(a) Director: Duties. The Department of Finance shall be under the direction of a Director of Finance who shall be accountable to the City Manager. The Director shall perform the following duties:
(1) Keep in proper books, a full and accurate account of all the moneys received and disbursed by him on behalf of the City as well as all outstanding sums due the City andall orders and contracts upon which the City is obligated.
(2) Receive and have custody of all moneys paid to the City and to disburse City moneys in accordance with the Charter and City ordinances.
(3) Render a monthly report to Council reflecting the financial condition of the City.
(4) Certify that funds are available according to law to pay all contracts, agreements or other obligations for the expenditure of public funds entered into by any official of the City government, and no such contract, agreement or other obligation shall be valid until so certified by him.
(5) Keep an accurate account of the bonded debt of the City and of the payment of interest and principal thereon.
(6) Prepare the City payroll.
(7) Administer all employees' benefit funds.
(8) Prepare and submit such reports as may be required by law.
(9) Assist the City Manager in preparing the preliminary drafts of the annual budget.
(10) Perform such other duties as may be required by the Charter, the City Manager or by ordinance.
(b) Fiscal Officer. The Director of Finance is fiscal officer, and fiscal agent of this City in all transactions under the Uniform Bond Law.
(c) Signature of Notes and Bonds. The City Manager and the fiscal officer are designated as officials to sign all notes and/or bonds issued by the City.
(d) Duties of Director of Finance in Succession to the Clerk and Treasurer. The Director of Finance shall perform all duties prescribed by ordinance or required by the laws of the State of Ohio not inconsistent with the provisions of the City Charter, which duties shall include those previously performed by the Clerk and Treasurer of the City.
(e) Accrual Accounts. The Director of Finance shall establish and maintain an accrual system of accounting which shall reveal at all times not only the cash position of the City, by funds, but also the revenue and income anticipated and the obligations outstanding and unpaid. (ORC 5705.41)
(f) Contracts and Purchase Orders. No City official or employee shall have authority to create an obligation against the City by oral agreement. Purchases shall be made by written purchase order signed by the City Manager and agreements for construction work or for personal services shall be by written contract or appointment signed by the City Manager or an administrative officer of the City designated by him. No purchase order or contract shall be valid as an obligation of the City unless it bears a certificate signed by the Director of Finance that the estimated amount thereof has been entered as an encumbrance in the City accounts against an allotment based on a valid appropriation.
(Ord. 98-06. Passed 3-16-98.)
(g) Processing of Purchase Orders. Whenever a purchaser order prepared by the City Manager is submitted to the Department of Finance and any contract is submitted for encumbrance and certification, the Director of Finance shall examine the accounts to determine whether or not there is an unencumbered balance remaining in the amount allotted for the purpose to the account against which it is proposed that the purchase or contract be charged. If the unencumbered balance of the allotment is adequate, the Director shall encumber such balance by the amount of the purchase order or contract and enter upon the face of such purchase order or contract the following certificate which he shall sign:
“I hereby certify that the amount required to meet the obligation created by this instrument has been lawfully appropriated for such purpose, is in the Treasury or in the process of collection to the credit of the proper fund, free from any previous encumbrances.
Date Director of Finance “.
He shall retain a copy for his file.
(ORC 5705.41)
(h) Signature and Delivery of Purchase Orders and Contracts. Each purchase order certified as properly encumbered, shall be delivered to the City Manager who shall then sign the same and send it to the vendor as his authority for performance. Each contract, when certified as properly encumbered shall be delivered to the City Manager who shall sign the same on behalf of the City and send a copy to the contractor as his authority for performance. Any goods delivered or work performed prior to the date of issuance of the purchase order or contract, legally signed and delivered shall be entirely at the risk of the vendor or contractor.
(i) Invoices, Vouchers, Current Audit. Vendors who supply goods or services in response to purchase orders shall deliver such goods or services in compliance with the terms thereof. When they have performed the obligations which rest upon them under such purchase orders, they shall render invoices therefor, and on such invoices they shall enter the number and date of the pertinent purchase order. Each such invoice shall be delivered first to the agency which received the goods or services which shall prepare and sign a certificate of the following tenor:
“The goods and/or services covered by this invoice have been received by this agency and were of the quantity and quality specified in the purchase order and billed on this invoice.
Signed “
The certificate shall also certify that the computations on the invoice have been audited and found correct.
(j) Processing Vouchers. All invoices shall be delivered promptly to the Department of Finance which shall prepare a voucher and audit it to see that it is complete and correct, and that the order was legally made. The outstanding encumbrances shall be credited, and the cash balance debited in each case and a check written in payment. Any adjustment due to shortages in deliveries, reductions in price or discounts taken shall be made when the entries affecting encumbered balances are made. Checks shall be signed by any two of the following three parties, to wit: the City Manager, the Director of Finance or the City Clerk.
(k) Payrolls. A payroll prepared by the Director of Finance shall be examined by the secretary of the Civil Service Commission or other designee of the Civil Service Commission, who shall approve those on which the employees’ names thereon have been legally appointed and are shown thereon by proper class title and approved rates of pay. The payroll shall then be finally approved by the City Manager. The Director of Finance shall prepare and deliver checks for the amounts shown for the employees named; checks shall be signed by any two of the following three parties, to wit: The City Manager, the Director of Finance or the City Clerk. It shall not be necessary to encumber payrolls before payment or to certify to the availability of funds appropriated for personal services except those obtained on a contractual basis.
(Ord. 89-44. Passed 11-20-89.)
(l) Payments on Contracts. Payment on signed contracts shall be made in strict accordance with the terms of such contracts when the conditions laid down in such contracts have been faithfully complied with by the contractor. Vouchers for partial payments on construction contracts shall bear the certificate of the City Engineer or Project Engineer as to the percentage of completion of the contract at the date of the voucher and no payment shall be made of a greater proportion of the contract price than has been completed.
Vouchers against contracts shall be credited against outstanding encumbrances and charged against cash expenditures before they are paid. Checks for payment of vouchers against contracts shall be prepared by the Director of Finance and signed by any two of the following three named persons, to wit: the City Manager, the Director of Finance, or the City Clerk. Such checks shall be delivered promptly to the contractors.
(m) Accrual of Revenues. The Director of Finance shall open an account for each source of City revenue, debiting the estimated revenue, as used in the City budget, and crediting collections as received. The balance at any time represents the accrual of revenues still to be collected if the budget is to be covered.
(n) Report to Council and City Manager. The Director of Finance shall report at least once each month to the City Manager and to Council on the status of all funds, all appropriations, all revenue estimates and collections, all allotments and all expenditures as well as bond redemption and interest payments made and due to be made during the fiscal year.
(A.O.)
(o) Accounting Funds. The Department of Finance shall establish on an as needed basis the following funds for accounting purposes to wit: General Fund, Income Tax Fund, Street Construction Maintenance and Repair Fund, State Highway Fund, Motor Vehicle License Tax Fund, Senior Citizens Fund, Municipal Road Fund, Emergency Services Donations Fund, General Obligation Debt Service Fund, Water Revenue Fund, Sewer Revenue Fund, Utility Deposits Fund, Medical Benefits Fund, Accrued Benefits Fund, Unclaimed Monies Fund, Capital Improvement Fund, Sewer Capital Fund, Water Capital Fund, Law Enforcement Education Fund, Law Enforcement Trust Fund, Emergency Service Charges Fund, Untreated Water Revenue Fund, Untreated Water Debt Service Fund, Utility Income Tax Fund, Dare Fund, Community Development Block Grant Fund, Recycle Ohio Fund, BankOne Lease Fund, Cops Grant Fund, Special Events Fund, Untreated Water Capital Fund, Interest and Investment Fund, Escrow Fund and Capital Equipment Replacement Fund.
(Ord. 05-04. Passed 2-7-05; Res. 06-21. Passed 6-19-06.)
(p) Police Department Trust Funds.
(1) There is hereby established a Law Enforcement Trust Fund. Proceeds from the seizure and/or sale of forfeited contraband obtained by the Police Department shall be paid into the foregoing Fund. Expenditures from the Fund shall be authorized solely by the City Manager and shall be utilized solely for purposes set forth in Ohio R.C. 2933.43(d) whereas it may hereafter be amended.
(2) There is hereby established a Drug Fine and Bail Forfeiture Trust Fund. Mandatory fines and bail forfeitures paid by the Clerk of Courts as a result of a conviction or failure to appear for a drug offense pursuant to Ohio R.C. Chapter 2925 shall be deposited into the foregoing Fund. Expenditures from the Fund shall be authorized by the City Manager and shall be utilized to fund the Police Department’s efforts to arrest and prosecute drug offenders. (Ord. 92-34. Passed 8-3-92.)