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HomeMy WebLinkAbout2009-OR-25ORDINANCE NO. 2009-OR- AN ORDINANCE AMENDING ORDINANCE 2008-OR- 021 AN ORDINANCE OF THE CITY OF JEFFERSONVILLE, INDIANA AUTHORIZING CITY OFFICIALS TO USE CITY CREDIT CARDS FOR OFFICIAL GOVERNMENT PURCHASES ESTABLISHING A CREDIT LIMIT AND REGULATING THE NUMBER OF CREDIT CARDS AVAILABLE TO EACH DEPARTMENT OF CITY GOVERNMENT WHEREAS, the City Council is the fiscal body of Jeffersonville, Indiana pursuant to Indiana Code; WHEREAS, the City of Jeffersonville, in conjunction with the Mayor of Jeffersonville, have determined that in some instances the use of a credit card is a customary and economical business practice that reduces costs and increases efficiency; and WHEREAS, the City of Jeffersonville has determined that a credit card is often the most economical method of making equipment purchases, paying for travel expenses as well as other miscellaneous day to day expenses; and WHEREAS, the City currently has thirty three (33) credit cards with different and distinct credit limits and credit agreements. Moreover, there are no regulations or policies regarding the use of these credit cards; and WHEREAS, in an effort to regulate the number of credit cards in use and to establish a policy for the acceptable use of credit cards the Jeffersonville City Council adopts the following ordinance: NOW, THEREFORE, THE CITY COUNCIL OF JEFFERSONVILLE, INDIANA DO ORDAIN AS FOLLOWS: SECTION ONE: Use of credit cards for city operations authorized when. The Clerk-Treasurer is authorized to obtain the following credit cards for the following departments of City government: Department Number of Credit Cards Street Department One Human Resources One (As approved on 4-6-2009) City Council Two Clerk-Treasurer Parks Department Mayor's Office City Engineer Planning and Zoning Fire Department Police Department Animal Shelter Sewer Department IT Department Building Commissioner Total Credit Cards for City of Jeffersonville One One Two One None Two Four One One One (As approved on 4-6-2009) One 79 (Amended ) The credit cards shall be issued with the following information located on the charge plate: Name of Department City of Jeffersonville, Indiana The credit cards shall be for use by city personnel, employees and officials for purposes of incurring expenses for the ordinary, necessary, reasonable and usual expenses to properly maintain and continue city operations including authorized travel and training expenses, and the purchase of supplies and equipment. SECTION TWO: Purchase and credit limits. No obligation shall be incurred, nor shall such obligation be deemed a valid obligation of the city, unless such obligation is for matter or matters otherwise properly provided for in the budget of the city. Further, no individual purchase shall exceed the sum of One Thousand Dollars ($1,000). No credit card shall have a credit limit in excess of Five Thousand Dollars ($5,000). Moreover, all payments upon credit card shall be handled in a manner that is compliant with the mandates of the Indiana State Board of Accounts. The City shall not be responsible for any late fees, penalties or interest associated with the failure of a department to timely provide proof of purchase and necessity of payment for credit card purchases. 2 SECTION THREE: Report of charges Responsibility for improper charges. All charges shall be reported to the Clerk-Treasurer and presented to the Jeffersonville City Council for review. Each department shall submit a detailed, original receipt within seven (7) calendar days of incurring said credit card expense. A copy of the detailed statement from each credit card shall be presented to the City Council and shall be placed in the City Council's information packet provided by the Clerk-Treasurer prior to the next meeting following receipt of the statement. If, after review, the council shall reasonably determine, in its judgment, that an authorization has been incurred or expense made in the name of the city, but is not properly chargeable as ordinary, necessary, reasonable and usual, and is not otherwise budgeted, then such charge or expense shall be charged to the employee or official incurring the same and may be deducted from any payment otherwise due said employee or official, at any time thereafter, by way of deduction prior to issuance of any check or other payment to be made to said employee or official. SECTION FOUR: Accounting and control authority. The Clerk-Treasurer shall have exclusive control and possession of all such credit cards as authorized by this chapter and shall control release, issuance and availability of such cards as reasonably necessary in order to prevent abuse or improper use. The City Department Heads shall be responsible for the credit card that is assigned to his/her department. The Department Head shall control the use and credit card and shall be accountable while said credit card is in the possession of said department. When the Department does not require the use of a credit card said credit card shall be maintained in a secure place at all times within the Department and/or shall be returned to the office of the Clerk-Treasurer. Upon demand by the Mayor or City Council President all cards shall be promptly returned to the Clerk-Treasurer immediately. The Clerk-Treasurer may open accounts at appropriate financial institutions for purposes of such cards, and when deemed necessary in the Clerk-Treasurer=s sole judgment, close out immediately any such accounts solely by written notice signed by the Clerk-Treasurer. The Clerk-Treasurer shall notify the mayor and City Council upon opening and/or closing any credit card accounts. 3 Upon the adoption of this ordinance the Clerk-Treasurer shall begin the process of securing those new credit cards and credit card accounts. The Clerk-Treasurer shall negotiate with a single lending institution and/or credit card provider and all credit cards shall be secured from a single provider. The Clerk-Treasurer shall secure possession of all of the credit cards in possession of any individual or department and shall provide the City Council with a list of those credit cards along with the account numbers for each. The Clerk-Treasurer shall further provide copies of the final statement for each of those credit cards that shall be deactivated and/or cancelled. SECTION FIVE: Severability. Should any section, paragraph, sentence, clause or phrase of this ordinance, or its application to any person or circumstance, be declared unconstitutional orotherwise invalid for any reason, or should any portion of this ordinance be preempted by state or federal law or regulation, such decision or preemption shall not affect the validity of the remaining portions of this ordinance or its application to other persons or circumstances. SECTION SIX: Effective Date. This ordinance shall take effect after publication and posting as provided by law. Severability Clause: Should any section, paragraph, sentence, clause or phrase of this ordinance, or its application to any person or circumstance, be declared unconstitutional or otherwise invalid for any reason, or should any portion of this ordinance be preempted by state or federal law or regulation, such decision or preemption shall not affect the validity of the remaining portions of this ordinance or its application to other persons or circumstances. 4 This Ordinance shall be in full force and effect from and after its passage and Voted Against: ~i i'G~~ Passed this `~ ' day of , 2009. Mayor Thomas Gal n Attest: ~ 4 Ltd Pegg ilder, Clerk-Treasurer Presented by me, Peggy Wilder, as the Clerk and Treasurer to the Mayor of said ~~~ City of Jeffersonville, Indiana on this ~=day of ~~, , 2009. ,~ ~.~~ ~ Peggy Ider, Clerk-Treasurer 5 approval.