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Council approves updated purchasing‑card policy to add controls, move procedures in‑house
Summary
The Mound City Council voted to adopt an updated purchasing‑card policy that moves procedural details to an internal document, tightens internal controls, clarifies allowable purchases and transitions card services to a U.S. Bank portal, finance director Lindsay Erdman said.
The Mound City Council approved an update to the city’s purchasing‑card program intended to strengthen internal controls and move procedural detail to an internal administrative document.
Lindsay Erdman, the city’s finance director, told the council the update replaces the older credit‑card purchasing policy, clarifies roles and responsibilities (the council sets policy; the city manager implements it; department heads review purchases), and will move the card platform to U.S. Bank to allow electronic uploads and department‑level review before payment.
Erdman said the revised policy limits card purchases to city business, refines allowable and nonallowable items and requires department heads to review and approve each transaction in the bank portal. "We're adding that level of internal controls," she said, describing steps that let department heads push purchases back to employees for clarification before finance approves payment.
Councilor questions focused on audit readiness and whether the change was prompted by prior procurements; Erdman said the change improves day‑to‑day controls and supports annual audits. A motion to adopt the updated policy passed by voice vote.
What happens next: Staff will reissue cards under the new platform and finalize internal procedures for day‑to‑day management of the program.
Source: Presentation by Lindsay Erdman, finance director, at the Mound City Council meeting.
