Chapter 3.34 PAYMENT OF CLAIMS

Chapter 3.34
PAYMENT OF CLAIMS

Sections:

3.34.030 Preparation of list of claims, demands and vouchers.

3.34.040 Payment of claims, demands and vouchers.

3.34.050 Claims for reimbursement for expenses.

3.34.010 City auditing officer.

The city treasurer/finance director, hereinafter referred to as finance director, shall serve as the city auditing officer and shall act as auditor for the city for all claims presented to the city council for approval. Such claims shall be prepared for audit and payment on a form providing for the authentication and certification by the auditing officer that the materials have been furnished, the services rendered or the labor performed as described, and the claim, demand or voucher is a just, true and unpaid obligation against the city. [Ord. 1363 § 1 (Exh. A), 2010; Ord. 1091 § 1, 1998.]

3.34.020 Payment orders – Signatures.

The mayor and finance director shall be the primary authorized signer for all checks or warrants of the city. The mayor pro tem and an accounts specialist/deputy clerk that is not responsible for the day-to-day preparation of claims, demands and vouchers shall be assigned as secondary authorized signers to ensure the ability to provide the payment of claims, demands and vouchers. [Ord. 1363 § 1 (Exh. A), 2010.]

3.34.030 Preparation of list of claims, demands and vouchers.

The accounts specialist/deputy clerk shall prepare a list of all claims, demands and vouchers presented to the city and to be examined by the auditing officer. [Ord. 1363 § 1 (Exh. A), 2010; Ord. 1091 § 1, 1998. Formerly 3.34.020]

3.34.040 Payment of claims, demands and vouchers.

The mayor or city administrator may authorize the issuance of warrants or checks in payment of claims only when a meeting of the council is continued due to a lack of a council quorum or when three weeks pass between regularly scheduled council meetings. Such payments shall be subject to the approval of the council as stipulated in the provision of this chapter and no claim may be paid until approved by the city council unless the following conditions are met with subsection (E) of this section as a stand-alone condition:

A. The mayor and finance director, who are designated to sign the checks or warrants, shall each furnish an official bond for the faithful discharge of his or her duties in an amount determined by the city council, but not less than $50,000. A blanket fidelity bond applicable to such officials and employees in addition to others and in an amount not less than $50,000 shall be sufficient to meet this requirement;

B. The city council has adopted contracting, hiring, purchasing and disbursing policies that implement effective internal control;

C. The city council shall review all documentation supporting any claim paid and shall review for approval all checks or warrants issued in payment of any claim at its next regularly scheduled public meeting; and

D. The city council shall require that if, upon review, it disapproves a claim, demand or voucher, the auditing officer and the officer designated to sign the checks or warrants shall jointly cause the disapproved claim, demand or voucher to be recognized as a receivable of the city and shall pursue collection diligently until the amounts disapproved are collected or until the city council is satisfied and approves the claim.

E. The city council specifically authorizes the payment of claims on a weekly basis for disbursement of checks or warrants for the payment of claims for the Leavenworth Area Promotions (LAP) and swimming pool operations, so long as the demands or vouchers are within the annual approved budget for any given year. The city council shall review all documentation supporting any claim paid and shall review for approval all checks or warrants issued in payment of any claim at its next regularly scheduled public meeting.

Notwithstanding the fact that all of the above conditions are met, the city council may provide by resolution that certain kinds or amounts of claims shall not be paid before the city council has reviewed the supporting documentation and approved the issue of checks or warrants in payment of those claims. [Ord. 1363 § 1 (Exh. A), 2010; Ord. 1091 § 1, 1998. Formerly 3.34.030]

3.34.050 Claims for reimbursement for expenses.

No claim for reimbursement of any expenditures by officers or employees of the city for transportation, lodging, meals or any other purpose shall be allowed by an officer or employee charged with auditing accounts unless the same shall be presented in a detailed amount; provided, that the city council may prescribe by resolution amounts to be paid officers and employees as reimbursement for the use of their personal automobiles or other transportation equipment in connection with officially assigned duties and other travel for public purposes approved by the mayor, or as reimbursement to such officers and employees in lieu of actual expenses incurred for lodging, meals or other purposes. The rates for such reimbursements may be computed on a mileage, hourly, per day or other basis as determined by resolution.

All claims for reimbursement under this section shall be duly certified by the officer or employee submitting such claims on forms and in the manner prescribed by the divisions of municipal corporations in the office of the State Auditor. [Ord. 1363 § 1 (Exh. A), 2010; Ord. 1091 § 1, 1998. Formerly 3.34.040.]