All department heads (Fiscal Officer, Chief of Police, Street Commissioner, Building Inspector) are hereby authorized to make expenditures for purchases of supplies, goods, services and other items on behalf of the Village without the need for issuance of a purchase order prior to payment when such expenditure for any one item does not exceed the amount of fifty dollars ($50.00).
(Ord. 1985-7. Passed 1-14-85.)
(a) Purpose. The purpose of this section is to assist Village personnel with requisitioning, purchasing, receiving, and paying for goods and services. This section provides purchasing objectives and policies, as well as the procedure to be followed in performing the major and minor purchasing functions.
(b) Purchasing Considerations. The purpose of a Purchase Order Requisition system is to inform the Village of the needs of a department and allow the Fiscal Officer the ability to confirm the availability of funds. It is the responsibility of the department head to anticipate the needs of the department, as much in advance as possible so as not to create a situation whereby items need to be purchased on an emergency basis.
(c) Any department that wishes to make a purchase against an unencumbered balance of a fund must properly prepare a Purchase Order Requisition in complete detail (except for items bought under a blanket purchase order or under $1,500). The Purchase Order date must precede the invoice date, preferably the date of order. The Purchase Order format may be in paper format or electronic if approved by the Fiscal Officer. An example of a Purchase Order Requisition Form is incorporated herein as Appendix A. This form can be changed and updated upon the needs of the Village.
(d) Purchase Order Requisition Processing:
(1) Each department is responsible of entering their own Purchase Order Requisition Form.
(2) Each department head or designee must approve or deny all Purchase Order Requisitions.
(3) The Purchase Order Requisition Form is then forwarded to the Fiscal Officer for review in order to confirm there is sufficient funds in the budget line item.
(4) All requisitions exceeding the line item appropriation will automatically be denied.
(5) If the expense was not discussed and approved by Council in the initial annual appropriations process and exceeds $3,000, Council must approve the Purchase Order by motion in an open meeting prior to a Purchase Order approval.
(6) Once the Fiscal Officer can certify the money has been properly appropriated, he/she will issue and certify a Purchase Order.
(7) Once approved three copies of the Purchase Orders are generated. Two copies are returned to the originating department for their records and distribution to the vendor, and one remains with the Fiscal Officer.
(8) Only after the department head receives a completed, signed Purchase Order is the purchase authorized. The department head must give the Purchase Order number to the vendor when making a purchase so it is on the invoice and the Fiscal Officer will know what Purchase Order to apply to the invoice.
(e) Blanket Purchase Order Processing.
(1) Blanket purchase orders may be issued by the Fiscal Officer to cover the purchasing of goods or services over a given period of time or for a specific good or service. All departments will be able to make purchases under these blanket orders.
(2) All invoices that are mailed directly to a department after receiving goods or services must be must signed and dated by the department head verifying that the goods and services were received.
(3) Following verification by the department head the invoice must be forwarded to the Fiscal Officer for confirmation that invoice is covered by a blanket purchase order and for payment processing.
(f) Emergency Purchases.
(1) Emergency purchases are those defined as purchases necessary to support the safety, security, health and welfare of the citizens of the Village.
(2) If goods or services need to be obtained immediately for an emergency, an Emergency Purchase Order may be obtained.
(3) An emergency Purchase Order Requisition Form (marked as "EMERGENCY") is given to the Fiscal Officer for immediate approval.
(4) Any emergency purchase over $3,000 must have the approval of a member of the Finance Committee or designee.
(5) Upon receipt of approval of the Emergency Purchase Order the order may be placed.
(6) The Purchase Order must be approved by Council at the next regularly scheduled meeting.
(g) Department heads are authorized to pay for goods and services necessary for the normal operation of the Village without Council approval so long as the expense will be covered by the department's annual approved budget and does not have a negative impact on the operations of the department. All Village purchases up to $1,500 can be authorized by the department head without explicit approval from Council so long as the purchase can be made without further appropriations to the department's budget. This section is to be read in conjunction with Purchase Order process and requirements outlined above. No purchase can be made without complying with the Purchase Order Requisition Process.
(Ord. 2017-24. Passed 8-14-17; Ord. 2020-28. Passed 6-18-20.)
The Village Council hereby adopts the following policy and procedure for the deposit of public moneys pursuant to Ohio R.C. 9.38:
(a) Public moneys received by any Village employee, officer, or agent, that exceed One Thousand Dollars ($1,000.00), individually or cumulatively, shall be deposited with the Village Fiscal Officer or the properly designated Village depository the next business day from receipt.
(b) Public moneys received by any Village employee, officer, or agent that are One Thousand Dollars ($1,000.00) or less, individually or cumulatively, shall be deposited with the Village Fiscal Officer or the properly designated Village depository within three business days from receipt.
(c) Public Moneys received by any Village employee, officer, or agent in error shall be presented to the Village Fiscal Officer on the first business day of the week following the week in which received, and the Village Fiscal Officer or the Village Fiscal Auditor shall deposit the public moneys according to (a) or (b) above.
(d) Public moneys received by the Village Fiscal Officer will be properly secured in a lock box, locked file cabinet, safe, or other locked and secure location, until they are deposited pursuant to (a) or (b) above.
(Ord. 2020-29. Passed 6-18-20.)