(A) The following employees or officers have been designated as purchasing officers empowered to purchase or contract against budget appropriation accounts:
(1) Town Clerk;
(2) Town Treasurer; and
(3) Town Administrator.
(B) (1) The officer or employee receiving satisfactory delivery of merchandise or contract services shall acknowledge such fact by signing the invoice or delivery ticket if applicable, must then be verified by the authorized purchasing officer as to quantities, services and prices.
(2) If correct, the invoice must then be signed by the authorized purchasing officer and coded with the fund(s) and budget line item(s) to be charged.
(C) The Town Treasurer shall review all invoices for proper signatures and appropriateness of fund(s) and budget line item(s) to be charged. Upon acceptance of the invoices, the Town Treasurer shall prepare checks in payment of the invoices and shall cancel each invoice as its check is prepared. Invoices shall be cancelled by noting on the invoice the date paid, the check number used to pay the invoice and the amount paid with the check.
(D) The invoices and checks shall be presented to at least one other authorized check signer who shall compare the checks to the invoices and verify their accuracy. Upon verification, such other authorized check signer and the Town Clerk shall sign the checks and prepare them for distribution. The Town Treasurer shall then record the checks in the appropriate cash disbursements journals and shall prepare a check register. The check register shall list in check number order the check date, check number, vendor and check amount.
(E) For all purchases of goods and services (other than payroll and related) over $1,000, purchase orders or contracts shall be prepared and approved, in writing, by a designated purchasing officer prior to the time the purchase commitment is made.
(F) For all purchases of goods and services over $5,000, purchase orders or contracts shall be prepared and approved by the governing body prior to the time the commitment is made, and such approval shall be recorded in the minutes of the governing body. Additionally, the Town Treasurer shall immediately determine that there exists available unencumbered appropriation in the accounts to be charged, and such determination shall also be recorded in the minutes. Should appropriation not be available for the proposed purchase or commitment, the purchase or commitment shall not proceed until necessary budget amendments are authorized.
(Ord. 95-11-1, passed 11-7-1995)