Council considers city’s purchasing card policy

By Sheryl Roadcap -

SIDNEY — A discussion on the city’s purchasing card policy was held by Sidney City Council during Monday evening’s meeting.

Finance Officer Ginger Adams led the discussion about amending an ordinance to add new language to the city’s current purchasing card policy to come in compliance with House Bill 312.

Among other items, Adams said, Sidney’s purchasing card policy defines the ownership of the card, describes spending and usage limits, expressly prohibits cash withdrawals, defines misuse of the card and the associated discipline, requires maintenance of receipts and preparation of reconciliations, and provides instructions for the handling of disputed items or a stolen or lost card.

She explained that the House Bill was enacted earlier this year requiring “Ohio’s political subdivisions” to have the following seven provisions, in writing, in place within three months after Nov. 2, 2018, and they are:

• The officers or positions authorized to use a credit card account;

• The types of expenses for which a credit card account may be used;

• The procedure for acquisition, use, and management of a credit card account and presentation instruments related to the account including cards and checks;

• The procedure for submitting itemized receipts to the fiscal officer or the fiscal officer’s designee;

• The procedure for credit card issuance, credit card reissuance, credit card cancellation, and the process for reporting lost or stolen credit cards;

• The political subdivision’s credit card account’s maximum credit card limit or limits;

• The actions or omissions by an officer or employee that qualify as misuse of a credit card account.

Law Director Jeffery Amick told council that after he compared the city’s existing card policy to HB 312, the policy should already meet four of the seven mandates. Adams outlines the proposed policy changes to meet the Bill requirements.

She noted the current policy does not provide for the issuance of purchasing cards to elected officials. The mayor has historically been issued a card. Members of council discussed the pros and cons of the mayor holding a purchasing card. At the end of the discussion, the consensus among council was for city staff to add the position of mayor to the policy as an eligible card holder and to prepare legislation to be considered at a future council meeting.

In other business, during council member’s comments, Janet Born extended an invitation to attend the Senior Center of Sidney-Shelby County’s Christmas Concert on Dec. 7 at 7 p.m. Council member Steve Wagner said the final Trap-Neuter-Release Clinic is set for this coming weekend.

Mayor Mike Barhorst announced that parking changes would be coming soon for the front of the Veterans Services Office on Ohio Avenue to allow handicap van accessibility.

Assistant City Manager/Public Works Director Gary Clough gave a reminder that the weekly yard waste collection service will end Nov. 30; city crews will provide monthly collection service from December through April. He said leaf collection is ongoing and will continue until Dec. 7.

City Manager Cundiff reminded council the Christmas of Yesteryear celebration will be held downtown on Saturday.

In final business, council went into an executive session to prepare for negotiations or bargaining sessions with public employees, to consider the purchase of property for public purposes and the sale of or other disposition of unneeded public property and for pending or imminent court action. No action was taken by council when they emerged from the session.

By Sheryl Roadcap

Reach the writer at 937-538-4823.

Reach the writer at 937-538-4823.