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HomeMy WebLinkAboutOrd 2342 03/07/1972 ""~~".-........- " .' , ~. ORDINANCE NO. 2342 AN ORDINANCE ADOPTING THE "MUNICIPAL BUDGET OFFICER" SYSTEM OF FINANCE WHEREAS, Article VII, Sectio;n 6 of the 1970 Constitution of the State " of Illinois authorizes home rule units to perform certain powers concur- rently with the Illinois General Assembly; and WHEREAS, the Village of Mount Prospect is a home rule unit as defined within the said 1970 Constitution of the State of Illinois; and WHEREAS, Chapter 24, Section 8-2-9.1 et.seq. of the Illinois Revised Statutes, 1967, provides for the establishment by a municipality of an office of Budget Officer; and WHEREAS, the President and Board of Trustees of the Village of Mount Prospect deem it to be in the best interests of the Village of Mount Prospect to eliminate our present system of finance and substitute therefor that system known as the "Municipal Budget Officer"; NOW, THEREFORE, BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT, COOK COUNTY, ILLINOIS: SECTION ONE: That subsection F. of Section 4.103 of the Municipal Code of Mount Prospect of 1957, as amended, be and the same is hereby further amended in its entirety to provide for preparation for the annual budget under the direction of the Village Manager and set forth a schedule with- in the fiscal year, which schedule must be adhered to by the Corporate Authorities of the Village of Mount Prospect in order that said budget will exist in lieu of an annual appropriation ordinance; so that here- after the said subsection F. of Section 4.103 shall be and read as follows: "Section 4.103 F. To have all the powers and exercise all the duties granted to the Village Clerk and Comptroller with respect to the preparation of a report of estimated funds necessary to defray the expenses of the Village for the fiscal year for the consideration of the Board of Trustees prior to the preparation of the annual budget, which budget shall be passed and adopted by the Mayor and Board of Trustees before the beginning of the fiscal year to which it applies. . Pas- sage ~f the annual budget by the corporate authorities shall be in lieu of passage. of the appropriation ordinance as re- quired by Chapter 24, Section 8-2-9 of the Illinois Revised Statutes, "1969." SECTION TWO: That subsections H, I, and J of Section 4.103 of the Municipal Code of Mount Prospect of 1957, as amended, be and the same are hereby further amended in their entirety to include further pro- visions required for the system of finance known as "Budget Officer System"; so that hereafter the said subsections H, I, and J shall be and read as follows: "H. Purchase of all materials, supplies, and equipment for wh~ch funds are provided in the budget; provided that he may award contracts for purchases of more th~n Fifteen Hundred Dollars ($1500.00) to the lowest" qualified bidder; and provided fur- ther that for such purchases of more than Fifteen Hundred Dollars ($1500.00) he shall be required to receive sealed bids not less than seven (7) days after placing an adver- tisement in the Mount Prospect Herald that such contract shall be let to the lowest responsible bidder and stating the place, time, and date such sealed bids shall be opened. '\<I't'.......,. '"'''','''''.~, 1. Should such purchase be of an amount in exces.s of that provided in the working budget or should such low bidder fail to be the lowest responsible bidder, the Village Manager shall advise the Village Board of Trustees as to whether or not the contract offered is desirable or '-which of several. contracts offered is most desirable for the Village of Mount Prospect. 2. The Mayor and Board of Trustees of the Village of Mount Prospect hereby delegate authority to heads of the Mount Prospect municipal departments, boards, or commis- sions to delete, add or change items budgeted previously to the department, board, or commission, subject to such limitation or requirement for prior approval by the bud- get officer as the Mayor and Board of Trustees, then holding office upon a two-thirds vote, may establish. a. By a vote of two-thirds of the members of the Mayor and Board of Trustees then holding office, the annual budget for the municipality may be revised by de- leting, adding or changing budgeted items. b. No revision of the budget shall be made increasing the budget in the event funds are not available to effectuate the purpose of the revision. 3. In case of accidents or other circumstances creating an emergency, the Village Manager may award contract, ac- quire services, and make purchases for the ~urposes of repairing damages caused by the said accident or meeting said public emergency; but he shall file promptly within fourteen (14) days with the Village Board a certificate showing such emergency and the necessity of such action, together with an itemized account of all expenditures. I. The Mayor and~oard of Trustees shall make the annual budget conveniently available to public inspection for at least ten (10) days prior to the passage of the annual budget, by publi- cation in the journal of the proceedings of the Mayor and Board of Trustees or in such other form as they may prescribe. Not less than one (1) week after the publication of the annual budget, and prior to final action on the budget, the Mayor and Board of Trustees shall hold at least one (1) public hearing on the annual budget. Notice of this hearing shall be given by publication in a newspaper having a general circulation in the municipality at least one (1) week prior to the time of hearing. J. To perform such other duties as may be prescribed by Article 5 of Chapter 24 of the Illinois Revised Statutes or may be required of him by Ordinance or Resolution of the Board of Trustees. SECTION THREE: That Sections 4.502, 4.503, and 4.504 of the Municipal Code of Mount Prospect of 1957, as amended, be and the "same are hereby further amended in their entirety to more fully set forth the duties of the Municipal Budget Officer under this system of finance; so that here- after the said Sections 4.502, 4.503, and 4.504 shall be and read as follows: "Section 4.502. Duties of Director. The Director of Finance shall be the head of the Department of Finance and shall serve ex officio as Comptroller and Budget Officer -- both at the pleasure of the Village Manager. In addition to the duties required by State law and in all cases where the duty is not expressly charged to any other department or office, it shall be the duty of the Director of Finance to act, promote, secure and preserve the financial and property interests of the Village. He shall have the following duties, functions and responsibilities: ,,~~~ " A. To supervise the Village treasury. B. To maintain all accounting records and reports as to Village finances in accordance with State law and generally accepted accounting principles. C. To report at least monthly on financial matters to the Village Manager. D. To establish all procedures relating to the collection, en- cumbrance and disbursement of the Village's funds. E. To make recommendations to the Village Manager as to the financial condition of the Village and suggestions ~s to its improvement. F. To approve all building permits before issuance so as to in- sure the applicant's financial compliance with Village Ordi- nances. G. To maintain an inventory of real and personal property owned or leased by the Village together with tax exemption records. H. To supervise all other offices of the Village insofar as they relate to the collection or disbursement of Village funds. i I. To perform all duties and responsibilities charged to him as Village Comptroller, including the maintenance of special assessment accounts and general obligation and revenue bond accounts. J. To perform all duties and responsibilities charged to him as Village Budget Officer, including: 1. To permit and encourage the use of efficient planning, budgeting, auditing, reporting, accounting, and other fiscal management procedures. 2. To compile a budget, which budget shall contain estimates of revenues available to the municipality for the fiscal year for which the budget is drafted, together with recommended expenditures for the municipality and all of the municipality's departments, commissions, and boards. a. The budget shall be itemized in a manner consistent with a chart of accounts as may now or in the future be approved by the Auditor of Public Accounts of the State of Illinois. b. The budget shall contain actual or estimated revenues and expenditures for the two years immediately pre- ceding the fiscal year for which the budget is pre- pared. So far as is possible, the fiscal data for such two preceding fiscal years shall be itemized in a form consistent with the chart of accounts approved by the Auditor of Public Accounts for the State of Illinois. c. Each budget shall show the specific fund from which each anticipated expenditure shall be made. d. The annual budget shall contain money set aside for contingency purposes not to exceed ten percent "(10%) of the total budget, which monies may be expended for contingencies upon a majority vote of the corpor- ate authorities then holding office. __"_,_,~,-,.~,,,,,,,-,,,~,,,",_,,,,,,~"""~~="'."'C=~~~"'.':':'.~=""""'=""__""""=''''''''''''''~==.~==""".~=- /''''''''''''''--'',-, e. One-half (1/2) of one (1) percentum of equalized assessed value of property subject to taxation by the municipality shall be accumulated in a separate fund for the purpose or p~rposes of specific capital improvements, repairs, and/or replacements of speci- fic types of municipal equipment or other tangible property to be designated as the "Capital Improvement, Repair or Replacement Fund." i. Expenditures from the Capital Improvement, Repair or Replacement Fund shall be budgeted in the fis- cal year in which the capital improvement, repair or replacement will occur. ii. Upon the completion or abandonment of any ob j ect for which the Capital Improvement, Repai~ or Re- placement Fund, or should any surplus monies re- main after the completion or abandonment df any object for which the Capital Improvement, Repair or Replacement Fund was inaugurated, then such funds ne longer necessary for capital improvement, repair or replacement shall be transferred into the general corporate fund of the municipality on the first day of the fiscal year following such abandonment, completion, or discovery of surplus funds. 3. To examine all books and records of all municipal depart- ments, commissions, and boards, which relate to monies re- ceived by the municipality, municipal departments, commis- sions, and boards, and paid out by the municipality, muni- cipal departments, commissions, and boards, debts and accounts receivable, amounts owed by or to the municipality, municipal departments, commissions, and boards. 4. To obtain such additional information from the municipality, municipal departments, commissions, and boards as may be useful to the budget officer for purposes of compiling a municipal budget, such information to be furnished by the municipality, municipal departments, commissions, and boards in the form required by the budget officer. Any department, commission or board which refuses to make such information as is requested of it available to the budget officer shall not be permitted to make expenditures under any subsequent budget for the municipality until such municipal department, commission, or board shall comply ln full with the request of the budget officer. 5. To establish and maintain such procedures as shall insure that no expenditures are made by the municipality, munici- pal departments, commissions, or board except as authorized by the budget. K. He shall perform such other duties as may be required of him from time to time by the Village Manager. Section 4.503. Treasurer. There is hereby created the position or-Yillage Treasurer who shall be appointed by the Village Manager and shall serve under the Director of Finance. He may be the same appointed officer occupying the position of Finance Director. A. Duties. 1. The Treasurer shall perform such duties as may be prescribed for him by Statute or Ordinance. 2. In addition to other duties the Treasurer shall act as Village Collector and perform all duties of such Collector as may be prescribed by Statute or Ordinance and shall pre- serve all warrants returned to him. /~,~~,....-...., ". 3. He shall receive all money paid into the Village, and he shall payout money only on vouchers or orders properly signed by the Mayor. 4. He shall deposit the Village funds in such depositories as may be selected from time to time as provided by Statute or Ordinance; and he shall keep the deposit of the Village money separate and distinct from his own money, and shall not make private or personal use of any Village money. 5. He shall keep records showing all money received by him, showing the source from which it is received and the purpose for which it is paid, and he shall keep records at all times showing the financial status of the Village. 6. The Treasurer shall keep such books and accounts as may be required by Statute or Ordinance and he shall keep them in the manner required by law and good accounting principles and as directed by the Director of Finance. B. Special Assessment Funds. I. All monies received on any special assessment shall be held by the Treasurer as a special fund to be applied only to the payment of the improvement, or bonds and vouchers issued therefor, together with the interest thereon, for which the assessment was made, and said money shall be used for no other purpose, unless to re- imburse the Village for money expended for such improve- ment '. 2. Payments on bonds or vouchers shall be made in accordance with the Statutes and the law and the Treasurer shall keep his books and accounts in such a manner so that proper prorations in payments of principal and interest can be made and ascertained. C. Warrants - Transfer of Funds. 1. All warrants drawn on the Treasurer must be signed by the Mayor, stating the particular fund or appropriation to which the same is chargeable, and the person to whom pay- able, and no money shall be otherwise paid except as may be provided by Statute. 2. Money shall not be transferred by the Treasurer from one fund to another, after it has been received by him, nor appropriated to any other purpose than that for which it has been collected or paid, except as may be ordered by the Mayor and Board of Trustees in manner and form pre- scribed by Statute. Section 4.504. Bond. The Finance Director - Comptroller - Budget Officer, and Treasurer shall give a bond, before entering upon the duties of office, in the sum required by the Board of Trustees; but such amount shall not be less than that required by Statute. This bond shall be conditioned upon the faithful performance of duties by the Finance Director - Comptroller - Budget Officer, and Treasurer and shall be conditioned to indemnify the Village for any loss by reason of any neglect of duty or any act of the Finance Director - Comptroller - Budget Officer, and Treasurer. The pre- mium of the bond shall be paid by the Village." SECTION FOUR: That all ordinances or parts of ordinances in conflict with the provisions of this ordinance are hereby repealed insofar as they do so conflict herewith. . . . ~ .~ SECTION FIVE: If any part "or parts of this Ordinance shall be held to be unconstitutional, such unconstitutionality shall not affect the validity of the remaining parts hereof. The President and Board of Trustees of the Village of Mount Prospect hereby declare that they would have passed the remaining parts of this ordinance if they had known that such part or par~s hereof would be declared unconstitutional. SECTION SIX: That this Ordinance shall be in full force and effect from and after its passage, approval, and publicatio~ in the manner provided by law. AYES: 6 NAYS: 0 PASSED AND APPROVED this 7 day of March , 1972. Ji.c" i~ ATTEST: ? .,_._----".,--~'--.---'---~"'~~~"= -"-""---