HWMA board updates credit‑card purchasing policy, adopts Resolution 2026‑07
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Summary
The HWMA board approved revisions to Policy 4080 to require clearer backup documentation for credit‑card purchases and adopted Resolution 2026‑07 updating the HWMA policy handbook. The change follows audit recommendations and staff input; the motion passed by voice vote.
The HWMA board of directors voted Nov. 13 to update its purchasing policy for credit cards, adopting Resolution 2026‑07 to revise Policy 4080 in the HWMA policy handbook.
Staff told the board the revisions clarify the backup documentation required for card transactions, including vendor account numbers, what was purchased, date and method, and other supporting details requested during recent audit preparation. Executive staff said the language changes were developed with input from CPA Jamie Corsetti and the authority’s contracted auditors. “We updated a little bit of the language on the requirements for the backup that’s required when you make credit card purchases,” staff said.
Director Castellano moved to approve the update and Director Madrone seconded the motion. The board approved the resolution by voice vote; individual roll‑call votes were not recorded in the minutes.
Board members commended staff for systematically updating housekeeping policies ahead of the next fiscal year and audit cycle. No public comment was offered during the item.
The policy change is administrative and focuses on documentation and internal controls; staff said it does not change who may hold authority cards or the authority’s purchasing thresholds. The board did not identify a separate implementation date in the discussion; staff will effect the handbook language revisions consistent with the authority’s regular policy update process.