RESOLUTION 2002-22

"COLUMBIA TOWNSHIP CREDIT CARD POLICY RESOLUTION"

WHEREAS, Public Act 266 of 1995 authorizes a Township to be a party to a credit card arrangement if the Township Board has adopted by resolution a written policy governing the control and use of credit cards, and

WHEREAS, the Columbia Township Board deems that it is in the best interest of the Township to make certain Township financial transactions by using a credit card as described in the Act,

NOW THEREFORE, BE IT RESOLVED, that the following policy shall govern the use of Township credit cards:

The Township Clerk is responsible for issuing, accounting for, monitoring, retrieving, and generally overseeing compliance with the Township’s credit card policy.

Township credit cards are authorized to be used only by the Columbia Township Board and the Columbia Township Fire Chief, for the purchase of goods or services, for the official business of Columbia Township, credit card limits and authorized users as follows:

bulletSupervisor $500
bulletTreasurer $500
bulletTrustee $500
bulletTrustee $500
bulletClerk $1,000
bulletFire Chief $1,000

All credit cardholders shall sign at the bottom of this Resolution to indicate that they have received and read a copy of this Resolution.  As soon as possible, after using the credit card, each person shall submit a copy of the vendor’s credit card slip, with description of transaction, to the Township Clerk. If no credit card slip was obtained that described the transaction, a signed voucher that shows the name of vendor or entity from which goods or services were purchased, the date and the amount of the transaction, and the official business that required the transaction. All credit card slips shall include this information as well. Vouchers shall also include a statement why a credit card slip was not obtained.  The Township Clerk shall review each credit card statement as soon as possible to ensure that transactions comply with this policy. Any transactions that appear on the statements that are not documented with a credit card slip or a signed voucher shall be immediately investigated. Transactions that do not appear to comply with this policy shall be reported to the Township Board.  The cardholder is responsible for its protection and custody. If a credit card is lost or stolen, the Township Clerk shall be notified. The entity issuing the lost or stolen credit card shall be immediately notified to cancel the card.  The cardholder shall return the credit card to the Township Clerk upon termination of employment or service with the Township.

The Township Board shall not approve a payment to the entity issuing the credit card until all transactions have been verified.

The balance including interest due on an extension of credit under the credit card arrangement shall be paid for within not more than 60 days of the initial statement date.

Any cardholder who uses a Township credit card in a manner contrary to this policy shall be subject to the following disciplinary actions, as deemed appropriate by the Township Board;

bulletVerbal counseling
bulletWritten reprimand
bulletSuspension
bulletTermination
bulletReimbursement to the Township for unauthorized expenditures

The foregoing resolution offered by Board Member Burgett and supported by Board Member Fogarty

Upon roll call vote, the following voted.

Beckwith aye

Burgett aye

Fogarty aye

Harrington aye

Hurley aye "Aye" 5 "Nay" 0

The Supervisor declared the resolution adopted.

Date of adoption July 10, 2002.

Mary Burgett

Columbia Township Clerk

I hereby certify the above to be a true and correct transcript of action taken by the Columbia Township Board, County of Van Buren, State of Michigan.