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:[1]
(1) 
Date.
(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.
(7) 
Account charged.
(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.
[1]
Editor's Note: Amended in conjunction with changes made 7-28-2011 by L.L. No. 2-2011.
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.[2]
[2]
Editor's Note: Former Subsections H, Fire Department managed purchasing/procurement, and I, Procedures to be established, which immediately followed this subsection, were repealed 7-28-2011 by L.L. No. 2-2011.
[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.