City officials told the Clifton City Council that a municipal inquiry into a long-running landscaping program uncovered problems in vendor documentation that prompted immediate administrative action.

City staff described a private individual who had been performing work for the city for more than a decade but for whom the municipality could find no written contract, no evidence of liability insurance, and no business entity registration (an LLC). The program — referred to in meeting remarks as “Clean and Lean” — provided services around the city but staff said the administrative review found multiple irregularities that “gave exposure to the municipality.”

Council members heard that the city temporarily placed a hard stop on future invoices tied to the program, is drafting a letter to the contractor to explain the pause, and will give the individual the opportunity to come into compliance (for example, by providing proof of insurance or changing status to a sole proprietor or contractor with appropriate credentials). City staff said there is no intent to pursue punitive action against the individual at this time but emphasized the city must ‘‘insulate’’ itself from liability going forward.

Council discussion focused on process controls: how the arrangement originated, why the contractor was allowed to operate without a written agreement, and which department or official had responsibility for oversight. Council members urged the administration to consider whether future services should be provided under a competitive bid, through an employee position, or by a vendor with clear paperwork, and asked staff to return with formal recommendations. The administration said it will draft a termination/notification letter to the contractor and present options to the governing body for the program’s future.

The exchange occurred during the council’s regular agenda and was triggered by material gathered for the ongoing forensic audit, which staff said requested city comments prior to the auditors’ final presentation.

The council did not take a formal vote on policy changes at the meeting; staff listed follow-up work to regularize documentation and consider rebidding or insourcing the service in future procurement cycles.