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HomeMy WebLinkAboutD-1802-06 Employee Credit Cards SPONSORS: Councilor Mayo ORDINANCE D-1802-06 AN ORDINANCE OF THE COMMON COUNCIL OF THE CITY OF CARMEL. INDIANA. AMENDING CHAPTER 2. ARTICLE 3. DIVISION II. SECTION 2-62 OF THE CARMEL CITY CODE WHEREAS, the City and its employees are authorized to use credit cards in the performance of official City business; and WHEREAS, it is appropriate and in the best interests of the City to now amend and restate the procedures to be followed when using City credit cards so as to better ensure the proper, efficient and verifiable use thereof. NOW, THEREFORE, BE IT ORDAINED by the Common Council of the City of Carmel, Indiana, as follows: Section 1. The foregoing Recitals are incorporated herein by this reference. Section 2. Chapter 2, Article 3, Division II, Section 2-62 of the Carmel City Code should be and the same is hereby amended to read as follows: "Sec. 2.62. Procedure For Use of City Credit Cards. (a) The City is empowered to hold and maintain credit cards for the use of its employees and Common Council members. ' (b) All credit cards shall be applied for, held, maintained and monitored by the Mayor or his designee. (c) The Mayor shall be responsible for maintaining written guidelines regarding the use of credit cards that are not inconsistent with this Section. (d) Whenever it is no longer necessary or prudent for a City employee to use a credit card in the performance of official City business, or immediately upon demand by the Mayor or his designee, such employee shall return the credit card to the Mayor or his designee. (e) After each credit card use, the City employee who uses the credit card shall submit to the Mayor, or his designee, proper detailed documentation evidencing such use. (f) All claims for payment to the State Board of Accounts must be properly itemized and documented. Improperly itemized or documented charges, as well as all interest, carrying charges and/or penalties, shall be the personal responsibility of the credit card user. Page One of Three Pages The initial draft of this document was prepared by Douglas C. Haney, Carmel City Attomey, on March 15, 2006. Any changes thereafter made to this document are the sole responsibility of the document sponsor. [eb:msword:z:1e bao;slmy documenlslordinances1amendcode\2006\amend see 2-62 credit cards_doc:311 5/2006 1:48 PM1 SPONSORS: Councilor Mayo (g) The Mayor, or his designee, shall ensure that a proper accounting system or log is maintained on all City credit card usage. This system or log shall include, at a minimum, the dates of credit card use, the identity of the users, the amounts and account numbers charged, and the dates of credit card issuance and return. City credit cards shall not be used to bypass the City's accounting system. (h) The City is authorized to pay the annual fees, if any, associated with credit cards it issues to its employees and Common Council members pursuant to this Section. (i) City credit cards shall be used for City business only," Section 3. All prior City ordinances or parts thereofthat are inconsistent with any provision of this Ordinance are hereby repealed as of the effective date ofthis Ordinance. Section 4. If any portion of this Ordinance is declared unconstitutional, invalid or unenforceable by the valid judgment or decree of a court of competent jurisdiction, such unconstitutionality, invalidity or unenforceability shall not affect any of the remaining portions of same. Section 5. This Ordinance shall be in full force and effect from and after the date of its passage, , execution by the Mayor and such publication as is required by law. PASSED by the Common Council of the City of Carmel, Indiana, this J S +-k. day of_ ~,~ ' 2006, by a vote of tD ayes and t) nays. ,L-r. Offi ~ N~T (2..es E N-Y- a::r~- Mark Rattermann Ordinance D-1802-06 Page Two of Three Pages The initial draft of this document was prepared by Douglas C. Haney, Carmel City Attorney, on March 15, 2006. Any changes thereafter made to this document are the sole responsibility of the document sponsor, [eb:msword:z:'-e basslmy documents1ordinances\amendcode\2006\arnend see 2-62 credit cards.doc:3/1512006 1 :48 PM] SPONSORS: Councilor Mayo Presented byme to the Mayor of the City of Carmel, Indiana, this IS R \^f\~ , 2006, at '&;~ O'clock,J .M. I day of Approved by me, the Mayor of the City of Carmel, Indiana, this "vY\.. t ,2006, at a. : \ S- O'clock, \q~ P day of .M. \ Ordinance 0-1802-06 Page Three of Three Pages The initial draft of this document was prepared by Douglas C. Haney, Carmel City Attorney, on March 15, 2006. Any changes thereafter made to this document are the sole responsibility of the document sponsor. [ebmsword:z:\e bass\my documentslordinanccs\amendcode\2006\amend see 2-62 credit cardsdoc:J/15/2006 I :48 PM]