RESOLUTION 2005-61

 

(Amendments to Resolution 1995-20, Resolution 1996-22, Resolution 2002-46, Resolution 2005-23, Resolution 2005-40 to add a Skamania County Department of Planning and Community Development FedEx Kinko’s Credit Card to the County’s Credit Card Policy)

 

WHEREAS, the Skamania County Board of Commissioners adopted Resolution 1995-20 to establish a credit card policy for Skamania County and amended said resolution by Resolution 1996-22, Resolution 2002-46, Resolution 2005-23, and Resolution 2005-40; and

 

WHEREAS, the Board believes that the Department of Planning and Community Development has a frequent need to make oversize copies using the services provided at FedEx Kinko’s locations; and

 

WHEREAS, the Board believes that the Department of Planning and Community Development has a frequent need to reduce oversize copies to a size compatible with ordinances, and other services provided at FedEx Kinko’s locations; and

 

WHEREAS, the Board of Commissioners believes employees should not have to use their personal credit card for those copy expenses related to county work;

 

NOW, THEREFORE, BE IT RESOLVED by the Skamania County Board of Commissioners amends Resolution 1995-20, Resolution 1996-22, Resolution 2002-46, Resolution 2005-23, and Resolution 2005-40 by adding the following new section to the Credit Card Policy:

 

1.   FEDEX KINKO’S CREDIT CARD USE

 

A.       Skamania County shall contract with FedEx Kinko’s for credit cards for each Planning Department employee.

 

B.    These cards may be used by Planning Department employees authorized in writing by the Planning Director for copies of maps and documents, and other services provided at FedEx Kinko’s locations.

 

1.      The cards shall not be used for services provided by FedEx Kinko’s for the personal use of the Planning Department employee.

 

2.         ADMINISTRATION OF CREDIT CARDS

 

            The Planning Director shall be responsible for administering the use of the cards by Planning Department employees:

 

                  A..    Except when being used by a Planning Department employee to make an authorized purchase, the cards shall remain in the possession of the Planning Director or her designee.

 

               B.      Any Planning Department employee requesting to use a FedEx Kinko’s credit card shall make a request to the Planning Director and shall sign for receipt and return of the card.  The FedEx Kinko’s invoice shall be submitted to the Planning Director or her designee when the card is returned.

 

                  C.     The Planning Department shall submit the invoice for the FedEx Kinko’s card as a voucher for payment by the County Auditor of the FedEx Kinko’s invoice. The Planning Department shall be responsible for promptly vouchering the FedEx Kinko’s billing.  The County will not tolerate interest charges on FedEx Kinko’s billings due to failure of department to submit the voucher in a timely manner.  Failure to request payment on time may result in loss of privilege to use the credit card.

 

                  E.      The Planning Director may establish other administrative procedures for credit cards needed to maintain reasonable internal controls.

 

3.       PERSONAL USE OF CREDIT CARDS PROHIBITED

 

Credit cards approved by this policy may only to be used for authorized County-related business expenses.  Personal charges on the credit cards are not permitted.

 

 

PASSED IN REGULAR SESSION this 12th day of December 2005.