Benton Harbor commission approves payables, amid commissioner demand for invoice access; three contracts authorized

The Benton Harbor City Commission approved the city’s accounts-payable listing but recorded two dissenting votes after 3rd Ward Commissioner Juanita Henry said she would not back the list without seeing invoices and vouchers. The commission also authorized three contracts: a $13,350 contract for dead-tree and limb removal at 17 sites, a $779,505 water-valving and system project funded by an EPA grant (about $800,000 total), and a $900,573 contract for roof, window and masonry repairs at the Bobo Brazil Community Center.

Henry said she routinely asks for invoice and voucher documentation so she can understand each line item and make informed votes. “And I just can't vote for this AP list the way it's set up and the lack of questions being answered on it,” 3rd Ward Commissioner Juanita Henry said. She repeated a request that finance provide vouchers and invoices rather than short explanations.

City Manager Alex Little told the commission that producing copies of invoices and vouchers requires additional staff time to locate, copy and assemble records. “Basically, what it amounts to is a considerable amount of additional work for somebody to dig into the records and pull and copy these things,” Little said. He added that the city maintains the supporting documentation as part of its records for an upcoming audit that validates the city’s financial actions.

Despite Henry’s objection, the roll call on the accounts-payable listing showed five votes in favor and two opposed. According to the clerk’s roll call, Commissioner Henderson voted yes, Commissioner Henry voted no, Commissioner Isom yes, Commissioner Singleton yes, Commissioner Warren yes, Commissioner Clark Griffin no, and Mayor Muhammad yes. The motion to approve the accounts-payable listing carried.

The three contracts were recorded as authorized during the meeting. The tree-removal work was listed at $13,350 for cleanup of dead trees and limbs at 17 sites. The water-valving and hydrant upgrade project was listed for $779,505 from EPA grant funds (listed in the discussion as roughly $800,000), and described as including valve upgrades, hydrant replacements and street and sidewalk work throughout the city. The commission also authorized $900,573 for initial repairs at the Bobo Brazil Community Center, including roof, windows and masonry work; staff described that as a first phase to secure additional funding for a larger revitalization effort.

Henry also raised a separate concern about mailed material she received that used the city logo but was produced by a contractor, identified in the meeting as the National League of Cities. She requested the commission-provided resolution and the contractor agreement be provided to her so she could review the terms under which the city logo and return address were used. City Manager Little said the commission had reviewed and approved the arrangement with that contractor months earlier and that the contractor was authorized to use the city logo under the terms discussed then.

Commissioners used the rest of the meeting for routine approvals, staff reports and community updates. Several commissioners described recent or upcoming community events, and Commissioner Warren announced a Second Ward community yard sale scheduled for Oct. 4.

The commission adjourned after recording the votes and authorizing the contracts; commissioners asked staff to provide the requested contract and resolution documents to Commissioner Henry for review.

Votes at a glance

- Approval of accounts-payable listing: Motion carried (Yes: Henderson, Isom, Singleton, Warren, Mayor Muhammad; No: Henry, Clark Griffin). Motion by Commissioner Edward Isom; supported by Commissioner Sharon Henderson. - Contract: Dead-tree and limb removal at 17 sites — $13,350 — Authorized (part of consent items). - Contract: Water-valving, hydrant replacements, street/sidewalk work — $779,505 (EPA grant) — Authorized (part of consent items). - Contract: Bobo Brazil Community Center roof/windows/masonry repairs — $900,573 — Authorized (part of consent items).

Staff follow-up requested: Commissioner Henry asked that finance staff provide vouchers and invoices supporting the accounts-payable listing and asked the clerk or city manager to send her the resolution and contract that authorize the National League of Cities partnership and use of the city logo.

Ending: The commission closed the meeting after the approvals; staff will follow up on the documents and information requested by Commissioner Henry.