[Prior code § 7-24]
The City Treasurer shall deposit daily all public funds received by him in one or more responsible banks located in the City and designated by the City council as a City depository. The bank or banks shall receive all monies, drafts or checks, at par, and pay interest on the average daily balance at such rate as may be agreed upon between the bank and the City council and shall credit the same to the account of the City Treasurer.
[Prior code § 7-25]
The City Treasurer shall, when making up his deposit for the banks, make duplicate tickets for such deposit and file the same with the City Clerk, and it shall be the duty of the City Clerk to charge the bank designated as the depository of public monies with all monies deposited by the City Treasurer, and credit the City Treasurer with such amount deposited.
[Prior code § 7-26]
A bank serving as a City depository shall, at the end of each month, transmit to the City Clerk a statement of the amounts received from the City Treasurer and the amounts paid out by it or them and for what purpose.
[1982 Code]
The deposits of the City shall be secured by the unit collateral system provided by state law, and the provisions of these sections are hereby adopted insofar as they are applicable to the City.
[Ord. 1000-2003, 3-26-2003; amended 6-20-2023 by Ord. No. 1358-2023]
All purchases by the City shall be made in accordance with Chapter 9 of Part 7 of the Tahlequah City Code.
[Ord. 848, 3-4-1996]
A. 
For all employees and officers of the City, a documented record shall be maintained in a personnel file of the authorized rate of pay or salary for each employee or officer.
B. 
For each pay period, a documented record of time worked and leave taken shall be prepared, in the form of time sheets, cards or logs, for each employee and officer to be paid. For employees exempt from the overtime provisions of the fair labor standards act, the record may exclude time worked. Such record of time worked and leave taken shall be verified as to its accuracy in writing by the employee or officer, supervisor or department head if applicable, and the City Clerk or designee.
C. 
Upon verification of the work record, a payroll statement or register, including the amount of gross pay, authorized deductions, and net pay shall be prepared and submitted to the chief executive officer or assistant Administrator for review and written approval.
D. 
Upon approval of the payroll statement or register, the net payroll checks shall be prepared along with checks for payment of related payroll taxes and other payroll benefits, required by law or contract.
E. 
The checks shall be presented to the City Treasurer along with the approved payroll statement or register. The Treasurer or his designee shall compare the checks to the payroll statement or register and verify their accuracy. Upon verification, the Treasurer and the chief executive officer shall sign the checks and prepare them for distribution. In addition the Treasurer shall prepare or cause to be prepared a check register.
F. 
No payroll related encumbrances are required to be recorded in budgetary accounting records as long as the payroll costs are recorded as expenditures at the time they become due and payable. However, no payroll costs may be incurred or paid if they exceed the available appropriation for the accounts to be charged at the legal level of control.
G. 
The City Treasurer shall record or cause to be recorded in the appropriate journals and ledgers the payroll costs incurred and/or paid for the pay period.
H. 
A copy of the payroll statement, register or payroll check may be provided to the governing body for informational purposes; however, governing body approval is not required prior to the payment of payroll related costs if incurred and paid in accordance with the provisions above.
[Ord. 848, 3-4-1996; Ord. 999-2003, 3-26-2003]
A. 
The City shall adhere to the provisions of 61 Oklahoma Statutes (2001), Section 101 et seq., when determining when competitive bidding is required and the manner in which competitive bids will be obtained.
B. 
If the City charter or this Code provides for additional competitive bidding requirements, such additional requirements shall be met.
[Ord. 848, 3-4-1996; Ord. 998-2003, 3-26-2003; Ord. 1000-2003, 3-26-2003; 6-20-2023 by Ord. No. 1358-2023]
A. 
The following employees or officers have been designated as purchasing officers empowered to purchase or contract against budget appropriation accounts:
1. 
Purchasing agent.
2. 
City Administrator.
B. 
For all purchases of goods, services or capital (all purchases or disbursements other than payroll and debt service related), requisition forms, purchase orders or contracts shall be prepared and approved, in writing, by a designated purchasing officer prior to the time the purchase commitment is made.
C. 
Except for fuel, asphalt, gravel and concrete where allowed by state law, all purchases or contracts for goods, services or capital over $50,000 shall be obtained from the City Council prior to the time the commitment is made, and such approval shall be recorded in the minutes of the City Council.
D. 
For all purchases of goods, services or capital the approved requisition, purchase order or contract shall be forwarded to an officer or employee charged with keeping the appropriation and expenditure records (encumbering Clerk) who shall determine that there exists available unencumbered appropriation in the accounts to be charged. Upon such determination, the encumbering Clerk shall attest to that fact in writing.
If appropriation is not available for the proposed purchase or commitment, the purchase or commitment shall not proceed until budget amendments are authorized to provide sufficient appropriation.
Upon approval of the purchasing officer and encumbering Clerk, an encumbrance shall be recorded in the appropriation and expenditure records in the amount or estimated amount of the commitment.
These encumbering requirements shall not apply to the following types of purchase or commitment:
1. 
Payroll and personal services.
2. 
Utility and telephone services (governed by state corporation commission).
3. 
Insurance (governed by contract).
4. 
Debt service.
E. 
After satisfactory delivery of the merchandise or completion of contract provisions, an invoice or claim form shall be obtained adequately documenting request for payment. The officer or employee receiving satisfactory delivery of merchandise or contract service shall acknowledge such fact by signing the invoice, claim form, delivery ticket or receiving advice.
The invoice or claim form, along with the written acknowledgment of receipt, shall be forwarded to the officer or employee responsible for processing accounts payable who shall review the invoice for accuracy and propriety, including comparison to the authorized requisition, purchase order or contract, if applicable.
Upon completion of the accounts payable officer review, the invoices or claim forms, along with the related supporting documentation shall be submitted to the Mayor or City Administrator for consideration and approval of payment, along with an accompanying invoice or claims listing, which shall be approved in writing by the Mayor or City Administrator.
F. 
Upon approval of the invoices or claims for payment, checks or other payment documents as authorized by state law shall be prepared and submitted to the City Treasurer, along with a copy of the approved invoice or claims listing.
The City Treasurer shall compare the checks or other payment documents to the invoice or claims listing and verify their accuracy. Upon verification, the City Treasurer and the chief executive officer shall sign the checks or other documents and prepare them for distribution. In addition, the City Treasurer shall prepare or cause to be prepared a check register.
G. 
The City Treasurer shall record or cause to be recorded in the appropriate journals and ledgers the purchases and cash disbursements incurred and paid.
H. 
A copy of the approved invoice or claims list and/or check register shall be provided to the City Council for informational purposes; however, City Council approval is not required prior to the payment of the invoices or claims if incurred and paid in accordance with the provisions above.
[Ord. 848, 3-4-1996]
A. 
All long term indebtedness, in the form of bonds, notes or lease purchase obligations, shall only be incurred in the manner provided by law.
B. 
Once lawfully incurred, payments of principal and interest on the bonds or notes and payments on the lease purchase obligations shall be paid in accordance with the terms as specified in the bond indenture, note agreement or lease purchase contract by the City Treasurer without further approval of the governing body.
C. 
The manner of payment shall be consistent with the manner used for the payment of purchases of goods, services or capital as described in Subsection 7-108F of this chapter.
D. 
The City Treasurer shall record or cause to be recorded in the appropriate journals and ledgers the debt service payments and maintain current records of the remaining amount of indebtedness.
[Ord. 848, 3-4-1996]
A. 
All transfers of resources between funds (both operating and residual equity transfers) shall only be made in accordance with governing body appropriations. Such appropriations shall be contained in the original or amended budget of the municipality.
B. 
Once lawfully appropriated, interfund transfer payments may be made by the City Treasurer without further governing body approval. Such transfers, however, may not exceed the amount lawfully appropriated.
C. 
The manner of payment shall be consistent with the manner used for payment of purchases of goods, services, and capital as described in Subsection 7-108F of this chapter.
D. 
The City Treasurer shall record or cause to be recorded in the appropriate journals and ledgers these interfund transfers.
[Ord. 848, 3-4-1996]
A. 
As provided for in 11 Oklahoma Statutes Section 17-102(D), the municipality may have petty cash accounts for use in making certain small payments for costs incurred in operating the municipality.
B. 
Each petty cash account established shall require governing body approval, including the amount of the petty cash imprest balance. However, in no case should the imprest balance exceed $100.
C. 
The petty cash account shall be reimbursed by utilizing properly itemized invoices or petty cash voucher slips and by then processing the reimbursement in the manner used for payment of purchases of goods, services and capital as described in Section 7-108 of this chapter.
[Ord. 1040-2004, 6-7-2004]
A. 
The City Treasurer shall prepare or cause to be prepared a monthly budget status report in accordance with the detail for budgetary accounts in the annual fiscal year budgets. Following the close of the month the report will be available on or before the fifteenth of the following month and will be placed on the agenda of the next regular meeting of the council, following availability, for governing body approval. The report shall reveal expenditure and budgetary amounts in such form, but not limited to, the following:
BUDGET STATUS REPORT
FUND _____ MONTH ENDING ____
EXPENDITURE PERIOD YEAR TO DATE
CATEGORY ACTUAL ACTUAL ENCUMBRANCES
BUDGET UNEXPENDED PERCENTAGE
B. 
The officer or employee charged with keeping the appropriation and expenditure records shall prepare and submit a monthly report of purchase orders or contracts outstanding at the end of each month. Following the close of the month the report will be available on or before the fifteenth of the following month and will be placed on the agenda of the next regular meeting of the council, following availability, for governing body approval. The report shall reveal such purchase order or contract information as, but not limited to, the following:
OPEN PURCHASE ORDERS
AS OF __________
PURCHASE INVOICE
DATE ORDER NO. VENDOR REQUISITION # AMOUNT
ADJUSTMENTS OPEN AMOUNT
[Ord. 848, 3-4-1996]
A. 
For all public trusts created pursuant to 60 Oklahoma Statutes Sections 176 - 180, for which the City is beneficiary and for which the trust's governing body is comprised entirely of members of the City's governing body, the requirements of Sections 7-106 through 7-112 of this chapter shall apply.
B. 
For the purposes of the public trusts, as used above, the terms "governing body" shall mean board of trustees of the trust, "chief executive officer" shall mean trust manager as appointed by the trustees, "City Treasurer" shall mean trust Treasurer as appointed by the trustees or required by the trust indenture.
[Ord. 1234-2016, 4-18-2016]
A. 
Creation Of Reserve Funds: This section creates reserve funds for the general purposes of: ensuring the ongoing operations of the City of Tahlequah's general fund in times of extraordinary expenses or revenue shortfalls; addressing emergency expenditure requirements; and/or addressing unforeseen major capital facility maintenance needs. The City's general fund shall have an unappropriated operating reserve fund balance of at least 5% of annually budgeted expenditures, in addition to an appropriated emergency reserve account of 3% of annually budgeted expenditures. It is recognized that council may still adopt an annual budget in compliance with the Oklahoma municipal budget act if the operating reserve and the emergency reserve do not meet the reserve requirements set out herein. The City shall also have and there is hereby established a net revenue stabilization fund ("rainy day fund") that may be funded from revenues in excess of budgeted revenue projections, transfer of appropriations for expenditures that are less than budgeted allocations, and/or from existing general fund balance. When the operating reserve and emergency reserve requirements are met, the City of Tahlequah shall budget for and/or make transfer appropriations to the net revenue stabilization fund from the general fund or other City of Tahlequah governmental funds until the fund balance of the net revenue stabilization fund reaches an amount not less than 4% but not more than 7% of annually budgeted general fund expenditures in the then current budget year.
B. 
Use Of Appropriated Net Revenue Stabilization Fund Balances; Requirements To Maintain Net Revenue Stabilization Fund Balances:
1. 
Definitions: Unless otherwise stated in this section, the terms defined in the most recently amended Oklahoma Municipal Budget Act[1] apply herein. The net revenue stabilization fund may also be known as or titled the "rainy day fund."
[1]
Editor's Note: See 11 OS § 17-201 et seq.
2. 
Appropriation Of Net Revenue Stabilization Fund Balances:
a. 
The City council cannot appropriate net revenue stabilization ("rainy day") fund balances without the affirmative majority vote of the City council members.
b. 
Net revenue stabilization fund balances can only be appropriated in instances in which: 1) unexpected expenses are incurred within the City of Tahlequah general fund due to natural or man-made disasters, as declared by the president of the United States or the governor of Oklahoma, and the Mayor of Tahlequah; and the general fund emergency reserve appropriation has been expended or obligated for expenditure; or 2) the general fund operating reserve is projected to be drawn down to a level below 1% of annually budgeted expenditures, due to sustained revenue fluctuations or unexpected expenditures; or 3) critical, nonprogrammed onetime capital expenditures are required for the maintenance, replacement, construction or improvement of City of Tahlequah buildings or infrastructure.
3. 
Maintenance Of Net Revenue Stabilization Fund Balance: At any time that the net revenue stabilization fund balance is below the required 4% of annually budgeted general fund expenditure level, the council shall take action to restore the fund balance to its required level with three years of the occurrence of the shortfall, and will seek to maintain the fund at 5% of annually budgeted general fund expenditures.
4. 
Reconciliation: In conjunction with the council's required acceptance of the comprehensive annual financial report, the finance director shall reconcile any revenue or expenditure projections that resulted in transfers into or withdrawals from the net revenue stabilization fund with actual stated budgetary year end results and shall, to the extent practicable, rebalance the allocations accordingly.
5. 
Authorization: The assistant City Administrator or her/his designee is authorized and directed to establish procedures and policies to implement this section.