The purchase order procedure for the Village shall be as follows:
(a) Each committee chairperson shall receive from the Village Clerk-Treasurer a purchase order requisition packet(s).
(b) Every purchase order shall contain all of the following:
(1) Name of vendor;
(2) Address of vendor;
(3) Phone number of vendor;
(4) Actual or estimated amount of purchase or service;
(5) Signature of the chairperson making the request.
(c) Prior to the purchase, the white copy of the purchase order shall be delivered to the finance chair person, whereupon a purchase order number will be assigned to the request by the Clerk- Treasurer. Phone requests for a purchase order number will be granted only if the chairperson made a good faith effort to personally locate the Clerk-Treasurer to obtain a number. The committee chairperson shall retain the yellow copy of the requisition.
(d) The chairperson shall notify the Clerk-Treasurer of the exact dollar amount of the purchase or service within 48 hours of the purchase order number.
(e) All invoices must be turned in to the Clerk-Treasurer no later than the Friday before the scheduled Council meeting. Any invoice submitted after said Friday will not be paid until the following month.
(Res. 1999-13. Passed 6-15-99.)