HomeMy WebLinkAbout1992 Resolution No. 011HP.SOLUTION NO. /I_
Sla:HrES Ql? 1902
A R ES0LUTIO N CONCERN I NG THI~ ENGLEWOOD C ITY COGNC IL POLICY
~IANUAL-US E OF DISCHI-:'l'IONARY FUNDS .
WH E REA S, it is the poliry of C ity Cou ncil to limit the di scr eti on ary use o f
taxpayer funds; and
WH EREAS , it i s the poli cy of t he Ci ty Co u,,cil lo e ncou r age accou nta bi lity lot he
p ubli c fo r the u se o f taxpaye r fund s ;
NOW, THEREFORE, BE IT RESOLVED !3Y THE C ITY COUNC IL OF T HE
C ITY OF ENGLEWOOD , COLORA DO, T HAT:
~ Di scre ti onnrv funds in the su m of S 150.00 s ha ll be allocated for each
Counci l Person pe r qu a rt er. It is the inte ntio n o f the C ity Council
that th ese funds be u sed in t h e m etropo litnn area ;ur rou ndi ng the
City of Englewood. Th ose funds not used in nny ca len da r qu a rter
shall not be late r used bv the Counci l Person but shall be returned l o
the gene r a l fund. ·
~ Discreti onary funds shall n ot to be used for out-of-state expenses
unless approved by City Cou n cil. An a pplication for use of
Discre tiona ry Funds for a n out-o f-state trip m ay be a ppli ed for arrer
the fact, but if the City Council d isa pproves of the expenditure the
Council Member mu st pay ba ck any of the d isc retiona ry funds used
during th e trip .
~ Discreti onary funds may be t:sed for bo oks , publicatio ns or mat i rial s
directly related to th e :·esp,,n sibiliti es of the City Co u.-~il. The
mat.e ,ials may n ot b ~ u s c·d fo r personal uses and s hall be m a de
availabl e to other Counci l ~'!embe rs on request. that is a ny ma t eri al s
(tapes. pu blicati ons. ,,tc.) -,btaincd at a confere nce or purcha sed with
discretion arv funds sh a ll be m a de available t o all of th e C ouncil
members an"d City St a fT on requ e st.
Section 4 Individual member.-h i ps t o a n o r g anization (sen ·ic e clubs, etc.) may
be paid fr om di s cretionary funds provided th e_; h a,·e a C ity purpose.
~ Expenditures fo r alco h olic bev erages slrn ll only be ns pnrL of a mea l
as opposed to separnte expe nditure. \\'here it i s n ecess~ry a s a pa 1'l of
t he establishments policy to have separate t icht s fo r food and
beverage p u rchases. co mplian ce s h a ll be rntisfic·d ;o lo n g :is no•ed on
tlw n ce'pt s h :· th r co un cil pc •·s on
Srcti "n G. All recei pt s mu s t he Lt:rn ed in wi th in 15 da:·s ofd~t c ofexp e nrliturc t o
f:1rt lit nte reco nc iliati on wit h F i n ance Department. Fai l ure t o comply
may rc·5td t in non-pnym<.-nl fo r th .it r:-.pcn ::;c•.
Sttti.ru:J..1. Usngo of a City-i s ,i ocl cred it card is pe rmi ssible for di sc r etion a ry A
ex penditure ., subJ e d to se parate credit ca rd u sage agree me nt W
a ttach ed.
~-Expe nditu re Fvrm a tta ch ed sh a ll be u se d for documentation of a ll
expenses.
ADOPTED AND APPROVED thi s 3rd day of Fe bruary, 1992.
ATTEST:
"'· ou~rishia fl .. Ellis, De puty City Clerk
I , Loucrishia A. Ellis, Deputy Ci ty Clerk for the City of Englewood,
Colo rado, hereby certify the abo\'e is a true copy of Resolution No. Jf._, S e1ies of
1992. olwu~
Loucrishia A. Ellis
Sub ject : Gu!dcltncs for the use of City Visa Card by City Council.
Purpose of Polley Statement:
To es ta bli s h guJdelJncs to be followed whe1 l t:s!ng a City Vi s a card.
Organ.tzations/Persons Affected:
All authorized City Counc il Membe r Visa Card Hold ers.
Po!Jcv:
--City Visa cards may only be used by the p erson a uthorized. to sign the card.
The carci ls not transferable.
City Visa Cards are only to be used for offi cial City business. Perso nal use of
U1e card is not allowed.
City Visa cards are n ot to b e used to obtain cash fro m a utomati c tell er
mach.tnes.
All Visa statements w1U1 receipts, charge s!Jps and a cc ount numbers attached
must be turned into th,: City Manager's Office. A -When the City Visa ·card is used for travel, ilie receipts and charge s!J ps r elated W to U1e travel need to be attached to a complet ed travel and e,._-pense fom1.
When U1e City Visa card is used for purchasing meals for the cardholder and
oiliers, the IRS requJres the business purpose and dini ng partners and U1 eir
titles be included w1U1 the receipts.
In comp!Jance with U1e City's purchasing po!Jcies, no capital items are t o be
purchased wltil the City's Visa card.
All City Vis a charges will be re co n ciled by tlie City Mru1agP.r's Office, and
approved by ilie Finance Dire ctor pr1 or to payment of ilie charges .
Upon com pletion of yo ur formal ass ociatio n wlt11 t11e City, City Visa cards a nd
all outstand1ng charge slips and receipts are to be r eturn ed t o the City
Man ager ·s Offi ce. The cards "1.11 a utomatically be temlinated.
In U1e eve nt of apparent mi suse of a City Visa card, U1e City Manager will
discu s s the m atter "1t11 t11e incU,i dual City Council Mem ber. Should app aren t
misuse continue, ilie City Manager "1.11 suspend t11e card ru1 d d.t scuss U1e
matte r ,,1t11 City Council
I ha,·e read tl:!s policy ,.nr l agree to 2,; ,id' by its te m1.0 •
S ign a ture Date
Card Acco unt Numb er
EXPENDITURE FOR~!
Pnrlicipan l s
Loc a tion/:\1ilen ge
Oth e r expen ses (pl ease s pec ify )
Tota l (receipt,
attached )
:\1e e lin g
Purpo se/E ,·en t
''articipants
Date
Location/Mileagt
Other expem;es (please speci fy) ____________ _
Total (r eceipts
a tta c h ed )
TOTAL MI LES (Cu rren t IRS Ra te) s _____ _
TOTAL EXPENSES s ____ _