TO: Mayor Bien-Willner and Town Council Members
FROM: Jill Keimach, Town Manager
Douglas Allen, CPA
DATE: April 9, 2020
DEPARTMENT: Finance
Staff Contact Douglas Allen
End
AGENDA TITLE:
Title
Adoption of Ordinance 2020-04 Authorizing Warrants and Electronic Payments
Body
RECOMMENDATION:
Recommendation
Adopt Ordinance 2020-04 Authorizing Warrants and Electronic Payments; declare that it is necessary for the preservation of public peace, health and safety that the ordinance shall be in full force and effective from and after its passage by the Council; and waive Section VIII(b)(2) of the Town Council Rules of Procedure.
Background
SUMMARY STATEMENT:
PURPOSE:
The purpose of this recommended Town code amendment is to maintain continuity of operations for paying Town obligations timely and accurately while continuing to adhere to the Town's strong set of internal controls.
EFFECTIVE DATE:
If approved, it is recommended to waive the waiting period for Town Ordinances and be effective immediately.
BACKGROUND:
Town management has identified various opportunities for enhancing processes and workflows. A common theme is moving from manual processes to secured automated processes. These processes are expected to be more efficient and effective, with stronger quality and internal controls.
One January 23, 2020 Town Council approved amending section 3-8-3 of the Town code by modifying what positions are authorized to sign checks. This change was to maintain continuity of operations with additional process improvements to be considered later in the fiscal year.
Since then, the Town has faced new challenges with the coronavirus and a remote workforce. Consequently, this recommended amendment is needed immediately to ensure continuity of operations.
INTERNAL CONTROLS
Internal controls over issuing payments are addressed in the Town code Section 3-8-3 and the Town's procurement procedures.
In addition to the attached redlined code change...
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