HomeMy WebLinkAboutP-2023-003 Authorizing Advance PaymentsRESOLUTION NO. P-2023-003
RESOLUTION OF THE CARMEL/CLAY BOARD OF PARKS AND RECREATION
AUTHORIZING ADVANCE PAYMENTS
The Carmel/Clay Board of Parks and Recreation (the “Board”) met at a duly called and
authorized meeting of the Board held on the date set forth below, such meeting being called pursuant
to a notice stating the time, place and purpose of the meeting received by all of the Board Members,
and the following Resolutions were made, seconded and adopted by a majority of those present at the
meeting, which constituted a legal quorum of the Board.
WHEREAS, the Carmel/Clay Board of Parks and Recreation (the “Board”) is a governmental
entity created and authorized to administer the Carmel/Clay Department of Parks and Recreation (the
“Department”) pursuant to that certain agreement entitled “Interlocal Cooperation Agreement” signed
by the respective authorized officials of Clay Township, Hamilton County, Indiana and City of Carmel,
Indiana on July 30, 2002 and effective January 1, 2003, as amended from time to time (the “Interlocal
Agreement”); and
WHEREAS, the Indiana Legislature recently enacted Senate Enrolled Act 317, which allows
political subdivisions to make advance payments for goods or services before the goods are delivered or
services are completed if the fiscal body of the political subdivision authorizes making advance
payments; and
WHEREAS, the Carmel/Clay Department of Parks and Recreation (the “Department”) is a
political subdivision as defined in Indiana Code § 36-1-2-13; and
WHEREAS, pursuant to Indiana Code § 36-1-2-6, the Carmel/Clay Board of Parks and Recreation
(the “Board”) is the Department’s fiscal body; and
WHEREAS, allowing advance payments for goods and services purchased by the Department
would enhance the Department’s operating efficiency.
NOW, THEREFORE, BE IT RESOLVED BY THE CARMEL/CLAY BOARD OF PARKS AND RECREATION THAT:
1. The foregoing Recitals are incorporated herein by this reference.
2. The Carmel/Clay Department of Parks and Recreation is hereby authorized to make
advance payments for goods or services before the goods are delivered or services are
completed.
3. Advance payments for goods and services may not exceed the lesser of the following:
(a) Fifty percent (50%) of the entire cost of the contract.
(b) Two million dollars ($2,000,000).
4. The Department fiscal officer or the fiscal officer's designee must do all of the following
when advance payments are made:
(a) Track prepayments by defining the prepayment on a purchase order.
(b) Create a prepayment invoice that is associated with the purchase order.
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(c) Require insurance or a surety bond in the amount of the prepayment if the
amount of the prepayment is more than one hundred fifty thousand dollars
($150,000).
5. This Resolution shall take effect immediately upon its adoption.
APPROVED AND ADOPTED by the Carmel/Clay Board of Parks and Recreation this 8th day of
August 2023 by a vote of ___6__ ayes and ___0__nays.
CARMEL/CLAY BOARD OF PARKS AND RECREATION
Richard F. Taylor III, President X
Aye Nay
Jenn Kristunas, Vice-President X
Aye Nay
Lin Zheng, Treasurer X
Aye Nay
Linus Rude, Secretary X
Aye Nay
James D. Garretson Absent
Aye Nay
Carrie Holle Absent
Aye Nay
Joshua A. Kirsh X
Aye Nay
Kristin Kouka Absent
Aye Nay
Mark Westermeier X
Aye Nay
CERTIFICATION
I certify under the penalties of perjury that the foregoing members of the Carmel/Clay Board of Parks
and Recreation voted as indicated above at a public meeting on August 8, 2023.
Richard F. Taylor III, President
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