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Finance staff describes year-end PO closeout, blanket PO resolution on agenda and $4,000 unpaid invoice
Summary
Finance staff told the Budget and Finance Committee the office closed all purchase orders at fiscal year-end and reopened them rather than using rolling encumbrances; the blanket PO resolution is on the agenda. Staff also reported an unpaid invoice of about $4,000 that needs to be paid and recorded to the prior fiscal year.
Finance staff told the Budget and Finance Committee the city adopted a new year-end process this fiscal year: every purchase order was closed on June 30 and then reopened afterward, rather than maintaining rolling encumbrances.
"I was not gonna do rolling encumbrances just because the system does not do it great, and it costs a lot of extra chaos to work," the staff member said, describing the rationale for the change. Staff said the office reviewed every line-item entry to ensure each expense was in budget and that vendors and comments were appropriate.
Staff also noted a blanket purchase-order resolution appears on the night's agenda but no formal vote or motion on that resolution is recorded in the transcript segment reviewed. The staff member invited questions about the resolution and described the process as "pretty straightforward."
During follow-up discussion, the staff member said the office had struggled briefly to obtain a response from a vendor or billing contact but believed outstanding items had been resolved; nevertheless, the staff member reported receiving notice of an invoice the city had not previously received and said the amount is about $4,000. "It's a small amount, dollars 4,000, but I would like to get them paid before the books get closed because that needs to be a payable to be put back to last year," the staff member said.
No formal motion or vote about the blanket PO resolution or the invoice payment is recorded in the transcript. Committee discussion about the '26 budget feedback was deferred to a future meeting and staff requested committee members provide feedback as they prepare the next budget.
