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The Mayor is authorized to determine the obsolescence of the various digital and electronic devices owned and used by the City, and to declare such obsolete digital and electronic devices no longer needed for any municipal purpose. Upon such a declaration, the Mayor is authorized to a) trade in such devices for fair market value simultaneously with the purchase of new equipment, b) sell such devices after an informal canvass of available buyers, to the buyer offering the best terms, or c) sell the devices in an online auction established pursuant to Section 721.15(D) of the Ohio Revised Code. To the extent the Mayor determines such devices have no value, the Mayor may dispose of or recycle such devices without first offering them for sale. Each trade-in, sale, disposal or recycling of devices shall be conducted in a manner ensuring the non-disclosure of confidential or personally-identifiable information. Each declaration made under the authority of this section will be filed with the Clerk of Council not later than twenty-one (21) days prior to such sale, disposal or recycling. For the purposes of this section, “digital and electronic devices” includes wired telephones, cellular telephones, cameras, mobile data terminals, radios, other handheld wireless communications or navigation devices, modems, personal computers, digital storage media and other computer peripheral devices, monitors, printers, copiers and fax machines. This section does not authorize the trade-in, sale, disposal or recycling of any device with an estimated value in excess of one thousand dollars ($1,000.00). (Ord. 2017-19. Passed 2-13-17.)
There shall be a charge for all bad checks received by the City. The charge will be the cost imposed by the bank plus ten dollars ($10.00). See Section 149.17.
(Ord. 2005-61. Passed 4-25-08.)
(a) No purchase or contract in excess of twenty thousand dollars ($20,000) shall be made or entered into unless approved by City Council at a regular or special Council meeting; purchases below twenty thousand dollars ($20,000) may be ap-proved by motion of Finance Committee of Council unless otherwise provided in this Section 133.05. Contracts in excess of five thousand dollars ($5,000) shall be en-tered into based upon three or more written quotes presented to City Council.
(b) Any purchase or contract in excess of five thousand dollars ($5,000) and below twenty thousand dollars ($20,000) not otherwise approved by Council or Finance Committee shall be required to be approved by the Board of Control based upon three or more written quotes presented to the City. The Board of Control may reject all quotes.
(c) These restrictions do not apply to purchases up to twenty thousand dollars ($20,000) at any sale controlled by the State of Ohio or Federal government.
(d) The City shall not be obligated to bid for services or products of a pro-fessional service nature, sole provider companies, or products purchases off a coop-erative government purchasing group bid, State of Ohio bids, or in other cases ex-empted by state law.
(e) A Department Head may purchase or enter into any contract for the purchase of goods or services (excluding personal services) for his or her Depart-ment, where the expenditure is within the unencumbered limits of a budget line item within the current calendar year appropriation for such Department, and where the expenditure is to be paid in that calendar year and does not exceed five thousand dollars ($5,000.00).
(f) A member of Council may enter into a contract for the purchase of a seminar, training session, and related expenses, where the expenditure is within the unencumbered limits of his or her portion of Line Item 101.71.5241, Schooling Council, as established in the annual appropriation of Council, within the current cal-endar year, and where the expenditure is to be paid in that calendar year.
(g) Notwithstanding and as an exception to the foregoing, in the event of a real and present emergency where critical road or utility infrastructure, City vehicles or building systems require immediate repairs, or in the event of an imminent or on-going public health emergency, the Mayor may enter into contract for such repairs, to stabilize an affected building pending future repairs, or to provide for abatement of a public health emergency, without approval of Council or the Board of Control. Prior to entering into such contract, the Mayor shall provide a written declaration of the emergency to the Clerk of Council, with estimated or actual cost information to be provided within ten (10) days thereafter. All such contracts will be subject to available or future appropriations. No such contract shall exceed $30,000. (Ord. 2021-154. Passed 10-25-21.)
(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.)
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