[Ord. No. 2019-2969, 9-10-2019; Ord. No. 2019-2974, 10-14-2019; Ord. No. 2021-3031, 11-4-2021; Ord. No. 2022-3043, 8-23-2022; Ord. No. 2022-3047, 9-27-2022; Ord. No. 2023-3072, 11-14-2023]
A.
Scope. The Board of Aldermen has the responsibility of approving
and establishing the expenditure levels for the City and its departments,
through the adoption of the annual budget. The Board of Aldermen realizes
that authority must be delegated to the Mayor and department directors
in order to efficiently carry on the daily affairs of the City, provided
that there are basic internal controls.
B.
PURCHASE ORDER
Definitions.
A form used to document all necessary information to indicate
that a financial obligation exists.
C.
Procedure And Guidelines. The following procedures and guidelines
shall be followed prior to making any purchase, unless otherwise provided:
1.
A completed purchase order is required before any purchases
are made. The City Administrator should note on each purchase order
what budget line item the purchase order shall be paid from.
2.
The City Administrator is responsible for ensuring that the
expenditure is contained within the budget and that unencumbered funds
are available before the purchase is made.
3.
If the purchase price is:
a.
Three thousand dollars ($3,000.00) or less, then the City Administrator
may approve the purchase and shall forward a copy of the purchase
order to the Finance Director.
c.
More than fifteen thousand dollars ($15,000.00), then the City
Administrator must institute a competitive bidding process, and such
bid shall be awarded to the lowest and best bidder as determined by
the Board of Aldermen.
D.
Miscellaneous.
1.
Emergency Purchases. In case of an emergency which requires
immediate purchase of supplies or services and time is of the essence,
the City Administrator shall be empowered to authorize the purchase
or to secure the services needed without complying with the procedures
as set forth in this Section. This provision shall also apply to any
natural disaster or civil emergency requiring an immediate response
on the part of the City. A full report of the circumstances requiring
an emergency purchase shall be provided to the Board of Aldermen at
its next meeting each time an emergency purchase is made.
2.
Professional Services. This Section shall not apply to professional
services.
3.
Auctions. The Board of Aldermen may authorize the purchase of
any supplies, equipment, or materials at auctions conducted by the
government of the United States or any agency thereof, any agency
of the State of Missouri, any municipality or other government agency,
or any private party (such as Purple Wave) without being subject to
competitive bidding requirements if the items can be obtained at a
competitive price.
4.
Cooperative Purchasing. This Section, and the requirements herein,
shall not apply to purchases made through or with the State of Missouri
or any other governmental jurisdiction which operates a cooperative
procurement program and will allow the City to purchase goods or services
that the jurisdiction has made available following the completion
of its own internal purchasing procedures.
5.
City Businesses. An attempt should be made to make purchases
at a Greenwood-based business. If the price at a Greenwood-based business
is three percent (3%) higher than the price of a comparable product
at a business outside the City limits, then the purchase can be made
at the business outside of Greenwood.
6.
If State law requires that a certain procurement process be
followed in a particular situation, then State law shall govern.
7.
In the event that there is only one (1) firm or company or individual
capable of providing a particular service or commodity and said services
or commodities cannot be secured from other persons or companies,
then the requirements contained herein shall not be applicable. Exclusive
service purchases for amounts exceeding five thousand dollars ($5,000.00)
must be preapproved by the Board of Aldermen.
8.
Notwithstanding any of the provisions of this Section but subject
to any applicable State law, the City may, upon concurrence of a majority
vote of the members of the Board of Aldermen, extend any contract
for the purchase of goods or services without utilizing the procedures
as herein described, when, in the opinion of the Board of Aldermen,
such extension is deemed to be in the best interest of the City.
A.
All public projects of whatever character which may be contracted
by the City of Greenwood shall be let out to the lowest and/or most
responsible bidder.
1.
Advertise For Bids. Whenever the Board of Aldermen or Park Board
shall have or cause work to be done in any part of the City in excess
of ten thousand dollars ($10,000.00), it shall be the duty of the
City Clerk or his/her designated representative to advertise for bids
at least one (1) day in any newspaper circulated in the City of Greenwood
that sealed proposals will be received in his/her office during that
space of time for doing said work, giving a general description of
the work, and giving notice that full plans and specifications can
be seen at his/her office, which plans and specifications shall have
been furnished by the City Clerk or his/her designated representative
at or prior to the time of ordering such advertisement for proposals.
Such notice shall also contain the statement of the fact that the
City reserves the right to reject any or all proposals.
2.
Form Of Bid — Opening Of Bids. The City Clerk or his/her
designated representative shall note on the back of each proposal
the time of receiving the same and shall file the same in his/her
office for reference. No proposal shall be filed by him/her unless
it is securely sealed, and all such proposals shall have an endorsement
on the back thereof "Proposals for public work" and directed to the
Board of Aldermen. On the date designated for the bids to be opened,
the City Clerk or his/her designated representative and at least one
(1) other disinterested party shall open the bids and cause the bids
to be entered on a bid sheet listing the bidder's name and amount
of his/her bid. The bids and the bid sheet shall then be certified
by the Mayor or his/her designated representative to the Board of
Aldermen.
3.
Contract Awarded. After the time shall have expired for receiving
proposals, the Board of Aldermen shall convene and examine the proposals
made and shall award the contract to the lowest and/or best bidder;
provided, the Board of Aldermen may reject any or all bids.
4.
Bond. Every proposal and bid that exceeds ten thousand dollars
($10,000.00) for public work shall be accompanied by a good and sufficient
bid bond or cashier's check equal to a percentage of the bid based
upon said contract. Upon being awarded a contract, the lowest and/or
best bidder shall provide a surety bond conditioned upon the faithful
performance of the contract of said work and good for one (1) year
after the work is completed. Said bond shall be equal to the entire
amount of money to be paid for such work.
5.
Contract. Whenever any contract shall be awarded and bond filed
as herein provided, the City Attorney shall draw up the terms of the
contract in duplicate, which said contract shall embody all the particulars
specified in the proposals and shall further bind the contractor to
perform the work in a good and workmanlike manner. Such contracts
shall be signed in duplicate by the Mayor and attested by the City
Clerk, under the Seal of the City, and by the contractors under their
hands and seals. One (1) copy of such contract shall be delivered
to the contractor, and the other held in the office of the Mayor or
his/her designated representative.
6.
Inspection And Payment. No such work shall be received or paid
for until it shall have been examined by the City and shall have been
approved by them as constructed according to contract, and these conditions
shall be embraced in every contract entered into.
7.
General Purchasing Policy. All City staff and the Park Board
will attempt to make purchases at a Greenwood-based business first.
If the price of a product or service at a Greenwood-based business
is three percent (3%) higher than the price of a comparable product
at a business outside the City limits of Greenwood, the City employee
or Park Board member may then purchase the product at the business
outside of Greenwood.
8.
Emergency Spending Procedures. When emergencies arise, the City
Clerk or his/her designated representative shall be authorized to
spend the funds necessary to restore essential services for the general
safety and health of the citizens of Greenwood. The City Clerk or
his/her designated representative shall give a full report at the
next Board of Aldermen meeting, either a study session or a regular
business session.
A.
Any and all late fees required to be paid pursuant to the provisions
of the City Code shall be deemed delinquent if not paid on the date
such payment is due. All persons delinquent in the payment of such
late fees, in addition to the late fees found to be due, shall be
required to pay such late fee plus an additional penalty of such late
fee for the first month or fraction thereof past due and an additional
one and a half percent (1.5%) of such late fee due for each additional
month such delinquency shall thereafter continue, not to exceed a
maximum of eighteen percent (18%) per year. The penalty provided for
in this Section shall be in addition to any other penalty prescribed
by ordinance.
B.
All payments received after late fees are assessed will be applied
to the late fee first with the balance being applied toward the original
billing amount.
C.
The amount of any unpaid fee, the payment of which is required under
the City Code, shall constitute a debt due to the City.
D.
At the request of the City, a civil suit in the name of the City
may be instituted in order to recover any unpaid fee.
E.
No civil judgment or any act by the City or the violator shall bar
or prevent prosecution in the City's Municipal Court of each and every
violation of the City Code.
A.
The Accounting Utility Supervisor shall keep an itemized account
of the expenses incurred by the City in connection with the collection
of delinquent debt owed to the City. An invoice for the collection
expenses, including, but not limited to, attorneys' fees and collection
company costs, shall be issued to the party for which such expenses
were incurred. Any and all unpaid expenses shall constitute a debt
owed to the City.
B.
When a check offered in payment for any fee, tax, fine or cost charged
by the City is returned without a payment, a returned check charge
of twenty-five dollars ($25.00) may be imposed for the processing
and collection of returned, unpaid checks. The City may refuse to
accept from any person an offered check if such person had previously
offered two (2) checks to the City that had been returned unpaid,
and instead may require cash or a form of a certified or cashier's
check.
[Ord. No. 2016-2908 § 1, 6-14-2016]
A.
Approval To Dispose Of Assets. The Mayor or his/her designee shall
give final approval in writing before any City asset is disposed of
or transferred from a City department.
B.
Surplus Assets. When an item no longer is needed by a City department,
the respective department head should attempt to dispose of the item
according to the following steps, in priority order:
1.
Redistribute the item within the City to another department.
2.
Trade or sell the item as is through available markets approved
by the Mayor, including but not limited to online or live auctions.
3.
Give the item to another local governmental agency or local
non-profit agency.
4.
Items which are damaged or have a nominal value may be recycled
or disposed as waste.
C.
Limitations. Any asset which, at the time of purchase, cost the City
the amount of two thousand five hundred dollars ($2,500.00) or more
must be declared surplus by the Board of Aldermen prior to disposal.
D.
Prohibitions. Under no circumstances will any employee, or family
member of an employee, have access to or ownership of any asset that
is being disposed of in accordance with this policy unless such asset
is being offered for sale to the general public and the process for
such sale is open to any individual intending to profer a bid on such
asset.
E.
Documents. All documents will be disposed of in accordance with State
policies governing the same. Any document which has, or appears to
have, historical value will be separated for further examination.
F.
Computing Technology. Regardless of how computing equipment is disposed
of, all data residing on any computer or other electronic storage
device will be removed from the equipment prior to disposal.
G.
Other Fixed Assets. Prior to disposing of City assets, each department
head will determine whether such asset is part of the City's ongoing
fixed asset inventory. If so, a complete description of the asset
being disposed of will be sent to the City Clerk or his/her designee.
A.
No officer or employee of the City shall participate in a contract
for supplies or services when that person knows that:
1.
The officer or employee or any member of the officer's or employee's
immediate family has a financial interest pertaining to the contract;
or
2.
A business or organization in which the officer or employee,
or any member of the officer's or employee's immediate family, has
a financial interest pertaining to the contract.
3.
Any contract in which any officer or employee of the City has
a financial interest, directly or indirectly, shall be void, except
when the contract is awarded as a result of open bidding.
B.
Every officer and employee of the City shall not directly or indirectly
solicit any gift or accept or receive any gift, whether in the form
of money, services, loans, promises or any other form, under circumstances
in which it could reasonably be inferred that the gift was intended
to influence them, or could reasonably be expected to influence them,
in the performance of their official duties or was intended as a reward
for any official action on their part.
A.
Scope Of Regulations. These regulations are applicable to all travel
expenses incurred on behalf of the City by employees and officials.
Where these regulations do not adequately cover a travel situation,
the department director shall adopt such rules and regulations as
may be necessary.
B.
Use Of Private Vehicles. Private vehicles may be used for travel
on City business when so authorized. Reimbursement shall be equivalent
to the standard mileage rate allowed for business use by the Internal
Revenue Service, plus tolls and parking.
C.
Use Of Commercial Carriers. Commercial airfares shall be limited
to "coach" or "economy" fares when such services are available. Reimbursement
shall be equivalent to the cost of the fare, plus associated airport
parking and/or ground transportation.
