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City Council <br />Meeting Minutes January 19, 2021 <br />process for council members as city staff. Ms. Reyes stated the reason for <br />change to the procurement card policy for staff is to reduce the liabilities. The <br />proposal is to have travel cards in lieu of procurement cards for Council. Staff <br />was directed by the committee to move forward and to send the transition plan <br />forward for full council approval. <br />Mayor Hughson asked what is the difference between procurement card and <br />travel card? Ms. Reyes stated the procurement card has a credit limit with no <br />activation needed and travel cards have a designated amount added that will <br />be preloaded and activated every time. <br />Mayor Pro Tern Derrick stated it also involves coding when a procurement <br />card is used. Ms. Reyes stated coding will be for both cards and deciding what <br />charge account is going to be used. The coding will be assigned to the Clerk's <br />Office and review process will be done by the Mayor instead of staff. <br />Mayor Hughson asked if receipts will still need to be submitted? Ms. Reyes <br />stated yes and but a hardcopy is not needed a picture of a receipt, taken by <br />your cell phone, could be submitted. <br />Council Member Garza asked if the procurement card is only used for travel? <br />Ms. Reyes stated that procurement was used for expenses prior to having the <br />$500 non -reimbursable for expenses, the intent was to cover those expenses <br />and the procurement card was more for travel related purposes. <br />Deputy Mayor Pro Tem Scott expressed concern with an emergency occurring <br />during a conference and not being able to reach staff, if using the preloaded <br />travel card. He would like to have the procurement card to be secure in any <br />situations. <br />Mayor Hughson reiterated that the travel card will have enough additional <br />funds allocated to it such that an emergency airline ticket home could be <br />funded and that should handle Mr. Scott's concerns. All funds not expended <br />for the trip will be returned to the general fund upon return. <br />Council provided consensus to move forward with the new policy using the <br />travel card. <br />EXECUTIVE SESSION <br />24. Executive Session in accordance with Section §551.071 of the Texas Government Code: <br />Consultation with Attorney - to receive advice of legal counsel regarding the process for <br />City of San Marcos Page 18 <br />