Article 9. Purchasing

1-901.        Purchase orders.

All purchases of the city for goods and services other than the purchase of utilities, the purchase of services to be performed by appointed or elected officers of the city, the purchase of goods and services to be financed by temporary notes, no-fund or emergency warrants or bonds, shall be purchased only after the issuance of a purchase order as authorized and approved by the city administrator, or in the absence of the city administrator, by the mayor.

1-902.        Possession by clerk.

All purchase orders shall be maintained in the possession of the city clerk until authorized for issuance.

1-903.        Numbering and register.

The city clerk shall number all such purchase orders consecutively and shall maintain a register by number of all issued purchase orders. Such register shall contain a purchase order number, the date issued, the person to whom it was issued, and the vendor who was to receive the purchase order.

1-904.        Authorized users.

The following persons shall be authorized to obtain purchase orders: chief of police, emergency volunteer coordinator, maintenance department supervisor, city clerk, city administrator and such other persons as may be designated by the city council by resolution.

1-905.        Use of purchase orders.

The person to whom the purchase order has been delivered shall, upon ordering materials or services, deliver said purchase order to the vendor, who shall complete the purchase order by including a description of the goods or services purchased, unit price and the total amount of the items purchased, at which time the city official delivering the same shall initial said purchase order.

1-906.        Completed purchase orders.

The purchase order as completed shall be returned to the city clerk with the invoice or claim for payment.

1-907.        Filing paid purchase orders.

When the purchase order and claim for payment have been approved by the city administrator and the same paid, the clerk shall record such fact in the purchase order register and file said purchase order with the invoice or claim for payment and city warrant in the permanent records of the city.

1-908.        Storage and destruction of purchase orders.

All such purchase orders and invoices shall be maintained in the records of the city for a period of five years following the closing of the year in which paid, and thereafter, may, in the discretion of the city administrator, be destroyed.