Resolution - 2014 - 14-03 - Authorizing The City Clerk/Treasurer To Pay Certain Vendors Prior To Submitting The Bills To The City Council - 02/11/2014 RESOLUTION NO. 14-03
A RESOLUTION AUTHORIZING THE CITY CLERK/TREASURER TO PAY CERTAIN
VENDORS PRIOR TO SUBMITTING THE BILLS TO THE CITY COUNCIL
Whereas, Certain vendors that provide services or goods to the City on a regular basis have a billing cycle
that requires the bill to be paid prior to a bi-monthly City Council meeting and a late fee is charged to the
City for a late payment; and
WHEREAS, Certain contracts requiring payment prior to the bi-monthly City Council meeting; and
WHEREAS, Certain agencies require the City to maintain specific licenses, and/or permits to operate
and/or provide services to its customers and have a renewal date that requires payment prior to the
bi-monthly City Council meeting to continue providing service; and
WHEREAS, Certain reimbursements or refunds due to customers or vendors that are a result of
overpayment to the City and circumstances warrant payment prior to a bi-monthly City Council meeting;
and
WHEREAS, Payroll,payroll vendors are paid prior to a bi-monthly City Council meeting; and
WHEREAS, City employees may be required by their Department heads to attend training or meetings
where circumstances warrant per diem and travel expenses to be paid prior to a bi-monthly City Council
meeting; and
WHEREAS, It is the desire of the City to avoid late fees, fines, suspension of service, pay contracts as
agreed, make reimbursement in a timely manner, and to provide wages and training for employees.
NOW, THEREFORE,BE IT RESOLVED By the Mayor and City Council of the City of Eagle that the
following pre-authorization for payment of certain bills be adopted:
The City Clerk/Treasurer is authorized to pay bills that meet the criteria for summarized categories by the
due date listed on the bill prior to submitting the bill to the City Council for approval:
CATEGORY PURPOSE
Certain Vendors To avoid late fees where due date is prior to the
bi-monthly City Council Meeting(Example: Chevron, Home
Depot)
Certain Contracts Contracts where signed agreements or actions requires
payment prior to a bi-monthly City Council Meeting (Example:
shop lease)
Certain Agencies To maintain licenses or permits when required to operate
and/or provide service to our customers and have a renewal
date prior to a bi-monthly City Council meeting(Ada County
Highway District,DEQ, employee certifications)
Refunds/Reimbursements Refunds and reimbursements that are a result of overpayment
for services that should be repaid in a timely manner and receipt
of payment was made at least 21 days prior. (Example:
overpayment on water bills, refund of water deposits)
Payroll Payroll,payroll vendors. (Example: PERSI, Federal/State
Withholding, garnishments)
Training/Meetings Per diem/reimbursement of expenses related to training when
required by a Department Head prior to a bi-monthly City
Council meeting. (Example: meals, hotel,mileage, registration)
Dated this //fik day of February, 2014. •,,,, . CC
CITY OF EAGLy •' •''`�,,'••
0
1JAMESD. RE •� DS v s P►1'�j O
MAYOR •%•�* •�."�: .%' ���:`.
.
• SPATE" •O ,��e
A°
SHARON K. BERGMANN
CITY CLERK/TREASURER