Lebanon committee backs drawing up single city purchasing card policy for next meeting

Lebanon City Council Committee members on Dec. 15 reviewed a proposal to issue a single purchasing card for city operations that would simplify purchases across 14 operational accounts and avoid requiring employees to use personal Social Security numbers.

Staff described the card as a 'glorified debit card' backed by the city’s checking accounts at Bank of Springfield and tied to the city’s EIN so monthly balances must be paid in full. The city would designate authorized users — likely department heads — and adopt a sign-out and submission process for purchases, with the bank holding a copy of the council-approved user authorization list.

Why it matters: Officials said the arrangement could reduce out-of-pocket reimbursements for staff, speed purchases for operations and centralize accounting. Council members asked that the authorization framework — who can use the card, chain-of-approval and how purchases are routed to specific funds — be written into the resolution the bank will require.

Staff said local banks were previously reluctant to provide a merchant-style card without tying it to an employee SSN; the proposed product avoids that by drawing directly from municipal accounts. Councilmember commentary focused on how many people should be authorized, whether supervisors could sign out the card for field purchases and how to capture fund charges to the correct account.

"It's basically a glorified debit card," a staff member said, explaining that charges would be billed and paid monthly and that safeguards would be included so a compromised card would not expose all accounts.

The committee agreed to include the card authorization language in a resolution to be considered at the next meeting; staff will draft the wording the bank requires so authorized users and sign-out procedures are explicit. The council signaled support for moving the item to next week's agenda for a formal vote.