OFFICE OF FINANCE AND MANAGEMENT

Indianapolis-Marion County Revised Code tit. I, ch. 202, art. II

in effect

Indianapolis-Marion County Revised Code § 202-201 Office of finance and management; controller.

Sec. 202-201. - Office of finance and management; controller. (a) There is hereby established an office of finance and management. The office of finance and management shall be responsible for: (1) Budgeting; (2) Financial reporting; (3) Purchasing; and (4) Fixed assets; for all city and county departments, offices, and agencies. (b) The controller is the fiscal officer for the city and county. The controller serves as the director of, and may organize into divisions, the office of finance and management. (c) The controller shall be appointed by and serve at the pleasure of the mayor as required by IC 36-3-5-2(d). The mayor shall appoint two (2) deputy controllers, only one (1) of whom may be from the same political party as the mayor. The controller shall have an appropriate seal. The controller may appoint additional deputies for whose acts the controller shall be responsible. (G.O. 2, 1993, § 1; G.O. 73, 2005, § 13; G.O. 19, 2010, § 5)

Indianapolis-Marion County Revised Code § 202-202 Duties of city controller.

Sec. 202-202. - Duties of city controller. The city controller shall: (1) Supervise and coordinate the activities of the office of finance and management; (2) Oversee the daily operations of the office of finance and management; (3) Prepare and submit the office of finance and management's budget; (4) Approve the hiring and dismissal of the personnel of the office of finance and management subject to the limitations prescribed by law and rules adopted by the mayor; (5) Manage the personnel of the office of finance and management; (6) Delegate to the personnel of the office of finance and management authority to act on the controller's behalf; (7) Execute contracts subject to the authority of the mayor and any other limitations prescribed by law; and (8) Exercise any other powers which may be granted by statute or ordinance or delegated by the mayor. (G.O. 2, 1993, § 1; G.O. 73, 2005, § 13; G.O. 71, 2008, § 5)

Indianapolis-Marion County Revised Code § 202-203 Powers of the office of finance and management.

Sec. 202-203. - Powers of the office of finance and management. (a) The office of finance and management shall: (1) Administer and be responsible for: a. Financial reporting fixed assets, budgets, purchasing, collections, and human resources for all city and county departments, offices and agencies; b. The ordinance violations bureau; c. The establishment of accounting policies and procedures for all city and county departments, offices and agencies; and d. Investment of cash balances for the city; (2) Prepare estimates of city and county expenditures pursuant to IC 36-3-6-4(g) and IC 36-3-6-5; (3) Prepare, with the assistance of the corporation counsel, proposed appropriations ordinances for the city and county and special service districts and proposed ordinances fixing the rate of taxation for the taxes to be levied for city and county departments, offices and agencies; (4) Examine, from time to time, the department, office and agency heads and members of the boards of the city and county as to their organization, accounting records, personnel and other requirements, to ascertain that their respective budgets are being followed and their functions performed and recommend any improvements or economies that might be made in the administrative practices of all the departments, offices and agencies of the city and county; (5) Ensure that accounting systems for all of the departments, offices and agencies of the city and county are kept in accordance with generally accepted accounting principles for governments; (6) Provide suitable instruction for the use of forms and the methods of keeping all accounting records and preparation of all financial reports of the city and county; (7) Examine all contracts, purchase orders and other documents that would result in or involve financial obligations of the city or county and approve the same only upon ascertaining that there is an unexpended and unencumbered balance in the account or fund from which money may be drawn for payment; (8) Submit a monthly financial report to the mayor, for his or her presentation to the council, showing the financial condition of the various accounts and funds of the city and county, including estimated revenues, revenues received, appropriations and allotments for such appropriations, and to furnish to all of the departments, offices and agencies monthly financial reports of their fiscal conditions; (9) Designate banks and other financial depositories in which the funds of the city shall be deposited in accordance with applicable law and designate the municipal, state and federal securities that shall constitute proper legal investments for the city; (10) Prescribe the time and manner in which moneys received by the city shall be deposited in the designated banks or depositories; (11) Make investments of all city moneys, including pension funds, sinking funds and all other funds of the city except as otherwise provided and subject to the ordinances of the council and be responsible for the preparation and sale of all bonds and securities issued by the city; (12) Direct the administrative procedure for, and the accounting, collection and payment of, all Barrett law assessments within the limits of the city and county, attend to the enforcement of such assessments and provide for the issuance and payment of Barrett law bonds; (13) Sign and issue all orders for money from the various funds established under Articles I through VII, inclusive, of Chapter 135 of this Code to the auditor. No warrants shall be made by the auditor, and no money shall be paid out by the treasurer except on such order; (14) Require a claim form or order to be presented to the controller from the director, administrator or officer of a department, office, or agency of the city or county as a requisite to issuing any order for the payment of money from funds of the city or county, and incidental thereto, the controller shall have power to require evidence that amounts claimed are justly due; (15) Keep a register of all bonds of the city and county and of the transfers thereof, where so provided in any such bond, and an account of all outstanding securities; (16) Purchase or authorize the purchase of and maintain records of insurance for city and county officers and employees and purchase or authorize the purchase of and maintain records of surety bonds for city officers and for county officers if requested to do so by such officers; (17) Allocate parking spaces in the city-county building parking garage and other parking facilities owned or leased by the city or county; (18) Develop and manage an energy efficiency program for the city and county; and (19) Exercise any other powers that may be granted by statute or ordinance or delegated by the mayor or allocated pursuant to IC 36-3-5-2.8. (b) The office of finance and management may contract for assistance in the collection of money owed to the city, its departments, special districts or other agencies and to add the costs of collection, if the amount owed exceeds twenty-five dollars ($25.00) and became delinquent after July 1986, to the amount owed and collected. (c) The office of finance and management shall, in conjunction with the auditor, establish rules and methods of accounting to ensure timely and accurate transaction of fiscal business matters. The rules and methods shall address such topics as the controller, in conjunction with the auditor, deems necessary, but shall at a minimum include: (1) Sufficient detail to allow the exchange of information among city and county offices with the auditor's office and the office of finance and management, and between the auditor's office and the office of finance and management; (2) Timeframes for the processing of accounts, payroll, distributions, budgets, financial reports, and purchases; (3) Procedures for preparing financial reports; and (4) Procedures for administering time keeping and payroll functions. Upon initial establishment and subsequent revisions, these rules and methods of accounting shall be filed with the clerk of the council. The rules and methods of accounting shall be binding upon all offices, agencies, and departments that submit budget estimates to the office of finance and management under IC 36-3-6-4(f). (G.O. 2, 1993, § 1; G.O. 73, 2005, § 13; G.O. 71, 2008, § 5; G.O. 44, 2009, § 4; G.O. 63, 2009, § 5; G.O. 19, 2010, § 6)

Indianapolis-Marion County Revised Code § 202-204 Purchasing division; promotion of supplies manufactured in the United States.

Sec. 202-204. - Purchasing division; promotion of supplies manufactured in the United States. (a) The office of finance and management shall include a purchasing division, which shall be the purchasing agency, as that term is defined and used in IC 5-22, for the city and county, and for each of their respective departments, divisions, offices and agencies. (b) The powers and duties of the purchasing division shall include: (1) Acting as the agent in obtaining materials, supplies, equipment or contractual services, other than personal services, for city and county departments, divisions, offices and agencies. Any such department, division, office or agency shall requisition such materials, supplies, equipment or services from the purchasing agent who shall, upon determining that appropriations are available for such purposes, acquire the items requisitioned in accordance with public purchase law. All contracts of purchase shall be made in the name of the city department or division or county office and be subject to the approval of the department, division, office or agency; (2) Establishing such purchasing and contractual procedures as may best be suited to obtain the greatest economic value to the city and the county; (3) Where bidding and publication of notice are required by law, preparing specifications and notice to bidders and seeing that the required notices are published; (4) Ensuring that adequate funds are available prior to making necessary purchases and acquisitions are within the limits of the budget appropriations of the department, division, office or body in need of the material; (5) Acting as the agent of any executive department to sell or exchange any personal property ordered to be sold by a city department or division or county office in accordance with procedures prescribed by law; and (6) Serving as the repository for all executed contracts of the city, the county, each of the city's and county's respective departments, divisions, offices and agencies, the city-county council except as provided by section 151-93(4) of the Code, the circuit court, Marion Superior Court, and the prosecuting attorney, and maintaining a database on these contracts listing all contracting parties and encumbrances; and (7) Exercising any other powers which may be granted by statute or ordinance or delegated by the mayor. (c) To promote the purchase of supplies manufactured in the United States as set forth in IC 5-22-15-21, the city and county, and each of their respective departments, divisions, offices and agencies, shall specify and purchase supplies manufactured in the United States unless the purchasing agent first determines that any of the following circumstances apply: (1) The supplies are not manufactured in the United States in reasonably available quantities; (2) The price of the supplies manufactured in the United States exceeds by an unreasonable amount the price of available and comparable supplies manufactured outside the United States; (3) The quality of the supplies is substantially less than the quality of comparably priced available supplies manufactured outside the United States; or (4) The purchase of supplies manufactured in the United States is not in the public interest. (d) To promote the policy of the city and county to employ residents of the county who previously were incarcerated for or convicted of a felony, the purchasing division: (1) May afford additional weight to the bids or proposals of business enterprises that have programs, or that participate in city and county programs, for the training or hiring of such residents; and (2) Shall have authority in requests for bids or quotes to specify targets for performance, sanctions for nonperformance, and criteria for evaluation of bids and quotes consistent with the provisions of this subsection. The controller shall determine the extent of such additional weight, but may not apply it to instances where the delivery of goods or services by such residents would compromise public safety and security. (G.O. 2, 1993, § 1; G.O. 99, 1998, § 1; G.O. 48, 2004, § 3; G.O. 73, 2005, § 13; G.O. 68, 2008, § 1)

Indianapolis-Marion County Revised Code § 202-205 Validity of contract when purchasing division not acting as purchasing agent.

Sec. 202-205. - Validity of contract when purchasing division not acting as purchasing agent. A contract that is executed by the city, county, or a city or county agency, officer, or employee pursuant to a process in which the purchasing division did not act as the purchasing agent as required by statute or ordinance, shall be voidable on that basis alone; however, this section shall apply to the prosecuting attorney only with respect to contracts for the purchase of office supplies, and shall not apply to contracts for core prosecution functions, or contracts entered into by the circuit court, Marion Superior Court, or the city-county council. (G.O. 48, 2004, § 3)

Indianapolis-Marion County Revised Code § 202-206 Revenue enhancement division.

Sec. 202-206. - Revenue enhancement division. The office of finance and management shall include a revenue enhancement division, the powers and duties of which shall include: (1) Acting as the agent in collecting receivables of any nature for city departments or divisions or county offices. Any such department, division or office may, at its option, request the assistance of the revenue enhancement division in establishing collection procedures and in pursuing any outstanding receivables; (2) Establishing such collection procedures as may be in the best interest of the city and the county; (3) Collecting from debtors owing receivables to any department, division or office of the city or county the costs of such collection activities, on behalf of the revenue enhancement division and such department, division or office, as allowed by law; (4) Contracting with collection agencies and such other service providers as the controller deems appropriate to pursue the purposes of this section; and, (5) Exercising any other powers that may be granted by statute or ordinance or delegated by the mayor. (G.O. 42, 2007, § 2)

Indianapolis-Marion County Revised Code § 202-207 Human resources division.

Sec. 202-207. - Human resources division. (a) The office of finance and management shall include a human resources division with the power and duty to: (1) Promulgate and codify personnel policies and procedures provided such actions are not in conflict with any federal, state or local laws; (2) Recommend the hiring, promotion, transfer, layoff and dismissal of any city or county employee, including salary reviews, with final decision making authority resting in the affected city department or county agency; (3) Fulfill the duties of wage and salary administrator; (4) Recruit, advertise and post a list of all available city and county positions unless otherwise exempt from posting as determined by the administrator of human services; (5) Approve the creation of all new positions by city department directors and county officials, including the reclassification of any existing position; (6) Promulgate and enforce a uniform system of job descriptions, job classification and salary range schedules for the city and county in conjunction with affected city department directors and county officials; (7) Screen all applicants for employment whose applications are received by the human resources division and determine whether the applicant meets the minimal qualifications for a city or county position as provided in the job description; (8) Exclusively refer qualified applicants for interview by the specific city department or county office, except as to those positions designated as either confidential or policy making, as defined by legal standards, by the relevant appointing authority (city, county elected official or council) in conjunction with the human resources division; (9) Conduct, as required, criminal background checks on applicants for employment; (10) Issue written offers of employment and letters of rejection to applicants for employment with the city and county in conformity with the guidance provided by the relevant city department or county office; (11) Prepare and maintain the master personnel file for each city and county employee; (12) Develop and administer tests to be used for interviewing and placement purposes; (13) Prepare the wage control for all city and county employees; (14) Develop and administer all personnel and management training programs for the city departments and county offices; (15) Represent the city and county in all unemployment compensation and workers' compensation proceedings and coordinate the handling of claims processing in these areas; (16) Participate and assist in labor negotiations with any city or county bargaining representative; (17) Develop, administer and coordinate a comprehensive safety program for the city and county including completion of any reports necessary for governmental compliance; (18) Identify any safety violation in accordance with federal, state or local laws which exists in any city department or county office and determine and enforce applicable safety standards; (19) Administer fringe benefits for city and county officers and employees; (20) Perform any and all other duties related to personnel management and administration; and (21) Exercise any other powers which may be granted by statute or ordinance or delegated by the mayor. (b) With the exception of the duties of the human resources division described in subparts (a)(3), (5), (6), (13), (16) and (19), the city-county council, sheriff's department, circuit court, superior court, and prosecutor may perform the foregoing human resources functions with their own staffs. The human resources division shall offer assistance to those offices as requested. (G.O. 71, 2008, § 6)

Indianapolis-Marion County Revised Code § 202-208 Ordinance violations bureau.

Sec. 202-208. - Ordinance violations bureau. (a) An ordinance violations bureau is established within the office of finance and management for purposes authorized by IC Article 33-36. (b) The bureau shall be administered by a violations clerk appointed by and serving at the pleasure of the controller. (c) The bureau shall be responsible for processing ordinance violations which are enforced pursuant to the procedures set forth in Chapter 103, Article III, of the Code. (G.O. 54, 2009, § 2)

Indianapolis-Marion County Revised Code § 202-209 Real property leasing, disposal and purchasing.

Sec. 202-209. - Real property leasing, disposal and purchasing. (a) With respect to the leasing of real property by departments, offices, and agencies of the city and county, the office of finance and management, through its controller and director of real estate, shall do the following: (1) Promulgate real property purchasing, disposal, and leasing policies and procedures provided such actions are not in conflict with any federal, state, or local laws; (2) With assistance from the Office of Corporation Counsel, negotiate, review, and approve real property leases on behalf of the departments, offices, and agencies of the city and county; (3) Pursue all legal approvals necessary for the execution of any real property lease, including those contained in IC 36-1-10, together with a representative of the department, office, or agency seeking to lease such real property; (4) Require the department, office, or agency requesting approval of such real property lease to obtain written confirmation from two persons professionally engaged in the appraisal of real property or those licensed under IC 25-34.1, as hereinafter amended or recodified, engaged in the leasing of real property that the total amount to be paid pursuant to such lease is consistent with amounts paid for comparable property in the relevant market area; (5) Require annual reports of expected annual real property leasing needs from each department, office, or agency of the city and county; (6) Present a report of such annual anticipated real property leasing needs to the city-county council semi-annually; (7) Enter into contracts for services as needed to fulfill the duties and requirements of this section; and (8) Perform any other actions necessary to fulfill the requirements of this section, provided such actions are not in conflict with any federal, state, or local law. (b) For purposes of this section, the terms "lease" or "leasing" include: (1) Any agreement involving the occupancy or use of city or county real property by any person or entity other than the city or county; and (2) Any agreement involving the occupancy or use by the city or county of real property not owned by the city or county. (G.O. 81, 2015, § 1)

Indianapolis-Marion County Revised Code § 202-210 Space allocation and real estate advisory committee.

Sec. 202-210. - Space allocation and real estate advisory committee. (a) The space allocation and real estate advisory committee is hereby established (b) The mission of the space allocation and real estate advisory committee is to protect taxpayers by reviewing the space needs of all city and county departments and agencies and making recommendations to the mayor, the council, and county elected officials regarding: (1) The more efficient use of city and county-owned properties; (2) The acquiring of additional properties through lease or purchase; and (3) The disposal of unneeded properties through lease, sale or transfer. For purposes of this section, the term "properties" means real estate used or to be used by city or county departments or agencies for office space, storage space or departmental or agency operations. (c) The space allocation and real estate advisory committee shall be composed of seven (7) members, as follows: (1) The city controller; (2) The general manager of the Indianapolis-Marion County Building Authority; (3) One member of the majority party of the city-county council, selected by the council president; (4) One member of the minority party of the city-county council, selected by the council minority leader; (5) One judge of the Marion Superior Court, to be selected by the court's executive committee; (6) One county commissioner, to be selected by the county commissioners; and (7) The director of the department of metropolitan development. The mayor shall name the chair of the committee from among the voting members. A committee member may designate a proxy to attend committee meetings. In addition to voting members, the director of real estate for the office of finance and management and the chief financial officer of the city-county council shall serve as ex-officio non-voting members. (d) After its initial meeting, the committee shall meet upon the call of its chair or a majority of its voting members, but there shall be at least six (6) meetings per year. Four (4) voting members of the committee shall constitute a quorum. (e) The committee's duties and responsibilities include the following: (1) Review the current space needs and anticipated future space needs of all city and county departments and agencies; (2) Make recommendations to the mayor, the council, and county elected officials regarding alternative uses for existing city and county-owned properties that may be more efficient; (3) Make recommendations to the council on the need for city and county departments and agencies to lease properties in accordance with IC 36-1-10-7; (4) Make recommendations to the mayor, the council, and county elected officials on whether it is necessary or desirable to acquire additional properties through lease or purchase, and if so, what the fundamental terms and conditions should be; and (5) Make recommendations to the mayor, the council, and county elected officials on whether it is necessary or desirable to dispose of properties through lease, sale or transfer, and if so, what the fundamental terms and conditions should be. (f) City and county entities will share information and cooperate with the committee, including, without limitation, permitting personnel to meet with committee members and appear before the committee. (g) The meetings and records of the committee shall be subject to the Indiana open door and public records statutes. (h) This section does not apply to leases with a value of less than ten thousand dollars ($10,000) per year, or purchase or sales of less than ten thousand dollars ($10,000). (G.O. 65, 2016, § 1)

Source: Consolidated City of Indianapolis and Marion County, Revised Code (Municode Library, library.municode.com)URL: https://library.municode.com/in/indianapolis_-_marion_county/codes/code_of_ordinances?nodeId=TITIORAD_CH202MAOF_ARTIIOFFIMAFetched: 10/27/2026