(A) (1) This section is allowable under I.C. 36-4-8-14 and I.C. 36-5-4-2. These codes allow the City Clerk-Treasurer to pay certain types of claims prior to board allowance. These types of claims include:
(a) Property or services purchased from the U.S. government;
(b) License or permit fees;
(c) Insurance premiums;
(d) Utility payments or connection charges;
(e) General grant programs where advance refunding is not prohibited and the contracting party posts sufficient security to cover the amount advanced;
(f) Grants of state funds;
(g) Maintenance or service agreements;
(h) Leases and rental agreements;
(i) Bond or coupon payments;
(j) Payroll;
(k) State, federal or county taxes;
(2) Such payments must still be supported by a fully itemized claim and be reviewed and allowed at the next regular or special meeting of the City Council following preapproved payment of the expense.
(B) (1) In addition, this section gives the Mayor and the Clerk-Treasurer the ability to pay for the following prior to board allowance:
(a) Stamps and necessary office supplies;
(b) Any other expense at the limit of $75 or less per instance, that the Mayor and Clerk-Treasurer deem necessary to the smooth operation of the city.
(2) Such payments must still be supported by a fully itemized claim and be reviewed and allowed at the next regular or special meeting of the City Council following preapproved payment of the expense.
(C) Also, this section gives city officials the right to request preapproval for expenses to conventions, seminars, training sessions and meetings held in the State of Indiana, that are directly related to the duties performed by the official or employee.
(1) Each request must be received by the preapproval agent at least two weeks before the first date of the meeting.
(2) Each request will be submitted on a claim with information about the meeting attached.
(3) The request will denote in as much detail as possible the exact funds requested for the following:
(a) Lodging for the duration of the meeting.
(b) Mileage pursuant to IRS mileage regulations to and from the meeting if transportation is by car.
(c) Registration costs.
(d) Cost of banquet ticket for employee if banquet is held.
(e) Per diem expense for meals $20.
(4) Entertainment costs, alcoholic beverages will not be paid by city funds.
(5) Claims will be sent back to the requesting employee at least one week before the meeting with approval or denial of the request.
(6) In the case of denial, this section requests that the preapproval agent notify the employee as soon as possible.
(D) Each city official or employee will have a preapproval agents who will decide:
(1) If the funds are available to meet the request.
(2) If the meeting will be of value to the city.
(E) Preapproval agents included:
(1) Both the Mayor and the Department Head will serve as preapproval agents for city employees within departments.
(2) The Mayor will serve as preapproval agents for department heads.
(3) The City Council, by an affirmative verbal approval of three, will serve as preapproval agent for the Mayor, Clerk-Treasurer or Council Member.
(F) Other than normal and customary claims, no claims will be considered for payment or approval after December seventh, annually.
(Ord. 1996-3, passed 4-9-1996)