Page 385 - CityofSouthlakeFY26AdoptedBudget

9.40. Payments and Obligations Prohibited.

No payment shall be made or obligation incurred against any allotment or appropriation except in
accordance with appropriations duly made and unless the City Manager or the City Manager’s designee
first certifies that there is a sufficient unencumbered balance in such allotment or appropriations and that
sufficient funds therefrom are or will be available to cover the claim or meet the obligation when it becomes
due and payable. Any authorization or payment or incurring of obligation in violation of the provisions of
this Charter shall be cause for removal of any officer who knowingly authorized or made such payment or
incurred such obligations, and said officer shall also be liable to the City for any amount so paid. However, Appendix
this prohibition shall not be construed to prevent the making or authorizing of payments or making of
contracts for capital improvements to be financed wholly or partly by the issuance of bonds, time warrants,
certificates of indebtedness, or certificates of obligation, or to prevent the making of any contract or lease
providing for payments beyond the end of the fiscal year, provided that such action is made or approved
by ordinance.

9.41. Financial Reports.

The City Manager shall submit to the Council at its second formal meeting each month the financial condition
of the City budget items and budget estimates versus accruals for the preceding month and for the fiscal
year to date. Such records are to be made public by the Council during open meeting. The financial records of
the City will be maintained in accordance with accepted principles recommended by the American Institute
of Certified Public Accountants and by the National Steering Committee on Governmental Accounting.

9.42. Independent Audit.

At the close of each fiscal year, and at such times as it may be deemed necessary, the Council shall cause
an independent audit to be made of all accounts of the City by a Certified Public Accountant. The Certified
Public Accountant shall have no personal interest, directly or indirectly, in the financial affairs of the City or
any of its officers. Upon completion of the audit, the audit shall be immediately posted on the City’s website
in its entirety and copies of the audit placed on file in the City Secretary’s office as a public record.
(Amended on November 6, 2007)

9.43. Purchasing.

The Council may, by ordinance, confer upon the City Manager general authority to contract for expenditures
without further approval of the Council for all budgeted items not exceeding limits set by the Council. All
contracts for expenditures involving more than the set limits must be expressly approved in advance by
the Council. All contracts or purchases involving more than the limits set, shall be let to the bidder whose
submittal is among those most responsive to the needs of the City after there has been opportunity for
competitive bidding as provided by law or ordinance; provided that the Council, or City Manager in such
cases as he/she is authorized to contract for the City, shall have the right to reject any and all bids.

Emergency contracts as authorized by law and this Charter may be negotiated by the Council, or City
Manager if given authority by the Council, without competitive bidding. Such emergency shall be declared
by the City Manager and approved by the Council or may be declared by the Council.

(Amended on November 6, 2007)

FY 2026 City of Southlake | Budget Book 385