ALRFPD Policy 101026 Procurement

ALBION LITTLE RIVER FIRE PROTECTION DISTRICT

PROCUREMENT POLICY

The purpose of this policy is to ease the processing of authorized payment of District funds to qualified creditors with maximum transparency and accountability.

1. All commitments of District funds must be authorized by the board of directors.

2. The approved annual FY budget is the general authorization for commitment of District funds for each budget item.

3. Regular monthly invoices for recurring approved District budget items (utilities, communications [phone, internet], fuel deliveries, monthly medical gas contracts, etc.) should be billed directly to the District.

4. Invoices for non-recurring approved District budget items should be delivered to the chief for his/her signature of approval and assignment of budget code before being delivered to the president of the board of directors for his/her signature of approval. The president of the board will then present the approved invoice to the district bookkeeper for payment.

5. Any commitment of approved District budget funds over $1,000 ($1,000 vehicle maintenance & safety certification+ $1,000 vehicle repair) not itemized in the annual budget must be approved by vote of the board on an agendized item for consideration at a regular or special meeting.

6. Any commitment of District funds not included in the approved annual FY budget must be approved by vote of the board on an agendized item for consideration of a budget revision at a regular or special meeting.

7. Reimbursements for out-of-pocket expenses for approved District budget items will be made to the fire department or any individual upon signed approval of the president of the board of presented (copies of) original receipt(s) showing who was paid for what by whom and how, with the chief’s signature of approval and assigned budget code. (ERF form can be useful for this.)

[This policy adopted by unanimous vote of the Board of Directors October 26, 2010.]