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HomeMy WebLinkAbout2012-OR-01 ORDINANCE NO. 2012-OR- 1 AN ORDINANCE AMENDING ORDINANCE 2011 -OR -6 AMENDING ORDINANCE 2010.OR -27 AMENDING ORDINANCE 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 City Controller 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 City Council Two Finance Department One Parks Department Three (Parks, Aquatic, Programs) Mayor's Office Three City Engineer One Planning and Zoning One Fire Department Two Police Department Four Animal Shelter One Sewer Department One IT Department One Building Commissioner One City Clerk One Community Affairs Office One Vehicle Maintenance One Total Credit Cards for City of Jeffersonville: 26 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 prope ly maintain and continue city operations including authorized travel and training expenses, a d 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 t e city, unless such obligation is for matter or matters otherwise properly provided for in t e budget of the city. Further, no individual purchase shall exceed the sum of One Thousa d Dollars ($1,000). No credit card shall have a credit limit in excess of Five Thousand Doll. rs ($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 .e • 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 City Controller 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 City Controller 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 City Controller 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 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 cord 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 City Controller. Upon demand by Mayor or City Council President, all cards shall be promptly returned to the City Controller immediately. The City Controller may open accounts at appropriate financial institutions for purposes of such cards, and when deemed necessary in the City Controller's sole judgment, close out immediately any such accounts solely by written notice signed by the City Controller. The City Controller shall notify the Mayor and City Council upon opening and /or closing any credit card accounts. Upon the adoption of this ordinance the City Controller shall begin the process of securing those new credit cards and credit card accounts. The City Controller shall negotiate with a single lending institution and /or credit card provider and all credit cards shall be secured from a single provider. The City Controller 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 City Controller 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 be in full force and effect from and after its passage by the Common Council and approval by the Mayor. d Fo,r Voted Against: I�Yl� ,e Rt. 1174 yv'f . PASSED AND ADOPTED by the Common Council of the City of Jeffersonville, Clark Count, Indiana upon this ga.3 day off,munut ,2012. U / i Ed . aw ', President Jefferson Ile Common . uncil A S .t.P.1V.i. LriA,r7 Vicki Conlin, Clerk City of Jeffersonville PRESENTED by me to the Mayor of the City of Jeffersonville Clark County, Indiana upon this a4 day of 2012. n L Vicki Conlin, Clerk • City of Jeffersonville SIGNED and APPROVED by me upon this 024 day of - l .. 2012. � Mike Moor, Mayor City of Jeffersonville