HomeMy WebLinkAboutReso 189-11 City Payments Policy
RESOLUTION NO. 189 - 11
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
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ESTABLISHING THE POLICY FOR THE APPROVAL
AND RATIFICATION OF CITY PAYMENTS
WHEREAS, the City of Dublin has well established policies and procedures for the
processing and issuance of payments for goods and services procured by the City; and
WHEREAS, the current policies and practices are intended to support financial
internal controls as well as compliance with government laws and regulations; and
WHEREAS, Government Code Section 37202 provides a mechanism by which the
legislative body approves or rejects audited demands before the payments are issued; and
WHEREAS, Government Code 37208(c) provides an alternative mechanism of
approval where the legislative approval and ratification is in the form of an audited
comprehensive annual financial report; and
WHEREAS, the City Council of the City of Dublin reviewed its practices and desires to
clearly establish a policy to ratify payments with the audit and to also allow for supplemental
reporting and disclosure.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin
does hereby establish the following policy for the approval and ratification of City Payments:
A. The City Manager shall be responsible for the establishment and implementation of
internal controls as deemed necessary to administer payments made with public funds.
B. Payments may be issued for payroll and expenditures incurred by the City provided
that they are budgeted or authorized expenditures.
C. Absent other agreed to terms in writing, the standard City practice shall be to issue
payments due within 30 days of receipt of the invoice and confirmation of the billed amount.
D. A listing of all non-payroll payments issued during a month shall be presented to
the City Council in a public report on a City Council Agenda.
E. The monthly report will occur after the payments are issued and released and will
typically be included as an Agenda Item on the City Council Meeting scheduled for the third
Tuesday of the month.
F. In accordance with California Government Code Section 37208 (c) the statutory
obligation for ratification and approval of payments shall be in the form of an Cludited
comprehensive financial report.
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PASSED, APPROVED AND ADOPTED this 15th day of November, 2011, by the
following vote:
AYES: Councilmembers Biddle, Hart, Hildenbrand, Swalwell, and Mayor Sbranti
NOES: None
ABSENT: None
ABSTAIN: None
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Mayor
ATTEST:
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City Clerk
Reso No. 189-11, Adopted 11-15-11, Item 4.3
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