Yelm council adopts Resolution 666 to formalize credit-card and utility-billing policies

The Yelm City Council on March 24 voted to adopt Resolution 666, which establishes a formal credit-card policy and a utility-billing policy intended to strengthen internal controls for city spending and billing. The motion was moved by a council member and carried after a voice vote with one recorded nay.

City staff presented the measures and said they were prompted by guidance from the state auditor. "The state auditor's office has recommended that we issue these policies, to protect public funds and reduce the risk of fraud or misuse," a staff member told the council, describing the need to outline who may use city credit cards, acceptable uses, and documentation procedures.

The presentation said the city currently issues about 10 credit cards and spent roughly $111,000 on them last year, using cards for travel, supplies and some services. The proposed credit-card policy sets internal controls, procedures for documenting receipts and approvals, and auditing expectations, staff said. On utility billing, staff said the city administers water, sewer and stormwater accounts, which together bring in "just under 10,000,000 in utility revenues every year," and the policy clarifies billing routines, account adjustments for leaks and arrears, and administrative processes. Staff emphasized the policies comply with state and local laws and municipal code and do not change the municipal code itself.

A council member sought clarification on whether the credit-card policy primarily guides staff use; staff confirmed that it defines guidelines and accounting practices for staff cardholders and helps auditors confirm internal controls. During final remarks one councilor said they supported the policy but would withhold their vote because of the resolution number: "I am in favor of the policy, but just due to the numbering, I am not gonna vote in favor of it, of the resolution," the councilor said.

The council proceeded to a voice vote. The chair announced "1 nay, council mayor Johnson," and declared the motion passed. The adopted policies now provide a formal framework for how city credit cards are issued, used and audited, and for utility-billing practices. The council did not modify the municipal code; staff will implement the procedures and continue routine billing operations under the new policies.