Reso 1661 01/2024RESOLUTION NO. 1661
RESOLUTION OF THE BOARD OF DIRECTORS OF THE VALLECITOS WATER
DISTRICT UPDATING CREDIT CARD POLICY AND PROCEDURES FOR THE
DISTRICT AND RESCINDING RESOLUTION 1612
WHEREAS, in order to assist in the transaction of official District business, it is the
stated intent and policy of the Vallecitos Water District to issue credit cards to appropriate
District employees and authorize their use for official District business; and
NOW, THEREFORE, BE IT RESOLVED THAT the Board of Directors of the
Vallecitos Water District does hereby enact as follows:
Section 1: Oversight
Section 1.1: The General Manager shall determine the appropriate District
employees to be issued credit cards. The Chief Financial Officer is hereby designated the
responsibility of credit card issuance, accounting, monitoring of use, credit card retrieval,
payment of all charges, maintenance of a list of authorized users and cards assigned to
them and general compliance with this resolution.
Section 2: Authorization, Use, Reporting and Return
Section 2.1: Only those who are authorized by the General Manager and who have
signed a Credit Card user Agreement may use District credit cards.
Section 2.2: Credit cards shall only be used to purchase goods or services directly
related to official District business.
Section 2.3: Determination of the appropriate use of District credit cards, including
setting credit limits on individual accounts, shall be solely within the discretion of the
General Manager or designee.
Section 2.4: All authorized users of District credit cards shall make purchases only
in accordance with the District's purchasing policy. The only credit card purchases
allowed for travel are those expenses that would otherwise be reimbursable under the
Meetings, Seminars, and Conferences Attendance Policy included in the employee
handbook.
Section 2.5: District credit card users shall submit appropriate documentation
detailing the goods and/or services purchased, the cost of the goods and/or services, the
date of the purchase and the official business purpose to the Accounting Department
promptly upon making charges against the card.
Section 2.6: District credit cards shall not be used for cash advances, personal
use, or any type of purchase not specifically permitted under the District's Purchasing
Policy.
Resolution No. 1661 Page 2
Section 2.7: Authorized employees who are issued District credit cards shall be
responsible for their custody and protection against theft or misuse and shall immediately
notify the Chief Financial Officer if the credit card is lost or stolen.
Section 2.8: Authorized employees who are issued District credit cards shall return
credit cards immediately upon termination of employment or service with the District.
Section 2.9: Outstanding balances of District credit cards, including interest due
on an extension of credit under the credit card arrangement, shall be paid in full prior to
the statement due date.
Section 3: Internal Controls
Section 3.1: A current list of all credit cards, authorized users and credit limits shall
be kept on file with the Chief Financial Officer at all times. The updated list of Credit Card
Holders is set forth in Section 4, below.
Section 3.2: The list referenced in section 3.1 above shall be submitted to the
Board of Directors for any changes.
Section 3.3: The supervisor or manager of the department wherein a credit card
purchase is made shall review and approve all documentation detailing the goods and/or
services purchased, the cost of the goods and/or services, the date of the purchase and
the official business purpose prior to submission of invoices to the Accounting Department
for payment.
Section 3.4: The Board of Directors shall be responsible for approval of payment
through regular review and approval of the Warrant List at a duly noticed Board of
Directors meeting.
Section 3.5: Any employee of the District who violates the provisions of this policy
shall be subject to disciplinary action, up to and including termination, as well as
appropriate criminal and/or civil action.
Section 4: Credit Card Holders
Section 4.1: Updated January 17, 2024
Employee
Card(s)
Title
Designee #1
Designee #2
James Gumpel
CAL -Card - US Bank Visa
General Manager
Senior Executive Assistant
Executive Assistant
Douglas Owen
CAL -Card - US Bank Visa
Chief Financial Officer
Senior Purchasing Specialist
Finance Assistant
Ed Pedrazzi
CAL -Card - US Bank Visa
Operations Manager
Ops & Maint Contract Coordinator
WW Coll Syst Supervisor
Jason Hubbard
CAL -Card - US Bank Visa
District Engineer
Cap Facilities Assistant Engineer
Finance Assistant
Denise Aviles
CAL -Card - US Bank Visa
Human Resources & Risk Manager
Human Resources Analyst
Risk & Safety Technician
Matias Labererre CAL -Card - US Bank Visa
Chief Technology Officer
IT Business Analyst I
SCADA Coordinator
Eric Bennett
CAL -Card - US Bank Visa Ops & Maint Assistant Manager
Ops & Maint Contract Coordinator
Construction Supervisor
Dennis Bowman
Home Depot
Senior Purchasing Specialist
Dennis Bowman
Smart & Final
Senior Purchasing Specialist
Virginia Saavedra Smart & Final
Finance Assistant
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PASSED, APPROVED AND ADOPTED by the Board of Directors of the Vallecitos
Water District at a regular meeting held on the 17th day of January 2024, by the following
roll call vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
ATTEST:
BOYD-HODGSON, GROSET, HERNANDEZ, PENNOCK
ELITHARP
&ad&A, President
Board of Directors
Vallecitos Water District
es Gumpel, Secret ry
oard of Directors
Vallecitos Water District