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h~`'~~~~' .\ <br />City of South Bend Stephen J. Luecke, Mayor <br />DEPARTMENT OF ADMINISTRATION & FINANCE <br />M. Catherine Fanello <br />City Controller <br />April 8, 2008 ~ ` (~ ~ ~ . ~~ .~ O (G <br />Timothy Rouse, President <br />South Bend Common Council <br />County-City Building <br />South Bend, IN 46601 <br />RE: An Ordinance of the Common Council of the City of South Bend, Indiana Authorizing Pre-approved Payment of <br />Claims <br />Dear Mr. Rouse: <br />Attached for filing please find the above-referenced ordinance. The proposed ordinance is intended to allow for <br />payment of certain types of claims in a timely manner in accordance with Indiana Code 36-4-8-14. The ordinance is <br />necessary to ensure that we are following all required procedures fox proper approval of expenditures, and at the same <br />time, ensure that we are conducting city business in a timely and efficient manner. <br />It is has come to my attention that our City Code does not include any ordinance that allows certain types of claims to <br />be paid prior to approval by the Board of Public Works. Expenditures of city funds are generally approved by the Board <br />of Public Works (`Board") at its regular meetings, including approval of claims such as payroll, insurance, utilities, rental <br />agreements, bond payments, and taxes. Since the Board does not meet daily, the attached ordinance will allow certain <br />types expenditures to be paid prior to Board approval. This list of permitted claims in the proposed ordinance is limited <br />and is consistent with those categories of claims allowed for advance payment under state law. Any claims paid prior to <br />Board approval would then be ratified at the next available Board meeting. <br />Since the ordinance will permit the Ciry to conduct its business in a more efficient manner and is consistent with state <br />law, it is in the best interest of the City. <br />The Council's approval of this ordinance is requested. I will present the ordinance to the Council at its Committee <br />meeting and at the public meeting. If you have any questions, please contact me. <br />Sincerely, <br />~0 , r ~~!E 1l/CL ~ii~~E:~ <br />M. Catherine Fanello, CPA <br />City Controller <br />APR ' 9 2008 <br />JQ;IN VQQRGE <br />CITY CLEFh, SQ• BE`,lC,1N' <br />