Department of Recreation and Parks: Issuance of Purchase Cards

9-B
DEPARTMENT OF RECREATION AND PARKS:
ISSUANCE OF PURCHASE CARDS


Problem Identification:

Recreation Centers and Departmental personnel cannot purchase small ticket items (under $2,000) without an exhaustive and timely approval process required for the expenditure of funds. This represents a major inconvenience when immediate unanticipated needs arise.

Recommended Action:

Allow individual recreation centers to utilize City-issued purchase card accounts to facilitate small order purchases.

Classification:

Organizational, Service Improvement

Functional/Operational Area:

All Departmental Operations

Estimated Annual Impact:

Cannot be Estimated

Estimated Implementation Costs:

None

Barriers to Implementation:

None. However, in the past, the Department has not made use of the purchase card program administered by the Department of Finance’s Bureau of Purchasing.

Projected Implementation:

90 days

Next Steps:

Have the Department fiscal staff meet with the Department of Finance’s Bureau of Purchasing. Issue purchase cards to appropriate recreation center personnel.

Analysis:
The staff in the Department’s centers should be entrusted with the ability to acquire items quickly if needed to adequately perform their jobs. Use of the City’s purchase card system could provide the staff in the Department’s centers with much-needed flexibility. Additionally, it could create a financial control system to monitor purchases that can be more easily monitored than the Department’s existing manual recordkeeping processes. Finally, use of the purchase card system could ensure more timely payment of vendors.