HomeMy WebLinkAbout2011-OR-06 ORDINANCE NO. 2011-OR- (O
AN ORDINANCE AMENDING ORDINANCE 2010 -OR -27 AMENDING ORDER
2009 -OR -029
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, 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:
•
DepaHment Number of Credit Cards
Street Department One
Human Resources One (As approved on 4-6 -2009)
City Council Two
Clerk-Treasurer One
Parks Department Three (Parks, Aquatic, Programs)
Mayor's Office Two
City Engineer One
Planning and Zoning One
Fire Department Two
Police Department Four
Animal Shelter One
Sewer Department One
IT Department One (As approv nn 4 -6 -2009)
Building Commissioner One
Economic Development One
Vehicle Maintenance One
Total Credit Cards for City of Jeffersonville: 24
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.
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.
lf, 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 Departtent 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 shall
he 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
nwintained 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 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.
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 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.
SECTION SIX: Effective Date.
This ordinance shall take effect after publication and posting as provided by law.
This Ordinance shall be in full force and effect from and after its passage and approval:
Voted For: _ Voted Against:
taai
/ i ,
Passed this I day of 07/1h24—) /,1f,4.J , 2011.
A l /
Mayor Thomas Gag"
Attest: n
Peggy Wilder, Clerk- Treasurer
Presented by me, Peggy Wildas the Clerk an Treas4rer to the Mayor of said City of
Jeffersonville, Indiana on this day of A J i , 2011