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HomeMy WebLinkAboutStaff Report 3.A 06/20/2005CITY OF PETALUMA, CALIFORNIA AGENDA BILL June 20, 2005 Agenda Title: Meeting Date: Resolution accepting the Claims and Bills from May, 2005 June 20, 2005 Meeting Time: ® 3:00 PM ❑ 7:00 PM Cateeory (check one): © Consent Calendar ❑ Public Hearing ❑ New Business ❑ Unfinished Business ❑ Presentation Department: I Director: I Contact Person: Phone Number: Administrative Services I Steven Carmichael I Cinde Rubaloff 707-778-4357 Cost of Proposal: Account Number: None Amount Budgeted: Name of Fund: None Various Attachments to Agenda Packet Item: Resolution to Accept the Claims and Bills City of Petaluma Check Register from May, 2005 Summary Statement: The City of Petaluma pays claims and bills on a biweekly (or more frequent) basis, by means of checks or electronic find transfers. The City `s monthly check register lists disbursements in date order, then by check number (5 digit number), followed by electronic transfer number ("E" plus 4 digits). Each payment shows a vendor name, the City's vendor number, the City's cost center name, the cost center number, an expenditure account number, plus a project number, if applicable, the disbursement amount and a brief description of the expenditure. Information on the expenditure account numbers is included in the City's chart of accounts, which is available in the Finance department. Recommended Citv Council Action/Suggested Motion: Review and accept the City of Petaluma Check Register for May, 2005 Reviewed by Admin Svc Din: Date: � 11IOf 'Todav's Date: Reviewed by City Attornev: Date: Revision # and Date Revised: by City Manager: Date: CITY OF PETALUMA, CALIFORNIA June 20, 2005 AGENDA REPORT FOR RESOLUTION ACCEPTING CLAIMS AND BILLS 1. EXECUTIVE SUMMARY: The City presents all paid Claims and Bills to the City Council for review and acceptance. The City's check register lists checks first, and a five -digit number identifies them. The payments made by electronic fund transfers are listed next, and an "E" followed by a four -digit number identifies them. 2. BACKGROUND: The City Charter requires that all Claims and Bills are examined by the City Auditor and approved by the City Manager. Section 64 (Office and Duties of the City Clerk and Auditor) of the Petaluma Charter states: The Auditor (Finance Director) is appointed by the City Manager and approved by the City Council. Payments by the City shall be made only upon approval by the City Auditor, by means of warrants on the City Treasury issued by the Auditor and countersigned by the City Manager, or by persons designated by the City Manager. The auditor shall examine all payrolls, bills and other claims and demands against the City, and shall issue no warrant or check for payment unless he finds the claim is in proper form, correctly computed and duly certified; that it is justly and legally due and payable; that a budget appropriation has been made therefore which has not been exhausted, or that the payment has been otherwise legally authorized; and that there is money in the City Treasury to make payment. (Reso. No. 101, ch. 204,6-23-51; Reso. No. 1, 6-13-61). 3. ALTERNATIVES: A. Adopt the resolution accepting the Claims and Bills. B. Do not adopt the resolution, however all checks have been issued. 4. FINANCIAL IMPACTS: None 5. CONCLUSION: The City Council is required to approve all Claims and Bills. 6. OUTCOMES OR PERFORMANCE MEASUREMENTS THAT WILL 1NDENTIFY SUCCESS OR COMPLETION: RECOMMENDATION: Adopt the Resolution accepting the Claims and Bills RESOLUTION TO REVIEW AND APPROVE CLAIMS AND BILLS WHEREAS, the City Charter requires that the City Auditor shall examine all Claims and Bills and the City Manager shall approve them for payment, the following Claims and Bills are hereby approved: Check Numbers: 54951-55722 Electronic Fund Transfer Numbers: E3463 -E3464, E3470 -E3477, 3478-3487, E3488 -E3494, E3496 -E3503 NOW, THEREFORE BE IT RESOLVED that the City Council has reviewed said Claims and Bills and hereby accepts them as paid. ral