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Residents press council for clearer agenda correspondence and monthly financial reports
Summary
Residents raised concerns during public comment about the removal of 'correspondence' from meeting agendas, slow or absent responses to FOIA requests, and missing monthly cash/bank reconciliation and budget vs. actual reports in council packets.
Several residents used the public-comment period to press Stevensville town officials for clearer notice of correspondence, more timely Freedom of Information Act responses and regular financial reporting.
Sue Devlin said she had noticed that the agenda no longer lists correspondence when there are no items under that heading and asked how the public would learn when letters arrive. A staff member replied that the council rules omit agenda line items when there is no business under them, and that the agenda currently lists only items with business (for example, minutes, claims, unfinished business), though the items remain part of the rules.
A separate resident asked why the council packet did not include routine monthly financial reports such as cash and bank reconciliations, budget-versus-actual statements for revenues and expenditures, trial balance and general ledger. The resident said she had tried to submit requests and Freedom of Information Act forms and had received only one partial response in eight years; she asked that staff acknowledge email requests (for example, via return receipt) so requesters have a timestamped confirmation that the town read the request.
Councilors and staff responded that packets typically include available reports and that staff would try to provide monthly reconciliation and revenue/expenditure reports in future packets. Staff also clarified that a FOIA form can be submitted on paper and that the town will follow up on outstanding requests. No formal action was taken; councilors asked staff to follow up and provide the requested reports and to clarify agenda practice regarding correspondence.
