The city finance director shall serve as the city auditing officer and shall act as auditor for the city for all claims presented to the city council for approval. Such claims 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 herein, that any advance payment is due and payable pursuant to a contract or is available as an option for full or partial fulfillment of a contractual obligation, and that the claim is a just, due and unpaid obligation against the city.
(Ord. 1091 § 1, 1998; Ord. 1363 § 1 (Exh. A), 2010; Ord. 1717 § 1 (Att. A), 2025)
The mayor and finance director shall be the primary authorized signer for all checks of the city. The city administrator and city clerk shall be assigned as additional authorized signers to ensure the ability to provide the payment of claims, demands and vouchers in a timely manner.
(Ord. 1363 § 1 (Exh. A), 2010; Ord. 1717 § 1 (Att. A), 2025)
The issuance of checks in payment of claims shall be subject to the approval of the city council as stipulated in the provision of this chapter and no claim may be paid until approved by the city council unless the following conditions are met:
A. 
The mayor and finance director, who are designated to sign the checks, 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 $50,000. A blanket fidelity bond applicable to such officials and employees in addition to others and in an amount not less than $50,000 shall be sufficient to meet this requirement;
B. 
The city council has adopted contracting, hiring, purchasing and disbursing policies that implement effective internal control;
C. 
The city council shall review all documentation supporting any claim paid and shall review for approval all checks issued in payment of any claim at its next regularly scheduled public meeting; and
D. 
The city council shall require that if, upon review, it disapproves a claim, demand or voucher, the auditing officer and the officer designated to sign the checks shall jointly cause the disapproved claim, demand or voucher to be recognized as a receivable of the city and shall pursue collection diligently until the amounts disapproved are collected or until the city council is satisfied and approves the claim.
E. 
The city council authorizes the payment of claims on a daily basis for disbursement of checks for the payment of claims for the city, so long as the demands or vouchers are within the annual approved budget for any given year. The city council shall review all documentation supporting any claim paid and shall review for approval all checks issued in payment of any claim at its next regularly scheduled public meeting.
Notwithstanding the fact that all of the above conditions are met, the city council may provide by resolution that certain kinds or amounts of claims shall not be paid before the city council has reviewed the supporting documentation and approved the issue of checks in payment of those claims.
(Formerly 3.34.030; Ord. 1091 § 1, 1998; Ord. 1363 § 1 (Exh. A), 2010; Ord. 1717 § 1 (Att. A), 2025)
No claim for reimbursement of any expenditures by officers or employees of the city for transportation, lodging, meals or any other purpose shall be allowed by an officer or employee charged with auditing accounts unless the same shall be presented in a detailed amount; provided, that the city council may prescribe by resolution amounts to be paid officers and employees as reimbursement for the use of their personal automobiles or other transportation equipment in connection with officially assigned duties and other travel for public purposes approved by the mayor, or as reimbursement to such officers and employees in lieu of actual expenses incurred for lodging, meals or other purposes. The rates for such reimbursements may be computed on a mileage, hourly, per day or other basis as determined by resolution.
All claims for reimbursement under this section shall be duly certified by the officer or employee submitting such claims on forms and in the manner prescribed by the divisions of municipal corporations in the office of the State Auditor.
(Formerly 3.34.040; Ord. 1091 § 1, 1998; Ord. 1363 § 1 (Exh. A), 2010; Ord. 1717 § 1 (Att. A), 2025)