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HomeMy WebLinkAbout2004 04 12 Consent 201 COMMISSION AGENDA ITEM 201 Consent X Informational Public Hearing Regular April 12. 2004 Meeting Mgr. / AU. / Dept. REQUEST: City Manager requests that the City Commission approve Resolution No. 2004-11, establishing a policy regarding the use of City-issued credit cards. PURPOSE: The purpose of the Resolution is to establish a policy for the use of City-issued credit cards. APPLICABLE LAW AND PUBLIC POLICY: Florida Municipal Home Rule Powers Act CONSIDERA TIONS: 1. The Mayor, City Commissioners, and City management often make small purchases on behalf of the City or during official travel and business. 2. The use of City credit cards can be an efficient way to make City purchases and can be more time efficient than completing manual reimbursement requests and completing purchase orders. 3. The use of City credit cards also provides an efficient way to track miscellaneous small purchases made by the City. Page 1 of 2 4. Monthly credit card statements issued to the City will provide ample internal controls to monitor legitimate City expenses. STAFF RECOMMENDATION: The City Manager recommends approval. ATTACHMENT: Resolution No.: 2004-11 COMMISSION ACTION: G:\Docs\City of Winter Springs\Agenda\CreditCardRes.032504.wpd Page 2 of 2 RESOLUTION NO. 2004-11 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF WINTER SPRINGS, FLORIDA, ESTABLISHING A POLICY REGARDING THE USE OF CITY -ISSUED CREDIT CARDS, PROVIDING FOR SEVERABILITY; PROVIDING FOR THE REPEAL OF PRIOR INCONSISTENT RESOLUTIONS; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City Commission of the City of Winter Springs, Florida ("City Commission") desires to conduct its business with order and efficiency; and WHEREAS, the City Commission has found it necessary to periodically review its practices to provide guidelines for the most expedient and efficient business practices in the City; and WHEREAS, the City Commission has determined that issuing credit cards to the Mayor, City Commissioners, and City Management for making purchases on behalf of the City would provide a convenient process by which to conduct city business; and WHEREAS, the City Commission deems it to be in the best interests of the health, safety, and welfare of the citizens of the City that the City implement a credit card policy in order to regulate purchases made with city-issued credit cards. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF WINTER SPRINGS, SEMINOLE COUNTY, FLORIDA, AS FOLLOWS: Section 1. resolution. RECITALS. The foregoing recitals are affirmed and incorporated as part of this Section 2. CREDIT CARD POLICY. The following policy is adopted regarding the use of city-issued credit cards. A. AUTHORIZED PURCHASES. 1. All city-issued credit card purchases must comply with the City's existing purchasing policies and be covered by the existing budget. 2. City-issued credit cards are to be used only for purchases authorized by the City. 3. If a purchase is found by the City Finance Department to be unauthorized, the card holder must immediately reimburse the City in full for the purchase. Resolution No. 2004-11 City of Winter Springs Page 1 of 3 Section 3. B. AUTHORIZED CARD HOLDER. Only the person whose name appears on the city-issued credit card is authorized to use the credit card. C. CARD HOLDER RESPONSIBILITIES. 1. The card holder shall keep the credit card in a secure location. 2. If, at any time, the credit card is lost or stolen, the card holder shall report as much to the financial institution providing the credit card and to the City's Finance Department immediately. 3. The card holder shall review each credit card statement for the accuracy of the purchases. 4. If the card holder disputes any purchases indicated on the credit card statement, the card holder shall notify the City Finance Department of the dispute immediately. 5. The card holder shall collect and save all receipts of purchases made with the credit card and turn them in to the City Finance Department no later than five (5) working days following the date of receipt of the monthly credit card statement. 6. The card holder shall return the credit card to the City Finance Department at the end of their term, unless re-elected, or at the termination of their employment with the City. D. CITY FINANCE DEPARTMENT RESPONSIBILITIES. 1. The head of the City Finance Department shall assign account codes to purchases made with the city-issued credit cards, except with regard to purchases made by the Mayor or City Commissioners, which will have account codes assigned by the City Clerk's office. 2. The City Finance Department shall pay the credit card bills on a timely basis. 3. The City Finance Department shall resolve any issues with the financial institution providing the credit card regarding disputed purchases. E. SALES TAX EXEMPTION. Sales tax should not be added to purchases made with city-issued credit cards. Card holders shall provide vendors with a copy of the City's sales tax exemption certificate in order to ensure the City's sales tax exempt status. F. ABUSE OF CREDIT CARD POLl CY. Any abuse of the City's credit card policy may result in the cancellation of the credit card and possible disciplinary action authorized by City policy or law. DISTRIBUTION OF POLICY TO CARDHOLDERS. All persons issued a City Resolution No. 2004-11 City of Winter Springs Page 2 of 3 credit card shall be provided with a copy of this resolution prior to or at the time of the credit card being issued. Section 4. SEVERABILITY. If any section, clause, phrase, word, or provision of this resolution is for any reason held invalid or unconstitutional by a court of competent jurisdiction, whether for substantive or procedural reasons, such portion shall be deemed a separate, distinct, and independent provision, and such holding shall not affect the validity of the remaining portions of this resolution. Section 5. REPEAL OF PRIOR INCONSISTENT RESOLUTIONS. All prior inconsistent resolutions adopted by the City Commission are hereby repealed. Section 6. EFFECTIVE DATE. This resolution shall become effective immediately upon passage by the City Commission of the City of Winter Springs, Florida, and pursuant to the City Charter. DONE AND ADOPTED in regular session of the City Commission of the City of Winter Springs, Florida, this _ day of , 2004. JOHN F. BUSH, Mayor A ITEST: ANDREA LORENZO-LUACES, City Clerk Approved as to legal form and sufficiency for the City of Winter Springs only: ANTHONY A. GARGANESE, City Attorney Resolution No. 2004-11 City of Winter Springs Page 3 of 3 Sent By: BROWN,SALZMAN,WEISS&GARGANESE; 407 425 9596; ; Apr-6-04 2:52PM; Page 10i13 COMMISSION AGENDA ITEM 201 Consent X Informational Public Hearing Regular April 12. 2004 Meeting Mgr. / At!. / Dept. REQUEST: City Manager requests that the City Conunission approve Resolution No. 2004- 1 I, establishing a policy regarding the u."e of City-issued credit cards. PURPOSE: The purpose of the Resolution is to establish a policy for the use of City-issued .credit cards. APPLICABLE LAW AND PUBLIC POLICY: Florida Municipal Home Rule Powers Act CONSIDERATIONS: 1. TIle Mayor, City Commissioners, and City management often make small purchases on behalf of the City or during official travel and business. 2. TIle use of City credit cards can be an efficient way to make City purchases and can be more time efficient than completing manual reimbursement requests and completing purchase orders. 3. The use of City cn:dit cards also provides an efficient way to track miscellaneous small purchases made. by the City. Page I of 2 Sent By: BROWN,SALZMAN,WEISS&GARGANESE; 407 425 9596; Apr-6.04 2:53PM; Page 11/13 4. Monthly credit card statements issued to the City \ViII provide ample intemal conLrols to monitor legitimate City expens~s. STAFF RECOMMENDATION: The City Manager recommends approval. A TT ACHMENT: Resolution No.: 2004 -11 COMMISSION ACTION: C:\Do(.'slL:iry of Wil1!er Spl'ing::'Agc:mJn\(''rcditCnl'dRcg.032S04.wpd Page 2 of 2 Sent ~y: BROWN,SALZMAN,WEISS&GARGANESEj 407 425 9596; Apr-6-04 2:50PM; Page 2 RESOLUTION NO. 2004-11 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF WINTER SPRINGS, FLORIDA, EST ABLISHING A POLICY REGARDING THE USE OF CITY-ISSUED CREDIT CARDS, PROVIDING FOR SEVERABILITY; PROVIDING FOR THE REPEAL OF PRIOR INCONSISTENT RESOLUTIONS; AND PROVIDING FOR AN RFFECTIVE DATE. WHEREAS, the City Commission of the City of Winter Springs, Florida ("City Commission") desire~ to conductits business with order and efficiency; and WHEREAS, the City Commission has found it necef;saryto periodically review its practices to provide guidelines for the most expedient and efficient business practices in the City; and WHEREAS, the City Commission has detennined that issuing credit eards to the Mayor, City Commissioners, and City Management for making purchases on behalf of the City would provide a convenient process by which to conduct city business; and WHEREAS, the City Commission deems it to be in the best interests of the health, safety, and welfare of the citizens of the City that the City implement a credit card policy in order to regulate purchases made with city-issued credit cards. NO'V, TH~REFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF WINTER SPRINGS, SEMINOLE COUNTY, FLORIDA, AS FOLLO'VS: Section 1. resol uti on. RECITAL~. The foregoing recitals are affirmed and incotpOrated as part of this SectIon 2. CREDIT CARD POLICY. The following policy is adopted regarding the use of city-issued credit cards. A. AUTHORIZED PURCHASES. 1. A 11 city-issued credit card purcha$es must comply with thc City's existing purchasing policies and be covered by the existing budget. 2. City-iSSUed credit cards are to be used only for purchases authorized by the City. 3. If a purchase is found by the City Finance Department to be unauthorized, the card holder must immediately reimburse the City in full for the purchase. Resolution No. 2004-11 City of Winter Spring:! Page 1 of J Sent By: BROWN,SALZMAN,WEISS&GARGANESEj 407 425 9596j Apr-6-04 2:50PMj Page 3 B. _ AUTHORIZED CARD HOLDER Only the person whose name appears on the city-issued credit card is authorized to use the credit card. C. CARD HOLDER RESPONSIBILITIES. 1. The card holder shaH keep the credit card in a secure location. 2. If, at any time, the credit card is lost or stolen, the card holder shall report as much to the linancial institution providing the credit card and to the City's Finance Department immediat.ely. 3. The card holder shall review each credit card statement for the accuracy of the purchases. 4. If the card holder disputes any purchases indicated on the credit card statement, the eard,holder shall notify the City Finance Department of the dispute immediately. 5. The card holder shall collect and save ail receipts of purchases made with the credit cord and turn them in to the City Finance Department no later than five (5) working days following the da.te of receipt of the monthly credit card statement. 6. The card holder shall return the credit card to the City Finance Deparnnent at the end of their term, unless re-c1ected, or at the termination of their employment with the City. D. CITY FINANCE DEPARTMENT RESPONSIBILITIES. 1. The head of the City Finance Department shall assign account codes to purchases made with the city-issued credit cards, except with regard to purchases made by the Mayor or City Commissioners, which will have aCcount codes assigned by the City Clerk's office. 2. The City Finance Department shall pay the credit card bills on a timely basis. 3. The City Finance Department shall resolve any issucs with the fInancial institution providing the credit card regarding disputed purchases. E. SALES TAX EXEMPTION. Sales tax should not be added to purchases made with city-issued credit cards. Card holders shall provide vendors with a copy of the City's sales tax exemption certificate in order to ensure the City's sales tax exempt status. F. ABUSE OF CREDIT CARD POLICY. Any abuse of the City's ~redit card policy may result in the cancellation of the credit card and possible disciplinary action authorized by City policy or law. Section 3. DISTRIBUTION OF POLICY TO CARDHOLDKRS. All persons issued a City Resolution No. 2004-11 City of Wimer Springs Pa.ge 2 of 3 Sent By: BROWN,SALZMAN,WEISS&GARGANESEj 407 425 9596; .. Apr-6-04 2:50PMj Page 4 credit card shall be provided with a copy of chis resolullon prior [0 or at the time of the credit card being issued. . Section 4. SEVERABILITY. If any section, clause, phrase. word, or provision of this resolution is for any reason held invalid or unconstitutional by a court of competent jurisdiction, whether for substantive or procedural reasons, such portion shall be deemed a separate, distinct, and independent provision, and such holding sh.all nol affect the validity of the remaining portions of this resolution. Section 5. REPEAL OF PRIOR INCONSISTENT RESOLlITIONS. All prior inconsistent resolutions adopted by the City Commission are hereby repealed. Section 6. EFFECTIVE DATE. This resolution shall become effective immediately upon passage by the City Commission .of the City of Winter Springs, Florida, and pursuant to the City Charter. DONE AND ADOPTRO in regular session of the City Commission of the City of Winter Springs, Florida, this _ day of .....J 2004. JOHN F. BUSH, Mayor ATTEST: ANDREA LORENZO-LUACES, City Clerk Approved as to legal form and sufficiency for the Cily of Winter Springs only: ANTHONY A. GARGANESE, City Attorney Resolution N c>. 2004-11 City of Winter Springs Page 3 of 3