12 AUGUST 1, 2002
Smoke Signals
SPIRIT MOUNTAIN RODEO'S
2ND ANNUAVALL INDIAN CHAMPIONSHIP RODEO
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REVISED BUDGET &
APPROPRIATIONS ORDINANCE
The Tribal Council, in consultation with the Tribal Attorney's Office and
the Finance department has proposed revisions to the Budget and Appro
priations Ordinance. The first reading of the amendments was at the July
3, 2002, Tribal Council meeting.
The purpose of the revisions is to provide a clear process by which the
Tribe's annual budget is established and by which appropriated funds may
be expended by the Tribe.
The proposed revisions include, but are not limited to, the following:
B Modifications to the budget process that require:
theFmanceOfficer("FO")mustprepareguidelinesforDivisionMan
agers to follow when submitting budget requests for their divisions;
the FO to review and compile budget requests into a draft Tribal
Budget which is then reviewed with the Tribal Council;
posting of a draft budget no later than October 15 of each year;
presentation of the budget at the November General Council meet
ing and providing for public comment
B Clarification of authority to expend appropriated Tribal funds; and
B Clarification on the ability to transfer budgeted funds among budgeted
categories.
For a copy of the proposed Budget and Appropriations Ordinance revisions,
please contact the Tribal Attorney's Office at 503-879-2265. The Tribal Council
invites comment on the proposed revisions. Please send your comments to
the Tribal Attorney's Office, 9615 Grand Ronde Road, Grand Ronde, OR
97347.
Comments must be received by August 15, 2002.
As you may have seen from the notices in the Smoke Signals, the Tribal
Council, in consultation with the Election Board and the Tribal Attorney's Of
fice, made various technical updates and substantive changes to the Election
Ordinance to provide for a more efficient election process.
The Election Board would like to bring to the Tribal membership's
attention the following changes:
B Only those Tribal members who have a Signature Verification Form on
file with the Election Board will be sent an absentee ballot.
This change was made to avoid the confusion where Tribal members re
ceive absentee ballots, fill out the ballots and return the ballots, but the
ballots are not counted because the Tribal member did not have a Signature
Verification Form on file, which is required in order to ensure that the vote
cast in the name of a Tribal member is in fact cast by that Tribal member.
In an effort to get Signature Verification Forms from all Tribal members
wanting to participate in the election, the board will be sending out Signa
ture Verification Forms to those Tribal members who are eligible to vote but
do not yet have a Signature Verification Form on file. These mailings will go
out shortly after nominations.
If you already have a Signature Verification Form on file, you do not have
to file another one, unless your name has changed. If you are not sure
whether you have a Signature Verification Form on file, or would like to
request one, please call the Election Board at 503-879-2271 or 800-422-0232.
B A Tribal member's signature on the Signature Verification Form can now
be verified either by a notary public OR by attaching a legible copy of a Tribal
Identification Card, Driver's License, state issued Identification Card, or Pass
port which bears the signature of the Tribal member.
fl The Election Board will receive and maintain the Signature Verification
Forms and will prepare and distribute the voters address list rather than
the Enrollment Office.
B The restriction on remaining, loitering or campaigning near the polling
place on Election Day has been extended to 150 feet of any entrance to the
polling place.
B Absentee ballots must be received at the location designated by the Board
Chairperson (usually the Post Office) by noon on the day of the Election.
Covered Bridge Festival
September 20-22
Food vendors, story tellers, dancers, basket weavers, jew
elry makers, and Native culture experts wanted. Expected
crowds of more than 8,000 people will attend the festival.
Organizers are interested in storytellers and children dem
onstrating traditional dance, as well as showcasing food
made by Tribal members.
PROPOSED FISCAL MANAGEMENT
ORDINANCE REVISIONS
The Tribal Council in consultation with the Tribal Attorney's Office
and Finance department has proposed revisions to the Tribe's Fiscal
Management Ordinance. The first reading of the proposed Ordinance
revisions was on July 3, 2002.
The purpose of the revisions is to update the Ordinance of the Tribe's
Financial Standards by deleting unnecessary language from the Ordi
nance and clarifying the Tribe's current fiscal management practices.
The major revision to the Ordinance is to specifically provide for the
position of Finance Officer ("FO") and to designate the FO as the Tribe's
primary financial executive. The FO is provided with financial over
sight responsibility for all Tribal Divisions and Tribal Governmental Cor
porations. Responsibilities of the FO included, but are not limited to:
D directing the Tribal governments accounting practices and en
suring that financial resources of the Tribe are accounted for in
accordance with Generally Accepted Accounting Principles
(GAAP);.
D providing interim financial reports to the Tribal Council;
D conducting internal audits and arranging for independent Cer
tified Public Accountants to conduct annual external audits of
the Tribe;
D establishing policies and procedures for records management;
and
B obtaining such insurance policies as are necessary to protect
the assets of the Tribe.
For a copy of the proposed Fiscal Management Ordinance revisions,
please contact the Tribal Attorney's Office at 503-879-2265. The Tribal
Council invites comment on the proposed revisions. Please send your
comments to the Tribal Attorney's Office, 9615 Grand Ronde Road,
Grand Ronde, OR 97347.
Comments must be received by August 15, 2002.
Proposed Procurement Ordinance
The Tribal Council, in consultation with the Tribal Attorney's Office
and Finance department, has proposed a Procurement Ordinance. The
purpose of the Ordinance is to provide centralized and uniform pro
curement practices to help reduce costs and allow the Tribe to manage
its inventory more effectively. The Ordinance governs every expendi
ture of Tribal monies by the Tribe for the procurement of Goods and
Services as those terms are defined in the Ordinance. It also governs
the Tribe's expenditure of state and federal funds for the procurement
of Goods and Services unless the laws, regulations, or other rules gov
erning the expenditure of such state and Tribal funds provide other
wise. The Ordinance:
B establishes a Tribal Procurement Office within the Finance
department of the Tribe;
B provides that the Finance Officer shall hire a Procurement Man
ager who shall have administrative oversight over the procure
ment office and responsibility for, among other things, develop
ing a policies and procedures manual ("Procurement Manual")
which governs the purchases of Goods and Services and addresses
such things as Tribal preference, competition, contracts, quality,
cost etc;
fl identifies the steps Division Managers and other Tribal em
ployees must follow when purchasing Goods or Services;
H requires Tribal employees to follow the procedures outlined in
the Procurement Manual to the extent practicable for goods and
services not covered by the Ordinance; and
H encourages cooperative agreements with Tribal Governmental
Corporations for the joint purchase of Goods and Services if ag
gregate savings to the Tribe can be achieved.
For a copy of the proposed Procurement Ordinance, please contact
the Tribal Attorney's Office at 503-879-2265. The Tribal Council in
vites comment on the proposed revisions. Please send your comments
to the Tribal Attorney's Office, 9615 Grand Ronde Road, Grand Ronde,
OR 97347.
Comments must be received by August 15, 2002.