CC 03-07-2023 Item No. 5. Accounts Payable_Response to Councilmember Questions3/7//2023 City Council Meeting Item #5 Consider ratifying Accounts Payable for the periods ending…
Staff’s responses to questions received from councilmember are shown in italics.
Q1: Please note that Accounts Payable reports SHALL BE presented to City Council for ratification “not
less often than once a month”. These reports continue to be late!
It’s March and Staff is presenting January’s Accounts Payable reports. Even the report ending Feb. 3,
2023 is late.
Q1: When will this be corrected?
(Wei)
Staff response:
Q1: Per Resolution 5939, “All checks so issued shall be serially numbered and a report thereof as to date,
payee, amount and purpose shall be presented to the City Council not less often than once a month for
ratification.” In the preceding 12 months Accounts payable have been reported monthly in all but two
occasions. In March 2022 as the City transitioned after the Finance Manager resigned and reporting was
delayed and December 2022, when the reports were moved from the December 20, 2022, agenda to the
January 17, 2023, agenda.
In addition, at the July 19, 2022, City Council approved recommendations the by the Treasurers Report
subcommittee that included to have Audit Committee review the Accounts Payable as part of the
Treasurers Report before coming to City Council.
The accounts payables included in the 3/7/2023 agenda were presented to the Audit Committee on
February 27, 2023. The March 7, 2023, Council meeting is the earliest these could be brought before the
City Council.
Lastly, staff has placeholders in future agendas thru October 2023 to ensure consist ent reporting.