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Council moves on unpaid generator invoice; $25,075 payment requested to cover final bill
Summary
Staff presented a final invoice of $25,075 from Circle R for a generator; council discussed prior records that show an original contract/quote of about $48,795 and unclear prior payments. A motion was made to approve payment of $25,075 and to charge the general fund.
Town staff presented a final invoice from Circle R for $25,075 for removal of an existing generator, installation and turnover to town officials. Staff said there is no currently open purchase order because an earlier PO had been liquidated after its two-year age and that record searches did not clearly show whether prior payments were made.
At the meeting staff noted an original quote of $48,795 from 2020 and that, according to the vendor, $23,072.20 had been previously completed, leaving a balance of $25,075. Staff and council members said they could not find town payment records to match the vendor’s statement that $23,072 had already been paid. The clerk indicated she would search 2022–2024 records to reconcile payments.
Councilman [moved] to approve a purchase order to Circle R for $25,075 to cover invoice 40941 and stated the amount should be paid from the general fund. The motion was seconded and discussion followed about which fund should be charged and whether the payments were already made in prior years. The clerk said she would check archived records for the original PO and prior expenditures.
The transcript records the motion and second; staff indicated the payment would be pulled from the general fund if approved. The council discussion reflected uncertainty about prior payments and an instruction for staff to verify records dating back to 2020 before closing out accounting records.
