To assure the proper accounting and safe custody of moneys the following shall apply:
1. Deposit of Funds. All moneys or fees collected for any purpose by any City officer shall be deposited through the office of the City Finance Director. If any said fees are due to an officer, they shall be paid to the officer by check drawn by the Finance Director and approved by the Council only upon such officer’s making adequate reports relating thereto as required by law, ordinance, or Council directive.
2. Deposits and Investments. All moneys belonging to the City shall be promptly deposited in depositories selected by the Council in amounts not exceeding the authorized depository limitation established by the Council or invested in accordance with the City’s written investment policy and State law, including joint investments as authorized by Section 384.21 of the Code of Iowa.
(Code of Iowa, Sec. 384.21, 12B.10, 12C.1)
3. Petty Cash Funds. The finance officer is authorized to establish a petty cash fund to be located in three departments: Finance (City Hall), Police, and Public Works. The maximum funds available for disbursement in each department are:
A. Finance $ 300.00
B. Police $ 100.00
C. Public Works $ 200.00
Petty cash funds are to be used for payment of small claims for minor purchases, collect-on-delivery transportation charges, and small fees customarily paid at the time of rendering a service, for which payments an authorized staff person shall obtain some form of receipt or invoice, acknowledged as paid by the vendor or agent. At such time as the petty cash fund in each department is approaching depletion, the department shall request a check for replenishment in the amount of the accumulated expenditures and provide supporting receipt detail, and proper account coding for each receipt. The finance officer shall then submit the claim to the Council in the usual manner for claims payment. It shall not be used for salary payments or other personal services or personal expenses.
4. Change Funds.
A. Utility Billing. The finance officer is authorized to draw a check on the Utility Billing Fund for establishing a change fund in the amount of $200.00 for the purpose of making change without commingling other funds to meet the requirements of said office. Said change fund shall be in the custody of the utility billing customer service representatives, and the department director shall maintain the integrity of the fund.
B. Parks and Recreation. The finance officer is authorized to draw a check on the General Fund for establishing a change fund in the amount of $200.00 for the purpose of making change without commingling other funds to meet the requirements of said department. Said change fund shall be in the custody of the Parks and Recreation Department and uses shall include concession stand start up and activity registrations. The department director shall maintain the integrity of the fund.
(Paragraph B – Ord. 3119 – Aug. 24 Supp.)
C. Library. The finance officer is authorized to draw a check on the General Fund for establishing a change fund in the amount of $250.00 for the purpose of making change without commingling other funds to meet the requirements of said office. Said change fund shall be in the custody of the Waukee Public Library, and the department director shall maintain the integrity of the fund.
D. Police. The finance officer is authorized to draw a check on the General Fund for establishing a change fund in the amount of $100.00 for the purpose of making change without commingling other funds to meet the requirements of said office. Said change fund shall be in the custody of the Police Department, and the Police Chief shall maintain the integrity of the fund.
E. Sugar Creek Municipal Golf Course. The finance officer is authorized to draw a check on the Golf Course Fund for establishing a change fund in the amount of $1,000.00 for the purpose of making change without commingling other funds to meet the requirements of said office. Said change fund shall be in the custody of the Sugar Creek Municipal Golf Course club house staff, and the department director shall maintain the integrity of the fund.
(Paragraph E – Ord. 3104 – Mar. 24 Supp.)
F. Development Services. The finance officer is authorized to draw a check on the General Fund for establishing a change fund in the amount of $150.00 for the purpose of making change without commingling other funds to meet the requirements of said office. Said change fund shall be in the custody of the Development Services Department, and the department director shall maintain the integrity of the fund.
G. Triumph Park. The finance officer is authorized to draw a check on the General Fund for establishing a change fund in the amount of $3,000.00 for the purpose of making change without commingling other funds to meet the requirements of said department. Said change fund shall be in the custody of the Triumph Park concession stand staff. The Parks and Recreation Department Director shall maintain the integrity of the fund.
(Paragraph G – Ord. 3072 – May 23 Supp.)