Chapter 3.40
DEMANDS AND VOUCHERS
AGAINST THE CITY

Sections:

3.40.010    Preliminary examination and approval.

3.40.020    Preparation of voucher list.

3.40.025    Bond required.

3.40.030    Audit and recommendation by finance committee.

3.40.040    Action by the Council.

3.40.050    Approval of purchase orders from Council budget.

3.40.010 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 just, due and unpaid, indicate the fund from which payment is to be made, and indicate whether the appropriate funds are available. (Ord. 662 § 1, 1974).

3.40.020 Preparation of voucher list.

The City Treasurer-Comptroller 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 concurs in a finding of the appropriate administrative official or department head that a demand is just, due and owing, and if funds are available, and if he further finds that payment of said demand would not be in violation of any city ordinance, state statute or general law, he may authorize payment of the same. Said authorization shall be sufficient for the honoring and payment of such demand by the Mayor.

The City Treasurer-Comptroller shall prepare a list of vouchers to be presented for approval by the City Council and shall make his recommendations 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. 1234 § 1, 1985: Ord. 662 § 2, 1974).

3.40.025 Bond required.

Pursuant to RCW 42.24.180(1), as auditing officer and the officer designated to sign the checks or warrants, the Director of Finance and Mayor shall each furnish an official bond for the faithful discharge of their duties in an amount not less than fifty thousand dollars. All premiums for such bonds, including without limitation initial and renewal premiums, shall be paid by the city. (Ord. 1491 § 2, 1989: Ord. 1234 § 2, 1985).

3.40.030 Audit and recommendation by finance committee.

The finance committee of the City Council shall examine and audit all demands and vouchers presented against the city for payment, and all payments made pursuant thereto, and shall recommend approval or denial thereof by the Council as a whole at its next regular meeting. At least two of the three members of the finance committee shall sign the voucher list prepared by the City Treasurer-Comptroller to indicate the action by the committee. (Ord. 1234 § 3, 1985: Ord. 662 § 3, 1974).

3.40.040 Action by the Council.

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. If, upon review, the City Council disapproves any claims previously paid, the Treasurer-Comptroller and the Mayor shall jointly cause said disapproved claims to be recognized as receivables of the taxing district and to pursue collection diligently until the amounts disapproved are collected or until the legislative body is satisfied and approves the claims. (Ord. 1234 § 4, 1985: Ord. 662 § 4, 1974).

3.40.050 Approval of purchase orders from Council budget.

The president (Mayor pro tempore) of the Council shall examine, audit and authorize all purchase orders involving the budget for Council expenditures, following the procedures of the City Treasurer-Comptroller as applicable to other departments of the city. (Ord. 662 § 5, 1974).