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Mosier council appoints three check signers and agrees to tighten accounts-payable controls
Summary
Council authorized three councilors as check signers and discussed new invoice-approval procedures and separation-of-duties limits while staff develop expanded internal controls for accounts payable and credit-card usage.
The Mosier City Council voted to appoint three authorized check signers as part of a broader push to improve internal financial controls.
Charlie moved to appoint Noah, Brenna Campbell and Ron as check signers; Gary seconded the motion and the council voted unanimously in favor. Council discussed operational limits given a small staff, with Monica describing an approval workflow that requires approvers to verify budget coding, scan approved invoices into QuickBooks, and have the bookkeeper print checks and a check register for signature as audit evidence.
Witt and Monica both discussed the ideal separation of duties and noted the citycurrently lacks enough staff to completely segregate invoice approvers from check signers. Monica said signers will have access to online banking though not necessarily to the positive-pay process. The council briefly discussed credit-card controls and agreed it should follow the same approval flow, noting that establishing the formal process for card use will be a next step.
The motion to appoint three signers passed; staff will continue to develop and document internal-control procedures and return with formalized workflows for approval, positive-pay and card usage.
