Res 05-12

ANC 3F RESOLUTION

To Authorize the Treasurer to Purchase Metro Smartrip Cards for the Official Use of the Commissioners

Advisory Neighborhood Commission 3F

North Cleveland Park, Forest Hills and Tenleytown

PMB #244, 4401-A Connecticut Avenue, NW

Washington, D.C. 20008

WHEREAS, the Commissioners in ANC 3F travel quite frequently around Washington by Metro to perform business on behalf of the Commission, attending meetings and workshops, meeting with government officials, and testifying before boards and commissions, thus expending much personal funds on Metro fares performance of their duties; and

WHEREAS, it is difficult to document such travel for the purpose of reimbursement through the petty cash system; and

WHEREAS, the D.C. Auditor approved a system permitting the Commission to purchase Smartrip cards for each Commissioner to use for official travel and to be replenished via the petty cash system when the credit on the Smartrip card is low or exhausted. The intention was by using these cards no personal funds ever need be expended.

NOW, THEREFORE, BE IT RESOLVED THAT, the Treasurer take the following steps to effect this system:

1. Increase the petty cash fund to a maximum of $200 to make certain that the Commission has sufficient funds for replenishments.

2. Authorize the purchase of seven Smartrip cards, one for each Commissioner’s use. The total cost would be $175 for the cards and $20 credit per card, the standard configuration for the purchase of such cards. Each card would be registered so in case of loss of a Smartrip card the funds on the card would not be lost also.

3. Request the cooperation of all Commissioners, who wish to use an ANC Smartrip card, or merely to be reimbursed for their travel without the convenience of a Smartrip card to keep trip log sheets. The sheets will be used to document his/her expenditures for Metro travel in order to receive reimbursements from petty cash for these expenditures. In this way the Commission can provide the DC Auditor with more detailed records of our use of the ANC’s petty cash fund.

4. When such a log is submitted, the Commissioner will be only to take as much from the petty cash fund as the log sheet total indicates expended.

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Adopted April 18, 2005, by a vote of 4-3-0 at a duly noticed public meeting with a
quorum present (a quorum being four).

/s/ Karen Lee Perry /s/ Frank T. Winstead      

Karen Lee Perry, Chair    Frank Winstead, Secretary