Chapter 2.01
CITY CLERK/TREASURER

Sections:

2.01.010    Statutory appointive officer – City Clerk/Treasurer.

2.01.015    Departmental appointive positions – City Clerk/Treasurer.

2.01.020    City Clerk/Treasurer – Voucher certification and approval.

2.01.030    City Clerk/Treasurer – Expense reimbursement claims.

2.01.040    City Clerk/Treasurer – Certification by payee of warrant or check.

2.01.050    City Clerk/Treasurer – Early warrant authorized.

2.01.060    City Clerk/Treasurer – Early warrants – Collection.

2.01.010 Statutory appointive officer – City Clerk/Treasurer.

There is hereby established the appointive office of Clerk as required by RCW 35A.12.010. The office of Clerk shall be merged with that of City Treasurer and the position shall be designated as “Clerk/Treasurer.” Mayoral appointment to the office of Clerk/Treasurer shall be subject to City Council confirmation; failure of the City Council to confirm or reject an appointee within 30 days of receipt of the Mayor’s notice of appointment at a regular or special City Council meeting shall be deemed confirmation. The authority, duties and qualifications of the office of Clerk/Treasurer shall be as prescribed by general law, ordinance, and the direction of the Mayor or City Council. The compensation of the Clerk/Treasurer shall be as prescribed by ordinance. [Ord. 566 § 1, 1999; Ord. 76 § 1, 1962.]

2.01.015 Departmental appointive positions – City Clerk/Treasurer.

There are hereby established the following listed departmental appointive positions under the supervision of the Clerk/Treasurer:

A. Deputy Clerk/Treasurer.

B. Assistant Clerk/Treasurer.

C. Municipal Court Clerk.

D. Police Clerk.

E. Part-Time Office/Clerical Help.

One or more position titles may be assigned to the same individual. Departmental appointment to these positions shall be subject to Mayoral approval and to Council confirmation; failure of the City Council to confirm or reject an appointee within 30 days of receipt of the Mayor’s notice of appointment at a regular or special City Council meeting shall be deemed confirmation. The authority, duties and qualifications of the positions in the office of the Clerk/Treasurer shall be as prescribed by general law, ordinance, and the direction of the Clerk/Treasurer, Mayor or City Council. The compensation of the appointive positions in the office of the Clerk/Treasurer shall be as prescribed by ordinance. [Ord. 566 § 2, 1999.]

2.01.020 City Clerk/Treasurer – Voucher certification and approval.

All claims presented to the City Council shall be audited and certified for payment by the City Clerk/Treasurer or his/her delegate. Certification may be made on each individual voucher or by blanket voucher certification specifying the particular vouchers certified. The certification required by this section shall be signed and dated by the Clerk/Treasurer or his/her delegate and shall include the following language:

A. For expense reimbursement claims by officers or employees of the City:

I, the undersigned, do hereby certify under penalty of perjury that the claim is a just, due and unpaid obligation against the City of Everson, and that I am authorized to certify to said claim.

B. For all other claims:

I, the undersigned, do hereby certify under penalty of perjury that the materials have been furnished, the services rendered or the labor performed as described herein and that the claim is a just, due and unpaid obligation against the City of Everson, and that I am authorized to authenticate and certify to said claim.

The Clerk/Treasurer shall preserve and file all vouchers and supporting documentation in numerical sequence until at least the next following audit of the books of the City by the Office of the Auditor of the State of Washington. [Ord. 473 § 1, 1994.]

2.01.030 City Clerk/Treasurer – Expense reimbursement claims.

The Clerk/Treasurer shall not audit or certify to the Council for payment of any claim for reimbursement by any officer or employee of the City unless the same shall contain a signed certificate that includes the following language:

I hereby certify under penalty of perjury that this is a true and correct claim for necessary expenses incurred by me and that no payment has been received by me on account thereof.

[Ord. 473 § 2, 1994.]

2.01.040 City Clerk/Treasurer – Certification by payee of warrant or check.

The City Clerk/Treasurer shall cause the following language to be affixed to all warrants or checks of the City in such a manner as to constitute a condition of the payment tendered thereby:

As part of this endorsement, I hereby certify under penalty of perjury that I have performed the services as recorded on the corresponding voucher, that I approve the rate of pay and deductions shown thereon, and accept this warrant (check) as payment in full for such services.

[Ord. 473 § 3, 1994.]

2.01.050 City Clerk/Treasurer – Early warrant authorized.

Warrants may be issued in advance of the City Council meeting approving the same in payment of payroll, taxes, purchases, and reimbursements, provided:

A. Official bonds shall be in place for both the Clerk/Treasurer acting as the Auditing Officer and the Mayor in an amount not less than $50,000;

B. All auditing certification and approval required by EMC 2.01.020 and 2.01.030 shall have been performed by the time of the issuance of the early warrant;

C. The early warrant shall include language required by EMC 2.01.040;

D. The City Clerk/Treasurer shall separately identify early warrant claims and shall present the same for review and approval at the next regularly scheduled public meeting of the City Council following issuance of the early warrant. [Ord. 473 § 4, 1994.]

2.01.060 City Clerk/Treasurer – Early warrants – Collection.

Claims paid by early warrant that are not approved by the City Council are receivables of the City and the Mayor, Clerk/Treasurer, and City Attorney shall diligently pursue collection of the same unless and until the City Council approves the underlying claim. [Ord. 473 § 5, 1994.]