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Hinsdale trustees agree to move bill‑bag review to electronic files and approve $1.97 million in payments
Summary
Trustees authorized payment of $1,965,673.23 in accounts payable and agreed to shift trustee bill-bag review from paper to electronic files with staff-provided cloud links and earlier delivery for review.
The Hinsdale Board of Trustees on Aug. 12 approved payment of accounts payable totaling $1,965,673.23 for the period July 16–Aug. 12, 2025, and agreed to move its traditional paper "bill bag" review process to an electronic workflow.
Village Manager Matt described the change as an administrative efficiency: the finance department will replace paper invoice stamps with secure electronic stamps and provide trustees with the warrant/check register and PDF attachments through a OneDrive link or emailed files. "Everything will be made available upon request," Matt said, and staff committed to delivering the packet earlier in the week (by Wednesday) to give trustees more time to review.
Trustees discussed options for how much supporting documentation to include automatically. Matt proposed trustees automatically receive attachments for invoices above $5,000 and said all items will be available upon request. Carrie Dittman (CFO) described Munis approvals and an electronic workflow that will record department-level approvals and timestamps.
Trustees said they appreciated the historical practice of paper review and sought consistent ordering between the warrant list and attachments; staff agreed to provide an export that can be alphabetized or sorted to match the register. Trustee Stifler noted she had reviewed invoices above $5,000 for this cycle; the board agreed to continue trustee review in electronic form and to reassess the process after rotating through the bill bag schedule.
The motion to pay the accounts payable list passed by roll call.
