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515 Little Canada Road, Little Canada, MN 5511.7 -1600 <br />(651) 766 -4029 / FAX: (651) 766 -4048 <br />www.ci.l ittle- canada.mn.us <br />MEMORANDUM <br />TO: Mayor Blesener and Members of the City Council <br />FROM: Sharon Provos, Finance Director <br />DATE: September 19, 2013 <br />RE: Credit Card and Charge Account Policy <br />MAYOR <br />Bill Blesener <br />COUNCIL <br />Rick Montour <br />John Keis <br />Michael McGraw <br />Shelly Boss <br />ADMINISTRATOR <br />Joel It Hanson <br />Attached are a proposed Credit Card and Charge Account Policy and a Credit Card User <br />Agreement. Over the years, we have resisted utilizing City credit cards, but conditions have <br />changed enough that we now feel it is a more efficient approach than our current methods of <br />dealing with vendor credit. <br />There are several reasons why staff is requesting authorizing the use of credit cards. They are as <br />follows: <br />• Will create improved efficiencies by not having to open credit accounts at multiple <br />vendors, some that may only be used for a single purchase. <br />• Provides the ability to more rapidly use different vendors thereby allowing an employee <br />the opportunity to price check multiple sellers to help achieve better pricing. <br />• With the sales tax exemption back in play, City credit cards will ensure we are able to <br />take advantage of our tax exempt status versus using the personal cards and not being <br />allowed to receive that benefit. (Note: We have used personal cards for a number of <br />purchases that have then been addressed with expense reimbursements versus opening up <br />credit at firms where we make limited purchases.) <br />Staff recommends approval of the attached policy. If approved by the City Council, this will be <br />incorporated into our Financial Management Policy. <br />1 <br />