(a) Generally. Purchases made under the authority of the Village shall be initiated by a requisition for purchase. This form may be initiated and/or prepared by any employee or official of the Village but must be signed by the appropriate department supervisor.
(b) Exemptions to the Requisition Requirement. The purchase requisition requirement does not pertain to normal monthly purchases such as utilities, petroleum products for municipally owned vehicles, or other services directed by Council during the course of business proceedings, provided that the bid requirement, if applicable, is satisfied and a record of such proceedings appears in the Council minutes.
(c) Petty Purchase Option. For a purchase of up to twenty-five dollars ($25.00) a Petty Cash Fund, a charge account, or both may be utilized. Council, by ordinance, may establish a Petty Cash Fund in an amount not to exceed one hundred dollars ($100.00) for an official or department. The Petty Cash Fund for the Administrative Office is to provide reimbursement to all departments, boards and commissions that do not have a Petty Cash Fund. Such Fund may be repleted either when depleted to twenty-five dollars ($25.00) or as necessary. When applying to the appropriate department director to reimburse the Petty Cash Fund, a requisition for purchase shall be submitted. This requisition shall include a complete listing with receipts for all material that has been procured. The department supervisor shall be responsible for recording, in a manner of his/her choosing, each item purchased through a charge account, the date, the amount and the person who charged such purchase, where the vendor from whom such purchases are made does not provide this kind of recordation. With a Petty Cash Fund the requisition is for requesting reimbursement only. At the next regular Council meeting an itemized list of charge account items shall appear on the form to pay bills. Such itemization does not mean that individual checks must be issued; as much grouping as practical is encouraged. Receipts for procured material and statements from vendors shall constitute the documents to be assembled by the Clerk-Treasurer or Fiscal Officer. (See Section 150.09)
(Ord. 2014-12. Passed 10-14-14.)