1994-048 - Establishing Council Fiscal Policy For VolunteersRESOLUTION 1994 -48
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS
ESTABLISHING COUNCIL FISCAL POLICY
FOR VOLUNTEERS
WHEREAS, the Town has adopted fiscal procedures contained in the Town
Code and Town Purchasing Manual for purchases, contracts, and budgets; and
WHEREAS, these policies and procedures apply to all Town volunteers,
including commission, committee, and board members; and
WHEREAS, Town volunteers are subject to the same obligations and
procedures contained in the Town Code and the Town Purchasing Manual for purchases,
contracts, and budgets; and
requirements.
WHEREAS, no person may obligate the Town without complying with those
NOW, THEREFORE, THE TOWN COUNCIL OF THE TOWN OF LOS
GATOS DOES HEREBY RESOLVE AS FOLLOWS: That the following policies and
procedures be adopted:
COMMISSIONER /VOLUNTEER POLICIES AND PROCEDURES
PROJECT IMPLEMENTATION
I. Project /Program Budget
A. All projects must have a written budget clearly detailing revenues and
expenses, including justification for any non - expendable supplies exceeding
$100.
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B. The budget must be approved by the Department Head, Town Manager and
Council with authorization by the Department Head and Town Manager.
C. All project revenues must be received by the Town of Los Gatos before any
expenditures are made.
D. All payments require Department Head's prior approval.
IL Contracting for Services
A. All service costs must be included in the Council- approved budget.
B. All services received by the Town must be defined by written contract. All
service contracts must be approved by the Department Head, the Town
Attorney, and executed by the Town Manager. Any contracts exceeding
$4,000 must receive prior approval by the Town Council.
C. Payment is made directly to the vendor except if another payment method is
arranged with the Department Head in advance of the expenditure net 30
days.
D. Contract amendments must be approved by Council.
Ill. Materials Purchase
A. All materials purchases must be included in the Council- approved budget.
B. Payment is made directly to the vendor except if another payment method is
arranged with the Department Head in advance of the expenditure.
IV. Other Payment Methods
A. Petty cash - Only to be used for emergency or one -time expenditures by
authority of the Department Head. Commissioners may be reimbursed for
eligible documented expenses under $20.00 within two working days.
B. Claim for reimbursement - Eligible documented expenses exceeding $20.00
for any project will be reimbursed within three weeks of receipt.
C. Advance - Requests for advance of funds and claim for reimbursement shall
be in written form approved by the Town Manager. These costs shall
approximate the out -of- pocket expenses to be incurred. Sufficient documenta-
tion to support such requests or claim shall be provided.
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V. Publicity /Outreach Materials
All publicity and outreach materials must be approved by the Department Head
prior to duplication and or distribution.
PASSED AND ADOPTED at a regular meeting of the Town Council of the
Town of Los Gatos, California, held on the 21st day of March, 1994, by the following vote:
COUNCIL MEMBERS:
AYES: Joanne Benjamin, Steven Blanton, Linda Lubeck, Patrick O'Laughlin
Mayor Randy Attaway
NAYS: None
ABSENT: None
ABSTAIN: None
SIGNED: _
i9A S GATOS
IA
ATTEST:
OCC}i c/
CLERK OF THE TOWWNNF LOS GATOS
LOS GATOS, CALIFORNIA
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