The Police Department is authorized to obtain and have issued
no more than four credit cards on two accounts in the name of the
City of Mendota for use by City personnel, employees and officials
for the purpose of incurring expenses for ordinary, necessary, reasonable
and usual expenses to properly maintain and continue City operations,
including authorized travel and training expenses, and the purchase
of supplies and equipment.
No obligation shall be incurred, nor shall such obligation be
deemed a valid obligation of the City, unless such obligation is for
matter or matters otherwise properly provided for in the budget of
the City. Further, for each account no individual purchase shall exceed
the sum of $12,000, thus precluding the charging or using of said
card beyond said debt limit.
All charges shall be reported to the Police Department Administrator
and/or his assignee and the Finance Committee Chairman for review
and shall appear on the claims invoice for payment of the financial
institution. If, after review, the Chairman shall reasonably determine,
in his/her judgment, that an authorization has been incurred or expense
made in the name of the City, but is not properly chargeable as ordinary,
necessary, reasonable and usual, and is not otherwise budgeted, then
such charge or expense shall be charged to the employee or official
incurring the same and may be deducted from any payment otherwise
due said employee or official, at any time thereafter, by way of deduction
prior to issuance of any check or other payment to be made to said
employee or official. Misuse may be used as grounds for termination.
The Police Department shall have exclusive control and possession
of all such credit cards as authorized by this chapter and shall control
release, issuance and availability of such cards as reasonably necessary
in order to prevent abuse or improper use; all cards shall be promptly
returned to the Police Department immediately upon request. The Police
Department may open accounts at appropriate financial institutions
for purposes of such cards, and when deemed necessary in the Police
Department's sole judgment, close out immediately any such account
solely by written notice signed by the Police Chief.