a. The Town Clerk-Treasurer is hereby authorized and directed to make claim payments in advance of Town Council allowance for the following expenses, namely:
1. Property or services purchases or leases 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. Medical and life insurance premiums or fund reimbursements;
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 or rental agreements;
9. Principal and interest payments on bonds;
10. Payroll;
11. State, federal, or county taxes;
12. Credit card payments;
13. Postage; and
14. Other emergency purchase situations up to five hundred dollars ($500.00).
b. The Town Clerk-Treasurer is hereby authorized and directed to disburse all employee-related federal and state tax obligations at the time required by federal and state law, provided, however, that any such disbursement requiring claim approval shall be submitted for confirmation to the Town Council at its next Public Meeting for consideration of such claims.
c. The Town Clerk-Treasurer is hereby authorized and directed to distribute all employee funds withheld from his or her pay in the manner and at the time provided by applicable federal and state law, with employee authorization, or as required in the normal course of business. The said funds may include, without limitation, federal, state, and county income taxes, federal Social Security taxes, state retirement funds, credit union payments, charitable contributions, garnishments, and the like.
d. The Town Clerk-Treasurer is hereby authorized and directed to disburse non-taxable funds temporarily or tentatively held for payment for a specific purpose or to a specific person, as described hereinabove, in the manner and at the times required by the time of the receipt of said funds; provided, however, that written notice of the receipt and the disbursement of said funds shall be made to the Town Council, and either approved by the Town Council prior to disbursement, or confirmed by the Town Council following the disbursement.
e. The Town Clerk-Treasurer is hereby authorized and directed to disburse appropriated funds for the above-specifically designated purposes only; provided that such payment is required as an emergency matter, and the claim is submitted to the Town Council at its next Public Meeting for consideration of claims.
f. The Town Clerk-Treasurer is hereby authorized and directed to issue drafts and pay checks in the normal course of business to Town employees whose positions and range of pay have been approved by the Town Council, without prior approval by the Town Council; provided that said payroll data is submitted to the Town Council at its next Public Meeting for consideration of claims.
g. The Town Clerk-Treasurer is hereby authorized and directed to disburse appropriated funds prior to claim approval; provided that said payment is for a product or service, the bid for which has been accepted by the Town Council, that acceptance of the product or service has been approved by the Town Council, or its delegate, and the claim is submitted to the Town Council for confirmation at its next Public Meeting at which claims are considered.
h. Each payment of expenses permitted to be paid pursuant to the terms of this section, as amended from time to time, in advance of formal claim approval by the Town Council, shall be completely supported by a fully itemized claim.
i. Nothing herein is intended to relieve the Clerk-Treasurer and the Town Council of their responsibilities and obligations generally required with respect to claims, approval of claims, and disbursement of funds by the laws of the State of Indiana, and the rules and regulations of the supervising agencies thereof.
(Ord. No. 1767, § 1-9, 3-10-10)