Ordinance 28730006.030.062
JGR/naa
09/05/91
R:03/03/92
ORDINANCE NO. 2873
AN ORDINANCE OF THE CITY OF EDMONDS,
WASHINGTON, REPEALING CHAPTER 2.25 OF THE
EDMONDS CITY CODE; ADOPTING A NEW CHAPTER 2.25
PERTAINING TO THE PAYMENT OF CLAIMS, DEMANDS
AND VOUCHERS; AND ESTABLISHING AN EFFECTIVE
DATE.
WHEREAS, the City of Edmonds, Washington, is a noncharter
code city organized and existing under the provisions of Title 35A
of the Revised Code of Washington, and
WHEREAS, the City Council had previously adopted ECC
Chapter 2.25 establishing a procedure for the expeditious payment
of claims, demands and vouchers, and
WHEREAS, the Council now desires to revise such procedure
so that it complies with RCW 42.24.180 enacted after the adoption
of ECC Chapter 2.25, NOW, THEREFORE,
THE CITY COUNCIL OF THE CITY OF EDMONDS, WASHINGTON, DO
ORDAIN AS FOLLOWS:
Section 1. ECC Chapter 2.25 is hereby repealed and a new
Chapter 2.25 is hereby enacted to read as follows:
Chapter 2.25
Payment of Claims, Demands and Vouchers
Sections•
2.25.010 City auditing officer.
2.25.020 Preparation of list of claims,
demands and vouchers.
2.25.030 Payment of claims, demands and
vouchers.
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2.25.040 Claims, demands and vouchers
presented by officers and
employees.
2.25.050 Claims for reimbursement for
expenses
2.25.060 Compliance with state law for
damage claims.
2.25.010 CITY AUDITING OFFICER.
The Administrative Services Director 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, except those claims,
demands or vouchers submitted pursuant to
section 2.25.040. 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.
2.25.020 PREPARATION OF LIST OF CLAIMS,
DEMANDS AND VOUCHERS.
The Accounting Manager shall prepare a list of
all claims, demands and vouchers presented to
the city and to be examined by the auditing
officer.
2.25.030 PAYMENT OF CLAIMS, DEMANDS AND
VOUCHERS.
No claim, demand or voucher may be paid until
approved by the city council unless the
following conditions are met:
A. The Mayor and the auditing officer who
are designated to sign the checks or
warrants shall each be furnished 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;
JOR1129.0 - 2 -
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,
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
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 or warrants 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,
demand or voucher.
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 approved the
issue of checks or warrants in payment of
those claims, demands or vouchers.
2.25.040 CLAIMS, DEMANDS AND VOUCHERS
PRESENTED BY OFFICERS AND EMPLOYEES.
Certificates as to claims, demands and
vouchers of officers and employees of the city
for services rendered shall be made by the
person charged with the duty of preparing and
submitting vouchers for the payment of
services, and that person shall certify that
the claim, demand or voucher is just, true and
unpaid, which certificate shall be part of the
voucher.
JOR1129.0 - 3 -
2.25.050 CLAIMS FOR REIMBURSEMENT FOR
EXPENSES.
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 any officer or
employee charged with auditing accounts unless
the same shall be presented in a detailed
amount; provided, 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 division
of municipal corporations in the office of the
state auditor.
2.25.060 COMPLIANCE WITH STATE LAW FOR DAMAGE
CLAIMS.
Claims or demands for damages to persons or
property shall be presented to the city in
accordance with the provisions of RCW 35A.31.
Section 2. If any section, sentence, clause or phrase of
this ordinance should be held to be invalid or unconstitutional by
a court of competent jurisdiction, such invalidity or unconstitu-
tionality shall not affect the validity or constitutionality of any
other section, sentence, clause or phrase of this ordinance.
Section 3. This ordinance, being an exercise of a power
specifically delegated to the City legislative body, is not subject
JOR1129.0 - 4 -
to referendum, and shall take effect five (5) days after passage
and publication of the ordinance or a summary thereof consisting of
the title.
APPROVED:
('�iYOR, M. HALL
ATTEST/AUTHENTICATED:
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APPROVED AS TO FORM:
OFFICE OF THE CITY ATTORNEY:
BYL4-:-
FILED WITH THE ITY CLERK: March 3, 1992
PASSED BY THE CITY COUNCIL: March 17, 1992
PUBLISHED: March 22, 1992
EFFECTIVE DATE: March 27, 1992
ORDINANCE NO. 2873
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STATE OF WASHINGTON,
COUNTY OF SNOH0IVZISH,
SUMMARY OF
ORDINANCE NO. 2873
of the Clty of
Edmonds, Washington
On the 17th day of March,
1992 the Clty Council of the Clty
of Edmonds, passed Ordinance
No. 2873. A summary of the
(content of sold ordinance,
consisting of the title, provides
as follows:
AN ORDINANCE OF THE CITY
OF EDMONDS, WASHINGTON
REPEALING CHAPTER. 2.25 OF`
THE EDMONDS CITY CODE'
!ADOPTING A NEW CHAPT&
� 2.25 PERTAINING TO THE
(PAYMENT OF CLAIMS,
DEMANDS AND VOUCHERS -
.
AND ESTABLISHING A�
EFFECTIVE DATE.
The full text of this Ordinance
will be mailed upon reauest.
DATED this 17th day of
March 1992.
ClttyOCleND kJ. MARCH
Published: March 22, 1992.
Affidavit of Publication
The undersigned, being first duly sworn on oath deposes and says
that she is Principal Clerk of THE HERALD, a daily newspaper
printed and published in the City of Everett, County of Snohomish,
and State of Washington; that said newspaper is a newspaper of
general circulation in said County and State; that said newspaper
has been approved as a legal newspaper by order of the Superior
Court of Snohomish County and that the notice ........................................
Summary_ o f Ordinance No.. 28 73
Adopting a new chapter 2.25 of the
City of Edmonds
.....................................................................................................................................
a printed copy of which is hereunto attached, was published in said
newspaper proper and not in supplement form, in the regular and
entire edition of said paper on the following days and times, namely:
March 22 1992
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and that said newspaper was regularly distributed to its subscribers
during,,all of said eriod.
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P ncipal Clerk
Subscribed and sworn to before me this.2:4th..............
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......................................... ...........
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Notary Public in and for the a �a"sil
residing at Everett, Snoho C�1`lty.
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