(a) Legal Claims Against the Village.
(1) The Village Board shall develop and maintain procedures, pursuant to Sec. 893.80, Wis. Stats., to manage and control any legal claims against the Village of Edgar and/or its officers, officials, agents or employees. Claims for money against the Village of Edgar and/or its officers, officials, agents or employees arising out of acts done in their official capacity shall be filed with the Village Administrator-Clerk- Treasurer as provided under Sec. 893.80(l)(b), Wis. Stats. The Village Administrator- Clerk-Treasurer shall immediately contact the Village President regarding such claims. The Village President shall arrange any appropriate meeting of the Village Board for actions pursuant to Sec. 893.80, Wis. Stats., to allow or disallow any claim. The Village Administrator-Clerk-Treasurer, in consultation with the Village President, shall contact the Village Attorney regarding the claim prior to the meeting of the Village Board.
(2) The Village Board shall allow or disallow the claim. Notice of disallowance shall be made as provided under Sec. 893.80(1)(b), Wis. Stats.
(b) Regular Accounts Payable Payment Procedures.
(1) The Village Board authorizes the utilization of an alternative system of approving certain financial claims, invoices or vouchers against the Village of Edgar by virtue of the provisions of Sec. 66.0609, Wis. Stats. Accounts payable claims, invoices and vouchers will be processed in a timely manner utilizing the procedures of this Subsection.
(2) Upon receipt for the purchase or acquisition of material, goods or completion of a contract for services or construction, the Village Administrator-Clerk-Treasurer or department supervisor shall:
a. Verify the quantity, quality or scope of services is as specified.
b. Attach to the claim, invoice or voucher the packing slip and any other documentation.
c. Any missing items or services shall be documented on the claim, invoice or voucher with information on when the order will be complete.
d. All claims, invoices or vouchers shall be examined, validated, initialed, and, when appropriate, coded by account before being submitted to the Village Administra- tor-Clerk-Treasurer for processing.
e. Obtaining missing documentation for claims, invoices or vouchers is the responsibility of department supervisors.
f. If a claim, invoice or voucher regarding a specific project requires a special budgetary or project account or tracking designation, the department supervisor shall provide this information to the Village Administrator-Clerk-Treasurer.
(3) Payments may be made from the Village treasury after the Village Administrator- Clerk-Treasurer audits and approves in writing each claim, invoice or voucher as a proper charge and endorses his/her approval on the claim, invoice or voucher as a proper charge after having determined that the following conditions have been met:
a. That the funds are available therefor under the budget approved by the Village Board.
b. That the service covered by such claim, invoice or voucher has been authorized by the Village Board or other proper Village official, department head, commission or committee.
c. That the service has been properly rendered or supplied in conformity with such authorization.
d. That the claim, invoice or voucher against the Village appears to be valid according to law. The Village Administrator-Clerk-Treasurer may require submission of such proof and evidence to support the above as the Administrator- Clerk-Treasurer may deem necessary. If there is uncertainty regarding a claim, invoice or voucher, the Administrator-Clerk-Treasurer shall consult with the Village President regarding payment of the claim, invoice or voucher.
(4) After determining that the payment requirements under Subsection (b)(2) above have been met, the Village Administrator-Clerk-Treasurer shall indicate approval of the claim, invoice or voucher by placing his/her signature on the statement, invoice or voucher, or upon a list of claims, invoices or vouchers prepared by the Administrator- Clerk-Treasurer. Upon approval of a claim, invoice or voucher under this procedure, the Village Administrator-Clerk-Treasurer shall authorize payment pursuant to Sec. 66.0607, Wis. Stats. All payment checks shall be signed and counter-signed by the proper designated Village officials.
(5) The Village Administrator-Clerk-Treasurer shall immediately process the following claims, invoices or vouchers if proper by issuing payment checks or hold payment checks pending the approval of the Village Board:
a. Payroll and related payroll/compensation payments.
b. Fuel and utilities payments.
c. Tax settlements and overpayments.
d. Payments to county, state or federal agencies.
e. Health, workers compensation and liability insurance payments.
f. Debt service payments as scheduled.
g. Fixed purchase/service contracts as scheduled.
h. Credit card and revolving accounts per specific agreements and the procedures of Section 3-1-24.
(6) The Village Administrator-Clerk-Treasurershall process the following claims, invoices or vouchers after first securing approval from the proper designated official by issuing payment checks or hold payment checks pending the approval of the Village Board:
a. Employee expenses: Village Board review and approval.
b. Professional services (engineering, legal, auditing/accounting, planning, consulting, etc.): Village Board review and approval.
c. Construction projects payments: Village Board and Village Engineer review and approval.
d. Conferences, travel, training/meeting fees and tuitions: Village Board review and approval.
e. All other payments not specifically addressed in this Section: Village Board review and approval.
(7) Any claims, invoices or vouchers filed with the Village Administrator-Clerk-Treasurer after noon on the Friday preceding a regular Village Board meeting will be processed in the next approval cycle.
(8) The Village Administrator-Clerk-Treasurer shall file with the Village Board, not less than monthly, a written disbursement summary of the claims, invoices and vouchers approved and paid pursuant to this Section indicating the date paid, name of the claimant, purpose and amount.
(9) The Village Board shall authorize an annual detailed audit of its financial transactions and accounts by a public accountant licensed under Ch. 442, Wis. Stats., as designated by the Village Board.
(c) Outstanding Checks Procedures. The following procedures shall be followed for outstanding checks:
(1) The Village, after carrying a vendor or other party's check for ninety (90) days, will:
a. Notify the payee.
b. If the check has been lost, a stop payment will be placed at the bank and a new check will be issued.
c. A stop payment will be issued on all vendor or other party's check dated over twelve (12) months.
(2) All payroll checks are automatically void if not cashed within ninety (90) days of issue.
(d) Withdraw or Transfer of Funds From Depositories.
(1) Withdrawls of Village funds from designated public depositories shall be made by draft or check signed by the Village Administrator-Clerk-Treasurer and other designated Village officials.
(2) Transfers from accounts shall be made by written transfer order. Written transfer orders may be executed only for the purpose of transferring deposits to an authorized account with the designated public depository in the same or another designated public depository. The transfer order shall be made directly by the public depository from which the withdraw! is made. No transfer order is valid unless signed by the Administrator-Clerk-Treasurer and other designated Village officials. Each transfer shall include the following information:
a. Date transfer order is made.
b. Effective date of transfer.
c. Name, address and account number of the public depository where funds are being transferred from.
d. Name, address and account number of the public depository where funds are being transferred to.
e. Purpose of the transfer.
f. Signatures of the Administrator-Clerk-Treasurer and other designated Village officials.
State Law References: Secs. 66.0605, 66.0607, 66.0609, and 893.80, Wis. Stats.