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050-18 - Resolution - Adopting Policy and Procedures for Issuance of Checks before City Council ApprovalRESOLUTION NO. 050.18 A RESOLUT ON OF THE CIW OF PORT ORCHARD, WASH NGTON, ADOPTING THE POLICY AND PROCEDURES FOR SSUANCE OF CHECKS OR D SBURSING OF C TY FUNDS BEFORE THE CITY COUNCIL APPROVES CtA MS IN ACCORDANCE wlrH Rcw 42.24.L80. WHEREAS, the CitrT Council desires to expedite the payment of claims and allow the payment before a City Council meeting can take place at which they can be approved; and WHEREAS, the City Council may authorize the issuance of payment of claims after certain provisions are met, but before the legislative body has acted to approve the claims; and WHEREAS, the auditing officer and the officer designated to sign the checks, warrants or initiate an electronic payment must have an official bond, and the City Council has determined the amount of the bond to be Fifty Thousand Dollars (550,000) (RCW 42.24.180); and WHEREAS, if the City Council disapproves a claim that has already been paid pursuant to the adopted policy and procedures, the auditing officer and the officer designated to sign the checks, warrants or initiate the electronic payment must recognize these claims as receivables of the taxing district and pursue collection diligently until the amounts are either collected or the legislative body is satisfied and approves the claims; and WHEREAS, the Finance Director shall be designated to sign checks, warrants, or initiate electronic payments, and has developed the appropriate policy and procedures to do so in accordance with this Resolution, other applicable laws, and accounting standards, now, therefore; THE C TY COUNC t OF THE C W OF PORT ORCHARD, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: THAT: The attached Policy and Procedures developed by the Finance Director are hereby adopted to allow for the payment of claims prior to City Council approval; and THAT: The Mayor and the Finance Director may disburse the city's funds prior to City Council approval in accordance with this Resolution and the established Policy and Procedures. pASSED by the City Council of the City of Port Orchard, SIGNED by the Mayor and attested by the City Clerk in authentication of such passage this 27th day of November 2018. Resolution No. 050-L8 Page 2 of 2 Robert Putaa u, Mayor ATTEST: Brandy Rinearson, MMC, City Clerk Po cy & Procedures Subject: Disbursement of Funds prior to council approval and Expenditure Controls - Beginning Date:Page 1 of 2 Approved by.Effective Date:Supersedes: 1.0 PURPOSE: The following policies and procedures document a process that will allow the disbursement of funds for accounts payable and payroll to continue under the direction of the Finance Director prior to submitting to City Council for approval. The city desires to expedite the payment of claims and pay some claims that are due before the City Council's meeting. 2.0 POL GY: It is the general policy of the City that all expenditures be rationally related to some public purpose and are reasonable in the amount and nature. Primary responsibility and authority for the expenditure of monies according to the adopted budget will be vested by the Finance Director in the department heads. ln addition to the primary responsibilities of the department directors, the Finance Director will exercise a secondary oversight responsibility for all budget expenditures. 3.0 PROCEDURES: A. AII purchase orders and/or invoices will be signed by the responsible department head or his/her designee and reviewed by the appropriate personnel in Finance for budget authority and proper coding. B. lnvoices for the costs of public utilities, telephone, postage, copy machine expenses, and others shared by more than one department will be reviewed and approved by the responsible department or Finance Director or his/her designee. C. All expenditures/expenses shall be pre-audited and certified by the Auditing Officer or his/her designee prior to the release of payments. D. City Council approval will occur at the following Council meeting or within one month of issuance. The execution of the payments in advance of City Council approval will occur under the conditions set forth in Resolution 050-18. E. If the City Council at the subsequent Council meeting (after review), disapproves any such claims, the disapproved claims will be recognized as a receivable of the City and collections of said receivable will be diligently pursued until the amounts disapproved are collected or until the Council is satisfied and approves the claims. 4.0 REFERE CES: RCW 42.24.180 SAO - BARS - 3. Accounting - Expenditures - Voucher Certification and Approval.