WORK SESSION  AGENDA  REQUEST

Sponsor: 

Board of Supervisors Meeting Date: 

Paul S. McCulla, County Administrator

February 8, 2007

Staff Lead:

Department: 

Vivian McGettigan, Finance Director

Finance

Topic: 

A Work Session to Review the Use of Purchasing Cards

Topic Description:

The School System and some County Departments have requested the use of purchasing or credit cards to facilitate small purchases. The Commonwealth of Virginia has developed a purchasing card program and procedures that form the basis of the program proposed for the County. The program will reduce the number of purchasing transactions (purchase orders, invoices, and vendor checks), thereby providing a more efficient process. There are restrictions and controls planned for the use of the purchasing card including a pilot program.  

Attached is additional information concerning the procedures related to the use of purchasing cards as well as draft amendments to the Procurement Policy. Since the use of credit cards have been tightly controlled, it is desirable to review the program in a work session prior to considering formal action.

Requested Action of the Board of Supervisors: 

Conduct a work session to review and consider adopting polices and procedures to allow the use of purchasing cards.

Financial Impacts Analysis:

Improved procedures for small defined purchases.

Identify any other Departments, Organizations or Individuals that would be affected by this request:

A pilot program is initially proposed.  If successful, the program will be available to all departments.

Attachments:

1.                  Procurement Policy, Procurement Purchasing Card Amendment

2.                  Procedures