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Tuesday, May 3, 2016

SBOA asks for policy updates

Thursday, April 14, 2011

(Photo)
Traci Lawson
During Wednesday's meeting of the Common Council of the City of Brazil, City Attorney Traci Lawson presented two policies the Indiana State Board of Accounts (SBOA) audit of 2009 records stated were not in existence.

One of the policies regarded the use of credit cards by city employees and officers.

"I looked back through the ordinance book and found the city does have a policy, which was established by Ordinance 33-2005," Lawson said. "However, in looking at the policy and speaking with SBOA, there is room to improve it, and it is in need of an update."

She explained a couple of the things needed to meet SBOA regulations is the credit cards must be in the Clerk-Treasurer's Office at all times when not in use, and the log book of when the cards are taken and what they are being used for needs to be more detailed.

"These are big issues with the SBOA, especially since the ordinance is outdated and not up to SBOA restrictions," Lawson said about the ordinance, which was passed Nov. 12, 2005.

Clerk-Treasurer Karen McQueen said she could see doing away with the credit cards altogether, especially with the option of purchasing a postage meter for use when sending out certified mail.

"We also have the option of using purchase orders with multiple businesses we work with," she said.

However, in discussing the benefits of having credit cards for departments, such as the Water Department, which may need to make purchases outside of City Hall's business hours, McQueen agreed it would be necessary to keep a couple of them.

The council agreed to have Lawson create a draft of a new credit card policy and ordinance, which will be up for discussion during a special meeting at 7 p.m., Wednesday, April 27.

Meanwhile, the policy and ordinance for capital assets was also found, but was not in need of immediate adjustments.

Lawson said Ordinance 5-2005, which had been passed April 27, 2005, established a policy for the recording of capital assets which exceeded a specific value.

"There are different floors set for the various types of assets," she said. "There is really nothing that needs to be done with this policy at this time, but I encouraged the council to look over it in case they notice something they would like to be modified."

Lawson added she has provided copies of both ordinances and policies to the SBOA.

The council also accepted the first reading of a Backflow Prevention Ordinance.

Brazil City Water Superintendent Jake Raubuch explained the Indiana Department of Environmental Management (IDEM) has noted the city did not have an ordinance regarding backflow and cross-connections.

"This ordinance gives the city a leg to stand on when it comes to protecting the city's drinking water from being contaminated from backflow coming from companies," Assistant Water Superintendent Shawnette Szekely said. "IDEM has approved our model ordinance with minor changes and City Engineer Brian Pohlar has looked over it as well and given his OK."

The ordinance will be up for second reading and final action during the council's May meeting.

In other business during Wednesday's meeting of the Common Council of the City of Brazil:

* A request for a handicapped parking place in front of 413 E. Blaine St. was tabled. Currently no parking is permitted on the side of the road directly in front of the home, and council members stated they would be in favor of designating a spot on the north side of the road, but would like to speak with neighbors in the area to gain their permission as well, and

* Jason Wendell Rushlow asked the council to consider modifying the city's noise ordinance. Currently the ordinance specifies a violation takes place if any sound "can be heard by unimpaired auditory senses based on a direct line of sight of 25 feet or more, including bass reverberation," at any time during the day. Rushlow requested the consideration of utilizing decibel requirements and setting times in which louder noise would be allowable to accommodate local musicians practicing, along with summer barbecues and birthday parties.

The next regular meeting of the Common Council of the City of Brazil will be 7 p.m., Wednesday, May 11, in the Council Chambers at City Hall.



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