10.D.
City Council Meeting - FINAL
- Meeting Date:
- 03/22/2016
- From:
- Brandi Suda, Finance Director
Information
TITLE:
Consideration and Possible Adoption of Resolution No. 2016-14: A resolution of the City Council of the City of Flagstaff authorizing signatures for checks and payment vouchers (Authority to Sign Checks)
RECOMMENDED ACTION:
1) Read Resolution No. 2016-14 by title only
2) City Clerk reads Resolution No. 2016-14 by title only (if approved above)
3) Adopt Resolution No. 2016-14
2) City Clerk reads Resolution No. 2016-14 by title only (if approved above)
3) Adopt Resolution No. 2016-14
Executive Summary:
When the City experiences a change in staff related to current authorized signers for checks and payment vouchers, the City's bank requires a resolution to update the authorized signers.
The changes include deleting Jerene Watson and adding Shane Dille as an authorized signer as a Deputy City Manager for the City general and payroll accounts. The second change is deleting Michael Gouhin and adding Sarah Darr as a signer for the Flagstaff Housing Authority.
The changes include deleting Jerene Watson and adding Shane Dille as an authorized signer as a Deputy City Manager for the City general and payroll accounts. The second change is deleting Michael Gouhin and adding Sarah Darr as a signer for the Flagstaff Housing Authority.
Financial Impact:
None
Connection to Council Goal and/or Regional Plan:
None
Has There Been Previous Council Decision on This:
The last change to the authorize signers was Resolution 2015-33 at the September 15, 2015 meeting.
Options and Alternatives:
• Adopt Resolution 2016-14 as submitted.
• Amend the Resolution with consideration of internal controls,
• Amend the Resolution with consideration of internal controls,
o Change, expand or limit the authorized signatories.
o Raise or lower the dollar threshold for two signatures.
Background/History:
Recently we experienced a change to two positions that are authorized to sign checks and payment vouchers on behalf of the City. This resolution give appropriate authority for our commercial banks to process revised signatory cards. The first change is for hiring Shane Dille as Deputy City Manager due to the retirement of Jerene Watson. The second change is the retirement of Michael Gouhin from the Housing Authority.
The Mayor, Vice-Mayor, City Manager, Deputy City Managers, and the Management Services Director are authorized signatories for the City of Flagstaff. Any one member of these designated positions is authorized to sign checks up to $100,000 and any check over $100,000 requires two signatures.
For the Court, the Presiding Magistrate has the authority to sign and appoint additional signers. Historically this has included the Magistrates, the Court Administrator, and the Deputy Court Administrators. Any one member of these designated positions is authorized to sign checks up to $10,000 and any check over $10,000 requires two signatures. The Court's authority is to issue bond refund checks.
For the Flagstaff Housing Authority, the Executive Director, Maintenance Director, Director of Section 8, and Finance Director are authorized signatories for the Flagstaff Housing Authority bank accounts. All checks require two signatures.
The Mayor, Vice-Mayor, City Manager, Deputy City Managers, and the Management Services Director are authorized signatories for the City of Flagstaff. Any one member of these designated positions is authorized to sign checks up to $100,000 and any check over $100,000 requires two signatures.
For the Court, the Presiding Magistrate has the authority to sign and appoint additional signers. Historically this has included the Magistrates, the Court Administrator, and the Deputy Court Administrators. Any one member of these designated positions is authorized to sign checks up to $10,000 and any check over $10,000 requires two signatures. The Court's authority is to issue bond refund checks.
For the Flagstaff Housing Authority, the Executive Director, Maintenance Director, Director of Section 8, and Finance Director are authorized signatories for the Flagstaff Housing Authority bank accounts. All checks require two signatures.
Key Considerations:
Authority for signing checks must be in place with those in the organization that have the depth of understanding needed to understand the payment being processed, however they are far enough removed from the accounts payable/purchasing process to maintain adequate internal control.
Community Benefits and Considerations:
The community is best served through the application of internal controls that dictate the separation of duties to minimize the possibility of any fund misappropriation.
Community Involvement:
Inform