Chapter 3.56
CLAIMS AGAINST THE CITY

Sections:

3.56.010    Form and presentation.

3.56.020    Referral to finance committee.

3.56.030    Temporary members of finance committee.

3.56.040    Payment of claims prior to city council approval.

3.56.010 Form and presentation.

All claims and demands against the city, with the exceptions of claims for damages sounding in tort, shall be submitted to the city finance director. All claims submitted shall be audited, and shall contain the signature of the department head, or the department head’s designee, for whose department said indebtedness was incurred, thereby verifying that the services or merchandise has actually been furnished to the city upon his or her authorization. The finance director is authorized to sign on behalf of the city council for indebtedness incurred by express action of the council. The finance department will maintain and hold a current list of authorized signatures for audit and verification purposes. (Ord. 1981-21 § 1, 2021; Ord. 1955-20 § 1 (part), 2020: Ord. 1634 § 1 (App. A)(part), 2009: Town Ord. 8 § 1, 1899)

3.56.020 Referral to finance committee.

All claims and demands presented as provided by Section 3.56.010 shall be referred to the finance committee of the council for their recommendation at the next regular meeting of the council. The finance committee may recommend approval and payment by affixing their signature on the warrant register. (Ord. 1955-20 § 1 (part), 2020: Ord. 1634 § 1 (App. A)(part), 2009: Town Ord. 8 § 2, 1899)

3.56.030 Temporary members of finance committee.

For the purpose of recommending approval and payment of bills, the mayor shall have power to appoint other members of the council in the finance committee to act temporarily in place of absent members. (Ord. 1955-20 § 1 (part), 2020: Ord. 1634 § 1 (App. A)(part), 2009: Town Ord. 8 § 3, 1899)

3.56.040 Payment of claims prior to city council approval.

In order to expedite the payment of claims and warrants, the city may issue checks or warrants in advance of city council approval, subject to the following conditions being met prior to payment:

A.    The auditing officer certifying designated to sign the checks, warrants or to initiate an electronic payment must have an official bond in an amount that is not less than fifty thousand dollars.

B.    The city council shall provide for its review of the documentation supporting claims paid and for its approval of all checks or warrants issued in payment of claims at a regularly scheduled public meeting within one month of issuance.

C.    In the event the city council shall disapprove any claim, the director of finance, mayor and city administrator shall jointly cause the disapproved claims to be recognized as receivables of the city and shall pursue collection diligently until said disapproved amounts are collected.

D.    The following kinds or amounts of claims shall not be paid before the city council has reviewed and approved the checks or warrants in payment of those claims:

1.    Any claim which would require a budget amendment.

2.    Any claim in excess of an amount authorized for payment of matters pursuant to contract.

3.    Any claim or payment which is not in accordance with the city’s policies for procurement of goods and/or services. (Ord. 1990-21 § 1, 2021; Ord. 1955-20 § 1 (part), 2020: Ord. 1859-16 § 1, 2016)