HomeMy WebLinkAbout2020-R-6 Establishing the Procedure and Process for the Expeniture of Funds (Covid-19 Response Services) (Passed by Roll Call) RESOLUTION NO. 2020-R-
BEFORE THE COMMON COUNCIL
FOR THE CITY OF JEFFERSONVILLE, INDIANA
COVID-19 RESPONSE SERVICES
AN EMERGENCY ORDINANCE ESTABLISHING THE PROCEDURE
AND PROCESS FOR THE EXPENDITURE OF FUNDS
APPROPRIATED FOR THE PURPOSE OF FUNDING SERVICES
AND SUPPLIES DIRECTLY RELATED TO
THE COVID-19 PANDEMIC
WHEREAS, the City of Jeffersonville (the "City") operates, maintains,
oversees and is responsible for the oversight, budgeting, appropriation and payment
of claims to insure the services, safety and well being of the citizens of Jeffersonville;
WHEREAS, the COVID-19 virus is a pandemic that has increased the
necessity and need of the City's Police, Fire, Street, Sanitation and its employees
and departments to be capable of responding to unpredictable and unprecedented
needs for the maintenance and well being of the citizens, employees and the
community at large;
WHEREAS, in order to respond in an expedited and timely fashion to these
unforeseen and unpredictable events it is incumbent upon the government to have
ample funds in place to purchase equipment and provide services that are
specifically designed to provide for the protection of the citizens;
WHEREAS, it is important for the operation of Government that a clear and
precise procedure for requesting and expending these funds be in place
contemporaneously with the creation of the fund;
NOW, THEREFORE, BE IT ORDAINED by the Common Council of the
City of Jeffersonville, Indiana, as follows:
1. That the Council shall appropriate FIVE HUNDRED THOUSAND
DOLLARS ($500,000) from what is commonly referred to as the City's
RAINY DAY FUND
2. This amount shall be specifically earmarked as follows: $100,000 shall be
used for those items which are considered "services" directly related to the
COVID-19 EMERGENCY RESPONSE. $400,000 shall be specifically
earmarked for items which are considered "supplies" and shall be directly
related to the COVID-19 EMERGENCY RESPONSE.
3. These funds shall only be expended upon supplies and services which are
determined to be appropriate and directly related to the emergency needs
created by the COVID-19 crisis.
PROCESS AND PROCEDURE FOR REQUESTING FUNDS FROM THE COVID-19
RESPONSE APPROPRIATION:
A. City Departments may submit appropriate claims related to the City's
COVID-19 Response Fund (hereinafter "Fund"). These claims shall be
submitted to the Jeffersonville City Clerk (hereinafter "Clerk");
B. The claims submitted SHALL only be claims for services and/or supplies
which are necessary for the City to appropriately respond to needs
directly related to the COVID-19 pandemic;
C. The City's Departments SHALL not request that funds from the
emergency fund be expended for supplies and/or services that have
been previously budgeted in the 2020 Annual Budget. In sum, these
funds are to be used for unexpected and unprecedented needs caused
by the COVID-19 Pandemic. This Fund was not created to serve as a
supplement to the Department's budgets. Departments are instructed to
spend those funds previously budgeted for items contemplated in the
"regular" 2020 Budget;
D. After the claim has been submitted to the Clerk, the Clerk shall, in a
regular and timely manner as agreed upon, compile a list for review by
the Council President;
E. Upon timely review of the Council President, the Clerk shall submit the
compiled list of claims to the City Finance Department (hereinafter
"Controller"). The Controller shall receive these claims in a timely
manner such that the claims shall be placed on the agenda for the
Council to consider for approval;
F. The Controller may submit a claims correction for claims which may
have already been processed and paid from other budget lines. These
"corrections" shall only be for those expenditures that occurred after
January 20, 2020 and shall only be for expenditures that were directly
related to the payment for services and/or supplies that were directly
related to the response to the pandemic but occurred prior to the
creation of this Emergency Fund;
G. The City of Jeffersonville shall undertake all necessary steps to secure
any and all reimbursements, payments, funding and/or any other
remuneration that may become available from either the State or Federal
Government that is earmarked for the purpose of assisting
municipalities in paying for the expenses and expenditures directly
related to the COVID-19 Pandemic. If the City is successful in securing
funds from any source that are defined as `reimbursement' for COVID-19
related expenses, these funds shall be first deposited into the City's
Rainy Day Fund up and until that amount of reimbursement reaches
FIVE HUNDRED THOUSAND DOLLAR ($500,000).
H. Henceforth, additional payroll shall be processed through each
department's budget. These payroll lines may be supplemented at a
later date by the Council if necessary.
This Resolution shall be in full force and effect from and after its passage and
approval.
VOTED YES: VOTED NO:
Pre 3 1i /
Resolution No. 2020-R- preserl,ted by me as lerl to the Mayor of said
City of Jeffersonville at m. on this day of , 2020.
Lisa Gill, ty Cl'
Resolution No 2020-R- �f • • -d and si ed by me at m. on
this r7 day of / j/'i / , 02 .
Mike Moore, ayor
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