HomeMy WebLinkAbout4.8 Use of Facsimile Signatures 300 °
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CITY OF DUBLIN
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: January 11, 1988
SUBJECT Resolution Authorizing the Use of a Facsimile
Signature for the Mayor' s Signature
EXHIBITS ATTACHED Resolution; Resolution No. 136-86
RECOMMENDATION • Adopt Resolution
FINANCIAL STATEMENT: Sufficient funds are budgeted.
DESCRIPTION As the City has grown, the City has experienced an
increased number of financial transactions and the need to have warrants
signed when an elected official may not be available.
The City' s current policy for authorization signatures on warrants and
checks provides that two manual signatures appear on all demand checks and
one manual signature appear on payroll checks . On demand checks, one of the
manual signatures must be either the Mayor or Vice Mayor, while the other
manual signature must be either the Treasurer or Deputy Treasurer.
In order to make certain that the City' s financial administration is
operated efficiently, as well as with proper internal controls, it is
proposed that the City Council consider authorizing the use of a facsimile
signature for the Mayor ' s signature, which would be used only on demand
checks in conjunction with the manual signature of either the Vice Mayor,
City Treasurer, or Deputy City Treasurer. To accomplish this, the Mayor
must sign a facsimile form and take an oath which is filed with the
Secretary of State ' s Office. The facsimile signature, when used, will have
the full legal effect as if the Mayor manually signed the documents. This
procedure is set forth in the Government Code and has been reviewed by the
City Attorney' s Office.
For those checks issued subsequent to the approval of the Warrant Register
by the City Council, the facsimile signature stamp would be used along with
any one of the three signatures identified above. Preaudited checks (those
checks issued prior to approval of the Warrant Register by the City Council)
would be issued when a payment must be paid in order to avoid delinquency,
when the item is paid in conformance with the current years formally adopted
budget, or the payment is made pursuant to the terms of a contract
previously approved by the City Council . On the Warrant Register, a check
that is so issued shall be denoted as a preaudited check. Approval of a
preaudited request would be at the discretion of the City Manager or City
Treasurer. In the event where neither the City Manager or the City
Treasurer are available, the claim form authorizing a preaudited check would
require the approving signature of the Assistant to the City Manager. In
such a case, the Mayor ' s facsimile signature may be used to endorse the
preaudited check. Should the Assistant to the City Manager and either the
City Manager or City Treasurer not be available, then both signatures on the
preaudited check must be manual signatures .
To _ass.ure_ that there is proper internal control in exercising the use of the _ _
facsimile signature stamp, the stamp would be held in the vault of the City
Clerk, and a log for the use of the stamp would be maintained separately by
the Finance Department. The City' s Auditor has reviewed this proposal and
concurs that adequate internal controls are present.
No change is proposed in the method of signing payroll checks.
If the City Council adopts the Resolution authorizing the facsimile
signature for the Mayor, the above requirements would be incorporated into
the City' s standard accounting procedures .
It is Staff' s recommendation that the City Council authorize the use of a
facsimile signature for the Mayor and adopt the attached resolution.
COPIES TO:
ITEM NO. 4 if 46.
Item 4.8 Exhibit Missing
Draft Resolution
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RESOLUTION ' N0. 136 - 86
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
RESOLUTION PROVIDING FOR AUTHORIZATION SIGNATURES
ON WARRANTS AND CHECKS
WHEREAS, on March 15 , 1982, the City Council adopted
Resolution 14-82 which designated the Mayor and the City Clerk as
the signatories on all checks drawn upon the City ' s bank; except
payroll checks which the City Clerk was authorized to sign; and
WHEREAS, on April 28, 1986, the City Council added the
Vice Mayor as a signator to sign checks in the absence of the
Mayor or the City Clerk; and
WHEREAS, on November 10, 1986, the City Council
designated the Finance Director as the City Treasurer and the City
Manager as the Deputy City Treasurer; and
WHEREAS, the City Council is desirous of establishing
greater internal control with respect to signatures on warrants
and checks ;
NOW, THEREFORE, BE IT RESOLVED that the City Council of
the City of Dublin determines that two signatures shall be
required on checks drawn upon the City ' s bank account. At least
one of the signatures shall be by the Mayor or Vice Mayor and the
other signature shall be by the City Treasurer or Deputy City
Treasurer .
BE IT FURTHER RESOLVED that the City Council hereby
designates the Deputy City Treasurer as the signator on payroll
checks and the City Treasurer as a signator in the absence of the
Deputy City Treasurer .
PASSED, APPROVED AND ADOPTED this 24th day of November,
1986.
AYES : Councilmembers Hegarty, Moffatt, Snyder, Vonheeder
and Mayor Snyder
NOES : None
ABSENT: None
AT • Mayor/
City Clerk
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CITY OF DUBLIN
6500 DUBLIN BLVD. , Suite #205
DUBLIN, CALIFORNIA 94568
STATE OF CALIFORNIA)
COUNTY OF ALAMEDA ) ss.
In accordance with the Uniform Facsimile Signatures
of Public Officials Act (govt. Code 5500 et seq.) I hereby certify
under oath my manual signature.
Linda J. Jeffer/ /
Mayor, City of Dublin
Subscribed and sworn to before
me this 43.4 day of
1988. alilllllilll111111111111111111111illlllll11111111111111111NIIlll1111111111R
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OFFICIAL SEAL =_
ROBERTA JESSING
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