[Ord. No. 85, 9-21-2010; amended 8-20-2019]
This ordinance is adopted to establish controls, guidelines and policies for the control of funds and disbursements for payment of town expenses, including debt service expenditures. To the extent the town previously adopted resolutions establishing policies and procedures regarding purchasing items, and for transferring funds between accounts, for the town, specifically Resolutions 071603, 071603-09, and procedures regarding inter-fund transfers as set forth in Resolution 061687; and to the extent that these resolutions contradict this ordinance, and to the extent any other resolutions previously adopted contradict this ordinance, the same are hereby repealed and nullified.
This ordinance is adopted for the following purposes:
A. 
To provide and establish processes for purchasing and payment of authorized and approved invoices;
B. 
To provide and establish internal controls and structure that is adequate to provide reasonable assurance against unauthorized or illegal payment of invoices;
C. 
To provide and establish a petty cash account;
D. 
To provide and establish procedures for inter-fund transfers;
E. 
To provide and establish policies regarding competitive bidding; and
F. 
To provide and establish policies regarding the disposition of surplus and obsolete property.
[Ord. No. 85, 9-21-2010; amended 7-16-2019; amended 8-20-2019; amended 4-19-2022 by Ord. No. 109]
The following policies and procedures are hereby adopted regarding for purchasing and payment of items:
A. 
Purchases of goods and services (other than payroll and payroll related).
1. 
The following employees or officers have been designated as purchasing officers empowered to purchase or contract against budget appropriation accounts:
a) 
Town administrator.
b) 
Fire chief.
2. 
The town administrator is limited to contract or purchase goods and services for the town in an amount not exceeding $10,000; the fire chief is limited to contract or purchase goods and services for the town in an amount not exceeding $3,000. This power may be exercised by the purchasing officers conditioned upon unencumbered appropriations being available for the purchases.
3. 
For all purchases of goods and services over $10,000 purchase orders or contracts shall be prepared and approved by the governing body prior to the time the commitment is made, and such approval shall be recorded in the minutes of the governing body. Additionally, the town administrator shall immediately determine that there exists available unencumbered appropriation in the accounts to be charged, and such determination shall also be recorded in the minutes. Should appropriation not be available for the proposed purchase or commitment, the purchase or commitment shall not proceed until necessary budget amendments are authorized.
4. 
The officer or employee receiving satisfactory delivery of merchandise or contract services shall acknowledge such fact by signing the invoice or delivery ticket. The invoice, along with delivery ticket if applicable, must then be verified by the authorized purchasing officer as to quantities, services, and prices. If correct, the invoice must then be signed by the authorized purchasing officer and coded with the fund(s) and budget line item(s) to be charged.
5. 
The town administrator shall review all invoices for proper signatures and appropriateness of fund(s) and budget line item(s) to be charged. Upon acceptance of the invoices, the Town Treasurer, or their designee shall prepare checks in payment of the invoices and shall cancel each invoice as its check is prepared. Invoices shall be cancelled by noting on the invoice the date paid, the check number used to pay the invoice, and the amount paid with the check.
6. 
The invoices and checks shall be presented to two authorized check signers who shall compare the checks to the invoices and verify their accuracy. Upon verification, such authorized check signers shall sign the checks and prepare them for distribution. The Town Treasurer, or their designee shall then record the checks in the appropriate cash disbursements journals and shall prepare a check register. The check register shall list in check number order the check date, check number, vendor, and check amount.
7. 
The check register shall be provided to the governing body for informational purposes at their next regular meeting; however, governing body approval is not required prior to payment of invoices if paid charges were incurred and paid in accordance with the provisions above.
8. 
The Town of Slaughterville may use the Purchasing (P – Card) Card for the processing of purchases made by the Town. All purchases made using a P-Card shall be channeled through the Town Administrator’s office and may be used only after each authorized employee has read and signed a “Cardholder Agreement” acknowledging the use of the card.
B. 
Payroll Disbursements.
1. 
For all employees and officers of the Town of Slaughterville, a documented record shall be maintained in a personnel file of the authorized rate of pay or salary for each employee and officer.
2. 
For each pay period, a record of time worked shall be prepared in the form of time sheets or logs for each employee and officer to be paid. Such record of time worked shall be verified as to its accuracy in writing by the employee or officer and the town administrator.
3. 
Upon verification of the work record, a payroll register including the amount of gross pay, authorized deductions, and net pay shall be prepared by the Town Treasurer, or their designee.
4. 
The net payroll checks shall be prepared from the payroll register, along with checks for payment of payroll taxes, and other payroll benefits required by law or contract.
5. 
The payroll checks and the payroll register shall be presented to at least two authorized check signers who shall compare the payroll checks to the payroll register and verify their accuracy. Upon verification, the authorized check signers shall sign the checks and prepare them for distribution. The Town Treasurer, or their designee shall then record the checks in the appropriate cash disbursements journals.
6. 
The payroll register shall be provided to the governing body for informational purposes at the next regular meeting; however, governing body approval is not required prior to payment of payroll related costs if incurred and paid in accordance with the provisions above.
C. 
Debt Service.
1. 
All long-term indebtedness in the form of bonds, notes, or lease purchase obligations shall be incurred in the manner provided by law.
2. 
Once lawfully incurred, the town administrator shall make payments of principal and interest on the debt in accordance with the terms specified by the lender without further approval of the governing body.
3. 
The manner of payment shall be consistent with the manner used for payment of goods and services.
4. 
Current balances on outstanding debt shall be maintained by the Town Treasurer, or their designee in the appropriate journals.
D. 
Emergencies and Other Authorizations.
1. 
For emergency purchases, the Town Administrator is hereby authorized to enter into contracts and make purchases on behalf of the Town so long as said purchase or contract amount does not exceed $10,000. The Mayor shall be authorized to suspend the emergency limitation.
2. 
In addition to the above specific authorizations, the Town Administrator shall be authorized to enter into contracts and make purchases on behalf of the Town, regardless of the amount involved, for the following specific transactions that are considered routine and essential to operations:
a) 
Utilities, including the purchase of bulk natural gas and electricity within the budgeted appropriations established by the Town Trustees.
b) 
Fuel.
c) 
Insurance.
d) 
Payroll.
e) 
Landfill costs.
f) 
Bond indebtedness, wherein the obligations has been approved by the Board.
g) 
Payments due pursuant to written contracts approved by trustees.
h) 
Taxes paid to the state or federal government.
i) 
Regular budgeted transfers between funds.
[Ord. No. 85, 9-21-2010; amended 8-20-2019]
A. 
Inter-fund transfers shall be handled in the following manner:
1. 
All transfers between funds shall only be made in accordance with governing body appropriations as reflected in the original or amended town budget.
2. 
Once lawfully appropriated, inter-fund transfer payments may be made by the town administrator without further governing body approval in the manner used for payment of purchases of goods and services.
[Ord. No. 85, 9-21-2010; amended 8-20-2019]
Petty Cash shall be handled in the following manner:
A. 
As provided in Title 11 O.S. §17-102(D), the town may have petty cash accounts for use in making certain small payments for costs incurred in operating the town.
B. 
Each petty cash account established shall require governing body approval, including the imprest amount of the petty cash account. However, in no case should the imprest balance exceed $l00.
C. 
The petty cash accounts shall be reimbursed by utilizing properly itemized invoices in the manner used for payment of purchases of goods and services. However, in no case shall an individual payment from petty cash exceed $50.
[Ord. No. 85, 9-21-2010; amended 8-20-2019]
A. 
The Town of Slaughterville shall adhere to the provisions of Title 61 O.S. §§101 et seq. and all other applicable state laws when determining when competitive bidding is required and the manner in which competitive bids will be obtained.
B. 
If the Slaughterville Town Code provides for additional competitive bidding requirements, such additional requirements shall be met.
C. 
In addition to the requirements of the above provisions, public trusts created pursuant to Title 60, O.S. §176, of which the Town of Slaughterville is beneficiary, shall also follow the competitive bidding provisions contained in Title 60 O.S. §176(g).
[Ord. No. 85, 9-21-2010; amended 7-16-2019; amended 8-20-2019]
A. 
The Town Treasurer, or their designee shall prepare written monthly financial reports which disclose at least all receipts and expenditures by fund in the same format as the approved budget and showing the variance from the budget and a balance sheet for each fund showing all assets, liabilities, and fund equity for each fund.
B. 
The financial reports shall be placed on the agenda for acknowledgment by the governing body at each regular meeting.
[Ord. No. 85, 9-21-2010; amended 8-20-2019]
A. 
For all public trusts created pursuant to Title 60 0.S.§§ 176-180, for which the town is beneficiary and for which the trust’s board of trustees is comprised entirely of members of the town’s board of trustees, all sections of this ordinance shall apply.
B. 
For the purposes of public trusts as defined above, town clerk shall mean trust secretary as defined by the trust indenture.