AN ORDINANCE TO AUTHORIZE THE USE OF CREDIT CARDS AND PURCHASING CARDS FOR CITY PURCHASING
WHEREAS, the State Board of Accounts Accounting and Uniform Compliance Guidelines Manual for Cities and Towns, Chapter 7 authorizes a city's use of credit cards once a city adopts a resolution or ordinance regarding credit card policies; and,
WHEREAS, the Common Council may authorize the use of credit cards and purchasing cards with conditions it deems necessary and appropriate under Indiana Home Rule Powers in IC 36-1-3-1; and
WHEREAS, the City of New Albany desires to approve and limit the use of city credit cards and purchasing cards by city employees and officials in the performance of city duties when such use is in the best interest of the city.
Now, therefore, be it ordained by the Common Council of the City of New Albany that
Section 1. This ordinance is adopted in compliance with the State Board of Accounts Accounting and Uniform Compliance Guidelines Manual for Cities and Towns, Chapter 7, authorizing a city to use credit cards for purchases.
Section 2. City of New Albany employees and officials may use city credit cards and purchasing cards for purchases related to the performance of city duties when such use is in the best interest of the city.
Section 3. The Department head or their designee shall be responsible for safekeeping of the credit cards and purchasing cards.
Section 4. City credit cards and purchasing cards shall be used only with the approval of the department head or their designee. The department head shall maintain a usage log for each card identified by card account number, with entries certified by signature of the department head or their designee. The log shall include the following information: (1) the name and position of the individual using the city's card; (2) upon issuance: the date the card is issued to the individual, the estimated amounts to be charged, the type of expenses (such as airline tickets or office supplies), and the appropriation account numbers to be expended; and (3) upon return: the date the card is returned and the amount charged to the card.
Section 5. City credit cards and purchasing cards shall be used for purchases relating to the performance of city business only. No personal use of a city credit card or purchasing card is allowed, even if an employee offers to reimburse the city of the employee's personal use of a city credit card or purchasing card.
Section 6. Payment of credit cards and purchasing card bills shall be subject to the audit requirements of accounts payable vouchers in conformity with IC 5-11-20 and IC 36-4-8 and the regulations of the State Board of Accounts. Itemized receipts are required for all card and purchasing card purchases, including resturaunt charges. Payment will not be made on the basis of a credit card or purchasing card statement. Signed charge slips showing the total charge only, with no itemization of items purchased, are not acceptable. It is the responsibility of the employee authorizing the charge to obtain proper itemized receipts.
Section 7. Credit card an purchasing card charges that do not meet audit requirements including charges that include the imposition of sales taxes for which the city is otherwise exempt, are the responsibility of the employee authorizing the charge. The city will take all necessary steps to obtain reimbursement for charges which do not meet audit requirements from the employee authorizing the charge, including, but not limited to, the garnishment of the charging employee's city wages.
Section 8. Any interest of penalty incurred due to the late filing with the City Controller of an accounts payable voucher for payment of a credit card or a purchasing card bill, or incurred due to the delay in furnishing of documentation required for audit by an officer of employee, shall be the responsibility of that officer or employee.
Section 9. The City Controller shall be notified immediately if a credit card or purchasing card is lost or stolen. If a credit card or purchasing card is lost due to negligence on the part of a city employee, the employee shall be responsible for any and all expenses incurred on the lost card or purchasing card.
Section 10. The City Controller is authorized to revoke credit cards or purchasing cards that have been used in violation of city policy.
This ordinance shall be in full force as of this______day of ___________2006.
____________________________________
JEFF GAHAN, PRESIDENT
COMMON COUNCIL, CITY OF NEW ALBANY
ATTEST:_____________________________
MARCEY WISMAN, CITY CLERK
Freedom of Speech would like to know:
1. Were there problems with the use of the credit cards in the past?
2. Why does this Adminstration continue to "Cover-Up" a former employee of the Fire Department's misuse of the City credit card?
3. How will the use of the credit cards be supervised?
4. What records will be kept on the use of the cards?
5. Who will approve credit card expenditures? Dept. heads? Board Of Works? Or the City Controller?
6. Will these expenditures be available and open to be viewed by the public?
7. Who can the taxpayers hold accountable for any misuse?
Freedom Of Speech believes the Administration is accountable for taxpayers' monies and how they are being spent. They should not be putting the burden of over spending and wasteful spending, on the backs of the taxpayers of New Albany.
We are outraged with the mismanagement and abuse of power from the Garner Adminstration and the attempt to influence City Council decisions.
We want real Council Members who will:
* Not be a rubber stamp for the Mayor.
* Not be afraid to stand up and say "No" were going to look out for the taxpayers and use a common sense approach.
* Do what is right for all, instead of a selective few.
* Fix existing problems, before other projects are started.
* Avoid double dipping.
* Avoid conflict of interest.
We feel this is a "charge now & pay later" attitude of this current Adminstration and several Council Members.
This is not the way to make progress in New Albany.
You will not be able to "Ignore the Voices" of the taxpayers in regards to over spending, wasteful spending, mismanagement and abuse of power in the up coming election in 2007.....
