2018-12-12 CC Packet - Laserfiche WebLink

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t d x,P vt IRXO N(a nStreet,('e itervifl,,N/N55038 651 429 3232 or TI:�651-429 8629 Date: December 12, 2018 To: Honorable Mayor and City Council Through: Mark R. Statz, City Administrator From: Bruce DeJong, Finance Director Subject: Payment of Claims during December The City Council has the ability under MN Statute Minn. Stat. § 412.271, subd. 8 to delegate its authority to pay certain claims. This authority may be given by the council to a city administrative official. City administrative officials include a city administrator or finance director. In order to delegate this authority, a city must do the following: • Adopt a resolution. Cities delegating authority to pay claims must adopt a resolution specifying the type of claims to be paid and the administrative official to whom this authority is granted. • Establish internal accounting and administrative control procedures. These procedures must ensure the proper disbursement of public funds. They must include frequent periodic council review of the administrative official's actions. When money is disbursed under these procedures, a list of expenditures must be submitted for the council's information at the next meeting. • Prepare annual audited financial statements. Cities delegating authority, as described here,must also prepare annual audited financial statements. Moreover,these statements must be certified by an independent public accountant or the state auditor. Staff is proposing that the City Council delegate the authority to pay regularly recurring claims to the City Administrator when cancellation of a regular meeting causes there to be a gap greater than three weeks between city council meetings. This will allow for claims to be paid in a timely manner at the end of December and any other time a regular meeting may be cancelled due to weather or lack of agenda items. Staff will present a list of claims paid under this authority to the City Council at the next regularly scheduled meeting. Cc: Kris Sweeney —Senior Account Clerk 40