[Ord. No. 2019-2969, 9-10-2019; Ord. No. 2019-2974, 10-14-2019; Ord. No. 2021-3031, 11-4-2021; Ord. No. 2022-3043, 8-23-2022; Ord. No. 2022-3047, 9-27-2022; Ord. No. 2023-3072, 11-14-2023]
A. Scope. The Board of Aldermen has the responsibility of approving
and establishing the expenditure levels for the City and its departments,
through the adoption of the annual budget. The Board of Aldermen realizes
that authority must be delegated to the Mayor and department directors
in order to efficiently carry on the daily affairs of the City, provided
that there are basic internal controls.
B. Definitions.
PURCHASE ORDER
A form used to document all necessary information to indicate
that a financial obligation exists.
C. Procedure And Guidelines. The following procedures and guidelines
shall be followed prior to making any purchase, unless otherwise provided:
1.
A completed purchase order is required before any purchases
are made. The City Administrator should note on each purchase order
what budget line item the purchase order shall be paid from.
2.
The City Administrator is responsible for ensuring that the
expenditure is contained within the budget and that unencumbered funds
are available before the purchase is made.
3.
If the purchase price is:
a.
Three thousand dollars ($3,000.00) or less, then the City Administrator
may approve the purchase and shall forward a copy of the purchase
order to the Finance Director.
b.
More than three thousand dollars ($3,000.00) but fifteen thousand
dollars ($15,000.00) or less, then the City Administrator must obtain:
(1) If possible, at least three (3) price quotations;
and
(2) Approval from a majority of the voting members
of the Board of Aldermen present at a meeting.
c.
More than fifteen thousand dollars ($15,000.00), then the City
Administrator must institute a competitive bidding process, and such
bid shall be awarded to the lowest and best bidder as determined by
the Board of Aldermen.
D. Miscellaneous.
1.
Emergency Purchases. In case of an emergency which requires
immediate purchase of supplies or services and time is of the essence,
the City Administrator shall be empowered to authorize the purchase
or to secure the services needed without complying with the procedures
as set forth in this Section. This provision shall also apply to any
natural disaster or civil emergency requiring an immediate response
on the part of the City. A full report of the circumstances requiring
an emergency purchase shall be provided to the Board of Aldermen at
its next meeting each time an emergency purchase is made.
2.
Professional Services. This Section shall not apply to professional
services.
3.
Auctions. The Board of Aldermen may authorize the purchase of
any supplies, equipment, or materials at auctions conducted by the
government of the United States or any agency thereof, any agency
of the State of Missouri, any municipality or other government agency,
or any private party (such as Purple Wave) without being subject to
competitive bidding requirements if the items can be obtained at a
competitive price.
4.
Cooperative Purchasing. This Section, and the requirements herein,
shall not apply to purchases made through or with the State of Missouri
or any other governmental jurisdiction which operates a cooperative
procurement program and will allow the City to purchase goods or services
that the jurisdiction has made available following the completion
of its own internal purchasing procedures.
5.
City Businesses. An attempt should be made to make purchases
at a Greenwood-based business. If the price at a Greenwood-based business
is three percent (3%) higher than the price of a comparable product
at a business outside the City limits, then the purchase can be made
at the business outside of Greenwood.
6.
If State law requires that a certain procurement process be
followed in a particular situation, then State law shall govern.
7.
In the event that there is only one (1) firm or company or individual
capable of providing a particular service or commodity and said services
or commodities cannot be secured from other persons or companies,
then the requirements contained herein shall not be applicable. Exclusive
service purchases for amounts exceeding five thousand dollars ($5,000.00)
must be preapproved by the Board of Aldermen.
8.
Notwithstanding any of the provisions of this Section but subject
to any applicable State law, the City may, upon concurrence of a majority
vote of the members of the Board of Aldermen, extend any contract
for the purchase of goods or services without utilizing the procedures
as herein described, when, in the opinion of the Board of Aldermen,
such extension is deemed to be in the best interest of the City.
9.
Public improvement projects in excess of ten thousand dollars ($10,000.00) are subject to City Code Section
150.070.
[Ord. No. 2016-2908 § 1, 6-14-2016]
A. Approval To Dispose Of Assets. The Mayor or his/her designee shall
give final approval in writing before any City asset is disposed of
or transferred from a City department.
B. Surplus Assets. When an item no longer is needed by a City department,
the respective department head should attempt to dispose of the item
according to the following steps, in priority order:
1.
Redistribute the item within the City to another department.
2.
Trade or sell the item as is through available markets approved
by the Mayor, including but not limited to online or live auctions.
3.
Give the item to another local governmental agency or local
non-profit agency.
4.
Items which are damaged or have a nominal value may be recycled
or disposed as waste.
C. Limitations. Any asset which, at the time of purchase, cost the City
the amount of two thousand five hundred dollars ($2,500.00) or more
must be declared surplus by the Board of Aldermen prior to disposal.
D. Prohibitions. Under no circumstances will any employee, or family
member of an employee, have access to or ownership of any asset that
is being disposed of in accordance with this policy unless such asset
is being offered for sale to the general public and the process for
such sale is open to any individual intending to profer a bid on such
asset.
E. Documents. All documents will be disposed of in accordance with State
policies governing the same. Any document which has, or appears to
have, historical value will be separated for further examination.
F. Computing Technology. Regardless of how computing equipment is disposed
of, all data residing on any computer or other electronic storage
device will be removed from the equipment prior to disposal.
G. Other Fixed Assets. Prior to disposing of City assets, each department
head will determine whether such asset is part of the City's ongoing
fixed asset inventory. If so, a complete description of the asset
being disposed of will be sent to the City Clerk or his/her designee.