The Fourth Of July commission shall have the following powers, duties, and requirements:
(A) Authority: The Fourth Of July commission is given full power and authority to coordinate and provide oversight for the village of Beecher Fourth Of July celebration.
(B) Meetings:
1. The Fourth Of July commission shall have agendas for all meetings and all meetings shall be posted and noticed as required by state statute;
2. The Fourth Of July commission meetings shall be open to the public except as otherwise permitted by the Illinois open meetings act and the Fourth Of July commission shall abide by all laws of the state of Illinois including the freedom of information act as a special board of the village municipal corporation; and
3. Meeting minutes shall be taken for each meeting, including the approval of all bills, contracts, and payment authorizations; and copies of such meeting minutes shall be filed with the village clerk for filing as required by the open meetings act.
(C) Petty Cash: The Fourth Of July commission is authorized to establish a petty cash account in an amount not to exceed five hundred dollars ($500.00) and this account may only be replenished to the original amount once the commission treasurer receives paid receipts signed by the commission chair and one other commission member.
(D) Ethics: The Fourth Of July commission shall adhere to all statutory laws pertaining to ethics and conflicts of interests for municipal corporations.
(E) Expenditures: The Fourth Of July commission is required to obtain village board approval prior to authorizing any expenditure to a single vendor exceeding five thousand dollars ($5,000.00), except that from June 1 through July 31 of each year, the Fourth Of July commission has the authority to spend up to an aggregate amount of seventy five thousand dollars ($75,000.00) for Fourth Of July celebration festival related expenses without obtaining prior approval from the village board, and any individual expenses in excess of twenty thousand dollars ($20,000.00) requires approval by the village board prior to payment being made.
(F) Village Funding Invoices: In the event that the village contributes funding to the commission, the funding shall be in the form of a reimbursement to the commission. An invoice to be paid or reimbursed must include the following: the invoice listing items provided and receipt signature, initials of the commission member approving of the purchase, and a signature of the commission chair approving of the purchase. All requests for payment or reimbursement shall be made through the village's accounts payable.
(G) Funds: All funds of the commission are village funds and the village board reserves the right to take control and access those funds if it is determined that it is in the best interest of the village.
(H) Fourth Of July Commission Treasurer Duties:
1. The commission treasurer shall keep and maintain all financial records of the commission;
2. The commission treasurer shall reconcile its account by April 30 of each year and present all of its financial records to the village by May 30 of each year;
3. By May 30 of each year, the commission treasurer shall provide the village with an annual report listing all receipts and origin of receipts and expenditures with payee and a copy of the bank statements for the fiscal year. Additionally, all deposit slips, invoices, statements ledgers, bank statements, and other financial information shall be provided to the village auditor for examination by June 30 of each fiscal year; and
4. A list of all payments made by the commission shall be provided by the commission treasurer to the village board for approval on a monthly basis.
(I) Fourth Of July Commission Accounting Officer Duties:
1. The commission accounting officer shall prepare and submit a budget, including estimated receipts and expenditures, for the coming fiscal year to the commission and upon approval, the commission accounting officer shall submit the approved budget to the village administrator annually;
2. The commission accounting officer shall submit and have all bills approved by the commission, and present all commission approved bills to the village treasurer for payment processing;
3. The commission accounting officer shall collect and account for all funds from fundraisers and provide to the village treasurer for depositing; and
4. The commission accounting officer shall perform any other duties assigned by the commission treasurer. (Ord. 1205, 2-10-2014)