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RESOLUTION NO._~=~
(Series of 1969)
WHEREAS, the City of Aspen and the County of Pitkin
have established a joint advisory board known as the
Regional Service Authority to recommend disposition of
proceeds for cooperative projects undertaken by the City
of Aspen and County of Pitkin, which proceeds are to be
apportioned from the City-County sales tax revenues; and,
WHEREAS, it is essential that a centralized financial
control system be established.
NOW, THEREFORE, BE IT RESOLVED that the City Council
of the City of Aspen hereby approve the centralized financial
control system for the Regional Service Authority and the
City of Aspen attached hereto.
I, LORRAINE GRAVES, duly elected City Clerk of the
City of Aspen, Colorado do hereby certify that the foregoing
is a true and correct copy of the Resolution adopted bL the
Aspen City Counczl at a regular meeting held
City Clerk
NO. 48
REGIONAL SERVICE AUTHORITY
CENTRALIZED FINANCIAL CONTROL
Centralized financial control as approved by the RSA
Board is shown in the attached schematic diagram.
Accounting operating procedures are as follows:
REVENUES
The City and County will deposit their sales tax
revenues in the existing general fund account of
each entity.
The City and County will then authorize warrants
to a central drawing account in the normal manner
of processing accounts payable.
3. Monthly revenue reports will be submitted to the
RSA Board by the co-controllers.
PURCHASES
1. A requisition will be submitted to the co-controllers
by the ordering department.
2. The co-controllers will then approve the purchase if
approved budgeted funds are available.
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On purchases over a certain dollar amount, it will
'be necessary to obtain approval of the RSA Board, and obtain bids
when required.
The co-controllers will then issue the purchase
order, distributing copies as follows.
2 to ordering department
1 to vendor
1 to numerical file
1 to vendor file
ACCOUNTS PAYABLE
1. Invoice will be submitted to the co-controllers for
approval as to extensions, verification of receipt
of shipment and voucher preparation.
2. Co-controllers will prepare a list of approved invoices.
3. Invoices and list will be submitted to the RSA Board
for payment approval~ and then to City Council and Board of
County Commissioners for their approval.
4. Co-controllers will then issue the warrant and prepare
subsequent financial reports to be submitted to the
RSA Board.
Regional Service Authority
Centralized Financial Control
(Continued)
MISCELLANEOUS
Warrants will be signed by the board chairman and
the secretary. Checks for the purpose of redeeming
the warrants will be signed by the co-controllers.
The co-controllers will have the &mthortty to
initiate systems for control of all RSA revenues
and expenditures.
REGIONAL SERVICE AUTHORITY
CENTRALIZED FINANCIAL CONTROL
SCHEMATIC DIAGRAM
STATE OF
COLORADO
CITY OF
AS PEN
537.
CENTRAL
DRAWING
ACCOUNT
RECEIPTS
PITKIN
COUNTY
477.
PURCHASES
R~'ISTION~__J CO-
BiDS w=~ ~q COmOLLm~
ORDERING
DEPARTMENT
AC~
INVOICE
WARRANT
TO VENDOR
PURCHASE
ORDER
COPY
:OUNTS--I~AY~!
co-
CONTROLLERS
INVOICES
AND LIST
lCO-
CONTROLLERS-
¥
MONTHLY
REPORTS
,E
REVENUE
REPORTS
RSA1
BOARD
RSA I
RECEIVING
COPY OF
PUR. ORD.
RSA
BOARD
l
BOARD
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~o°~SIONElS