HomeMy WebLinkAbout349 • •
RESOLUTION NO. 349
COUNCIL
RESOLUTION OF THE CITY
OF THE TOWN OF LOS ALTOS HILLS
ESTABLISHING REGULATIONS PERTAINING TO
THE PROCUREMENT OF MATERIALS
AND. SERVICES, AND RECORDS THEREOF
In order to fulfill its responsibility to the citizens for
the efficient conduct of City business , the Council requires that
records substantiating all disbursements of funds shall be main-
tained in such a manner as to facilitate rapid and meaningful re-
view and evaluation.
NOW, THEREFORE, BE IT RESOLVED that the following regula-
tions shall apply to all future Town transactions :
1. Written Purchase Orders shall be required for procure-
ment of material in excess of $100.00.
2 . Invoices for materials shall identify each item in such
a manner as to be readily recognizable on receipt.
3. A member of the City staff other than the one who placed
the order shall receive the material, identify each item and sign
acknowledgment of receipt of the lot.
4. All services shall be obtained only on written purchase
orders or contracts . Such orders shall contain a detailed des-
cription of the tasks to be performed and the basis of payment,
P
i.e. , for results obtained or for effort expended. In the latter
case, the number of manhours authorized and rate per hour shall
be stated, and shall further be categorized as to the level of
skill or competence required (e.g. Journeyman, Apprentice, Regis-
tered Engineer, Licensed Operator, etc.) . --
5 . Invoices for services rendered on the basis of results
LAGIJRIO & FAISANT -1-
ATTORNEYS AT LAW
SOO THIRD STREET
LOS ALTOS, CALIF.
94B-8200
. • •
to be accomplished shall contain a. brief report of the
pp results
which were accomplished.
6. Invoices for services rendered on the basis of effort
expended shall chronical the days and hours when the work was
performed, the category of skill provided, and the rate(s) per
hour.
7 . A member of the City staff shall sign an acknowledgment
of the accomplishment of the required task or service on each in-
voice for services .
8. For each order for services aggregating $100.00 or more,
the City Clerk or Deputy shall annotate briefly on the invoice(s)
an appraisal of the performance of the order as follows :
(a) The quality of the work was above, equal to
or below the expected standard;
(b) The task was completed ahead of, on or be-
hind schedule;
(c) The final cost was less than, equal to or
greater than the originally established cost.
9. On any invoice for materials or services other than those
for normal daily operations , the City Clerk or Deputy shall
briefly annotate the purpose of the order.
10. In any transaction which produced results significantly
at variance with those contemplated when the order was placed,
an explanatory note shall be entered on the invoice by the City
Clerk or Deputy.
* * * * *
.LADORIC & FAISANT -2-
ATTORNEYS AT LAW
SOO THIRD STREET
LOS ALTOS, CALIF.
948-8200
I hereby certify that the foregoing resolution was passed
and adopted at an adjourned meeting held on April 19 , 1966 by
the following roll call vote:
AYES : Councilmen Aiken, Bowler, Davey and Mayor Henley
NOES : None
ABSENT: Councilman Fowle
ATTEST:
r r-. .
• city C
Jerk -__...
APPROVED :
Mayor
LAGORIO & FAISANT -3-
ATTCRNEY9 AT LAW
3DD THIRD STREET
LOS ALTOS, CALIF.
940-9200
I