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Home My WebLink About2012-OR-59 ORDINANCE NO. 2012 -OR- k59 AN ORDINANCE OF THE CITY OF JEFFERSONVILLE, INDIANA AUTHORIZING FISCAL OFFICER TO OBTAIN SAM'S CREDIT CARD FOR OFFICIAL GOVERNMENT PURCHASES 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 Sam's credit card would be beneficial 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 purchasing supplies as well as other miscellaneous day to day expenses; and WHEREAS, in an effort to regulate the use of Sam's credit cards in use and to establish a policy for the acceptable procedures the Jeffersonville City Council adopts the following ordinance: NOW, THEREFORE, THE CITY COUNCIL OF JEFFERSONVILLE, INDIANA DO ORDAIN AS FOLLOWS: SECTION ONE: Use of Sam's credit cards for city operations authorized when. The City Controller is authorized to obtain a Sam's credit card for use by all city departments. The credit card shall be issued in the name of City of Jeffersonville. The credit card 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 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 Ng 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). The credit card shall have a credit limit 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 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 the credit card as authorized by this chapter and shall control release, issuance and availability of such card as reasonably necessary in order to prevent abuse or improper use. Upon the adoption of this ordinance the City Controller shall begin the process of securing the new credit card account. The City Controller shall secure possession of the credit card and adopt a means of checking out the use of the card when purchases are made. The City Controller shall further receive a signed claimwith the correct appropriation number prior to releasing the card use. The Department Head or their authorized representative shall return the credit card and the detailed receipt, membership card and any other related documentation associated with the purchase to the City Controller. The City Controller shall report to the Common Council a detailed listing of claims for their approval and release of funds. 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. i 0 , 1-d Fir: Voted Against: 1211111 -41 300001■4.1191pr AVM; : , - II. - _ -4111 0A1111 -/ . 74 „ - ,(/ P f %a/4e.-- 40 or PASSED AND ADOPTED by the Common Council of the City of Jeffersonville, Clark Count, Indiana upon this 0 day of / n , 2 12. / 1 , ,,‘ / Ed Zastawny, Presid,int ` Jeffersonville Corr'mon Council A ST: Vicki Conlin, Clerk City of Jeffersonville PRESENTED by me to the Mayor of the City of Jeffersonville Clark County, Indiana upon this day f ALf Vicki Conlin, Clerk City of Jeffersonville SIGNED and APPROVED by me upon this day o Y P Y / J I" �� 2012. Sie A Mike More, Mayor City of Jeffersonville •