[HISTORY: Adopted by the Village Board of the Village of Elm Grove 12-9-1963; as amended through 2-12-1979. Subsequent amendments noted where applicable.]
Approval of claims.
The Village Manager shall audit and approve each claim or statement as a proper charge against the treasury and shall endorse his or her approval thereon, after having determined that the following conditions have been complied with:
Funds are available therefor pursuant to the budget approved by the Village Board.
The item or service covered by such claim or statement has been duly authorized by the proper official, committee or Village Board.
The item or service has been actually supplied or rendered in conformity with such authorization.
The claim is just and valid pursuant to law.
The Village Manager may require the submission of such proof in evidence to support the foregoing as in his or her discretion he or she may deem necessary.
Allowance of accounts. The Manager shall present all claims or statements to a regular or special meeting of the Village Board for allowance.
Payment of accounts. The Village President and Village Clerk shall, after allowance pursuant to Subsection B hereof, direct the Village Treasurer to pay all accounts and demands against the Village. The order shall list the name of the payee, the purpose and amount thereof.
Annual audit. The Village Board shall direct an annual detailed audit of its financial transactions and accounts by a certified public accountant.
[Amended 3-8-1999; 9-11-2000; 5-23-2006]
Contracts by Village Manager. All contracts for the performance of any work or services or the purchase of any materials or equipment for the Village of Elm Grove of $25,000 or less may be made by the Village Manager. To the extent such section is applicable, purchases shall be made in the manner provided in Chapter 54, § 54-3H.
Contracts in excess of $25,000.
Subject to the provisions of Subsection B(2) below, contracts for the performance of work, services or the purchase of materials or equipment for the Village of Elm Grove exceeding $25,000 shall be let to the lowest responsible bidder pursuant to the provisions of § 61.55, Wis. Stats. The term "work" or "service" as used in this subsection shall not refer to any professional services. For purposes of this section, "professional services" includes but is not limited to the services of any attorney, architect, artist, public accountant, computer consultant, consulting engineer, insurance underwriter, realtor, real estate appraiser or planning consultant.
The Village Board shall have the right to reject all bids for contracts for any work or services or material. Thereafter, such contracts for any work, services or materials shall be let as directed by the Village Board. The Village Board shall also have the right to waive the requirement for solicitation of bids for specific materials and/or equipment where the Village Board makes a legislative finding that the purchase of specific materials or equipment for the replacement or upgrading of existing Village materials and/or equipment is necessary to avoid incurring additional costs and/or expenses or the disruption of Village services.
Whenever the offices of the Village Attorney, Village Engineer or any other of the Village's contract professional staff are contacted for current services regarding a specific person's property, development or other special matter in the Village of Elm Grove by the Village President, Village Board member, Village Board Committee member, or Village Commission member or any representative, agent or designee of the same, or a property owner or any person or entity or a respective representative, if said contact results in a charge to the Village of Elm Grove for that professional's time and services and said service is not a service provided to the Village of Elm Grove as a whole, then the Village Manager shall be authorized to charge said person or entity for the current service provided and/or pursuant to the provision of § 66.0627, Wis. Stats., to impose a special charge for that current service to the benefited property owner for the fees incurred by the Village.
This section shall be enforced on the basis of the policy as established by the Village upon a recommendation of the Village Board Finance and Licensing Committee, by resolution enacted by the Village Board and revised from time to time that shall include schedules for cash deposits and other means of securing payment to the Village.
The Village Manager is authorized to invoice each person or entity for special charges, allowing a period of time, not more than 30 days, to pay for provided current services. The invoice shall include an itemized statement of the professional service fees provided.
The Village Clerk shall give each property owner, invoiced for current services, notice that a hearing may be requested before the Village Board Finance and Licensing Committee regarding the charges against the property. If a hearing is timely requested in writing within 20 calendar days of the mailing of the invoice for current services, the matter shall be heard in accordance with the provisions of this § 30-3 on the issue of the cost of professional fees incurred to benefit a specific land owner.
If any amount remains unpaid after the 30 days allowed for payment where no hearing has been timely requested, the Village Clerk shall automatically charge that delinquent amount, plus any applicable penalty and/or interest, against the current or next tax roll as a delinquent tax against the property pursuant to § 66.0627, Wis. Stats. In the event the invoice rendered to a property owner or the time allowing for payment precludes placement on the current year's tax roll, any such delinquent charge shall be extended to the following year's tax roll.
Upon receipt of a timely request for a hearing on the invoice for special charges, the Village Board Finance and Licensing Committee shall hold a hearing regarding same at its next regular meeting or, at its discretion, at a special meeting. Such hearing shall be preceded by posted public notice and written notice to the property owner.
When a timely hearing has been requested, no current charges for special services shall be placed on the tax roll until a hearing has been held and a decision has been rendered and reduced to writing. A copy shall be sent via first class mail, postage prepaid, to the property owner. Only that part of the charges for special services approved by the Village Board Finance and Licensing Committee may be placed on the tax roll after the property owner has been given 30 days to pay from the date of the Village Board Finance and Licensing Committee decision.
The Village, in addition or instead of the above, may follow any other legal means to collect the amounts due.