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HomeMy WebLinkAboutOrd 2972 01/02/1980 2/13/79 12/19/79 ORDINANCE NO. 2972 AN ORDINANCE CREATING THE DEPARTMENT OF MANAGEMENT SERVICES HEREAS, the Village Manager recommended and the President and ;oard of Trustees concurred in the Manager's recommendation that ~he Department of Finance of the Village be abolished and a new ~epartment of Management Services be created to encompass the !inancial functions of the Village and the functions of the Villag~ ~lerk. IOW, THEREFORE, BE IT ORDAINED BY THE PRESIDENT AND BOARD OF ?RUSTEES OF THE VILLAGE OF MOUNT PROSPECT, COOK COUNTY, ILLINOIS aS FOLLOWS: ;ECTION ONE: Article I of Chapter Three of the Municipal Code of ~he Village of Mount Prospect be, and the same is hereby, deleted in its entirety. ~ECTION TWO: Article V of Chapter 4 of the Municipal Code of the Jillage of Mount Prospect be, and the same is hereby deleted in ~ts entirety and a new Article V substituted therefor, which said aew Article V shall hereafter be and read as follows: ARTICLE V DEPARTMENT OF MANAGEMENT SERVICES ~CTION 4.501. Creation of DePartment. There is hereby created nd established the Department Of Management Services which hall be under the jurisdiction and control of the Village Manac ECTION 4.502. Appointment, Term and Removal of Director. The upervisor of the Department of Management Services shall be he Director of Management Services. Said Director shall be ppointed by the Village Manager and shall serve as Director emoved from such position by the Village Manager. tECTION 4.503. Jurisdiction. The Department of'Management Servi¢ hall encompass "the financial functions of the Village including he work of the Comptroller, Village TreaSurer and Budget Officer f any, and the functions of the Village Clerk. ECTION 4.504. Duties °f DireCt°r. The Director of Management ervices shall have the fOllowing duties, responsibilities and unctions: ae To supervise the Village Clerk and the Village ComptrolL To supervise the Village treasury. To maintain all accounting records and reports as to Vil- lage finances in accordance with applicable law and generally accepted accounting principles. To report at least monthly on financial matters to the Village Manager. To establish all proCedures relating to the collection, encumbrance and disbursement of the Village's funds. To make recommendations to the Village Manager as to the financial conditiOn of the Village and to make suggestiol as to its improvement. G. To maintain an inventory of real and personal property owned or leased by the Village together with tax exemption records therefor. H. To supervise all other offices of the Village insofar as they relate to the collection or disbursement of Village funds. I. To supervise all duties and responsibilities charged to the Village Comptroller. J. To supervise all duties and responsibilities charged to the Village Clerk. To act as Village Budget Officer if designated as such b the Village Manager. If the Director is so designated a Budget Officer, the. Director §hall perform the following duties, responsibilities and functions: 3 - 12/13/79 12/19/79 .. To permit and encourage the use of efficient planning, budgeting, auditing, reporting, accounting and other fiscal management procedures. To compile a budget in accordance with the following, which budget shall contain estimates of revenues available to the Village for the fiscal year for which the budget is drafted, together with recommended expenditures for the Village and all of the Village's departments, commissions and boards: Se The budget shall be itemized in a manner consis- tent 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. The budget shall contain actual or estimated reve- nues and expenditures for the two (2) years imme- diately preceding the fiscal year for which the budget is prepared. So far as is possible, the fiscal data for sUch two (2) preceding fiscal years shall be itemized in a form consistent with the chart of accounts approved by the Auditors of Public Accounts for the State of Illinois. c. Each budget shall show the s~ecific fund from which each anticipated expenditure shall be made. Expenditures from the Capital Improvement, Repair or Replacement Fund shall be budgeted in the fiscal year in which the capital improvement, repair or replacement will occur. Upon the completion or abandonment of any object for which the Capital Improvement, Repair or Replacement Fund, or should any surplus monies remain after the completion or abandonment or any object for which the Capital Improvement, Repair or Replacement Fund was inaugurated, then such funds no longer necessary for capital improvement, repair or replacement shall be transferred into the General Corporate Fund of the Village on the first day Of the fiscal year following such abandonment, completion or discovery of such funds. To examine all books and records of all Village departments, commissions and boards, which relate to monies received by the Village, Village departments, commissions and boards, and paid out by the Village, Village departments, commissions and boards, debts and accounts receivable, amounts owed by or to the Village, Village departments, commissions and boards. To obtain such additional information from the Vil- lage, Village departments, commissions and boarda as may be useful to the budget officer for purposes of compiling a Village budget, such information to be furnished by the Village, Village departments, commis- sions 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 per- mitted to make expenditures under any subsequent budget for the Village until such Village department, commission or board shall comply in full with the ~equest of the Budget Officer. 4- -, To establish and maintain such procedures as shall insure that no expenditures are made by the Villa( Village departments, commissions or boards except authorized by the budget. K. To perform such duties as may be required from time to time by the Village Manager. ~ECTION 4'.505. Village Treasurer. There is hereby created the ~6sition of the Village Treasurer. The Village Treasurer shall )e appointed and removed by the Village Manager and shall serve mder the Director of Management Services. The Director of ~nagement Services may also be appointed and act as Village ~reasurer. ~ECTION 4.506. Duties of Treasurer. The Village Treasurer ~hall have the following duties, responsibilities and functions: A. To perform such duties as may be prescribed by state or local law. To act as Village Collector and perform all duties of such Collector as may be prescribed by state or local law and preserve all warrants which are returned. To receive all money paid into the Village and pay out money only on vouchers or orders properly siqned by the Mayor. To deposit the Village funds in such depositories as may be selected from time to time as provided by state or local law, and keep the deposit of the Village money separate and distinct from the Treasurer's personal funds, and not make private or personal use of any Village money. TO keep records showing all money reCeived, showing the source from which it is received and the purpose for whi it is paid, and to keep records at all times showing the financial status of the Village money. To keep such books and accounts as may be required by state or local law and keep them in the manner required law and good accounting principles and as directed by Director of Management Services. ECTION 4.507. S~ecial Assessment Funds. Ail 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 shall be used for no other purpose, unless to reimburse the Village for money expended for such improvement. Payments on bonds or vouchers shall be ~ade in accordance with the state and local law and the Treasurer shall keep books and accounts in such a manner'so that proper prora- tions in payments of principal and interest can be made and ascertained. CTION 4.508. Warrants; Transfer of Funds. Ail 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- 5- /--%¥13/79 ~,~19/79 able, and no money shail be otherwise paid except as may be provided by law. Be Money shall not be transferred by the Treasurer from one fund to another, after it has been received, nor appro- priated 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 fo~m prescribed by law. S CTION '4'.'50'9'. Village ComptrolIer. There is hereby created the ~)sition of Village Comptroller. The Village Comptroller shall be a)pointed and removed by the Village Manager. The Village C~mptroller shall perform such duties and responsibilities as are a ~signed to the Comptroller from time to time by the Village N~nager or Director of Management Services. ~CTION 4.510. BOND. The Director of Management Services, )mptroller, Budget Officer and Treasurer shall give a bond, befor %tering upon the duties of office, in the sum required by the )ard of Trustees; but such amount shall not be less than that ~quired by state law. This bond shall be conditioned to indemnif %e Village for any loss by reason of any neglect of duty or any =t of the Director of Management Services, Comptroller, Budget ~ficer and Treasurer. The premium of the bond shall be paid by' %e Village. ]CTION 4.511. Creation, Appointment, Te£m 'and Removal of Village erk. There is hereby created and established the position of ~llage Clerk. -The Village Clerk shall be appointed by the Village ~nager subject to the approval of such appointment by the Presi- ~nt and Board of Trustees. The Village Clerk shall serve in said bsition until removed therefrom in the same manner as the Village ierk is appointed. ~CTION 4~5t2. Duties of the Village Clerk. Under the supervision the Directo~ of Management SerViCes, the Village Clerk shall ~ve the following duties, responsibilities and functions: A. To seal and attest all documents of the Village which are required to be sealed and attested. B. To keep and maintain any and all documents and records required to be kept and maintained by state law. To keep and maintain any and all records as may be required by the Director of Management Services or the Village Manager. D. To be the custodian of the Village Seal and affix its impression on documents whenever required. Eo To be the custodian of all documents belonging to the Village which are not assigned to the custody of some other person, department, position or office. To keep and maintain proper indexes to all documents and records the Village Clerk is required to keep and main- tain. To perform such other duties as may be assigned to the Village Clerk from time to time by the Director of Manage- ment Services or the Village Manager or as may be require( by law. 6- lz/13/79 12/19/79 ~E~TION 4.513. DEPUTY CLERK. The Village Manager may appoint a deputy Village Clerk, who in the temporary absence of the Village ~Clerk shall be empowered to perform all the duties,of the Village Clerk. SECTION 4.514. LEGAL PUBLICATIONS'. Ail ordinances required to b~ published, except those published in pamphlet form, and any and all other notices required to be published shall be published in newspaper of general circulation within the Village. ;ECTION THREE: This Ordinance shall be in full force and effect !rom and after its passage, approval and publication in the manner ~rovided by Iaw. 'assed this 2nd day of January , 1980. .FARLEY, MILLER, MURAUSK!S, WATTENBERG, KRAUSE FLOROS, RICHARDSON : NONE )roved this 2nd day of January , 1980. Approved: ~ ?' '. ~Villag~ President kttest: ~/ ' Village Clerk