Policy

In order to make the make the operation of the library as efficient as possible, Altamont Free Library shall maintain a credit card through the bank where its principal accounts are held. No additional credit cards or lines of credit may be established except by permission of the Board of Trustees. The full balance owed on the card shall be paid in full every month, unless otherwise specified by the Board of Trustees. The following individuals may use the library credit card to make purchases on behalf of the library:

1. The Library Director
2. The President of the Library Board of Trustees
3. The Chairperson of the Building Committee

Any other persons making purchases on behalf of the library must receive prior approval from the Board of Trustees to make such purchases, do so using their personal funds, and submit documentation of their purchases to the Treasurer and Bookkeeper so that they may be reimbursed from library funds.

Restrictions

1. All purchases made using the library credit card must be for products and services directly related to library operations. All goods purchased using library funds are the property of Altamont Free Library, except as directed by the Board of Trustees.
2. Approved users may make purchases of up to $249 per item without prior approval of the Board of Trustees. Purchases of items above this amount must be specifically approved by the Board prior to the purchase being made.
3. Not including previously approved purchases (ie., items over $249), no more than $2,000 may be charged in a single billing cycle without the prior approval of the Board, or in the case of an emergency, the prior approval of the Board President and Treasurer.
4. Receipts of all purchases made with the library credit card must be retained and submitted to the Treasurer and Bookkeeper prior to the credit card bill being paid.
5. Credit card statements will be reviewed monthly by the Library Director and Treasurer.
6. If, after review, the Treasurer feels that a purchase has been made using the library credit card that is not legitimately related to library operations, a report to that effect should be made to the Finance Committee. At their next regularly scheduled meeting, the Finance committee will receive an explanation for the purchase in question from the person who made the purchase, then the committee will decide whether to refer the question to the full Board at their next regularly scheduled meeting. The Board will make the final decision as to the legitimacy of the purchase. The purchaser of any item deemed not to have a legitimate library purpose will be required to reimburse the library for the cost of that purchase, unless otherwise directed by the Board. Persons who make repeated illegitimate purchases using the library credit card are liable for disciplinary measures up to and including expulsion from the Board of Trustees or termination. Cases of flagrant misuse of library funds may be referred to law enforcement authorities for the purpose of criminal prosecution.
7. When not in use, the library credit card will be kept in the library safe.

Adopted May 17, 2021