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The deposits of the Town shall be secured by the unit collateral system provided by State law. The provisions of the State law on the unit collateral system, 62 Oklahoma Statutes sections 516.1 through 516.10, are hereby adopted insofar as they are applicable to the Town. (1998 Code)
A. Adoption Of Processing Methods And Internal Controls: In order to establish processes for purchasing and payment, to establish an internal control structure adequate to provide reasonable assurance against unauthorized or illegal payment of invoices, and to provide for petty cash accounts, the following processing methods and internal controls are hereby adopted. (Ord. 2010-4, 11-16-2010)
B. Purchases Of Goods And Services (Other Than Payroll And Payroll Related):
1. The following employees or officers have been designated as Purchasing Officers empowered to purchase or contract against accounts:
a. Town Administrator;
b. Town Clerk;
c. Town Treasurer;
d. Fire Chief and Fire Captain;
e. Police Chief;
f. Town Foreman and Assistant Town Foreman;
g. Department of Corrections Chief of Security;
h. Park Ranger;
i. Other assigned employees with a limit of two hundred dollars ($200.00).
The Purchasing Officer or his/her designee shall accumulate all properly submitted and due claims and invoices to be processed for payment and present them to the Town Administrator or his designee for consideration and approval for payment. Upon such approval for payment, the Town Clerk or her designee shall issue properly signed checks, or other authorized forms of payment, in payment of said claims and invoices. A list of claims and invoices paid will be prepared and presented by the Town Clerk/Treasurer or her designee and submitted, for informational purposes, to the Town Board of Trustees at the their next regular or special meeting following the payment date. (Ord. 2016-3-1, 3-10-2016)
2. The officer or employee receiving satisfactory delivery of merchandise or contract services shall acknowledge such fact by signing the invoice or delivery ticket. The invoice, along with delivery ticket if applicable, must then be verified by the authorized Purchasing Officer as to quantities, services, and prices. If correct, the invoice must then be attached to a purchase order that is signed by the authorized Purchasing Officer and coded with the fund(s) and budget line item(s) to be charged.
3. The Town Clerk shall review all invoices for proper signature and appropriation(s) of fund(s) and budget line item(s) to be charged. Upon approval of the invoices, the Town Clerk shall prepare checks in payment of the invoices and shall cancel each invoice as its check is prepared. Invoices shall be canceled by noting on the attached purchase order the date paid, the check number used to pay the invoice, and the amount paid with the check.
4. The invoices and checks shall be presented to at least one other authorized check signer who shall compare the checks to the invoices and verify their accuracy. Upon verification, such authorized check signer and the town clerk shall sign the checks and prepare them for distribution. The town clerk shall then record the checks in the appropriate cash disbursements journals and shall prepare a check register. The check register shall list in check number order the check date, check number, vendor, and check amount.
5. The check register shall be provided to the governing body for informational purposes at their next regular meeting; however governing body approval is not required prior to payment of invoices if paid charges were incurred and paid in accordance with the provisions above.
6. For all purchases of goods and services over three thousand dollars ($3,000.00), purchase orders or contracts shall be prepared and approved by the governing body prior to the time the commitment is made, and such approval shall be recorded in the minutes of the governing body. Additionally, the town clerk shall immediately determine that there exists available unencumbered appropriation in the accounts to be charged, and such determination shall also be recorded in the minutes. Should appropriation not be available for the proposed purchase or commitment, the purchase or commitment shall not proceed until necessary budget amendments are authorized.
C. Payroll Disbursements:
1. For all employees and officers of the town of Beaver, a documented record shall be maintained in a personal file of the authorized rate of pay or salary for each employee and officer.
2. For each pay period, a record of time worked shall be prepared in the form of time sheets or logs for each employee and officer to be paid. Such record of time worked shall be verified as to its accuracy in writing by the employee or officer and town clerk.
3. Upon verification of the work record, a payroll register including the amount of gross pay, authorized deductions, and net pay shall be prepared by the town clerk.
4. The net payroll checks shall be prepared from the payroll register, along with checks for payment of related payroll taxes and other payroll benefits required by law or contract.
5. The payroll checks and payroll register shall be presented to at least one other authorized check signer who shall compare the payroll check to the payroll register and verify their accuracy. Upon verification, such other authorized check signer and the town clerk shall sign the checks and distribute them. The town clerk shall then record the checks in the appropriate cash disbursements journals.
6. The payroll register shall be provided to the governing body for informational purposes at the next regular meeting; however, governing body approval is not required prior to payment of payroll related costs if incurred and paid in accordance with the provisions above.
D. Petty Cash:
1. As provided for in 11 Oklahoma Statutes section 17-102(D), the town may have petty cash accounts for use in making certain small payments for costs incurred in operating the town.
2. Each petty cash account established shall require governing body approval, including the impress amount of the petty cash account. However, in no case should the impress balance exceed two hundred fifty dollars ($250.00).
3. The petty cash accounts shall be reimbursed by utilizing properly itemized invoices or petty cash voucher slips and processing the reimbursement in the manner used for payment of purchases of goods and services as set forth in subsection B of this section and as the same may be from time to time amended or recodified. However, in no case shall an individual payment from petty cash exceed fifty dollars ($50.00). (Ord. 2010-4, 11-16-2010)
A. Interfund Transfers:
1. All transfers between funds shall only be made in accordance with governing body appropriations as reflected in the original or amended town budget.
2. Once lawfully appropriated, interfund transfer payments may be made by the town clerk without further governing body approval in the manner used for payment of purchases of goods and services.
B. Debt Service:
1. All long term indebtedness in the form of bonds, notes, or lease purchase obligations shall be incurred in the manner provided by law.
2. Once lawfully incurred, the town clerk shall make payments of principal and interest on the debt in accordance with the terms specified by the lender without further approval of the governing body.
3. The manner of payment shall be consistent with the manner used for payment of goods and services.
4. Current balances on outstanding debt shall be maintained by the town clerk in appropriate journals.
C. Financial Reporting:
1. The town clerk shall prepare written monthly financial reports which disclose at least all receipts and expenditures by fund in the same format as the approved budget and showing the variance from the budget.
2. The financial reports shall be placed on the agenda for acknowledgment by the governing body at each regular meeting.
D. Competitive Bidding:
1. The town of Beaver shall adhere to the provisions of 61 Oklahoma Statutes (1991), section 101 et seq., as the same may be from time to time amended or recodified, when determining when competitive bidding is required and the manner by which competitive bids will be obtained.
2. If other provisions of this code provide for additional competitive bidding requirements, such additional requirements shall be met.
3. In addition to the requirements of subsection D1 of this section, public trusts created pursuant to 60 Oklahoma Statutes section 176 of which the town of Beaver is beneficiary shall also follow the competitive bidding provisions of 60 Oklahoma Statutes section 176(G) and as the same may be from time to time amended or recodified.
E. When Bidding Not Required:
1. The following may be purchased without giving an opportunity for competitive bidding:
a. Supplies, materials, equipment or contractual services where the cost does not exceed seven thousand five hundred dollars ($7,500.00) in a single transaction;
b. Supplies, materials, equipment or contractual services which can be furnished only by a single dealer or a sole source vendor, or which have a uniform price wherever bought;
c. Supplies, materials, equipment or contractual services purchased from another unit of government at a price deemed below that obtainable from private dealers, including war surplus, or purchased at auction at a price deemed below that obtainable elsewhere;
d. Contractual services (gas, electricity, telephone service, and the like) purchased from a public utility at a price or rate determined by the state corporation commission or other government authority;
e. Supplies, materials, equipment or contractual services when purchased at a price not exceeding a price set therefor by the state purchasing agency or any other state agency authorized to regulate prices for things purchased by the state (whether such price is determined by a contract negotiated with a vendor or otherwise);
f. Contractual services of a professional nature, such as engineering, architectural, medical and legal services; or
g. When an emergency is declared to exist.
2. The term "contractual services", for the purpose of this chapter, means services performed for the town by persons not in the employment of the town, and may include the use of equipment or the furnishing of commodities in connection with such services under express or implied contract. Contractual services includes travel; freight; express; parcel post; postage; telephone; telegraph; utilities; rents; repairs, alterations, and maintenance of buildings, equipment, streets, and bridges, and other physical facilities of the town; and other services performed for the town by persons not in the employment of the town.
F. Applicability To Public Trusts:
1. For all public trusts created under 60 Oklahoma Statutes sections 176 through 180, for which the town is beneficiary and for which the trust's board of trustees is comprised entirely of members of the town's board of trustees, this section and section 7-104 of this chapter shall apply.
2. For the purposes of public trusts as mentioned above, "town clerk" shall mean trust secretary as defined by the trust indenture. (Ord. 2010-4, 11-16-2010)
A. Subject to the provisions of state law and this section, surplus or obsolete supplies, materials, property, or equipment belonging to the town may be sold by the town board of trustees.
B. No sale shall be made under this section until the town board of trustees has declared the supplies, materials, property, or equipment involved to be surplus or obsolete.
C. No surplus or obsolete supplies, materials or equipment of a value of more than one thousand dollars ($1,000.00) may be sold until the procedures established in this section have been followed.
D. The town purchasing authority may sell the following without giving an opportunity for competitive bidding:
1. Surplus or obsolete supplies, materials or equipment whose total value does not exceed one thousand dollars ($1,000.00) in a single transaction; or
2. Supplies, materials or equipment when sold at a price at least as great as that paid by the town for the same; or
3. Where the board of trustees has authorized the sale of surplus property at public auction under such terms, conditions and notice as the board of trustees may prescribe or as the town purchasing authority deems appropriate.
E. Except as may otherwise be provided, any sale under this section shall be advertised in a newspaper of general circulation in the town or county, or in such other manner as deemed necessary to adequately reach prospective buyers to give them an opportunity to bid. All bids shall be sealed and opened in public at a designated time and place, except when the sale is by auction. The town board of trustees may repeatedly reject all bids and readvertise. The town board of trustees shall sell such supplies, materials, property, and equipment to the highest responsible bidder and, if necessary, shall cast lots in case of a tie to determine to whom to sell. (Ord. 2010-4, 11-16-2010)