Section
General Provisions
33.01 Uniform internal control standards
33.02 Investment of public funds
33.03 Policy on materiality and process for reporting material items
33.04 Credit card purchasing policy
33.05 Advanced disbursement of funds
33.06 Electronic funds transfer
Purchasing
33.20 Purchasing Agency
33.21 Purchasing rules for the town
33.22 Purchase of supplies manufactured in the United States
33.23 Small business set-aside purchases
33.24 Purchasing polices available for public inspection
Funds
33.35 Redevelopment Commission Fund
33.36 General Donation Fund
33.37 Special LOIT Distribution Fund
33.38 TIF Fund
33.39 Cumulative Capital Development Fund
33.40 Stormwater Revenue Fund
33.41 Police Fund
33.42 Promotional Fund
33.43 Cash Reserve Fund
33.44 Fire Equipment Fund
33.45 Community Crossings Grant Fund
33.46 School Resource Officer (SRO) Fund
33.47 Cares Act Fund
33.48 ARP Coronavirus Local Fiscal Recovery Fund
33.49 Fire Protection Territory Fund
Cross-reference:
Electric Cash Reserve Fund, see § 52.04
Unsafe Building Fund, see § 150.21
GENERAL PROVISIONS
(A) The town adopts as policy the Internal Control Standards manual as set forth by the State Board of Accounts Uniform Internal Control Standards for Indiana Political Subdivisions as expressly written and published by the State Board of Accounts in September, 2015, and as amended from time to time.
(B) In order to implement these standards, the Clerk-Treasurer shall certify in writing that personnel as defined in the statutes have received the required training.
(1) All officers, elected officials, and employees are required to comply with the policy.
(2) Employees who fail to comply with this policy are subject to discipline, including but not limited to termination of their employment.
(Ord. 2016-9, passed 6-15-2016)
Pursuant to I.C. 5-13-9-5.7, the Town Council hereby authorizes the investing officer to make investments having a stated final maturity that is more than two years, but not more than five years after the date of purchase under the following circumstances.
(A) The fiscal body of the town shall first adopt an investment policy authorizing the investment of public funds of the town for more than two years and not more than five years in accordance with I.C. 5-13-9-5.7(a) and (b).
(B) This section and the power to make an investment having a stated final maturity that is more than two years, but not more than five years after the date of purchase, expire on the date on which the investment policy expires, which may not exceed four years.
(C) At the time an investment of public funds of the town is made, having a stated final maturity that is more than two years, but not more than five years, the total of such investments of the town may not exceed 25% of the total portfolio of public funds invested by the town, including balances in transaction accounts.
(D) An investing officer may contract with a federally regulated investment advisor or other institutional money manager to make such investments.
(E) The Town Council hereby authorizes the investing officer of the town to invest in certificates of deposit of depositories that have not been designated by the local Board of Finance but have been designated by the State Board of Finance as a depository for state deposits under I.C. 5-13-9-5.
(Ord. 2015-7, passed 7-1-2015; Res. 2017-8, passed 6-7-2017)
(A) Town Council endorsement of directive policy. The Town Council hereby endorses the Clerk-Treasurer’s directive, as set forth in division (B) below, regarding a policy on materiality and a process for reporting material items.
(1) The Town Council calls upon the Clerk-Treasurer and all town officials, employees, and agents to enforce and comply with the directive on materiality and process for reporting material items and to report noteworthy items to the Town Council.
(2) The Town Council directs the Clerk-Treasurer to monitor, as it deems necessary, compliance with the policy on materiality and process for reporting material items and report noteworthy items to the full Town Council.
(3) The Town Council asks the Clerk-Treasurer to advise the Town Council of any changes in the policy on materiality and process for reporting material items.
(B) Clerk-Treasurer directive policy on materiality and process for reporting material items.
(1) All erroneous or irregular variances, losses, shortages, or thefts of the town subdivision funds or property, or funds or property the town holds in trust, shall be reported to the Clerk-Treasurer or his or her designee promptly.
(2) It will be the policy of the Clerk-Treasurer to report to the State Board of Accounts any erroneous or irregular variances, losses, shortages, or thefts of cash in excess of $500, except for inadvertent clerical errors that are identified timely and promptly corrected with no loss to the town.
(3) It will be the policy of the Clerk-Treasurer to report promptly to the State Board of Accounts any erroneous or irregular variances, losses, shortages, or thefts of non-cash items in excess of $2,000, estimated market value, except for those resulting from inadvertent clerical errors or misplacements that are identified timely and promptly corrected with no loss to the town, and except for losses from genuine accidents.
(4) All town elected officials are asked, and all town employees and agents are directed, to comply with this policy, and the Town Council is asked to endorse it.
(Res. 2016-3, passed 2-17-2016)
(A) The Town Council hereby approves of the continuing existence and use of the two current credit card accounts, including the payment of any necessary annual fees. However, no purchases shall be made using any credit card for any item(s) that exceed a cost of $2,500 without the express prior approval of the Town Council.
(B) All credit cards issued in the name of the town shall be kept, maintained, and in the possession of the Clerk-Treasurer.
(C) The credit cards shall only be used when necessary, in the judgment of the Clerk-Treasurer, for the efficient and expedient purchase of supplies and materials for the ownership, use, and benefit of the town.
(D) Any and all town employees needing to use a credit card as described above shall present to their supervisor a written request specifying the item(s) to be purchased, the identity of the merchant, the cost of the item(s), and the town fund that should be charged.
(1) If approved by the supervisor, the request shall be presented to the Clerk-Treasurer for final approval.
(2) Once approved, the employee shall sign out a credit card for the approved purchase, writing down the date and time that the credit card was taken.
(3) After the purchase, the credit card shall be returned immediately to the Clerk-Treasurer, and the employee shall write down the date and time of the return of the credit card. Upon return, the employee shall also deliver to the Clerk-Treasurer a written or printed receipt for the item(s) purchased.
(4) The Clerk-Treasurer shall maintain a log or accounting of all approved written requests, dates and times of sign out and return, and keep all receipts for items purchased.
(E) Any employee using a town credit card in violation of the above policy shall be responsible for reimbursing the town for any and all amounts charged on the credit cards, and shall further be subject to discipline pursuant to the town employee rules, regulations, and benefits.
(Ord. 2013-12, passed 12-4-2013)
(A) Applicability. Notwithstanding I.C. 5-11-10, the Town Council having jurisdiction over allowance of the claims, is giving the Clerk-Treasurer permission to make claim payments in advance of Council allowance for the following types of expenses:
(1) Property or services purchased or leased from:
(a) The United States government; or
(b) An agency or a political subdivision of the United States government.
(2) License fees or permit fees;
(3) Insurance premiums;
(4) Utility payments or utility connection charges;
(5) Federal grant programs if:
(a) Advance funding is not prohibited; and
(b) The contracting party provides sufficient security for the amount advanced.
(6) Grants of state funds authorized by statute;
(7) Maintenance agreements or service agreements;
(8) Lease agreements or rental agreements;
(9) Principal and interest payments on bonds;
(10) Payroll;
(11) State, federal, or county taxes;
(12) Expenses that must be paid because of emergency circumstances; and
(13) Expenses described in an ordinance;
(14) Claims by town vendors where payment is due upon receipt;
(15) Claims by town vendors where payment is due within ten days;
(16) Claims by town vendors where payment is due within 20 days;
(17) Claims by town vendors where payment is due within 30 days of the town's receipt of such claim and the payment will be due before the next regularly scheduled Town Council meeting; and
(18) Required monthly transfers.
(B) Itemized claim. Each payment of expenses under the jurisdiction of this section must be supported by a fully itemized claim.
(1996 Code, § 41.02)
(C) Review of claim. The Town Council having jurisdiction over the allowance of the claim shall review and allow the claim at the Council’s next regular or special meeting following the pre-approved payment of the expense.
(1996 Code, § 41.03)
(Ord. 476, passed - -1993; Ord. 2009-01, passed 1-21-2009; Ord. 2019-19, passed 10-2-2019)
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