HomeMy WebLinkAboutRes 005 - Sunriver SD Credit Card PolicyDeschutes County Board of Commissioners
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AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of February 25, 2009
Please see directions for completing this document on the next page.
DATE: February 12, 2009
FROM: Sharon Smith Administrative Assistant 541 -593 -8622
TITLE OF AGENDA ITEM:
Consideration of Board Signature of Sunriver Owners Association Resolution 2009 -005.
Recommending Approval to Amend Sunriver Service District's Credit Card Policy P004.
PUBLIC HEARING ON THIS DATE? NO
BACKGROUND AND POLICY IMPLICATIONS:
To amend policy P004 to include the use of the three District credit cards. Card limits are as follows;
fire and police credit card limit is $5,000 and the district credit card limit is $3,400.
FISCAL IMPLICATIONS:
Purchases limited to $500 maximum on the District's credit card.
RECOMMENDATION & ACTION REQUESTED:
Approve the Amending of Policy to include three District Credit Cards with Treasurer and Chiefs
controls numbered P004.
ATTENDANCE: Jim Coe /Bob Wrightson
DISTRIBUTION OF DOCUMENTS:
Sharon L. Smith, Administrative Assistant, Sunriver Service District and Jim Coe, Chairman, Sunriver
Service District.
REVIEWED
LEGAL COUNSEL
•
For Recording Stamp Only
BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON
ACTING AS THE GOVERNING BODY OF THE SUNRIVER SERVICE DISTRICT
A Resolution Adopting a Policy on the
Use of the Sunriver Service District Credit * RESOLUTION NO. 2009-005
Cards. *
WHEREAS, the Sunriver Service District has a need for three District credit cards; and,
WHEREAS, the Deschutes County Commissioners, acting as the Governing Board of the
Sunriver Service District on June 26, 2002 in Agreement No. 2002 -147 did specify that the Sunriver
Service District (hereafter "District ") provide law enforcement, fire prevention and protection services,
emergency medical services including ambulance, security services by contract; and
WHEREAS, the Deschutes County Commissioners, acting as the Governing Body of the
District on June 26, 2002 in the Memorandum of Understanding Contract No. 2002 -201 and
Agreement No. 2002 -147 did delegate managing authority for the District to the District Managing
Board (hereafter "Board ") created within these documents; and
WHEREAS a policy covering the use of District credit cards is required, now, therefore, it is
resolved that the revised Policy on the use of District credit cards numbered P004 and attached hereto
be incorporated herein and adopted effective this date.
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTI S
COUNTY, OREGON, ACTING AS THE GOVERNING BODY OF THE SUNRIVER SERVIC E
DISTRICT, as follows:
Section 1. The Sunriver Service District is authorizing a third credit card for the organization.
There are two in place currently, one for the Police Chief, and one for the Fire Chief, credit
limit on each card shall not exceed $5,000.
Section 2. The District needs an additional card because expenditures for various events for
the Board do not relate to either the Police Chief or the Fire Chief. The Sunriver Service
District Treasurer may delegate authority to specific employees to authorize single purchases of
less than $500 using the District credit card. The District's card limit is $3,400.
PAGE 1 OF 2- REsOLtiT[ON NO. 2009-005 (2/25/09)
DATED this th day of February, 2009.
BOARD OF COUNTY COMMISSIONERS OF
DESCHUTES COUNTY, OREGON, ACTING AS THI
GOVERNING BODY OF THE SLTNRIVER SERVICE
DISTRICT
TAMMY BANEY, Chair
ATTEST: DENNIS R. LUKE, Vice -Chair
Recording Secretary ALAN UNGER, Commissioner
PAGE 2 OF 2- RESOLUTION NO. 2009-005 (2/25/09)
SUNRIVER SERVICE DISTRICT
Managing Board
Credit Card Policy
Background
The Sunriver Service District Managing Board has determined that a policy
for managing the use of District credit cards is required.
Policy
Sunriver Service District credit cards will be maintained by both the Fire
and Police Chiefs for limited use for department purchases.
Sunriver Service District employees wishing to use the Service District
credit cards for purchases must clear the purchase through their respective
Chiefs and obtain the credit card. The Chiefs will monitor the credit card
use and subsequent bills to ensure they are only used for legitimate Service
District purchases. Employees may be held personally liable for any
purchases appearing on the credit card bill which were not pre- approved.
The Office Managers will code the purchases on the monthly bill prior to
sending them to the finance department.
Examples of authorized uses:
1. Hotel room deposits to hold rooms for authorized official travel on
Service District business.
2. Fuel for District vehicles, when refueling outside of the area and
traveling on Official Service District business.
3. Equipment and supply vendors with which the Service District does
not have a current account.
4. On -line purchases where the vendor will not accept a purchase
order or use of a purchase order would delay a critical purchase or
result in less beneficial terms.
10/9/2003 Page 1 DMB Policy 004
SUNRIVER SERVICE DISTRICT
Managing Board
Credit Card Policy
Examples of prohibited use:
1. Cash advances on a Service District credit card is prohibited.
2. Paying personal expenses on a Service District credit card is
prohibited.
Purchasing limits:
Individual purchases shall not exceed the authorization limits established by
the Service District Board under Resolution R2002 -049 dated December 12,
2002 and Departmental purchasing guidelines. The credit limit on each
card shall not exceed $5000.
Revision History
Established by Resolution 2003 -026 of the Sunriver Service District
Managing Board on October 9, 2003
10/9/2003 Page 2 DMB Policy 004