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Title:
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Adoption of a Resolution Amending City Council Policy Statement No. 4209 Entitled “Purchasing (Credit) Cards,” to Enhance the Guidelines and Controls for the Use of City Issued Credit Cards and Rescinding Resolution No. 2002-R028.
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City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends that the City Council adopt a resolution amending City Council
Policy Statement No. 4209, entitled “Purchasing (Credit) Cards,” to enhance the
guidelines and controls for the use of City issued credit cards and rescinding
Resolution No. 2002-R028.
BACKGROUND:
On March 25, 2002 the City Council approved Purchasing Card Policy Number 4209
to establish guidelines for the use of City issued credit cards. The City has used
various methods to purchase goods and services. The Purchasing Division of the
City Treasurer’s Office initiated the Purchasing Card program to promote vendor
acceptance and operational efficiency.
City issued Purchasing Cards differ from traditional credit cards in the unique
controls which have been developed for this program. These controls ensure that
the City issued Purchasing Card can be used only for specific purposes within
specific dollar limits. In addition, certification of all purchases is required by each
card holder along with verification by the Approving Official before payment is made.
DISCUSSION:
The purpose of this Policy is to enhance the guidelines and controls in the use of
City issued credit cards. Staff surveyed Purchasing Card Policies from 14 other
Meeting Date: 12/10/2007 Item Number: A-8
AGENDA ITEM: Adoption of a Resolution Amending City Council Policy
Statement No. 4209 Entitled “Purchasing (Credit) Cards,” to Enhance the
Guidelines and Controls for the Use of City Issued Credit Cards and Rescinding
Resolution No. 2002-R028.
Contact Person/Dept.: Margarita Lee
Budget Finance, Purchasing
Phone Number: 310/253-6552
Fiscal Impact: Yes [ ] No [X] General Fund: Yes [ ] No [X]
Public Hearing: [ ] Action Item: [X] Attachments: [X]
Public Notification:
Master Notification List (12/05/07).
Department Approval:
Jeff Muir (12/05/07)
City Attorney Approval:
Carol Schwab (by H. Iker) (12/05/07)
Fiscal Impact Review:
Jeff Muir (12/05/07)
City Manager Approval:
Jerry B. Fulwood (12/05/07) City of Culver City, California
City Council Agenda Item Report
Cities to determine which policy model best reflects the City’s needs. The intent is to
clarify restrictions and appropriate usage. Also, this revised Policy provides more
detailed instruction to the Card Holder on responsibilities that include managing
receipts and processing billing statements. There is also a glossary that defines
terminology used in the Policy. Each Cardholder is trained on the proper use of the
Purchasing Card and given a copy of the Policy prior to issuance of the Purchase
Card. Purchases are restricted by policy, and reinforcement of policy is made
individually, or via bulletin to all Cardholders if a lack of understanding seems
apparent. This Purchasing Card Policy includes a table of “allowable” and “non-
allowable” goods and services to further clarify usage requirements and possible
disciplinary actions for misuse.
FISCAL ANALYSIS:
There is no fiscal impact associated with this agenda item.
ATTACHMENTS:
1. Current City Council Policy Statement No. 4209
2. Proposed Resolution (including revised Policy No. 4209)
MOTION:
That the City Council:
Adopt the resolution amending City Council Policy Statement No. 4209, entitled
“Purchasing (Credit) Cards” and rescinding resolution No. 2002-R028.
MEETING DATE: December 10, 2007
AGENDA ITEM: Adoption of a Resolution Approving a Revised Purchasing
Card Policy with Enhanced Guidelines and Controls for the
Use of City Issued Credit Cards and Rescinding Resolution
No. 2002-R028.
ATTACHMENTS
Pages
1. Current Council Policy No. 4209........................................ 1 - 18
2. Proposed Resolution (including revised Policy No. 4209..... 19 - 39