Repository: UIHistories Project: Board of Trustees Minutes - 1910 [PAGE 103]

EXTRACTED TEXT FROM PAGE:

1908]

PROCEEDINGS OF THE BOARD OF TRUSTEES.

65

of buildings and of grounds/and all other bills must have the approval of the president of the University, unless they are for continuing salaries, contracts, or other running accounts specially authorized by the board; and in all cases payment of any bill or account shall be suspended on the request of the president of the University pending the action of the Board of Trustees. (1) Bills of purchases, when rendered, must be accompanied by the order hereinbefore provided for; and if for materials or articles delivered, then also by the receipt of the officer, member of the instructional force, or employe who received them, that the same were received by him in good condition, and that they were of the quality, kind, and price prescribed. (m.) (1) When any account against the University is found to be just and due, created by the authority of the board,' and one that an appropriation has been made to pay, and is presented in accordance with the requirements of the board, and has been approved by the proper officer, the business manager shall approve and audit the same, stamp his approval upon the face of the bill, issue a warrant against the treasurer for the amount thereof, and send said warrant to the chairman of the Board of Trustees for signature. The chairman shall sign the same if he thinks proper, and in that event he shall forthwith forward it to the secretary. In case he declines to sign the same he shall return it to the business manager with his reasons for such declination. The secretary shall, as soon as he receives a warrant, make a proper record thereof in his books, sign the same and deliver it to the business manager who shall enter the same in his warrant book giving its number, for what issued, to whom payable,' and the appropriation from which it is to be paid. (2) Separate warrant books shall be kept for the University, the School of Pharmacy, the Agricultural Experiment Station, the College of Medicine, and the tState Laboratory of Natural History. (3) The business manager shall deliver the signed warrants which he receives to the payee therein named in exchange for such receipts or evidences of discharge as may be required to meet the needs of the University accounts. (4) When a bill or claim is for less than $50 the business manager may, at his discretion, pay the same in cash, if in his opinion the business of the University will be better expedited thereby. Before such payment, the secretary shall, however, make a record of said bill and soon after payment, certainly as often as once in each month, and as much oftener as he prefers, the business manager shall make a statement of all such payments, accompanied by the vouchers therefor, draw a warrant to his own order for the sum thereof, and forward both to the chairman of the Board of Trustees for approval and signature. If the payments are approved the chairman shall endorse his approval upon said statement, shall sign the accompanying warrant and forward both to the secretary, who shall also sign both and note the fact against the previous record, and deliver said statement and warrant to the business manager, who shall make proper entries of their receipt in his books, file the statement in his office, endorse the warrant and deliver the same to the treasurer, who shall receive the same as cash and credit the business manager with the amount thereof. (n) The business manager, treasurer and secretary shall report fully to each regular meeting of the board, and their reports shall be examined by the Finance Committee of the board, and said committee shall forthwith report its findings and recommendations to the board for approval. (o) The fiscal year of the University shall begin on the 1st day of July in each year and end upon the 30th day of June next succeeding, but all reports shall be made as required by law. (p) The officers of the board shall cause new account books to be prepared, shall open the same and transfer all balances to them at the begining of the next fiscal year, and shall prepare all blank forms necessary for carrying the foregoing rules into effect. —5TJ