Finance commissioner discloses unvoted retirement system wires; council told it may need to ratify payments

The finance commissioner reported that wire transfers to the Employee Retirement System and the Police & Fire Retirement System were executed on Dec. 11, 2025 but were not subsequently placed on a mid‑warrant for council approval, due to administrative oversight.

The commissioner explained the typical process — wires are sent for timely payment, then purchasing prepares a mid‑warrant for council approval — and said that step was missed. Legal counsel advised that the council has authority to ratify such payments provided the oversight and the reason are explained in the record. The council discussed whether retroactive approval is required and resolved to treat the matter as a discussion and vote on the regular meeting agenda so the action can be documented.

Separately, the finance commissioner reviewed other items to be considered at the regular meeting: authorization for a two‑year audit contract with the prior auditor (not to exceed $45,500 in 2026 and $46,500 in 2027), approval of Office 365 licensing costs for a three‑year term (not to exceed $37,640.80 annually), and an increase to the assignment for refund of prior‑year taxes by $118,000 using specific assignment balances to cover potential exposures.

Councilors asked questions about the process and agreed the retroactive payment item will be placed on the consent agenda or as a discussion/vote the next evening so the record reflects the oversight and the council’s action.