04-10-2019 Council Packet - Laserfiche WebLink

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RELEVANT LINKS: League of Minnesota Cities Handbook for Minnesota Cities 10/15/2018 Expenditures, Purchasing, and Contracts Chapter 22 | Page 7 For example, if a city’s charter is silent on the matter of delegating authority to pay certain claims to an administrative official, then that city could still make such a delegation in the manner described above for statutory cities. However, in these instances, the city could amend its charter or local ordinance to reflect the practice and to avoid future procedural confusion. A. Filing a declaration of claim Minn. Stat. § 412.271, subd. 2. Minn. Stat. § 471.38, subd. 1. With some exceptions, generally, the person claiming payment (or the person’s representative) must provide the city with an itemized list in writing or in an electronic transaction records. The act of filing the claim for payment means that the claimant is declaring that the claim is just and correct and that no part of the claim has been paid. The council may, in its discretion, allow the clerk to prepare a claim prior to the claimant filing the claim, if the order-check issued to pay the claim contains a specific declaration statement above the endorsement for the person making the claim to sign. This declaration states: The undersigned payee, in endorsing this order-check, declares that the same is received in payment of a just and correct claim against the city of ____, and that no part of the claim has heretofore been paid.” When signed by the person seeking payment, the statement operates as a sufficient declaration of the claim. Some exceptions to the general requirement of presenting claims in writing include: Minn. Stat. § 412.271, subd. 1. Minn. Stat. § 471.38, subd. 2. Minn. Stat. § 412.271, subd. 1. Fargo Cornice & Ornament Co. v. Sch. Dist. No. 88, 152 Minn. 342, 188 N.W. 733 (1922). • Salaries and wages fixed by law or by the council. • Settlements of lawsuits and judgments against the city. • Principal and interest payments on obligations of the city. • Rent and other fixed charges (as set by contract and previously authorized by council). • Claims arising from the city’s failure to perform a statutory duty. B. Payroll Minn. Stat. § 412.271, subd. 2. For city employees paid on an hourly or daily basis, the clerk must keep a payroll indicating the name of each employee and the number of hours or days worked. The timekeeper, supervisor, or other city officer or employee having knowledge of the facts must then sign a declaration attesting to the payroll as recorded. This declaration should be substantially in the following form: