Council approves read-only council access to city invoice system; placement of accounts on agenda adjusted

Fergus Falls City Council on Monday approved giving council members read-only access to the city's invoice records through Viewpoint and agreed to adjust where the resolution of accounts appears on future council agendas.

Bill Somnor told the council the access would not require additional licensing because it would be provided through his Viewpoint account and that auditors have used the same access successfully. "There is no cost for that access because it'll go through my Viewpoint and that's not a license," Somnor said.

Councilors debated whether the resolution of accounts (the detailed list of bills) should remain on the consent agenda or be presented as a separate item for discussion. One councilor said the packet will continue to include a full listing of bills and that access simply allows members to look up invoices prior to meetings. "You'll be able to look at invoices that were paid six months ago if you wanted," Somnor said, adding staff will provide training on how to search the system.

A councilor raised concern about leaving room to discuss specific invoices that may arise after members review the system; the body agreed that individual items could be pulled off consent for discussion. Council also noted that Minnesota's timely-payment statute requires cities to process claims on schedule, a point staff said has not been an issue locally.

The motion to authorize access and to move forward with the proposed agenda placement passed on a voice vote with no objections recorded. Staff recorded screenshots and photographs of processes used by auditors and will prepare basic training for council members and instructions for how to search invoice dates and vendors.