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A. Fund Established:
1. Purchases of incidental supplies, equipment, and contractual services with a value of less than fifty dollars ($50.00) may be made from a petty cash expenditure revolving fund. Such fund may be established as follows:
a. Courthouse, to be maintained by the county treasurer: Three hundred dollars ($300.00).
b. Sheriff's department, to be maintained by the sheriff: Five hundred dollars ($500.00).
c. Health department, to be maintained by the public health administrator: Three hundred dollars ($300.00).
d. Home healthcare department, to be maintained by the public health administrator: One hundred fifty dollars ($150.00).
e. Highway department, to be maintained by the county engineer: Two hundred dollars ($200.00).
f. Convention and visitors bureau, to be maintained by the executive director: Two hundred dollars ($200.00).
2. In addition to the foregoing, in the convention and visitors bureau, a special petty cash fund in the amount of five hundred dollars ($500.00) may be established to pay shipping and handling charges for shipping promotional materials. To minimize the use of this fund, whenever possible, billing arrangements should be made to provide monthly billing of shipping and handling expenses.
B. Records: At the end of each month, or more frequently if necessary, the department head responsible for the maintenance of each petty cash fund shall prepare a statement showing the actual expenditures from the petty cash expenditures fund and shall prepare a claim to reimburse the fund for such expenditures. The reimbursement statement shall include a brief description of the item purchased, the proper account code, and the amount of the purchase. Receipts and/or other supporting documentation for each purchase shall be attached to the reimbursement statement. (Ord. 2011-4, 5-10-2011)
Due to normal operations of a department or departments, it may be necessary from time to time during the month to purchase additional postage for a postage machine. In such event, the department head responsible for the postage machine shall prepare a claim to be processed through the county clerk's office to purchase additional postage. (Ord. 2011-4, 5-10-2011)
A. An "emergency purchase" is procurement that is not normally possible without the consent of the county board or designee but is required by necessity during a time when such approval is not able to be sought. An emergency purchase arises if immediate procurement is essential to prevent delays which may vitally affect the life and health of citizens of the county. Emergency purchases shall be classified as those purchases which ensure public health and safety, protect public property, and limit county liability. An emergency purchase may be authorized by a department head.
B. If circumstances and conditions necessitate an emergency purchase a department head may purchase directly, without purchase order, any goods and services whose immediate purchase is essential to prevent delays in the work to avert such an emergency. Time and circumstance permitting, department heads should first seek the approval of the county board chair or county administrator, but should not thereby unduly delay an emergency purchase.
C. Following completion of work on an emergency purchase situation, department heads shall retroactively and immediately follow up with normal purchasing procedures and shall file a properly completed purchase order/claim for all goods and services purchased for the emergency work and shall submit a full written report of the circumstances of the emergency. Depending on the cost of the goods and services purchased, appropriate purchase authorizations shall be made and a purchase/claim order issued for the record.
D. Emergency purchases are subject to final approval of the Jo Daviess County board and shall be forwarded by the county administrator to the Jo Daviess County board prior to the meeting date for final approval. (Ord. 2011-4, 5-10-2011)
A. No person holding any office, either by election or at appointment under the laws or constitution of the state, may be in any manner financially interested directly in his own name or indirectly in the name of any other person, association, trust, or corporation in any contract or the performance of any work in the making or letting of which such officer may be called upon to act or vote. No such officer may represent, either as agent or otherwise, any person, association, trust, or corporation with respect to any application or bid for any contract or work in regard to which such officer may be called upon to vote. Nor may any such officer take or receive, or offer to take or receive, either directly or indirectly, any money or other thing of value as a gift or bribe or means of influencing his vote or action in his official character. Any contract made and procured in violation of this section is void. This section shall not apply to any person serving on an advisory panel or commission or to any director serving on a hospital district board as provided under subsection (a-5) of section 13 of the hospital district law 2 .
B. However, any elected or appointed member of the governing body may provide materials, merchandise, property, services, or labor, subject to the following provisions under either subsection B1 or B2 of this section:
1. If:
a. The contract is with a person, firm, partnership, association, corporation, or cooperative association in which such interested member of the governing body of the municipality has less than a seven and one-half percent (71/2%) share in the ownership; and
b. Such interested member publicly discloses the nature and extent of his interest prior to or during deliberations concerning the proposed award of the contract; and
c. Such interested member abstains from voting on the award of the contract, though he shall be considered present for the purposes of establishing a quorum; and
d. Such contract is approved by a majority vote of those members presently holding office; and
e. The contract is awarded after sealed bids to the lowest responsible bidder if the amount of the contract exceeds one thousand five hundred dollars ($1,500.00), or awarded without bidding if the amount of the contract is less than one thousand five hundred dollars ($1,500.00); and
f. The award of the contract would not cause the aggregate amount of all such contracts so awarded to the same person, firm, association, partnership, corporation, or cooperative association in the same fiscal year to exceed twenty five thousand dollars ($25,000.00).
2. If:
a. The award of the contract is approved by a majority vote of the governing body of the municipality; provided, that any such interested member shall abstain from voting; and
b. The amount of the contract does not exceed two thousand dollars ($2,000.00); and
c. The award of the contract would not cause the aggregate amount of all such contracts so awarded to the same person, firm, association, partnership, corporation, or cooperative association in the same fiscal year to exceed four thousand dollars ($4,000.00); and
d. Such interested member publicly discloses the nature and extent of his interest prior to or during deliberations concerning the proposed award of the contract; and
e. Such interested member abstains from voting on the award of the contract, though he shall be considered present for the purposes of establishing a quorum.
C. In addition to the above exemptions, any elected or appointed member of the governing body may provide materials, merchandise, property, services, or labor if:
1. The contract is with a person, firm, partnership, association, corporation, or cooperative association in which the interested member of the governing body of the municipality, advisory panel or commission has less than a one percent (1%) share in the ownership; and
2. The award of the contract is approved by a majority vote of the governing body of the municipality; provided, that any such interested member shall abstain from voting; and
3. Such interested member publicly discloses the nature and extent of his interest before or during deliberations concerning the proposed award of the contract; and
4. Such interested member abstains from voting on the award of the contract, though he shall be considered present for the purposes of establishing a quorum.
D. A contract for the procurement of public utility services by a public entity with a public utility company is not barred by this section by one or more members of the governing body of the public entity being an officer or employee of the public utility company or holding an ownership interest of no more than seven and one-half percent (71/2%) in the public utility company, or holding an ownership interest of any size if the public entity is a municipality with a population of less than seven thousand five hundred (7,500) and the public utility's rates are approved by the Illinois commerce commission. An elected or appointed member of the governing body of the public entity having such an interest shall be deemed not to have a prohibited interest under this section.
E. Notwithstanding any other provision of this section or any other law to the contrary, until January 1, 1994, a member of the city council of a municipality with a population under twenty thousand (20,000) may purchase real estate from the municipality, at a price of not less than one hundred percent (100%) of the value of the real estate as determined by a written MAI certified appraisal or by a written certified appraisal of a State certified or licensed real estate appraiser, if the purchase is approved by a unanimous vote of the City Council members then holding office (except for the member desiring to purchase the real estate, who shall not vote on the question).
F. 1. For the purposes of this section only, a municipal officer shall not be deemed interested if the officer is an employee of a company or owns or holds an interest of one percent (1%) or less in the municipal officer's individual name in a company, or both, that company is involved in the transaction of business with the municipality, and that company's stock is traded on a nationally recognized securities market, provided the interested member: a) publicly discloses the fact that he or she is an employee or holds an interest of one percent (1%) or less in a company before deliberation of the proposed award of the contract; b) refrains from evaluating, recommending, approving, deliberating, or otherwise participating in negotiation, approval, or both, of the contract, work, or business; c) abstains from voting on the award of the contract, though he or she shall be considered present for purposes of establishing a quorum; and d) the contract is approved by a majority vote of those members currently holding office.
2. A County officer shall not be deemed interested if the officer owns or holds an interest of one percent (1%) or less, not in the officer's individual name but through a mutual fund, in a company, that company is involved in the transaction of business with the County, and that company's stock is traded on a nationally recognized securities market. (Ord. 2011-4, 5-10-2011)
Notes
1 | 1. 50 ILCS 105/3. |
2 | 1. 70 ILCS 910/13. |
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