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Resolution 2005-84 i STATE OF ILLINOIS ) )ss COUNTY OF KENDALL ) RESOLUTION NO. 2005- 9j4_ RESOLUTION APPROVING A REVISED PURCHASE ORDER POLICY WHEREAS, the City Council of the United City of Yorkville has considered revising its Purchase Order Policy in light of the recent statutory increasing the amount requiring a competitive bid, among other considerations; and WHEREAS, the City Council of the United City of Yorkville has reviewed said revisions in the form set forth in the attached Exhibit "A ", and finds that the purchasing policy as set forth in Exhibit "A" is appropriate for the City. NOW THEREFORE, upon Motion duly made, seconded and approved by the majority of those members of the City Council voting, the Purchase Order Policy, as forth in Exhibit "A" is hereby approved as the "UNITED CITY OF YORVILLE PURCHASE ORDER POLICY ". WANDA OHARE � JOSEPH BESCO VALERIE SURD PAUL JAMES v� DEAN WOLFER MARTY MUNNS ---� ROSE SPEARS JASON LESLIE Approved by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this 74'1 Day of A.D. 2005. r MAYOR Passed by the City Council of the United City of Yorkville, Kendall County, Illinois this a 7- ) day of , A.D. 2005. ATTEST. CITY CLERK Prepared by: John Justin Wyeth City Attorney United City of Yorkville 800 Game Farm Road Yorkville, IL 60560 12/27/05 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 oods or services approval must be obtained according to the authorization limits g � pp g below: • Purchases under $150.00— No purchase order is required. (Requires Department Head approval.) • Purchases over $150.00 - $2,000.00— 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 $2,000.00 - $5,000.00— 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 $5,000.00 - $10,000.00— 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 $10,000.00 - $20,000.00— Purchase order and bid form required. 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 $20,000.00— 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, IMRF, any other payroll withholdings. 4. Gas Purchases. 5. Utilities and telephone. 6. Emergency replacement parts - (Up to $5,000 - requires verbal approval from Department Head. Over $5,000 — 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.