HomeMy WebLinkAboutAgenda Report - October 6, 1999 E-17CITY OF LODI COUNCIL COMMUNICATION
AGENDA TITLE: Credit Card Authorization for Nancy Martinez
MEETING DATE: October 6, 1999
PREPARED BY: Finance Director
RECOMMENDED ACTION:
BACKGROUND INFORMATION:
That the City Council authorize the Treasurer and
Deputy Treasurer to enter into agreements with the
Farmers and Merchants Bank of Central California
for the issuance of a City credit card for
Library Service Director Nancy C. Martinez.
In October, 1995, the City Council authorized the
Treasurer and Deputy Treasurer to enter into an
agreement with Farmers and Merchants Bank of
Central California for the issuance of credit cards.
This action will allow the addition of Library
Service Director Nancy C. Martinez.
On September 20, 1999 the Library Board of Trustees authorized library administration to petition the city
council for a department credit card with a credit limit of $5,000. Library staff members sometimes find
library materials suitable for adding to the collection that are only available through small vendors or through
the Internet. Purchasing items directly from the vendor frequently requires the use of a credit card and in the
past library staff members have used their personal card(s). In addition, these credit cards are for reasons of
convenience and cost used in conjunction with attendance by the City Council and staff at conferences,
training seminars and other miscellaneous meetings. This action will update the last authorization of January
21, 1998.
Vicky McAthie
Finance Director/Treasurer
Funding: not applicable
APPROVED:
H. Dixon Flvnn -- 6tv Manaver
Memorandum
To: Dixon Flynn
CC: Vicky McAthie
From: Nancy C. Martinez
Date: 09/22/99
Re: Departmental Credit Card for Library
At their September meeting, the Library Board of Trustees passed a motion
authorizing library administration to seek council approval for a departmental credit
card. My understanding of the approval process is that the city manager O.K.'s the
request and Finance Department staff prepares the Council Communication. I have
attached a copy of the communication to the Library Board of Trustees and a draft
of the minutes from that meeting.
Although in general your approval may not be necessary, to obtain a City
credit card through the Finance Department definitely requires your authorization.
Library administration chooses to follow this procedure.
Please forward this or other suitable correspondence to Finance for creation of
the council communication.
Nancy C. Partinez
201 W. LOCUST STREET LODI, CA 95240
BOARD COMMUNICATION
DATE: September 20, 1999
TITLE: Authorize library department to seek city council approval
to acquire a credit card for departmental purchases and
reservations
BACKGROUND: It is common practice throughout the city for a department to have
a credit card in the department head's name. Library staff
members and board members currently use personal credit cards to
place hotel and airline reservations for business travel and receive
reimbursement following their attendance at the convention or
workshop. Library staff members sometimes find library materials
suitable for adding to the collection that are only available through
small vendors or through the Internet. Purchasing items directly
from the vendor frequently requires the use of a credit card and in
the past library staff members have used their personal card(s). The
main method for Internet transactions is by credit card. When
materials or software are needed on a RUSH basis and the deadline
for reservations for conventions is two months prior to the event, a
department credit card is a convenience to the staff and finance.
Recommendation: That the Library Board of Trustees authorize library administration
to petition city council for a department credit card with a credit
limit of $5,000
Funding:
Prepared by: Nancy C. Martinez,
Library Service Director
LORI PUBLIC
LIBRARY BOARD OF TRUSTEES MEETING MINUTES
210 W. Locust Street
Lodi, CA 95240
C,M. Sullivan Community Room, Library
Date: September 20, 1999
Time: 5:30pm
'RESENT: Tom Goad, President, Carol Farron, Don Shephard, Nancy Martinez
iUESTS: Bob Hildieiti, library staff members, Bill Russel (Leadership Lodi)
:XCUSED: Dave Duncan, Marjorie Paulsen_
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Page 1 of 5 D
TOPIC
PRESENTER .
INFORMATION
ACTION
FOLLOW-UP .
CALL TO ORDER
Tom Goad
The meeting was called to order by Tom Goad, Chair, at 5:35pm
None
None
APPROVAL OF
Tom Goad
The minutes from the August 16, 1999 meeting were approved as
It was moved by Don Shephard, seconded by
None
MINUTES
presented.
Tom Goad, and unanirnously passed to
approve the August 16,1999 Board of Trustee
ACTION ITEMS
Credit Card
Nancy Martinez
tuts. Martinez asked the library Board for authorization fw he
It was moved by Carol Farron, seconded by
Non
Authorization
library department to seek city couad approval to acquire a credit
Don Shephard, and unanimously passed that
card for depaftental purchases and reservations.
the library Board of Trustees authorizes library
admin Istrallion to petition city council for a
department credit card with a credit limit of
$5,000.
Proposal fur
Nancy Martinez
Ms. Martinez stated that Library Foundation has c sen
, seconded by
None
Computer Lab
funding a computer lab for their initial project. Through the Long-
Don Shephard and unanimously passed by the
Range Planning Committee, library administration has validated
Library Board of Trustees to authorize the
the need for a library computer lab.
Library Services Director to facilitate
development of a design for the computer lab
and seek requests for proposals for completion
of he project
Upgrading of
Nancy Martinez
Ms. Martinez stated that in order to be Y2K compltaud, he current
It was moved by Don Shephard, seconded by
Operating System
operating system w! need to be upgraded on he Motorola Power
Carol Farron and unanimously passed by 0%
PC. The upgrade to accommodate a complant bads -W PC and
Library Board of Trustees to authorize
new off-line ciroulalion software will include:
expenditures for upgrading he operating
• upgrading the Motorola Power PCs Unix operating system
sy*rns, hardware and software applications to
and licenses from AIX version 4.1.x to version 4.21.
provide backup capabilities for the rhrary s
Upgrading includes installation, configuration and
integrated system ' Y2K
protassional service - $3,820
compliant. 0.L
radio the GEAC LibsPLUS applicatioin software from
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