Everberg council members say motion needed to confirm authorized signatory for closing documents

A council member said the town received an email asking for written confirmation that the mayor is the authorized signatory before funds can be released for a closing, and proposed that the council make a motion at the next meeting to appoint the mayor or another person as the town's authorized signatory for necessary closing documents.

The proposal matters because, the speaker said, meeting minutes showing a passed motion would be sufficient proof for the closing party to proceed. "One thing that we need from you is confirmation of signing authority on behalf of [the] town," the committee member said, quoting the request the town received.

Another member urged caution about documentation and timing, saying the town should ensure the closing party cannot later contest the contract or claim the town never provided required bank paperwork. The member characterized the concern as a risk that the other party "could come back and say... that's not our contract," and sought clarification about what the bank would accept as proof.

Council members discussed whether existing council action had already granted the mayor signature authority; one speaker said the council had "agreed to it as a council" and that the mayor "already has that" authority, but they also acknowledged no formal motion was recorded on the spot. The discussion referenced the town clerk and a staff person named Barb as part of the signing and document-handling process.

No formal motion was made or voted on during the recorded discussion. Council members suggested placing a motion on the next meeting's agenda to formally appoint the mayor or another designee as an authorized signatory and to ensure the minutes would reflect that decision so the closing party's requirements are met.