Chapter 3.20


3.20.010    Cumulative reserve fund.

3.20.020    Water system fund.

3.20.030    Petty cash fund.

3.20.040    Claims clearing fund.

3.20.050    Credit card use and control.

3.20.010 Cumulative reserve fund.

The cumulative reserve fund may be expended for the purposes of streets, public buildings, public improvements, other public works, and professional services. [Ord. 319 § 1, 2002]

3.20.020 Water system fund.

(1) There is hereby established a water system fund of the town of Beaux Arts Village into which fund shall be placed and credited all amounts received from or presently on hand from the funds received from Water District No. 22 or the King County treasurer for the credit of Water District No. 22, and any other funds received in payment of water service or for water system purposes.

(2) This fund may be expended only for purposes of acquiring, constructing, and maintaining a water service system or for providing water services to customers of the water system of the town of Beaux Arts Village. [Ord. 87 §§ 1, 2, 1973]

3.20.030 Petty cash fund.

(1) There is hereby established a petty cash fund within the current expense fund, and the clerk is authorized and directed to set up such fund by treasurer’s check. The amount of funds in said petty cash fund shall be determined by the council on a periodic basis.

(2) Reimbursements to the petty cash fund shall be by check, with receipts attached to the reimbursement voucher. [Ord. 452 § 1, 2021; Ord. 136 §§ 1, 2, 1979]

3.20.040 Claims clearing fund.

(1) Created. There is created a fund, known and designated as the claims clearing fund, into which shall be paid and transferred from the various departments an amount of money equal to the various claims against the town for any authorized purpose.

(2) Transfer of Funds. Whenever it is deemed necessary, the town clerk is authorized, empowered and directed to transfer from the funds of the various departments to the claims clearing fund sufficient moneys to pay the claims against the various departments of the town.

(3) Purpose of Expenditures. The claims clearing fund shall be used and payments therefrom should be made only for the purpose of paying salaries or wages, employee deductions, claims for material furnished, or services rendered.

(4) Issuance of Checks. The town clerk/treasurer is authorized, empowered, and directed to issue checks for payments authorized under subsection (3) of this section. The checks shall be issued only after there has been filed with the town clerk proper payroll and time cards, due and authorized bills stating the nature of the service rendered, the amount due or owing, and person entitled thereto, or authorized voucher stating the same. All checks issued on or against the fund shall be solely and only for the purposes herein set forth and shall be payable only out of and from the fund.

(5) Review and Approval of Payments. The town clerk/treasurer is directed to prepare a voucher for each proposed payment stating the date and number of the check to be issued in payment, the payee’s name, a brief description of the purpose of the payment, the amount of the payment, and the fund and expenditure code against which the expense will be charged. In addition, the town clerk/treasurer shall prepare a claims register summarizing all checks presented for council approval. Council approval of the claims register shall be documented in the minutes for the meeting.

(6) Approval of Checks. All checks issued by the town shall be signed by the mayor and the clerk/treasurer. If either the mayor or the clerk/treasurer is unable to sign, the mayor pro tem or deputy clerk may sign checks in his/her absence. [Ord. 439 § 1, 2019; Ord. 438 § 1, 2018; Ord. 189 §§ 1 – 4, 1984]

3.20.050 Credit card use and control.

The following system shall be implemented for the use and control of credit cards issued to the town of Beaux Arts Village:

(1) Distribution. Credit cards may be distributed to those town officials and employees who have job responsibilities that would be facilitated by the use of a credit card and whose use of a credit card would benefit the town. The mayor or his/her designate shall decide which employees are so authorized.

(2) Authorization and Control. The clerk/treasurer shall implement appropriate internal controls to ensure the proper usage of credit cards.

(3) Credit Limits. The mayor shall set credit limits on each credit card issued, which amount shall not exceed $5,000 without the written approval of the council.

(4) Unauthorized Charges. The use of town-issued credit cards for non-town business is prohibited. The clerk/treasurer or his/her designee shall take any and all legal action needed to recover any unauthorized charges.

(5) The mayor and clerk/treasurer are authorized to adopt any additional procedures or policies necessary to implement the provisions of this section. [Ord. 439 § 2, 2019]