[Adopted 7-13-2020 by Ord. No. 200713-1[1]]
[1]
Editor's Note: This article derives from Ch. 16 of the former
Municipal Code, amended 8-13-2001, 1-1-2003, 10-10-2005 and 8-27-2012.
For the purposes of this article, all departments and any programs,
projects and expenditures in which there are Village of Fox Crossing
monies being utilized shall adhere to the requirements of this article.
For the purpose of this article, the following terms, phrases,
words and their derivatives shall have the meaning given herein. When
not consistent with the context, words used in the present tense include
the future, words in the plural include the singular number, and words
in the singular include the plural. The words "will" and "shall" are
always mandatory and not merely directory.
Any single purchase consisting of multiple identical items.
Any corporation, partnership, individual, sole proprietorship,
joint stock company, joint venture or any other legal entity.
Bills and vouchers submitted to the Village for payment for
services or items received by the Village.
Any type of Village agreement, regardless of what it may
be called, for the purchase or disposal of supplies, services, or
construction. It includes contracts of a fixed price, cost, cost plus
a fixed fee, or incentive type; contracts providing for the issuance
of job or task orders; leases; letter contract; and purchase orders.
It also includes supplemental agreements with respect to any of the
above.
Any person or business having a contract with the governmental
body.
Procurement conducted by, or on behalf of, more than one
public procurement unit.
A duly authorized representative.
A situation, or set of circumstances, where the continued
performance of Village services, such as fire protection, snowplowing,
police protection, etc., or the immediate safety needs of Village
employees, residents, or property owners requires an immediate purchase.
Any individual receiving compensation from the Village, whether
elected or not.
A business located within the Village of Fox Crossing borders.
The buying, purchasing, renting, leasing, or otherwise obtaining
of any supplies, services or construction. It also includes all functions
that pertain to the obtaining of any supply, service, or construction,
including description of requirements, selection and solicitation
of sources, preparation and award of contract and all phases of contract
administration.
A "budget program" is a group of related activities for which
the funding sources are substantially similar.
A contract for the construction, execution, repair, remodeling
or improvement of any public work or building or for the furnishing
of materials or supplies, with an estimated cost greater than $5,000
(per § 62.15, Wis. Stats.).
The Village Manager is hereby designated the Purchasing Agent,
hereinafter "Agent," for the Village. The Agent may delegate authority
to any department head of the Village of Fox Crossing for the preparation
of specifications and/or the obtaining of bids and quotations as may
be required.
All documents, including those attached or incorporated by
reference, utilized for soliciting proposals.
A person who, in the judgment of the Village Board, is financially
responsible and has the capacity and competence to faithfully and
responsibly comply with the terms of the public contract.
Per § 62.15, Wis. Stats., a person who has submitted
a bid which conforms in all material respects to the invitation for
bids.
The furnishing of labor, time or effort by a contractor,
not involving the delivery of a specific end product other than reports
which are merely incidental to the required performance. This term
includes professional services, but it does not include employment
agreements or collective bargaining agreements.
Any description of the physical or functional characteristics,
or of the nature of, a supply, service, or construction item. It may
include a description of any requirement for inspection, testing,
or preparing a supply, service, or construction item for delivery.
All property, including but not limited to equipment, parts,
materials, printing, insurance, and leases on real and personal property,
excluding land or a permanent interest in land.
The total cost, including all associated costs, such as delivery
and employee costs.
Any department, commission, board, or committee of the Village.
Any department, commission, board or committee of the Village
of Fox Crossing, a corporate politic of the State of Wisconsin.
A.
All fees, costs, fines, taxes, or other financial exchanges necessitated
in the regular course of Village business shall take place at the
Municipal Complex at the Village of Fox Crossing, located at 2000
Municipal Drive, Neenah, WI 54956 or at the premises of lending institutions
designated by the Village of Fox Crossing as recipients for said funds.
B.
All municipal assets are for municipal purposes only, with the exception
of public access to Village of Fox Crossing Municipal Offices located
at 2000 Municipal Drive, Neenah, Fire Station No. 40 located at 1326
Cold Spring Road, Neenah, WI 54956, the Community Center building
at 1000 Valley Road, Fox Crossing, WI 54952 and all park pavilions
located on park properties.
A.
Tax roll. The Treasurer shall process the tax roll pursuant to § 70.65,
Wis. Stats.
B.
Pursuant to § 70.67(2), Wis. Stats., the Village hereby
states that the Treasurer is exempt from giving the bond specified
in this section. The Village hereby obligates itself to pay, in case
its Treasurer fails to do so, all state and county taxes which the
Village Treasurer is required to pay the County Treasurer. A certified
copy of this section shall be filed with the County Treasurer by the
Village Clerk.
A.
Claims to be certified. Prior to submission of any account, demand
or claim to the Village Board for approval of payment, the Village
Director of Finance shall certify that the following conditions have
been met:
B.
C.
Special processing of claims.
(1)
Many times due to the timing of Village Board meetings, claims may
need to be settled prior to the next Village Board meeting. Additionally,
many of the below-listed items are routine in nature, such as an electric
bill. Due to these facts, the Finance Department is authorized to
issue checks for the below-listed items. The Village Board shall be
provided with a list of the claims that were special-processed at
its next regularly scheduled Village Board meeting.
(a)
Bond payments.
(b)
Court-related payments.
(c)
Debt service payments.
(d)
Escrow releases.
(e)
Mobile home and hotel/motel tax payments.
(f)
Payroll/payroll liabilities.
(g)
Postage.
(h)
Refunds.
(i)
Sewage treatment plant expenses.
(j)
Tax liabilities, including settlements.
(k)
Utility bills (ex. telephone, electric, water, etc).
(l)
Insurance payments, such as workers' compensation or property
insurance.
(m)
Miscellaneous purchases, $0 to $1,000 approved by the Director
of Finance, $1,000 to $5,000 approved by the Manager, and $5,000 to
$10,000 approved by the President.
(n)
Emergency purchases.
(2)
When a verified emergency expenditure occurs which is declared by
the Village President, the Manager has authorization to approve cash
disbursements up to $100,000. The Manager shall require written explanation/justification
from the affected department head(s). The Director of Finance shall
provide a list of such disbursements to the Village Board, along with
the regular bills list, for the next regularly scheduled Village Board
meeting.
(3)
All tax refunds shall be special-processed within 10 business days
after the amount is collected by the Village of Fox Crossing.
D.
Timely processing. Since the processing of claims needs to occur
within the vendor's requirements to not incur penalty or interest
on the outstanding claim, the Finance Department is authorized to
process the necessary checks to ensure the Village does not incur
finance charges on Village accounts or to take advantage of discounts.
The Finance Department shall be required to submit a listing of all
bills paid in this manner at the next Village Board meeting. The amount
of the claims processed shall not be limited to the above dollar amounts.
E.
Method of incurring claims. All actions which result in the appropriation
of money or creating a charge against the Village, unless previously
authorized by the Board through the budget process, including any
claim that exceeds the budgeted amount, shall require a two-thirds
vote of the entire membership of the Board. Additionally, all actions
which result in a cost to the Village shall be discussed with the
initial action and need to meet the aforementioned requirements. The
action taken needs to incorporate the necessary budget transfer/amendment
in the resolution appropriating the funds/charge.
A.
Village Board to prepare budget. On or before 14 days prior to the
annual Village budget hearing each year, the Village Board, with the
assistance of the Village Manager and Director of Finance, shall prepare
and submit a proposed budget presenting a financial plan for conducting
the affairs of the Village for the ensuing year. Before preparing
the proposed budget, the Board shall consult with the Village Manager,
Director of Finance and/or the department heads to determine the total
amount to be recommended in the budget for each Village department
or activity. The Village's adopted budget shall provide a complete
financial plan for the ensuing fiscal year.
B.
Proposed budget.
(1)
The proposed budget shall include the following information:
(a)
Expenditures:
[1]
Actual year-to-date expenditures, per department/activity for
the current year.
[2]
Actual expenditures for the previous year.
[3]
Year-end estimate for the current year expenditures.
[4]
Reasons for any significant increases or decreases, as compared
with actual and estimated current year expenditures.
[5]
Any increase or decrease which significantly changes the services
provided or level of services provided.
(b)
Revenues:
[1]
Actual year-to-date revenues, per fund for the current year.
[2]
Actual revenues for the previous year.
[3]
Year-end estimate for the current year revenues.
[4]
Reasons for any significant increases or decreases, as compared
with actual and estimated current year expenditures.
[5]
Any increase or decrease which significantly changes the services
provided or level of services provided.
(c)
All existing indebtedness of the Village, including the amount
of interest payable and principal to be redeemed on any outstanding
general obligation bonds of the Village and any estimated deficiency
in the sinking fund of any such bonds during the ensuing fiscal year.
(d)
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.
(e)
Department/program statement of purpose and goals and objectives
for the upcoming year.
(f)
Such other information as may be required by the Village Board
and by state law.
(2)
The Village Board shall provide a reasonable number of copies of
the budget thus prepared for distribution to citizens.
C.
Budget adoption. The Village President, with the assistance of the
Manager and Director of Finance, shall submit to the Village Board
the annual budget and a draft of an appropriation resolution providing
for the expenditures proposed for the ensuing fiscal year. Before
adoption of a final appropriation resolution, the Village Board shall
hold a public hearing on the budget and the proposed appropriation
resolution as required by law pursuant to § 65.90, Wis.
Stats., and shall give published notice thereof as provided. The public
hearing on the budget shall be satisfied by presentation at the Annual
Village Budget Hearing. The budget shall be adopted by the Village
Board via an appropriation resolution in summary based on the activities
of the Village.
D.
Changes in adopted budget.
(1)
The management of the Village budget is the responsibility of the
Village Manager and the Director of Finance.
(2)
The Village Manager shall be authorized to approve intradepartment/activity
transfers of funds when deemed necessary; however, § 65.90(5)(a),
Wis. Stats., requires Village Board approval for transfers related
to capital expenditures.
(3)
The Village Board 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 program/department or from one fund to
another fund.
E.
Expenditures limited by annual appropriation. No money shall be drawn from the treasury of the Village nor shall any obligation for the expenditure of money be incurred, except in pursuance of the annual appropriation resolution and changes therein authorized in accordance with Subsection D of this section. At the close of each fiscal year any unencumbered balance of an appropriation shall revert to the fund equity and shall be subject to reappropriation, but appropriations may be made by the Village Board, 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.
F.
Fund balance/equity.
(1)
The general fund unassigned fund balance shall be established by
the Village Board for the purpose of working capital, in the amount
range of 20% to 30% of the subsequent year's general fund operating
budget. The purpose of the working capital is to ensure normal operation
of the Village, in order to avoid short-term borrowing for such operations.
(2)
Establish the amount of general fund committed equity for stabilization
purposes. The committed Stabilization Fund amount shall equal 20%
of the subsequent year's general fund operating budget. This 20% commitment
may only be expended when certain specific circumstances exist and
for items that are not expected to occur routinely. Specific circumstances
may include externally imposed reductions in revenue, including dramatic
changes in economic or financial conditions of the Village of Fox
Crossing, and unforeseen external factors, such as a natural disaster
which impacts the current year budget by over $100,000. Specific circumstances
also include where the general fund's unassigned fund balance is a
deficit at the end of a calendar year.
(3)
The fund balance in the general fund will be assigned for the annual
amount necessary to fund employees' accrued absences.
(4)
Unassigned enterprise equity balances will be established at a minimum
of one billing quarter to ensure available working capital.
(5)
Sewer SAC fees are committed equity for the purpose of offsetting
sewer treatment plant expenses, as budgeted by the Village Board.
(6)
Fund balance assignments of the Special Revenue Fund can be authorized
by the Director of Finance in relationship to specific donations received
by the Village of Fox Crossing.
G.
Capital replacement fund.
(1)
The Village of Fox Crossing Board shall maintain a capital replacement
fund for the purposes of replacing costly equipment, vehicles, and
any other items as approved by the Village Board.
(2)
Annually, the Village Manager and Director of Finance shall provide
a replacement schedule, and the calculation for the monies needed
to support the fund, as part of the budget process.
The current procurement policy is on file at the Finance Office.
The current fixed asset capitalization policy is on file at
the Finance Office.
