(A) Common Council authority. As both the legislative and fiscal body of the city, the Common Council shall have the authority to adopt ordinances, resolutions, orders, and motions to control the city’s finances, approve claims, appropriate money, and to perform any other necessary and desirable legislative and fiscal functions.
(B) Claims against the city.
(1) As used in this section, a CLAIM means a bill or an invoice submitted for goods or services.
(2) Except for the payment of pre-approved claims, the Controller may not draw a warrant for payment of a claim against the city unless:
(a) There is a fully itemized invoice or bill for the claim;
(b) The invoice or bill is approved by the officer or person receiving the goods and services;
(c) The invoice or bill is filed with the Controller;
(d) The Controller audits and certifies, on a form prescribed by the Indiana State Board of Accounts, that the invoice or bill is true and correct; and
(e) Payment of the claim is approved by the Council.
(C) Approval of claims by the Council. If the requirements of division (B)(2)(a)—(d) above are satisfied, the Council may only approve the claim at a duly noticed Council meeting if the claim was filed in the manner prescribed by I.C. 5-11-10-2, at least five days before the Council meeting.
(D) Pre approval of certain claims.
(1) In accordance with I.C. 36-4-8-14, the following claims are hereby declared pre-approved:
(a) Property or services purchased or leased from the United States government, its agencies, or its political subdivisions;
(b) License or permit fees;
(c) Insurance premiums;
(d) Utility payments or utility connection charges;
(e) General grant programs, where advance funding is not prohibited and the contracting party posts sufficient security to cover the amount advanced;
(f) Grants of state funds authorized by statute;
(g) Maintenance or service agreements;
(h) Leases or rental agreements;
(i) Bond or coupon payments;
(j) Payroll;
(k) State, federal, or county taxes;
(l) Expenses that must be paid because of emergency circumstances;
(m) Other expenses described in an ordinance adopted by Council.
(2) Payment of any of the foregoing pre-approved claims may be made by the Controller before Council takes action to approve a claim.
(3) Each payment of expenses under pre-approved claims listed in division (D)(1) must be
supported by a fully itemized invoice or bill and certification by the Controller.
(4) The Council must review and approve a claim at its next regular or special meeting following the pre-approved payment of the expense.
(Ord. 4-2023, passed 5-3-2023)