ORDINANCE NO.   2012-6  

CREDIT CARD ORDINANCE

          1. The Town Manager of the Town of Leo-Cedarville is hereby authorized to secure and maintain one or more credit cards in the name of the Town for use by properly authorized Town representatives in carrying out the business of the Town and to pay a reasonable annual fee if the Town Manager determines it to be in the Town’s best interests. The Town Manager shall sign all credit applications and credit agreements for all credit cards. All credit cards shall be issued in the name of the Town or in the name of an authorized Purchasing Agent of the Town so long as the name of the Town is also included on the face of the card.
2. The aggregate credit limit of all credit cards secured in the name of the Town may not exceed $10,000.00. Individual purchases with a Town Credit Card are limited to the purchase limit amount established by the Town’s Purchasing Ordinance.
3. Purchases may be made with the Credit Card by any Town Purchasing Agent within the limits of the Purchasing Agent’s borrowing limits, or by other Town employees or officers as authorized in advance by a resolution of the Town Council. Charges shall only be made on the credit card(s) to purchase items or services which are included and authorized in the budget of the Town.
4. All credit cards shall be maintained by the Town Manager. However, cards issued in the name of a designated Purchasing Agent may be maintained by the Purchasing Agent. Town credit cards may only be used by the Town’s designated Purchasing Agents, and only in a manner consistent with the Town’s Purchasing Ordinance.
5. Within seventy-two (72) hours of the purchase, or if the Purchasing Agent is out of Town when the card is used within seventy-two (72) hours of the Purchasing Agent’s return to Town, a Purchasing Agent using a credit card shall provide the Town Clerk-Treasurer with a copy of the credit card receipt with written particulars of the purpose of the purchase, including an itemized list of all charges incurred and whether those are paid from different budgeted line items.
6. No credit card issued to the Town shall be used for a private or other non-Town purchase. Inappropriate use of any Town Credit Card shall be reported to the Clerk-Treasurer and the Town Council, and appropriate discipline shall be taken by the Town Council against any card user who improperly uses a Town credit card. Improperly documented charges or those charges shown to be unnecessary in carrying out the Town’s business and any finance charges resulting from the use of the card shall be the responsibility of the person making the improper charge and subject to collection as any other Town claim.
7. The Clerk-Treasurer may require the employee or responsible Town officer to complete a purchase order form if necessary to encumber the appropriate fund and track appropriations and to monitor the Town’s accounting system.
8. Payment should not be made on the basis of a statement or a credit card slip only. The employee returning the card must provide the same information required for other purchases under the Town’s purchasing ordinance. Supporting documents such as paid bills and receipts must be provided to the Clerk-Treasurer when available.
9. If a charge was properly authorized and documented pursuant to the procedures set forth in the Purchasing Ordinance, the Clerk-Treasurer may pay the charges, including interest and the annual fee for the card(s) without prior approval of the Town Council.
10. All parts of previous ordinances in conflict herewith are repealed to the extent of said conflict.
11. In the event any section, subsection, clause, phrase or portion of this chapter is for any reason held illegal, invalid or unconstitutional by any court of competent jurisdiction, such portion shall be deemed a separate, distinct and independent provision, and such holding shall not affect the validity of the remainder of this chapter. It is the legislative intent of the council that this chapter would have been adopted if such illegal provision had not been included or any illegal application had not been made.
12. This Ordinance shall be in full force and effect upon its passage and publication in accordance with applicable law.

Passed and adopted by the Town Council of the Town of Leo-Cedarville, Indiana on this   13th   day of   March  , 2012.

  John Clendenen        
John Clendenen
President

  Tim Richards             
Tim Richards
Council Member

  Kevin Veatch             
Kevin Veatch
Council Member

  Paul Steffens            
Paul Steffens
Council Member

  Ted Garton               
Ted Garton
Council Member

      ATTEST: John Eastes                
John Eastes
Clerk-Treasurer