[Amended at time of adoption of Code (see Ch. 1, General
Provisions, Art. II)]
The Council may at any time, by a 2/3 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 15 days thereafter in the official newspaper
of the City.
No money shall be drawn from the treasury of the City of Colby, 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 §
58-4 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 Common 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.
The City Clerk-Treasurer may invest any City funds not immediately
needed, pursuant to §§ 66.0603(1m) and 219.05, Wis.
Stats.
[Amended at time of adoption of Code (see Ch. 1, General
Provisions, Art. II)]
In lieu of the personal signatures of the Mayor and City Clerk-Treasurer,
there may be affixed on order checks the facsimile signatures of such
persons adopted by them and approved by the Common Council, but the
use of the facsimile signature shall not relieve such official from
any liability to which he is otherwise subject, including the unauthorized
use thereof.
[Amended at time of adoption of Code (see Ch. 1, General
Provisions, Art. II)]
The City Clerk-Treasurer is 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, contemplated improvements, floodplain status, violations
of the 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 for compiling
such information, plus an additional fee for facsimile transmissions,
in amounts as set by the Common Council.
[Amended at time of adoption of Code (see Ch. 1, General
Provisions, Art. II)]
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
first day of October. Bills not paid on or before the first day of
October shall have added to the total amount due 1 1/2% of said
charges, which 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 Common Council,
to conduct a detailed audit of the City's financial transactions and
its books, and to assist the City Clerk-Treasurer 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 Clerk-Treasurer, include the City Clerk-Treasurer'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 Colby 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 or its authorized designee. 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 Clerk-Treasurer shall keep a record of such employment and purchase
orders and shall charge them against the proper appropriation.
Except for state-mandated bidding items, the following bid solicitation
procedures shall be followed by the City:
A. Definitions.
(1) Verbal quotation form. The City may solicit verbal quotations on
items the City purchases which are $25,000 or less. The results of
the verbal quotations are recorded on a memorandum of verbal quotation
form.
(2) Informal quotation. An informal quotation is a written request for
quotation sent to vendors. The informal quotation may be used for
the purchase of goods and services in an amount $25,000 or less.
(3) Formal bid. The formal bid procedure is used for purchasing goods
and services in an amount over $25,000, 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.
B. Bid solicitation.
(1) Competitive bids or quotations may be obtained before contracting to purchase articles, goods, wares, material, services or merchandise which amount in bulk to more than $1,000. Purchases up to $500 may be made by either telephone quotations, informal written quotations or formal bid. Purchases from $1,000 to and including $25,000 shall be made by written quotation, telephone quotation or formal bid. Purchases over $1,000, pursuant to Subsection
A above, shall be made by formal bid unless exempted from it by action of the Common Council.
(2) Verbal quotations, when used, 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, when used, 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
Clerk-Treasurer and returned to and analyzed by the City Clerk-Treasurer.
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 One 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:
(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 Clerk-Treasurer 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 Common Council, the City Clerk-Treasurer
may issue blanket purchase orders to those few merchants from whom
many repetitive purchases are made as supplies are required.
(2) The Common 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 Common Council shall authorize the
individual or individuals who shall have the authority to sign for
purchases under the blanket purchase order procedure.