[HISTORY: Adopted by the Board of Trustees of the Village of Johnson City 7-20-1970. Amendments noted where applicable.]
All purchases by the Village of Johnson City or its boards, commissions, departments, officers or employees shall be governed by the following regulations.
Purchases for which competitive bids are required, according to the provisions of Article 5-A of the General Municipal Law, shall be governed by the provisions of that statute. A purchase order shall be issued by the Village Clerk-Treasurer upon the acceptance of a competitive bid.
A purchase order shall be prepared concurrently with or shortly after any purchase. One (1) copy of the purchase order shall go to the vendor, one (1) to the Village Clerk-Treasurer and one (1) to remain in the department's file.
The following purchases shall be exempt from the purchase order requirements:
Utility and other services regularly billed.
Newspaper publications as required by the General Municipal Law.
Inconsequential items or services purchased on a demand basis. These will be totaled at the end of the month, and the total for each line item will be put on a purchase order and submitted to the Village Clerk-Treasurer.
All purchase orders submitted to the Village Clerk-Treasurer shall contain the following:
Purchase orders received by the Village Clerk-Treasurer's office shall be encumbered by the end of the month in which they are received.
The intent of this chapter is control the budget, to record village liabilities and to provide cogent and timely information to the Village Board of Trustees. It is also the intent of this chapter to lay the groundwork for the institution of a central purchasing department when such a department is deemed feasible.