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Stevensville council adopts updated purchasing policy (Resolution 532a) to tighten fuel-card and approval controls
Summary
Council approved Resolution 532a to amend the town's purchasing policy, clarifying fleet-card controls, prohibiting unauthorized use of personal cards for fuel and reinforcing supervisor approval and purchase-order signatures consistent with auditor requirements.
The Stevensville Town Council approved Resolution 532a on March 27 to amend the town purchasing policy, adding detail intended to improve tracking of fuel purchases and to ensure supervisor approvals on credit-card and purchase-order transactions.
Council member Parker moved to approve the resolution after staff explained the changes were largely housekeeping to enable finance staff to better track fuel use. The policy clarifies fleet-card transaction recordkeeping, requires odometer or adapter readings to ensure staff fill the correct vehicle, and restates that use of personal credit cards for fuel is prohibited unless authorized by the finance department.
Council members asked whether the policy should require approval by an "immediate supervisor" or allow broader supervisory authorization. Staff responded that the purchase-order and credit-card approval structure follows auditor requirements and that, for example, a police chief may approve immediate operational purchases that are later formalized in the purchase-order paperwork.
Council approved the resolution 3-0, with councilors Parker, Brown and Smith recorded as voting "Aye." Staff said the policy restores practices that had lapsed and will help with tracking and auditing of fuel and small purchases.
