[HISTORY: Adopted by the Village Board of
the Village of Orfordville 3-31-1992 as Title 3, Ch. 1 of the 1992 Code. Amendments noted where
applicable.]
Pursuant to § 70.65(2), Wis. Stats.,
the Village Clerk-Treasurer shall, in computing the tax roll, insert
only the aggregate amount of state, county, school and local taxes
in a single column in the roll opposite the parcel or tract of land
against which the tax is levied or, in the case of personal property,
in a single column opposite the name of the person against whom the
tax is levied.
A.
Bond eliminated. The Village of Orfordville elects
not to give the bond on the Village Clerk-Treasurer, in his capacity
as Treasurer, as provided for by § 70.67(1), Wis. Stats.
B.
Village liable for default of Treasurer. Pursuant
to § 70.67(2), Wis. Stats., the Village shall be obligated
to pay, in case the Village Clerk-Treasurer acting as Treasurer shall
fail to do so, all state and county taxes required by law to be paid
by such Treasurer to the County Treasurer.
A.
Departmental estimates. When requested by the Village
Clerk-Treasurer, each officer, department and committee shall annually
file with the Village Clerk-Treasurer an itemized statement of disbursements
made to carry out the powers and duties of such officer, department
or committee during the preceding fiscal year and a detailed statement
of the receipts and disbursements on account of any special fund under
the supervision of such officer, department or committee during such
year and of the conditions and management of such fund and detailed
estimates of the same matters for the current fiscal year and for
the ensuing fiscal year. Such statements shall be presented in the
form prescribed by the Village Clerk-Treasurer and shall be designated
as "departmental estimates" and shall be as nearly uniform as possible
for the main division of all departments.
B.
Consideration of estimates. The Village Board shall
consider such departmental estimates in consultation with the department
head and develop a budget amount for such department or activity.
C.
Form of proposed budget. The proposed budget shall
include the following information:[1]
(1)
The actual expenditures of each department and activity
for the expired portion of the current year and last preceding fiscal
year and the estimated expense of conducting each department and activity
of the Village for the remainder of the current year and ensuing fiscal
year, with reasons for any proposed increase or decrease as compared
with actual and estimated expenditures for the current year.
(2)
An itemization of all anticipated income of the Village
from sources other than general property taxes and bonds issued, with
a comparative statement of the amounts received by the Village from
each of the same or similar sources for the last preceding and current
fiscal year.
(3)
An estimate of the amount of money to be raised from
general property taxes which, with income from other sources, will
be necessary to meet the proposed expenditures.
(4)
All existing indebtedness of the Village, including
the amount of interest payable and principal to be redeemed on any
outstanding general obligation bonds of the Village and any estimated
deficiency in the sinking fund of any such bonds during the ensuing
fiscal year.
(5)
Such other information as may be required by the Board
and by state law.
D.
Copies of budget. The Village Clerk-Treasurer shall
provide a reasonable number of copies of the budget summary thus prepared
for distribution to citizens. The entire fiscal budget shall be available
for public inspection in the office of the Village Clerk-Treasurer
during regular office hours.
E.
Report and hearing.
(1)
The Village Board shall make a report no later than
the Board's first November meeting. The report shall include the estimated
cost of improvements as well as the estimated cost of operating the
various departments and all other costs, including interest charges,
for which money will have to be raised by taxation during the following
year.
(2)
A summary of such budget and notice of the time and
place where such budget and detail are available for public inspection
and notice of the time and place for holding the public hearing thereon
shall be published in a newspaper of general circulation in the Village
or legally posted at least 15 days prior to the time of such public
hearing.
(3)
Not less than 15 days after the publication of the
proposed budget and the notice of hearing thereon, the public hearing
shall be held at the time and place stipulated, at which time any
resident or taxpayer of the Village shall have an opportunity to be
heard on the proposed budget. The budget hearing may be adjourned
from time to time. Following the public hearing, the proposed appropriation
ordinance may be changed or amended and shall take the same course
in the Village Board as other ordinances.
The amount of the tax to be levied or certified,
the amounts of the various appropriations, and the purposes thereof
shall not be changed after approval of the budget except upon the
recommendation of the Village President and upon a two-thirds vote
of the entire membership of the Village Board. Notice of such transfer
shall be given by publication within eight days thereafter in a newspaper
of general circulation in the Village.
No money shall be drawn from the treasury of the Village, 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 § 17-4 of this chapter. 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 Board, 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 Village Board shall designate the public
depository or depositories within this state within which Village
funds shall be deposited, and when the money is deposited in such
depository in the name of the Village, Village officials and bondsman
shall not be liable for such losses as are defined by state law. The
interest arising therefrom shall be paid into the Village treasury.
Pursuant to state law, designated public depositories shall be required
to pledge United States Treasury notes equal in amount to any uninsured
balance of the Village's deposit.
A.
Claims to be certified.
(1)
Prior to submission of any account, demand or claim
to the Village Board for approval of payment, the Village Clerk-Treasurer
shall certify, or cause to be endorsed thereon or on attached papers,
that the following conditions have been complied with:
(2)
The Clerk-Treasurer, however, may pay statements for
items authorized in the budget.
B.
Board audit of accounts. For items not authorized
in the budget, the following procedures shall be followed:
(2)
All money paid out of the Village treasury shall be paid upon an order signed by the Village President and countersigned by the Village Clerk-Treasurer, except that payments of regular wages or salaries shall be as provided in Subsection C below. The minutes of the proceedings of the Board, or a statement attached thereto, shall show to whom, and for what purpose, every such account was allowed and the amount. Routine and time-dependent statements, such as utility bills, may be paid by the Clerk-Treasurer without utilizing the procedures of this section.
C.
Payment of regular wages or salaries. Regular wages
or salaries of Village officers and employees shall be paid by payroll,
verified by the proper Village official, department head, board or
commission and filed with the Village Clerk-Treasurer in time for
payment on the regular payday.
The Village Clerk-Treasurer may invest any Village
funds not immediately needed pursuant to §§ 66.0603(1m)
and 219.05, Wis. Stats.
A.
The Village Clerk-Treasurer and his deputies shall
not receive any money into the treasury from any source, except on
account of taxes levied and collected during the fiscal year for which
they may then be serving, without giving a receipt therefor in the
manner specified by the Village Board.
B.
Upon the payment of any money (except for taxes as
herein provided), the Village Clerk-Treasurer shall make out a receipt
in duplicate for the money so received. The Village Clerk-Treasurer
shall charge the amount thereof to the treasury and credit the proper
account. The payment of the money to any receiving agent of the Village
or to the Village or to the Village Clerk-Treasurer shall be safeguarded
in such manner as the Village Board shall direct.
The Village Clerk-Treasurer and his designees
are 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, outstanding citations on building code violations and
similar information. Any such information sought shall be provided
to the person requesting it on said form. Requests for statements
of real property status shall be made to the Village Clerk-Treasurer
a minimum of one business day in advance. A fee as set by the Village
Board shall be charged for compiling this information.
A.
Adoption of city bidding procedures. Pursuant to § 61.56,
Wis. Stats., the Village does hereby provide that as a complete alternative
to the requirements of §§ 61.54, 61.55, and 66.0901,
Wis. Stats., and in lieu thereof, the provisions of § 62.15,
Wis. Stats., shall be applicable to all Village contracts for public
construction over $15,000. The authority vested in the Board of Public
Works by § 62.15, Wis. Stats., shall be exercised by the
Village Board or by a committee designated by the Village Board.
[Amended 5-10-2004 by Ord. No. O-2004-01]
B.
Construction by the Village. Any class of public construction
may be done directly by the Village without submitting the same for
bids, provided that the same is authorized by a vote of 3/4 of all
members of the Village Board.
A.
Definitions.
[Amended 3-27-2006]
(1)
Verbal quotation form. The Village solicits verbal
quotations on items the Village purchases which are less than $25,000.
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 is used
for the purchase of goods and services in an amount less than $25,000.
(3)
Formal bid. The formal bid procedure is used for purchasing
goods and services in an amount of $25,000 and higher 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 shall be obtained before contracting to purchase articles, goods, wares, material services or merchandise which amounts in bulk to more than $1,000. Purchases up to $1,000 may be made by either telephone quotations, informal written quotations or formal bid. Purchases from $1,000 to $25,000 shall be made by written quotation, telephone quotation or formal bid. Purchases of $25,000 and over, pursuant to Subsection A above, shall be made by formal bid unless exempted from it by action of the Finance and Personnel Committee.
[Amended 3-27-2006]
(2)
Verbal quotations 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 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 applicable department heads and returned to and analyzed by
the applicable department heads. 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 Village, the bidding procedure shall follow
the legal requirements associated with a Class 1 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:
(a)
The bid number.
(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 Village Clerk-Treasurer shall ensure that the specifications
are sufficiently broad enough that competition in the bidding process
is preserved.
[Amended 5-10-2004 by Ord.
No. O-2004-01]
The following persons are empowered to spend
the following amounts of money which have been budgeted to their respective
department or committee to be expended for any purchase, item or project
without approval by formal resolution of the Village Board:
