Ordinance 2002-12 STATE OF ILLINOIS )
)ss
COUNTY KENDALL )
ORDINANCE NO. 2002-
AN ORDINANCE MODIFYING AND ESTABLISHING
NEW PURCHASE ORDER POLICY
WHEREAS,the Mayor and City Council of THE UNITED CITY OF YORKVILLE have
determined that new Purchaser Order Policy and Procedures are necessary for the efficient
operation and management of the City; and
WHEREAS,the Mayor and City Council have determined that the current Purchase
Order Policy and Procedures are inadequate for the needs of the City and that the existing Policy
and Procedures need to be amended;
NOW THEREFORE,the Mayor and City Council of the UNITED CITY OF
YORKVILLE, upon motion duly made, seconded, and approved, do hereby ORDAIN as
follows:
1. Title I Section 3(13)(3)(c) of the City Code is hereby amended. The attached
Purchase Order Policy, Exhibit"A", is and shall hereinafter be the Purchase Order
Policy of the United City of Yorkville and shall be inserted at Section 3(B)(3)(c)
in the City Code.
2. All ordinances or parts of ordinances conflicting with any of the provisions of this
ordinance shall be and the same are hereby repealed.
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3. If any section, subsection, sentence, clause,phrase or portion of this ordinance is
for any reason held invalid or unconstitutional by any court of competent
jurisdiction, such portion shall be deemed a separate, distinct, and independent
provision, and such holding shall not affect the validity of the remaining portions
hereof.
4. Nothing contained in the Purchase Order Policy being adopted herein shall be
deemed to be in conflict with or less stringent than all applicable requirements of
the Illinois Municipal Code.
IN WITNESS WHEREOF,this Ordinance has been enacted this / _day of
2002.
PAUL JAMES MARTY MUNNS
RICHARD STICKA MIKE ANDERSON
VALERIE BURR ROSE SPEARS
LARRY KOT JOSEPH BESCO
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APPROVED by me, as Mayor of the United City of Yorkville, Kendall County, Illinois,
this Day of TW ,A.D. 2002.
c -
MAYOR
PASSED by the City Council of the United City of Yorkville, Kendall County, Illinois
this Day of J `J ` ,A.D. 2002.
Att
CI Y CLERK
Prepared by:
Law Offices of Daniel J. Kramer
1107A South Bridge Street
Yorkville, Illinois 60560
630-553-9500
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Passed 6/11/02
UNITED CITY OF YORKVILLE
PURCHASE ORDER POLICY
Purchase orders are to be used when orders are placed for goods and services. 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:
• Purchases under $75.00 —No purchase order is required. (Requires Department Head approval.)
• Purchases over$75.00 - $1,000.00 —Purchase order required. The purchase order is to be
completed and returned to the Department Head** for signature and account numbers. (One
verbal quote is required; however employees are encouraged to seek additional quotes when
possible.)
• Purchases over$1,000.00 - $2,500.00—Purchase order and bid form required. Both forms are to
be completed and returned to the Department Head** for signature and account numbers.
• Purchases over $2,500.00 - $5,000.00—Purchase order and bid form with written bids required.
The purchase order is to be signed by the Department Head** and either that department's
Committee Chairman or the Mayor.
• Purchases over $5,000.00 - $10,000.00—Purchase order and City Council approval required.
The purchase order is to be signed by the Department Head**; the date that City Council approved
the purchase is to be noted.
• Purchases over$10,000.00—Follow Chapter 65 5/8-9-1 of the Illinois Complied Statutes by
obtaining sealed bids and published Ads as required, or if authorized by a vote of two-thirds of all
the aldermen. (Purchase order is to be completed for Finance Department; note date of City
Council approval.)
EXCEPTIONS
Approved exceptions to the above requirements:
1. Reimbursement of travel expenses (require travel reimbursement form and receipts).
2. Advertisement in newspaper.
3. Taxes, payroll transfers, EVIRF, any other payroll withholdings.
4. Gas Purchases.
5. Utilities and telephone.
6. Emergency replacement parts - (Over $500 - requires verbal approval from Department Head.
Over $1,000—requires verbal approval from Committee Chairman, Mayor, or any Alderman.)
7. Petty Cash.
8. Monthly payments relating to contracts previously approved by City Council.
Purchase orders and bid forms are to be submitted to the finance office daily, along with any void
purchase orders.
Packing slips need to be checked against delivery of goods and signed by employee checking order.
Packing slips are to be submitted daily.
The Finance office will match purchase orders, bid forms, packing slips, and receipts to the invoice before
an invoice will be processed for payment.
**Department Head may designate a supervisor or lieutenant to sign if needed. Finance Department
MUST be notified of designation.