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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 . 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