Monessen councilmembers spent significant time on the city’s utility bill payment process after repeated late fees and vendor refusals to do work until invoices were paid.

Council members described a mix of billing cycles and invoice receipt timing that has led to late notices even though the city follows a twice‑monthly accounts schedule. Staff explained that some vendors have shorter payment terms (15 days) and that postal timing can put bills past the agenda deadline before a council meeting. Council members identified recent examples: a COD bill for emergency garage work and DC Electric refusing further work until payment was made.

Council discussed practical solutions: (1) using the existing municipal credit/debit card process (staff said a Mastercard account exists and can be used, subject to existing internal approvals), (2) authorizing staff to pay certain utility bills by credit card with electronic or email confirmation from two authorized signers, and (3) improving coordination with utility providers to align billing dates. Staff noted that Monessen’s city code (third‑class city rules referenced by staff) requires two signatures for checks, which complicates electronic-only solutions without a two‑signer approval workflow.

Members asked the finance staff (Joy and Tony) to create a standard operating procedure that allows emergency or due‑date payments to be made between council meetings with documentation and two authorized approvals. Council agreed that targeted use of a credit card for utilities could be an interim fix while staff develops a formal email approval or PO workflow; several members urged the city to keep better calendar coordination with vendors to reduce timing issues.

Ending: Council directed staff to draft a procedure for handling time‑sensitive utility payments that preserves the two‑signer control, explores card or electronic payment options and identifies which accounts are frequently at risk of late fees. Staff agreed to report back with examples and a proposed policy.