1356RECITALS:
RESOLUTION NO.1356
A RESOLUTION ADOPTING A PROCESS OF INTERNAL CONTROL
REGARDING PAYMENTS OF CLAIMS MADE PRIOR TO APPROVAL
BY THE CITY COUNCIL
1.The Moses Lake City Council,using the authority contained in RCW 42.180,
established a claims paid approval process which is contained in Moses
Lake Municipal Code Chapter 3.42.
2.MLMC 3.42.040 states that a written internal control policy which ensures
the greatest possible protection to the city must be approved by the City
Council.
RESOLVED:
1.That payrolls and associated payroll deductions and city payroll costs
may be paid on established payroll dates prior to approval of the City
Council.In addition to the blanket approval of the auditing officer,
each payroll shall be approved by the Asst.to the City Manager or,in
his absence,the City Manager,prior to issuance of the payroll.Payroll
warrant registers shall be submitted to the City Council at their next
regular Council meeting.
2.That claims,other than payroll claims which are paid,shall require ap
proval by the City Manager.
3.That claims,other than payroll claims which are paid,are limited to:
A.Payments for bond principal and bond interest to bond holders or
bond trustees.
B.Payments which are scheduled to meet invoice payment dates such as
net 30 days or net 10th of month.(This would allow the city to
keep its funds invested for a longer time.)
C.Payments omitted in error.
D.Payments on contractual obligations which have previously been ap
proved and/or committed,including payments made to take advantage
of cash discounts and payments which require a cash payment to ob
tain the required service and/or materials such as,but not limited
to:
1)Court filing fees and legal service fees.
2)Fees for filing documents with government agencies.
3)PUD hookup fees,computer/micro-computer software updates,etc.
4)Pre-payment of dues and tuition charges.
5)Cash on delivery such as automobile purchases.
4.That claims paid under these rules shall be made by check or warrant as
allowed by city ordinance,as all other claims,and will be processed by
computer.One working day is required to process a check or warrant.
5.The auditing officer shall submit a list of all claims,other than pay
roll,paid using the authority established by ordinance and these inter
nal controls to the City Council at their next regular Council meeting
for their approval or rejection.
Adopted by the City Council on August 25,1987
ATTEST
I,1987