Title 3 - Revenue and Finance

3.10.010 Purchase of Supplies, Equipment and Services - Records and Reports.

The City Manager, by and in conjunction with the Governing Body of the City, shall purchase all supplies, equipment and services for the City for each and every department thereof, and shall keep true and accurate account of all purchases so made, and shall make a report biweekly to the Governing Body of all purchases.

(History: Ord. PS-1973 §1, 96; PS-854 §1, 75; PS-221 §1, 68)

Effective on: 1/1/1901

3.10.020 Bid Requirements and Public Improvement Estimates

1. A.
   Bid Requirement. The City shall advertise for formal bids for all purchases of supplies, equipment, services, and public improvements which exceed the sum of $75,000.
2. B.
   Bid Exceptions. The formal bidding process is not required where: 

   1. 1.
      The City Manager determines that an apparent emergency requires immediate purchase of items necessary for City operations;
   2. 2.
      The City Manager has established by City operating procedure the purchase of certain items without formal bids;
   3. 3.
      The City Council has established by ordinance or resolution the purchase of certain items without formal bids; or
   4. 4.
      The City Counil determines that it is in the best interest of the City to purchase the items without formal bids.
3. C.
   Public Improvement Cost Estimate. Before the City Council or City Manager (when the amount of the bid is within the City Manager's approval authority) takes any action on a formal bid for the construction or reconstruction of a public improvement, a detailed cost estimate of the public improvement or a summary thereof shall be provided by the City Engineer, a City department director, or any competent person appointed by the City Council or the City Manager for such purpose. Examples of a public improvement include, but are not limited to sidewalks, curbs, gutters, sewers, bridges, pavement, streets, highways, public grounds, public buildings and public facilities. Provided, this requirement shall not apply to any of the following:

   1. 1.
      Any repair or maintenance work not amounting to substantial alteration, addition or change in any public improvement.
   2. 2.
      The construction, reconstruction, repair or the maintenance of any public improvement by employees of the City.
   3. 3.
      Improvements financed by economic development revenue bonds issued pursuant to K.S.A. 12-1740, et seq.

When the City advertises for formal bids for public improvements, the City Council or the City Manager (when the amount of the bid is within the City Manager's approval authority) shall let all such work for public improvements by contract to the lowest and best responsible bidder; provided, the City Council or City Manager reserves the right to refuse all or any part of any bid when it is felt that such action is in the best interest of the City. If no qualified responsible bidder proposes to enter into the contract at a price at or below the cost estimate, all bids may be rejected and the process may be repeated. Alternatively, if all bids exceed the cost estimate, the City Council or City Manager (when the amount of the bid is within the City Manager's approval authority) may accept the bid and let the work by contract to the lowest and best responsible bidder; provided, however, if the bid cost is greater than seven percent (7%) over the cost estimate, the director (or designee) of the department letting the bid shall provide a full explanation of the reason for the discrepancy.

4. D.
   Costs Beyond the Price of the Accepted Bid. In no case shall the City be liable for any cost beyond the original contract price of the accepted bid or be required to advertise for bids if a change order to the original contract results in costs beyond the price of the accepted bid.

(History: Ord. PS-3472 §1, 2025; CM-3232 §4, 2019; Ord. MC-2990 §1, 2013; PS-2111 §1, 98; PS-1973 §2, 96; PS-1065 §1, 80; PS-854 §2, ; PS-717) 

Effective on: 1/1/1901

3.10.030 Approval of Bills by Governing Body and Manager.

Except as otherwise authorized by ordinance or resolution, the City shall not pay any bills until after they have been approved by the Governing Body or City Manager or the City Manager's designee.

(History: Ord. PS-3472 §2, 2025; PS-854 §3, 75; PS-221 §2, 63)

Effective on: 1/1/1901

3.12.005 Administration.

The City Manager is authorized, within budgetary limitations, to establish change funds for any department, office or facility for the purpose of making change and receiving payments necessary in the operation of the business of that department, office or facility. All change funds shall be maintained at a balance established by the City Manager, but the aggregate amount authorized for all change funds shall not exceed $50,000. Change funds may be reimbursed from time to time by appropriation ordinance in order to maintain the maximum balance established by the City Manager. The City Manager is authorized to make and enforce such rules and regulations as may be necessary for maintenance and use of change funds.

(History: Ord. CF-3167§1, 2017)

Effective on: 7/18/2017

3.16.010 For Use by City Hall Offices.

There is hereby established a petty cash fund in the amount of $1,500.00 to be used by the City Hall offices in the purchase of miscellaneous small items of supplies or equipment. Such fund shall be reimbursed from time to time by appropriation ordinance in order to maintain a maximum balance of $1,500.00 therein. A complete record of such purchases and expenditures shall be kept and maintained.

(History: Ord. PCF-2810 §1, 2009; PCF-1960 §1, 95; PCF-1599 §1, 89; PCF-1164 §2, 82; PCF-257§2, 64)

Effective on: 1/1/1901

3.16.015 For Use by the Department of Finance & Administration.

There is hereby established a petty cash fund in the amount of FIFTY DOLLARS to be used by the City Department of Finance & Administration in the purchase of miscellaneous small items of supplies or equipment. Such fund shall be reimbursed from time to time by appropriation ordinance in order to maintain a maximum balance of FIFTY DOLLARS therein. A complete record of such purchases and expenditures shall be kept and maintained.

(History: Ord. PCF-1623 §1, 90)

Effective on: 1/1/1901

3.16.030 For Use by Police Department.

There is established a petty cash fund in the amount of $500.00 dollars to be used in the purchase of miscellaneous small items of supplies or equipment for use by the department of police. The fund shall be reimbursed from time to time by appropriation ordinance in order to maintain a maximum balance of $500.00 dollars therein. A complete record of such purchases and expenditures shall be kept and maintained.

(History: Ord. PCF-1992 §1, 96; PCF-976; PCF-373A)

Effective on: 1/1/1901

3.16.040 For Use by Department of Public Works.

There is hereby established a petty cash fund in the amount of $500.00 to be used by the City Department of Public Works in the purchase of miscellaneous small items of supplies or equipment, payment of shipping charges, and reimbursement of employee expenses as follows: $100.00 for the use by Public Works at City Hall, $200.00 for use by the Shawnee Mission District Office and $200.00 for use by the Blue Valley District Office. Said fund shall be reimbursed from time to time by appropriation ordinance in order to maintain a maximum balance of $500.00 therein. A complete record of such purchases and expenditures shall be kept and maintained.

(History: Ord. PCF-2256 §1, 2001; PCF-2163 §1, 99; PCF-1931 §1, 95; PCF-1331 §1, 85; PCF-843 §1, 75; PCF-722)

Effective on: 1/1/1901

3.16.060 For Use by Municipal Court.

There is established a petty cash fund in the amount of $75.00 to be used in the purchase of miscellaneous small items of supplies or equipment for use by the municipal court of the City. The fund shall be reimbursed from time to time by appropriation ordinance in order to maintain a maximum balance of $75.00 therein. A complete record of such purchases and expenditures shall be kept and maintained.

(History: Ord. PCF-1721 §1, 91; PCF-486 §1, 67)

Effective on: 1/1/1901

3.16.120 For Use by the Department of the City Manager and the Mayor and City Council.

There is established a petty cash fund in the amount of $150.00 to be used by the Department of the City Manager and the Mayor and City Council in the purchase of miscellaneous small items of supplies or equipment. Such fund shall be reimbursed from time to time by appropriation ordinance in order to maintain a maximum balance of $150.00 therein. A complete record of such purchases and expenditures shall be kept and maintained.

(History: Ord. PCF-2031 §1, 97; PCF-985 §1, 78)

Effective on: 1/1/1901

3.16.130 For Use by the Law Department.

There is established a petty cash fund in the amount of $75.00 to be used in the purchase of miscellaneous small items of supplies or equipment for use by the Law Department. Such fund shall be reimbursed from time to time by appropriation ordinance in order to maintain a maximum balance of $75.00 therein. A complete record of such purchases and expenditures shall be kept and maintained.

(History: Ord. PCF-986 §1, 78)

Effective on: 1/1/1901

3.16.140 For Use by the Department of Planning and Development Services.

There is hereby established a petty cash fund in the amount of $250 to be used by the City Department of Planning and Development Services in the purchase of miscellaneous small items of supplies or equipment. Such fund shall be reimbursed from time to time by appropriation ordinance in order to maintain a maximum balance of $250 therein. A complete record of such purchases and expenditures shall be kept and maintained.

(History: Ord. PCF-2110 §1, 98; PCF-CF-1994 §2, 96; PCF-1374 §1, 86)

Effective on: 1/1/1901

3.16.150 For Use by Leisure Services.

There is hereby established a petty cash fund in the amount of $75.00 to be used by the Leisure Services offices in the purchase of miscellaneous small items of supplies or equipment. Such fund shall be reimbursed from time to time by appropriation ordinance in order to maintain a maximum balance of $75.00 therein. A complete record of such purchases and expenditures shall be kept and maintained.

(History: Ord. PCF-1638 §1, 90)

Effective on: 1/1/1901

3.16.160 For Use by Department of Human Resources.

There is hereby established a petty cash fund in the amount of $100.00 dollars to be used by the City Department of Human Resources for the purchase of miscellaneous small items of supplies or equipment. Such fund shall be reimbursed from time to time by appropriation ordinance in order to maintain a maximum balance of $100.00 dollars therein. A complete record of such purchases and expenditures shall be kept and maintained.

(History: Ord. PCF-1904 §1, 94; PCF-1657 §1, 90)

Effective on: 1/1/1901

3.16.190 For Use by the Data Processing Division.

There is established a petty cash fund in the amount of $100.00 to be used in the purchase of miscellaneous small items of supplies or equipment for use by the Data Processing Division of the City Manager's Office. The fund shall be reimbursed from time to time by appropriation ordinance in order to maintain a maximum balance of $100.00 therein. A complete record of such purchases and expenditures shall be kept and maintained.

(History: Ord. PC-1924 §1, 95)

Effective on: 1/1/1901

3.16.200 For Use by Neighborhood Preservation Section.

There is hereby established a petty cash fund in the amount of $75.00 to be used by the Neighborhood Preservation section located at the Overland Park Community Center in the purchase of miscellaneous small items of supplies or equipment. Such fund shall be reimbursed from time to time by appropriation ordinance in order to maintain a maximum balance of $75.00 therein. A complete record of such purchases and expenditures shall be kept and maintained.

(History: Ord. PCF-2110 §2, 98)

Effective on: 1/1/1901

3.16.210 For Use by Fire Training Center.

There is hereby established a petty cash fund in the amount of $100.00 to be used by the Fire Training Center located at 12401 Hemlock in the purchase of miscellaneous small items of supplies or equipment. Such fund shall be reimbursed from time to time by appropriation ordinance in order to maintain a maximum balance of $100.00 therein. A complete record of such purchases and expenditures shall be kept and maintained.

(History: Ord. PCF-2455 §1, 2003)

Effective on: 1/1/1901

3.16.220 For Use by Fire Department Administrative Offices.

There is hereby established a petty cash fund in the amount of $200.00 to be used by the City Fire Department Administrative Offices located at 9550 West 95th Street in the purchase of miscellaneous small items of supplies or equipment. Such fund shall be reimbursed from time to time by appropriation ordinance in order to maintain a maximum balance of $200.00 therein. A complete record of such purchases and expenditures shall be kept and maintained.

(History: Ord. PCF-2455 §2, 2003)

Effective on: 1/1/1901

3.20.010 Established - Purpose.

There is established a "special improvement fund" in the City treasury as provided by Chapter 99, Laws of 1957, which may be used for the purpose of paying the cost of planning, preparing preliminary plans, studies and engineering reports preparatory to the consideration of the feasibility of, and to pay the initial cost of, any improvement made under the provisions of the act until temporary notes or improvement bonds have been issued and sold.

(History: Ord. SIF-259 §1, 64)

Effective on: 1/1/1901

3.20.020 Annual Levy - Limits of fund.

An annual levy of not to exceed one mill on the assessed taxable tangible property of the City may be made for the purposes of such fund: Provided, that such fund shall not exceed one percent of the total assessed tangible valuation of the City for the preceding year or one hundred thousand dollars, whichever amount is less.

(History: Ord. SIF-259 §2, 64)

Effective on: 1/1/1901

3.20.030 Grants.

All grants in aid or contributions made to the City for planning and preparation of plans for improvements made under the provisions of Chapter 99, Laws of 1957, may be credited to such special improvement fund and the amount of such aid or contributions shall be in addition to the amount of such fund otherwise limited by Section 3.20.020.

(History: Ord. SIF-259 §3, 64)

Effective on: 1/1/1901

3.20.040 Reimbursement.

Such special improvement fund shall be reimbursed from the proceeds of bond funds of improvements for which expenditures are made from such fund.

(History: Ord. SIF-259 §4, 64)

Effective on: 1/1/1901

3.20.050 Budget of Expenditures.

The special improvement fund need not be budgeted for expenditure during any year, but the amount thereof shall be stated in the published budget of expenditures.

(History: Ord. SIF-259 §5, 64)

Effective on: 1/1/1901

3.24.010 Authorized - Designated.

Expenditures are authorized to be made, as directed by the governing body from time to time, from such proper fund as directed, as follows: For the purpose of promoting the affairs of the City or commemorating events of public interest; for the purpose of advertising, promoting or supporting municipally related organizations and conventions; for the purpose of meetings, entertainment or advertising for the City; or for such other purposes as are directly or indirectly related to the public interest or public benefit.

(History: Ord. PIE-254 §1, 64)

Effective on: 1/1/1901

3.28.010 Authority to Invest Idle Monies.

Temporarily idle monies of the City, not immediately required may be invested in accordance with the authority and procedure prescribed in K.S.A. 12-1675, and any amendments thereto.

(History: Ord. IIM-2292 §1, 2001; IIM-1770 §1, 92; IIM-1608 §1, 89; IIM-1185 §1, 82; IIM-858)

Effective on: 1/1/1901

3.28.015 Authority to Invest Bond Proceeds.

Bond proceeds of the City which are not currently needed, may be invested in accordance with the authority and procedure prescribed in K.S.A. 10-131, and any amendments thereto.

(History: Ord. IIM-2292 §2, 2001)

Effective on: 1/1/1901

3.28.020 Procedure and Restrictions.

The Chief Financial Officer shall periodically report to the Governing Body as to the amount of moneys available for investment and the period of time such amounts will be available for investment, and shall submit such recommendations as deemed necessary for the efficient and safe management of City finances. The recommendations of the Chief Financial Officer shall provide for an investment program which shall so limit the amounts invested and schedule the maturities of investments so that the City will at all times have sufficient moneys available on demand deposit to assure prompt payment of all City obligations. The Governing Body may determine by resolution or City Manager may determine by policy the amount, method and term of any investment and the type of investment made, subject to the provisions of this chapter.

(History: Ord. No. IIM-3307 §1, 2020; Ord. IIM-1770 §2, 92; IIM-115 §2, 61)

Effective on: 1/1/1901

3.28.030 Custody and Safekeeping.

Securities purchased pursuant to this chapter shall be under the joint care of the Chief Financial Officer and any persons designated by the Chief Financial Officer or Governing Body, and shall be held in the custody of a state or national bank or trust company, or shall be kept with a safekeeping agent of the City in a bank or trust company. Securities shall be held in accordance with policies issued by the City Manager and as required by law.

(History: Ord. No. IIM-3307 §2, 2020; Ord. IIM-1770 §3, 92; IIM-115 §3, 61)

Effective on: 1/1/1901

3.28.040 Sale or Transfer.

If, in order to maintain sufficient moneys on demand deposit in any fund, as provided in Section 3.28.020, it becomes necessary to transfer or sell any securities of such funds, securities may be transferred or sold in accordance with any resolutions adopted by the Governing Body or policies issued by the City Manager.

(History: Ord. No. IIM-3307 §3, 2020; Ord. IIM-1770 §4, 92; IIM-115 §4, 61)

Effective on: 1/1/1901

3.28.050 Earnings and Records.

The Chief Financial Officer shall maintain a complete and detailed record at all times of all investments made pursuant to this chapter.

(History: Ord. No. IIM-3307 §4, 2020; Ord. IIM-1770 §5, 92; IIM-115 §5, 61)

Effective on: 1/1/1901

3.40.010 Legal Actions - Payments and Approval.

Except as otherwise addressed by ordinance or resolution, the Governing Body, City Manager, or City Attorney may approve on behalf of the City any action that the City is authorized to take pursuant to the Kansas Tort Claims Act (K.S.A. 75-6101 et seq., and amendments thereto), and any reasonable expense for such actions and for other claims against the City or its employees when the claim arises from actions that were within the scope of employment of the employee. The Governing Body, City Manager, or City Attorney may also initiate on behalf of the City appeals related to such actions or claims, and approve reasonable expenses for those appeals. Except as otherwise addressed by ordinance or resolution, the Governing Body, City Manager, or City Attorney may approve agreements with legal counsel and reasonable expenses for legal services within the limitations of the annual City budget. The payment of expenses shall be supplemental to any expense incurred by any insurance company under the company's contractual obligation to the City.

(History: Ord. No. OES-3308 §1, 2020; Ord. OES-679 §1, 72)

Effective on: 1/1/1901

3.40.020 Definitions.

As used in this chapter:

1. A.
   “Claim” means a claim, action, suit, proceeding, or threat thereof, including those that are civil, criminal, administrative, or investigative.
2. B.
   "Employee” shall have the same meaning as defined in K.S.A. 75-6103, and amendments thereto.
3. C.
   “Expense" includes legal counsel fees and other disbursements made or to be made in assisting in the defense of the City or employees or for other legal services.

(History: Ord. No. OES-3308 §2, 2020; Ord. 0ES-736 §1, 73; 0ES-679 §2, 72)

Effective on: 1/1/1901

3.40.070 Claims Subject to Kansas Tort Claims Act.

The provisions of the Kansas Tort Claims Act, and amendments thereto, shall govern claims against officers and employees of the City.

(History: Ord. No. OES-3308 §3, 2020; Ord. OES-1034 §1, 79; OES-679 §7, 72)

Effective on: 1/1/1901

3.44.010 Invoices - Filing - Incorporation - Interpretation.

All invoices mentioned in the preamble to the ordinance codified herein shall be filed with the director of public works only, for the sole purpose of certification to the state as provided by 79-3606 K.S.A., Senate Bill 423, 1970 Session Laws, and subsequent amendments thereto, which are incorporated by reference as if set forth in full. The Director of Public Works may request technical aid and assistance from the City Manager and City Clerk in making such certification and interpreting such invoices.

(History: Ord. IF-608 §1, 70).

Effective on: 1/1/1901

3.44.020 Holding Invoices - Auditing.

All such invoices shall be held by the City Clerk in her office for five years and shall be subject to audit by the director of revenue.

(History: Ord. IF-608 §2, 70).

Effective on: 1/1/1901

3.04 Tax Levy (Repealed)

(This entire chapter has been repealed.)

3.08 Capital Improvement Fund (Repealed)

Repealed Sections of 3.12 Change Funds

Repealed Sections of 3.16 Petty Cash Funds

3.32 Administrative Costs - Charges

3.36 Temporary Notes (Repealed)

(This entire chapter has been repealed.)

Repealed Sections of 3.40 Claims against Officers and Employees