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___________________________ TOWNSHIP/BOROUGH
__________________ County, Pennsylvania
RESOLUTION NO.
A RESOLUTION ESTABLISHING PURCHASING POLICIES AND GUIDELINES FOR
THE TOWNSHIP OF _____________________.
WHEREAS, the Board of Supervisors/Council is desirous of having invoices for expenditures
processed and paid prior to penalty charges being incurred; and
WHEREAS, the Board of Supervisors/Council wish to ensure the timely, orderly and cost effective
purchase of goods and services for the Township/Borough; and
WHEREAS, Resolution _______________ appointed the Township/Borough Manager as the
Purchasing Officer for the Township/Borough and further states that the Manager shall issue rules
and regulations, subject to approval of the Board of Supervisors/Council, governing the procurement
of municipal supplies and equipment.
NOW THEREFORE, be it hereby resolved that the Board of Supervisors/Council of the
Township/Borough of _____________________ adopts the following policies and guidelines and
shall be hereafter referred to as the ________________ Township/Borough Purchasing Policies and
Guidelines:
1) Purchases of all goods and/or services of $500 and below may be made at the discretion of
Department Heads within budgeted parameters. Authorization for such purchases must first be
made by the Department Head. Receiving more than one quote prior to purchase and use of
the Preferred Vendor Program is highly recommended. The Township/Borough Manager,
Bookkeeper and Department Heads shall monitor expenditure levels to ensure conformance to
the annual budget approved by the Board of Supervisors/Council.
2) Budget line items may not be over-expended without prior discussion on the matter with the
Township/Borough Manager. The Department Head shall provide written information to the
Manager detailing why the line item will be over-expended and how the expenditure, along
with future line item expenditures, will be handled within the Department's budget,
particularly the category in which the line item is located. The Manager may approve such
inter-category shifts so long as the category is not projected to be over-expended. The
Manager will then provide the information to the Board of Supervisors/Council in the monthly
Treasurer's Report. Categories may not be over-expended without prior approval of the Board
of Supervisors/Council. If it appears that shifts of expenditures, including cuts in planned
expenditures, within the budget are necessary, the Manager shall submit a plan to the Board of
Supervisors/Council detailing the changes for their review and action.
3) Purchases of all goods and/or services greater than $500 but less than $5,000 must seek at least
three quotes. Documentation of the quotes shall be submitted with a completed
Township/Borough Purchase Order to the Township/Borough Manager for review and
I-31
Revised May 2006