9.g3 Staff Report - Payment of Bills1
Staff Report
Date of Meeting: July 18, 2023, City Council Meeting
To: Mayor and City Council
From: Kyle Morell, City Administrator
Re: Payment of Bills
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Background:
Currently, the City pays its bills once a month, after the Regular Council meeting. For example, the bills
approved at the July 18 City Council meeting are for all invoices received from June 17 through July 14.
Checks will be processed on the Council meeting day and sent out later in the week.
Issue:
The Fire Department has run into problems receiving items that have been ordered but will not be shipped
until payment is received. Late fees have also been incurred, but the Fire Chief has been able to get them
removed from the account.
Proposed Solution:
Staff would like to be able to pay bills for budgeted items more frequently. Whether that is weekly or
every other week will depend on the availability of the office staff. Only bills for items approved by the
passage of the annual budget will be paid (i.e. utilities, supplies, insurance, payments for service, etc). All
payments related to Council-approved projects will still be brought before the Council for approval.
Fiscal Impact:
None
Options:
1) Allow payment of bills twice a month
2) Continue to wait to pay bills until approved by Council
Recommendation:
Option 1
Attachments:
None