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