Consideration and Adoption of Resolution No. 2012-27:  A resolution of the City Council of the City of Flagstaff authorizing signatures for checks and payment vouchers.

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 authorized signatories.   

None.

Effective governance.

Last change to authorized signers was Resolution 2012-03 at the February 9, 2012 meeting.

• Approve Resolution 2012-27 as submitted.
• With consideration of internal controls,
  • Change, expand, or limit the authorized signatories.
  • Raise or lower the dollar threshold for two signatures.

 

Recently we experienced a change to a positions that are authorized to sign checks and payment vouchers on behalf of the City.  This resolution gives appropriate authority for our commercial banks to process revised signatory cards.  The Citizens of the City of Flagstaff elected Jerry Nabours as Mayor and Council has appointed Coral Evans as Vice-Mayor. 
 
The Mayor, Vice-Mayor, City Manager, Deputy City Managers, and the Management Services Director are the 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 two signatures are needed for checks over $10,000.  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 the authorized signatories for the Flagstaff Housing Authority bank accounts.  All checks require two signatures.   

Authority for signing checks must be placed 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.

The community is best served through the application of internal controls that dictate the separation of the duties to minimize the possibility of any fund misappropriation.

There was no community involvement.