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Monrovia council records $31,000 bookkeeping correction, approves integrated accounting software
Summary
Staff told the council a $31,034 deposit had been received but not recorded; the council approved a resolution to document the adjustment and voted to buy an integrated accounting/customer portal (BS&A) to reduce reconciliation errors and postage costs.
Monrovia council members voted to record a $31,034 bookkeeping adjustment and approved purchasing an integrated accounting and customer-portal system to reduce future reconciliation errors.
Staff reported that deposits from third-party processors (Doxo, Intellipay) had been applied to utility accounts but not entered as receipts in the town’s accounting system, creating an apparent shortfall that audit work later showed the town had in fact received. Holly, the staff member who manages bank reconciliations, told the council that December is now fully closed and the $31,034 was present in bank deposits but missing from the town ledger. The council moved and approved a resolution to document the adjustment; the motion carried on a voice vote (recorded as passing by the presiding officer).
Council members also discussed a recent multi-year audit and the difficulty of matching third-party payment streams to ledgers. The town paid about $19,000 this year for an audit, and members said the audit had highlighted problems tracing Intellipay and Doxo deposits. The council approved buying BS&A (referred to in the meeting as BS&A/VSNA), an integrated software package that staff said synchronizes utilities, payroll and finance and provides a customer portal that could reduce postage costs for billing. Staff said initial training and implementation costs were expected but that recurring savings and fewer reconciliation errors should offset the expense over time. The council agreed the general fund would cover the initial outlay and that a portion (staff estimated 50–75%) of ongoing costs could be charged to the sewer fund, which handles a large share of transactions.
The resolution number referenced in the meeting materials was inconsistent in the spoken record: staff announced "Resolution 12026," while the motion to accept recorded the number as "2601." The council approved the bookkeeping adjustment and separately voted to accept the BS&A quote; both motions passed by voice vote.
What happens next
Staff will finalize and publish the accounting adjustment for the town’s records, complete the BS&A implementation planning and present a final appropriation or amended budget entry showing the funding source and amount. Council members asked staff to share implementation timelines and expected recurring costs at a future meeting.
