The Village Manager shall have the following powers and shall perform the following duties:
(A) General duties. The Village Manager shall act as the business and administrative officer and manager of the village, under the direction of the Village Board and in cooperation with the President, Clerk, Treasurer, Village Legal Counsel and other elective or appointive officials, and he or she shall be responsible for the supervision and management of all administrative departments, employees and officers of the village except where the management and control of any department or office is expressly delegated elsewhere by law or by ordinance of the village.
(B) Personnel. Subject to the general supervision of the Village Board and to the limitations imposed by adoption of a budget or special appropriation, the Village Manager shall appoint and fix the salaries and wages of all administrative officers and employees whose appointment is not otherwise provided by law or ordinance, and he or she shall have the power and authority to remove all officers and employees appointed by him or her.
(C) Purchasing and contracting. The Village Manager shall act ex officio as purchasing agent and shall exercise and perform, or superintend and direct, all duties and be subject to all requirements and obligations pertaining to that office, in accordance with the following provisions.
(1) Reports. The Village Manager shall prepare, or cause to be prepared, reports which may be called for by the Village Board from time to time, showing in detail satisfactory to the Village Board purchases made under the provisions of this section.
(2) General. Subject to the direction of and powers reserved to the Village Board, the Village Manager shall purchase or approve the purchase of all construction, repair and maintenance projects, supplies and services for the village, as provided in this section.
(3) Rules and regulations. The Village Manager shall have the power to issue rules and regulations that set forth the processes and requirements for all purchases made by the village.
(4) Budget or appropriation required. No purchase shall be made without an approved budgetary allocation or appropriation by the Village Board in the amount of the purchase.
(5) Approval of purchases. The Village Manager, or his or her designee, shall have the power to make all purchases involving a total expenditure of less than $20,000. All other purchases shall require the approval of the Village Board.
(6) Competitive bidding. Any work or other public improvement, not constructed under the Local Improvements Act, when the expense shall exceed $20,000, shall be let by contract to the lowest responsible bidder, after advertising for bids in a newspaper of general circulation in the village, not less than 15 days prior to the date bids are to be received; provided, however, that any contract may be entered into without advertising for bids upon the affirmative vote of two-thirds of all the Trustees then holding office.
(7) Credit purchases. The Village Manager is authorized to approve the use of credit cards and credit accounts for officials and employees of the village to reasonably facilitate the making of purchases in amounts of less than $20,000 pursuant to this section. Any purchases made using credit shall be within approved budget allocations and appropriations.
(8) Examination and execution of contracts. The Village Manager shall examine all proposed contracts governed by this section to which the village may be a party, and may sign on behalf of the village any contract and other documents necessary to complete any purchase approved by the Village Board, except where the Village Board directs that some other officer or officers shall do so.
(9) Emergency purchases. The Village Manager may make purchases and enter into contracts on behalf of the village in the case of accidents or other circumstances creating an emergency where necessary to protect life, the public health and safety and public property, by a process as may be practicable under the circumstances. All emergency procurements involving expenditures of $20,000 or more must be presented to the Village Board for ratification at the next scheduled Village Board meeting.
(10) Contract performance. The Village Manager shall be responsible to assure that the terms of any contract governed by this section to which the village is a party are properly performed by all parties.
(11) Approval of payments. No bill shall be paid for goods purchased unless the person requisitioning the purchase shall have indicated to the Village Manager that the goods have been received and unless the bill shall be approved by the person who requisitioned the purchase and the Village Manager.
(12) Petty cash. Authorized petty cash funds may be used for purchases by persons other than the Village Manager and may be replenished if requisitions for purchases out of the funds shall be approved by the Village Manager.
(D) Budget estimate and administrative reports. The Village Manager shall prepare and present to the Village Board, prior to the expiration of each fiscal year, a budget estimate of general fund income and expenditures for the ensuing year. He or she shall at all times keep the Village President and Board informed of the operation of the village government, and when requested, prepare and present to the Board a written report summarizing the work of each department, and an annual report thereof, including a statement of the financial condition of the village, together with his or her recommendations.
(E) Attendance at meetings. The Village Manager shall attend all regular meetings of the Village Board and the special meetings thereof and of committees as the Village Board may direct. He or she shall hold conferences with the Village Board, regular or special committees thereof and officers of the village, as are necessary to keep them informed.
(F) Issuance of licenses and permits. The Village Manager shall have the power and authority to issue on behalf of the village, all licenses and permits not otherwise provided for. Any and all fees and moneys belonging to the village or in the custody of the village, collected by the Village Manager in the discharge of his or her duties as such, as Village Collector, Village Comptroller or otherwise, shall be paid into the village treasury as received by him or her.
(G) Custodian of properties and additional duties. The Village Manager shall have charge of all public streets, alleys, gutters, parkways and of all sanitary and storm sewer systems, and shall be custodian of all village property which is not assigned to the care or custody of any other officer. He or she shall have charge of the collection and disposal of garbage, ashes and refuse by the village, and shall perform other duties as may be required of him or her from time to time by ordinance, resolution or direction of the Village Board.
(H) Other duties. The Village Manager shall perform such other and additional duties as may be required by the Village President or Board of Trustees from time to time.
(Am. Ord. 1150, passed 8-17-2015)