Chapter 3.06
EXPENDITURE OF FUNDS
AND REVIEW OF CLAIMS AGAINST THE CITY
Sections:
3.06.010 Budget adoption – Council authority.
3.06.020 Authority to incur obligations.
3.06.030 Preliminary examination and approval.
3.06.040 Preparation of claims list.
3.06.050 Action by the council.
3.06.060 Claims not included in budget – Individual approval.
3.06.080 Council right to review claims.
3.06.010 Budget adoption – Council authority.
The council shall review and adopt the annual budget for each year, including the expected expenditures to be incurred during the ordinary course of business operations of the city for the following year. (Ord. 599 § 3, 1988)
3.06.020 Authority to incur obligations.
No department or official of the city shall incur any obligations or authorize any public works on behalf of the city without the prior approval of the city council, except that department heads may incur routine obligations as are normally required for the conduct of their respective offices. (Ord. 599 § 3, 1988)
3.06.030 Preliminary examination and approval.
All invoices, demands and vouchers presented to the city for payment shall first be referred to and examined by the appropriate administrative official or department head, who shall determine and make a notation whether the same is due and unpaid, and should be approved. (Ord. 599 § 3, 1988)
3.06.040 Preparation of claims list.
A. The city administrator/clerk shall audit and examine all demands presented against the city for payment after the same have been examined and approved by the appropriate administrative official or department head. If he or she concurs in the finding that a demand is due and owing, and if funds are available, and if he or she further finds that payment of said demand would not be in violation of any city ordinance, state statute or general law, he or she may authorize payment of the same. The authorization shall be sufficient for the honoring and payment of such demand.
B. The city administrator or city clerk shall prepare a list of warrants to be presented for approval by the city council and shall make a recommendation regarding the same, or may authorize payment prior to city council approval, subject to city council review pursuant to this chapter. Such payment must be in accordance with contracting, hiring, purchasing and disbursing policies that implement effective internal control, as directed by the city council, pursuant to RCW 42.24.180(2). (Ord. 599 § 3, 1988)
3.06.050 Action by the council.
A. The city administrator or city clerk shall present to the council a chronological list showing the warrant number, payee name, and warrant amount for each warrant issued by the city, for approval by the council; provided, however, that the chronological list shall include a certification by the administrator/clerk that the expenditures and warrants issued are provided for within the current annual budget.
B. The city council shall consider and approve or deny by majority vote the vouchers and demands presented against the city for payment and any payment made pursuant thereto, as the same are presented to it at a regular meeting or special meeting of the council called for that purpose.
C. If, upon review, the city council disapproves any claims previously paid, the city administrator and the mayor shall jointly cause the disapproved claims to be recognized as receivables of the city and pursue collection diligently until the amounts disapproved are collected or until the council is satisfied and approves the claims. (Ord. 599 § 3, 1988)
3.06.060 Claims not included in budget – Individual approval.
In the event a demand or claim is made against the city which is not included within the current annual budget, the administrator/clerk shall present the individual requested warrant, accompanied by invoice and explanation, to the council for individual council approval. (Ord. 599 § 3, 1988)
3.06.070 Bond required.
A. Pursuant to RCW 42.24.180(1), as auditing officer and the officer designated to sign the checks or warrants, the city clerk/administrator and the mayor shall furnish an official bond for the faithful discharge of their duties in an amount not less than $50,000.
B. The requirements of this section may be met by the provision of individual bonds or by a blanket fidelity and faithful performance bond covering the named officials and others where appropriate, so long as the limits per occurrence meet or exceed the specified bond amounts given. (Ord. 638 § 1, 1990: Ord. 599 § 3, 1988)
3.06.080 Council right to review claims.
Nothing in this chapter shall restrict the council’s right and privilege to review any specific demand or claim, warrant or invoice, or other financial records which are part of the city’s official business records. (Ord. 599 § 3, 1988)