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(a) As used in this Section:
(1) "Credit card account" means any line of credit made available to the City by a financial institution or other entity, documented by a physical card and a unique account number, allowing the possessor of the card to purchase goods or services on credit or to engage in other financial transactions using the account information. For the purposes of this Section, "Credit card accounts" includes merchant cards and fleet cards.
(2) "Merchant card" means a credit card that can be used only at a designated merchant.
(3) "Fleet card" means a credit card that can be used to purchase only one type of service or commodity (e.g., gasoline).
(4) "Open account" means any arrangement with a vendor, including an online vendor, under which the vendor will fill orders from City employees without verifying the employee's purchasing authority or the existence of an applicable purchase order.
(b) Credit card accounts, under which the City bears liability for purchases, will be established only in the name of the City and will be used only for authorized City purchases and only in conformance with this Section. New credit card accounts will be authorized only on written approval of the Mayor and the Finance Director. The Finance Director shall process the issuance, reissuance and cancellation of credit card accounts.
(c) The Mayor will from time to time specify in writing those employees or positions that are authorized to have custody of City credit cards ("card custodians"), and the Mayor shall promptly revise the list of card custodians when personnel changes occur. A current roster of card custodians and the credit cards they are permitted to possess will be kept in the Finance Director's office at all times. Card custodians will be responsible for the security of the credit card(s) issued to them and will immediately notify the Finance Director in the event a card is lost or stolen. A card custodian who separates from City employment shall immediately return possession of all credit cards to the Finance Director. Separation payments may be withheld until credit cards are returned.
(d) Credit card and open account purchases may be made only in conformance with a valid, previously approved purchase order. Any employee making a purchase in violation of this requirement will be subject to disciplinary action.
(e) No persons other than the card custodians will execute credit card purchases, except that card custodians may transfer possession of credit cards to authorized employees to make off-site purchases from retail merchants, or to pay for travel expenses when out of town on official business. The card custodian will retake possession of the card immediately thereafter. Receipts for credit card and open account purchases will be supplied to the Finance Department no later than the business day next following the purchase or, if the employee is out of town, the next business day in which the employee is at his or her City office or workplace. Whenever possible, the receipts supplied to support the purchase shall include documentation from the vendor showing the vendor's name, items purchased, date, location and price; not merely the credit card transaction receipt.
(f) To the extent the City possesses credit card accounts that earn affinity "points" or other rewards, such rewards will remain the property of the City. Products, services or money obtained through redemption of any such rewards are the property of the City. Redemption of points or rewards will be made only on written request of a department head with approval of the Finance Director and the Mayor.
(g) No checks shall be written against a credit card account and no cash advances shall be authorized. If blank checks are received from a card issuer, they will be immediately submitted to the Finance Director for destruction.
(h) The requirements of Section 133.05 apply to all credit card and open account purchases. No credit card issued in the name of the City shall have a credit limit in excess of twenty thousand dollars ($20,000).
(i) The Financial Assistant will, quarterly, review the number of credit cards and accounts issued, the number of active cards and accounts issued, the cards' and accounts' expiration dates, and the cards' and accounts' credit limits. The Financial Assistant will provide a report of each such review to the Mayor, Finance Director, and the Clerk of Council. (Ord. 2022-55. Passed 3-28-22.)
(a) Requirements of Ohio R.C. 153.50, 153.51 and 153.52, with regard to separate bids and separate contracts for each separate and distinct trade and kind of mechanical labor, employment or business entering into the improvement, shall not govern the bidding procedures of the City.
(b) Nothing in this section shall be construed as to authorize the City to proceed without competitive bidding for the general contract, to be awarded to the lowest and best bidder.
(c) Officers, boards or other authority of the City shall be permitted to grant one bid for all work and materials on one specific contract and shall not be required to contract with each individual trade, mechanical labor employment or business entering into the improvement.
(d) Should Council and the Administration determine that it is economically prudent to renew an existing contract for the general liability insurance of the City; health insurance; life insurance, or other insurance coverage, whether insuring the City, or providing benefits to employees of the City, nothing in this section shall be construed to require the formal bidding annually, under O.R.C. 735.05, or statute of similar import subject to the provisions of Section 133.06(e).
(e) However, the City shall solicit bids at least once every five (5) years for contracts for the general liability insurance of the City; health insurance; life insurance, or other insurance, or other insurance coverage, whether insuring the City, or providing benefits to employees of the City, pursuant to the following criteria:
(1) The Finance Director, or agent designated by the City, shall solicit informal bids or quotations from not less than threes sources, for the coverage the City seeks to obtain or provide;
(2) In addition thereto, the City of Streetsboro may choose to post in no less than two newspapers of general circulation in the City and/or on the City website or other electronic medium recognized as a standard in the industry, for not less than fourteen (14) days in advance of the day set for the receipt of quotation, notice that the City is soliciting informal quotes for insurance coverage the nature fo which shall be identified in the postings;
(3) Every company or individual quoting coverage to the City executes an affidavit, to be submitted simultaneously with his quotation, setting forth his or her relationship, if any, to any City of Streetsboro officer, Council Member, department head, or employee, either by blood or marriage; or alternatively, executes an affidavit avowing no such relationship by blood or marriage;
(4) The City of Streetboro receives non-collusion affidavits prior to executing any contract to provide coverage;
(5) All quotations shall be tabulated by the Finance Director and submitted to the Mayor and Board of Control for their review and written recommendation; shall be reviewed and approved by the Finance Committee of Council; and finally, shall be approved by ordinance of Council and signature by the Mayor.
(Ord. 2014-44. Passed 5-19-14.)
(a) Council hereby adopts the terms and provisions, as well as the policies reflected in its enterprise zone agreements heretofore adopted by the City of Streetsboro and as set forth in Resolution 1998-01 and Council incorporates the agreement attached to Resolution 1998-01 as its approved prototype.
(b) Any departure from these policies shall require individual legislative authorization or relief.
(c) All enterprise zone agreements shall be authorized by Council and signed by the Mayor.
(d) Extensions, modifications, assumptions or assignments of enterprise zone agreements must be legislatively approved by Council and signed by the Mayor.
(e) Claw back agreements, or other similar settlement agreements arising from nonperformance, must be approved by Council and executed by the Mayor.
(Ord. 2000-142. Passed 9-25-00.)
(a) The Mayor and the Director of Finance, or in their absences, the Assistant Finance Director, and in their absences, one or more Clerk-Secretaries in the Finance Department designated by the Mayor, shall be authorized signatories on nonpayroll accounts and checks.
(b) The Mayor or the Director of Finance and one or more Clerk-Secretaries in the Finance Department designated by the Mayor, shall be authorized to sign all payroll related accounts and checks.
(c) Each designated Clerk-Secretary shall be bonded in the same amount and to the same extent as the Director of Finance.
(Ord. 2003-127. Passed 8-25-03.)
(b) The Mayor or the Director of Finance and one or more Clerk-Secretaries in the Finance Department designated by the Mayor, shall be authorized to sign all payroll related accounts and checks.
(c) Each designated Clerk-Secretary shall be bonded in the same amount and to the same extent as the Director of Finance.
(Ord. 2003-127. Passed 8-25-03.)
Upon the effective date of this section it is the policy of the City that all final water bills of five dollars ($5.00) or less, or delinquent for more than six (6) years, may be "written-off" and such account closed at the discretion of the Finance Director.
(Ord. 2023-153. Passed 11-27-23.)
(a) Council hereby adopts the Policy/Procedure for Identity Theft Prevention, Detection and Mitigation Program (“Program”), attached to Resolution 2009-79.
(b) Council hereby appoints the Finance Clerk as the official within the organization responsible for oversight, ongoing development, implementation and administration of the Program.
(Res. 2009-79. Passed 7-27-09.)
(a) As used in this section:
(1) “Unencumbered General Fund Carryover Balance” means, for each fiscal year, the unappropriated balance of the General Fund (Fund 101) after all expenditures and encumbrances have been made, estimated at the beginning of the fiscal year in the annual budget ordinance.
(2) “Actual Year-End Fund Balance” means the actual Unencumbered General Fund Carryover Balance for any fiscal year reported after the books have been closed for that fiscal year.
(3) “Estimated Final Balance” means the Finance Director’s monthly estimate of the Actual Year-End Fund Balance produced at any point during the fiscal year, taking into account actual financial (revenue) results and supplemental or amended appropriations made during that fiscal year.
(4) “Current Year Estimated Resources” means anticipated revenue that will be received by the General Fund (Fund 101) in a fiscal year, reported to the Council in the annual budget submission made by the Mayor pursuant to Section 3.04(D) of the City Charter. Tax revenue that is directly deposited to the Capital Improvement Fund, the General Bond Retirement Fund, the Police Pension Fund, the Parks Improvement Fund, the Convention and Visitors Fund, or other funds other than the General Fund, pursuant to Section 133.12
of this Chapter or other ordinances, is not included in Estimated Resources.
(5) “Annual appropriations” means the annual General Fund expenditures authorized by City Council through an annual budget ordinance.
(b) It is the policy of the City to maintain a minimum Unencumbered General Fund Carryover Balance in order to assure financial stability and provide adequate financial reserves capable of preserving City operations in the event of economic stress or unforeseen financial events. The Unencumbered General Fund Carryover Balance shall be established in each annual budget ordinance and shall not be less than twenty-five percent (25%) of Annual Appropriations for that fiscal year.
(c) The Mayor’s annual budget submission made pursuant to Section 3.04
(D) of the Charter will reflect a carryover balance calculated in compliance with the above, unless the Council, upon the Mayor’s recommendation, determines in advance that this policy may be waived for the fiscal year in question. After submission of the budget, the Council may determine on its own to adjust or waive this policy to meet the needs dictated by current financial or economic conditions.
(d) Provided that the Mayor’s annual budget submission reflects compliance with this policy, the portion of the Actual Year-End Fund Balance of the prior fiscal year that exceeds twenty-five percent (25%) may be proposed for appropriation in the annual budget submission, notwithstanding that it may result in a budget in which Annual Appropriations exceed Current Year Estimated Resources. Nothing in this section shall be construed to limit the Council’s authority to amend the Mayor’s annual budget submission prior to adoption.
(e) The Finance Director will report monthly to the Council on the state of revenues and expenditures under the budget, including whether the Estimated Final Balance is consistent with the original budget plan, taking into account actual financial (revenue) results and any supplemental or amended appropriations made during the then-current fiscal year. If the Finance Director reports that the Estimated Fund Balance will not meet the requirements of this Policy, the Council will consider whether to i) waive the policy, or ii) enact immediate revenue enhancements and/or reduction of appropriations in order to bring the City’s revenue and expenditures into conformance with the policy.
(f) The Council’s decision to waive or enforce the policy shall be guided by the nature of the event that causes the financial stress at issue. If a large, unanticipated, one-time expenditure or anomalous revenue failure causes the Estimated Final Balance to fall below 25%, the policy should be waived with the assumption that it will be corrected in the next budget or, if necessary, over a period of years under a plan separately approved by the Council. If the stress is caused by long-term deteriorating economic trends or permanently changed revenue source factors, the Council should act under the policy to preserve the Unencumbered General Fund Carryover Balance, in order to maintain long term financial stability. (Ord. 2016-125. Passed 11-28-16.)
(a) 82% to the General Fund.
(b) 18% to the Capital Improvement Fund.
(Ord. 2020-164. Passed 11-23-20.)
Subject to appropriations, the Finance Department shall consist of the following positions (one permanent full-time position per title, unless otherwise noted):
(b) Assistant Finance Director
(c) Finance/Payroll Administrator
(d) Senior Finance Clerk
(e) Intern (seasonal part-time)
(Ord. 2024-85. Passed 5-20-24.)