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Home My WebLink AboutInterlocalBOARD OF COUNTY COMMISSIONERS COUNTY OF KITTITAS STATE OF WASHINGTON RESOLUTION NO. 2017-) 4 L-/ Resolution to Approve an Interlocal Agreement between Kittitas County and Kittitas County Fire District #7 to have Kittitas County Fire District #7 process their own Accounts Payable and Payroll warrants Independent of the Kittitas County Auditor's Office Warrant Processing System WHEREAS, Kittitas County Fire District #7 has had its own accounting system which is fully capable of printing checks for accounts payable and payroll; and WHEREAS, the Washington State Auditor has stated that the Kittitas County Auditor and Kittitas County Treasurer can allow Kittitas County Fire District #7 to print its own checks for accounts payable and payroll using an imprest banking account; and WHEREAS, this Interlocal Agreement is entered into under the authority of and in conformity with the Interlocal Cooperation Act, chapter 39.34 RCW; and WHEREAS, THE Board of Kittitas County Commissioners constitutes the legislative authority of Kittitas County and deems this to be in the best interest of the County; NOW, THEREFORE, BE IT RESOLVED the Kittitas County Board of Commissioners hereby approves and shall execute the attached Interlocal Agreement between Kittitas County and Kittitas County Fire District #7 to have Kittitas County Fire District #7 process their own accounts payable and payroll independent ofthe Kittitas County Auditor's Office warrant processing system. APPROVED this 5th day of September, 2017 BOARD OF COUNTY COMMISSIONERS Coun y ommissioner, Chairman ~Si oner EMeafd~ County Commissioner Interlocal agreement attached 5 pages Interlocal Agreement Between Kittitas County and Kittitas County Fire District #7 to have Kittitas County Fire District #7 Process its Own Accounts Payable and Payroll Warrants Independent of the Kittitas County Auditor's Office Warrant Processing System This Interlocal Agreement is made and entered into this 5th of September 2017, by and between the Kittitas County Fire District #7, Kittitas County Commissioners; the Kittitas County Auditor and the Kittitas County Treasurer. WHEREAS, Kittitas County Fire District #7 has had its own integrated accounting system which is fully capable of printing checks for accounts payable and payroll; and WHEREAS, Kittitas County Auditor and Kittitas County Treasurer currently processes and prints accounts payable and payroll warrants for Kittitas County Fire District #7; and WHEREAS, Kittitas County Auditor and Kittitas County Treasurer can allow a special purpose district to print its own checks for accounts payable and payroll using imprest banking accounts: and WHEREAS, this agreement is entered into under the authority of and in conformity with the Interlocal Cooperation Act, Chapter 39.34 RCW; and WHEREAS, all parties herein agree this change will save staff time and expenses for the Kittitas County Auditor, Kittitas County Treasurer and Kittitas County Fire District #7; NOW, THEREFORE THE PARTIES do hereby execute and agree to the terms, promises and conditions of this Interlocal Agreement for the purposes set forth herein and as follows: 1. This Interlocal Agreement shall be effective from and after the first date recited herein above, and shall continue in effect indefinitely until terminated by ofthe parties herein. Interlocal Agreement Page 1 of 5 2. Effective, October 1, 2017, Kittitas County Auditor will no longer print Kittitas County Fire District #7 accounts payable and payroll warrants and Kittitas County Fire District #7 will print checks in-house for accounts payable and payroll. 3. Kittitas County Fire District #7 will open an imprest account, with Cashmere Valley Bank. 4. Kittitas County Auditor will reimburse the imprest account through a voucher listing submitted by Kittitas County Fire District #7 to Kittitas County Auditor and approved with signatures of Kittitas County Fire District #7 Commissioners, on a monthly basis. 5. Any changes to the established imprest account or the imprest amount must be approved by the Kittitas County Auditor and Kittitas County Treasurer prior to adoption by the District. 6. Kittitas County Auditor reserves the right to review all District records related to the operation of the imprest account. For this reason, the District is responsible for maintaining and preserving all public records as required by the Washington Public Records Act and applicable public records retention schedule. 7. Upon approval ofthe voucher listing from Kittitas County Auditor, Kittitas County Treasurer will remit the funds, via ACH (Automated Clearing House), to the Kittitas County Fire District #7 bank account. 8. Any party herein may terminate this Interlocal Agreement upon thirty (30) days written notice to the other parties at the addresses recited herein above. 9. The District will hold harmless, defend, and indemnify Kittitas County from any and all claims, actions, suits, charges, and judgments whatsoever that arise out ofthe District's performance or nonperformance ofthe services or subject matter called for in this Interlocal Agreement. 10. As required by RCW 42.24.180, the District shall: a. Appoint an auditing officer for the District, and the auditing officer shall acquire on behalf of the District, bonds in the amount of not less than $100,000; b. Adopt contracting, hiring, purchasing and disbursing policies that implement effective internal control; Interlocal Agreement Page 2 of 5 c. Provide for the review of the documentation supporting claims paid and for its approval of all checks or warrants issued in payment of claims at its next regularly scheduled public meeting; and d. Shall require that if, upon review, it disapproves some claims, the auditing officer and the officer designated to sign the checks shall jointly cause the disapproved claims to be recognized as receivables of the District and to pursue collection diligently until the amounts disapproved are collected or until District Commissioners are satisfied and approves the claims. 11. The District is responsible for ensuring its expenditures are appropriate and comply with all federal and state laws and regulations. 12. The District shall adopt and adhere to adequate processes, procedures, and controls in place to prevent the misuse or loss of public funds from the revolving imprest account, which must include, but is not limited to, the following: a. All expenditures from the imprest account must be processed in accordance with the Washington State Budgeting, Accounting, and Reporting System (BARS), and federal and state law. b. The original copy of all invoices and supporting documentation shall be on file at the District office. c. The auditing officer shall review invoices received, note the date received and clearly indicate the account to which the expenditures are to be posted. d. The auditing officer shall review all invoices to be presented for payment. e. Checks shall be signed by the aUditing officer and one board member. f. The auditing officer shall provide the District Commissioners, on a monthly basis, a copy of the imprest reconciliation of the revolving imprest accou nt. g. The District will furnish to Kittitas County Auditor/Kittitas County Treasurer a copy of the imprest account bank statements on a monthly basis. h. The revolving imprest account shall be replenished monthly in the amount equal to the approved invoices paid. i. No receipt may be deposited into the account other than approved replenishments and increases to the authorized balance. j. The account may never be used for personal cash advances, loans or expenditures k. Furnish the County Auditor with a copy of an executed District Resolution evidencing the adoption of these policies, procedures, and controls. 13. This Interlocal Agreement shall not create a separate legal or administrative entity, nor provide for the acquisition or disposal of property other than set forth herein. 14. The Kittitas County Auditor shall serve as administrator for administering the terms, promises, and conditions of this Interlocal Agreement. Interlocal Agreement Page 3 of 5 15. All parties to this Interlocal Agreement agree to provide mutual cooperation and make good faith efforts to assist one another in fulfilling the terms of this agreement. 16. The parties to this Interlocal Agreement do not intend to assume any contractual obligations to anyone other than the parties to this Interlocal Agreement. The parties do not intend that there be any third-party beneficiaries. 17. No parties to this Interlocal Agreement shall have the right to transfer or assign, in whole or in part, any or all of its obligations and rights hereunder without the prior written consent of authorized representatives of the other parties. 18. This Interlocal Agreement may be amended, altered or changed in any manner by the mutual written consent of authorized representative of all parties herein. 19. Copies of this Interlocal Agreement, together with the resolutions of all parties' governing bodies' approval and ratification of this Interlocal Agreement, shall be posted on the County's website after execution ofthe Interlocal Agreement by all parties. 20. In the event any litigation should arise from this Interlocal Agreement, the venue of such action of litigation shall be in the Superior Court of the State of Washington in and for the County of Kittitas. This Agreement shall be governed by the law of the State of Washington. 21. If any term or condition of this Interlocal Agreement or the application thereof to any person(s) or circumstances is held invalid, such invalidity shall not affect other terms, conditions or applications which can be given effect without the invalid term, condition or application. To this end, the terms and conditions of this Interlocal Agreement are declared severable. Interlocal Agreement Page 4 of 5 Kittitas County Fire District #7 Board of Kittitas _~ _~/11~ Commissioner Commissioner ~1'LA 7.J~ ( Com missioner Date : ----------------~------ BOARD OF COUNTY COMMISSIONERS Commissioner, Chairman c~ Commissioner Date: C;k /;zo 1"1 --------------~-------- Interlocal Agreement Page 5 of 5