Amendment to Resolution Approving Prepayment of Claims Copyrighted
September 16, 2019
City of Dubuque Consent Items # 17.
ITEM TITLE: Amendmentto ResolutionApproving Prepaymentof
Claims
SUMMARY: City Manager recommending approval of an amendmentto
the resolution approving prepayment of claims.
RESOLUTION Approving prepayment of claims as
amended
SUGGESTED DISPOSITION: Suggested Disposition: Receiveand File;Adopt
Resolution(s)
ATTACHMENTS:
Description Type
MVM Memo City Manager Memo
Staff Memo Staff Memo
Prepayment of Claims Resolution Resolutions
Dubuque
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All-America City
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Amendment to Resolution Approving Prepayment of Claims
DATE: September 6, 2019
Director of Finance and Budget Jennifer Larson is recommending approval of an
amendment to the resolution approving prepayment of claims.
In April 2018, the City established a new accounts payable process to include a primary
check run with items that require City Council approval prior to payment. A resolution
was also approved which allows staff to issue checks in payment for certain
expenditures prior to City Council approval. After using the City Council expenditure
approval process for over twelve months, it has been determined that additional
expenditure types should be added to the resolution to allow checks to be issued for
items already approved by City Council.
The additional expenditure types recommended to be added to the resolution include:
1. All annual software maintenance payments for existing software.
2. All legal bills.
3. All legal filings.
4. All property purchases approved by previous City Council actions.
I concur with the recommendation and respectFully request Mayor and City Council
approval.
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Michael C. Van Milligen
MCVM/jml
Attachment
cc: Crenna Brumwell, City Attorney
Teri Goodmann, Assistant City Manager
Cori Burbach, Assistant City Manager
Jennifer Larson, Director of Finance and Budget
Dubuque
THE CITY OF �
All-America City
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TO: Michael C. Van Milligen, City Manager
FROM: Jennifer Larson, Director of Finance and Budget
SUBJECT: Amendment to Resolution Approving Prepayment of Claims
DATE: September 6, 2019
INTRODUCTION
The purpose of this memorandum is to recommend an amendment to the Resolution
Approving Prepayment of Claims.
DISCUSSION
In April 2018, the City established a new accounts payable process to include a primary
check run with items that require City Council approval. The approval list is generated
on the Thursday prior to the scheduled City Council meeting. The checks are released
for mailing after City Council approval. On alternate weeks, a secondary check run that
consists of only of those items that are already authorized by council are generated
(e.g. construction contracts, equipment purchases, debt service payments, etc.). There
are a few categories of checks that have historically been mailed as issued as well due
to timing issues, such as monthly routine utility bills, reimbursements to employees for
budgeted purchases, and deposit refunds. The normal practice is to mail the secondary
list check immediately, as these expenditures already have City Council approval. It is
possible that some of the pre-authorized expenses will be processed as part of the
primary check run, simply because of the due date of the invoice. Regardless of which
check run an item is processed, a complete report/register of all checks issued is sent to
each City Council meeting for review and approval.
A resolution was approved which allows staff to issue checks in payment for certain
expenditures prior to City Council approval. After using the City Council expenditure
approval process for over twelve months, it has been determined that additional
expenditure types should be added to the resolution to allow checks to be issued for
items already approved by City Council.
The additional expenditure types recommended to be added to the resolution include:
1. All annual software maintenance payments for existing software.
2. All legal bills.
3. All legal filings.
4. All property purchases approved by previous City Council actions.
RECOMMENDATION
I respectfully recommend the adoption of the enclosed amended resolution to add
additional expenditure types to be paid prior to City Council approval.
JML
Attachment
cc: Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Teri Goodmann, Assistant City Manager
Jennifer Raber, Finance Manager
2
Prepared by Jenny Larson, City Hall, 50 W. 13th St., Dubuque, IA 52001, 563-589-4322
Return to Kevin Firnstahl, City Clerk, 50 W. 13th St., Dubuque, IA 52001, 563-589-4100
RESOLUTION NO. 334-19
APPROVING PREPAYMENT OF CLAIMS AS AMENDED
Whereas, the City of Dubuque is committed to making timely payment of amounts due
to avoid service interruptions and penalties or late fees which would become due if
payments are not timely made.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
DUBUQUE, IOWA THAT:
The Director of Finance is hereby authorized to issue checks in payment of the
following expenditures prior to City Council approval:
1. Bonds and principal representing bonded indebtedness of the City, when said
bonds and principal are due and presented for payment.
2. All interest on bonded indebtedness of the City when the same is due and
coupons are presented for payment, or when the contracted bond Registrar
requests payment.
3. All sales tax due to the State of Iowa.
4. All utility bills for water, electricity, gas, telecommunications, etc.
5. All medical, dental, disability and life insurance premiums and medical claims
from insurance provider.
6. All annual premiums of the City's property, liability, and pollution policies.
7. Salaries and wages of officers and employees at the rates authorized by City
Council.
8. Payment of federal and state withholding taxes, social security, Medicare,
retirement fund and IPERS contributions, and unemployment taxes as required.
9. Contractual payment for items approved by previous City Council actions.
10. Reimbursements for employees for budgeted purchases (i.e. travel costs).
11. Utility overpayment refunds.
12. To take advantage of early payment discounts.
13. All annual software maintenance payments for existing software.
14. AII legal bills.
15. All legal filings.
16. All property purchases approved by previous City Council actions.
Passed, approved and adopted this 16th day of September 2019.
Attest:
Kevin Firnstahl, c fy Clerk
Roy D. Buol, Mayor