[NRO 1975, T. 4, § 1551; NRO 1987,
§ 2-796; amended 10-11-1983 by Ord. No. O-83-142; 9-27-2011 by Ord. No.
O-11-85]
No accounts or claims against the City shall
be examined or audited by the Finance Committee unless such accounts
or claims are accompanied by a certification that the same is correct.
The Chief Financial Officer shall preaudit all accounts and claims
against the City and prepare the certification which shall be signed
by the Mayor and the Chief Financial Officer.
[NRO 1975, T. 4, § 1552; NRO 1987,
§ 2-797; amended 10-11-1983 by Ord. No. O-83-142; 9-27-2011 by Ord. No.
O-11-85]
The Chief Financial Officer shall keep a record of expenditures,
in which he or she shall enter:
A.
The amount and date paid of every account or claim to be examined
and audited the Finance Committee.
B.
The name of the person to whom the account or claim was allowed.
Notwithstanding the foregoing, the name of the person or entity to
whom the account or claim was allowed may be redacted in the following
situations:
[Amended 8-9-2016 by Ord.
No. O-16-015]
C.
The fund or appropriation from which the account or claim was allowed.
D.
The certificate of the Finance Committee examination and audit of
the account or claim.
[NRO 1975, T. 4, § 1553; NRO 1987,
§ 2-798; amended 10-11-1983 by Ord. No. O-83-142; 6-11-1996 by Ord. No.
O-96-12; 3-14-2000 by Ord. No. O-00-11; 6-27-2000 by Ord. No.
O-00-36; 1-13-2003 by Ord. No. O-02-99; 6-24-2003 by Ord. No.
O-03-183]
A.
Under the direction of the Finance Committee, the
Chief Financial Officer shall keep suitable records for the purpose
of accounting for the various appropriations made by the Board of
Aldermen. The appropriations shall be entered under their proper heading
and the different charges against them shall be promptly entered therein.
For this purpose, an appropriation shall be the object of expenditure
line item designating the general purpose of the expenditure within
the departmental budget.
B.
Whenever any appropriation has been exhausted the
Chief Financial Officer shall immediately give notice thereof to the
Mayor, the Board of Aldermen and the Finance Committee.
C.
No account or claim shall be chargeable to any appropriation
which has been expended, and unless authorized by special action of
the Board of Aldermen, no funds from an appropriation or money raised
by loan for a specific purpose shall be diverted to and used for another
purpose except by an authorized transfer of funds. Except as otherwise
provided, the Board of Aldermen may transfer any unencumbered appropriation
balance or any portion thereof from one department, fund or agency
to another. Except as otherwise provided, the Chief Financial Officer
is authorized to transfer any unencumbered appropriation balance or
any portion thereof from one object of expenditure appropriation account
to another within the same department or fund.
D.
No funds shall be transferred from any appropriated
nonpayroll account to any payroll account within the same department,
fund or agency, or from one department, fund or agency to another,
unless authorized by special action of the Board of Aldermen.
E.
The Chief Financial Officer shall open an account
with the City Treasurer charging him with:
(1)
The amount of all loans to the City;
(2)
All sums of money paid to him on behalf of the City
by the Collector or other officers or agents of the City, or by any
person in any way indebted to the City;
(3)
All bonds, notes, mortgages or other securities in
the hands of the Treasurer and belonging to the City.
F.
All City employees' salaries shall be budgeted and
funded within the department in which that position is located except
as approved through the annual budget process or by action of the
Board of Aldermen.
G.
Except as provided herein, for encumbrances and escrow,
all appropriations shall terminate at the conclusion of each fiscal
year and no account or claim shall thereafter be chargeable thereto.
(1)
Funds may be encumbered, thereby reserving a portion
of an appropriation, prior to the conclusion of a fiscal year to provide
for the payment of obligations which shall come due in accordance
with existing purchase orders, contracts, or salary commitments chargeable
to an appropriation. Consistent with the foregoing, the Financial
Services Division may establish policies and procedures limiting the
amounts and setting forth the manner in which municipal agencies may
encumber funds.
(2)
The Board of Aldermen may by resolution escrow any
and all of an unexpended appropriation for purposes set forth in said
resolution.
(3)
Municipal agencies, in accordance with policies and
procedures which may be established by the Financial Services Division,
may escrow unexpended appropriations only to provide for payment of
charges which will come due following the end of the fiscal year for
goods, equipment, or services contemplated by the original appropriation
and which do not constitute general ongoing ordinary expenditures
of the agency.
H.
Except for resolutions to escrow unexpended appropriations under Subsection G(2), when proposed legislation to transfer or reappropriate a particular appropriation or portion thereof has had its first reading, such funds shall not be expended or transferred while the legislation is pending.
[Amended 6-26-2007 by Ord. No. O-07-119]
[NRO 1975, T. 4, § 1554; NRO 1987,
§ 2-799; amended 10-11-1983 by Ord. No. O-83-142; 9-27-2011 by Ord. No.
O-11-85]
A.
Money shall be drawn out of the City treasury only after the proper
approvals are received according to financial operating procedures
as determined by the Chief Financial Officer. A record of expenditures
from the Mayor, addressed to the Treasurer, countersigned by the Chief
Financial Officer shall be submitted to the Finance Committee prior
to their examination and audit.
B.
The Mayor shall not pay for any service rendered or any material
furnished for any department beyond the sum appropriated therefor
by the Board of Aldermen.
[NRO 1975, T. 4, § 1555; NRO 1987,
§ 2-800; amended 10-11-1983 by Ord. No. O-83-142]
A.
The Treasurer shall give a receipt for all payments
of money made to the City treasury to the person making the payment
and, within one week, shall file a duplicate in the Chief Financial
Officer's office.
[Amended 2-24-2009 by Ord. No. O-08-56]
B.
Except as otherwise provided, all officers and agents
receiving money on behalf of the City shall pay the money to the Treasurer
daily or weekly as required by the Treasurer, shall submit reports
to the Treasurer setting out in detail the amounts they have received,
and shall file a duplicate of such reports in the Chief Financial
Officer's office.
C.
The City
of Nashua and its divisions and departments may apply for, accept
and expend unanticipated money of less than $25,000 from the state,
federal or other governmental unit or a private source which becomes
available during the fiscal year, consistent with the provisions of
RSA 31:95-b. The Board of Aldermen shall include notice of the funds
on the agenda of any regular board meeting and shall record the notice
and discussion in the minutes of that meeting.
[Added 11-12-2008 by Ord. No. O-08-44]
D.
The City
of Nashua may accept gifts of personal property, other than money,
with a value of $1,000 or less, offered to the City for any public
purpose, consistent with the provisions of RSA 31:95-e. The Board
of Aldermen shall include notice of the gift on the agenda of any
regular board meeting and shall record the notice and discussion in
the minutes of that meeting. Receipt of the gift may occur before
the date of the meeting when discussion occurs.
[Added 11-12-2008 by Ord. No. O-08-44]
E.
The Treasurer
is authorized, but not required, to accept payment of local taxes,
charges generated by the sale of utility services or all other fees
by use of a credit or debit card. The City will add to the amount
due, in addition to any penalties and interest payable, a service
charge for the acceptance of the card. The City, at the time of the
billing, shall disclose the amount of the service charge.
[Added 2-24-2009 by Ord. No. O-08-56; amended 9-12-2017 by Ord. No. O-17-040]
[NRO 1975, T. 4, § 1556; NRO 1987,
§ 2-801; amended 10-11-1983 by Ord. No. O-83-142]
A.
The City Treasurer shall, under the direction of the
Finance Committee, keep an accurate and true account of all his receipts
and payments on behalf of the City. Such accounts shall conform in
mode of entry as nearly as may be with the accounts kept by the Chief
Financial Officer.
B.
The City Treasurer shall make up his accounts to the
close of business on the last day of June; and the fiscal year shall
begin the first day of July in each year and close on the last day
of June next ensuing.
[Added 4-26-2011 by Ord. No. O-11-61]
The Chief Financial Officer shall prepare and maintain a collection
of financial policies based on city ordinances and accepted municipal
financial practices. Said policies shall be reviewed by the Chief
Financial Officer at least annually and updated as necessary. Said
policies shall be available on-line and a current copy will be available
in the Legislative Services office and available in the City Clerk's
office upon request.
[NRO 1975, T. 4, § 1557; NRO 1987,
§ 2-802; amended 10-11-1983 by Ord. No. O-83-142; 1-13-2003 by Ord. No.
O-02-99]
A.
The Chief Financial Officer's office shall prepare
and present monthly to the Mayor and Board of Aldermen financial reports
showing the financial condition of the City, an analysis of revenue
received in relation to budgeted revenue, and an analysis of expenditures
and encumbrances in relation to appropriations. Special reports shall
be prepared on request of the Mayor or the Finance Committee.
B.
The Chief
Financial Officer's office shall prepare and present, on or about
September 1 and December 31 of each year, to the Mayor and Board of
Alderman an accounts analysis, showing comparisons with the past several
fiscal years of the City's various reserve accounts, expendable trust
funds, and undesignated fund balance. An accounts analysis shall also
be submitted to the Board of Aldermen with the Mayor's annual budget,
which shows the impact of the Mayor's budget on the City's various
reserve accounts, expendable trust funds, and undesignated fund balance.
For the purposes of this section, an analysis is defined as the process
of breaking down a complex topic or substance into smaller parts to
gain a better understanding of it.
[1]
Editor's Note: This ordinance also redesignated former Subsection
B as Subsection C.
C.
On or before May 15 of each year, the Financial Services
Division shall report to the Board of Aldermen the status of all uncompleted
projects. The report shall state for each project the percentage of
completion, the amount of funds expended, the budgeted amount, the
source of funding, and the amount of funding needed to finish the
project. For purposes of this subsection, a "project" shall be any
endeavor requiring expenditure in excess of $50,000 or, or any of
the following:
(1)
The purchase, construction, replacement or rehabilitation
of any physical facility, including but not limited to roads, buildings,
bridges, and sewerage, with an anticipated life in excess of 10 years;
(2)
The acquisition of tangible personal property with
an anticipated life in excess of 10 years;
(3)
The acquisition of land or any interest in land;
(4)
Surveys or studies relative to the aforementioned
categories;
(5)
Contractual services provided to the City.
[NRO 1987, § 2-803; added 8-18-1994 by Ord. No.
O-94-55; 6-24-1997 by Ord. No. O-97-131; 12-30-1997 by Ord. No.
O-97-175; 12-27-2005 by Ord. No. O-05-125; 2-12-2008 by Ord. No.
O-08-02; 1-14-2021 by Ord. No. O-20-042]
A.
It is the policy of the Board of Aldermen to maintain
an unassigned general fund balance as of June 30 of each year equal
to a minimum of 10% of the municipality's fiscal year general fund
appropriations.
B.
Prior to September 1 of each year, the Mayor shall
provide, in writing, to the Board of Aldermen, the estimated amount
of anticipated undesignated general fund balance which the Mayor proposes
to use to reduce the anticipated tax rate. In order to use funds for
that purpose, the Board of Aldermen must approve that action by a
resolution adopted by 10 members of the Board of Aldermen on or before
the Board's second meeting in September. If that approval is not given,
undesignated general fund balance shall not be used to reduce the
anticipated tax rate.
C.
If the Board of Aldermen votes to use an amount of undesignated general fund balance to reduce the anticipated tax rate which reduces the undesignated general fund balance below the minimum amount required by Subsection A, then it is the policy of the Board of Aldermen to restore the minimum undesignated general fund balance within a three-year period.
[NRO 1987, § 2-804, added 12-27-2005 by Ord. No.
O-05-125]
Prior to September 1 of each year, the Mayor
shall provide, in writing, to the Board of Aldermen, the estimated
amount which the City intends to establish as an overlay account in
accordance with RSA 76:6. That amount shall be sufficient to cover
the anticipated current year tax abatements. The Mayor shall also
report the related reserve accounts set for prior year tax abatements,
which shall be in an amount sufficient to cover the anticipated prior
year tax abatements.
