8. Exceptions to the Purchase Order Process – The following items will be treated as an exception to the purchase order procedure: a. Food and beverage purchases do not require purchase orders. b. Maintenance contracts (recurring weekly or monthly) will not be included on individual purchase orders. There will be a separate annual listing developed by the applicable Department Manager and provided to Accounts Payable. c. There will be some purchases that are routine and repetitive. (examples: cleaning supplies, pape r supplies) These types of expenses can be set up on a “blanket purchase order”. These blanket purchase orders will be set up by the Department Manager and/or Purchasing Agent based on the current year’s budget for the expense category. These purchase orde rs will include all purchase information and estimate the dates for interval purchases. 9. Non-Compliance - The Controller is responsible to ensure this policy is followed and report to the Board President, Board CFO and General Manager when not in compliance. 10. Ordering PO Books - When ordering PO Books, rotate the PO #’s every 10,000. Once the PO#10,000 is used, re-order new books starting at PO #00001.
5.B
PURCHASE AUTHORITY
1. Purpose: To define the authority granted to the General Manager to make purchases. 2. Policy: To ensure there are proper controls over expenditures incurred, purchase guidelines have been developed. This authority is to assist the General Manager when making purchases on behalf of the Association.
5.C
COMPETITIVE BIDS
1. Contractual Recurring Expenses – The General Manager may pay expenses which the Association is legally obligated to pay by contract which are identified in the annual budget and recur each month without obtaining the approval of the Board of Directors. However, there shall be no authority to pay any extras on any third-party vendor or independent contractor unless approved, in writing, by the Board. 2. Non-contractual Budgeted Purchases - The General Manager may make non-contractual purchases in amounts less than $10,000 identified in the annual budget without seeking approval from the Board of Directors. The Manager may make non-contractual purchases identified in the annual budget in amount in excess of $10,000, but no more than $15,000 after receiving the written approval of the President or Treasurer of the Board of Directors. The Manager may make non- contractual purchases identified in the annual budget in amounts in excess of $15,000 only after receiving the written approval or email approval from the Board of Directors. The General Manager shall provide written documentation to the Board of Directors of purchases made without Board of Directors approval at its next meeting. 3. Non-contractual Unbudgeted Purchases – The General Manager may make non-contractual purchases in amounts less than $5,000 not identified in the annual budget without seeking written approval from the Board of Directors. The General Manager may make non-contractual purchases not identified in the annual budget in an amount in excess of $5,000, but no more than $10,000 after receiving the written approval of the President or Treasurer of the Board of Directors. The General Manager may make non-contractual purchases not identified in the annual budget in amounts in excess of $10,000 only after receiving the written approval or email approval from the Board of Directors. The General Manager shall provide written documentation to the Board of Directors of purchases made without Board of Directors approval at its next meeting. All Capital and Reserve items require Board approval prior to purchase. 4. Emergency Purchases – Notwithstanding the other provisions of this policy, the General Manager may make purchases in any amounts without seeking approval from the Board of Directors if the
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