Camarillo City Council
AGENDA REPORT
Date: May 6, 2024
To: Honorable Mayor and City Councilmembers
From: Greg Ramirez, City Manager
Submitted by: Mark Uribe, Finance Director
Subject: City Council Policy 3.02 Disbursement Processing
BACKGROUND
City Council Policy 3.02 outlines the established guidelines for processing disbursements to mitigate the risk of fraud and to ensure internal controls while satisfying financial commitments of the City.
On March 25, 2024 staff presented this item to the Finance Committee. The committee reviewed the changes and requested the recommendations be forwarded to the City Council for approval.
After further review, staff made additional changes to the policy and presented this item to the Finance Committee on April 22, 2024. The committee requested that the recommendations be forwarded to the City Council for approval.
DISCUSSION
Staff has recently reviewed the Disbursement Processing Policy with the goal of expediting payments to vendors. Staff is recommending editorial and content changes to the policy to increase efficiency and timeliness of payments. The primary recommended revision is removing the requirement for Council approval before checks are released, as prior approval is not required under State law. This change will reduce check processing time by two to three weeks.
California Government Code Section 37208, provides that checks do not have to be approved or audited by the legislative body prior to payment. A check listing will continue to be submitted for Council ratification and approval on the Consent Calendar agenda.
Additional language has been added to the Resolution which accompanies the listing stating the manner in which the checks have been audited by the City Manager and
City Council Policy 3.02 Disbursement Processing
May 6, 2024
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Director of Finance including certification as to the accuracy of the demands and the availability of funds for payments thereof to comply with Government Code Section 37208.
FISCAL IMPACT
There is no budget impact as a result of this action.
RECOMMENDATION
Approve the amendments made to City Council Policy 3.02 Disbursement Processing.
ATTACHMENTS
1. Policy 3.02 Disbursement Processing (Redline)
2. Sample Disbursement Resolution Language (Redline)
3. Sample Disbursement Statement Language (Redline)
REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL None