Chapter 3.37
DEPARTMENT OF FINANCE

Sections:

3.37.010    Department established – Function.

3.37.020    Director – Appointment.

3.37.030    Director – Designated treasurer.

3.37.040    Director – Bond.

3.37.050    Director – Powers and duties – City funds – List.

3.37.060    Director – Investment of city funds.

3.37.070    Director – Interfund loan authority.

3.37.080    Director – Petty cash accounts.

3.37.090    Director – Credit cards.

3.37.100    Authority of director regarding delinquent accounts.

3.37.110    Director – Advance of/reimbursement for employee business expenses.

3.37.010 Department established – Function. Share

There is established a department of finance which shall be responsible for general supervision over the financial affairs of the city. (Ord. 4880 § 2, 1996; Ord. 4562 § 1, 1993; Ord. 2092 § 1, 1974; 1961 code § 3.37.010.)

3.37.020 Director – Appointment. Share

The functions of the department shall be executed under the supervision and control of a director of finance. The director shall be appointed for an indefinite term by the city manager for his/her executive and administrative qualifications in such work. The director may be removed by the city manager at any time pursuant to the provisions of RCW 35A.13.100. (Ord. 4880 § 3, 1996; Ord. 4562 § 2, 1993; Ord. 2092 § 1, 1974; 1961 code § 3.37.020.)

3.37.030 Director – Designated treasurer. Share

The director of finance shall be designated city treasurer to perform in such capacity whenever the laws of the state or the ordinances of the city make reference to such position.

The director may appoint a subordinate employee from the department to assist in the performance of the duties of city treasurer. (Ord. 4880 § 4, 1996; Ord. 4562 § 3, 1993; Ord. 2092 § 1, 1974; 1961 code § 3.37.030.)

3.37.040 Director – Bond. Share

Before undertaking the duties of city treasurer, the director shall qualify by furnishing a fidelity bond at the expense of the city in a sum to be set by the city council. (Ord. 2092 § 1, 1974; 1961 code § 3.37.040.)

3.37.050 Director – Powers and duties – City funds – List. Share

The director of finance shall have powers and duties coextensive with those prescribed by the laws of the state and the ordinances of the city as now in force or as hereinafter amended or adopted. The director is authorized to create new budgeting, accounting and reporting funds and to consolidate and/or close such existing funds except as may otherwise be directed by state law. The director shall prepare and maintain a list of such funds and a general description of their use. Such list shall be available to the public for review and copying upon request. (Ord. 4907 § 21, 1996; Ord. 4880 § 5, 1996; Ord. 4562 § 4, 1993; Ord. 2092 § 1, 1974; 1961 code § 3.37.050.)

3.37.060 Director – Investment of city funds. Share

The director of finance is authorized to determine the amount of money available in each fund administered by the city for investment purposes, and is authorized to invest such moneys in all forms of investments that are authorized by law.

The director may appoint a subordinate employee from the department to assist in the performance of the duties described in this section. (Ord. 4880 § 6, 1996; Ord. 4562 § 5, 1993; Ord. 2356 § 1, 1976.)

3.37.070 Director – Interfund loan authority. Share

The director of finance is authorized to make loans from one city fund to another city fund for periods not exceeding six months. Such loans shall be authorized by the director only after he or she has made a determination, in writing, that the loaning fund will have adequate cash balances to meet current expenses payable from the fund after the loan is made and until the loan is paid in full. The loan shall be made available to enable the receiving fund to meet current payable expenses. Such loans shall bear a reasonable rate of interest to be paid to the lending fund. The director shall designate the appropriate interest rate of the loan based upon the net earnings rate of the city’s internal investment portfolio until repayment of the loan in full, but in no event shall the interest rate be less than any rate of interest required by law.

The director may appoint a subordinate employee from the department to assist in the performance of the duties described in this section. (Ord. 5783 § 1, 2007; Ord. 4880 § 7, 1996; Ord. 4562 § 6, 1993; Ord. 3564 § 1, 1985; Ord. 2821 § 1, 1980.)

3.37.080 Director – Petty cash accounts. Share

The director of finance is authorized to establish petty cash accounts within any fund of the city for any lawful purpose, which purpose shall be stated in writing by the director. At the time the account is established the director shall also appoint a single custodian for the account. The custodian may be changed from time to time as the director determines in writing. The director may also adopt procedures regarding the establishment and maintenance of such accounts. (Ord. 4880 § 8, 1996; Ord. 4562 § 7, 1993; Ord. 3494 § 1, 1985.)

3.37.090 Director – Credit cards. Share

A. The director of finance shall implement the following system for the distribution, authorization and control, and payments of bills related to the use of credit cards by city officials and employees:

1. Distribution. Credit cards may be distributed to those city officials and employees who, in the opinion of the director, have job responsibilities which would benefit or otherwise be facilitated by the use of a credit card.

2. Authorization and Control. The director shall develop and implement guidelines and accounting controls to ensure the proper usage of credit cards and credit card funds.

3. Credit Limits. The director shall set monthly credit limits on each credit card issued, which limits may be set forth in the policies and procedures adopted by the director pursuant to subsection B of this section.

4. Payment of Bills. The director shall establish and implement a written procedure for the payment of all credit card bills.

B. The director is authorized to adopt any additional procedures or policies necessary to implement the provisions of this section. The director may appoint a subordinate employee from the department to assist in the performance of the duties described in this section. (Ord. 5838 § 1, 2008; Ord. 4780 § 1, 1995.)

3.37.100 Authority of director regarding delinquent accounts. Share

The director of finance, or authorized representative, shall have the authority to refer delinquent accounts including, but not limited to, fees, taxes, penalties and interest of the city or any of its departments to an agency for collection and to write off accounts that are over one year old in an amount not to exceed $1,000 per account. This write-off option shall be utilized only after it has been determined by the director that there is no cost-effective means of collecting the account. Prior to assigning any account to a collection agency, the director, or authorized representative, shall ensure that the procedural requirements of RCW 19.16.500, or any successor statute, have been met. (Ord. 5838 § 2, 2008; Ord. 4878 § 1, 1996; Ord. 4191 § 1, 1990; Ord. 2809 § 3, 1980.)

3.37.110 Director – Advance of/ reimbursement for employee business expenses. Share

A. It is the policy of the city to reimburse city employees and city officials who incur authorized expenses while on city business. Claimants have the responsibility for becoming knowledgeable about allowable expenditures and the documentation requirements. Care must be taken to avoid unnecessary or excessive expenditures, and those not directly and reasonably related to the conduct of city business.

B. The director of finance is authorized to promulgate a business expense policy, including rules and procedures for the purpose of administering this policy and to provide forms accompanied by instructions for their implementation. Exceptions to the business expense policy may be made only for unusual or extenuating circumstances upon the written directive of the finance director or designee or in the case of city council members, the mayor or designee, if such expenses reasonably relate to a benefit or service received by the city and compliance with the business expense policy is or was not feasible. (Ord. 5838 § 3, 2008; Ord. 4968 § 1, 1997.)