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Denmark staff propose switching town credit card to a no‑personal‑guarantee provider and tightening controls
Summary
Staff pitched moving the town corporate card from Key Bank (currently in an employee’s name) to a Northeast provider that requires no personal guarantee, and outlined safeguards: start with one in-office card, set per-card limits, require receipt uploads and AP second-approver thresholds before issuing department cards.
Town staff recommended the Select Board approve switching the municipal credit card to a Northeast-provider product that does not require a personal guarantee — a change intended to remove an employee’s personal liability and provide better internal controls.
Mickey, the Clerk/Treasurer, described the town’s current practice: one Key Bank card held in the office but issued in Mickey’s name, used for monthly recurring charges and occasional online purchases and training expenses. Mickey said the new program would allow the town to set per-card spending limits, require electronic upload of receipts tied to statements, and maintain administrative oversight by town staff.
Board members said they favored a phased approach: start with a single in‑office card and a revised credit‑card policy before adding department cards. Members raised questions about how charges will appear in accounts‑payable (whether individual card charges or one consolidated charge) and how AP approval will be handled; staff said the treasurer and department heads would be responsible and that thresholds and second‑approver controls could be built into the policy.
The board signaled support for proceeding with an application and asked staff to draft a formal policy and limit structure for approval before rolling out additional cards to department heads.
