The following procedures are prescribed for obtaining materials,
supplies, equipment or services. The same shall be followed, together
with the Village's procurement policies and, where applicable, the
provisions of General Municipal Law § 103.
A. Initiating person.
(1) Any purchases initiated for firematic purposes shall be initiated by the Chief or line officer(s) designated by the Chief in his absence or unavailability, or such persons as otherwise may be designated by the Board of Trustees from time to time, and shall be in accordance with the provisions of §
13-16B through
G hereof.
(2) Any purchases initiated for nonfirematic purposes shall (subject to §
13-15C hereof) be initiated by the President or any executive officer(s) designated by the President in his absence or unavailability, or such persons as otherwise may be designated by the Board of Trustees from time to time, and shall be in accordance with the provisions of §
13-16B through
G hereof.
[Amended 7-28-2011 by L.L. No. 2-2011]
B. Purchase order. Except as provided at §
13-17, all purchases shall be initiated through the submission of a written purchase order to the Village Clerk-Treasurer either directly or through a Trustee serving as a Fire Commissioner. The purchase order must contain the following information:
(2) Purchase order number: must be submitted on prenumbered form.
(3) Vendor's full name, address and telephone number.
(4) Village shipping address.
(5) Terms (unit price, quantity, shipping, installation etc.).
(6) Description sufficient to identify goods, using common name, color,
size, part number (if any), or distinguishing components.
(8) Total (price, quantity etc.).
(9) Documentation that the good(s) sought have been budgeted for.
(10)
Documentation that the Village's procurement policies and General
Municipal Law § 103 have been complied with.
(11)
Signature of initiating person.
C. Approval process. Upon receipt, the purchase order shall be reviewed
by the Board of Trustees for a determination of approval or disapproval
based on the unencumbered balance of appropriated and available funds
in the account indicated and compliance with the Village's procurement
policies or General Municipal Law § 103.
(1) Disapproved purchase orders. Disapproved purchase orders shall be
returned to the initiating person with the reason(s) for disapproval
indicated thereon.
(2) Approved purchase orders. The distribution of the approved purchase
order shall be as follows:
(a)
The original shall be mailed or hand delivered to the vendor
by the Village Clerk-Treasurer, Chief or President.
(b)
The Village Clerk-Treasurer shall retain one copy for her records.
(c)
The Fire Department shall retain one copy for posting in the
purchase order log.
D. Purchase order log. The Chief or President, as the case may be, or such other person as may be designated pursuant to §
13-16A(1) and
(2) hereof shall be responsible for ensuring that each purchase order is recorded in a consecutive numerical purchase order log which shall contain the purchase order number, date, vendor, account charged, dollar value of order, date material received and date payment was made.
E. Voucher. Upon delivery and receipt of goods, the initiating person
shall execute and deliver a voucher indicating that the items on the
purchase order have been received and are of the specified quantity
and price. A copy of the vendor's invoice shall be attached to the
voucher. In the event of partial receipt, a partial voucher may be
submitted to permit partial payment to the vendor for the items actually
received at the time.
F. Change order. A change order is a purchase order which may be used
to amend, correct or cancel any previously issued purchase order.
Change orders shall be initiated by the initiating person by the same
means as a purchase order. The change order shall have included in
the body "Change Order to Purchase Order No._____." Change orders
shall not be used to purchase items which were not contemplated in
the original purchase price (i.e., items dissimilar to the original
order). When completed, the change order shall be distributed in the
same manner as the original purchase order.
G. Emergencies. Under emergency situations in which the operation of
the Fire Department would be immediately and seriously hampered, or
in which life, limb or property may be endangered, or in which the
health or welfare of the general public is seriously threatened, the
Chief or President may authorize the purchase of required items or
services not in excess of $350 (per item, unit and collectively),
if, to the best of his or her knowledge, upon diligent inquiry, the
budget account to be charged has a sufficient encumbered balance for
the amount of the purchase. These purchases may be made directly without
first requiring a purchase order but shall be clearly documented after
the fact in order to support that same was a legitimate purchase in
a bona fide emergency.
[Amended 7-28-2011 by L.L. No. 2-2011]
Pursuant to New York State General Municipal Law § 209-d,
annually on or prior to the receipt of payment(s) from the Town of
Camillus for outside service to the Camillus Fire Protection District,
the Village Board of Trustees shall determine such portion of the
consideration paid under such contract that is for "fire company or
department purposes only." Provided the outside service contract with
the Town of Camillus permits same, the Village Board of Trustees may,
in its sole and independent discretion, authorize up to 35% of such
consideration to be paid to the Fire Company to be utilized for such
purposes only. For purposes hereof, disbursements for "fire company
or department purposes" shall mean disbursements only for the following
expenses, the corresponding number representing the budget line item):
clerks' assistance (0.100) up to $10,000 of such monies for private
secretarial/clerical support assistance in lieu of the Village Clerk
otherwise performing same, laptops (0.24), computer software (0.414),
Internet (0.423), postage (0.4293), office supplies (0.433), telephone
- land lines (0.424), digital cameras (0.440), cell phones (0.477),
building equipment (0.25), gas and electric (0.420), snow removal
(0.422), building cleaning (0.430), cleaning supplies (0.426), exterior
building maintenance (0.427), security (0.428), OCWA (0.4282), interior
building maintenance (0.429), furnace repair contract (0.481), copier
repair (0.482), dues (0.464), fitness (0.466), college fire courses
(0.416), training and seminars (0.44), CPR (0.46), training (0.461),
contractual - Mitson (0.463), EMS training (0.465), E94 refreshments
(0.418), cable (0.42), retainment and recruitment (0.447), fire preventions
(0.478), and bottled water (0.484). Payment for such purposes shall
be subject to the following provisions:
A. The Village's purchasing/procurement policies are complied with prior
to the purchase;
B. The expense and classification thereof falls within a budgeted line
item (general or specific);
C. There are unencumbered funds in such budget line sufficient to cover
the cost thereof;
D. Documentation, including those items required under §
13-16B through
F and evidencing the foregoing (§
13-17A,
B and
C) conditions as satisfied, is delivered to the Village Clerk-Treasurer not later than 25 days following the date of purchase;
E. No such goods or service is paid for in advance of the receipt of
same (including verification that, upon inspection, same conform in
all respects to the purchase contract requirements);
F. All such documentation and further documentation as may be required
by the auditors shall be timely delivered and in substance and form
adequate for any audit required by the Village or under the fire protection
contract with the Town of Camillus;
G. In relation to the appropriation under (0.100) above for private
secretarial/clerical support assistance, no such funds shall be expended
in compensating (either as employee or independent contractor) any
person serving on the Town of Camillus Board, Village of Camillus
Board or other department head or policy-making position with the
Town or Village. This prohibition shall not, however, preclude any
member or officer of the Village of Camillus Fire Department not otherwise
prohibited from serving in such position; and
H. All Fire Department expenditures of funds appropriated by the Village
should be from a single depository account requiring the signatures
of two unrelated (by blood or marriage) officers or other officer-designated
persons of the Department for any check or other payment written therefrom.
Pursuant to New York State General Municipal Law § 6-c
the Village Board of Trustees may from time to time by resolution
establish a Capital Reserve Fund whereby any budgeted amounts and
unexpended fund surpluses from the prior year Fire Department budget
each year may be allocated to a fund dedicated to the acquisition,
construction or reconstruction of certain capital improvements. Provided
such Capital Reserve Fund is in full force and effect, any budgeted
amounts and unexpended fund surplus moneys from the prior year's Fire
District budget shall be deposited in such Capital Reserve Fund and
any Repair Reserve Fund established by the Village Board of Trustees;
the allocation of such surplus funds as between the Capital Reserve
and Repair Reserve Funds shall be as determined by the Board of Trustees
following consultation with the Fire Department. Appropriations from
such Capital Reserve Fund shall, as required by law, be by duly adopted
resolution of the Board of Trustees and subject to permissive referendum.
Pursuant to New York State General Municipal Law § 6-d
the Village Board of Trustees may from time to time by resolution
establish a Repair Reserve Fund whereby any budgeted amounts and unexpended
fund surpluses from the prior year Fire Department budget each year
may be allocated to a fund dedicated to the repair of capital improvements
or equipment, if such repairs are of a type that does not occur on
an annual or shorter-interval basis. Provided such Repair Reserve
Fund is in full force and effect, unexpended fund surplus moneys from
the prior year Fire District budget shall be deposited in such Repair
Reserve Fund and any Capital Reserve Fund established by the Village
Board of Trustees; the allocation of such surplus funds as between
the Capital Reserve and Repair Reserve Funds shall be as determined
by the Board of Trustees following consultation with the Fire Department.
Appropriations from such Repair Reserve Fund, including to any Capital
Reserve Fund, shall, as required by law, be by duly adopted resolution
of the Board of Trustees and following a public hearing.