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Resident raises concern that volunteer was asked for W‑9 before reimbursement; city says W‑9 is for auditing and tracking
Summary
During public comment, resident John Lairway said a volunteer who runs the community Easter egg hunt was told she must provide a W‑9 to receive city funds; the mayor and staff explained W‑9s are used to set up reimbursements and track public funds, not as an annual tax filing for volunteers.
During the public‑comment period resident John Lairway said a longtime volunteer who runs the city Easter egg hunt was told she needs to submit a W‑9 before the city will pay her. Lairway said the organizer is a volunteer who “makes no money” and asked why the city would require a W‑9.
Mayor Joe Steer and city staff responded that when the city expends public funds it must be able to track expenditures through the auditor. The mayor explained the city sets up individuals with a W‑9 and a reimbursement form so staff can document why public dollars were spent and where they went, and that "it's not a tax thing" in the sense of sending a W‑9 to the IRS every year.
Council members thanked the volunteer and asked staff to follow up with clarifying information. The comment was recorded during the public‑comment period; no formal action was taken.
