The Detroit times., 1911-05-17

Gentlemen--I herewith submit TO
your Honorable Body an ordinance,
tenn recently authorized by Joint &C
ton OF your Honorable Body and the
Board OF Estimates and request that
the same may be considered by your
on Ordinances.
DAVID e. HEfNEMAN.
t Cnotroller.
AN ORDINANCE to prevent duplica-
ton and errors in the payment of
accounts and TO facilitate the audit
ing thereof by providing for a tripli-
cate order system.
Ii is hereby ordained by the people
OF the City OF Detroit:
Section /. That each NDeparts
2 ment OF the City OF Detroit In
3 making out orders on contracts or
4 for market purchases shall make
out the same in triplicate, one
8 copy to be retained by the Depart
party supplying the order and a
9 third TO be furnished the Control
10 Ter. This shall not apply. however.
II to Poor Commission or Health
II Board orders for provisions and
Ii supplies for poor persons, To Police
IA acquisitions for means and for such
10 items as are commonly included
l6 under Petty Cash Accounts and Elk
IL penditures and such other orders
Is or classes OF orders as may be ex-
Is empted by agreement OF any OF the
20 Departments and the Controller.
Sec. 2. Each such order shall
bear a number uniform on all
three copies and any voucher or
vouchers sent later TO the office OF
6 the Controller for audit and APP
prevail shall bear the same number
Z as the order given. No vouchers
8 shall be sent to the Controller for
audit containing items represent
10 Ing partial deliveries on more
ii than one order II shall be per-
L missible however TO send to the
Is Controller vouchers containing In
voices for more than one order In
Is case such vouchers show complete
l6 delivery Of each OF said orders, but
IL In such case all OF the order num-
IS bers shall be properly shown upon
- such voucher for the purpose OF
20 reference and comparison with the
IL original order numbers.
Sec. 3. On all contracts for ma
2 terials. supplies. etc. the Control
lers office shall be furnished with
copies Of orders calling for a
partial or complete delivery as
specified in the contract and ali
vouchers issued In payment OF
supplies, materials etc. supplied
under contract shall bear such or
% der number for purposes OF com
i parison
Sec. 4. Whenever any such or
der shall be for supplies. materials.
etc, purchased In the open market,
order shall show the number,
quantity and class OF goods order
ed. Whenever the party supplying
said goods shall be unable TO make
> complete delivery. OF the same at
o one time, such items as cannot
then be delivered shall be Cancelled
on the order and notification be
given 20 the Controller. by debit
order slip. OF such cancelled items
together with the reasons in brief
q oil
part OF such cancelled items are 10
be delivered later. a new tripli-
cate order shall be made out I'm the
% manner hereinbefore provided
Sec. s. On all orders made un-
der contract the contract cost OF
goods or supplies shall be noted
On all open market orders the
copy retained by the Department
and the copy furnished the Con-
troller shall state the price quoted
and the price estimated. but these
prices shall not be Inserted In the
copy or the order furnished the
! party supplying the same In all
cases where the Department has
secured a price quotation the total
amount OF the entire order as well
as the unit cost shall be shown
under the head OF price quoted"
Z and in all cases where a definite
s price has not been secured. IL shall
be the duty OF the Department to
% secure an approximate price which
u shall be noted as aforesaid under
y the head OF price estimated" so
70 that the Controller may be enabled
~ TO estimate the total amount OF
IS demands accruinB on open market
IS orders and guard against orders
81 accumulating against any sub
lS funds In excess OF the amount
30 available I'm such sub-funds
Sec. g. n shall be the duty of
2 the Controller to compare all
3 vouchers with his copy OF the or
Z der issued for the delivery OF the
5 goods for the payment OF which
8 such vouchers are issued and 10
z keep such orders upon file in his
records after such comparison and
audit OF the vouchers.
Sec, , /; All copies q orders shall