HomeMy WebLinkAboutADMIN-9-94 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
REPORT
Meeting: General Purpose and Administration Committee File# <<�`_ • C',�
Date: April 18 1994 Res. # ( pA -2�{ 9 _ Ci`
Report#: ADM1N__9_F4e #: Ry-Law#
Subject: Municipal Credit Card
Recommendations:
It is respectfully recommended that the General Purpose and
Administration Committee recommend to Council the following:
1. That Report ADMIN. 9 - 94 be received;
2 . That the Treasurer be authorized to obtain a Municipal credit
card with a limit of $2,000 for use by the Economic
Development Officer;
3 . That the Chief Administrative Officer monitor the use of the
credit card through the approval of the monthly statements for
payment;
4 . That the Economic Development Officer be advised that the
policy for use of a Municipal credit card is that it is
available for Municipal business only; and
5 . That resolution #C-61-94 not be applied to the credit card for
the Economic Development Officer.
BACKGROUND:
1 . In the 1994 budget deliberations meeting of March 11th., by .
resolution #GPA-192-94, the Chief Administrative Officer was
directed to review the credit card issue in relation to the
Economic Development Officer.
2 . Council also directed on January 24, 1994, through resolution
#C-61-94, that all credit cards be turned into the Treasury
Department forthwith and not be used again unless approved by
Council in advance for each occasion.
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3 . The requirements of the Economic Development Office are such
that the Economic Development Officer is expected to conduct
many of his business meeting over lunch or dinner. As such he
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is expected to cover the cost of these expenses and recover
the funds through the submission of expense reports once the
individual's personal credit card statement is received. This
process may lead to the payment of carrying charges by the
individual since the reimbursement may not be received prior
to the due date of the statement.
3 . 1 Reimbursement of expenses is normally paid through the
accounts payable process . It is possible to have a rush
cheque produced to repay the expense as quickly as possible.
However, this still may not be in sufficient time to avoid
penalty, and in addition, the administrative cost associated
in producing manual or rush cheques can be significant
depending on the frequency.
4 . 0 It is recommended that a credit card be provided -for the
Economic Development Officer for use strictly related to
Municipal business at a reasonable limit of $2,000 . It is
further recommended that the Chief Administrative Officer
monitor the overall use of the credit card through the
approval process for the monthly Visa statement over the
extent of the contract for the Economic Development Officer.
5 . 0 It is necessary to exclude the proposed issuance of a credit
card for the Economic Development Officer from the direction
provided by Council resolution #C-61-94, because it references
all credit cards (the Mayor, Department Heads, and the
Executive Assistant to the Mayor) .
Rspectfully submitted,
W. H. Stockwell,
Chief Administrative Officer
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