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Every undertaking of the City involving the expenditure of City money shall be in writing, in the form of a purchase order or a contract as may be appropriate, and no officer or employee of the City shall have authority to enter into any oral agreement involving the expenditure of money. The City Manager shall sign all contracts on behalf of the City and he and the Director of Finance shall sign all purchase orders. The Director shall attach to each contract a certificate signed by the Director, and there shall be attached to or included in each purchase order a certificate of the Director that the estimated amount of money required to meet the obligation of the City by such contract or purchase order has been lawfully appropriated and in the proper fund or in the process of collection to the credit of the fund involved, free from any prior encumbrance. In the case of a contract to continue beyond the current fiscal year and to involve expenditures of money in future years, the Director shall only certify as to the money estimated to be paid by the City thereunder during the current fiscal year.
(Ord. 1419. Passed 6-18-62.)
Prior to the issuance of the City's warrant in payment of a bill, the Director of Finance shall require invoices to be submitted to him by the vendors and shall further require that the head of the department of division of the City concerned shall submit to the Director a copy of the purchase order certified to the effect that the goods or services for which the purchase order and invoice are rendered have been delivered or performed in the manner, quantity and quality specified, prior to the issuance of the City's warrant in payment thereof, whereupon the City's warrant shall be promptly issued in payment.
(Ord. 1419. Passed 6-18-62.)
Payrolls shall be submitted to the City Manager for approval, and upon approval the Director of Finance shall issue his warrants in payment thereof when due. It shall not be necessary for the Director to encumber in advance or to certify as to the availability of funds appropriated for personal services except those obtained on a contractual basis, provided that upon issuance of such warrants the Director shall immediately cause the appropriate funds to be encumbered to the extent of the warrants issued.
(Ord. 1419. Passed 6-18-62.)
Prior to the making of partial or final payments on contracts, the City Manager and the City Engineer shall certify that the conditions of the contract for which the payment is to be made have been complied with. In the case of partial payments, such payments shall be made on estimates of the amount and value of the work accomplished; the certificates or estimates shall include only the amount and value of the work accomplished and materials used since any preceding estimate; such certificates or estimates shall further indicate that a greater portion of the contract has been performed by the contracting party, than that which is represented by the requested partial payment, in addition to any preceding partial payments. Upon receiving such certificates, estimates or invoices, properly certified, the Director of Finance shall then issue warrants in payment.
(Ord. 1419. Passed 6-18-62.)
The City Manager and the Finance Director are hereby authorized and directed to readjust the appropriated items in various funds by taking from a subdivision over- provided for in a fund, and transferring a necessary amount to a subdivision of the same fund under-provided for, but such adjustment shall not increase the total amount appropriated for the General Fund or any other fund.
(Res. 1654. Passed 9-19-83.)
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