PUBLIC NOTICE

PUBLIC NOTICE OF ADOPTION

ORDINANCE 11-02-20-D

Public Notice is hereby given that the City Council of the City of Enterprise, Alabama, at the Organizational Session held on November 2, 2020, duly passed and adopted Ordinance 11-02-20-D.  The ordinance in its entirety is as set out below.

Beverly Sweeney

Interim City Clerk/Treasurer

November 11, 2020

ORDINANCE 11-02-20-D

AN ORDINANCE TO REGULATE THE USE OF CREDIT CARDS BY

CITY OFFICIALS AND EMPLOYEES

WHEREAS:     It is often necessary for City officials and employees to perform official travel in the interest of the municipal government; and

WHEREAS:     The most economical and efficient means of funding certain travel is through the use of the credit card system; and

WHEREAS:     Credit Cards are widely used for the purchase of goods and services.

NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF ENTERPRISE, ALABAMA, as follows:

SECTION I:    The Mayor is authorized and empowered to make application to the following companies for Credit Cards:

Master Card, Visa Card, American Express, Discover Card and Gasoline Cards, as necessary.

SECTION II.   It is the intent that these Credit Cards be used by any City official or employee of the City to defray expenses incurred by any official or employee while traveling or remaining beyond the limits of the City and to make purchases of goods and services under the following provisions:

Travel

1. a.     Except as otherwise provided, Credit Cards will be issued for approved travel only.
   
   
2. b.     The employee using the card for travel purposes will be issued the card from the City Clerk’s Office.  The employee using the card shall sign for the card and indicate the date was received as well as provide an estimate of the expected charges on the card.
   
   
3. c.     Upon return from the travel, the employee will return the card to the City Clerk’s Office no later than the next business day after the return from travel.  All original receipts shall be submitted to the City Clerk’s Office when the card is returned.  Copies of receipts may be made to turn in with corresponding expense reports and for personal files.  As per City policy, expense reports shall be submitted to the City Clerk’s Office no later than 3 business days after return from the travel.

In-Store Purchases

1. a.     A voucher will be completed and submitted to the City Clerk’s Office by the Department Head.  The voucher shall include the name and address of the business which the card will be used, the item(s) that will be purchased, and the cost of the item to be purchased (or an estimate if the actual price is unknown), and the purpose of the purchase.  The Credit Card will be released by the City Clerk’s Office to the Department Head or designee.  A list of the Department Head’s designees shall be submitted to the City Clerk’s Office to keep on file.  Card will only be issued to those designees.
   
   
2. b.     Upon the completion of the purchase, the card and receipt for the transaction shall be returned to the City Clerk’s Office no later than the next business day.  If necessary, the voucher amount will be adjusted at that time.

On-Line Purchases

1. a.     A voucher will be completed and submitted to the City Clerk’s Office by the Department Head.  The voucher shall include the name and address of the business as well as the website at which the card will be used, the item(s) that will be purchased, and the cost of the item to be purchased (or an estimate if the actual price is unknown), and the purpose of the purchase.  The City Clerk’s Office will make the on-line purchase transaction.
   
   
2. b.     Upon the completion of the purchase, a copy of the voucher and a copy of the receipt will be issued to the Department Head.
   
   

Credit Card transactions conducted outside of these guidelines are no longer authorized.

SECTION III. The possession of Credit Cards is invested in the Mayor and City Clerk.  It is expressly understood that any charges made under the Credit Cards shall not be a valid claim against the City unless supported by an itemized statement to be filed with the Treasurer of the City and approved by the Council.

SECTION IV.  Any resolutions or ordinances, or parts of resolutions or ordinances in conflict herewith are, to the extent of conflict only, hereby repealed.

APPROVED AND ADOPTED THIS 2ND DAY OF NOVEMBER, 2020.

COUNCIL:

S/ Sonya W. Rich

Council Member Sonya W. Rich

District #1

S/ Eugene Goolsby

Council Member Eugene Goolsby

District #2

S/ Greg Padgett

Council Member Greg Padgett

District #3

S/ Scotty Johnson

Council Member Scotty Johnson

District #4

S/ Turner Townsend

Council Member Turner Townsend

District #5

ATTEST:

S/ Beverly Sweeney

Beverly Sweeney

Interim City Clerk/Treasurer

Transmitted to the Mayor this 3^rd day of November, 2020.

S/ Beverly Sweeney

Beverly Sweeney

Interim City Clerk/Treasurer

ACTION OF THE MAYOR:

Approved this 4^th day of November, 2020.

S/ William E. Cooper

William E. Cooper

Mayor

ATTEST:

S/ Beverly Sweeney

Beverly Sweeney

Interim City Clerk/Treasurer

11/11/2020