HomeMy WebLinkAboutResolution No. 98-21 ORI$1NAL
CITY OF THE COLONY, TEXAS
RESOLUTION NO. 98-21
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF THE COLONY, TEXAS
ADOPTING PROCEDURES FOR THE REVIEW, APPROVAL AND REPORTING OF
EXPENDITURES WITHIN THE CITY COUNCIL BUDGET
WHEREAS, the City Council agrees that it is in the best interest of all concerned to establish
procedures for the review, approval and reporting of expenditures within the city council budget;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
THE COLONY, TEXAS:
Section 1. That the following procedures shall be adopted:
1. The following procedure shall be followed for all council requests that are not travel
related:
a. The request should be in writing or E-mailed to the city secretary
b. The city secretary will collect all requests and place an item on the next
regular council agenda for approval of all items. Back up should include the
request(s) submitted by the Councilmember(s).
c. No action will be taken on any request until approved by the council.
2. The following procedure shall be followed for all travel-related expenses:
a. Requests for travel reimbursements should follow the procedure currently in
place for the submission of expense reports. Once the travel reimbursement
has been submitted and reviewed by the finance department, the request
should be forwarded to the city secretary to be included in the next meeting's
back up.
b. The council may then discuss and take action on the requests at the next
regular session.
c. If a Councilmember has a balance due to the city, that amount will be
deducted from the requested reimbursement and the balance paid to the
Councilmember.
3. If an expense incurred by a Councilmember is billed to the city:
a. When the bill is received, the finance department should review the statement
and then forward to the city secretary to be included in the next council
agenda packet. Bills received in the city secretary's office will be included
Council Expense Procedures
in the next council agenda packet.
b. The council may then discuss and take action at the next regular session.
c. If the council does not approve an expenditure, the amount will be billed to
the Councilmember who incurred the expense.
4. Specifically designated items approved as part of the budget process require council
approval. This includes registration and travel to approved functions (TML, AMCC,
etc.) cellular phones and pagers, etc. In addition, per diem amounts for approved
travel do not need council approval.
5. The following reports will be included in the second regular session agenda with an
item for discussion and approval:
a. Detailed listing of council credit card showing expenditures for the previous
month, dates and descriptions.
b. Total costs for each council cell phone for the previous month.
c. Detailed listing of activity within the council budget (Monthly expenditure
reports generated in the finance department.)
PASSED AND APPROVED this 16th day November 1998.
ATTEST:
Patti A. Hicks, TRMC, City Secretary
Council Expense Procedures