RESOLUTION NO. _______________

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GOLD BAR, WASHINGTON, TO ESTABLISH POLICY REQUESTING STAFF TO PROVIDE SUPPORTING DOCUMENTATION  TO BE USED IN THE APPROVAL OF VOUCHERS.

WHERE AS, the City of Gold Bar has limited financial resources and cannot afford to spend more than budgeted,

WHERE AS, the City Council has the responsibility of voucher approval,

WHERE AS, the State Auditor has called out issues with ending fund balances and staff salary distribution,

WHERE AS, staff already provides the following in the Council packets for non-payroll warrants:

A.        Warrant Number and Amount

B.         Vendor Number and Name

C.        Date Issued and Redeemed

D.        Invoice Number

E.         Distribution Amount

F.         Account number

WHERE AS, staff already provides the following in the Council packets for payroll warrants:

A. Employee Name

B. Warrant Number

C. Date

D. Amount

NOW THEREFORE,

THE CITY COUNCIL OF THE CITY OF GOLD BAR, WASHINGTON, HEREBY RESOLVES AS FOLLOWS:

Section 1.        That for the next 6 months, all non-payroll warrants presented to the Council will need in addition with what is currently provided the following supporting documentation included in the packet:

A.        A copy of the supporting invoice, receipt, bill or similar document used to generate the warrant.

B.         A brief written justification of the expense.

C.        Department and Account name which will provide the funds.

Section 2.        That until directed otherwise, all payroll warrants presented to the Council will need in addition with what is currently provided the following supporting documentation included in the packet:

A.        A Chart for each employee with the following information on each task performed by them during the pay period:

a.         A brief description of and time needed to complete the task performed.

b.         Department and Account number and name to which the task was billed.

RESOLVED this ____________ day of ______________, 2006.

ATTEST:                                                                                 ________________________                                                                                                Crystal Hill, Mayor      

__________________________

Hester L. Gilleland, City Clerk-Treasurer