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HomeMy WebLinkAbout9837-08 Authorizing Preapproved payment of ClaimsORDINANCE No. 9837-08 Passed by the Common Council of the City of Soutlr Bend, Indiana May 12, Attest: 20 08 'E r Attest: Presented by me to the Mayor of the Ciry of Sorrth Bend, Indiana May 13, RDE 08 20 Approved and signed by me May 15 2008 City Clerk Mayer City Clerk President of Common Council ORDINANCE NO. l 0.3 ~ - ~ AN ORDINANCE OF THE COMMON COUNCIL OF THE CITY OF SOUTH BEND, INDIANA, AUTHORIZING PREAPPROVED PAYMENT OF CLAIMS STATEMENT OF PURPOSE AND INTENT The Board of Public Works for the City of South Bend, Indiana ("Board") is charged with the duty and responsibility to approve the payment of certain claims made to the City. The Board meets regularly to conduct City business that includes the approval of such claims, but the Board's meeting schedule does not always allow claims to be paid in a timely manner. The Indiana legislature has enacted Indiana Code § 36-4-8-14, as amended from time-to-time, which permits certain types of claim expense payments to be made in advance of Board allowance. The Common Council of the City of South Bend, Indiana has determined that payment of those categories of claims described in Indiana Code § 36-4-8-14 can be more effectively administered by the enactment of an ordinance authorizing such payment. NOW, THEREFORE, BE IT ORDAINED BY THE COMMON COUNCIL OF THE CITY OF SOUTH BEND, INDIANA: Section I. The Board of Public Works of the City of South Bend, Indiana, on request of the City Controller, may make claim payments in advance of Board allowance of such claims for the following kinds of expenses: (1) Property or services purchased or leased from the United States government, its agencies, or its political subdivisions; (2) License or permit fees; (3) Insurance premiums; (4) Utility payments or utility connection charges; (5) General grant programs where advance funding is not prohibited and contracting party posts sufficient security to cover the amount advanced; (6) Grants of state funds authorized by statute; (7) Maintenance or service agreements; (8) Leases or rental agreements; (9) Bond or coupon payments; (10) Payroll; (11) State, federal; or county taxes; (12) Expenses that must be paid because of emergency circumstances; (13) Fees and expenses related to real property transactions such as the cost of obtaining title information, and the recording of documents; and (14) Other expenses expressly permitted by state statute as amended from time-to-time. Section 2. Each payment of claim made shall be supported by a fully itemized invoice or bill and certification of the City Controller. Section 3. The Board of Public Works shall review and allow the claim at its next regular or special meeting following the pre-approved payment of the expense. Section 4. This Ordinance shall be in full force and effect from and after its passage by the Common Council and approval by the ayor. c Member, South end Common Council Attest: Cit ler Presented by me to the Mayor of the City of South Bend, Indiana on the~~day of ~ , 2008, at L`•3~ o'clock ~.m. Approved and signed by me on the o'clock ~. m. 1 st RgADIFIG \-"~ ~ v~~ PUF3LIC NEARING S' l2r-O~ 3 rd READING S -1 L' O~ NOT APPROVED REfERRE~ P.~~EOs S- t Z- ~ ~ City G rk ~ day of , 2008, at 3 Mayor, City of th Bend, Indiana ~ii~ na ~i~rlt'~ ®ffice APR - 9 2008 JOHt7 Vsp Re N7 IN. CITY Ct[SI'., TO THE COMMON COUNCIL OF THE CITY OF SOUTH BEND: Your Committee of the Whole, to whom was referred: BILL NO. 22-08 A BILL OF THE COMMON COUNCIL OF THE CITY OF SOUTH BEND, INDIANA, AUTHORIZING PREAPPROVED PAYMENT OF CLAIMS Respectfully report that they have examined the matter and that in their opinion, this bill is being recommended to the full Council with a favorable recommendation. Derek D. Dieter Chairperson. Committee of the Whole '. 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.