HomeMy WebLinkAboutAgenda Bill 3.A 04/07/20034
CITY OF PETALUMA,
"AGENDA APR - 7 2003 &A
BILL
Agenda Title:
MeetinzDate:
Resolution accepting the Claims and Bills from Demand Dates
April' 7, 2003
11/ 02/14 and 02/28/2003.
Meeting Time: N 3:00 PM
❑ 7:00 PM
Category (check one): N Consent Calendar ❑ blicHearing Lj New Business
❑ Unfinished Business ❑ Presentation
Departmen
TDirector:
Contact Person
Phone Number:
Finance
William Thomas
Cinde Ru-baloff
707-778-4357
Cost of Proposal:
Account Number
None
Amount Budgeted:
Name of Fund:
None
Various
Attachments to Agenda Packet.1tern:
Resolution to Accept Claims and"Bills
City of Petaluma Check Register, Demand Dates 1/31, 2/14 and,2/28/03.
Summary Statement:
The City. of Petaluma pays claims and, bills on a biweekly basis by means of checks and/or electronic fund
transfers. 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.
Each payment shows a vendor number vendor name, a City.fourteen digit account number, the City
department, a brief description of the type. of payment, a brief description related to the payment and the
amount paid. The City 's fourt,eenrdigit. account number shows the fund first, the general ledger type next,
the department next and the payment type last. For example the account number listed for check 27936 is
708-400-8280-7201.
708 indicates that this is from Vehide/Equipment Replacement Fund
400 indicates that this is an expenditure
8280 indicates that this is for Vehicle/Equipment Replacement
7201 indicates that this is for Vehicles
A complete, chart of accounts is available in the Finance department.
Recommended City Counci[Action/Swnested Motion:
Review and accept the City of Petaluma Check Register for the Demand Dates of 1/31, 2/14 and 2/29/03.
Reviewed by Finance Director:
Reviewed by City Attorney:
Date:
Avprove & Manager:
Date:
D e .;
D a e,
to / day's Date:
]Revision* and Date Revised:
File Coda
S:/agenda/- 'endaap
0`
CITE' OF PETALUMA, CALIFORNIA
APRIL 7, 2003
AGENDA REPORT
• FOR
RESOLUTION ACCEPTING CLAIMS AND BILLS
1. EXECUTIVE SUMMARY.
The City presents all paid Claims and Bills ta'the City Council forxeview,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 bythe 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 City Clerk and auditor shall be- appointed by the City "Council and shall serve at its pleasure. Payments by
the City shall be made only upon vouchers certified by the,head of the appropriate department and approved by
the City Manager, by means of warrants on the City Treasury issued by the Auditor and countersigned by the
City Manager or by means of checks signed by the Auditor and countersigned by the City Treasurer. 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 f nds 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
�r ben exhausted, ort that the payment' has been otherwise legally, authorized; and that there `'is money in the City
easu p
to make payment. Reso. No. 101 ch. 204 6- 23 -51; Reso. No. 1, 6- 13 -61.
The check registers for these three payable runs contain some, handwritten corrections to either the account
number and /or description. This is due to a learning curve that the department experienced on the part of the
temporary employee who took over -the duties of Leslie Manning who is on maternity leave. The department
has corrected the problem.
3. ALTERNATIVES:
A. Adopt the resolution accepting the Claims and Bills.
B. Do not adopt the resolution.
4. FINANCIAL IMPACTS:
None
5. CONCLUSION:
N/A
6. OUTCOMES OR
7. RECOMMENDATION Adopt the Resolution accepting the'Claims and Bills
f genda/agendaap
RESOLIJTION �TO REVIEW AND APPROVE
CLAIMS AND BILLS
WHEREAS, thei City Charter requires that the City Auditor shall examine-alf Claims and Bill s.andthe
City Manager shall approve them for payment, the following Claims and Bills; are hereby approved:
Check Numbers: 279361hrough 29095
Electronic Fund Transfer Numbers: 2533 through 2571
NOW THEREI'ORE;BE IT RESOLVED that the Cit y Council has reviewed said Claim Bills
and hereby accepts them as paid.
•
G