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iBRKATM it O 011 - NEW Report Number: 08-021 Agenda Section: VI -2 the city that works for you Report Date: January 16, 2008 .Council _Meeting Date: January 22, 2008 QUEST FOR COUNCIL CONSIDERATION ITEM DESCRIPTION: APPROVING PURCHASING CARD PURCHASES FROM APRIL, 2007 THROUGH NOVEMBER, 2007 DEPARTMENT HEAD'S APPROVAL: CITY MANAGER'S APPROVAL: No comments to supplement this Comments attached Recommendation: To approve purchasing card purchases from April, 2007 through November, 2007. Legislative History: The City Council approved the use of purchasing cards by resolution on October 10, 2006. The Purchasing Card Pilot Program was introduced in early 2007 to a few representative employees from each department. The pilot program was very successful. The program was then implemented for all eligible employees whose respective department head approved. • Financial Impact: Transactions incurred with the use of purchasing cards follow the same budgetary controls as other City disbursements. The program is without addition costs to the City. Explanation: Disbursements made with purchasing cards are subject to the same procedures and internal controls as those paid by a City check. Every transaction on a monthly statement is approved by the employee and their supervisor. The total purchases are automatically taken out of our bank account once per month. The program is working very well. However, we forgot to include them with the list of vouchers which the Council approves on a regular basis as part of their consent agenda. From now on, starting with December, 2007, the list of purchasing card transactions will be on the consent agenda following the vouchers on a monthly basis. As a separate item, I've included approval of the transactions from April, 2007, through November, 2007. Dan Maiers Director of Finance 0