Chapter 3.03
PAYMENT OF CLAIMS,
DEMANDS AND VOUCHERS

Sections:

3.03.010    City auditing officer.

3.03.020    Preparation of list of claims, demands and vouchers for council approval.

3.03.030    Payment of claims, demands and vouchers.

3.03.040    Claims for reimbursement for expenses of officers and employees.

3.03.050    Claims for damages to persons or property.

3.03.010 City auditing officer.

The operations committee, or its authorized designee, shall serve as the city auditing officer and shall act as auditor for the city for all claims, demands and vouchers presented to the city council for approval. Such claims, demands and vouchers shall be prepared for audit and payment on a form providing for the authentication and certification by the auditing officer that the materials have been furnished, the services rendered or the labor performed as described, and the claim, demand or voucher is a just, true and unpaid obligation against the city.

(Ord. No. 3212, § 1, 2-21-95)

3.03.020 Preparation of list of claims, demands and vouchers for council approval.

The city finance manager, or his or her designee, shall prepare, for the auditing officer, a list of all claims, demands and vouchers presented to the city for payment and shall present the same to the city council for approval. These claims shall be certified by each department director that the materials have been furnished, services rendered or labor performed as described and the claim, demand or voucher is a just, true and unpaid obligation against the city.

(Ord. No. 3212, § 1, 2-21-95)

3.03.030 Payment of claims, demands and vouchers.

A. Claims, demands or vouchers may be paid prior to city council approval if the following conditions are met:

1. The mayor, the director of operations, the finance manager, and any designee authorized to sign the checks or warrants, shall each furnish an official bond for the faithful discharge of his or her duties in an amount determined by the city council, but not less than fifty thousand dollars ($50,000). A blanket fidelity bond applicable to such officials and employees in addition to others and in an amount not less than fifty thousand dollars ($50,000) shall be sufficient to meet this requirement;

2. The city council has adopted contracting, hiring, purchasing and disbursing policies that implement effective internal control;

3. The city council shall review all documentation supporting any claim, demand or voucher paid and for approval of all checks or warrants issued in payment of any claim, demand or voucher at its next regularly scheduled public meeting; and

4. If, upon review, the city council disapproves a claim, demand or voucher, the auditing officer shall cause the disapproved claim, demand or voucher to be recognized as a receivable of the city and shall direct city administration to pursue collection diligently until the amounts disapproved are collected or until the city council is satisfied and approves the claim, demand or voucher.

B. Notwithstanding the fact that all of the above conditions are met, the city council may stipulate that certain kinds or amounts of claims, demands or vouchers shall not be paid before the city council has reviewed the supporting documentation and approve the issue of checks or warrants in payment of those claims, demands or vouchers.

(Ord. No. 3212, § 1, 2-21-95)

3.03.040 Claims for reimbursement for expenses of officers and employees.

Claims for reimbursement of any expenditures by officers or employees of the city for transportation, lodging, meals or any other purpose shall be pursuant to city administrative policy.

(Ord. No. 3212, § 1, 2-21-95)

3.03.050 Claims for damages to persons or property.

Claims or demands for damages to persons or property shall be presented to the city in accordance with the provisions of Chapter 35A.31 RCW and Chapter 2.97 KCC.

(Ord. No. 3212, § 1, 2-21-95)