Chapter 3.25
CLAIMS FUND
Sections:
Article I. Claims Fund
Article II. Claims Revolving Fund
3.25.040 Established – Authorized claims enumerated.
3.25.060 Finance Director designated custodian.
3.25.070 Deposits – Disbursements – Administration.
Article I. Claims Fund
3.25.010 Created.
There is hereby created a Claims Fund of the City of Mountlake Terrace for the purpose of consolidating those portions of other funds of the City used and budgeted for claims purposes. (Ord. 187 § 1, 1960).
3.25.020 Transfer of funds.
The City Treasurer is hereby authorized to transfer into the aforesaid Claims Fund all sums budgeted for claims purposes from other funds. (Ord. 187 § 2, 1960).
3.25.030 Claims warrants.
The City Clerk is hereby authorized to make claims warrants drawn against said Claims Fund. (Ord. 187 § 3, 1960).
Article II. Claims Revolving Fund
3.25.040 Established – Authorized claims enumerated.
There is hereby established in the City of Mountlake Terrace a revolving fund to be known as the “Claims Revolving Fund” which fund is to be used solely to expedite the payment of certain claims before the regular approval of the payment by the City Council. Any such claims paid shall require retroactive approval by the Finance Committee and the City Council. Claims authorized for payment out of the fund include:
A. Claims where there will be a penalty or lost discount for late payment.
B. Routine budgeted expenditures requiring prompt payment such as recording fees, Department of Licensing fees, postage, C.O.D. deliveries, meeting registrations, meeting expenses, hotel registrations, etc.
C. Emergency purchases as approved by the City Manager.
If upon Finance Committee and City Council review of the documentation supporting claims paid, some claims are disapproved, the auditing officer and the officer designated to pay the checks shall jointly cause the disapproved claim to be recognized as a receivable of the City and to pursue collection diligently until the amount disapproved is collected or until the City Council is so satisfied and approves the claim. (Ord. 1630 § 1, 1985).
3.25.050 Transfer of funds.
Said imprest fund shall be established in the City of Mountlake Terrace by transfer of Treasurer’s funds, in the sum of $9,000 to the custodian herein designated, and the total amount of such fund so established shall be shown separately in the City’s statement of current assets. (Ord. 2640 § 4, 2014; Ord. 1787, 1988; Ord. 1630 § 2, 1985).
3.25.060 Finance Director designated custodian.
The Mountlake Terrace Finance Director is hereby designated and appointed as the custodian of said fund, and upon receipt of the monies transferred to him as such custodian he shall immediately open a checking account in a local bank in the name of the City of Mountlake Terrace and entitled “Claims Revolving Fund – Mountlake Terrace Finance Director, Custodian”. (Ord. 1630 § 3, 1985).
3.25.070 Deposits – Disbursements – Administration.
Deposits to, disbursements from, and administration of said fund shall be subject to and in accordance with all of the restrictions, limitations, requirements, and other provisions of Chapter 42.24 RCW, which laws are hereby adopted by reference as a part of this article as though fully set forth herein, and accounting procedures as required by the Division of Municipal Corporations of the Office of the Washington State Auditor, of which are incorporated herein. (Ord. 1630 § 4, 1985).
3.25.080 Payment of claims.
Payments shall be made only for actual expenses as submitted upon the required expense vouchers, and all expenses shall be substantiated by appropriate receipts. (Ord. 1630 § 5, 1985).