Resolution 1993-11 STATE OF ILLINOIS
COUNTY OF KENDALL
RESOLUTION NO:
RESOLUTION AUTHORIZING SPENDING
AUtHORITY OF MAYOR, COMMITTEE CHAiRMAN
AND APPROVING PU HASE ORDER POLICY AND PROcr=DURES
FOR THE UNITED CITY F GE YORKVILLE
WHEREAS, the United City of the Village of Yorkville has reviewed its
policies, procedures, and methods of acquiring goods and services for the City;
and
WHEREAS, the United City of the Village of Yorkville through its City
Council has examined the necessity of at times making immediate purchases
for services, equipment, repairs, and similar activities; and
WHEREAS, the City Council and Mayor have determined it to be in the
best Interest of the United City of the Village of Yorkville to establish a spending
b
mlt that can be authorized b4 the Mayor or chairman of any standing committee
of the United City of the Village of Yorkville City Council, and further said
parties deem it in the best interest of the City to have an orderly and established
method of providing for purchases and procedures to pay for the purchases
for staff and the City Government;
NOW THEREFORE BE iT RESOLVED BY THE UNITED CITY OF THE VILLAGE
OF YORKVILLE AS FOLLOWS:
i) That the Mayor, or any chairman of a standing committee, or
any special committee created by approval of the Mayor and City
Council of the United City of the Village of Yorkville shall have
authority to spend up to $1 ,000-00 per purchase or acquisition
of service for the benefit of the Committee involved without full
City Council action. Upon said spending authorization being made,
the matter shall be reported to the City Council at its next regularly
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scheduled meeting in the bill list or by note from the City Budget
Officer or City Treasurer.
2) That in order to provide for a uniform purchase order policy
.for the United City of the Village of Yorkville effective with
the passage of this ordinance:
PURCHASE ORDER POLICY AND PROCEDURES
Purchase orders are to be used when orders are placed for goods and
services and billed directly to the City, or Its designated financial officer.
Each Department Head will be issued a numbered set of purchase orders
for which they are responsible. Purchase orders are to be used in numeric
order.
BEFORE ORDERING goods or services approval must be obtained according
to the authorization limits below:
A) Purchases under $500.00 require a purchase order.
The purchase order is to be completed and returned to the
Department Head for his Designee) for signature and account
numbers.
B) Purchases $500,00 - $1,000.00 require a purchase order
and a bid form. Both forms are to be completed and returned
to the Department Head for signature and account numbers.
C) Purchases over $1,000.00 to $5,000.00 require a purchase
order and a bid form, with written bids. Purchases over
$1,000.00 require a signature of Department Head and that
Departments Committee Chairman.
D) Purchases over $5,000.00 require a purchase order and
City Council approval.
E) For purchases over $10,000.00 the City Council will abide
by Chapter 65 518-9-1 of Illinois Compiled Statutes by obtaining
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seaied bids and published Ads as required; or no bids if
authorized by a vote of two-thirds of all the aldermen.
F) Approved exceptions to the above requirements:
a) Reimbursement of travel expenses (require travel
reimbursement form and receipts) .
b) Advertisement in newspaper.
c) Taxes, payroll transfers, IMRF, and other payroll
withholdings.
d) Gas purchases.
e) Utilities and telephone.
f) Purchases under $50.00 made from vendors In Yorkville.
g) Petty Cash.
h) City Council Approved Contracts that do not require
public or competitive bidding.
i) Emergency: For all purchases required as a result
of an emergency condition such as described below.
These are designated Priority One. The Mayor, Committee
Chairman, or available council member shall be Informed
immediately of emergency situation.
1) A public calamity, wherein prompt purchase of
items is required to provide for the needs of the
public or to preserve the property of the City
of Yorkville.
2) An item necessary to preserve or protect the
public health or safety of the residents.
3) An item is made necessary by unforseen damage
to public property and any delay will cause deterioration
of the situation.
3) To the extent that any prior Ordinance, Resolution, or written
policy of the United City of the Village of Yorkville is. contrary
to the spending limits and purchase order policy set forth within
this Resolution, this Resolution shall control all of said policy
matters from the date of its passage instanter.
4) In the event any portion of this Resolution was declared to
be Invalid by any Court of valid jurisdiction, the remaining portion
thereof would remain enforceable and In full effect.
THE UNITED CITY OF THE VILLAGE OF YORKVILLE.
Approved this 1(P , day of r, ,r t 1998
MAYOR
C Y —ATTEST-'