Chapter 3.04 — CLAIMS, DEMANDS, AND WARRANTS

Wherever the words "warrant" or "check" are used in this Code, they shall mean voucher checks. (Prior code § 18-1)

No City officer shall, except for his or her own service, present any claim, account or demand for allowance against the City, or in any way, except in the discharge of his or her official duty, advocate the relief asked in the claim or demand made by any other person. Any person may appear before the City Council and oppose the allowance of any claim or demand made against the City.

(Prior code § 18-2)

Invoices of the City shall be approved or rejected by the City Council in conformity with the procedure set forth in Sections 3.04.040 through 3.04.060, and shall not govern if the claim or demand against the City is a claim based upon an invoice for contractual liability of the City. (Prior code § 18-3)

All invoices shall be submitted in duplicate and in writing to the Director of Finance and the procedure established in this chapter followed before payment can be made thereon. (Prior code § 18-4)

Invoices shall be audited and approved by the City Manager and then the Director of Finance and a register of audited demand or invoices submitted to the City Council for approval or rejection with an attached affidavit by the Director of Finance certifying to the accuracy of the demands or invoices and the availability of the funds for the payment thereof. (Prior code § 18-5)

The City Council shall not hear or consider or allow or approve any claim, bill or demand against the City, other than invoices as set forth in Sections 3.04.040 and 3.04.050, unless the same are itemized, giving names, dates and particular services rendered, character of process served and upon whom, distance traveled, character of work done, the number of days engaged, materials and supplies furnished, when and to whom and in what quantity furnished, the price thereof and other pertinent details as the case may be. Salaries and wages of officers and employees of the City shall not be considered to be claims, accounts, bills or demands against the City hereunder. (Prior code § 18-6)

Claims and demands arising out of tort and all claims and demands not founded upon contract or covered by this chapter shall set forth the time and place the claim arose, the public property, officers or employees alleged to be at fault, the nature and extent of the injury or damage claimed and full details as to the nature of the claim, shall be signed and verified to be correct by the claimant or someone authorized by him or her, and shall be filed with the City Clerk within 90 days after the accident or event occurred. All other claims and demands shall be presented in writing to and filed with the City Clerk within one year after the last item on the account or claim accrued. Unless so presented and filed, no such claim or demand shall be approved, allowed or paid, and the City shall not be liable upon any suit or action based upon any such claim or demand which is not filed in the form and within the time herein provided. (Prior code § 18-7)

Any claim or demand against the City or against any City officer in his or her official capacity, payable out of any City fund or any fund under control of the City Treasurer, shall be filed and presented to the City Council as provided in this chapter before any suit may be brought thereon. No suit may be brought on any claim until it has been rejected in whole or in part. If the City Council refuses or neglects to allow or reject a claim for 90 days after it is filed with the City Clerk, the claimant may treat such refusal or neglect as final action and rejection on the 90th day. (Prior code § 18-8)

All claims other than invoices shall be in duplicate and in writing and verified by the claimant or authorized representative and set forth those items required in Sections 3.04.060 and 3.04.070. Each claim shall be stamped "Received" by the City Clerk and given a claim number. (Prior code § 18-9)

Each claim or demand, other than invoices, shall be submitted by the City Clerk or Director of Finance to the City Manager within five days of the receipt thereof for audit and approval by him or her. The City Manager may, in his or her discretion, refer the claims or demands to the City Attorney for a report to the City Manager when the City Manager deems the same necessary. The City Manager shall audit the claims and report on the claims, whether approved or not, to the City Council within 60 days of the date the claims are first received by the City Clerk or Director of Finance, and the report shall contain the findings and recommendations of the City Manager. All claims and demands shall be submitted to the City Council for final approval or rejection and the City Council shall audit the claims and demands as required by law. (Prior code § 18-10)

• A. If the City Council finds that any claim or demand is not a proper charge against the City, it shall be rejected by minute motion, and the fact of rejection shall be plainly endorsed upon the claim by the City Clerk. The City Clerk shall also within five days of the action of the City Council notify the claimant or authorized representative in writing of the action of the City Council, and the fact of rejection of the claim.

• B. If any claim or demand is determined by the City Council to be a proper charge against the City, the same shall be allowed by resolution or minute order setting forth as to each claim the name of the claimant, a brief statement of the claim, the amount allowed and a designation of the fund out of which it is to be paid. In such event the City Clerk shall notify the claimant or authorized representative in writing within five days of the action of the City Council of the foregoing facts.

• C. Any claim may be allowed in part and rejected in part by the City Council. (Prior code § 18-11)

If any claim or demand is allowed and approved by the City Council, the City Clerk shall endorse upon such claim the words, "Allowed by the City Council of the City of Paramount," together with the date of such allowance, and for what amount and from what fund, and the City Clerk shall attest the same with his or her signature. The City Clerk shall thereupon deliver the claim and a check therefor to the City Manager with a copy of the resolution or minute order allowing the same.

(Prior code § 18-12)

Except as otherwise provided by law, no warrant shall be drawn or evidence of indebtedness issued unless there is at the time sufficient money in the treasury legally applicable to the payment of the same.

(Prior code § 18-14)

All payroll warrants, checks, itemized statements of expenditures as required by Section 3.08.010(D), and all invoices, claims and demands against the City shall be submitted to the Director of Finance for audit by him or her. Following the audit the Director of Finance shall submit the matters to the City Manager and thereafter the matters shall be processed in accordance with this Code, other ordinances of the City, resolutions of the City Council and the laws of the State.

(Prior code § 18-15)