HomeMy WebLinkAboutReso 101-09 Paymnts Require SignatureRESOLUTION NO. 101-09
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
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RESCINDING RESOLUTION N0.91-99
AND ADOPTING A LISTING OF CITY OFFICIALS AND PROCEDURES
FOR THE PROCESSING OF PAYMENTS REQUIRING A SIGNATURE
WHEREAS, on May 18, 1999 the City Council adopted Resolution No. 91-99 which identified
the signature process to be used for City payments; and
WHEREAS, the California Government Code in: Title 1 (General) -Division 6 (Public Bonds
and Obligations) -Chapter 6 (Uniform Facsimile Signatures of Public Officials Act), establishes the
process for using other than an original signature for City issued instruments of payment; and
WHEREAS, with the implementation of a new computer financial system it is appropriate to
consider amendments to the procedures currently used; and
WHEREAS, the new finance computer system contains features that utilize the finance system
security to apply signatures on payments; and
WHEREAS, the changes in the process can be accommodated while still maintaining adequate
internal controls.
NOW, THEREFORE, BE IT RESOLVED that the City Council does hereby rescind Resolution
No. 91-99 in its entirety.
BE IT FURTHER RESOLVED that the City Council does hereby adopt the following
procedures for authorization signatures on instruments of payment which require such signatures:
Section 1. Facsimile Signatures on Instruments of Payment
Except as provided for in Section 2 below, all instruments of payment as defined in Government Code
Section 5500 (b) issued by the City of Dublin and requiring a signature, may be signed by the electronic
facsimile signature of the Mayor. Provided that on any such payments in the amount of $1,000 or more
there shall also be appended one manual signature from the: City Treasurer, Deputy City Treasurer, or
City Clerk.
Section 2. Signature on Payroll Checks
All payroll checks drawn upon a City of Dublin account shall be signed by electronic facsimile signature
of the City Manager or one manual signature from the City Treasurer, Deputy Treasurer, or City Clerk.
Section 3. State Certification Facsimile Si ature
In accordance with the requirements of Section 5501 of the Government Code a manual signature of the
official signature shall be filed with the Secretary of State.
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Section 4. Implementation Of Procedures Necessary For Internal Control
The facsimile signature shall be used for those instruments of payment identified in this resolution. The
City Treasurer shall prepare and implement written procedures which provide internal control and to the
extent possible a segregation of duties. Records shall be maintained identifying checks issued with the
facsimile signature, including the date of issuance, amount of payment, payee, and the check number.
PASSED, APPROVED AND ADOPTED this 7th day of July, 2009, by the following vote:
AYES: Councilmembers, Biddle, Hart, Scholz, and Mayor Pro Tem Hildenbrand
NOES: None
ABSENT: Mayor Sbranti
ABSTAIN: None
Mayor Pro Tem Hildenbrand
ATTEST:
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City Clerk
Reso No. ] O l -09, Adopted 7-7-09, Item 4.8 Page 2 of 2