Chapter 3.02
PAYMENT OF CLAIMS FOR MATERIALS AND SERVICES

Sections:

3.02.010    Presentation and auditing procedures required – Statutory authority.

3.02.020    Designation of auditing officer – Duties.

3.02.030    Payment of certain claims prior to Council approval.

3.02.040    Monthly list – Presentation required – Contents.

3.02.050    Monthly list – Council approval.

3.02.060    Payment by check authorized – Requirements.

3.02.010 Presentation and auditing procedures required – Statutory authority.

All claims and demands against the City by persons furnishing materials, rendering services or performing labor, or for any other contractual purpose, shall be presented to and audited in the manner and upon the forms prescribed and with the certifications required by the provisions of RCW 42.24.080 through 42.24.180, inclusive, and the provisions of RCW 35A.13.210 and 35A.12.170, which provisions are by this reference incorporated herein as though fully set forth herein. [Ord. 2159 § 1, 2007.]

3.02.020 Designation of auditing officer – Duties.

The Finance Director of the City of Sunnyside, being the Treasurer as set forth in SMC 2.16.030, shall be the auditing officer pursuant to the provisions and requirements of RCW 42.24.080 and this chapter, and shall perform such duties as required by such statute and this code. The Finance Director may delegate any or all such duties and authority to the Accounts Payable Clerk or other appropriate person within the Finance Department of the City of Sunnyside. [Ord. 2159 § 1, 2007.]

3.02.030 Payment of certain claims prior to Council approval.

The City Council authorizes the payment of claims and demands presented and audited in compliance with SMC 3.02.010 prior to Council approval, and subject to the provisions of RCW 42.24.180, for the following types of claims:

A. Claims and demands against the City by persons furnishing materials, rendering services, or performing labor if the amount of the claim or demand does not exceed $20,000.

B. Claims and demands against the City by persons furnishing materials, rendering services or performing labor, or for any other contractual purpose if the contract or agreement under which the claim or demand is made has been previously approved by the City Council. Payment of any claim or demand prior to Council approval requires the authorization of the Finance Director or designee.

All other claims and demands against the City shall be approved by the City Council prior to payment thereof. [Ord. 2159 § 1, 2007.]

3.02.040 Monthly list – Presentation required – Contents.

Not less than once each month, the Finance Director shall present to the City Council, at a regularly scheduled meeting of the Council, a complete list of claims and demands against the City for services or other items incurred during the previous month. Such monthly list shall include the check number, the name of the vendor or claimant, and the amount of the claim. [Ord. 2159 § 1, 2007.]

3.02.050 Monthly list – Council approval.

A. The Council as a body shall examine the monthly list and determine whether the claims or demands thereon shall be allowed.

B. Any claims or demands paid in accordance with SMC 3.02.030 which are disapproved by the City Council shall be recognized as receivables by the City which shall pursue collection diligently until the amounts disapproved are collected or until the City Council is satisfied and approves the claims or demands. [Ord. 2159 § 1, 2007.]

3.02.060 Payment by check authorized – Requirements.

The City Council hereby adopts and approves this policy for payment of claims or other obligations of the City, which are payable out of solvent funds, by check, pursuant to RCW 35A.40.020. The Finance Director or designee shall draw checks which are payable out of solvent funds for claims or obligations upon the City’s qualified public depository, which checks shall be countersigned by at least two of the following: Finance Director, Assistant Finance Director or City Manager, as follows:

A. The Finance Director or designee is authorized to draw checks and the designated persons above are authorized to countersign said checks in payment of claims and demands presented and audited in compliance with SMC 3.02.010, which are subject to pre-approval payment in accordance with SMC 3.02.030, upon compliance with the contracting, hiring, purchasing, and disbursing internal control policies of the City.

B. The Finance Director or designee is authorized to draw checks and the designated persons above are authorized to countersign said checks in payment of claims and demands presented and audited in compliance with SMC 3.02.010, which are not subject to pre-approval payment in accordance with SMC 3.02.030, upon compliance with the contracting, hiring, purchasing, and disbursing internal control policies of the City and approval by the City Council as provided in SMC 3.02.040. [Ord. 2159 § 1, 2007.]