TempletonAdvisory Committee members instructed the new town accountant to survey department heads about town credit cards and to compile documentation of card use after identifying multiple card accounts and substantial Amazon and American Express activity.
Committee members said the town displays at least three active card accounts in the budget documentation and that some purchases showing on those cards were not clearly traceable to a vendor billing file. "There isn't just one credit card," a committee member said; "the BVA shows otherwise." Members asked the town accountant to send an email requesting which departments hold cards, what card accounts exist, and copies of any written policies governing card use.
The committee also asked staff to collect vendor-level documentation that substantiates credit-card purchases (invoices and indication that the vendor will not accept a check) and to assemble an equipment/inventory audit. Members said credit-card convenience should not replace vendor billing where vendors accept invoices, and they raised concerns about whether some cards carry balances and interest charges.
Town accounting staff agreed to email department heads requesting credit-card policies and to combine that request with a department-level physical equipment audit. Committee members said the review should identify where cards are held, whether card purchases are routine or emergency-only, and whether card charges have been paid in full or carried on a balance.
Why it matters: Committee members said the lack of a clear paper trail and multiple card accounts reduce transparency and increase the potential for improper or inefficient spending; they asked for immediate documentation so advisory can make recommendations about stricter controls.
Next steps: The town accountant will send a combined request to department heads (credit-card ownership and written policy, plus equipment lists for the inventory audit) and will report back to advisory at the next meeting.