(A) The City Clerk-Treasurer shall prepare for approval by the Common Council of the city a separate claims register/docket listing claims for purchases of all durable capital goods in an amount in excess of $5,000.
(B) The splitting of invoices for the purchase of capital goods in order to avoid the effect of division (A) above is hereby prohibited. In the event the Clerk- Treasurer believes that any employee has split invoices in order to attempt to defeat the effect of division (A) above, the Clerk-Treasurer shall refer the matter to the City Board of Public Works and Safety for disciplinary action.
(C) The City Clerk-Treasurer shall prepare for approval by the City Board of Public Works and Safety a separate claims register listing all other claims.
(D) The jurisdiction and authority to approve and allow a claim for payment of expenses is divided between and vested in the Common Council of the city and the City Board of Public Works and Safety, accordingly.
(E) The decision of the City Clerk-Treasurer regarding the assignment of claims to the separate claims requested for approval shall be controlling.
(F) The City Clerk-Treasurer, as the City Fiscal Officer, may make the claim payments in advance of Board allowance for the following kinds of expenses:
(1) Property or services purchased or leased from the United States Government, its agencies or its political subdivisions;
(2) License or permit fees;
(3) Insurance premiums;
(4) Utility payments or utility connection charges;
(5) General grant programs where advance funding is not prohibited and the contracting party posts sufficient security to cover the amount advanced;
(6) Grants of state funds authorized by statute;
(7) Maintenance or service agreements;
(8) Leases or rental agreements;
(9) Bond or coupon payments;
(10) Payroll;
(11) State, federal or county taxes;
(12) Expenses which must be paid because of emergency circumstances; and
(13) Expenses described in an ordinance.
(G) Payments of expenses must be supported by a fully-itemized invoice or bill certified by the City Clerk-Treasurer, and the City Board of Public Works and Safety, having jurisdiction over the allowance of claims, shall review and allow the claim at its next regular or special meeting following the preapproved payment of the expense.
(H) Capital expenses shall include, but not be limited to, the purchase of land, buildings, other improvements, machinery, vehicles, equipment and other capital needs.
(Prior Code, § 3.12.040) (Ord. 1455, passed 9-8-1998; Ord. 2013-11, passed 10-7-2013)