(A) The Common Council authorizes the City Controller to make claim payments in advance of the legislative body approving the claim for payment 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 that must be paid because of emergency circumstances, at the discretion of the Controller or his/her designee.
(a) For such emergency expenses, the Controller must first notify the Chairman of the Finance Committee of the Common Council or the President of the Common Council of the intent process a payment under this provision and the date by which the payment must be executed.
(b) At their discretion, the Common Council may choose to convene a special meeting to discuss and approve the emergency expense, if that process can be completed in time to meet the payment deadline.
(c) If the Controller or his/her designee has not received a response from the Common Council, with sufficient time remaining to meet the payment deadline, then the Controller may proceed with executing the payment in a timely manner.
(13) Expenses described here or specified in any other city ordinance, including without limitation for:
(a) Telecommunication service charges;
(b) Employee reimbursements, including a per diem allowance paid in advance of travel;
(c) Expenses which prevent the city from incurring interest, carrying charges, or late fees; and
(d) Expenses incurred by a credit card when interest or finance charges can be avoided, provided that original itemized receipts are attached to the statement and verified for accuracy to ensure legitimacy as a city expense.
(B) Each payment of expenses under this section must be supported by a fully itemized invoice or bill and certification by the fiscal officer of the department requesting the payment.
(C) The city legislative body or the city board having jurisdiction over the allowance of the claim shall review and allow the claim at its next regular or special meeting following the preapproved payment of the expense.
(Ord. 32-8-92, passed 9-14-92; Am. Ord. 01-01-24, passed 1-23-24)