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CITY OF WEST CHICAGO
CITY COUNCIL
AGENDA ITEM SUMMARY
ITEM TITLE:
AGENDA ITEM NUMBER: 8.1L.
Establishment of a Business Credit Card Program with ar
Bankers’ Bank (7700 Mineral Point Road, Madison, WI | FILE NUMBER:
53717) for up to two managers per Department (no more
than ten total for the organization) for a monthly credit limit ] COMMITTEE AGENDA DATE: N/A
of $15,000 to $25,000. COUNCIL AGENDA DATE: 5/16/2022
STAFF REVIEW: SIGNATURE
APPROVED BY CITY ADMINISTRATOR: SIGNATURE
ITEM SUMMARY:
As | have mentioned in multiple Weekly Updates, the City is re-establishing a Business Credit Card
Program. Initially, we wanted to use Fifth Third Bank, which has most of our accounts, but its Business
Card Program is on hold until mid- to late June, which doesn’t work for our organization. So, staff
reached out to another local financial institution, Staff will be working with Republic Bank (through
Bankers’ Bank), representatives to establish a Program for the City. One of its requirements is that the
City Council direct the creation of this program, establish the number of participants (number of staff to
have credit cards) and the monthly limit. So, staff is requesting that the City Council approve the
following motion:
Approve the establishment of a Business Credit Card Program with Bankers’ Bank (7700 Mineral
Point Road, Madison, WI 53717) for up to two managers per Department (no more than ten total
for the organization) for a monthly credit limit of $15,000 to $25,000.
Once approved, the Director of Administrative Services will work with Republic Bank staff to complete the
documents needed for the credit card accounts to be created and the cards to be issued. The paperwork
associated with this Program and the draft, nearly final Credit Card Policy, is attached in case you are
interested.
STAFF RECOMMENDATION:
Staff recommends approval of this motion.
COMMITTEE RECOMMENDATION:
This item did not go to Committee, as the creation of the Policy and Program is a management
responsibility, but Bankers’ Bank (through Republic Bank) requires that the City Council establish the
parameters within which management will operate.

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Bankers’ Bank Bank Use Only: OFAC Check performed (]
Business Card Application
Before completing this application, you should be able to answer “Yes” to the following questions:
Are you the business owner or authorized to borrow on behalf of the business? 0 Yes 0 No
Is kes cred aii clear of ears or jase eee accounts? 0 Yes O1No
Rewards Program? OYes ONo Total Credit Line $
Business Master Account? 1 Yes ONo If Master, Consolidated Bil O Yes O No
Company Profile (A financial state
Name of Company
nt is required)
Company Street Address City State Zip Code
Tax ID# Telephone Number Organized in the State of
Type of Business Annual Sales Date Business Started
Type of Organization: 0 Sole Proprietorship General Partnership Limited Partnership Profit Corporation
0 Non-Profit Government Agency Limited Liability Company (LLC)
Other Organization
Name of Principals or Officers Title Social Security Number
1)
2)
3)
Principal Bank Relationship Bank Address City, ST, Zip Code Bank Officer
Type of Account(s) Account Number(s)
1)
2)
3)
Please provide names and home addresses of individuals to be issued credit cards.
ame Social Security Number Credit Line
1)
Street Address City State Zip Code
Driver’s License Number __ State Exp
TT oa———
Name Social Security Number Credit Line
2)
Street Address City State Zip Code
Driver's License Number State Exp
Name Social Security Number Credit Line
3)
Street Address City State Zip Code
Driver's License Number State Exp
a
Name Social Security Number Credit Line
4)
Street Address City State Zip Code
Driver's License Number _ State Exp
————— oO
Name Social Security Number Credit Line
5)
Street Address City State Zip Code
Driver's License Number State Exp
eee —E
By signing this application, the Company agrees that if this application is accepted and a card(s) issued, the Company will be bound by the terms and conditions within the Cardholder Agreement. To
the extent permitted by law, the Company or sole proprictorship, individual, if company is a sole proprietor, shall be responsible and liable for any unauthorized use of any cards issued to Company
Pursuant o this application. It is the Company’s responsibility to secure all Company credit card(s) from terminated employees. The financial institution is authorized to verify the statements
contained herein, and may make whatever credit inquiries it deems necessary. Company represents and warrants that the credit will be used primarily (50% or more) for other than personal, family,
household purposes.
Signature Date
Print Title and Name

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For value received, and to induce Bankers’ Bank ("Bank") to issue a VISA credit card(s) ("Card") on behalf of
the "Company" named on the Business Card Application printed on the reverse side of this Guaranty, the
undersigned (each a "Guarantor", whether one or more), jointly and severally guarantees payment of all
loans and liabilities of every kind arising out of the issuance of and credit granted under the Card account
by Bank to Company, including, without limitation, all obligations under the Cardholder Agreement
governing the issuance of the Card by Bank ("Debt"). Debt includes interest and charges and the amount
of payments made to Bank or another by or on behalf of Company which are recovered from Bank by a
trustee, receiver, creditor or other party pursuant to applicable federal or state law, and all costs, expenses
and attorneys' fees at any time paid or incurred before and after judgment in collecting all or part of the Debt,
or to realize upon this Guaranty, including those incurred in successful defense or settlement of any
counterclaim brought by Company or Guarantor or incident to any action or proceeding involving Company
or Guarantor brought pursuant to the United States bankruptcy code. This Guaranty is valid and
enforceable against Guarantor even if any Debt is or becomes unenforceable against Company or invalid for
any reason.
The undersigned waives notice of any default under the Debt and all diligence of collection and
presentment, demand, notice and protest, and any equitable defenses of suretyship. The undersigned
consents to a release or agreement not to sue or proceed against or a settlement or compromise of the
amount due from any Guarantor or the Company. Any action to enforce this Guaranty may be brought in
and Guarantor consents to personal jurisdiction of the state and federal courts located in Dane County,
Wisconsin.
This is the final agreement between Guarantor and Bank and may not be modified except in writing.
Guarantor consents to and authorizes Bank to obtain information on Guarantor's creditworthiness including
credit reports and agrees to furnish to Bank upon request personal financial statements.
Individual Guarantor signature* Individual Guarantor signature*
*Print name signed above *Print name signed above
Individual Guarantor signature* Individual Guarantor signature*
*Print name signed above *Print name signed above

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Account Number:
Certification of Beneficial Owner(s)
Persons opening an account on behalf of a legal entity must provide the following information.
Name and Title of Person Opening Account:
NAME TITLE
Name and Address of Legal Entity for Which the Account is Being Opened:
NAME PHYSICAL ADDRESS
TYPE OF ENTITY
For Profit Corporation Non-Profit Corporation
LLC Publicly Traded Company
LLP Government Entity
LP Other
The following information for each individual, if any, who, directly or indirectly, through any
contract, arrangement, understanding, relationship or otherwise, owns 25% or more of the
equity interests of the legal entity listed above:
For Non-U.S. Persons:
Social Security Number,
For U.S. Passport Number and
NAME Persons: Country of Issuance, or
and DATE OF Social Security other similar
% OF OWNERSHIP BIRTH PHYSICAL ADDRESS Number identification number *
ees
If no individual meets this definition, please write “Not Applicable”
1

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Account Number:
Certification of Beneficial Owner(s), Continued
The following information for one individual with significant responsibility for managing the
egal entity listed above, such as:
An executive officer or senior manager (e.g., Chief Executive Officer, Chief Financial
Officer, Chief Operating Officer, Managing Member, General Partner, President, Vice President,
Treasurer); or
Any other individual who regularly performs similar functions.
NAME / TITLE
DATE OF
BIRTH
PHYSICAL ADDRESS
For U.S. Persons:
Social Security
Number
For Non-U.S. Persons:
Social Security
Number, Passport
Number and Country
of Issuance, or other
similar identification
number *
If appropriate, an individual listed under the preceding section may also be listed in this section.
L
(name of natural person opening account), hereby certify, to
the best of my knowledge, that the information provided above is complete and correct.
Signature:
Date:
*In lieu of a passport number, Non-U.S. Persons may also provide a Social Security Number, an
alien identification card number, or number and country of issuance of any other government-
issued document evidencing nationality or residence and bearing a photograph or similar
safeguard.

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CITY OF WEST CHICAGO CREDIT CARD POLICY AND PROCEDURES
May 10, 2022
Policy Statement
The City offers credit cards to designated employees to provide a flexible, efficient and alternative
means of payment for approved expenses. The purpose of this Policy is to set forth guidelines and
internal controls that will be applied to all employees who are issued a City credit card. This Policy
conveys clear procedures for the issuance, application, use of credit cards and charge accounts
with merchants, safeguarding, payment and termination of City issued credit cards. The City bears
no legal liability from inappropriate use of City issued credit cards and related charge accounts.
Policy Guidelines
This Policy is designed to be a fluid document and may be modified from time to time to conform
to changes in legislation, technology, actual practices and updates that are implemented by the
card issuer. Employees are expected to read and understand this policy and procedures.
Employees who need assistance with issues or specific situations not covered by this policy should
contact the City Administrator or Administrative Services Director.
The City Administrator makes the final determination regarding the issuance of credit cards and
related credit limits. The City Administrator and the Administrative Services Director are
responsible for the implementation, issuance of employee credit cards, accounting of charges,
auditing, payment processing, card issuer relations, card cancellations and program compliance
with the City’s Credit Card Policy.
The City Administrator and the Administrative Services Director shall maintain a record of all
credit cards owned by the City, along with the name of the employee who has been issued a credit
card, the credit limit established, changes to credit limit, the date issued and the date returned.
City issued credit cards are only to be used for legitimate City business purchases. Personal use
of a City issued credit card for personal purchases or expenses is prohibited, even if there is intent
to immediately reimburse the City. Prohibited personal travel expenses include, but are not limited
to, expenses related to a spouse or non-employee traveling with an employee on a business related
trip and incidental purchases or services such as movie rentals or meals and refreshments that are
not consistent with the travel purpose.
1. Eligibility and Credit Spending Limits
City credit cards are the property of the City and may only be used by an employee of the
City for the purchase of goods or services to conduct the official business of the City.
a. The City Administrator and Department Directors will be issued credit cards; they may
allow the Department Administrative Assistant (or an equivalent position) to use the
cards on their behalf with written authorization for each purchase. Each Department
Head may provide the name of one other senior manager within their Department to be
issued a second credit card for Departmental use, with the approval of the City
Administrator.

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b. No more than $5,000 per month may be charged to each Department’s credit card;
employees’ use of their credit cards are subject to the per transaction spending limits
contained within the City’s Purchasing Policy. Splitting a single transaction into more
than one transaction to stay under the per transaction spending limit is considered a
violation of this policy.
2. Use and Financial Responsibilities
The employee agrees to comply with all applicable policies and procedures of the City of
West Chicago including the Credit Card Policy.
a. All cardholders are required to sign the “Cardholder Agreement” (Attachment A)
indicating that they understand and agree to the terms and conditions of this Policy, and
obtain signed authorization of the City Administrator. All cardholders are required to
complete a Credit Card Application form, to include the City Administrator’s signature
as Joint Account Holder. The signed Cardholder Agreement and Credit Card
Application form should be forwarded to the Administrative Services Director to be
processed for credit card issuance.
b. The employee is responsible for all charges made to the card, and will be held
personally liable for the total dollar amount of any unauthorized charges appearing on
the credit card statement. The employee, as authorized credit cardholder, may also be
subject to the revocation of card privileges or discipline up to and including termination
for card use that is considered misuse of the card or for noncompliance with this policy.
c. This credit card is to be used only for official City business expenditures. The
cardholder is responsible for ensuring that the credit card purchases are within budget
and properly approved.
d. Under no circumstances should the card be used for personal purchases, cash advances,
money orders, travelers’ checks, liquor, alcoholic beverages, tobacco products or any
other unauthorized use.
3. Tax Exempt Status
The City is sales tax-exempt and should not be charged sales tax for purchase that are
charged to City issued credit cards. The City has a sales tax-exempt form that should be
provided to vendors as needed prior to purchases. The cardholder is responsible to obtain
credit for any sales taxes that may be charged.
4. Safekeeping
Cardholders are responsible for safeguarding the credit card against loss, misuse, or theft.
When not in use, the card should be placed in a secure location and take care to retain
physical control of the credit card.
a. Newly issued cards should be signed immediately by the cardholder upon receipt.
b. When using the card for approved Internet transactions, care should be taken that the
site utilizes recognized encryption technology.
c. Card numbers should not be saved or stored in online accounts, unless required (e.g.
Facebook, JotForm, Constant Contact, Canva etc.). Any accounts that require a card

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number in order to make a purchase should be reported to the City Administrator or
her/his designee.
d. The cardholder should make certain that the card is returned after each transaction.
When the credit card has expired or the cardholder has received a new credit card, the
old card is to be destroyed. If the employee is leaving employment with the City, the
credit card is to be returned to the City Administrator or her/his designee.
c
5. Ownership
The credit card may not be transferred or assigned to anyone other than the designated
cardholder. The City may suspend or cancel cardholder privileges at any time for any
reason.
6. Recordkeeping
Cardholders will receive a detailed monthly statements for their transactions, which must
be reviewed and approved in a timely manner. Appropriate supporting documentation for
each purchase is to be printed and attached to the statement. Statements should be entered
into Central Square or any subsequent financial platform for processing within five (5)
business days to allow sufficient time to make payment so as to not incur finance charges.
Any finance charges assessed on the account due to late payments will be the responsibility
of the employee’s Department to pay. Repeated offenses may result in the revocation of
credit card privileges.
The City Administrator or her/his designee will monitor the use of the credit cards as part
of the City’s internal control program.
7. Disputed Items
It is the cardholder’s responsibility to follow-up on any erroneous charges, returns, or
adjustments to ensure proper credit is given on subsequent statement.
8. Policy Violations
Violations of this Policy could result in the withdrawal of credit card privileges. It may
also result in disciplinary action against the employee, up to and including termination. As
with all violations of City Policy, the City of West Chicago will consider the facts and
circumstances of each incident and will take action as deemed appropriate. Additionally,
personal use of a City credit card may result in criminal prosecution.

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CREDIT CARDHOLDER AGREEMENT
If, , hereby acknowledge receipt of the
City of West Chicago Corporate Credit Card with the following number:
As the holder of this credit card, I acknowledge receipt of the Credit Card Policy and agree to
comply with its terms and conditions and this Agreement. I accept the responsibility and
accountability for the protection and proper use of the card.
I understand that this credit card is City property, and I will be making financial commitments on
behalf of the City when using this card. I agree that the card is not to be used for personal
purchases, and that I must provide a receipt for every purchase, except for authorized monthly or
otherwise recurring charges.
I understand that the City may review the use of this card and I have no expectation of privacy
concerning any charges incurred. I agree to be held personally liable for the total dollar amount
of any improper charges incurred, plus any administrative fees assessed in connection with the
misuse of this card. I understand that misuse of this card could result in criminal prosecution.
I agree to reconcile my purchases and submit the invoice statement with sufficient supporting
documentation within five (5) business days to ensure the timely payment of the charges.
I agree to immediately notify the bank and the City Administrator or her/his designee should he
card be lost, stolen, or subject to unauthorized use or fraud.
Signature: Date: