9837-08 Authorizing Preapproved payment of Claims

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'. y OU4jJ ~ '.. ~~~ ~~' \ ~V~ City of South Bend Stephen J. Luecke, Mayor DEPARTMENT OF ADMINISTRATION & FINANCE M. Catherine Fanello City Controller April 8, 2008 Timothy Rouse, President South Bend Common Council County-City Building South Bend, IN 46601 RE: An Ordinance of the Common Council of the City of South Bend, Indiana Authorizing Pre-approved Payment of Claims Dear Mr. Rouse: Attached for filing please find the above-referenced ordinance. The proposed ordinance is intended to allow for payment of certain types of claims in a timely manner in accordance with Indiana Code 36-4-8-14. The ordinance is necessary to ensure that we are following all required procedures for proper approval of expenditures, and at the same time, ensure that we axe conducting city business in a timely and efficient manner. It is has come to my attention that our City Code does not include any ordinance that allows certain types of claims to be paid prior to approval by the Board of Public Works. Expenditures of city funds are generally approved by the Board of Public Works (`Board' at its regular meetings, including approval of claims such as payroll, insurance, utilities, rental agreements, bond payments, and taxes. Since the Board does not meet daily, the attached ordinance will allow certain types expenditures to be paid prior to Board approval. This list of permitted claims in the proposed ordinance is limited and is consistent with those categories of claims allowed for advance payment under state la~v. Any claims paid prior to Board approval would then be ratified at the next available Board meeting. Since the ordinance will permit the City to conduct its business in a more efficient manner and is consistent with state law, it is in the best interest of the City. The Council's approval of this ordinance is requested. I will present the ordinance to the Council at its Committee meeting and at the public meeting. If you have any questions, please contact me. Sincerely, 1 M, Catherine Fanello, CPA City Controller Fii~ i ~i~r~C'~ Of~ic® ApR - 9 2008 JOHN VOOPuE C17Y CLE1t1C, 8O. gE!10,147.