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HomeMy WebLinkAbout2023-10 Administrative/Ministerial ClaimsCITY OF CHUBBUCK RESOLUTION 2023-10 A RESOLUTION OF THE CITY OF CHUBBUCK AUTHORIZING THE MAYOR AND THE COUNCIL PRESIDENT TO PAY ADMINISTRATIVE OR MINISTERIAL CLAIMS AS WELL AS EXPENSES INCURRED IN THE REGULAR COURSE OF BUSINESS, OF THE CITY'S DEPARTMENTS, AS SET OUT IN THE CLAIMS REPORT AS HEREIN DEFINED WHEREAS, the City of Chubbuck is a local government with in the State of Idaho; and WHEREAS, Idaho Code section 50-1017 provides that "all claims against the city shall be approved by the city council prior to the payment of such claims;" and WHEREAS, the City of Chubbuck adheres to the claims payment process set forth in sec- tion 50-1017 by presenting all claims to the City Council for approval prior to the payment thereof, and WHEREAS, the City of Chubbuck is subject to the Open Meeting Law, Chapter 2, Title 74, Idaho Code, which requires, pursuant to Idaho Code section 74-203, that all decisions of the City of Chubbuck be made in a meeting that is open to the public; and WHEREAS, the Open Meeting Law further provides, pursuant to Idaho Code section 74- 202, that "ministerial or administrative actions necessary to carry out a decision previously adopted in a meeting held in compliance with this chapter" are not considered a "decision" and, therefore, do not require a public meeting; and WHEREAS, the City of Chubbuck may from time -to -time approve the payment of claims that are administrative and ministerial in nature as well as expenses incurred in the regular course of business of the City's departments as set out in the claims report; However, if there is any objection to a claim any councilmember may request the claim be held to the next meeting; WHEREAS, the City of Chubbuck desires to formalize a process that allows for the pay- ment of administrative and ministerial claims without the City Council having to hold a public meeting each time such claims are presented to the City of Chubbuck for payment; THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF CHUBUCK AS FOLLOWS: Section 1. The mayor and the council president of the City of Chubbuck are hereby authorized to pay administrative and ministerial claims presented to the City of Chubbuck for ap- proval if (a) the claim qualifies as an administrative or ministerial claim under section 2 of this resolution, (b) the amount of the claim is consistent with the prior approval given by the city coun- cil, (c) the city has budgeted funds, and has funds available, for the payment of such claim, and (d) the payment of such claim is consistent with any agreements entered into by the city related to such claim. RESOLUTION 2022-1 Page 1 of 2 Section 2. A claim qualifies as administrative or ministerial if (a) the payment of such claim is necessary to carry out a decision previously adopted by the city council of the City of Chubbuck in a meeting held in compliance with the Open Meeting Law, or (b) the city council affirmatively designates such claim as an administrative or ministerial claim. Section 3. The payment of qualifying administrative and ministerial claims shall be approved in writing by both the mayor and the council president of the city. Section 4. At regular meetings of the city council of the City of Chubbuck, the mayor and the council president shall provide to the board an itemized list of all administrative and min- isterial claims paid since the prior board meeting. Section 5. The following claims are hereby designated as administrative and ministe- rial claims: A. Invoices for legal services, auditors, and other hired professionals. B. Invoices for insurance coverage. C. Requests for reimbursement or payment for contractual obligations. D. Invoices for work performed for City of Chubbuck projects. E. Payroll and related claims. F. Other claims incurred by departments in the ordinary course of business. As set forth in the payment approval report. Section 6. If a Council Meeting is cancelled, a council member may object to the pay- ment of any administrative or ministerial claim, by a writing sent to the Clerk, which objection shall be sent prior to the date and time that the cancelled meeting was scheduled to be held. Any such objected to claims shall be held for approval at the next Council meeting. Otherwise the claims in the payment approval report shall be paid after the passage of the date and time that the cancelled meeting was to be held. PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF CHUBBUCK ON DECEMBER 6, 2023. Kevin Engl d-, Ma r ATTEST: Joe o rs, lerk RESOLUTION 2022-1 Page 2 of 2