(A) In accordance with I.C. 36-5-4-12, notwithstanding any provision of this section, expenditures may not take place without an appropriation of funds for that purpose.
(B) Upon complying with the provisions of I.C. 5-11-10-1.6(c)(l)-(4), the Clerk/Treasurer may make claim payments in advance of Town Council approval for the following claims:
(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 and promissory notes;
(10) Payroll;
(11) State, federal or county taxes;
(12) Expenses that must be paid because of emergency circumstances; and/or
(13) Credit card payments, payments on installment agreements, or accounts arising in the ordinary course of the town’s business which must be paid in order to avoid a late fee or penalty.
(C) The Clerk-Treasurer may make meal expense advances to a town employee who is authorized to travel on official town business and who will be out of town for more than 24 hours. The maximum amount of such advance shall be $50 per day of travel. The advance may only be made if the employee first signs a written agreement stating that he/she shall submit receipts along with an expense report for all meals to the Clerk-Treasurer within three business days of his/her return from the trip. All receipts must show itemization of purchases, and that the cost of alcohol shall not be reimbursed. The agreement signed by the employee must further state that the employee allows the town to withhold from his/her wages the amount of any advances that he/she fails to substantiate with the required receipts and expense report specified herein (I.C. 5-1-10-1.6).
(D) Each payment under this section must be supported by a fully itemized claim. A majority of the Council shall review and allow or disallow the claim at the next regular Town Council meeting.
(Ord. 2012-15, passed - -2012)