[Adopted 5-21-2001 by Ord. No. 2001-01 as Title 3, Ch. 1 of the 2001 Code
A.
Departmental estimates. Annually, at a time specified
by the Mayor, each officer, department, board and committee shall
file with the City Administrator an itemized statement of disbursements
made to carry out the powers and duties of such officer, department,
board or committee during the preceding fiscal year, and a detailed
statement of the receipts and disbursements on account of any special
fund under the supervision of such officer, department, board or committee
during such year, and of the conditions and management of such fund;
also detailed estimates of the same matters for the current fiscal
year and for the ensuing fiscal year. Such statements shall be presented
in the form prescribed by the City and shall be designated as "Departmental
Estimates" and shall be as nearly uniform as possible for the main
division of all departments.
B.
C.
Proposed budget. On or before November 1, the City
Council shall prepare and submit for consideration a proposed budget
presenting a financial plan for conducting the affairs of the City
for the ensuing calendar year. The budget shall including the following
information:
(1)
The expense of conducting each department and activity
of the City for the ensuing fiscal year and last preceding fiscal
year, with reasons provided for increase and decrease recommended
as compared with appropriations for the current year.
(2)
An itemization of all anticipated income from the
City from sources other than general property taxes and bonds issued,
with a comparative statement of the amounts received by the City from
each of the same or similar sources for the last preceding and current
fiscal year.
(3)
An estimate of the amount of money to be raised from
general property taxes which, with income from other sources, will
be necessary to meet the proposed expenditures.
(4)
Such other information as may be required by the City
Council and by state law.
D.
Copies of budget. The City Administrator shall provide
a reasonable number of copies of the budget summary thus prepared
for distribution to citizens. The entire fiscal budget shall be available
for public inspection in the office of the City Administrator during
regular office hours.
E.
Hearing.
(1)
The City Administrator shall submit to the Council
at the time the annual budget is submitted the draft of an appropriation
resolution providing for the expenditures proposed for the ensuing
fiscal year. Upon the submission of the proposed appropriation resolution
to the Council, it shall be deemed to have been regularly introduced
therein.
(2)
A summary of such budget and notice of the time and
place where such budget in detail is available for public inspection
and notice of the time and place for holding the public hearing thereof
shall be published in the official newspaper of the City at least
15 days prior to the time of such public hearing.
(3)
Not less than 15 days after the publication of the
proposed budget and the notice of hearing thereof, the public hearing
shall be held at the time and place stipulated, at which time any
resident or taxpayer of the City shall have an opportunity to be heard
on the proposed budget. The budget hearing may be adjourned from time
to time.
(4)
A majority vote of the City Council is required to
adopt the proposed budget, and a vote of 3/4 of the Council is necessary
to adopt the appropriations budget.
The Council may at any time, by a two-thirds
vote of the entire membership, transfer any portion of an unencumbered
balance of an appropriation to any other purpose or object. Notice
of such transfer shall be given by publication within 10 days thereafter
in the official newspaper of the City.
No money shall be drawn from the treasury of the City, nor shall any obligation for the expenditure of money be incurred, except in pursuance of the annual appropriation in the adopted budget or when changed as authorized by § 55-3 of this article. At the close of each fiscal year, any unencumbered balance of an appropriation shall revert to the general fund and shall be subject to reappropriation, but appropriations may be made by the City Council, to be paid out of the income of the current year, in furtherance of improvements or other objects or works which will not be completed within such year, and any such appropriation shall continue in force until the purpose for which it was made shall have been accomplished or abandoned.
The calendar year shall be the fiscal year.[1]
A.
Payment of claims.
(1)
Payment of claims hereunder may be made from the City
treasury after the Administrator audits and approves each claim as
a proper charge against the treasury and endorses his or her approval
on the claim after having determined that the following conditions
have been complied with:
(a)
Funds are available therefor pursuant to the
budget approved by the City Council.
(b)
The item or service covered by such claim has
been duly authorized by the proper official, department head or board
or commission.
(c)
The item or service has been actually supplied
or rendered in conformity with such authorization.
(d)
The claim is just and valid pursuant to law.
(2)
The
Administrator has the authority to pay routine claims (routine meaning
four times or more per year), such as utility bills up to $2,500,
without Council approval, provided that the second signatory also
signs such checks.
(3)
The Administrator may require the submission of such
proof and evidence to support the foregoing as in his/her discretion
he/she may deem necessary. The Administrator also has the right to
request Council approval on any claim.
In lieu of the personal signatures of the Mayor
and Administrator, there may be affixed on order checks the facsimile
signatures of such persons adopted by them and approved by the City
Council, but the use of the facsimile signature shall not relieve
such official from any liability to which he/she is otherwise subject,
including the unauthorized use thereof.
A.
The City Administrator or his/her deputies shall not
receive any money into the treasury from any source except on account
of taxes levied and collected during the fiscal year for which he/she
or they may then be serving without giving a receipt therefor in the
manner specified by the City Council.
B.
Upon the payment of any money (except for taxes as
herein provided), the City Administrator or his/her deputies shall
make out a receipt in duplicate for the money so received. The Administrator
or his/her deputies shall charge the amount thereof to the treasury
and credit the proper account. The payment of the money to any receiving
agent of the City or to the City shall be safeguarded in such manner
as the City Council shall direct.
The City Administrator and his/her deputies
are authorized to prepare a statement of real property status form
to be used to provide information often requested for transfers of
real property, such as the amount of outstanding special assessments,
deferred assessments, changes in assessments, amount of taxes, outstanding
water and sewer bills, current water and sewer bills, pending citations
regarding building and health codes, and similar information. Any
such information sought shall be provided to the person requesting
it on said form. A minimum of one business day is required for preparation
of a statement of real property status. There shall be a fee as set
by the City Council for compiling such information, plus an additional
fee as set by the City Council for facsimile transmissions.[1] In providing this service, the City of Weyauwega and its
officials assume no liability for such service nor is any warranty
intended or implied.
Billings by the City may be paid within 30 days
after billing without interest. Thereafter, interest may be charged
at the rate of 1 1/2% per month or any fraction thereof, until the
following 15th day of November. Bills not paid on or before the 15th
day of November shall have added to the total amount due 1 1/2% of
said charges and shall be entered on the tax roll as a special charge
and become a lien upon real estate.
A firm of certified public accountants shall
be employed each year by the City, subject to the confirmation of
the City Council, to conduct a detailed audit of the City's financial
transactions and its books and to assist the City Administrator in
the management of the City's financial affairs, including the City's
public utilities. These auditors shall be employed on a calendar year
basis. The books audited may, in addition to the City financial records
of the office of the City Administrator, include the City Administrator's
books, the City's public utilities, Police Department records, and
any other books of any boards, commissions, officers or employees
of the City handling City moneys.
No agent of the City of Weyauwega having authority
to employ labor or to purchase materials, supplies or any other commodities
may bind the City or incur any indebtedness for which the City may
become liable without approval of the Council. Each such employment
or purchase order shall be drawn against a specific appropriation,
the money for which shall be available in the City treasury and not
subject to any prior labor claims or material purchase orders at the
time when such employment is negotiated or purchase order drawn. The
City Administrator shall keep a record of such employment and purchase
orders and shall charge them against the proper appropriation.
A.
FORMAL BID
INFORMAL QUOTATION
VERBAL QUOTATION FORM
Definitions. As used in this section, the following
terms shall have the meanings indicated:
The formal bid procedure is used for purchasing goods and
services in an amount over $10,000 and in some instances in amounts
less than this amount. The formal bid procedure requires a legal public
notice and contains detailed, written specifications regarding the
goods and services to be purchased and a number of specific conditions
associated with the purchase.
A written request for quotation sent to vendors. The informal
quotation is used for the purchase of goods and services in an amount
of $10,000 or less.
The City may solicit verbal quotations on items the City
purchases which are $10,000 or less. The results of the verbal quotations
are recorded on a memorandum of verbal quotation form.
B.
Bid solicitation.
(1)
Competitive bids or quotations may be obtained before contracting to purchase articles, goods, wares, material, services or merchandise which amounts in bulk to more than $1,000. Purchases up to $1,000 may be made by either telephone quotations, informal written quotations or formal bid. Purchases from $1,000 to and including $10,000 may be made by written quotation, telephone quotation or formal bid. Purchases over $10,000, pursuant to Subsection A above, shall be made by formal bid unless exempted from it by action of the City Council (required for public works construction bids over $10,000).
(2)
Verbal quotations for goods and services shall be
secured from at least two qualified vendors and the results of the
quotations shall be recorded on the memorandum of verbal quotation
form and signed by the person receiving the quotations.
(3)
Informal requests for written quotations shall be
solicited from at least three qualified bidders on the request for
quotation form. All written requests for quotations shall be issued
by the City Administrator or pertinent department head and returned
to and analyzed by the City Administrator or pertinent department
head. Informal requests for written quotations may also be solicited
by telephone. Vendors shall be given a reasonable time to respond
to the request for an informal, written quotation and shall be given
clear, concise specifications and informal bidding instructions to
facilitate competitive bidding.
(4)
When a formal bid is required or deemed to be in the
best interests of the City, the bidding procedure shall follow the
legal requirements associated with a Class 1 notice under state statute
and the procedures normally associated with the formal bid proposal.
(5)
The formal bid proposal will contain at least the
following information:
(a)
The bid number.
(b)
A detailed description of the goods and services
required, including enough information about the items or services
required so that more than one vendor can meet the specifications.
(c)
The time, date and place the bids will be opened.
(d)
The address to which the bids shall be mailed
or delivered. Instructions to bidders shall include such information
as delivery dates, transportation charges, proposal prices, conditions
for guaranteeing the proposal, payment terms, right of rejection of
proposals, right to reject merchandise, insurance requirements, alternative
proposal consideration, tax information, and other appropriate information
regarding the awarding and execution of the contract and contract
considerations.
(e)
The bid proposal shall also include a section
on special provisions, including guarantees and service considerations,
trade-in considerations, and other information relating to special
conditions.
(6)
Specifications for all items purchased shall be developed
with the full involvement and participation of the using departments.
However, the City Administrator shall ensure that the specifications
are sufficiently broad enough that competition in the bidding process
is preserved.
C.
Blanket purchase orders.
(1)
Upon authorization by the City Council, the pertinent
department head may issue blanket purchase orders to those few merchants
from whom many repetitive purchases are made as supplies are required.
(2)
The City Council shall determine the need to use a
blanket purchase order procedure.
(3)
The bidding procedure for blanket purchase orders
may follow the procedures used for other goods and services.
(4)
After a vendor has been selected, the using department
or departments shall use the same purchase order number on all purchases
made under the blanket purchase order. The City Council shall authorize
the individual or individuals who shall have the authority to sign
for purchases under the blanket purchase order procedure.[1]
A.
Pursuant to the authority of § 74.47(2),
Wis. Stats., the City hereby imposes a penalty of 0.5% per month or
fraction of a month, in addition to the interest prescribed by § 74.47(1),
Wis. Stats., on all overdue or delinquent general property taxes,
special assessments, special charges and special taxes retained for
collection by the City or eventually charged back to the City by the
county for purposes of collection under § 74.42, Wis. Stats.
B.
This penalty of 0.5% per month or fraction of a month
shall apply to any general property taxes, special assessments, special
charges and special taxes which are overdue or delinquent.
A.
Purpose. Cash and investments generally represent
the largest asset on the City's balance sheet, and the City frequently
has cash available for short-term, intermediate and long-term investments.
Therefore, it is important that the City establish a policy to ensure
continuous prudent investment of available City funds. It is in the
interest of the City of Weyauwega to adopt a policy to ensure continuous
prudent deposits and investments of available City funds. The City
Council of the City of Weyauwega establishes the following policies
in the public interest for the deposit and investment of available
City funds.
B.
Public depositories.
(1)
Depositories. The City Council shall, by ordinance
or resolution, designate one or more public depositories, organized
and doing business under the laws of this state or federal law and
located in Wisconsin, in which the City Administrator shall deposit
all public moneys received by him/her.
(2)
Limitations. The resolution or ordinance designating
one or more public depositories shall specify whether the moneys shall
be maintained in time deposits subject to the limitations of § 66.0603(1m),
Wis. Stats., demand deposits or savings deposits and whether a surety
bond or other security shall be required to be furnished under § 34.07,
Wis. Stats., by the public depository to secure the repayment of such
deposits. Not more than $500,000 shall be deposited in any one public
depository, unless specifically authorized by the City Council; the
State Local Government Investment Pool shall be exempt from this requirement.
(3)
Deposits. The City Administrator shall deposit public
moneys in the name of the City of Weyauwega in such public depositories
designated by the City Council and subject to the limitations hereinabove
set forth.
(4)
Withdrawals. Withdrawals or disbursements by the City
Administrator of moneys deposited in a public depository shall be
made as provided by § 66.0607, Wis. Stats. The City Administrator
is authorized, at her/his discretion, to process periodic payments
through the use of money transfer techniques as set forth in § 66.0607,
Wis. Stats.
C.
Investments.
(1)
Management. Subject to the provisions of this policy,
the City Administrator shall have control of and discretion in the
investment of all City funds that are not immediately needed and are
available for investment.
(2)
Intent. It is the intent of the City Council that
the City Administrator utilize a wise and prudent cash management
system within the level of her/his expertise in such a manner to ensure
maximum investment earnings while at the same time being able to respond
promptly to authorized expenditures. Safety, liquidity and yield will
be the prime requisites for the investment of City funds.
(3)
Scope. This policy is limited in its application to
funds which are not immediately needed and are available for investment.
Other funds, the investment of which is subject to special federal
and/or state laws and regulations, shall be invested in accordance
with such laws and regulations to the extent they may be inconsistent
with the provisions of this policy.
(4)
Responsibility. In exercising her/his investment responsibilities,
the City Administrator shall exercise the care, skill, prudence and
diligence under the circumstances then prevailing that a prudent person
acting in a similar capacity, having the same resources, and familiar
with like matters in the management of a similar activity, with a
like purpose, would exercise.[1]
D.
Investment factors. The City Administrator is authorized
and directed to utilize investment options as set forth within these
guidelines, and the City Administrator shall take into consideration
the following factors which are listed in order of priority to the
investment decision:
(1)
Certificates of deposit. City funds may be invested
in certificates of deposit maturing within one year or less from the
date of investment issued by any banks, savings and loan associations
or credit unions which are authorized to transact business in the
State of Wisconsin. The financial institutions must have been designated
as a public depository of the City by resolution or ordinance of the
City Council.
(2)
Government bonds and securities. City funds may be
invested in United States government bonds or securities which are
direct obligations of or guaranteed as to principal and interest by
the federal government and bonds or securities which are obligations
of any agency, commission, board or other instrumentality of the federal
government, where principal and interest are guaranteed by the federal
government. The securities must be purchased through financial institutions
authorized to conduct business in the State of Wisconsin and placed
in safekeeping in a segregated account in the City's name at any designated
public depository or approved financial institution.
(3)
Government investment pool. City funds may be invested
in the Wisconsin Local Government Investment Pool Fund without restriction
as to the amount of deposit or collateralization.
(4)
Repurchase agreements. City funds may be invested
in repurchase agreements, in financial institutions authorized to
conduct business in the State of Wisconsin. Repurchase agreements
can only be made in securities which are direct obligations of or
guaranteed as to principal and interest by the federal government
and securities which are obligations of an agency, commission, board
or other instrumentality of the federal government, where principal
and interest are guaranteed by the federal government. Securities
purchased by a repurchase agreement must be placed in safekeeping
in a segregated account in the City's name at any designated public
depository or approved financial institution.
(5)
Wisconsin Investment Trust. City funds may be invested
in the Wisconsin Investment Trust without restrictions as to the amount
of deposit or collateralization.
(6)
Savings deposit. City funds may be temporarily invested
in savings deposits.
(7)
Securities. The City Administrator may invest in private
securities which are senior to, or on a parity with, a security of
the same issuer which is rated highest or second highest by Moody's
Investors Service, Standard & Poor's Corporation or other similar
nationally recognized rating agency.
E.
Safety.
(1)
In order to safeguard investments and deposits, the
City shall acquire of each public depository its annual financial
statements and evaluate such statements as to the financial soundness
of the depository. Also to be reviewed is other pertinent financial
information filed with regulatory agencies.
(2)
The City shall require, when investing in repurchase
agreements, that collateral be pledged by the depository in an amount
equal to or greater than the amount of the repurchase agreements the
City has with such depository. In excess of FDIC coverage, the collateral
shall be direct obligations of the United States, or of its agencies
if the payment of principal and interest is guaranteed by the federal
government, or obligations of the State of Wisconsin or of the City
of Weyauwega. Evidence of such collateral shall be provided by the
depository.
(3)
Consideration shall also be given to the total amount
of existing City funds which are already in such depository and/or
the capacity of the depository to handle the size of the deposit or
investment, with consideration of federal depository insurance and
State of Wisconsin guarantee fund requirements.
F.
G.
Yield.
(1)
Yield shall be the final determining factor of the
investment decision.
(2)
Bids shall be required of all investments that exceed
both $100,000 and a thirty-day or longer maturity date. A minimum
of three bids from the City's public depository list shall be acquired.
Exceptions to the bid process include only the purchase of obligations
of the United States Treasury and deposits in the Wisconsin Local
Government Investment Pool, which shall be registered in the City's
name.
H.
Liability; definitions; conflicts.
(1)
Liability. Notwithstanding any other provision of
law, the City Administrator who deposits public moneys in any public
depository, in compliance with § 34.05, Wis. Stats., is,
under the provisions of § 34.06, Wis. Stats., relieved of
any liability for any loss of public moneys which results from the
failure of any public depository to repay to the public depositor
the full amount of its deposits, thus causing a loss as defined in
§ 34.01(2), Wis. Stats.
(2)
Definitions. Words or phrases shall, insofar as applicable,
have the meaning set forth in § 34.01, Wis. Stats., as amended.
(3)
Conflicts. This section is enacted in accordance with
the provisions of Ch. 34 and § 66.0603, Wis. Stats. In case
of conflict, the state laws shall prevail.
A.
Financial institutions require property tax payers
to escrow funds to pay annual property taxes. Financial institutions
are required to pay out the full escrow account to the property tax
payer and the taxing municipality. The escrow amount is an estimate
of the anticipated taxes in any year, but the escrow check frequently
is in excess of the actual property tax amount.
B.
It is the policy of the City of Weyauwega to grant
the City Administrator authorization to issue a check in excess of
the amount escrowed by a taxpayer and paid to the City within 15 days
after the excess amount is paid to the City of Weyauwega.
