HomeMy Public PortalAbout20141008 Admin Committee PacketNOTICE OF MEETING & TENTATIVE AGENDA
Council Committee on Administration
Wednesday,October 8th,2014 –8:00 a.m.
Boone/Bancroft Room (City Hall) –320 E McCarty St
Tentative Agenda
1.Call to Order
2.Roll Call
3.Approval of Minutes
4.Ordinance Deleting references to Primary Election on Order to be consistent
with the City Charter (Drew Hilpert).
5.Financial Procedures (Bill Betts).
6.JeffTran Advisory Committee Update (Gail Strope)
7.Ordinance amending late charges on sewer (Drew Hilpert)
8.Ordinance amending date tax bills are submitted to the County Collector
(Drew Hilpert)
9.Appointment Review (Strope)
10.Public Comments
11.New Business
12.Adjournment
NOTES
Minutes of Meeting
Jefferson City Council Committee on Administration
Wednesday, August 6, 2014
City Hall -320 E. McCarty Street
Large Conference Room
ATTENDEES-
Committee members present –Larry Henry, Jim Branch, Laura Ward, Ken Hussey, Glen
Costales
Staff:-Drew Hilpert, Steve Crowell, Gail Strope, Bill Lockwood
Guests: Councilman Carlos Graham,Madeleine Leroux, Ashley Varner, Paul Van Horn, Brian
Kayler, Jamie McGowan, Gary Kern, Michelle Scott Huffman, Heidi Weas, Jeremy Murray.
Meeting came to order at 8:01 a.m..The minutes were approved with a motion by Costales and
seconded by Branch. Motion passed 5-0.
SUGGESTION PROGRAM. The Committee had discussion on Councilman Costales’
proposed ordinance to create a program whereby staff or citizens could submit a suggestion as to
how the City could save money and potentially receive a monetary reward.After discussion
concluded, Costales moved, and Hussey seconded,to approve the program and send it to City
Council. The Motion was defeated by the following vote. Yes –Costales, No –Henry, Branch,
Ward, Hussey.
ORDINANCE TO CREATE PUBLIC TRANSIT ADVISORY COMMITTEE.The
Committee had discussion on Councilman Graham and Henry’ s proposed ordinance to create a
Public Transit Advisory Committee. The committee agreed a section should be added to include
a provision to add a City Council liaison. After discussion concluded, a motion was made by
Branch and seconded by Hussy to approve the ordinance and send the bill onto public works.
The motion passed 5-0.
ORDINANCE PERTAINING TO RESIDENCY REQUIREMENTS FOR COMMITTEE
MEMBERS.Gail Strope presented a bill to amend the city code to reflect the previous practice
that if a committee member moves out of the city they forfeit their seat on the citizen committee,
unless residency is not required. After the presentation concluded the committee discussed the
bill. A motion was made by Branch and second by Hussey to send the bill onto the City Council.
The motion passed 5-0.
APPOINTMENTS REVIEW:
Presented by Gail Strope. The committee reviewed the recommendations by Mayor Struemph. A
motion was made by Hussey and seconded by Ward to approve the following persons for
recommendation to the full Council,and the motion passed 5-0:
Committee Recommended appointment New term Term Full/Partial
Cemetery Nancy Thompson June 2017 Full
Cultural Arts.Bruce Dawson March 2016 Partial
Planning and Zoning Dale Vaughan May 2015 Partial
Police Personnel Board William Burton January 2016 Partial
Board of Adjustment Andrew Hake September 2019 Full
Board of Adjustment Daniel Hancock/Alternate September 2015 Full
Board of Adjustment Kay Lacy/Alternate September 2015 Full
Board of Adjustment Robert Gammon/Alternate September 2015 Full
PUBLIC COMMENTS:Ashley Varner and Paul Van Horn expressed their appreciation to the
City Council for their work on the Public Transit Advisory Committee.
NEW BUSINESS:
The next meeting was scheduled for September 3, 2014.
Meeting adjourned at 8:34 a.m.
BILL NO.[Bill No.]
SPONSORED BY COUNCILMAN _______________________
ORDINANCE NO.
AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI,DELETING
REFERENCES TO PRIMARY ELECTION IN ORDER TO BE CONSISTENT WITH THE
CITY CHARTER
BE IT ENACTED BY THE COUNCIL OF THE CITY OF JEFFERSON, MISSOURI, AS
FOLLOWS:
Section 1.Chapter 12 (Elections) Section 8 (Nomination of Candidates) is
amended as follows:
Sec.12-8.Nomination of candidates.
Nominations of candidates for election to elective city offices shall be made by declaration of candidacy filed
with the city clerk in the form and manner as follows:
A.Any person desiring to be a candidate for city office shall file with the city clerk a statement of
candidacy in substantially the following form:
State of Missouri )
County of )ss.
City of Jefferson )
I,____________________,being first duly sworn,say that I reside at___________,in the
City of Jefferson,County of ,State of Missouri,and that I am a qualified voter
therein,and that I am a candidate for nomination for the office of at the
election to be held on the _____________Tuesday day of______________,20___.
If the individual is a candidate for Mayor,the following shall be added:
I am at least thirty years of age,qualified voter of the City,and a resident thereof for two years
next preceding this election.I am not in arrears for any unpaid City taxes or unpaid judgments
against me,including any debt to the Municipal Court,or guilty of forfeiture or defalcation in
office.
If the individual is a candidate for City Council,the following shall be added:
I am at least twenty-one years of age,a qualified voter of the City and a citizen of the United
States.I have resided in the City of Jefferson for at least one year preceding this election.I have
resided in the ward from which I am running for at least six months preceding this election.I
am not in arrears for any unpaid city taxes,guilty of defalcation in office,or been removed
from office of Councilman.
If the individual is a candidate for Municipal Judge,the following shall be added:
I am a licensed attorney qualified to practice law within Missouri.I am a resident of the City of
Jefferson,Missouri.I am between the ages of twenty-four and seventy-five.I do not hold any
other office within the City.
If the individual is a candidate for City Prosecutor,the following shall be added:
I am licensed to practice law in Missouri and am a resident of the City at the time of this
election.I am not in arrears for any unpaid City taxes or guilty of forfeiture or defalcation in
office.
(Signed)
Subscribed and sworn to before me this day of ,20 .
City Clerk
B. The city clerk shall endorse on each declaration of candidacy the day and hour such declaration was
received and filed.
When submitted for filing,the declaration of candidacy shall include the endorsement which is
notarized,or signed before the City Clerk,of at least three residents of the area which will be
represented by the office the candidate is seeking.
Write-in votes shall be allowed in primary and general elections.Write-in votes shall be counted only
for candidates who have filed a declaration of intent to be a write-in candidate with the proper election
authority prior to 5:00 p.m.on the Friday immediately preceding any election day.The election authority
shall furnish a list to the election judges and counting teams prior to election day of all write-in
candidates who have filed such declaration.This subdivision shall not apply to elections wherein
candidates are being elected to an office for which no candidate has filed.
(Ord.No.9715,§2(14-12),12-7-81;Ord.No.10008,§1,7-5-83;Ord.No.13400,§1,7-1-2002;Ord.No.
14708,§1,8-16-2010)
Section 2.Chapter 12 (Elections) Section 2 (Opening filing date,filing
deadline,receipt,verification for primary election and unopposed candidates) is
amended as follows:
Sec.12-9.Opening filing date,filing deadline,receipt,verification for primary election and unopposed
candidates.
Declarations of candidacy for city offices and petitions for the nomination of a candidate must be filed
with the city clerk beginning at 8:00 a.m.,the fifteenth Tuesday prior to the primary election,and not
later than 5:00 p.m.on the eleventh Tuesday prior to the primary election.The city clerk shall check
each declaration of candidacy to certify that the declaration of candidacy is lawfully made.Within
forty-eight (48)hours after the filing deadline (not counting weekends)the city clerk shall determine
whether a city primary is needed.
State law reference -RSMo 115.127 §5.(Ord.No.12515,§1,9-9-96;Ord.No.13400,§1,7-1-2002)
If only one or two persons have filed a declaration of candidacy for a nomination to any city office,then
such persons shall be the nominees to the office declared for,and no primary election shall be required
for that office.
(Ord.No.13400,§1,7-1-2002)
If there are three (3)or more candidates for the nomination to a city office,then the names of those
candidates shall be placed upon a primary ballot.The two candidates receiving the highest number of
votes in the primary election shall be placed on the general election ballot,unless one candidate receives
over fifty percent of all the votes cast for that office in which case only that candidate’ s name shall
appear on the general election ballot.
(Ord.No.9715,§2(14-13),12-7-81;Ord.No.10008,§1,7-5-83;Ord.No.10129,§1(14-13(a)),12-19-
83;Ord.No.12515,§1,9-9-96;Ord.No.13400,§1,7-1-2002)
Section 3.Chapter 12 (Elections) Section 10 (Resignation or withdrawal of
candidate;death,or disqualification) is amended as follows:
Sec.12-10.Resignation or withdrawal of candidate;death,or disqualification.
A.Any person having qualified as a candidate for city office and wishing to withdraw as a candidate shall
no later than the sixth Tuesday prior to the first Tuesday in April (in the event a city primary is called for
the office for which the candidate seeks withdrawal,the time shall be the third Tuesday prior to the first
Tuesday after the first Monday in March)file a written,sworn statement of withdrawal in the office of
the city clerk.If a candidate for city office dies,withdraws, or is disqualified,and there is no other
candidate for the office in question, filing for the office shall be reopened for a period of five (5)
working days following the death,withdrawal,or disqualification;except that if the death,withdrawal or
disqualification occurs after the third Tuesday before the general election or primary election,if held,
then the general or primary election shall proceed.A disqualified or withdrawn candidate's name shall
be physically eradicated from the ballot so that no vote may be cast for said candidate.Any vote so cast
for said disqualified or withdrawn candidate,in spite of eradication,shall not be counted.
B. In a general election,and if both occurs after the third Tuesday before the general election,if a sufficient
number of votes are cast for a deceased candidate to entitle the candidate to election to office had the
candidate not died,a vacancy shall exist in said office to be filled by a special election.In the case that
death occurs after the third Tuesday before a primary election,the deceased candidate's name shall be
physically eradicated from the ballot so that no vote may be cast for said candidate.Any vote so cast for
said deceased candidate,in spite of eradication,shall not be counted.
(Ord.No.9715,§2(14-14),12-7-81)
Section 4.Chapter 12 (Elections) Section 14(Election Day) is amended as
follows:
Sec.12-14.Election day.
All city elections shall be held on a Tuesday.The city general election day shall be the first Tuesday after the
first Monday in April of each year.Except as otherwise provided by state law other authorized city election dates
shall be the first Tuesday after the first Monday in February or March,June,August,or November.The county
clerk shall make the selection of either the February or March election date,but not both dates for city elections.
If a primary election is required,it will be held in February.
(Ord.No.9715,§2(14-19),12-7-81;Ord.No.10008,§1,7-5-83;Ord.No.10129,§1(14-19),12-19-83;Ord.
No.12558,§1,12-16-96;Ord.13624,§1,10-6-2004)
State law reference -Municipal elect on dates,RSMo.§§115.121,115.123.
Section 5.Chapter 12 (Elections) Section (Primary Election Day) is amended
as follows:
Sec.12-15.Reserved Primary election day;ballots.
The city primary day shall be held on the first Tuesday after the first Monday in February.
At any necessary city primary election,the names of all candidates seeking the nomination for the same
office shall appear on the ballot,under the appropriate title of the office,in the same order as the
declarations of such candidates were filed with and received by the city clerk.
(Ord.No.9715,§2(14-20),12-7-81;Ord.No.10008,§1,7-5-83;Ord.No.13400,§1,7-1-2002)
Section 6.Chapter 12 (Elections) Section 20 (Certification of results of general
and primary elections) is amended as follows:
Sec.12-20.Certification of results of general and primary elections.
As soon as is practical after each city election,the city clerk shall verify the count and certify the results of the
election to the city council.In the case of a tie between two (2)candidates for nomination to an office,such
candidates shall determine by lot,in such manner as the candidates may select,in the presence of the mayor and
the city clerk,which of the candidates shall be the nominee.In a general election,the candidates receiving the
most votes for their respective offices shall take office upon verification of the election results at the first regular
council meeting following the election.The city clerk shall issue to each person elected to office a certificate of
election.
(Ord.No.9715,§2(14-24),12-7-81;Ord.No.10008,§1,7-5-83;Ord.No.13400,§1,7-1-2002)
State law reference -Counting of votes,RSMo.§115.447 et seq.;certificates of election,RSMo.§
115.523.
Section 7.This Ordinance shall be in full force and effect from and after the
date of its passage and approval.
Passed:Approved:
Presiding Officer Mayor
ATTEST:APPROVED AS TO FORM:
City Clerk City Counselor
Financial Policy Guidelines
Supersedes:
Review Responsibility:
Review Scheduled:
Approval Needed:
For:
City of Jefferson, Missouri
Finance Department
Annually or as needed
City Council
Adopted: XXXX
Financial Policy Guidelines
City of Jefferson, Missouri
XXXX 2014
TABLE OF CONTENTS
Introduction...................................................................................................................3
RevenuePolicies...........................................................................................................3
ExpenditurePolicies.....................................................................................................7
FinancialPlanning Policies...........................................................................................10
PurchasingPolicies.......................................................................................................13
IndependentAudit Requirements..............................................................................14
Glossary.........................................................................................................................14
2
INTRODUCTION
The City of Jefferson (City) has a variety of financial policies that can be found in many different
sources, including, City Council ordinances, city code, personnel manual, budget documents,
and comprehensive financial statements.
The following financial policies have been developed based on the Government Finance
Officers Association (GFOA) recommendations. GFOA recommends financial policies in the
following areas be developed by professional staff and formally adopted: Revenue,
Expenditure, and Financial Planning.
These adopted policies will be used to frame policy initiatives and will be summarized in the
budget document. These policies will be reviewed during the budget process. Professional staff
will review to ensure continued relevance and to identify any gaps that should be addressed
with new policies. The result of the review will be shared during the review of the proposed
budget.
The Charter of the City of Jefferson, Missouri, Article VII Financial Procedures, Section 7.1.7 -
Establishing Financial Procedures states, "The fiscal affairs of the city shall be the responsibility
of the finance department. The head of the finance department shall be designated the fiscal
officer of the city. Qualifications, duties and powers of the fiscal officer shall be set by
ordinance." The adopted financial policies require compliance from all City Departments and
Commissions within the City.
Revenue Policies
Understanding the revenue sources is essential to planning. The revenue policies seek to
provide stability in order to avoid potential service disruptions caused by revenue shortfalls.
The revenue policies are broken down into the following:
a. Use of One-time Revenues —The City will discourage the use of one-time revenues for
ongoing expenditures.
b. Revenue Diversification —The City will encourage a diversity of revenue sources in
order to improve the ability to handle fluctuations in individual sources.
3
c. Uses of Unpredictable Revenue —The City will identify each major unpredictable
revenue source and the aspects of the revenue source that make the revenue
unpredictable.
d. Fees and Charges — Fees and charges are reviewed annually in schedule Y of the City
Code.
1. Use of One -Time Revenues
Purpose: The one-time revenue policy provides guidance to minimize disruptive effects on
services due to non -recurrence of these sources.
Defined: One -Time revenues are revenues that cannot be relied on in future budget periods.
One-time revenues may be available for more than one year (e.g., a three year grant), but are
expected to be non-recurring. One-time revenues may be used for start-up costs, stabilization
(e.g., to cover expenditures that temporarily exceed revenues), early debt retirement, and
capital purchases. Uses that add to the on-going expenditure base will be carefully reviewed
and minimized, e.g., capital expenditures that significantly increase ongoing operating expenses
without sustainable and offsetting long-term revenue plan.
Examples of one-time revenues include:
• Infrequent sales of government assets
• Bond refunding savings
• Infrequent revenues from development
• Grants when the approval/authorization of the grant is reevaluated on a periodic basis, the
money received is based on funding availability and/or performance. Attachment A is the
internal policy and procedures that guide the City when applying for and accepting grants as
well as the financial responsibilities after grant acceptance.
Summary: Compliance will be reviewed periodically.
2. Revenue Diversification
Purpose: The revenue diversification policy encourages a diversity of revenue sources in order
to improve the ability to handle fluctuations in individual sources and to maintain needed
services during periods of declining economic activity.
An analysis of revenue sources will be conducted on a regular basis. The results of the analysis
will be provided to the City Council for review with the City Council providing direction or
action(s) required of the staff.
4
Examples of what the analysis could include are:
• Address the sensitivity of revenues to changes in rates
• Fairness of the tax or fee
• Administrative aspects of the revenue source
Summary: Approach to implementing this policy will be reviewed periodically. Diversity of
revenue sources can affect the relative tax burden on different stakeholders.
3. Use of Unpredictable Revenues
Purpose: Unpredictable revenues cannot be relied on as to the level of revenue they will
generate. Particularly with major revenue sources, it is important to consider how significant
variation in revenue receipts will affect the City's outlook and ability to operate programs in the
current and future budget periods.
The City will identify each major unpredictable revenue source and the aspects of the revenue
source that make the revenue unpredictable and how these revenues will be used. The City
will identify the expected or normal degree of variation of the revenue source as well as
identify in advance a set of tentative actions to be taken if one or more of the revenue sources
generates higher or lower than projected. The tentative actions will be publicly discussed and
used in budget decision making.
Unpredictable revenues are often used to fund ongoing programs. The City's financial plan will
take into account the unpredictable nature of the revenues identified. A specific allocation
contingency plan may become increasingly necessary as the size of the predictability of the
revenue sources increases.
Examples of unpredictable revenues include:
• Intergovernmental revenues
• Interest income
• Sales taxes
• Revenues subject to future judicial rulings
• Property Taxes subject to assessed values as established by the County Assessors of Cole
and Callaway Counties
Summary: The tentative actions will be reviewed annually.
5
4. Charges and Fees
Purpose: The charge and fee policy requires identification of both the cost of the program and
the portion of the cost that will be recovered through fees and charges.
Defined: Certain services provide a benefit to a particular group; the City will consider charges
and fees on the direct recipients of those groups that receive benefits from such services.
Policy:
a) Consider applicable laws and statutes before the implementation of specific fees and
charges, specifically Missouri's Hancock Amendment (Article X Sections 18-24).
b) Identify the factors (affordability, pricing history, inflation, service delivery alternatives, and
available efficiencies) to be taken into account when pricing.
c) State whether the intention is to recover the full cost. If the full cost is not recovered,
provide an explanation of the rationale for the deviation.
d) Outline considerations that might influence pricing decisions. Examples include: the need to
regulate demand, the desire to subsidize a certain product, competition with private
businesses, economic development, elasticity of demand for the service, and visibility of the
service to the community.
e) How the charges and fees will be levied and collected will be considered.
f) Calculate the full cost of providing the service in order to provide a basis for setting the
charge or fee. This would include direct and indirect costs. Examples of indirect costs
include:
i. Payroll processing
ii. Accounting services
iii. Computer usage
g) Associated costs of collection need to be addressed.
h) Review and update charges and fees periodically. Some factors to include in the review
could be:
L Impact of inflation
ii. Cost increases
iii. Adequacy of cost recovery
iv. Use of services
v. Competitiveness of current rates
i) Utilize long-term forecasting in ensuring that charges and fees anticipate future costs in
providing the service.
j) Provide information on charges and fees to the public.
N.
Summary: A suggested tool for calculating service cost is Activity Based Costing. This costing
method assigns costs to the activities required to deliver a service and can be more accurate
than traditionally costing methods.
All fees and charges will be reviewed periodically. Stakeholders will be given the opportunity
to provide input into formation of the policies. Charges and fees will be identified in other
government documents, including planning and management reports. Reasons for not
recovering full costs will be identified and explained.
Expenditure Policies
Prudent expenditure planning and accountability will ensure fiscal stability. The expenditure
policies will be broken down into the following:
a. Debt Capacity, Issuance, and Management —The City will specify appropriate uses for
debt and identifies the maximum amount of debt and debt service that should be
outstanding at any given time.
b. Reserve or Stabilization Accounts —The City will maintain a prudent level of financial
resources to protect against the need to reduce service levels or raise taxes and fees
due to temporary revenue shortfalls or unpredicted one-time expenditures.
c. Operating/Capital Expenditure Accountability —The City will compare actual
expenditures to budgets periodically (e.g., quarterly) and decide on actions to bring the
budget into balance, if necessary.
1. Debt Capacity, Issuance, and Management
Purpose: Policies guiding the amount of debt that may be issued by the City will help ensure
that outstanding and planned debt levels do not exceed an amount that can be supported by
the existing and projected tax and revenue base.
Policy:
The City may issue general obligation bonds, revenue bonds, special obligation bonds, and
short-term notes and leases in accordance with applicable laws.
The City may issue refunding bonds for the purpose of refunding, extending or unifying the
whole or any part of its valid outstanding revenue bonds.
The City will limit long-term debt to only those capital projects that cannot be financed from
current revenue or other available sources and are a high priority of the City Council.
The City will follow a policy of full disclosure on every financial report and bond prospectus.
When the City finances capital projects by issuing bonds, it will repay the bonds within a period
not to exceed the expected useful life of the projects.
The City will manage its budget and financial affairs in such a way so as to ensure continued
high bond ratings.
Bonds shall be issued in accordance with Missouri and Federal law. Two sections of the
Missouri Constitution address debt limits for the City. Article VI, Sections 26(b) and (c) of the
Missouri Constitution provides, with a vote of four -sevenths of qualified electors voting at a
general municipal election day, primary or general election day or two-thirds for all other
elections, a city may incur an indebtedness not to exceed in aggregate, 10 percent of the value
of taxable tangible property of the City, for any purposes authorized in the charter of the city or
by any general law of the State of Missouri. Article VI, Sections 26(d) and (e) of the Missouri
Constitution provides, with a vote of four -sevenths of qualified electors voting at a general
municipal election day, primary or general election day or two-thirds for all other elections, a
city may become indebted an additional 10 percent of the value of taxable tangible property of
the City for lawful purposes.
Industrial revenue bonds will be issued upon City Council approval and for purposes allowed in
Chapter 100 of the Revised Missouri Statutes.
Revenue bond issuance requires the City to set aside assets which are treated as restricted
assets to serve as security for the payment of debt service costs on outstanding revenue bonds,
for replacement reserves, for contingencies and for the periodic accumulation of funds to pay
semi-annual bond interest and annual principal due during the next fiscal year.
The City has available to it several economic development incentives. Some of those incentives
allow for the City to take on debt and the debt capacity may be affected by the use of those
incentives. Economic Development tools will be considered in accordance with this policy and
Chapter 25 Article XII of the City Code.
2. Reserve or Stabilization Accounts
Purpose: To provide guidelines to the City Council and staff for establishing, maintaining and
performing an annual review of the minimum and target fund balance reserves.
Background: A minimum General Fund reserve policy is generally considered a prudent and
conservative fiscal policy to deal with unforeseen situations and long-term financial planning.
Some examples of unforeseen situations include, but are not limited to:
• Unfunded Federal/State or other mandates
• Economic downturn
8
• Revenue shortfall
Credit rating agencies continually monitor the levels of unassigned fund balance in a
government's General fund when evaluating the government's creditworthiness and assigning a
credit rating to a government's debt issuance.
Policy:
The City calculates an unreserved, undesignated General Fund balance at a minimum of 17% of
expenditures as originally adopted for the General Fund budget. These funds will be used to
avoid cash flow interruptions, generate interest income, and reduce need for short-term
borrowing. All other funds, if they are not subsidized by other funds, shall maintain a minimum
10% fund balance. (e.g., Wastewater Fund, Parking Fund)
The reserves shall be used when approved by formal City Council action.
Some examples of situations when approval by formal City Council action is required include,
but are not limited to:
• Large one-time cost.
• Unanticipated budgetary shortfall.
• To mitigate service impacts during a significant economic downturn in the economy or a
significant and unexpected loss of revenue.
• Catastrophic event or natural disaster that threatens the safety of persons and property
within the City.
• City sustains unexpected liabilities created by Federal, State, or other mandates out of the
City's control.
In any fiscal year the General Fund reserve balance is required to be used or is not achieved, the
City Administrator and Finance Director shall present to the City Council a strategy to meet the
fund balance reserve level within 2 fiscal years.
Staff shall ensure that the provisions of this policy are effectively implemented. If it is
determined that there is a conflict between this policy and other more specific governing
policies involving the operating budget, this shall be brought to the attention of the City
Administrator and the Finance Director who will determine the appropriate course of action.
The Transit and Airport funds have historically been subsidized from the General Fund. The
fiscal year ending balance in both funds is made available for Transit and Airport operations for
the next fiscal year. The City will not calculate an unreserved, undesignated fund balance
amount for these two funds until such time as there is not a subsidy from the General Fund.
9
Generally, the City will strive to not have one fund subsidize another fund.
Summary: Compliance to the Fund Balance Reserve Policy will be examined on an annual basis.
3. Operating/Capital Expenditure Accountability
Purpose: To ensure mechanisms are in place to ensure compliance with the adopted budget
while allowing the City to detect and correct significant deviation if it occurs.
Policy:
The Finance Director is responsible for maintaining a system of control to ensure that
expenditures do not exceed budgetary appropriations.
A report of the General Fund current year expenditures is provided on a monthly basis to the
City Finance Committee/Council, which is also available to the public.
All departments of the City have access to run a monthly budget vs. actual report at any time.
The Finance Department will analyze the expenditure of each department on a quarterly basis
and inform each Department Director whose expenditures appear to be exceeding the adopted
budget. During preparation of mid -year projections, the Finance Department will notify all
Department Directors and the City Administrator whose budgets are likely to be exceeded for
further direction.
Summary: A department will not exceed its approved overall budget without authorization
from the City Administrator. The Director of each department will be held responsible and
accountable for the expenditures of his/her department. The Finance Director through timely
reports and analysis, keep Department Directors and elected officials informed of any possible
budget problems.
Financial Planning Policies
Financial planning policies address both the need for a long-term view and the fundamental
principle of a balanced budget. The financial planning policies will be broken down into the
following:
a. Balanced Budget—The City's policies define a balanced operating budget, commitment
to a balanced budget under normal circumstances, and require disclosure when a
deviation from a balanced operating budget is planned or when it occurs.
b. Long -Range Planning —The City's policies support a financial planning process that
assesses the long-term financial implications of current and proposed operating and
10
capital budgets, budget policies, cash management and investment policies, programs
and assumptions.
c. Asset Inventory—The City's policies require an inventory and an assessment the
condition of all major capital assets.
1. Balanced Budget
Purpose: To ensure mechanisms are in place to ensure compliance with the adopted budget
while allowing the City to detect and correct significant deviation if it occurs.
Policy:
The Finance Director is responsible for maintaining a system of financial control to ensure that
expenditures do not exceed budgetary appropriations. A report of the General Fund current
year expenditures is provided on a monthly basis to the City Finance Committee/Council. All
departments of the City have access to run a monthly budget vs. actual report at any time. The
Finance Department will analyze the expenditure of each department on a quarterly basis and
inform each Department Director whose expenditures appear to be exceeding the adopted
budget. During preparation of mid -year projections, the Finance Department will notify all
Department Directors and City Administrator whose budgets are likely to be exceeded for
further direction.
Summary: The Director of each department shall be held responsible and accountable for the
expenditures of his/her department. The Finance Director through timely reports and analysis,
keep Department Directors and elected officials informed of any possible budget problems. A
department shall not exceed its approved budget without authorization from the City
Administrator.
2. Long -Range Planning
Purpose: To ensure the City assesses the long-term financial implications of current and
proposed operating and capital budgets, budget policies, cash management and investment
policies, programs and assumptions.
Policy:
The City will adopt a budget that includes a multi-year analysis. The multi-year analysis will
establish assumptions for revenues, expenditures and changes to fund balance over a five year
horizon. The assumptions will be evaluated periodically as part of the budget process.
11
3. Asset Inventory
Purpose: The capital assets of a government and the condition of the capital assets are critical
to the quality of services provided, and are important in determining whether the needs and
priorities of the stakeholders can be met.
Capital assets include major government facilities, infrastructure, equipment and networks that
enable the delivery of public sector services.
Policy:
The Finance Director will be responsible for maintaining a central inventory control system.
Capital assets are defined by the City Finance Director as assets with an estimated useful life in
excess of one year with a threshold of $10,000. The capitalization threshold for infrastructure
assets (e.g., roads, bridges, sidewalks, and similar items) is $10,000.
Capital assets for all fund types are recorded at cost or estimated historical cost where cost
could not be determined from available records. Donated fixed assets are recorded at their
estimated fair value at the date of donation. The cost of normal maintenance and repairs that
do not add to the value of the asset or materially extend the asset life are charged to
operations as they occur and are not included in the capital assets. Renewals and betterment
are capitalized over the remaining useful life of the related capital assets, as applicable.
Major outlays for capital assets and improvements are capitalized in proprietary funds as
projects are constructed. Interest incurred during construction is reflected in the capital value
of the asset. In addition, capital outlays for intangible assets are capitalized. Intangible assets
include easements with an indefinite life which are therefore, not being amortized.
Property, plant and equipment are depreciated using the straight line method over the
following estimated useful lives:
Buildings 10-50 years
Improvements other than buildings 7-10 years
Wastewater plant and system 40-50 years
Machinery and equipment 3-20 years
Furniture and fixtures 5-10 years
Motor Vehicles 2-15 years
12
Infrastructure:
Streets and stormwater drainage 35 years
Sidewalks and trails 30 years
Street lighting 30 years
Traffic signals 20 years
The Finance Department capital asset inventory reports are distributed to each department
near the end of the City's fiscal year with instructions to proceed with their inventory. The
inventory reports are returned to the Finance Department as directed in the instructions.
When a department has indicated an asset has been transferred to another department, a
transfer sheet needs to be submitted to the Finance Department.
When a department has indicated an asset has been deleted, a deletion form needs to be
submitted to the Finance Department.
All capital assets deleted must have been declared surplus by the City Council.
On a yearly basis, or as needed, all departments shall submit to the purchasing agent reports
showing any property to be declared surplus. The purchasing agent shall submit a report to the
City Council informing them of the content of the departmental reports.
Summary: Annually conduct an inventory of all existing assets. Evaluate existing assets to
determine if they still provide the more appropriate method to deliver services. Allocate
sufficient funds in the multi-year capital plan and annual operations budget for condition
assessment, preventive maintenance, repair and replacement of capital assets in order to
continue the provision of services that contribute to public health, safety, and quality of life of
the public.
Purchasing Policies
Before the City makes any purchase or contract, or lets any contract for improvements, there
shall be given ample opportunity for competitive bidding.
Employees will be responsible for adhering to the City Purchasing Policy, approved by the City
Council. The current City Purchasing Policy can be found in City Code, Chapter 26A (Attachment
B).
13
Independent Audit Requirements
City Charter, Section 3.10 requires the City Council to provide for an independent audit of all
City accounts at least annually. The audit will be conducted by a certified public accountant or
firm of accountants who have no personal interest, direct or indirect, in the fiscal affairs of the
City government or any of its officers. A copy of the report prepared by a certified public
accountant or firm of such accountants shall be kept in the city clerk's office and shall be open
to public inspection.
GLOSSARY
Adopted Budget: Refers to the budget amount as originally approved by the City Council at the
beginning of the fiscal year.
Agency Fund: The City's agency fund is a clearing account for tax incremental financing. The
agency is custodial in nature and does not involve measurement of results of operations.
Appropriation: The legal authorizations made by the City Council (who approve department
budgets) to the departments, offices and agencies of the City, allowing the departments to
make expenditures and incur obligations for specific purposes within the amounts approved.
Balanced Budget: Annual financial plan in which expenses do not exceed revenues.
Budget (Operation): A plan of financial operation embodying an estimate of proposed
expenditures for a given period and the proposed means of financing them. Used without any
modifier, the term usually indicates a financial plan for a single fiscal year.
Capital Assets: Assets of significant value and having a useful life of several years. Capital
Assets are also called Fixed Assets.
Capital Outlays: Expenditures for the acquisition of capital assets.
Capital Projects: Projects that purchase or construct capital assets. Typically a capital project
encompasses a purchase of land and/or the construction of a building or facility.
Capital Projects Fund: Capital projects funds account for the acquisition and construction of
major capital facilities other than those financed by propriety funds and trust funds.
Cash Management: Tracking and forecasting cash flow, and working with investment
personnel to develop an investment plan. Maintaining cash accounts and controlling their
disposition. Coordinating and controlling bank accounts.
14
Debt: An obligation resulting from the borrowing of money or from the purchase of goods and
services. Debt of governmental units includes bonds, time warrants, notes, and floating debt.
Debt Service: The amount of money necessary to pay interest on an outstanding debt.
Department: The Department is the primary unit in City operations. Each is managed by a
Department Director. Departments are generally composed of divisions which share a common
purpose or which perform similar duties.
Enterprise Fund: Enterprise funds account for operations that are financed and operated in a
manner similar to private enterprises, where the intent of the City is that the costs of providing
goods and services to the general public on a continuing basis be financed or recovered
primarily through user charges; or where the city has decided that periodic determination of
net income is appropriate for accountability purposes. The City of Jefferson uses enterprise
funds to account for wastewater, airport, parking, and transit operations.
Expenditures: Where accounts are kept on the accrual or modified accrual basis of accounting,
the cost of goods received or services rendered whether cash payments have been made or
not. When accounts are kept on a cash basis, expenditures are recognized only when the cash
payments for the above are made.
Expense: Charges incurred (whether paid immediately or unpaid) for operations, maintenance,
interest or other charges.
Fiscal Policy: A government's policy relating to budgeting of expenditures and revenues.
Fiscal Year: A 12 -month period of time to which the annual budget applies and at the end of
which a governmental unit determines its financial position and the results of its operations.
The City of Jefferson has a fiscal year of November 15t through the following October 315`
Fiduciary Funds: Fiduciary funds are used to account for resources held for the benefit of
parties outside the government. The Firefighter's Retirement plan is a fiduciary fund.
Full Disclosure: Providing accurate and complete information material to a bond issue, which a
potential investor would be likely to consider important in deciding whether to invest. Material
facts that enable the investor to evaluate the credit quality of an issue.
Fund: An independent fiscal accounting entity with a self -balancing set of accounts recording
cash and/or other resources together with all related liabilities, obligations, reserves, and
equities which are segregated for the purpose of carrying on specific activities or attaining
certain objectives.
15
Fund Balance: An accumulated excess of revenues over expenditures. Any amount left over
after expenditures are subtracted from resources is then added to the beginning fund balance
each year.
Fund Type: All funds for the City of Jefferson are classified into six fund types: General, Special
Revenue, Capital Projects, Enterprise, Internal Service, and Fiduciary and Agency.
General Fund: The largest governmental fund, the General Fund accounts for most of the
financial resources of the general government. General Fund revenues include property taxes,
licenses and permits, local taxes, service charges, and other types of revenue. This fund usually
includes most of the basic operating services, such as fire and police protection, finance,
planning and protective services, public works, and general administration.
General Obligation Bonds: Bonds which are secured by the full faith and credit of the issuer.
General Obligation bonds issued by local units of government are secured by a pledge of the
issuer's ad valorem taxing power.
Governmental Funds: Governmental funds are used to account for governmental activities
focusing on near-term inflows and outflows of spendable resources, as well as on balances of
spendable resources available at the end of the City's fiscal year. The City maintains twelve
individual governmental funds.
Grant: A contribution of assets (usually cash) by a governmental unit or other organization to
another. Typically, their contributions are made to local governments from state and federal
governments and made for specified purposes.
Industrial Revenue Bonds: Bonds issued to provide financial assistance to private -sector
entities for the acquisition and construction of industrial and commercial facilities deemed to
be in the public interest. The bonds are secured by the property financed and are payable solely
from payments received on the underlying financing agreement. Upon repayment of the
bonds, ownership of the acquired facilities transfers to the private -sector entity served by the
bond issuance.
Internal Service Fund: Internal Service funds account for the self-insurance workers
compensation funds.
Long -Term Debt: Debt with a maturity or more than one year after date of issuance.
Outstanding: In general as used with respect to the principal of an issue, remaining unpaid.
Proprietary Funds: Proprietary Funds are business -like funds. The City maintains two different
types of proprietary funds, enterprise funds and internal service funds.
16
Revenue Bond: A bond whose principle and interest are payable exclusively from earnings of
an enterprise fund.
Special Revenue Fund: Special revenue funds are used to account for specific revenues that
are legally restricted to expenditures for particular purposes. The City of Jefferson uses Special
Revenue Funds to account for Parks & Recreation, JC Veteran's Plaza Trust Fund, Police Training
Fund, Lodging Tax Fund, City Hall Trust Fund, USS 1C Submarine Trust, and Woodland Cemetery.
Tax or Taxes: Compulsory charges levied by a governmental unit for the purpose of raising
revenue. Tax revenues are used to pay for services or improvements provided for the general
public benefit.
17
Attach ment A
Procedures for Applying For and Accepting Grants PLUS Responsibilities
after Acceptance
I. APPLICATION
A. For any grant which requires an application by the City, prior to applying for a grant, the
Council MUST approve by resolution any grant application filed on behalf of the City.
1. The Department applying for the grant must complete a Resolution to be submitted
to the Council. The Department may submit either the resolution required by the
Grantor, or the "Resolution Grant Application Form", herein attached as Exhibit A.
Exhibit A may be amended or modified as desired but shall contain at least information
found within Exhibit A.
2. The Department shall also complete a Resolution Summary for submission to the
Council. The summary shall be essentially in the form attached as Exhibit B. Exhibit B
may be amended or modified as desired but shall contain at least information found
within Exhibit B.
3. The Department applying for the grant must take necessary steps with the City Clerk
to get the Resolution for Grant Application added to the Council Agenda.
B. For any grant which does not require an application by the City, the Department shall upon
notice of the awarding to the City of such grant, submit the grant to the City Council for
acceptance, pursuant to Section II.
II. ACCEPTANCE
A. For Awards in excess of $2,000
1. Upon award of the grant to the City, the Council MUST approve on the Consent
Agenda any grant funds being accepted on behalf of the City or in the alternative the
Council may approve a contract with the Grantor by ordinance. In either case, a), b),
and c) below shall be applicable.
a) The Department wishing to accept the grant funds must complete the
"Memo for Grant Acceptance Over $2,000", herein attached as Exhibit C, which
should include at least the following information:
(1) The name of the grantor
(2) The amount of the grant
(3) The purpose of the grant
(4) Any matching requirements or future obligations tied to acceptance
of the grant
(5) The CFDA number
(6) The grant award number (if any)
(7) The revenue and expense accounts to be amended
b) The Department wishing to accept the grant funds must forward to the Chief
Accountant in the Finance Department the following documents:
(1) A copy of the document awarding the grant
(2) The completed "Memo for Grant Acceptance Over $2,000"
c) The Finance Department will review the "Memo for Grant Acceptance Over
$2,000" to verify the account numbers to be amended are correct. They will then
forward the following documents to the City Clerk to add the item to the
Consent Agenda for the next regularly scheduled Council Meeting:
(1) A copy of the document awarding the grant
(2) The completed "Memo for Grant Acceptance Over $2,000"
B. For Awards under $2,000
1. Upon award of the grant to the City, the City Administrator MUST approve any grant
funds being accepted on behalf of the City.
a) The Department wishing to accept the grant funds must complete the
"Memo for Grant Acceptance Under $2,000", herein attached as Exhibit D, which
should include at least the following information:
(1) The name of the grantor
(2) The amount of the grant
(3) The purpose of the grant
(4) Any matching requirements or future obligations tied to acceptance
of the grant
(5) The CFDA number
(6) The grant award number (if any)
(7) The revenue and expense accounts to be amended
b) The Department wishing to accept the grant funds must forward to the Chief
Accountant in the Finance Department the following documents:
(1) A copy of the document awarding the grant
(2) The completed "Memo for Grant Acceptance Under $2,000"
c) The Finance Department will review the "Memo for Grant Acceptance" to
verify the account numbers to be amended are correct. They will then forward
the following documents to the City Administrator for approval:
(1) A copy of the document awarding the grant
(2) The completed "Memo for Grant Acceptance Under $2,000"
III. RESPONSIBILITIES AFTER ACCEPTANCE
A. Department Accepting Grant Funds
1. Once grant funds are accepted, the Director of the accepting department MUST
designate a Grant Administrator for each accepted grant who will be responsible for the
grant. The Department Director shall be accountable to the City Administrator for the
actions of the appointed Grant Administrator.
2. The Grant Administrator MUST provide to the Accountant in the Finance
Department the complete grant agreement.
3. The Grant Administrator MUST complete reimbursement requests on a regular
basis—monthly requests are preferred, however requests should be no less than
quarterly. This provision shall only apply in the case that grant money is actually spent
during the above identified reporting period. Where there is no specific form for
reimbursement required by the Grantee, the Grant Administrator shall use the attached
"Request for Reimbursement" form attached as exhibit E.
a) ALL PAYMENTS of grant funds received MUST be forwarded to the
Accountant in the Finance Department for deposit.
4. At the time of each reimbursement request, the Grant Administrator MUST provide
to the Accountant in the Finance Department the following documents:
a) The reimbursement request form
b) Supporting documentation for each item being requested for
reimbursement. This should include but is not limited to the following:
(1) General Ledger Detail Reports for accounts that the expenses were
originally coded to
(2) Copies of Invoices
(3) Copies of Timesheets
B. Finance Department
1. Once the grant funds are accepted, the Finance Department will complete a Budget
Amendment to the accounts specified on the "Memo for Grant Acceptance". As no
grant revenues are being recognized in the initial budget process, this step is necessary
to not only recognize the revenue but to allocate additional budgeted funds to the
appropriate expense accounts.
2. When the Finance Department receives the reimbursement requests with
supporting documentation from the Grant Administrator, the Accountant will compare
the supporting documents to the general ledger and update the Schedule of
Expenditures of Federal Awards.
3. The finance department will notify the Department Director receiving the grant
upon receipt of grant funds.
IV. Re -appropriation.
A. It shall be the responsibility of the Grant Administrator to file a request for re -appropriation
for any unspent multi-year grant funds which are unspent each year no later than January 1St of each
year. The Grant Administrator shall utilize the "Re -Appropriation Form" attached herewith as exhibit F.
B. The Finance Department shall notify each department of the re -appropriation requirement
at least 15 days prior to the due date, however a failure of the Finance Department to comply with this
section shall not relieve the Grant Administrator of their obligation to file the Re -appropriation.
V. Gifts.
Gifts to the City shall be treated the same as Grants.
RESOLUTION
EXHIBIT A
RS20 -
A RESOLUTION AUTHORIZING THE CITY OF JEFFERSON TO APPLY FOR THE
[insert name of grant] GRANT.
WHEREAS, the City of Jefferson has the opportunity to apply for the [insert name of
grant] grant, and
WHEREAS, the purpose of the grant is [explain purpose of the grant], and
WHEREAS, the grant, if awarded, would provide up to $[amount of grant] for the City
for the purpose stated above, and
WHEREAS, the grant would require the City to [explain match or obligation]
WHEREAS, receiving said grant would benefit the City.
NOW THEREFORE BE IT RESOLVED, that the City Council of Jefferson City, Missouri
supports and authorizes the City Administrator, or his designee to execute and submit the
necessary application to obtain funding for the [insert name of grant] Grant.
Adopted this day of , 2013.
Mayor
ATTEST:
City Clerk
APPROVED AS TO FORM:
City Counselor
EXHIBIT B
RESOLUTION SUMMARY
RESOLUTION NO:
SPONSOR: Councilman
SUBJECT: Approving an application for the finsert name of grant] grant.
INTRODUCED:
ORIGIN OF REQUEST: [name of department requesting grant]
DEPARTMENT RESPONSIBLE: [name of department requesting grant]
PERSON RESPONSIBLE: [name of department director requesting grant]
Background Information: The City desires to apply for the [name of the grant] grant, which
is offered by [name of grantor]. The purpose of the grant is to [state purpose of grant]. The
amount applied for is $[amount of grant if known]. The [name of responsible department]
Department will be responsible for filing for the grant and administrating the grant if awarded.
If awarded the City would use the funds for [state purpose/project for which the city would use
the funds].
The future obligations and/or matching requirement known at this time are [state matching
requirements or future obligations].
If the grant is awarded to the City, the staff will return to the Council for acceptance of the grant
Fiscal Information: The application does not obligate the City to accept the funds and
therefore this resolution has no fiscal impact. However if awarded and subsequently accepted
by the City Council, the City could receive up to [state amount of grant].
Resolution Terms: The Resolution would authorize the City to apply for the [insert name]
grant.
Staff Recommendation: Approve.
EXHIBIT C
Memorandum
To: City Council
From: City Administrator
Re: Grant Acceptance Over $2,000
For: Consent Agenda
Pursuant to Section 2-74 of the City Code, I request authority to accept the following Grant:
The name of the grantor
The amount of the grant:
$
The purpose of the grant:
Any matching requirements or future
obligations tied to acceptance of the grant:
CFDA#:
Grant Award # (if any):
City Department Responsible:
Employee assigned as Grant
Administrator:
Revenue account # to be amended:
Expense account # to be amended:
Reviewed by Finance:
Please NOTE: Upon Approval of the Consent Agenda, the City Administrator may, on behalf of the city
execute any documents necessary for accepting the grant and amend the budget to reflect the acceptance of
such revenue, and amend the budget to reflect equivalent expenses so as to accomplish the purpose of such
funds.
For Finance Department Use only:
Approved on the Consent Agenda this day of , 20
EXHIBIT D
Memorandum
To: City Administrator
From: [Insert Department Name]
Re: Grant Acceptance under $2,000
For: Your Approval
Pursuant to Section 2-290(H) of the City Code, I request acceptance of the following Grant:
The name of the grantor:
The amount of the grant:
$
The purpose of the grant:
Any matching requirements or future
obligations tied to acceptance of the grant:
CFDAII:
Grant Award # (if any):
City Department Responsible:
Employee assigned as Grant
Administrator:
Revenue account # to be amended:
Expense account # to be amended:
Reviewed by Finance:
Approved this day of , 20
City Administrator Signature
REQUEST FOR REIMBURSEMENT
Grant Name:
[Insert Grant Name]
Grant Number:
[Insert Grant Number]
Time Period:
[Insert Time Period Covered by this Request]
PERSONNEL EXPENSES
Hours Date Rate of Pay Spent Amount Requested Amount
SUBTOTAL
Grant Administrator Signature
EXHIBIT E
ADMINISTRATIVE EXPENSES
GL Acct Number Spent Amount Requested Amount
SUBTOTAL $ - $ -
OTHER EXPENSES
GL Acct Number Spent Amount Requested Amount
SUBTOTAL $ - $ -
TOTAL REQUESTED AMOUNT $ -
Date
a
W
Z o
LL
y
Z
4'
� m
LL
W = U
v
U � U
�'
: Z'1
; O-�
m
R
LL
a
o
U
to
W
D
Z
H
z
�
m
O
a
LLI
U- a.
00
o
-
a
aw
a
w
a
tu
Q
w
c
�
z
W
ILK
LL
W
W
z
W
4
a
_o
O
8
Attachment B
CHAPTER 26A
PURCHASING AND FINANCE
ARTICLEL PURCHASING....................................................................................................................................................I
DIVISION1. GENERALLY................................................................................................................................................1
Sec. 26A-1. Statement of Purpose.................................................................................................................................1
ARTICLE 11. PURCHASING DIVISION...............................................................................................................................2
Sec.26A-2. Definitions.................................................................................................................................................2
Sec. 26A-3. Federal, State and Grant requirements..................................................................
-............. ............. ........ 3
Sec. 26A-4. Promulgation ofrules................................................................................................................................3
Sec. 26A-5. Preference for U.S--manufactured goods..................................................................................................
3
Sec. 26A-6. Preference to Missouri products andfirms ...............................................................................................
4
Sec. 26A-7. Prevailing Wage........................................................................................................................................4
Sec. 26A-8. Council Preference Substitution...............................................................................................................4
Sec. 26A-9. Signatures on Financial Accounts.....................................................................................................
.......4
Secs. 26A-10 - 26A-19. Reserved...............................................................................................................................
5
DIVISION II. CITY ADMINISTRATOR PURCHASING AUTHORITY.........................................................................5
Sec. 26A-20. City administrator power to execute contract..........................................................................................5
Sec. 26A-21. City administrator power to execute change orders................................................................................5
Secs. 26A-22 - 26A-29. Reserved...............................................................................................................................6
DIVISION III. OFFICE OFTHE PURCHASING AGENT.................................................................................................6
Sec. 26A-375. Purchasing agent. office established.....................................................................................................
6
Sec. 26A-31. Establish and maintain specifications............:........................................................................................
6
Sec. 26A-32. Standards and procedure.......................................................................................................................6
Sec26A-33. Debarment.................................................................................................................................................7
Secs. 26A-35 - 26A-39. Reserved...............................................................................................................................8
DIVISION IV. PURCHASES OF GOODS AND SERVICES...................................................................................._........8
Sec. 26A-40. General Provision for purchases of Goods and Services.. ......................................................................
8
Sec. 26A-41. Architectural, Engineering and Land Surveying Services Selection.......................................................
9
Sec. 26A-42. Policies and Procedures for Selecting Professional Economic Development
Contracts and Promotion
andDevelopment of Tourism .......................................................................................................................................11
Sec. 26A-43. Small sum purchases.............................................................................................................................11
Secs. 26A-44 - 26A-49. Resenved............................................................................................................................
I1
DIVISION V. CONSTRUCTION CONTRACTS.............................................................................................................1
1
Sec. 26A-50. Bidding procedure for construction projects over twenty-five thousand dollars ($25,000.00) .............11
Sec. 26A-51. Bonds Required when............................................................................................................................14
Secs. 26A-52 - 26A-54. Reserved.............................................................................................................................15
DIVISION VI. SURPLUS AND DISPOSABLE PROPERTY ..........................................................................................
15
Sec. 26A-55. Surplus Propertv...................................... ............................ ....................................
-............ ................. 15
Sec. 26A -5b. Surplus of real Property . ........ .................................................... ..............................................
.,........... 15
Sec. 26A-57. Sale of Park Commission Property.......................................................................................................15
DIVISION VH. SPECIFIC CATEGORIES IN PURCHASING........................................................................................16
Sec. 26A-60. Sole source procurennent.......................................................................................................................16
Sec. 26A-391. Purchases of certain commodities erempt...........................................................................................16
Sec. 26A-62. Pnrrchases frons federal.surpltns propel•ty..............................................................................................16
Sec. 26A-63. Cooperatives General Services Administration (GSA) contracts........................................................17
Sec. 26A-64. Emergencvpurchares............................................................................................................................17
Sec. 26A-65. Cooperative purchasing ........................................................................................................................17
Secs26A-66 - 26A-69. Reserved...............................................................................................................................18
Sec. 26A-70. Purchase of City Proper iv by City Employees.......................................................................................18
Sec. 26A-71. Automotive purchase annd replacement advisory gr-onp.........................................................................18
Rev. 5/30/2014
26A-0
ARTICLE I. PURCHASING
DIVISION I. GENERALLY
Sec. 26A-1. Statement of Purpose
The purpose of these purchasing procedures is to balance the goals hereinafter listed to the greatest degree possible
for the benefit of the taxpayers. These goals are declared to be in the best interest of the taxpayers:
1. Satisfy Requirements. To comply with federal and state law and conditions of any grant or
purchase when necessary but not burden other procedures when the same are not applicable.
2. Accountability. To provide accountability to the public, City Council, and staff management,
which provides transparency and prevents extravagance, fraud, and corruption.
3. Value. To maximize to the fullest extent the purchasing power of the City, to achieve the best
value possible with taxpayer money, and prevent expense in processes.
4. Efficiency. To ensure that taxpayer money is used to maximum benefit by providing timely
purchasing, clear and consistent regulations, and policies that allow City staff to maximize the
productive use of their time.
Rev. 5/30/2014
26A-1
ARTICLE 11. PURCHASING DIVISION
Sec. 26A-2. Definitions.
Whenever the following words appear in this division they shall have the meaning set out below:
Business: shall mean any corporation, partnership, individual, sole proprietorship, joint stock company,
joint venture, or any other private legal entity.
City Council or Council: Shall mean the Council of the City of Jefferson or the Parks and Recreation
Commission when expending money from the Parks Fund or money budgeted for parks purposes.
City Administrator: Shall mean the city administrator and/or designee or the Parks and Recreation
Commission when expending money from the Parks Fund or money budgeted for parks purposes.
Construction: means the process of building, altering, repairing, improving, or demolishing any public
infrastructure facility, including any public structure, public building, or other public improvements of any kind to
real property. It does not include the routine operation, routine repair, or routine maintenance of any existing public
infrastructure facility, including structures, buildings, or real property.
Contract: means all types of agreements, regardless of what they may be called, for the procurement or
disposal of supplies, services, or construction.
Contractor: means any person having a contract with a governmental body
Department Director: means director of a City department who has been assigned to administer a contract
or project by the city administrator.
Employee: means an individual drawing a salary from a governmental body, whether elected or not, and
any uncompensated individual performing personal services for any governmental body, or any elected or appointed
official of the City.
Equipment: means a vehicle powered by a motor traveling on wheels or tracks, and designed to be ridden
by its operator, items which are used when affixed to such vehicles; or, trailers and other devices which are towed
by a motor vehicle as well as items attached to them; or, devices which are powered by a motor and which are
operated by a person walking behind the device and which said device has a purchase price of no less than Five
Thousand Dollars ($5000.00).
Person: means any business, individual, union, committee, club, other organization, or group of individuals.
Procurement: means buying, purchasing, renting, leasing, or otherwise acquiring any supplies, services or
construction. It also includes all functions that pertain to the obtaining of any supply, service, or construction,
including description of requirements, selection and solicitation of sources, preparation and award of contract, and
all phases of contract administration.
Services: means the furnishing of labor, time, or effort by a contractor, not involving the delivery of a
specific end product other than reports which are merely incidental to the required performance. This term shall not
include employment agreements or collective bargaining agreements.
Signature: means [enter the appropriate reference to the State's applicable Digital Signature Act if enacted]
[a manual or electronic identifier, or the electronic result of an authentication technique attached to or logically
associated with a record that is intended by the person using it to have the same force and effect as a manual
signature.]
Supplies: means all property, including but not limited to equipment, materials, printing, insurance, and
leases of real property, excluding land or a permanent interest in land.
Vehicle: a motor vehicle used primarily for transporting the driver and passengers
Rev. 5/30/2014
26A-2
Written or In Writing: means the product of any method of forming characters on paper, other materials, or
viewable screens, which can be read, retrieved, and reproduced, including information that is electronically
transmitted and stored.
(Previously codified in section 2-374)
Sec. 26A-3. Federal, State and Grant requirements.
A. Any requirement placed by Federal or State law or as a condition of grant accepted by the Council, shall be
deemed to be an additional requirement to these purchasing rules_
B. No such condition identified in Section A above shall be imposed as a purchasing requirement unless
expressly required by Federal or State law or by condition of a grant approved by the City Council.
Sec. 26A4. Promulgation of rules.
The city administrator may adopt rules and regulations relating to the procedure to be followed by City
employees in the preparation and submission of purchasing requests and invoices for purchases not in conflict with
the City Code or City Charter.
(Code 1977, § 16-23; Ord. No. 11936, § 2, 7-19-93) (Previously codified in section 2-378)
Sec. 26A-5. Preference for U.S.-manufactured goods.
A. Each contract for the purchase or lease of manufactured goods or commodities by the City, and each
contract made by the City for construction, alteration, repair, or maintenance of any public works shall
contain a provision that any manufactured goods or commodities used or supplied in the performance of
that contract or any subcontract thereto shall be manufactured or produced in the United States. This
section shall not apply where the purchase, lease, or contract involves an expenditure of less than twenty-
five thousand dollars ($25,000.00). This section shall not apply when only one line of a particular good or
product is manufactured or produced in the United States. This section shall not apply where the city
administrator certifies in writing that:
1. The specified products are not manufactured or produced in the United States in sufficient
quantities to meet the agency's requirements or cannot be manufactured or produced in the United
States within the necessary time in sufficient quantities to meet the agency's requirements;
2. Obtaining the specified products manufactured or produced in the United States would increase
the cost of the contract by more than ten percent;
(Ord. 10939, § 1, 10-19-87; Ord. No. 11936, § 2, 7-19-93 State Law reference Sub -Section A § 34.353 RSMo, Sub -
Section B § 71.140. RSMo.) (Previously codified in section 2-383)
Rev. 5/30/2014
26A-3
Sec 26A-6. Preference to Missouri products and firms.
A. In making purchases, the City shall give preference to all commodities and tangible personal property
manufactured, mined, produced, processed, or grown within the State of Missouri, to all new generation
processing entities defined in section 348.432, RSMo, except new generation processing entities that own
or operate a renewable fuel production facility or that produce renewable fuel, and to all firms, corporations
or individuals doing business as Missouri firms, corporations or individuals, when quality is equal or better
and delivered price is the same or less. The City may also give such preference whenever competing bids,
in their entirety, are comparable. For purposes of this section, "commodities" shall include any agricultural
product that has been State Law reference § 34.070 RSMo,
B. Paragraph A shall not be applicable when prohibited by state or federal law or would violate any funding
condition set out by the State or Federal government.
(Previously codified in section 2-383.1)
Sec. 26A-7. Prevailing Wage.
The City shall comply with all state and/or federal requirements for prevailing wage,
Sec. 26A-8. Council Preference Substitution.
A. For any award or selection required by the City Council, the City Council may substitute its judgment for
that of staff's judgment and make any selection it !eels is in the best interest of the City.
B. If a contract is brought before the City Council as a result of a competitive bidding process, and the City
Council substitutes the name of the party recommended for award of the contract with another party who
also submitted a bid the price of the bid of the substituted party shall be deemed to also be approved, unless
specifically stated to the contrary in a motion.
Sec. 26A-9. Signatures on Financial Accounts.
A. The Mayor, city administrator, and finance director shall be designated as signatories for City financial
accounts.
B. The city administrator is authorized to execute documents to change the signatories as persons holding the
positions identified -above change.
C. The city administrator may appoint other department directors as signatories if necessary during times of
vacancy in office of the Finance director.
Rev. 5/30/2014
26A-4
Sec. 26A-22 through 26A-29 reserved.
DIVISION 11I. OFFICE OF THE PURCHASING AGENT
Sec. 26A-30. Purchasing agent; office established.
There is hereby established within the finance department the office of purchasing agent who shall be the
head of the purchasing division.
(Code 1977, § 16-20; Ord. No. 11936, § 2, 7-19-93)
Sec. 26A-31. Establish and maintain specifications.
The purchasing agent shall compile and maintain specifications for all items purchased, or to be purchased,
by the City. The specifications shall not be unduly restrictive and shall be written, if possible and practicable, so
that the City may obtain competitive bids.
(Code 1977, § 16-21; Ord. No. 9655, § 1, 8-17-81; Ord. No. 10044, § 1(16-21), 9-6-83; Ord. No. 11936, § 2, 7-
19-93)
Sec. 26A-32. Standards and procedure.
The purchasing agent shall observe the following standards and procedures in the administration of this division:
A. The purchasing agent shall purchase those supplies, materials and equipment requested by the department
for whose use they are intended. The purchasing agent shall keep the departments informed on prices,
changes, deliveries and other information that will assist them in placing purchase orders at such times as to
ensure purchasing at the best possible prices.
B. All supplies, materials and equipment with an estimated value in excess of one thousand dollars
($1,000.00) disposed of by sale or otherwise shall be sold by the purchasing agent only with the advice and
consent of the mayor and council. Supplies, materials and equipment deemed to be obsolete, unusable with
an estimated value of less than one thousand dollars ($1,000.00), may be lawfully disposed of by the
purchasing agent.
C. Copies of all correspondence with suppliers concerning prices, adjustments or defective merchandise, as
well as all invoices, bills of lading, delivery tickets and other papers pertaining to purchases, shall be
delivered to the purchasing agent.
D. The purchasing agent shall maintain a complete record of all quotations, bids and purchase orders for a
period of five (5) years, and such records shall at all times be open to the public for inspection. Only
Rev. 5/30/2014
26A-6
proposals and related documents will be closed until the earlier of the making of a recommendation to the
public governmental body or the acceptance or rejection of all proposals.
(Ord. 14866, § 2, 10-17-2011) (Code 1977, § 16-22; Ord. No. 11936, § 2, 7-19-93
See. 26A-33. Debarment.
A. The purchasing agent is authorized to debar a person from consideration for award of contracts for any of
the following reasons:
1. Conviction of a criminal offense as an incident to obtaining or attempting to obtain a public or
private contract or subcontract, or in the performance of such contract or subcontract.
2. Conviction under state or federal statutes of embezzlement, theft, forgery, bribery, falsification or
destruction of records, receiving stolen property, or any other offense indicating a lack of integrity
or honesty which currently, seriously and directly affects responsibility as a City contractor or
vendor.
3. Conviction under state or federal antitrust statutes arising out of the submission of bids or
proposals.
4. Deliberate failure without good cause to perform in accordance with contract specifications or
within the time limit provided in the contract.
5. A recent record of failure to perform or of unsatisfactory performance in accordance with the
terms of one or more contracts; provided that failure to perform or unsatisfactory performance
caused by acts beyond the control of the contractor or vendor shall not be considered a basis for
debarment.
6. Any other cause so serious and compelling as to affect responsibility as a City contractor,
including debarment by another governmental entity for any cause listed in this article.
7. Found to have falsified a previous bid.
B. The length of a debarment shall not exceed three (3) years.
C. An action to debar a contractor may be initiated and shall proceed as follows:
The purchasing agent shall initiate a debarment by serving written notice of the debarment to the
person he intends to debar. The notice shall set forth the specific grounds for the debarment and
advise the person of his right to appeal. The notice shall be served by registered or certified mail
or by delivering a copy of the notice to the person subject to debarment or his agent or employee.
The debarment shall take effect ten (10) days after service of the notice unless an appeal is taken
to the director of finance. If such an appeal is taken, the debarment shall not take effect until a
final order upholding the debarment is entered by the director or until the appeal is dismissed by
the appellant_
Within ten (10) days after service of a written notice of debarment, the person affected by the
notice may file a written request for a hearing before the director of finance contesting the
debarment.
The director of finance shall set the matter for hearing on the record within thifty (39) fifteen (15)
days of the receipt of a request for a hearing. At least ten (10) days' notice of the hearing shall be
given to the affected person and to the head of the purchasing division.
4. At the hearing, each party shall have the right to call and examine witnesses, introduce exhibits,
Rev. 5/30/2014
26A-7
cross-examine opposing witnesses and impeach any witness. Oral evidence shall be taken only on
oath or affirmation. All evidence shall be suitably recorded and preserved. The technical rules of
evidence shall not apply, except the director of finance may exclude evidence which is irrelevant
or repetitious. Each party shall be entitled to present oral arguments or written briefs at or after
the hearing.
Within ten (10) working days of the hearing, the director of finance shall make written findings of
fact and conclusions of law and issue a final order. Findings of fact shall be based upon
competent and substantial evidence found in the records as a whole. A copy of the director's
order, his findings of fact and conclusions of law, shall be delivered or mailed to the purchasing
agent and to the affected person.
6. An appeal from the director's order shall be to the circuit court pursuant to Chapter 536, RSMo.
7. If there are grounds for debarment pending against a bidder, all other bids submitted by the party
against which the debarment is pending may be rejected until the debarment matter is resolved.
(Ord. No. 11936, § 3, 7-19-93)
Secs. 26A-35 — 26A-39. Reserved.
DIVISION IV. PURCHASE OF GOODS AND SERVICES.
Sec. 26A40. General Provision for purchases of Goods and Services.
Unless otherwise stated, the purchase of goods and services shall be accomplished utilizing the following methods:
A. Category 1: Purchases of goods or services valued less than five thousand dollars ($5,000.00). The
purchases of goods or services which have a value of less than five thousand dollars ($5,000.00) may be
purchased without the utilization of bids. Purchases must be requisitioned through the normal purchasing
procedures.
B. Category 2: Purchases of goods or services valued from five thousand dollars ($5,000,00) to less than
twenty five thousand dollars ($25,000.00). The purchases of goods or services which have a value of from
five thousand dollars ($5,000.00) to less than twenty five thousand dollars ($25,000.00) shall require
obtaining three (3) bids or quotes for the cost of the good or service requested.
1. Such bid/quote shall be in writing (with electronic bids or quotes being acceptable), except that
purchases made in connection with an emergency declared pursuant to the terms of the City Code,
may be oral.
2. A bid for a good may include the sales price of a seller of an online dealer of such goods.
3. The name of the business submitting bids or quotations, the names and contract information of the
persons designated for communication by the business, the date and the amount of each quotation
shall be recorded and maintained.
4. A bid/quote must be received from at least (3) businesses or vendors or an explanation as to why
three bids could not be reasonably obtained which is accepted by the city administrator. The
Rev. 5/30/2014
26A-8
lowest and best bid shall be selected by the department director.
C. Category 3: Purchases of goods or services valued at twenty-five thousand dollars ($25,000.00) or greater.
Purchases of goods or services expected to be twenty-five thousand dollars ($25,000.00) or greater shall be
accomplished by sealed bid. The purchasing agent shall advertise for sealed bids on any requisition
involving more than twenty-five thousand dollars ($25,000.00) allowing a minimum of fourteen (14) days
before proposals are received and the bids opened. The lowest and best bid submitted by a responsible
bidder meeting specifications will be recommended to the City Council for an award.
D. Maintenance Contracts. Contracts awarded for maintenance services (including but not limited to
electricians and plumbers) based upon an hourly fee shall include provisions to allow for other similar work
which may be determined to be beyond maintenance at the discretion of the city administrator so long as
there are sufficient budgetary funds.
E. Request for Bid (RFB) also known as Invitation for Bid (IFB). The City shall utilize a Request for Bid
when the item or service sought can be described in detail using characteristics that must be present in
order to meet the needs of the user. Specifications are detailed, specific and provide for very limited
flexibility on the part of the bidder. If bids are to be evaluated based on subjective criteria in conjunction
with price, the subjective criteria and relative weights must be stipulated in the specifications. The award is
to the lowest and best responsible bid meeting the specifications as originally stated. Bids do not allow for
negotiation.
F. Request for Proposal (RFP) — The Request for Proposal is a method of soliciting information and pricing
from a supplier of goods or services. The Request for Proposal procedure may only be if the city
administrator determines that staff cannot reasonably determine detailed and specific specifications for the
good or service. An RFP is issued so that potential proposers can offer suggested processes or services, or
alternate proposals to be considered by the City. When using a RFP the City must establish selection
criteria and establish points for each criteria. Such point system shall be provided to the proposer as a part
of the RFP. Proposals allow for negotiation and may include best and final offers. Proposals and related
documents shall be held confidential until the earlier of' the making of a recommendation to the City
Council or the acceptance or rejection of all proposals.
Sec. 26A41. Architectural, Engineering and Land Surveying Services Selection.
A. General Provisions.
1. The following procedure describes policies and procedures to be used by City of Jefferson in
selecting architectural, engineering and land surveying services referred to as "AELS firms".
2. The process for selection of AELS shall be called "Request for Qualifications".
3. The following provisions for purchase of AELS are governed by the Federal "Brooks Act"
(40U.S.C. 1101 et seq) and the State or "Mini Brooks Act" (RSMo 8 Sections 285-291).
4. Selection Committee. For purposes of this section, Selection Committee shall mean a committee
appointed by the city administrator which shall be composed of the department director who shall
be in charge of the project requiring an AELS Firm and others as appointed.
B. Policy. It shall be the policy of City of Jefferson to negotiate contracts with AELS firms for services on the
basis of demonstrated competence and qualifications for the type of services required and at fair and
reasonable fees.
C. AELS Firm List And Evaluation,
Rev. 5/3012014
26A-9
I . The purchasing agent shall compile and maintain a file of AELS firms that are potential
consultants for doing projects for City of Jefferson.
2. Each AELS firm shall be evaluated within thirty (30) days after completing a contract with the
City. The evaluation shall be forward to the purchasing agent for use in future project selections.
D. Request for Qualifications.
1. When a project is proposed, the principal department proposing the project shall prepare a
description of the project, including the Scope of Work, the identification of applicable plans, a
timetable and a project budget. This information shall be compiled into a "Request for
Qualifications" for the project.
2. The department director principally in charge of the project shall select AELS firms to be sent a
"Request for Qualifications" for the project from the purchasing agent's list and other sources
deemed appropriate. Selection of these AELS firms shall be based upon preliminary review
comparing the nature of the job with the experience of the AELS firms and other significant
factors.
3. The Request for qualification shall set out all criteria for which the firms will be evaluated.
4. Interested AELS firms shall submit responses to the Request for Qualifications for review by the
selection committee.
5. The selection committee shall evaluate the responses and if deemed necessary, some or all the
submitting AELS firms may be interviewed.
6. Upon a finding by the city administrator that the AELS list of firms currently on file with the
Purchasing Agent contains firms which, based upon City staff's previous experience, meets or
exceeds the qualifications for a project, the principal department may choose to select qualified
firms from the purchasing agent's list with no additional submission from the ACLS firms
required.
E. AELS Firm Selection
The selection committee shall rank the AELS firms based on the following criteria:
The specialized experience and technical competence of the firm with respect to the type of
services required;
2. The capacity and capability of the firm to perform the work in question, including specialized
services, within the time limitations fixed for the completion of the project;
3. The past record of performance of the firm with respect to such factors as control of costs, quality
of work, and ability to meet schedules;
4. The firm's proximity to and familiarity with the area in which the project is located.
5. Any other criteria deemed appropriate for the services sought which may be lawfully
considered.
F. Negotiation For Contract
I . The selection committee shall select up to three AELS firms that are highly qualified to fulfill the
proposed assignment in the best interest of the City. The AELS firms shall be placed in ranked
order.
2. The AELS firm ranked first shall be asked to prepare a fee proposal based on the written
description of the scope services and negotiations shall proceed.
3. If the committee is unable to negotiate a satisfactory contract with the highest ranked firm
selected, negotiations with that firm shall be terminated. The committee shall then undertake
Rev. 5/30/2014
26A- 10
negotiations with the second highest ranked AELS firm. If there is a failing of accord with the
second firm, negotiations with such firm shall be terminated. The committee shall then undertake
negotiations with the third most qualified firm.
4. If these negotiations prove unsatisfactory, the project shall be restudied and the City's expectations
shall be reexamined before beginning the process again. If the process begins again, the selection
committee shall compile a list of qualified AELS firms and proceed in the same manner.
G. Appeal. There shall be no right to appeal such award but all qualifications on file with the City shall be a
public record.
Sec. 26A42. Policies and Procedures for Selecting Professional Economic Development Contracts and
Promotion and Development of Tourism.
A. The ability to contract for economic development, promotion and development of tourism, or any other
service identified by the Council by resolution shall be held exclusively by the City Council.
B. The selection of any provider under section shall be exempt from all other purchasing procedures and if
such service is desired to be bid rather than awarded, such process shall be developed by the City Council
at the time of selection.
C. Any requirements for selection shall be adopted ad hoc by (lie City Council by resolution.
Sec. 26A43. Small sum purchases.
Any employee of the City making an authorized purchase involving an immediate cash expenditure of one
hundred dollars ($100.00) or less shall be reimbursed by the City upon submission of a sales ticket for the purchase.
(Code 1977, § 16-29(b); Code 1983, § 2404; Ord. No. 11936, § 2, 7-19-93) (Previously codified in section 2-381)
Secs. 26A44 — 26A49. Reserved.
DIVISION V. CONSTRUCTION CONTRACTS
Sec. 26A-50. Bidding procedure for construction projects over twenty -rive thousand dollars ($25,000.00).
The following describes procedures to be followed by the City in selecting construction contractors for
projects in excess of twenty-five thousand dollars ($25,000.00). When construction documents have been
completed and approved and the approved sets have been delivered to the appropriate City official, the next step is
the selection of a construction firm for the project. This contractor shall be selected as follows:
Rev. 5/30/2014
26A-11
A. Competitive bids: The City shall seek competitive bids for projects by advertising and or invitations to
prospective contractors that the City intends to construct said project
B. Advertising or invitation to contractors: To inform prospective bidders that a contract is to be awarded and
invite bids for the proposed project an advertisement shall be placed in a daily paper of general circulation.
Items which may be included in the advertisement or invitation are:
I . A brief description of the project and its location.
2. Name and address of the City of Jefferson.
3. Name and address of the person authorized to receive bids.
4. The place, date and hour of bid opening, restrictions on submission, changes and withdrawal of
bids.
5. Character of bids: Phasing, unit -price, lump -sum, alternates etc.
6. Quantities involved in the project.
7. The amount of the bid surety and whether it is to be by certified check, bid bond etc. and
provisions for returning surety to unsuccessful bidders.
8. Statement as to where plans and specifications may be obtained or examined and the charge or
deposit required for each set and provision for recovery of charge or deposit when documents are
returned.
9. Conditions of contract award and the City of Jefferson right to accept the lowest responsible bid
and to reject any or all bids.
10. Name of the consultant and the authorized representative for the City of Jefferson and consultant.
11. Contract surety: The amount and type of performance and payment bond.
C. Instructions to bidders: A document in which all bidders are furnished identical information on the features
of the project along with instructions on the procedure to be followed in submitting bids. Items which may
be included in the instructions to bidders are:
I . Bidder's experience, work record and or prequalification data.
2. Procedure for completing and submitting the bid.
3. A list of the plans and specifications and an estimate of quantities for unit -price contracts or an
exact description of the scope of the project if contract is to be lump -sum.
4. An estimate of the time it will take the bidder to complete the project.
5. Responsibility for accuracy of bidding information in reference to subsoil data, test borings, errors
in plans and specifications, etc.
6. Information on formalities and informalities in accepting or rejecting bids.
7. Miscellaneous instructions as needed.
D. Bid form: A document to ensure that all bids are prepared in a similar manner and to facilitate the analysis
and comparison of bids and to detect informalities in the bids. It is a convenience to bidders and it
encourages accuracy and fairness. Items which may be included in the bid form are:
1. An offer from the bidder to perform the work as specified for a given price.
2. An agreement to complete the project in a given number of days after the notice to proceed has
been given.
3. The amount of the bid bond, certified check or other form of guarantee that is to accompany the
Rev. 5130/2014
26A-12
bid.
4. An agreement by the bidder to furnish the required contract surety if the contract is awarded.
5. Provision for the bidder to acknowledge receipt of all addenda to the plans and specifications.
6. The list of subcontractors to be employed for special work.
7. The experience record, financial statement and plant equipment questionnaire, when required.
8. Statement that there is no collusion or fraud with reference to illegal relationships of bidders and
representatives of the City of Jefferson or consultant, bid pooling or straw bids.
9. Statement by the bidder that the site has been examined and the plans and specifications are
understood by the bidder.
10. Appropriate signatures and witnesses as required.
E. Pre-bid conference: Preparatory to putting the bid together, a pre-bid conference may be held for those
bidders anticipating submitting a bid on said project. The pre-bid conference is to do the following:
1. Allow bidders, both contractors and subcontractors a chance to ask questions of those who
prepared the plans and wrote the specifications.
2. Allow explanations and answers to questions to be given by those best qualified.
3. To allow scheduled pre-bid conference to be held midway between advertising for bids and the bid
opening date.
4. To give additional opportunities so the site can be visited, if necessary.
F. Addenda: During the bidding period, any and all additional instructions, clarifications, interpretation or
modifications shall be made by an addendum prepared by the consultant or City of Jefferson and signed by
the consultant or City of Jefferson's representative.
1. The addendum shall be delivered, either by the City of Jefferson or the consultant, as agreed upon
by the two.
2. A receipt shall be received for all hand delivered addendum by the deliverer. Addendum sent by
mail shall be mailed by the fastest delivery method and shall be sent by registered mail with a
signed receipt requested.
3. No one is authorized to make any clarifications, interpretations, or modifications or give any
instructions to the bidders during the bidding period except as described in this section on
addenda.
G. Receiving and opening bids: Bids may be submitted at any time after the project has been officially
advertised or invitations extended and prior to the hour designated for the opening of the bids.
1. Bids submitted may be withdrawn or changed any time before the official opening.
2. No changes are permitted after bids have been opened.
3. Bids shall be submitted on the proposal/bid form with all accompanying papers placed in a sealed
envelope addressed to the person authorized to receive same and endorsed with the bidder's name
and the title of the project.
4. All bids shall be opened and read aloud publicly at the proper time so that all bidders and others
interested may be present as witnesses and/or to tabulate amounts.
H. Awarding the contract: After the bids have been opened any consultant and the City of Jefferson
representative shall meet to determine if a bid is the lowest and best bid submitted by a responsible bidder
has been received_ The following shall be done:
Rev. 5/30/2014
26A-13
I . A study of the qualifications of the bidders shall be made to determine if there are irresponsible
and undesirable bidders and to eliminate same.
2. An analysis and comparison of bids shall be made to determine the lowest responsible bidder.
3. When a bidder has been determined to be the lowest and best bid submitted by a responsible
bidder, the City shall proceed to obtain a contract with the lowest responsible bidder.
4. A formal notice of award shall be issued to the bidder notifying the bidder of his/her selection.
The bidder shall be told of the time and place designated to sign the contract_
5. If the bidder determined to be the lowest and best bid submitted by the successful bidder is unable
to execute a contract, the City shall proceed to execute a contract with the next responsible bidder.
If this bidder is unable to execute a contract, the City shall continue the process with all
responsible bidders if necessary.
6. The City shall have the right to use any or all of the bid security of any or all bidders to execute a
contract when the bidder is unable to execute a contract for a project bid.
7. After acceptance of the bid and the contract has been signed, a formal notice to proceed shall be
forwarded to the contractor authorizing the contractor to begin work.
(Ord. 13208, §2, 64-2001)
I. WHEN LOW BID EXCEEDS FUNDS: Occasionally after opening bids, the lowest and best bid submitted
by a responsible bidder may exceed available funds. These are the possible alternatives when this happens:
(Ord. 13208, §2, 6-4-2001)
1. Reduce the scope of the project to allow bids within the budget.
2. Secure additional funds.
3. Rejection of all bids.
J. PRECONSTRUCTION CONFERENCE: Immediately after a construction contract has been fully
executed and before construction begins, the City of Jefferson, consultants and contractor shall meet to do
the following:
1. Meet with subcontractors and the superintendent for the project.
2. Get acquainted and discuss the several phases of the project so that when understood by all, the
job will run smoothly.
3. To establish lines of communication and lines of authority to be followed during construction.
4. To discuss items of interest and concern to all.
(Ord. 12316, 7/24/95; Ord. No. 14549, § 1, 6-15-2009) (Replaces Chapter 2 and subsequently 26A- 395)
See. 26A-51. Bonds Rewired when.
All construction contracts of twenty-five thousand ($25,000.00) or more shall require a perfonmance and
paymcnt bond. Contracts less than twenty-five thousand dollars ($25,000.00) shall require a performance and
payment bond at the discretion of the city counselor after consultation with the city administrator.
Rev. 5130/2014
26A-14
Secs. 26A-52 — 26A-54. Reserved.
DIVISION VI. SURPLUS AND DISPOSABLE PROPERTY
Sec. 26A- 55. Surplus Property.
A. The city administrator may declare any property which has a reasonable fair market value of less than one
thousand dollars ($1,000.00) and which is no longer beneficial to needs to the City to be declared surplus
and dispose in a manner most financially beneficial to the City or donate to a not-for-profit organization or
another political subdivision. On a yearly basis, or as needed, the purchasing agent shall submit a report to
the City Council identifying all property declared surplus pursuant to this provision.
B. Any property (other than motor vehicles) which has a reasonable fair market value of more than one
thousand dollars ($1,000.00) shall be disposed of by a method approved by the City Council. Such method
shall be approved on the consent agenda.
C. Disposable property. Notwithstanding the foregoing paragraphs the purchasing agent may designate types
of personal property as "disposable" which may then be disposed without annual notice to the City Council.
To be "disposable" the property must be declared as disposable by the purchasing agent, and designed to be
thrown away after use and have no monetary value after use. Examples may include but are not limited to
paper, pencils, pens, plastic bags, and cardboard.
D. City employees shall not be allowed to purchase surplus City property unless such property is sold to the
highest bidder, or if offered at a pre -determined price then only after the item has been offered to the
general public for no less than six days.
(Replaces 26A -377F) & 26A-384) (Ord. No. 11747, § 1, 6-4-92; Ord. No. 11936, § 2, 7-19-93) (Previously codified
in section 2-384)
Sec. 26A-56. Surplus of real Property.
A. Declaration of Real Estate Surplus. The City Council may declare any real property owned by the City to
be declared surplus and no longer needed. Such declaration shall be made on the consent agenda.
B. Disposition of Surplused Real Estate. Once the real property is declared surplus the method of disposition
shall be approved by the City Council, which may be by any means deemed most beneficial by the City
Council.
(Ord. 14866, § 2, I0-17-2011) (Ord. No. 11747, § 1, 6-4-92; Ord. No. 11936, § 2, 7-19-93) (Replaces Chapter 2 and
subsequently 26A sections 377F) (Replaces Chapter 2 and subsequently 26A sections 385, 386 & 388) (Previously
codified in section 2-385)
Sec. 26A-57. Sale of Park Commission Property.
Should the Parks and Recreation Commission determine that property owned by the Parks Commission is
surplus, the procedure outlined above for the disposal of surplus property shall be followed. The Commission may
establish a minimum bid requirement for any parcel of property at the time it declares it surplus. The City Council
Rev. 5130/2014
26A-15
may approve any such sale on the consent agenda.
(Ord. No. 11747, § 1, 6-4-92; Ord. No. 11936, § 2, 7-19-93) (Previously codified in section 2-387) (moved from
26A-387) (Ord. No. 11936, § 3, 7-19-93) (Previously codified in section 2-389)
DIVISION VII. SPECIFIC CATEGORIES IN PURCHASING
Sec. 26A-60. Sole source procurement.
A. Competitive bids and advertising can be waived when there is only a single feasible source. A single
feasible source is defined as listed below.
1. Proprietary, only available from manufacturer or single distributor.
2. Bidding history determines that the item is only available from manufacturer or a single
distributor.
B. The city administrator shall be charged with determination as to whether a sole source is applicable.
(Previously codified in section 2-390)
Sec. 26A-61. Purchases of certain commodities.
A. All purchases of the following commodities may be purchased according to the procedures in this section.
I . Any chemical purchased in bulk.
2. Fuel,
B. Purchases of items authorized by this section shall be made as follows:
1. The purchasing agent shall maintain a list of approved vendors of each authorized item. The
criteria for approval shall be designated by each affected department director. Vendors may be
added to the list by the department director or at the request of the vendor. The person requesting
a vendor's name to be added to the list shall provide the information necessary to show
compliance with the criteria set forth.
2. The purchasing agent, at the request of the department director, is hereby authorized to purchase
such quantities of the material as are requested, from the approved vendor then offering the lowest
price, without further authorization as long as said purchase is within the budgetary control of said
department.
(Previously codified in section 2-391)
Sec. 26A-62. Purchases from federal surplus property.
Rev. 5/30/2014
26A-16
All purchases from federal surplus property or from Surplus Property, State of Missouri are exempt from
purchasing limits, as long as said purchase is within the budgetary control of said department
(Previously codified in section 2-392)
Sec. 26A-63. Cooperatives General Services Administration (G S A) contracts.
All purchases from General Services Administration (G S A) contracts are exempt from purchasing limits
as long as said purchase is within the budgetary control of said department.
(Previously codified in section 2-393)
Sec. 26A-64. Emergency purchases.
A. When a disaster has not been declared by the Mayor, notwithstanding any other provisions of this division,
the city administrator or designee may make or authorize others to make emergency procurement of
supplies, services, or construction items when there exists a threat to public health, welfare, or safety;
provided that such emergency procurement shall be made with such competition as is practicable under the
circumstances. A written determination of the basis for the emergency and for the selection of the
particular contractor shall be included in a record of each emergency procurement which shall be made and
shall set forth the contractor's name, the amount and type of the contract, a listing of the item(s) procured
under the contract, and the identification number of the contract file. A copy of the record shall be given
within five days of the purchase to the city administrator and purchasing division. If a disaster has been
declared, or if a disaster is later declared the provisions of Chapter 11, Emergency Preparedness and
Emergencies, shall be followed. In any such instance when emergency procedures are implemented, the
department director shall maintain all records related to an incident.
B. An emergency exists as defined below:
An emergency exists when a breakdown in machinery and/or a threatened termination of essential services,
including but not limited to maintenance and repair of essential office equipment, or a dangerous condition
develops, or when supplies are needed for immediate use in work which may vitally affect safety, health or
welfare of the public.
(Code 1977, § 16-29(a); Code 1983, § 2403; Ord. No. 11936, § 2, 7-19-93; Ord. No. 14051, §2, 6-5-2006)
(Previously codified in section 2-380)
Sec. 26A-65. Cooperative purchasing.
A. In lieu of the purchasing requirements set out in this chapter, the City Council may authorize participation
in any multi -government cooperative or for-profit cooperative by ordinance.
B. In addition to other groups authorized by ordinance the Council specifically authorizes participation in
cooperative purchasing with State of Missouri, the County of Cole, and the Housing Authority.
C. In lieu of the purchasing requirements set out in this chapter, the purchasing agent shall be authorized to
Rev. 5/30/2014
26A-17
approve purchases based upon a bid received by another government entity within this State, provided that
all of the following requirements are met:
I. The other entity must have competitively bid the purchase using procedures which are
substantially similar to the procedures which would have been required had the City of Jefferson
bid the purchase itself as determined by the purchasing agent; and,
2. The purchasing agent receives verification, acceptable to the purchasing agent, that the other
governmental entity's procedures were actually followed; and
The successful bidder to the other governmental entity must state in writing, in a form acceptable
to the purchasing agent, that the City of Jefferson is authorized to make the same purchase at the
same price.
(Previously codified in section 2-382) (Previously codified in section 2-394) (Ord. 12316, 7/24/95; Ord. No. 14549,
§1, 6-15-2009) (Previously codified in section 2-395) (Ord. No. 13829, §1, 1-18-2005; Ord. No. 14549, §1, 6-15-
2009) (Previously codified in section 2-399)
Secs. 26A-66 — 26A-69. Reserved.
Sec. 26A-70. Purchase of City Property by City Employees.
City employees shall not be allowed to purchase surplus City property unless such property is sold to the
highest bidder or, if offered at a pre -determined price then only after the item has been offered to the general public
for no less than six days_
(Previously codified in section 2-406)
Sec. 26A-71. Automotive purchase and replacement advisory group.
The city administrator may create an Automotive Purchase and Replacement Advisory Group composed of
staff members representing the various departments which have vehicles assigned to them, for the purpose of
making recommendations to the city administrator as to the vehicles which should be purchased, replaced or sold.
The Purchasing Officer shall be the non-voting chairman of such a committee. (Ord. No. 14549, §2, 6-15-2009)
(Previously codified in section 2407) (Ord. No. 13829, §1, 1-18-2005; Ord. No. 13860, §§1, 2, 3, 4-4-2005; Ord.
No. 14549, §1, 6-15-2009; Ord. No. 15264, 5-19-2014)
Rev. 5/30/2014
26A-18
BILL NO.[Bill No.]
SPONSORED BY COUNCILMAN _______________________
ORDINANCE NO.
AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI,
BE IT ENACTED BY THE COUNCIL OF THE CITY OF JEFFERSON, MISSOURI, AS
FOLLOWS:
Section 1.Chapter 29 (Sewers and Sewer Disposal) Section 146 (Billing and
collection procedures) is amended as follows:
Sec.29-146.Billing and collection procedures.
All sewer service charges shall be paid to the city,or its authorized agent,at the location or
locations designated by the city.Sewer service charges shall be paid within fifteen (15)days of the
date of their billing.
Every Sewer bill shall be due on the 15th of the month. Any portion of said bill which is not paid
by the 20th day of the month shall be assessed a late charge of five (5%) on all outstanding
amounts.Every sewer service charge specified in this section remaining unpaid for thirty (30)days after
the date of its billing may be increased by ten (10)percent,and thereafter such sewer service
charge may be increased an additional one and one-half (1½)percent for each thirty-day period such
charge remains unpaid after the expiration of thirty (30)days from the date of its billing.(Ord.13205,
§1, 6-4-2001;Ord.No.14668,§1,5-17-2010)
Sewer services shall be deemed to be furnished to both the occupant and owner of all
residential,commercial or industrial,and governmental establishments receiving sewer service,and the
occupant and owner of such establishments shall be severally and jointly liable to the city for
payment of the charges for such service rendered on or to premises upon which such establishments
are located.If any bill for such service is not paid within fifteen (15)days from the date of such bill,
the city may sue the occupant,the owner,or both,of the establishments receiving such service,or for
which such service has been made available,and receive any sums due for such services plus a
reasonable attorney's fees to be fixed by the court and the costs of such suit.Such suit shall be
instituted by the city counselor upon the order of the mayor of the city.In addition,the city may use
such other means now or hereafter available to it under the statutes of Missouri and the ordinances of
the city to effect the collection of any bill for sewer service remaining unpaid upon the expiration of
fifteen (15)days from the date of such bill.
In the event either the occupant or owner of property which receives sewer service furnished by the
City has reason to dispute the amount or nature of any bill,the recipient shall be permitted to make
payment under protest,provided that the recipient of service provide to the city at the time of
payment the following information:
The period of time for which the service is disputed
The reason for the dispute
The requested remedy
Nothing contained herein shall in any way forgive or avoid any payment to the City as outlined
in this chapter for sewer services.Upon receipt of any such payment under protest,the
Department of Public Works shall respond in writing to the recipient of the service with
a response to their complaint and a copy shall be forwarded to the city administrator,the
chairman of the Public Works Committee,the City Council,and a reply shall be
forthcoming within a reasonable amount of time.
Section 2.This Ordinance shall be in full force and effect from and after
December 1, 2014.
Passed:Approved:
Presiding Officer Mayor
ATTEST:APPROVED AS TO FORM:
City Clerk City Counselor
BILL NO.[Bill No.]
SPONSORED BY COUNCILMAN _______________________
ORDINANCE NO.
AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI,PERTAINING TO THE
DATE TAX BILLS ARE SUBMITTED TO THE COUNTY COLLECTOR.
BE IT ENACTED BY THE COUNCIL OF THE CITY OF JEFFERSON, MISSOURI, AS
FOLLOWS:
Section 1.Chapter 21 (Nuisances) Section 24 (Removal by City) is amended
as follows:
Sec.21-24.Removal by city.
If the provisions of this article are not complied with,the chief of police,or other official designated by
the mayor,shall give a hearing after ten (10)days'notice thereof,either personally or by United States mail to the
owner,or his or her agent,or by posting such notice on the premises.Following the hearing,the Director of
Planning and Protective Services or other designated official may declare the weeds to be a nuisance and order the
same to be abated within five (5)days.In the event that the weeds are not cut down and removed within five (5)
days,the Director of Planning and Protective Services or other designated official shall have the weeds cut down
and removed and shall certify the cost of same to the city clerk.The city clerk shall cause a special tax bill therefor
against the property to be prepared and to be collected by the collector,with other taxes assessed against the
property. The tax bill from the date of its issuance shall be a lien on the property until paid and shall be prima facie
evidence of the recitals therein and of its validity and no more clerical error or informality in the same,or in the
proceedings leading up to the issuance,shall be a defense thereto.Each special tax bill shall be issued by the city
clerk and delivered to the collector on or before the first day of June of each year or at a date established by the
County Collector for such bills.Such bills if not paid when due shall bear interest at the rate of eight (8)percent
per annum.
(Code 1977,§24-9;Ord.No.13301,11-5-2001)
Section 2.This Ordinance shall be in full force and effect from and after the
date of its passage and approval.
Passed:Approved:
Presiding Officer Mayor
ATTEST:APPROVED AS TO FORM:
City Clerk City Counselor