[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; 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:
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).
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. 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. 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 apply herein. The net revenue stabilization fund may also
be known as or titled the "rainy day fund."
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.