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3. Request to Remove Formal Claim Approval from Consent AgendaReport To: From: Subject: City of Kalispell Post Office Box 1997 - Kalispell, Montana 59903-1997 - Telephone (406)758-7700 Fax(406)758-7758 Mayor Kennedy and City Council Amy Robertson, Finance Director Chris Kukulski, City Manager Accounts Payable - remove formal approval from consent agenda Meeting Date: February 19, 2002 Background: There is no statutory requirement for the accounts payable claims to be approved formally at the council meeting and I would request that we no longer list the accounts payable on the consent agenda. It is important that we maintain good internal controls, audit trails and information for the council. Our process requires the use of purchase orders, claims are prepared by the accounts payable clerk and approved by the department head or their designee. As finance director, I review and sign all claims before they are paid. The city manager reviews the list of claims and signs off on the list. The auditors also pull a random sample of claims for review by them. This change will facilitate writing checks on a regular schedule not impacted by when there is a council meeting. These dates would make it easier to reconcile statements with invoices and get them paid on time. We will still provide a list for Council to review. The individual claims are always available and we are happy to provide additional information upon request. RECOMMENDATION: motion to remove accounts payable listing from agenda FISCAL EFFECTS: Savings in overtime. Other favorable impacts include getting vendors paid more timely avoiding penalties and being able to maintain staffing levels. ALTERNATIVES: As suggested by Council. Amy H. Robertson Chris A. Kukulski Finance Director City Manager Report compiled: February 11, 2002