HomeMy WebLinkAboutOrd 511-2010 Adopting A Financial Policy.pdfCITY OF ANNA, TEXAS
ORDINANCE NO. 511-2010
AN ORDINANCE OF THE CITY OF ANNA, TEXAS, ADOPTING A FINANCIAL
POLICY
WHEREAS, the City of Anna, Texas ("the City") is committed to principles and
practices of open and fair government that honor the public trust; and
WHEREAS, the City of Anna, Texas City Council ("City Council") has determined
that it is in the interests of the citizens of Anna to adopt a Financial Policy that
establishes policies and procedures to govern the management and care of public
funds;
NOW THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF
ANNA, TEXAS, ·rHAT:
Section 1. Recitals Incorporated.
The above-referenced recitals are incorporated herein as if set forth in full for all
purposes.
Section 2. Financial Policy Adopted.
The City Council hereby approves a Financial Policy attached hereto as EXHIBIT 1 and
incorporated herein for all purposes.
Section 3. Savings, Severability and Repealing Clauses.
All ordinances of the City in conflict with the provisions of this ordinance are repealed to
the extent of that conflict. If any section, subsection, sentence, clause, or phrase of this
ordinance, or its application to a particular set of persons or circumstances, is declared
invalid or adjudged unconstitutional by a court of competent jurisdiction, it does not affect
the remaining portions of this ordinance, as the various portions and provisions of this
ordinance are severable. The City Council, declares that it would have passed each and
every part of this ordinance notwithstanding the omission of any part that is declared
invalid or unconstitutional.
Section 4. Effective Date.
This ordinance shall become effective after its passage and upon the posting and/or
publication, if required by law.
PASSED by the City Council of the City of Anna, Texas, on this the 28 th day of
Ord. 511-2010 EstabliShing a Financial Policy.doc Page 1 of2 09-28-10
September, 2010.
ATTEST:
Ord. 511-2010 Establishing a Financial Policy. doc Page2of2 09-28-10
EXHIBIT A
City of Anna
Finanaial Policies
Adopted on XXX 1
TABLE OF CONTENTS
BUDGET POUCY ...........................................................................................................................3
INVESTMENT POUCY ....................................................................................................................7
PURCHASING POUCY..................................................................................................................14
PURCHASING CARD POUCY ........................................................................................................16
CODE OF ETHiCS .........................................................................................................................18
BANK DEPOSITORY ....................................................................................................................20
Adopted on XXX 2
1. BUDGET POLICY
AI Introduction:
The City of Anna, Texas financial policies set forth the basic framework for the fiscal management of
the City. These policies are to ensure consistency in the City's financial processes related to revenue,
expenditures, purchasing, accounting, investment, fiscal management and integrity, and fund balance.
The City's financial policies are intended to assist the City council and City staff in evaluating current
activities and proposals for future programs. The policies are to be reviewed on an annual basis and
modified to accommodate changing circumstances or conditions. The City of Anna will ensure that
their policies are long-standing and will provide guidelines for current decision-making processes and
future plans.
BI Operating Budget Policies:
The fiscal year of the City of Anna shall begin on October 1 of each calendar year and end on
September 30 of the following calendar year. The fiscal year will also be established as the accounting
and budget year.
The operating budget will be balanced with current revenues, plus a portion of beginning resources,
greater than or equal to current expenditures or expenses. The City Managers budget should assume,
for each fund, operating revenues that are equal to, or exceed operating expenditures.
Annual estimates of revenues in all funds will be based on historical trends and reasonable
expectations and assumptions regarding growth, the state of the economy and other relevant factors.
A conservative approach will be observed in estimating revenues.
If at any time during a fiscal year it is estimated by the City Manager that current year expenditures in
any fund will exceed available revenues, the City Manager will propose to the council a plan, if
necessary, to deal with the potential problem.
Expenditures in all funds will be managed so as to ensure the obligations of each fund are met when
due. Expenditures in the General Fund will remain within each department's original appropriation
level unless an intra-fund budget transfer is approved by the City Manager or an inter-fund transfer is
approved by the City council. Budget amendments must be passed by the City council if total actual
expenditures exceed budgeted expenditures in any fund(s). Such amendments shall be approved by
ordinance.
Anna's budget is coordinated so as to identify major policy issues for City Council to consider over
several months prior to the budget approval date so proper decisions are made. The budget review
process will include City Council participation, and public hearings to allow for citizens' participation in
the budget process.
Adopted on XXX 3
Each department head is responsible for ensuring proper budgetary procedures are followed
throughout his or her department.
Investments made by the City of Anna will be in compliance with policies contained in the City of Anna
Investment Policy. All investments address safety, liquidity, and yield. Interest earned from
investment of available funds is based on ownership of the invested dollars.
After City council adoption, the budget shall be in effect for the budget year. Final adoption of the
budget by the City council shall constitute the official appropriations for the current year and shall
constitute the basis of the official levy of the property tax. Following the final adoption of the budget
by ordinance, the City Council shall pass an ordinance levying the taxes for the current year.
C) Fund Balance:
The City should set aside resources during years of growth to fund a reserve for years of decline
and/or to fund capital out of current funds for projects that would have otherwise been funded by
debt financing. It shall be the goal of the City to maintain a reserve fund balance in the General Fund
of 25% of total appropriations and a reserve fund balance in the Utility Fund of 25% of total
appropriations. At the close of each fiscal year, the unencumbered balance of each appropriation
shall revert to the fund from which it was appropriated.
D) Financial Policies:
The accounts of the City are organized and operated on the basis of funds and account groups. Fund
accounting segregates according to their intended purpose and is used to aid management in
demonstrating compliance with finance-related legal and contractual provisions.
The City's annual budget shall be prepared and adopted on a basis consistent with generally accepted
accounting principles for all governmental and proprietary funds except the capital projects fund,
which adopts project-length budgets.
Accounts shall be reported on the modified accrual basis of accounting within the General Fund and
the actual basis of accounting in the Utilities Fund.
E) Quarterly Reports:
Revenues actually received will be regularly compared to budgeted revenues and variances will be
investigated. This process will be summarized in the quarterly budget reports prepared and submitted
by the City Managers Office.
The City Manager shall submit to the City Council each quarterly financial report of the City; budget
estimates versus revenues from the preceding quarter and for the fiscal year to date.
F) General Obligation Bonds/ Debt:
Adopted on XXX 4
Anna shall have the power to borrow money on the full faith and credit of the City and to issue
general obligation bonds for permanent public improvements. The City will also be allowed to borrow
money for any other public purpose not prohibited by the Constitution and laws of the State of Texas,
and to issue refunding bonds to refund outstanding bOr1ds of the City previously issued. All such
bonds shall be voted on and issued in conformity with the laws of the State of Texas.
Any and all bond funds approved by the vote of the Citizens of Anna will be expended only for the
purposes stated in the bond issue.
The City shall also from time to time borrow money utilizing other available tools including certificates
of obligation, et al. The City will manage the length and maturity of its long-term debt in order to
lower net interest cost and to maintain future flexibility by paying off debt earlier.
G) Revenues:
The City of Anna will maintain a diversified and stable revenue system to shelter it from fluctuations in
anyone revenue source. The City will also pursue an aggressive policy of collecting all money due to
the City. The City will continue an aggressive policy to reduce the level of delinquent taxes.
For every annual budget, the City shall levy two property tax rates: maintenance/operations (M&O)
and debt service (I&S). The debt service levy shall be sufficient for meeting all principal and interest
payments associated with the City's outstanding debt, less money transferred into the debt service
fund from other funds and any self-sustaining debt such as revenue bonds, for the budget year. The
operation and maintenance levy shall be accounted for in the General Fund.
The City Manager shall project revenues from every source based on actual collections from the
preceding years and estimated collections of the current fiscal year. There are a variety of factors that
may impact revenues for an upcoming fiscal year, and the City Manager will take these into account
when projecting collections. Sales tax revenue projections should be conservative due to the nature of
this economically sensitive revenue source.
H) Types of City Funds:
o General Fund is the government's primary operating fund.
o Debt Service Fund accounts for the resources accumulated and payments made for
principal and interest on long-term obligation debt of governmental funds.
o Capital Projects Fund accounts for the acquisition of capital assets or construction of
major capital projects not being financed by any other fund.
o Utility Fund is used to account for the City's water and wastewater operations and
certain long-term debt.
I) Financial Statements:
An annual independent audit will be completed and filed with the City Secretary within one hundred
eighty (180) days from the completion of each fiscal year, the results of which shall be presented to
Adopted on XXX 5
and approved by the City Council. The financial statements to the City are to be prepared in
conformity with generally accepted accounting principles (GAAP) in the United States of America as
applied to governmental units. The Governmental Accounting Standards Board (GAS B) is the accepted
standard-setting body for establish governmental accounting and financial reporting principles.
The City shall contract with a qualified independent auditing firm on an annual basis, and shall use the
same firm no more than five consecutive years.
Adopted on XXX 6
2. INVESTMENT POLICY
A component part of the overall financial management of the City of Anna, Texas is an effective cash
management plan. Many factors determine the amount of funds on hand during any fiscal year, but
these funds are an important revenue source for the City budget. It is imperative that these funds be
managed in such a way as to be responsive to the public need and consistent with a conservative cash
management plan. To provide this framework for effective cash management, an Investment Policy
and a Statement of Investment Strategy have been prepared.
A) Purpose:
The Investment Policy is authorized by the City Council of the City of Anna in accordance with Chapter
2256, Texas Government Code, also known as the Public Funds Investment Act. The Policy addresses
the methods, procedures and practices that must be exercised to ensure effective and judicious fiscal
management of City funds. All such funds will be managed within the guidelines of this Policy with the
exception of the Deferred Compensation Agency (TMRS) fund. Bond funds, in addition to this Policy,
shall be managed in accordance with their issuing documentation and all applicable state and federal
law.
In addition to the Policy, the Statement of Investment Strategy, also approved by the City Council,
provides a separate written investment strategy for each of the City's funds. Each investment strategy
describes the investment objectives for each particular fund according to the following priorities:
1) investment suitability,
2) preservation and safety of principal,
3) liquidity,
4) marketability prior to maturity of each investment,
5) diversification, and
6) yield.
B) Annual Review:
The Investment Policy and the Statement of Investment Strategy will be reviewed on an annual basis
by the City Council. Revisions and/or amendments will be approved and documented by the City
Council.
C) Investment Objectives:
The investment of funds will be governed by the following investment objectives, in order of priority:
Adopted on XXX 7
1) Preservation and safety of principal. Preservation of capital is the foremost objective of
the City. Each investment transaction shall seek first to ensure that capital losses are
avoided, whether they are from securities defaults, erosion of market value, or other risks.
2) Liquidity. The City's investment portfolio will remain sufficiently liquid to enable the City
to meet all operating requirements that can be reasonably anticipated. Liquidity will be
achieved by matching investment maturities with forecasted cash flow requirements.
3) Yield. The investment portfolio of the City shall be designed to attain a market rate of
return throughout budgetary and economic cycles taking into account risk constraints and
liquidity needs. Return on investment, while important, is of less importance than safety
and liquidity.
D) Authorized Investments:
While the Public Funds Investment Act allows a wide range of eligible securities, the City has chosen to
allow the following securities, which are somewhat more conservative and more restrictive than the
Act:
1) Direct obligations of the United States government with a maturity not to exceed two
years from the date of purchase.
2) Fixed rate or discount notes with a maturity not to exceed two years from the date of
purchase by, guaranteed by, or for which the credit of any of the following Federal
Agencies and Instrumentalities is pledged for payment: Federal National Mortgage
Association (FNMA), Federal Home loan Bank (FHlB), Federal Farm Credit Bank
(FFCB), Student loan Marketing Association (SlMA), and Federal Home loan
Mortgage Corporation (FHlMC). The City may not invest more than 25% of the City's
previous month's average balance of liquid financial assets in instruments covered
under this paragraph (2).
3) Bonds or other interest bearing obligations having a stated final maturity of two years
or less of which the principal and interest are guaranteed by the full faith and credit of
the United States Government.
4) FDIC insured Certificates of Deposit issued by national banks domiciled in Texas with a
stated final maturity of two years or less. Certificates of Deposit balances exceeding
FDIC insurance limits will be fully collateralized by securities listed in 1 and 2 above.
Collateral will be held by the City's third-party custodian.
5) Repurchase agreements collateralized with U.S. Treasury securities at a minimum
market value of 102 percent of the dollar value of the transaction, with any accrued
interest accumulated on the collateral included in the calculation. The City may not
lend securities but only invest excess cash against receipt of appropriate collateral.
Repurchase agreements will be entered into only with primary government securities
dealers (as defined by the Federal Reserve) who have executed a City-approved
Master Repurchase Agreement. Collateral will be delivered to and held by an AAA
rated (as raged by Fitch, Moody's or Standard & Poor's) third party safekeeping agent
approved by the City and held in the City's name. The maximum term for direct
repurchase agreements will be limited to 90 days or less. The City may not invest
Adopted on XXX 8
more than 10% of the City's previous month's average balance of liquid financial
assets in repurchase agreements.
6) SEC-registered, AM-rated (as rated by Fitch, Moody's or Standard & Poor's), no-load
money market mutual funds with a dollar-weighted average portfolio maturity of 90
days or less. Assets will consist exclusively of those securities listed as authorized
investments in this section. The investment objective of the fund must be to maintain
a stable dollar net asset value of USD 1.00. The maximum stated maturity of any
single security in the fund will be 13 months, and the dollar weighted average
portfolio maturity will be 90 days or less.
The City may not invest funds under its control in an amount that exceeds 10% of total
assets of any individual money market mutual fund. The City may not invest more
than 10% of the City's previous month's average balance of liquid financial assets in a
single money market funds. Cumulatively, the City may not invest more than 25% of
the City's previous month's average balance of liquid financial assets in money market
funds. A fund prospectus shall be reviewed for compliance with policy prior to
depositing monies.
7) State or local investment pools organized under the Interlocal Cooperation Act and
authorized by the City Council. The investment pool must be rated AM-rated (as
rated by Fitch, Moody's or Standard & Poor's) and have a dollar-weighted average
portfolio maturity of 60 days or less. Assets will consist exclusively of those securities
listed in this section D. The investment objective of the pool must be to maintain a
stable dollar net asset value. All securities owned in the pool will have a stated
remaining maturity of 13 months or less. The City may not invest more than 10% of
the City's previous month's average balance of liquid financial assets in a single
investment pool. Cumulatively, the City may not invest more than 55% of the City's
previous month's average balance of liquid financial assets in investment pools in
aggregate, nor more than 25% in anyone pool.
E) Prohibited Investments:
The City is expressly prohibited from entering into options trading or futures contracts, hedging or
purchasing any security that is not authorized by Texas State law, or any direct investment in asset
backed or mortgage-backed securities. The City expressly prohibits the acceptance of Interest-only
(10) and Principal-only (PO) Collateralized Mortgage Obligations (CMOs) as collateral for bank deposits
or repurchase agreements. "No transactions may be entered for speculation. No transaction may be
entered using leverage."
F) Protection of Principal:
The City shall seek to control the risk of principal loss due to the failure of a security issuer or grantor.
Such default risk shall be controlled by investing only in the safest types of securities as defined in the
Policy, by collateralization as required by law, and through portfolio diversification by maturity and
type.
Adopted on XXX 9
The purchase of individual securities shall be executed by "delivery versus payment" (DVP) method
through the City's safekeeping agent. By so dOing, City funds are not released until the City has
received, through the safekeeping agent, the securities purchased. Exceptions would be deposits
made to investment pools and mutual funds.
G) Diversification by Investment Type:
Diversification by investment type shall be maintained by ensuring an active and efficient secondary
market in portfolio investments and by controlling the market and opportunity risks associated with
specific investment types. Undue concentrations of assets in a specific maturity sector shall be
avoided. Bond proceeds may be invested in a single security of investment if it is determined that
such an investment is necessary to comply with Federal arbitrage restrictions or to facilitate arbitrage
record-keeping and calculation.
H) Diversification by Investment Maturity:
In order to minimize risk of loss due to interest rate fluctuations, investment maturities will not
exceed the anticipated cash flow requirements of the funds. Maturity guidelines by fund are as
follows:
I) Operating Funds:
The weighted-average days to maturity for the operating fund portfolio shall be fewer than 270 days
and the maximum allowable maturity shall be two years.
J) Construction and Capital Improvement Funds:
The investment maturity of construction and capital improvement funds shall generally be limited to
the anticipated cash flow requirement or the "temporary period" as defined by Federal tax law.
During the temporary period bond proceeds may be invested at an unrestricted yield. After the
expiration of the temporary period, bond proceeds subject to yield restriction shall be invested
considering the anticipated cash flow requirements of the funds and market conditions to achieve
compliance with the applicable regulations. The maximum maturity for all construction or capital
improvement funds shall not exceed the expected final expenditure date for the bond proceeds.
K) Debt Service Funds:
Debt Service Funds shall be invested to ensure adequate funding for each consecutive debt service
payment. Investments will be made in such a manner as not to exceed an "unfunded" debt service
date with the maturity of any investment. An unfunded debt service date is defined as a coupon or
principal payment date that does not have cash or investment securities available to satisfy said
payment. Debt Service reserve funds shall have as the primary objective the ability to generate a
Adopted on XXX 10
dependable revenue stream with a low degree of volatility. Purchased securities for reserve funds will
have a stated final maturity of three years of less.
L) Ensuring Liquidity:
Liquidity shall be achieved by anticipating cash flow reqUirements, by investing in securities with
active secondary markets and by investing in eligible money market mutual funds and local
government investment pools. A security may be liquidated to meet unanticipated cash
requirements, to re-deploy cash into other investments expected to outperform current holdings, or
otherwise to adjust the portfolio.
M) Depository Agreements:
The City will select and deSignate a qualified bank depository for a three to five year period.
Consistent with the requirements of state law, the City will require that all deposits be federally
insured or collateralized with eligible securities. If deposits are collateralized, they will be held by the
City's safekeeping agent. The depository will be required to sign a Safekeeping Agreement with the
City and the City's safekeeping agent. The Agreement shall define the City's rights to the collateral in
case of default, bankruptcy, or closing and shall establish a perfected security interest in compliance
with Federal and State regulations. It shall further address any concerns in relation to acceptable
collateral, levels of collateral, substitution and addition of collateral, and reporting and monitoring of
collateral.
N} Safekeeping and Custody:
Securities purchased for the City's portfolios will be delivered in book entry form and will be held in
third party safekeeping by a Federal Reserve member financial institution designated as the City's
safekeeping and custodian bank. The City will execute Safekeeping Agreements prior to utilizing the
custodian's safekeeping services. The safekeeping agreement must provide that the safekeeping
agent will immediately record and promptly issue and deliver a safekeeping receipt showing the
receipt and the identification of the security, as well as the City's interest. All securities owned by the
City will be held in a Customer Account naming the City as the Customer.
0) Competitive Bidding:
It is the policy of the City to require and document at least three competitive bids or proposals for all
security purchases and sales except for:
1) transactions with money market mutual funds and local government investment pools;
2) new agency securities purchased at issue through an approved broker/dealer; or
3) overnight "sweep" transactions with the City depository bank.
P} Authority to Invest:
Adopted on XXX 11
Management responsibility for the investment program is assigned to the City Manager by the City
Council. As such, the City Manager is authorized to deposit, withdraw, invest, transfer, execute
documentation, and otherwise manage City funds according to this policy. Any limitations placed on
this authority will be specifically stated. No person may engage in an investment transaction or the
management of funds except as provided under the terms of the Investment Policy, the Statement of
Investment Strategy, and other operational procedures established by the City Manager. The City
Manager and other persons granted investment authority shall be considered "Investment Officers"
for the purpose of this policy.
Within twelve (12) months after taking office or assuming duties, each Investment Officer shall attend
a training session relating to his/her investment responsibilities and receive not less than ten (10)
hours of instruction. On an ongoing basis, all Investment Officers shall receive not less than ten (10)
hours of instruction in each subsequent two-year period. Training must include education in
investment controls, security risks, strategy risks, market risks and compliance with the Public Funds
Investment Act.
Q) Prudent Investment Management:
The designated Investment Officer shall perform his/her duties in accordance with the adopted
Investment Policy and internal procedures. In determining whether an Investment Officer has
exercised prudence with respect to an investment decision, the investment of all funds over which the
Investment Officer had responSibility, rather than the prudence of a single investment, shall be
considered. Investment Officers acting in good faith and in accordance with these policies and
procedures shall be relieved of personal liability.
R) Standard of Care:
The standard of care used by the City shall be the "prudent investor rule" and shall be applied in the
context of managing the overall portfolio within the applicable legal constraints. The Public Funds
Investment Act states:
"Investments shall be made with judgment and care, under circumstances then prevailing,
that a person of prudence, discretion, and intelligence would exercise in the management of
the person's own affairs, not for speculation, but for investment, considering the probable
safety of capital and the probable income to be derived."
S) Standard of Ethics:
The designated Investment Officer shall act as custodian of the public trust avoiding any transaction
which might involve a conflict of interest, the appearance of a conflict of interest, or any activity which
might otherwise discourage public confidence. The Investment Officer shall refrain from personal
business activity that could conflict with proper execution of the investment program, or which could
impair his/her ability to make impartial investment decisions. Additionally, the Investment Officer
Adopted on XXX 12
shall file with the Texas Ethics Commission and the City a statement disclosing any personal business
relationship with an entity seeking to sell investments to the City or any relationship with the second
degree by affinity or third degree of consanguinity to an individual seeking to sell investments to the
City.
T) Internal Controls:
The City Manager will establish a system of internal controls that shall be designed to prevent losses
of public funds arising from fraud, employee error, and misrepresentation by third parties,
unanticipated changes in financial markets, or imprudent actions by investment officials. Controls
deemed most important would include, but not be limited to: control of collusion, separation of
duties, separating transaction authority from accounting and record-keeping, custodial safekeeping,
avoidance of bearer-form securities, clear delegation of authority, written confirmation of telephone
transactions, minimizing the number of authorized investment officials, and documentation of
transactions.
U) Marked to Market
The City's complete investment portfolio will be marked to market monthly with pricing information
coming from reliable and generally accepted sources. Should the price of a particular security 'not be
available from reliable and generally accepted sources, the price may be estimated but the City
Manager and City Council must be informed immediately of such action.
V) Investment Committee &: Reporting
To review strategies, poliCies and investment results under the City's Investment Policy, an investment
committee comprised of the City Manager, City Finance Director and the Investment Officer(s) will
meet on a quarterly basis. The Investment Committee will prepare a brief report for the City Council
as appropriate but at a minimum every quarter.
Adopted on XXX 13
3. PURCHASING POLICY
The City Manager is authorized to make purchases and enter into contracts on behalf of the City if the
amount does not exceed $50,000. All contracts for expenditures or purchases involving more than
$50,000 must be expressly approved in advance by the City Council. The following purchasing
procedure is outlined in accordance with the dollar threshold of expenditure.
A) Petty Cash:
Any and all purchases under $15.00 should be paid from Petty Cash. This reduces paperwork and
eliminates checks. Petty Cash may also be used for minor purchases of goods or services that are
more than $15.00, where deemed appropriate. A receipt from the purchase is required at time of
reimbursement, and the employee requesting reimbursement will be asked to sign a receipt for the
cash.
B) Expenditures for Goods or Services $1-$500:
Departments are allowed to make purchases for goods or services under $500 without seeking bids.
C) Expenditures for Goods or Services $501-$2,999:
Expenditures for good or services over $500 but not exceeding $2,999 are allowed and may be
approved at the department level. Department directors should request and review at least three
different quotes or bids. This is an informal bid process and can be done via mail, delivery service,
telephone or facsimile.
D) Expenditures for Goods or Services $3000-$49,999:
Expenditures for good or services equal to $3,000 but not exceeding $49,999 are also bid on an
informal basis. At least three written bids or quotes are required if the purchase is not from a sole
source vendor. Texas Local Government Code Chapter 252.0215 requires that a municipality, in
making an expenditure of $3,000 but less than $50,000, shall contact at least two Historically
Underutilized Businesses (HUBs) on a rotating basis, based on information provided by the General
Services Commission. Once the bids have been received and the apparent low bidder has been
identified, the user department shall submit a requisition accompanied with a memorandum
recommending a bidder. After authorization has been received from the City Manager, the purchase
requisition is processed.
E) Expenditures for Goods or Services $50,000 and over:
All purchases above $50,000.00 must be purchased under formal competitive sealed bidding rules or
as other wise permitted by the Local Government Code under Chapters 252 and 271. No bid process
shall begin until approved by the City Council and City Manager. The City Council hereby selects as its
deSignated representative the City Manager of the City of Anna, Texas to discharge on its behalf any
Adopted on XXX 14
duty it may have now or in the future with respect to any purchase or contract to determine the
method(s) of purchase that will provide the best value to the City.
F) Emergency Purchases:
When an emergency occurs during office hours and the expense exceeds the normal department
approval amount, the department director shall contact the City Manager to receive authorization for
the emergency purchase.
Adopted on XXX 15
4. PU RCHASING CARD POLICY
A) Purpose:
The purpose of the Purchasing Card Program is to provide the City with an efficient and controllable
method of making small dollar commodity, service, and travel purchases. The City will issue cards
from a company that has received the State of Texas purchasing card contract. The card will be
primarily used in place of petty cash, small regular purchase orders, blanket purchase orders (where
sales are made over-the-counter), emergency purchase orders, and all other credit cards. This card
policy is not intended to replace, but rather supplement existing purchasing, travel and other City
policies.
8) Usage:
The card will be used for the following:
1) Any transaction that does not exceed $1,500 or the cardholder's transaction limit,
whichever is less.
2) Over-the-counter type retail purchases normally made using a charge account or
discontinued credit cards.
3) Travel related purchases in compliance with the City of Anna Travel Policy.
4) Any other business related purchase as long as:
a. The vendor accepts credit cards, and the goods/services purchases are not
covered under a City supply contract. Accounting Department will periodically
update staff via email of any commodities that cannot be purchased with the
purchasing card.
b. All other purchases are to be made using the standard purchasing process.
C) Transaction/Card Limits:
Each individual purchasing card will have transaction and/or spending limits. The Finance Director has
the ability also to limit types of purchases, place of purchase and hours of day purchases can be made
on individual cards. The total purchase price as printed on the individual credit card receipt is known
as the "transaction amount". The purchasing card may be limited by the merchant type, transaction
amount, and monthly transaction limit. The Department Director, Finance Director, and City Manager
determine limits.
CARDHOLDER CLASS ·PER TRANSACTION ·PERMONTH
Management
City Manager, Department Directors
$2,500 $5,000
Supervisory
Division Heads and Supervisors
1,500 $5,000
Intermediate Level Users $500 $2,500
Adopted on XXX 16
I
Staff $100 I $1,000 I
~II Other Employees .
The City Manager may set different limits for specific individuals as needed.
0) Restrictions:
Employees may NOT use the card for the following:
1) Any purchases of items for personal use.
2) Case refunds or advances.
3) Any purchases of goods/services at a merchant type not considered prudent or of good
judgment.
4) Any transaction amount greater than the cardholder's transaction limit.
5) Items under contract, unless an emergency exception is granted by Accounting.
6) Alcohol, liquor, and tobacco products of any kind.
7) Separate, sequential and component purchases or any transaction made with intent to
circumvent City purchasing policy or state law.
8) Any other purchase specifically excluded in the City purchasing policy.
E) Receipts:
All purchases must be supported by a receipt for the purchaser. Any purchase without a receipt
shall be the responsibility of the purchaser unless approved by the City Manager.
F) Audit review:
Purchases using the Anna Purchasing cards shall be reviewed for compliance with this policy by
City Auditor during the annual audit process.
Adopted on XXX 17
5. Code of Ethics
The Code of Ethics is a policy of the City of Anna that will promote the objectives of protecting
government integrity and of facilitating the recruitment and retention of personnel needed by the City
of Anna. Such policy is implemented by prescribing essential standards of ethical conduct without
creating unnecessary obstacles to entering public service.
As a public entity, the City is expected to be able to demonstrate to the public that it has spent their
tax dollars wisely. All participants in the City are responsible for insuring that money is spent in
accordance with the terms and conditions of all the policies of the City of Anna. Public employees
must discharge their duties impartially so as to assure fair competitive access to government
procurement by responsible contractors.
Therefore, all persons with the responsibility of handling City of Anna monies must make adequate
documentation, including a clear explanation of exactly what each purchase is for.
Participating in the purchasing card program will be the option of the employee. Employees that do
not have a card may obtain travel advances or be reimbursed for travel.
A) General Ethical Standards:
1) It shall be a breach of ethics to attempt to realize personal gain through public
employment with the City of Anna by any conduct inconsistent with the proper discharge
of the employee's duties.
2) It shall be a breach of ethics to attempt to influence any public employee of the City of
Anna to breach the standards of ethical conduct set forth in this code.
3} It shall be a breach of ethics for any employee of the City of Anna to participate directly or
indirectly in a procurement when the employee knows that:
a. The employee or any member of the employee's immediate family has a financial
interest in the procurement;
b. A business or organization in which the employee, or any member of the
employee's immediate family, has a financial interest pertaining to the
procurement;
c. Any other person, business or organization with whom the employee or any
member of the employee's immediate family is negotiating or has an arrangement
concerning prospective employment is involved in the procurement.
4} It shall be a breach of ethics to offer, give or agree to give any employee of the City of
Anna, or for any employee of the City of Anna to solicit, demand, accept or agree to
accept from another person, a gratuity or any offer of employment in connection with any
decision, approval, disapproval, recommendation, preparation of any part of a program
requirement or purchase request, influencing the content or any specification or
Adopted on XXX 18
procurement standard, rendering of advice, investigation, auditing, or in any other
advisory capacity in any proceeding or application, request for ruling, determination, claim
or controversy, or other particular matter pertaining to any program requirement of a
contract or subcontract, or to any solicitation or proposal thereof, pending before this
government.
S) It shall be a breach of ethics for any employee or former employee of the City of Anna
knowingly to use confidential information for actual or anticipated personal gain, or for
the actual or anticipated gain of any person.
Adopted on XXX 19
6. BANK DEPOSITORY
The City Council shall select a bank depository that will meet the needs of the City and comply with all
state laws governing such depositories and the management and safeguarding of public funds.
The City shall issue a request for proposals/qualifications for bank depository services every five years,
or more often. However, said requirements shall not restrict the number of years, either cumulatively
or consecutively, that any single bank depository shall be used. Depositories shall be selected based
on a number of criteria, including, but not limited to, ability to comply with state and local statutes,
customer service, hours of operation, yield on deposits, geographic proximity to City hall, services
offered, etc.
Adopted on XXX 20