HomeMy WebLinkAboutMay 13, 2013JEFFERSONVILLE CITY COUNCIL WORKSHOP
Monday May 13th 2013
Mayor's conference room
The Common Council of the City of Jeffersonville met in a workshop on Monday May 13th, 2013. Council
President Sellers called the workshop to order at 11:30 A.M. and on the roll call members present was:
Councilpersons Mike Smith, Lisa Gill, Dennis Julius, Nathan Samuel, Ed Zastawny, and Council President
Connie Sellers. Absent were: Councilpersons Bryan Glover, Matt Owen, and Zach Payne.
Guests include: Anne Langley, Josh Thompson, Bruce DeArk, Shane Corbin, Vicki Conlin, City Council
attorney Scott Lewis and City Attorney Les Merkley.
Council President Sellers stated that there is a claim that they need to pass before the council can begin
discussing the issue of credit cards. The claim is the normal cleaning bill and in the amount of $4,350.
Councilperson Gill made a motion to APPROVE the claim in the amount of $4,350, with Councilperson
Smith seconding, PASSING on a vote of 6-0.
Credit Card Ordinance/Policy
Councilperson Zastawny presented a credit card policy that he said is for the city of Westfield, Indiana
that he believes could be very helpful in finding a framework for the Council to start with. Councilperson
Zastawny stated that it outlines the procedure of making a purchase and stated it is all done online as
far supervisor approval and the viewing of detailed receipts. Councilperson Gill stated that her biggest
concern has been making sure that the council receives the detailed receipts showing who went to lunch
and when. Councilperson Smith suggested the idea of having either the Clerk or Controller hold onto the
credit cards. Josh Thompson expressed concerns regarding that for the Fire Department and Street
Department because they are outside of the City Building. Councilperson Zastawny said that the
Westfield policy has the cards issued to the individual persons and they have to agree to the terms and
conditions beforehand. Anne Langely from the Police department stated that the officers have to check
the cards out currently from her. Josh Thompson from Fire stated that Cissy Ellis does the same thing
and only the chief and assistant chiefs are authorized to use the cards. Councilperson Samuel stated his
concern has been mostly about the casual meals and no detailed receipts. The council decided to have a
few members get together with Scott Lewis to talk about the details and give them time to read over
Westfield's policy. Councilperson Gill stated she will get together with that group to talk details of the
policy and stated that this credit card issue is coming from State Board of Accounts and it is not the
Council picking on anybody. Councilpersons Smith, Julius, and Sellers also decided to get together with
Scott Lewis to decide on details after having time to read the Westfield policy.
Council Comments
Councilperson Samuel mentioned that Denny Kestler asked him about an asset list and inventory list for
the city. The other Council members decided that that was left up to the controller and the department
heads. Vicki Conlin stated that Monica Harmon had everybody do that at the beginning of 2012 and it is
good for departments to keep track of their assets. Councilperson Samuel also asked who gives
permission for the art committee to paint on the flood wall or other public places like that. Mr. Lewis
stated it depends if it is city property. If it is city property then the Council may want to designate
somebody or have them go to the appropriate board for approval.
Council President Sellers stated she talked with Chris from SBOA and she thinks it's a good idea to get in
writing the process of cash flow from the various entities of the city departments. This will ensure the
process of how they get from one place to the city appropriate account. Also Dan from Promedia
emailed her and asked for a time to meet with the Council. The council members present decided that
since it is to talk about the newsletter and a brief update that he should just come to the next Council
meeting.
Councilperson Gill brought up the 911 meeting to the council and Les Merkley stated that at the
meeting he had suggested a steering committee be created involving all the involved municipalities. This
committee would need two appointments form Jeffersonville. The City Council decided it was best to
give one appointment to the Mayor for his decision and leave the other appointment up to the decision
of the Council.
Councilperson Zastawny made a motion to adjourn at 12:40 P.M. w»1 Councilperson Gill seconding,
passing unanimously.
ATTESTED BY:
('/;
CLL
Connie Sellers, President