(a) Generally. Purchases made under the authority of the City shall be initiated by a requisition for purchase. This form may be initiated and/or prepared by any employee or official of the City 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 automobiles and trucks, 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 Journal of Council.
(Ord. 52-72. Passed 10-10-72; Ord. 89-78. Passed 1-9-78.)
(c) Petty Purchase Options. For a purchase of up to twenty-five dollars ($25.00) a Petty Cash Fund, a charge account, or both, may be employed. Council, by ordinance, may establish a Petty Cash Fund in an amount not to exceed one hundred dollars ($100.00) for an official or a department. However, a Petty Cash Fund for the administration in City Hall may not exceed four hundred dollars ($400.00). This Fund is to provide reimbursement to all departments, boards and commissions that do not have a Petty Cash Fund. Such Fund may be replenished either when depleted to twenty-five dollars ($25.00) or monthly. 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 which has been procured. The appropriate department director shall present the requisition to the appropriate committee of Council for review at such committee’s next meeting. The requisition can become a matter of discussion but it cannot be disapproved. The appropriate committee of Council may authorize an official or a department to open a charge account. Such committee shall determine the maximum amount which may be charged during one month, the person or persons who may charge such amounts and any other rules it may deem desirable. The department supervisor shall be responsible for recording, in a manner of his 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. The periodic statements of the vendor shall be presented to the appropriate committee of Council for review at such committee’s next meeting. Such statements can become a matter of discussion but they or individual items upon them cannot be disapproved. In the instance of either option, the requirements of the requisition, the signature of the department supervisor, the verbal quotes and approval by the appropriate department director do not pertain to individual purchases. With a Petty Cash Fund the requisition is for requesting reimbursement only. An itemized list of charge account items shall appear on the next monthly payment listing, as described in Section 248.07. 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 Finance Director. See Section 248.09(b).
(Ord. 35-91. Passed 6-11-91; Ord. 21-2023. Passed 6-27-23.)