Section
General Provisions
35.01 Deposit of public money
35.02 Tax assessments fee
35.03 Credit card policy
35.04 Village Administrator as central purchaser
35.05 State Cooperative Purchasing Program
Lodging Tax
35.15 Definitions
35.16 Levy of tax; rate
35.17 Consumer to pay tax; collection and reporting of tax by vendor
35.18 Records
35.19 Monthly returns by vendor; payments
35.20 Late penalty
35.21 Sale of entire business; successor liabilities
35.22 Tax paid by consumer
35.23 Vendor to collect tax; rebate prohibited
35.24 Filing reports and returns
Income Tax Code
35.35 Income Tax Code
Funds
35.45 Petty Cash Fund
35.46 FEMA Ice Fund
35.47 Scrap Tire Grant Fund
35.48 Water Pollution Control Loan Fund
35.49 Refuse Fund
35.50 Local Fiscal Recovery Fund
35.51 Stormwater Fund
35.52 Library Fund
35.53 Enforcement and Education Fund
35.54 FEMA Windstorm Fund
35.55 Drug Abuse Receipt Fund
35.56 Capital Improvement Issue Two Fund
35.57 Philip Sheets Family Botkins Branch Library Fund
35.58 Continuing Professional Training Fund
35.99 Penalty
GENERAL PROVISIONS
(A) The village hereby establishes a policy permitting the deposit of village funds less than $1,000 not to exceed three business days next following the day of receipt.
(B) In order to safeguard the funds, all funds not deposited in the village bank account shall be retained in the village safe located in the Village Administration Building.
(Ord. 00-14, passed 10-10-2000)
(A) Any real estate tax assessments imposed by the village for delinquent utility accounts, nuisance abatement and the like shall include a $50 fee for administrative costs incurred by the village.
(B) The Utility Clerk and the Fiscal Officer are hereby authorized to assess the administrative fee set forth herein for all real estate tax assessments imposed by the village.
(C) Any real estate tax assessment for the repair of curbs and/or sidewalks will be considered exempt from this administrative fee.
(Ord. 20-31, passed 12-8-2020)
(A) Purpose. This section is established in order to document the policies and procedures required for the holders of the village’s credit cards. It is further established to:
(1) Ensure that procurement with village credit cards is accomplished in accordance with the village’s ordinance and administrative procedures;
(2) Ensure appropriate internal controls are established within each department using the cards so that they are only used for authorized purposes;
(3) Ensure that the village bears no legal liability from inappropriate use of credit cards;
(4) Provide a convenient and yet adequate source of funding for employees who must procure for the village in venues wherein established accounts with the vendor may not be readily available; and
(5) This section is intended to comply with the mandates of Sub HB 312 enacted by the 132nd General Assembly, being codified in part as R.C. § 717.31.
(B) Obtaining a credit card.
(1) The village’s credit card policy is through U.S. Bank.
(2) Visa is the platform.
(3) Credit limits of $30,000 have been established for each card.
(4) Two credit cards are available for use by the Village Administrator, Fiscal Officer, Fire Chief, Police Chief and Service Director.
(5) Any of the above employees who utilize a credit card must request such card from the Fiscal Officer or Village Administrator or his or her appointed designee, and must sign a statement acknowledging that he or she has read the credit card policy, understands it and agrees to abide by it.
(6) All credit cards must be signed out on a log maintained by the Fiscal Officer before authorization is given to utilize the card.
(7) Credit cards should be possessed by the above mentioned employees for no more than one day for internet purchases, purchases from retail outlets and for emergency items or for no more days than required for the length of travel.
(C) Credit card usage guidelines.
(1) The village’s credit card usage should primarily consist of the following types of activities:
(a) Internet purchases of items that are not readily available through a normal vendor;
(b) Purchases from retail outlets where the village does not maintain a regular account;
(c) Travel related expenses for employees attending conferences, meetings and seminars; and
(d) Emergency items ordered by phone, mail or internet, generally from vendors with whom the village does not have an established account or that require advanced payment.
(2) The credit card shall not be used for personal purchases, cash advances, cash withdrawals, alcoholic beverages, tips or cash refunds.
(3) The village’s regular purchase order policy and procedures must be followed for all credit card purchases.
(4) Total dollar amount each authorized card user may incur as part of any one individual transaction is $2,000, unless prior approval is obtained from the Fiscal Officer.
(5) No purchases, except for restaurant charges should include sales tax. Tax exempt forms are available at the village’s administration office.
(6) When overnight stays are required, a tax exempt form should be acquired prior to leaving. This form should be presented to the hotel upon arrival when registering.
(D) Receipt documentation.
(1) Those authorized to use a credit card are required to maintain itemized receipts for credit transactions. The collection of receipts is necessary to substantiate the items purchased.
(2) Receipts must show individual items purchased, not just the total charged. This also ensures that no sales tax is included in the total.
(3) Charges without proper receipts are unsubstantiated and cannot be audited. Therefore, all charges must have documentation showing item(s) purchased, cost and account to be charged.
(4) Undocumented purchases or purchases that are not documented by an itemized receipt will become the personal liability of the person making the charge.
(5) An original receipt for each purchase made with a credit card must be forwarded to the Fiscal Officer or his or her designee once the purchase is complete or once the individual has returned from travel.
(6) For online purchases, the receipt may be in the form of a printed order confirmation.
(Ord. 19-40, passed 12-10-2019)
(A) The Village Administrator is hereby designated as the purchasing agent for all offices, departments, divisions, boards and commissions of the village, and the Village Administrator shall make all contracts, purchase supplies or materials, and provide labor for any work of the village in the manner provided by R.C. § 731.141.
(B) The Village Administrator shall be, and is hereby authorized to promulgate written rules and procedures to be followed by all village officers and employees relative to the requisitioning of supplies, materials and work for their respective offices, departments, divisions, boards or commissions.
(Ord. 97-39, passed 12-22-1997)
(A) The Village Administrator hereby requests authority in the name of the village to participate in state contracts which the Department of Administrative Services, Office of State Purchasing has entered into and the Office of Cooperative Purchasing has distributed for the purchase of supplies, services, equipment and certain other materials pursuant to R.C. § 125.04.
(B) The Village Administrator is hereby authorized to agree in the name of the village to be bound by all contract terms and conditions as the Department of Administrative Services, Office of Cooperative Purchasing prescribes. Such terms and conditions may include a reasonable annual membership fee to cover the administrative costs which the Department of Administrative Services incurs as a result of the village’s participation in the contract. Further, the Village Administrator does hereby agree to be bound by all such terms and conditions and to not cause or assist in any way the misuse of such contracts or make contract disclosures to non-members of the co-op for the purpose of avoiding the requirements established by R.C. § 125.04.
(C) The Village Administrator is hereby authorized to agree in the name of the village to directly pay the vendor, under each such state contract in which it participates for items it receives pursuant to the contract, and the Village Administrator does hereby agree to directly pay the vendor.
(Res. 22-09, passed 3-22-2022)
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