[HISTORY: Adopted by the City Council of the City of Colonial Heights 4-8-1975 as Ch. 10, Art. I, Secs. 10-1 through 10-11, of the 1975 Code. Amendments noted where applicable.]
Budget — See Ch. 6.
Borrowing — See Ch. 7.
Financial administration — See Ch. 8.
Duty to file rules and regulations — See Sec. 20.5.
Editor's Note: For statutory provisions relating to uniform fiscal year and fiscal year accounting procedures for all cities and city school boards, see Code of Virginia, § 15.2-2500 et seq. As to municipal budgets, see Code of Virginia, § 15.2-2503 et seq. For the State Public Finance Act, see Code of Virginia, § 15.2-2600 et seq.
Pursuant to the authority of Chapter 8 of the City Charter, a Department of Finance is hereby established. The functions of the Department of Finance shall include the functions of accounting and control, budgeting, purchasing and such other functions as set forth in Chapter 8 of the City Charter and as may from time to time be provided by the City Council or by the City Manager.
The head of the Department of Finance shall be known as the "Director of Finance," who shall be appointed by the City Manager. In making such appointment, the City Manager shall give consideration to the applicant's qualifications in municipal finance and financial control.
There shall be a Deputy Director of Finance, who may issue, sign or countersign all warrants and checks against funds in the City treasury or School Board account, and he may further discharge any of the official duties of the Director of Finance during his continuance in office, unless the performance of such duty by a deputy is expressly forbidden by general law, the Charter of the City or any rules and regulations promulgated pursuant thereto. The Deputy Director of Finance shall be appointed by the Director of Finance and shall take the oath of office prescribed by law before entering upon the discharge of his duties.
[Amended 7-8-1980 by Ord. No. 80-43]
The Director of Finance shall have general management and control of the functions of the Department of Finance and shall have the power to make rules and regulations consistent with the Charter and this Code and other ordinances of the City for the conduct of its business. He shall have charge, subject to the direction and control of the City Manager, of the administration of the financial affairs of the city, except those of the School Board, unless otherwise specified by law, and to that end he shall have authority and be required to:
Compile the departmental estimates and other data necessary or useful to the City Manager in the preparation of the current expense and capital budgets.
Supervise and control all encumbrances, expenditures and disbursements to ensure that budget appropriations are not exceeded.
Maintain a general accounting system for the City government and each of its departments, boards, commissions, offices and agencies, in conformity with the best recognized practices in governmental accounting, and encumber each item of appropriation and allotments thereof with the amount of each purchase order, payroll or contract which he has approved, including each advance authorization as provided in Subsection F of this section.
Prescribe the form of receipts, vouchers, bills or claims to be used and of accounts to be kept by all departments, boards, commissions, offices and agencies of the city, provided that in so doing he shall consult with any officer appointed by the City Council for such purpose.
Require daily, or at such other intervals as he may deem expedient, a report of receipts from each of such departments, boards, commissions, offices and agencies and prescribe the times at and the manner in which money received by them shall be paid to the office of the Director of Finance or deposited in a City bank account under his control.
[Amended 6-14-2016 by Ord. No. 16-20]
Examine all contracts, purchase orders and other documents, except bonds and notes authorized as provided in Chapter 7 of the City Charter, which create financial obligations against the City and approve them only upon ascertaining that money has been appropriated and allotted therefor and that an unexpended and unencumbered balance is available in such appropriation and allotment to meet the same, provided that the Director of Finance may give advance authorization for the expenditure from any appropriation for the purpose of supplies, materials or equipment of such sum, within the current allotment of such appropriation, as he may deem necessary during a period of not to exceed three months for the purchase of items not to exceed in cost $25 for any one item, and immediately encumber such appropriation with the amount of such advance authorization; and thereafter, within the period specified, purchase orders for such items, to an aggregate not exceeding such authorization, shall be valid without the prior approval of the Director of Finance endorsed thereon, but each such purchase order shall be charged against such authorization, and no such purchase order, which, together with all such purchase orders previously charged within the period specified, shall exceed the amount of such authorization shall be valid.
Audit before payment, for legality and correctness, all accounts, claims and demands against the City. All payments, accounts, claims and demands by or against the City shall, except as provided in this section, be made by warrant or check issued and signed by the City Manager and Director of Finance.
[Amended 6-14-2016 by Ord. No. 16-20]
Supervise and be responsible for provision of Tax Maps, property descriptions and such other information as may be necessary or convenient for the scientific assessment of property for taxation within the city.
Have custody of all investments and invested funds of the city, or in its possession in a fiduciary capacity, unless otherwise provided by the City Charter or by law, ordinance or the terms of any trust, and the safekeeping of all bonds and notes of the City and the receipt and delivery of City bonds and notes for transfer, registration and exchange.
Submit to the City Manager, for presentation to the Council not later than the 20th day of each month, a statement concerning the financial transactions of the City and each utility respectively, prepared in accordance with accepted principles of municipal accounting and budgetary procedure and showing:
The amount of each appropriation with transfers to and from the same, the allotments thereof to the end of the preceding month, the encumbrances and expenditures charged against such appropriation and the allotments thereof during the preceding month, the total of such charges for the fiscal year to the end of the preceding month and the unencumbered balance remaining in such appropriation and the allotments thereof; and
The revenue estimated to be received from each source, the actual receipts from each source for the preceding month, the total receipts for each source for the fiscal year to the end of the preceding month and the balance remaining to be collected.
Furnish to the head of each department, court, board, commission, office and agency of the City a copy of that portion of the statement relating to such department, court, board, commission, office or agency.
Prepare and submit to the City Manager at the end of each fiscal year, for the preceding year, a complete financial statement and report of the financial transactions of the city.
Protect the interests of the City by withholding the payment of any claim or demand by any person against the City until any indebtedness or other liability due from such person shall first have been settled and adjusted.
Generally. The books of the Director of Finance shall show the condition of the sinking fund, if any, and all other funds of the city, the condition and amount of the bonded and floating debt of the City and all other accounts and statements necessary to a true and correct understanding of the financial condition of the City. He shall keep or cause to be kept such other accounts and financial records in relation to the performance of his duties and in such manner as provided in state law and as the City Council may prescribe and as in his judgment may be necessary.
Special assessment accounts. The Director of Finance shall keep a separate and distinct account of all money received by the City from special assessments for streets, sidewalks or other purposes, and such account shall show from whom the several amounts are received, when received, for what purpose and on what lot or parcel of land the money is paid.
[Amended 6-14-2016 by Ord. No. 16-20]
The Director of Finance shall keep a record of all disbursements of City funds, so as to show for each expenditure:
[Amended 6-14-2016 by Ord. No. 16-20]
Any Deputy Treasurer appointed by the City Treasurer under the authority of § 15.2-1603 of the Code of Virginia, where such appointment is certified and recorded as therein required and who has taken and prescribed the oath therein provided for, may discharge any of the official duties of the City Treasurer during his continuance in office, unless the performance of such duty by a deputy is expressly forbidden by law.
The books and accounts of the Director of Finance and the City Treasurer and all papers relating to the financial transactions of the City shall at all times be subject to the inspection of the City Council, or any member of the Council, or any person that the Council may appoint to examine the same.
[Amended 5-12-1983 by Ord. No. 83-7; 5-13-1986 by Ord. No. 86-12; 3-14-1989 by Ord. No. 89-10]
The City Council shall designate on or before the date of its regular meeting in June every five (5) years one (1) or more financial institutions as a depository or depositories for all money belonging to the city, other than funds to be credited to the account of the School Board, and shall require of such financial institutions bonds with security as provided by general law. Proposals for the provision of such financial services shall be solicited prior to each such designation in the manner provided for in Chapter 63, Purchasing, of this Code.
The School Board shall annually, at its first regular meeting in September, designate one (1) or more financial institutions as a depository or depositories for all money of the City which is to be credited to the account of the School Board and shall require of such financial institutions bonds with security as provided by general law.
It shall be unlawful for any officer, employee or agent of the city, including those subject to the direction or control of the School Board, to deposit or maintain any money belonging to or payable to the City in any place other than a depository designated pursuant to this section, except that petty cash funds not in excess of five hundred dollars ($500.) may be kept in secure places within the confines of administrative offices of the city.
This section shall not be construed to restrict in any way such term investments as may be permitted by general or special law.
No obligations shall be incurred by any officer or employee of the city, except in accordance with the provisions of the appropriations made by the City Council or under continuing contracts or ordinances authorized in accordance with law.
The Director of Finance may require any person making a claim or demand for the payment of any City money to make oaths as to the validity of such claim or demand and may examine, under oath, such person and other witnesses believed to have knowledge of such claim or demand for the purpose of determining the validity thereof and as a condition precedent to payment of all or any portion thereof.
No warrant or check shall be drawn upon any City fund or account for the payment of any City money to any recipient of public welfare, except pursuant to a voucher authorizing such payment, signed by the Director of Public Welfare. The Director of Finance shall prescribe the form for all such vouchers.