Ord 90-025
0072.03005
JDW/naa
01/12/90
R:01/31/90
ORDINANCE NO.
90-25
AN ORDINANCE OF THE CITY OF FEDERAL WAY,
WASHINGTON, ESTABLISHING CERTAIN FUNDS FOR
INCLUSION WITHIN THE ANNUAL BUDGET OF THE CITY;
ESTABLISHING AN AUDIT AND PAYMENT OF CLAIMS
PROCEDURE; PROVIDING FOR ADVANCE PAYMENT AND
REIMBURSEMENT OF EXPENSES; AND ESTABLISHING AN
EFFECTIVE DATE.
THE CITY COUNCIL OF THE CITY OF FEDERAL WAY, WASHINGTON,
DO ORDAIN AS FOLLOWS:
Section 1.
Claims and Payroll Funds.
There is hereby
established, as authorized by State law, a fund to be known as
the Claims Fund and a fund to be known as the Payroll Fund into
which may be paid monies from time to time from any funds.which
are available, and upon which checks may be issued and paid in
payment of claims against the City and payroll.
Accounts of said
funds
shall
be
kept
so
that
they
show
the
department
or
departments and the respective amounts for which the check is
issued and paid.
Section 2.
Arterial
Street Fund.
There
is hereby
created an Arterial Street Fund into which said monies shall be
deposited as are required in accordance with applicable State law
and such other funds as may be appropriated to said fund from
time to time by the City Council.
Expenditures from said fund
shall be made only in accordance with the requirements of State
law and as shall be budgeted or otherwise authorized from time to
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cøør
time by the City Council.
Section 3.
Continqency Fund.
There is hereby created a
Contingency Fund as authorized by RCW 35A.33.145 as the same now
exists or may hereafter be amended.
There shall be deposited
into said fund such monies as shall be appropriated to said fund
by the City Council from time to time.
The purpose of said fund
is to provide monies to meet municipal expenses and necessity in
extent
of
which
could
not
have
been
foreseen
or
reasonably
evaluated at the time of adoption of the Annual Budget and/or to
provide monies for emergencies as authorized in RCW 35A. 33.080
and .090 as the same now exists or may hereafter be amended.
The
total
amount
accumulated in such fund at any time shall not
exceed the equivalent of 37-l/2C per $1,000 of assessed valuation
of property within the city at such time, or such higher limit as
may be authorized by applicable state law.
Appropriation to such
fund
shall
not
lapse
except
on
reappropriation
by
the
City
Council.
Money may be withdrawn from the contingency Fund by
transferring said monies to the appropriate operating fund when
authorized by resolution of the City Council adopted by a vote of
the
majority
of
the
entire
Council,
stating
the
facts
consti tuting the reason for the withdrawal or the emergency as
the case may be and specifying the fund into which said monies
shall be transferred.
Section 4.
General Fund.
There is hereby created the
General Fund into which fund such monies shall be deposited as
required
by
state
law
and
such
other
funds
as
shall
be
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appropriated from time to time by the City Council.
Expenditures
from said fund shall be by appropriation or as otherwise directed
by the city Council.
Section 5.
street Fund.
There is hereby created the
street Fund into which fund such monies shall be deposited as
required
by
state
law
and
such
other
funds
as
shall
be
appropriated from time to time by the City Council.
Expenditures
from said fund shall be by appropriation or as otherwise directed
by the City Council.
section 6.
Advance Travel Expenses.
Pursuant to RCW
42.24.120 et seq.
as the same now exists or may hereafter be
amended, and in order to provide reasonable allowances in advance
of
expenditure
for
expenses
to
be
incurred
by
elected
or
appointed
officials
and
employees
of
the
City
for
necessary
official travel,
there is established a revolving fund,
to be
known as the Advance Travel Expense Revolving Fund, such fund to
be used solely for the purpose of making advance payments of such
travel
expenses.
Such
advances
shall
be
made
under
the
provisions of RCW 42.24.120 et seq. as the same now exists or may
hereafter be amended,
this ordinance,
and under the rules and
regulations prescribed by the state Auditor.
A.
Custodian--Allocation of monies.
The custodian of
this fund shall be the City Finance Director, and the
fund shall be established by transfer from the general
fund in the sum of five thousand dollars, which shall be
deposited in a special checking account in a local bank
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in the name of the city and entitled "Advance Travel
Expense Account - city Finance Director, (Name of Person
Holding Office) Custodian." Advances for travel
expenses shall be made by the issuance of checks drawn
on
such
account payable to the
applicant.
A check
register will be maintained in which all transactions of
the fund will be recorded.
B.
Requests for advances--Form.
Requests for advances
shall
be
reasonable
estimates
of the
travel
expense
requirements
of
the
applicant
and
shall
incl ude the
following
information:
date
of
request,
name
of
applicant, destination,
purpose of travel,
anticipated
departure and return dates, amount requested, signature
of applicant,
official approval of trip by department
head, check number, amount and date (to be provided by
the custodian when advance is made).
Approved
requests
will
be
retained
in
the
files of the custodian to support such advances until
final settlement is made and claim for reimbursement has
been submitted.
c.
Repayment or itemization of expenses.
On or before
the
tenth day
following the close of the authorized
travel period for which expenses have been advanced to
any officer or employee, such officer or employee shall
submit
to
the
appropriate
official
a
fully
itemized
travel
expense
voucher
for
all
reimbursable
items
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legally expended, accompanied by the unexpended portion
of such advance,
if any.
Any advance made for this
purpose or any portion thereof not repaid or accounted
for in the time and manner specified in this ordinance
shall bear interest at the rate of ten percent per year
from the date of default until paid.
D.
citv riqht to impose lien. withhold payments.
To
protect the City from any losses on account of advances
made as provided in this ordinance, the City shall have
a prior lien against and a right to withhold any and all
funds payable or to become payable by the ci ty to an
officer or employee to whom such an advance has been
given up to the amount of such advance and interest at
the
rate
of
ten
percent
per
year,
or
the
maximum
permitted by law, whichever is the greater, until such
time as repayment or justification has been made.
No
advance of any kind shall be made to any officer or
employee at any time when he is delinquent in accounting
for or repaying a prior advance.
E.
Uses
specified.
Any
advance
made
under
the
authority
of
this
ordinance
shall
be
considered
as
having been made to the
officer or employee,
to be
expended by him as an agent of the City for the City's
purposes
only,
and
specifically
to
defray
necessary
costs while performing his official duties.
No such
advance shall be considered as a personal loan to such
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officer or employee, and any expenditure thereof, other
than for official business purposes, shall be considered
a misappropriation of public funds.
Section 7.
Reimbursement for travel expenses.
A.
No claim for reimbursement of any expenditures by
officers or employees of the City for transportation,
lodging, meals or any other purpose shall be allowed by
the auditing officer unless the same shall be presented
in a detailed account; provided, that this section shall
not preclude reimbursement to officers or employees for
the
use
of
their
personal
automobiles
or
other
transportation equipment in connection with officially
assigned duties and other travel
for approved publ ic
purposes, or as reimbursed to such officers or employees
in lieu of actual expenses incurred for lodging, meals
or other purposes, where the amounts or rates therefor
have been or may hereafter be
fixed by ordinance or
resolution.
The rates for such reimbursement may be
computed on a mileage, hourly, per day or other basis as
the City Council may determine to be proper in each
instance.
B.
All claims for reimbursement authorized under this
section
shall
be
duly
certified
by
the
officer
or
employee
submitting
such claims
on forms and
in the
manner
prescribed
by
the
Division
of
Municipal
Corporations in the office of the State Auditor.
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c.
False
certificates--Periury.
The
certificates
required by this act need not be sworn, but any person
certifying a claim or making a claim knowing the same to
be false or untrue is guilty of perjury in the second
degree.
D.
False certificates--Approval. payment--Misdemeanor.
Any person who knowingly approves or pays or causes to
be approved or paid a false or untrue claim is guilty of
a gross misdemeanor and, in addition, shall be civilly
liable on any bond to the City for the amount so paid or
one thousand dollars, whichever is the greater.
Section 8.
Special Deposit Fund.
There is hereby
established a Special Deposit Fund into which fund monies shall
be deposited which are received by the City in the nature of cash
deposits to assure performance and such other funds as are to be
held by the City for said purposes.
Interest earned on said
funds while in the custody of the City shall be deposited into
the General Fund of the city.
Section
9.
This
ordinance
shall
be
effective
February
28,
1990,
which
is
more
than
five
(5)
days
after
publication of an approved summary consisting of the title to
this ordinance.
PASSED by the City Council of the City of Federal Way
this
13th day of
February, 1990.
CITY OF FEDERAL WAY
~~~
MAYOR, DEBRA ERTEL
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ATTEST/AUTHENTICATED:
/ldu ~ iJ ' ~i~d
éITY CLERK, DELORES. MEAD
APPROVED AS TO FORM:
OFFICE OF THE CITY ATTORNEY:
BY ~ )). ciJ!JÅL-
FILED WITH THE CITY CLERK: January 31, 1990
PASSED BY THE CITY COUNCIL: February 13, 1990
PUBLISHED: February 16, 1990
EFFECTIVE DATE: February 28, 1990
ORDINANCE NO. 90-25
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