HomeMy WebLinkAboutTR-99-81 KEpwLEDGE,yo
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CORPORATION OF THE TOWN OF NEWCASTLE
40 TEMPERANCE STREET
BOWMANVILLE, ONTARIO
L1C3A6 TELEPHONE 623-3379
Report to the Chairman and Members of the General Purpose and Administration Committee
meeting held December 7, 1981.
Report No. TR-99-81
Subject: Credit Cards held by Various Departments
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Recommendation:
It is respectfully recommended that:
"This report be rece.tved for information. "
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Background and Comment:
In response to questions at General Purpose and Administration on Novmeber
23, 1981, I have requested information form each department relative to credit cards
held.
The responses areas follows from the various departments:
Department Response
Administrator no credit cards
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Clerk Type: Shell Canada
Held: At Animal Control Shelter
Access: Animal Control Officers
Use: Purchase gasoline and oil for the truck
Control : All accounts approved prior to payment
Comment: An arrangement will be made to make these
purchases through the Bowmanville Works
Yard.
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TR-99-81
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Department Response
Community Services Type: Canadian Tire
Held: Locked in Community Services 's Secreatary's
desk.
Access: Director and Deputy Director have direct
access and may authorize its use by Park
Foreman, Facilities Manager and Program
Director.
Use: For purchase of minor supplies.
Control : Card is returned to office immediately
after use and all invoices approved by
Director or Deputy-Director.
Comment: Require to make small purchases of necessary
supplies for various jobs. A store of such
supplies is not maintained in Town 's
depots. Close control is kept of the
purchases made by the department.
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Fire Department Type: Canadian Tire
Held: Fire Chief's office
Access: Full-time firefighters, secretary and
Fire Chief
Use: Purchase of maintenance supplies for
appartus and equipment.
Control : Fire Chief approves all purchases
Comment: Chief keeps control of the card at all
times and approves all invoices.
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Planning & Development no credit cards
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Public Works Type: Shell Canada
Grand & Toy
Canadian Tire
Held: Shell Canada and Grand & Toy have been
turned into the Treasurer's office, and
will be cancelled. The Canadian Tire
account has not been turned in.
. . . ./3
,v
TR-99-81
- 3 -
Department Response
Public Works - Cont'd Access: Canadian Tire card is under the control of
the Director
Use: Used infrequently for small purchase of
supplies.
Control : Card is under the control of the Director
who authorizes all purchases.
Comment: The department feels there is no need for
the maintenance of the credit card accounts,
therefore the Treasurer will take steps to
have them closed.
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Treasury no credit cards
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Mayor Type: Bell Canada
Held: By the Mayor
Access: Mayor
Use: Infrequently for long distance telephone
calls
Control : Review of monthly telephone bills for
unusual entries.
Comment: This account was opened for the convenience
of the Mayor and Treasurer in making
telephone calls when away from the office.
It is used infrequently but will be
maintained. The second card which was held
by the previous Treasurer has been destroyed.
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Those departments maintaining credit card accounts presently feel the
need for them because of a lack of stored supplies to meet their needs at any given
time. The institution of a comprehensive purchasing system and maintenance of an
inventory of goods appropriate to our needs might eliminate the requirement for these
credit cards accounts.
. . . . ./4
TR-99-81
- 4 -
All departments maintaining credit coard accounts have been particularly
vigilent in maintaining the security of credit card and limiting its use to authorized
personnel for authorized purchases.
Respectfully submitted,
P
Kathryn A. Campbell , C.A. , B.Com. ,
Treasurer
1 12 81
R81-CC-1
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