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(A) The Clerk-Treasurer is hereby authorized to make claim payments in advance of a 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 bonds 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, including normal daily expenses, purchases and preapproved expenses.
(B) Each payment of expenses under this section must be supported by a fully itemized invoice or bill and certification by the fiscal officer.
(C) The Town Council shall review and allow the claim at the Town Council’s next regular or special meeting following the preapproved payment of the expense.
(Ord. 2000-1, passed 2-8-2000)
(A) Automatic clearing house (ACH) transactions. ACH transactions are hereby authorized for the Clerk-Treasurer to make certain payments via ACH. Authorized payments are payroll, bonds and payments for any other bill. Also authorized are any funds received via ACH.
(B) Electronic funds transfers (EFT), including online transfers. The Town Council authorizes the use of online transfers for the purpose of transferring funds.
(C) Documentation. The Clerk-Treasurer is required to maintain adequate documentation of the above-referenced transactions for future audits, as provided by law.
(Ord. 2021-3, passed 3-9-2021)
(A) Authorization of issuance and use of credit card. The Town Council hereby authorizes the Clerk-Treasurer and Superintendent to obtain and utilize a credit card in the name of Town of Darmstadt, Indiana, subject to the uses, spending limits and other criteria described below.
(B) Persons responsible for credit card. The Clerk-Treasurer shall be the person responsible for the credit card and shall govern the issuance and use of the credit card to other officials and employees of the town.
(C) Spending limit of the credit card. The credit card may have a credit line not greater than an amount as set by the Town Council from time to time.
(D) Purposes for which credit card may be used. The credit card described in division (A) above may be used for any town purpose.
(E) Accounting system. As the persons responsible for the credit card, the Clerk-Treasurer and Town Superintendent shall review all charges and maintain all receipts for purchases. The Clerk-Treasurer shall attach receipts to the accounts payable voucher.
(F) Interest. Any interest or penalty incurred due to the late filing or furnishing of documentation shall be documented on the credit card statement.
(G) Annual fee. An annual fee for the credit is not authorized. If authorized, a maximum annual fee of an amount as set by the Town Council from time to time is authorized.
(Ord. 2002-1, passed 3-12-2002; Ord. 2019-1, passed 3-12-2019)
(A) The town shall hereinafter charge the following rates for work outside the scope of its normal responsibilities:
(1) Materials at cost to the town shall be passed on to the individual or entity creating the billing incident;
(2) Labor at a minimum charge of $400 shall be imposed by the town to the individual or entity for each billing incident;
(3) Labor at $100 per hour per employee who is able to complete the work without the town owing the employee(s) for overtime or holiday pay;
(4) One hundred and fifty dollars per hour per employee if the town has to pay the employee(s) for overtime pay for work performed; and
(5) Two hundred dollars per hour per employee if the town has to pay the employee(s) for holiday pay for work performed.
(B) (1) By means of example, if the town sends one employee who is on site for five hours during his or her regular shift (in other words, not during overtime and not during a time when the employee would be entitled to holiday pay) and do not advance the cost of any materials, then the town would bill the individual or entity $500 ($100 per hour × one employee × five hours).
(2) By means of a second example, if the town sends two employees who spend one hour on site during their regular shift and do not advance the cost of any materials, then the town would bill the individual or entity $400, which is the minimum charge.
(3) By means of a third example, if the town sends two employees who spend three hours on-site during a holiday and do not advance the cost of any materials, then the town would bill the individual or entity $1,200 ($200 per hour × two employees × six hours).
(4) By means of a fourth example, if the town sends two employees who spend two hours on-site during a holiday and the town advances $125 in cost for materials, then the town would bill the individual or entity $925 ($800 for labor ($200 per hour × two employees × two hours) + $125 for materials).
(Ord. 2019-2, passed 5-14-2019)