Chapter 2.45
CHIEF FINANCE OFFICER*

Sections:

2.45.010    Defined.

2.45.020    Position created – Appointment – General powers and duties.

2.45.030    Duties as budgetary control officer.

2.45.040    Authority to obtain financial records.

2.45.050    Establishment and maintenance of accounting system generally.

2.45.060    System of accounting for obligations incurred by city.

2.45.070    Duties with respect to city utilities.

2.45.080    Charge and credit for accounts receivable.

2.45.090    Certification of claims for payment.

2.45.100    Prompt payment of obligations.

2.45.110    Overdrawal of appropriation by account.

2.45.120    Purchasing agent and purchases generally.

2.45.130    Purchases to be in compliance with state law.

2.45.140    Warrant register to be kept.

2.45.150    Monthly and special financial reports.

*Cross references – Bond of chief finance officer, SCC 2.15.010; city clerk to furnish chief finance officer with copies of appropriation ordinances and ordinances authorizing payment of money, SCC 2.30.030.

2.45.010 Defined.

The term “chief finance officer,” as used in this code, shall refer to the director of finance or other position of the organizational structure of the city having general responsibility and authority for the city’s fiscal affairs, financial and accounting systems, procedures and reporting, data, records, selection and oversight of public depositories, financial institutions and adviser(s), assessing, purchasing, financial planning, budgetary review and other overall financial matters, and being the senior supervisory official under the city manager in the field of finance and accounting. (Ord. 2005-03. Code 1964, § 10-1.1; Code 1985, § 12-51).

2.45.020 Position created – Appointment – General powers and duties.

(1) There is hereby created the position of chief finance officer of the city, to be known as the director of finance. The appointment to the position is the responsibility of the city manager. The powers, duties and responsibilities of the position shall be those established by this chapter, other ordinances of the city, appropriate state statutes and directives of the city manager.

(2) Subject to limitations imposed by the state constitution and statutes of the city, the chief finance officer shall provide general supervision over the development and maintenance of financial and accounting systems, procedures and reporting, data, records, selection and oversight of public depositories, financial institutions, firms and adviser(s), investment management, cash management, bond and other debt transactions, and management, auditing, control of stores’ inventories and procurement and acquisition of materials, supplies and equipment, and shall also serve as budget officer, subject to supervision by the city manager. The decisions of the chief finance officer as to all such matters shall be final, subject to the authority of the city manager and council. (Ord. 2005-03. Code 1964, § 10-33; Code 1985, § 12-52).

2.45.030 Duties as budgetary control officer.

The chief finance officer shall serve as budgetary control officer and shall assist the city manager in developing and assembling the necessary information and planning and prioritizing financial commitments for the preparation of the annual budget. (Ord. 2005-03. Code 1964, § 10-41; Code 1985, § 12-53).

2.45.040 Authority to obtain financial records.

To the fullest extent permitted by law, the chief finance officer is hereby authorized to obtain or access any financial records, data, files, reports, software, and hardware and to prescribe and require compliance with procedures necessary for the fulfillment of the responsibility for overall financial or fiscal affairs supervisor of the city, and all city officers and employees are hereby directed to cooperate and comply immediately with such officer in the fulfillment of this responsibility. (Ord. 2005-03. Code 1964, § 10-42; Code 1985, § 12-54).

2.45.050 Establishment and maintenance of accounting system generally.

The chief finance officer shall cause to be established and maintained a complete, integrated financial and accounting system which shall generally conform with the recommended standards of the Government Finance Officers Association, published in Governmental Accounting, Auditing, and Financial Reporting, except as otherwise required by law. (Ord. 2005-03. Code 1964, §§ 10-1.2,10-34; Code 1985, § 12-55).

2.45.060 System of accounting for obligations incurred by city.

An encumbrance system of accounting for obligations incurred by the city shall be maintained under the supervision of the chief finance officer. Before purchases are made or obligations committed against the city, requisitions shall be cleared through the chief finance officer or designated assistant to determine that adequate funds are available in the appropriate account or accounts to cover the cost of the items included in the requisition. When goods, services or equipment have been received in good condition, as specified by the instructions to vendors, the chief finance officer or designated assistant may then approve payment of approved obligations. (Ord. 2005-03. Code 1964, § 10-3; Code 1985, § 12-56).

2.45.070 Duties with respect to city utilities.

The chief finance officer shall develop and maintain appropriate accounting and finance records and procedures for city-owned or -operated utilities, including the billing for and receipt of payment from utility customers of the city. The chief finance officer shall bill and receive payment from each user for use or user fees in connection with such utilities, including use or user fees for water, sewer, and refuse. (Ord. 2005-03. Code 1964, § 10-36; Code 1985, § 12-57).

Cross references – Water bills, SCC 13.20.050 et seq.; billing and records pertaining to sewer user fee, SCC 13.45.050.

2.45.080 Charge and credit for accounts receivable.

The chief finance officer shall charge the treasurer or other officer whose duty it is to collect the revenues of the city and other accounts receivable items and shall give credit for all collections reported in the manner prescribed by the chief finance officer or otherwise as according to law. (Ord. 2005-03. Code 1964, § 10-38; Code 1985, § 12-58).

2.45.090 Certification of claims for payment.

The chief finance officer shall determine that all claims against the city are properly certified for payment by responsible officials or employees before payment is made and that adequate appropriations are available in the respective accounts to cover the cost of such payments. When the chief finance officer finds it necessary to deny payment of a claim against the city, the chief finance officer shall return the requesting document to the responsible city officer or employee with an explanation as to why payment has been denied. (Ord. 2005-03. Code 1964, § 10-35; Code 1985, § 12-59).

2.45.100 Prompt payment of obligations.

All legitimate obligations against the city which have been committed according to ordinances and policies of the city shall be paid promptly; provided, that funds have been appropriated for the purpose for which the commitment was made and that the cash balance of the respective fund from which payment is to be made is adequate to cover the cost involved. (Code 1964, § 10-4; Code 1985, § 12-60).

2.45.110 Overdrawal of appropriation by account.

Unless authorized by the council, no account shall be audited for allowance which will overdraw the appropriation to the credit of the department against which such claim is chargeable, and the chief finance officer shall refuse payment of any such account or claim without the express direction of the council. (Code 1964, § 10-5; Code 1985, § 12-61).

2.45.120 Purchasing agent and purchases generally.

(1) There is hereby created, in the office of the chief finance officer, the position of purchasing agent for the city, who shall be designated by the chief finance officer. It shall be the duty of the purchasing agent, subject to the policies of the city council and the general administrative supervision of the city manager and chief finance officer, to establish specifications for materials, supplies and equipment, to solicit competitive quotations on items to be purchased, to maintain control over stores’ inventories of the city and to procure items used by the city in the most economical manner available. Specifications shall be prepared so that the greatest competition can be generated among vendors, consistent with the quality needed by the city and most economical cost over the anticipated life of the items acquired.

(2) A record shall be maintained, for not less than five years, of all bids or quotations on items which have successful quoted prices of more than $1,000.

(3) Where there is only one known source of supply for an item, competitive quotations will not be required; provided, however, that written approval for this exception to the bidding requirements shall be obtained from the city manager. (Ord. 2005-03. Code 1964, § 2-38.1; Code 1985, § 12-62; Ord. 7-11-02).

2.45.130 Purchases to be in compliance with state law.

All contracts for labor, materials, supplies and equipment shall be made in compliance with appropriate state laws, city ordinances, current city policies and appropriations. The chief finance officer shall determine that the conditions herein stated are followed. (Code 1964, § 10-6; Code 1985, § 12-63).

State law reference – Virginia Public Procurement Act, Code of Virginia, § 2.2-43 et seq. (Ord. 7-11-02).

2.45.140 Warrant register to be kept.

The chief finance officer shall keep a register of all warrants, showing their date, amount, the fund from which paid, the person to whom paid, and the time of payment. (Code 1964, § 10-20; Code 1985, § 12-64).

2.45.150 Monthly and special financial reports.

The chief finance officer shall cause to be prepared monthly financial reports showing not less than the budgeted anticipated receipts, actual receipts, appropriations, encumbrances and expenditures through the month for which the report was prepared. Such reports shall be available and provided to the city manager and council by the second Thursday of each month. Special financial reports shall be prepared by the chief finance officer upon the request of the city manager or the council. (Ord. 2005-03. Code 1964, §§ 10-1.3, 10-39; Code 1985, § 12-65).