City Council Resolution 2013-89CITY OF MONTICELLO
WRIGHT COUNTY, MINNESOTA
RESOLUTION NO. 2013 -089
DELEGATING AUTHORITY TO PAY CLAIMS TO THE POSITION
OF FINANCE DIRECTOR AND IN HIS/HER ABSENCE TO THE
ASSISTANT FINANCE DIRECTOR
WHEREAS, Minnesota Statutes Section 412.271 Subdivision 1 provides that the City
Council has full authority over the City's financial affairs, including the disbursement of
public funds; and
WHEREAS, Minnesota Statutes Section 412.271 Subdivision 8 allows a City Council to
delegate its authority to pay certain claims; and
WHEREAS, the Monticello City Council finds that there are numerous advantages to the City
in delegating this authority to an administrative official; and
WHEREAS, the appropriate internal accounting and administrative control procedures related
to the payment of claims have been developed as presented in Appendix A and are hereby
approved and incorporated into this resolution.
NOW, THEREFORE BE IT RESOLVED, by the City Council of Monticello that the authority
to pay certain claims is delegated to the position of Finance Director and in his /her absence to
the Assistant Finance Director; and
BE IT FURTHER RESOLVED, that claims lists of all claims paid will be presented to the
City Council for informational purposes at the next regular meeting after payment of the
claims.
ADOPTED BY the Monticello City Council this 28th day of October, 2013.
CITY OF MONTICELLO
Clint erbst, Mayor
ATTEST:
Jeff OrMj, City Administrator
APPENDIX A
INTERNAL ACCOUNTING AND ADMINISTRATIVE CONTROL PROCEDURES
RELATED TO THE PAYMENT OF CLAIMS
It is the intent of the City of Monticello to pay claims in the most efficient and effective manner
possible, consistent with the appropriate regulations and policies. Authorization for payment and
the disbursement of all public funds by the City will be controlled by the following:
1. All payments will be made subject to applicable State and Federal laws, the City
Code and all appropriate City policies.
2. Purchasing and budgetary control for each department are the responsibility of
the individual department heads. Disbursements will be made upon the approval
for payment by a department head or by any other employee designated by the
department head.
3. Disbursements will be made upon department approval that goods and /or
services being paid for have been received, goods and /or services being paid for
are necessary, no duplicate payments are made, and any prepayments are made
only in the best interest of the City.
4. Disbursements will be made upon receipt of the appropriate documentation that
will become a part of the file. Disbursements will be made using the correct
accounting codes.
5. All disbursements including checks, electronic transfers, credit cards and
procurement cards, will be recorded in the City's accounting records in a timely
manner and immediately become part of the financial records of the City.
6. When practical, disbursements will be made from original (not copied or faxed)
documents.
7. Payments will be made from either invoices or statements in the best interest of
the City.
8. Payments will be made in a timely fashion to avoid delinquencies and to take
advantage of early payment discounts.
9. Claims lists will be reviewed and initialed prior to the release of the checks.
10. A detailed review matching checks and supporting documentation will be
completed prior to filing the checks and supporting documentation.
11. Claims lists of all claims paid will be presented to the City Council for
informational purposes at the next regular meeting after payment of the claims.
12. Requests from the City Council for additional information will be responded to
in a timely manner.
13. Type of claims allowed by this resolution: gas and electric utilities, liquor
store and community center inventory purchased for resale.
(End of list)