ORDINANCE NO. 17-2013
AN ORDINANCE TO AMEND CHAPTER 125 OF THE GRANVILLE CODIFIED ORDINANCES PERTAINING TO THE DEPARTMENT OF FINANCE AND ADMINISTRATION.
WHEREAS, the Council of the Village of Granville, Ohio, has determined that it is necessary to update Chapter 125 of the Granville Codified Ordinances.
NOW, THEREFORE, BE IT ORDAINED by the Council of the Village of Granville, Licking County, Ohio that:
Section I: That existing Chapter 125 of the Granville Codified Ordinances is hereby amended to read as follows:
Department of Finance and Administration
125.01 Designation of Functions 125.10 Single Aggregate Bidding
125.02 Division of General Administration 125.11 Purchases From Federal
125.03 Sale of Other Disposition of Surplus Government
Property 125.12 Rules and Regulations –
125.04 Division of Purchases Purchasing Policy
125.05 Formal Bidding 125.13 Division of Finance
125.06 “Lowest and Best” Defined 125.14 Fiscal Officer
125.07 “Qualified Vendor” Defined 125.15 Signatures on Notes & Bonds
125.08 Cost Estimates Not Required 125.16 Duties of Finance Director
125.09 Exceptions to Competitive (Formal) 125.17 Payrolls
Bidding 125.18 Report to Council and the Manager
125.19 Treasury Investment Account
125.20 Proceeds From the Sale of Public "Real” Property
125.01 DESIGNATION OF FUNCTIONS.
The Department of Finance and Administration shall be under the direction of the Director of Finance. It shall perform the following functions hereafter set forth and such others as may be delegated to it from time to time by the Manager:
a) General Administration;
b) Personnel Administration;
125.02 DIVISION OF GENERAL ADMINISTRATION
The Division of General Administration shall perform the following duties:
a) Provide an information service at the Municipal Building;
b) Provide mail distribution service for all Municipal Departments;
c) Provide copy reproduction facilities for all departments
d) Provide for the disposition of surplus equipment and supplies; and
e) Provide such other services as may be required by the Manager.
125.03 SALE OR OTHER DISPOSITION OF SURPLUS PROPERTY
The Manager is authorized and directed to provide for the sale of surplus equipment and supplies, including motor vehicles, in the following manner:
a) Transfer to another department
b) Trade-In on new purchase of the same or similar items;
c) Sealed bid sale;
d) By public auction;
e) Conveyance to another governmental agency/authority;
f) Internet auction; or
g) Donation to a non-profit organization exempt from Federal income taxation; pursuant to prior approval of Village Council.
Items to be sold by sealed bid and valued at ten thousand dollars ($10,000) or more shall be advertised once a week for two consecutive weeks. Items valued at less than ten thousand dollars ($10,000) shall be advertised at the discretion of the Manager.
Competitive bidding shall not be required if conveyance, grant, or permit to use of Village owned property is to be made to the United States of America, State of Ohio, or any political subdivision, taxing district, department, commission, board, institution, authority, or other agency of either.
The proceeds for the sale of surplus property shall be deposited in the Municipal treasury to the credit of the division having jurisdiction and control over such property.
125.04 DIVISION OF PURCHASES
The Division of Purchases shall perform the following duties:
a) Administer all purchasing as required by the various departments, divisions, offices, sections and units of the Municipal government in conformity with the control procedures established for the purpose, as set forth in the Purchasing Policy;
b) Prepare or obtain and maintain standard specifications for materials, supplies and equipment whenever practicable;
c) Keep informed and maintain records as to the sources of supply for all classes of purchases, bids and price quotations, and other related items;
d) Keep inventory records of all equipment and major items of supplies owned by the Municipality and make periodic inventories;
e) Advise and assist the Manager in the formulation of policies of the Municipality;
f) Conduct emergency purchasing in accordance with Purchasing Policy procedures when standard procurement is impracticable;
g) Sell unused or worn out, surplus or obsolete equipment and materials when identified as such by proper authority; and
h) Perform such other duties as may be required by the Manager.
125.05 FORMAL BIDDING
Purchases or contracts involving an expenditure exceeding the amount as designated in Section 5.05 of the Charter shall only be made after advertisement and the receipt of sealed bids. The purchase shall be made from a qualified vendor submitting the lowest and best bid.
125.06 “LOWEST AND BEST” DEFINED
For the purposes of this Chapter, “lowest and best” shall be deemed to be that quotation or bid which gives the best combination of quality, service, and price that assures the greatest economy to the Village.
125.07 “QUALIFIED VENDOR” DEFINED
For the purposes of this chapter, “qualified vendor” means a person who has met the Village’s appropriately specified criteria pursuant to the needs of the relevant purchase or contract.
125.08 “COST ESTIMATES NOT REQUIRED”
The Village shall not be required to make their cost estimates for public improvement projects available for public inspection prior to bidding. If the contracted amount on any project exceeds the Engineering estimate by ten percent or more, approval of the Village Manager is required.
125.09 EXCEPTIONS TO COMPETITIVE (FORMAL) BIDDING
In any case where competitive bidding is not practical, or it is clearly to the Village’s advantage to contract without competitive bidding, Council, upon the recommendation of the Village Manager, may authorize the execution of a purchase order without competitive bidding, by a majority vote.
Instances where competitive bidding is not practical include, but are not limited to, the following examples:
- Contracts for professional services
- Hiring of Consultants; or
- Contracts for materials in unstable markets
The Village Law Director shall approve the contract as to form and content before it is submitted for the Village Manager’s approval with Council authorization.
125.10 SINGLE AGGREGATE BIDDING
The Village Manager is hereby authorized in his or her discretion when deemed best for the Village to advertise for and award single aggregate bid for public improvements without the necessity of seeking or obtaining alternative separate bids for each separate trade or kind of mechanical, labor, employment or business furnishing materials.
125.11 PURCHASES FROM FEDERAL GOVERNMENT
The Purchasing Agent may purchase any personal property from the Federal Government whenever such property is offered, if he finds that such purchase can be made at prices less than would be obtained by taking bids as provided by law for purchases from private persons. It shall not be necessary for him to advertise for bids but he may make such purchases upon such formalities and such terms as are required by the Federal Government irrespective of the amount of money involved.
125.12 RULES AND REGULATIONS – PURCHASING POLICY
The Purchasing Agent shall establish and may amend any rules and regulations which he deems necessary to the implementation of the purchasing function. Such rules and amendments thereto shall be consistent with the Charter and Municipal Ordinances and shall be subject to review by the Village Council and approval of the Manager.
125.13 DIVISION OF FINANCE
The Division of Finance shall be under the direction of a Director of Finance who shall be accountable to the Manager. The Director of Finance and the Finance Division shall perform the following duties:
a) Keep in proper books a full and accurate account of all the moneys received and disbursed by him on behalf of the Municipality as well as all outstanding sums due the Municipality and all orders and contracts upon which the Municipality is obligated;
b) Receive and have custody of all moneys paid to the Municipality and to disburse Municipal moneys in accordance with the Municipal Charter and ordinances;
c) Render a monthly report to Council reflecting the financial condition of the Municipality;
d) Certify that funds are available according to law to pay all contracts, agreements, or other obligations for the expenditure of public funds entered into by any official of the Municipal government, and no such contract, agreement or other obligation shall be valid until so certified by him, or an agent designated by him. Such designation shall be made in writing and filed with the Clerk of Council.
e) Keep an accurate account of the bonded debt of the Municipality and of the payment of interest and principal thereon;
f) Prepare the municipal payroll;
g) Prepare and submit such reports as may be required by law;
h) Assist the Manager in preparing the preliminary draft of the annual budget; and
i) Perform such other duties as may be required by the Manager
125.14 FISCAL OFFICER
The Director of the Department of Finance shall be the Fiscal Officer of the Municipality, and the Fiscal Agent of the Municipality in all transactions under the Uniform Bond Law.
125.15 SIGNATURES ON NOTES AND BONDS
The Mayor and the Director of Finance are designated as officials to sign all notes and/or bonds issued by the Municipality including short term notes when properly authorized by Ordinance.
125.16 DUTIES OF FINANCE DIRECTOR
The Director of Finance shall perform all duties prescribed by ordinance or required by the laws of the State of Ohio not inconsistent with the provisions of the Municipal Charter.
The payrolls of the Village shall be prepared by the Director of Finance or designee and shall be examined by the Manager, who shall approve those on which the employees named thereon have been legally appointed and are shown thereon by proper titles and approved rates of pay. When the payroll is approved by the Manager, the Finance Director or designee, shall prepare, sign and deliver checks or electronic fund transfers for the amounts shown to the employees named. It shall not be necessary to encumber payrolls before payment or to certify to the availability of funds appropriated for personal services except those obtained on a contractual basis.
125.18 REPORT TO COUNCIL AND THE MANAGER
The Director of Finance shall report at least once each month to the Manager and to Council on the status of all funds, all appropriations, all revenue estimates and collections, all allotment and all expenditures as well as bond redemption and interest payments made and due to be made during the fiscal year.
125.19 TREASURY INVESTMENT ACCOUNT
There is hereby established an account known as the Treasury Investment Account. All moneys paid to the Municipality for redemption of Waterworks Improvement Bonds shall be credited to this account and all interest payments received on such Bonds shall be used as general operations funds for the Municipality.
125.20 PROCEEDS FROM THE SALE OF PUBLIC”REAL” PROPERTY
The proceeds from the sale of public property such as lands and other “real” property by the Village shall be used only for debt reduction or the purchase, improvement or acquisition of a capital asset.
Section II: This Ordinance shall take effect and be in full force upon the earliest date allowed by law.
Passed this 4th day of September, 2013