council of the City of Greencastle,
Indiana this\i` day , 2012.
Adam Cohen J' sie S. Bingham
M k N. Hammer Phyllfs Rokicki
Terry SmithC
Approved and signed by me this \�— day of C _- , 2012, at
o'clock�.m.
Sue Murray, Mayor
ATTEST:
7(/
Lynda Dunbar, Clerk-Treasurer
EXIBIT A
Employees Authorized to use City of Greencastle Credit Cards
Susan Murray, Mayor $ 5,000
Lynda Dunbar, Clerk-Treasurer $ 5,000
Dept. Heads
Laurie Hardwick $ 1,000
Richard Hedge $ 1,000
Brian Hopkins $ 1,000
Buddy Jones $ 1,000
Oscar King.Jr. $ 1,000
Alicia Linton $ 1,000
Jeff Mace $ 3,000
William Newgent $ 5,000
Shannon Norman $ 1,000
Bradley Phillips $ 1,000
Ed Phillips $ 1,000
Ernest Phillips $ 1,000
Pam Pierce $ 1,000
Thomas Sutherlin $ 2,000
Thomas Swenson $ 1,000
Rod Weinschenk $ 2,500
Total $34,500
RESOLUTION NO. 2012-2
A RESOLUTION REPLACING 2004-36, AUTHORIZING THE USE
OF CREDIT CARDS FOR CITY OFFICALS
WHEREAS, the various departments within the City of Greencastle make
expenditures, such as purchasing gasoline, office supplies and other operating goods and
supplies from numerous vendors.
WHEREAS, the use of credit cards from one company would reduce the time
currently required to process claims to the numerous vendors, freeing City officials to
carry out other official duties and expediting the claims process.
NOW THEREFORE BE IT RESOLVED THAT THE COMMON COUNCIL OF
THE CITY OF GREENCASTLE authorizes the use of credit cards as follows:
1. City approved credit cards may be used to make the following expenditures:
a. office supples;
b. goods and supplies necessary for the operation of the department
c. gasoline and automotive supplies and repairs
d. training expenses
e. travel expenses
f. other work-related expenses
No other uses are approved.
2. A list of authorized cardholders and limits is attached as Exhibit A which is
incorporated herein. All employees must comply with all City policies regarding
credit card usage. The authorized cardholders may delegate his/her duties and
allow a member of his/her department to make purchases with the credit card;
however, the official shall be responsible for the actions of his/her employee. The
employee must return the card to the official immediately after the employee has
made the assigned purchase.
This Resolution replaces 2004-36 in its entirety.
PASSED AND ADOPTED by the Common Council of the City of Greencastle,
Indiana this 10 day of J aN%)a.‘2., , 2012.
______.z,4______,-------
A/-4/4°---#
Adam Cohen Jinn/ngham �-
S. Bi
644,
////,
<-4-1 r?44a:rpmee.d.4;
1'�1ar N. Hammer
Phyllkicki
, 2, c),
Terry Smit
Approved and signed by me this\ day of----- , 2012, at
-'.�� o'clock \.m.
J
Sue Murray, Mayor
ATTEST:
L nda Dunbar, Clerk-Treasurer
n
e
EXIBIT A
Employees Authorized to use City of Greencastle Credit Cards
Susan Murray, Mayor $ 5,000
Lynda Dunbar, Clerk-Treasurer $ 5,000
Dept. Heads
Laurie Hardwick $ 1,000
Richard Hedge $ 1,000
Brian Hopkins $ 1,000
Buddy Jones $ 1,000
Oscar King Jr. $ 1,000
Alicia Linton $ 1,000
Jeff Mace $ 3,000
William Newgent $ 5,000
Shannon Norman $ 1,000
• , Bradley Phillips $ 1,000
Ed Phillips $ 1,000
Ernest Phillips $ 1,000
Pam Pierce $ 1,000
Thomas Sutherlin $ 2,000
Thomas Swenson $ 1,000
Rod Weinschenk $ 2,500
Total $34,500
CANCELLATION OF WARRANTS-OLD OUTSTANDING CHECKS
Pursuant to IC 5-11-10.5, all checks outstanding and unpaid for a period of two years as of
December 31 of each year shall be declared cancelled.
Not later than March 1 of each year, the controller or clerk-treasurer shall prepare or cause to be
prepared a list in duplicate of all checks outstanding for two or more years as of December 31 last
preceding. The original copy shall be filed with the city or town council and the duplicate copy maintained
by the controller or clerk-treasurer of the city or town. The controller or clerk-treasurer shall enter the
amounts so listed as a receipt to the fund or funds upon which they were originally drawn and remove the
checks from the list of outstanding checks. If the fund from which the check was originally drawn is not in
existence or cannot be ascertained, the amount of the outstanding check shall be receipted into the
general fund of the city or town
Date check# Description Amount
01/14/2009 26316 MARK, KATHRINE 4,722.00 e;
01/26/2009 26415 DUKE ENERGY 5.59 r
05/13/2009 27102 SERVICE GLASS 40.00 ,�
07/15/2009 27518 KEAN, KATIE 10.00 I, 0
TOTAL 4,777.59
COMMON COUNCIL OF THE CITY OF GREENCASTLE
signatures&date
JINSIE BINGHAM 4-411/A4
$/
ADAM COHEN
MARK HAMMER 2. $�
PHYLLIS ROKICKI 6444_i
TERRY SMITH