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Council to consider eliminating postmark rule; staff recommends payments be in hand by due date with six‑month phase‑in
Summary
Finance staff proposed that the city stop accepting postmarks as proof of timely payment and require payments be in hand by the due date, with a six‑month grace program and robust outreach; council directed staff to draft ordinance language for next meeting.
City finance staff (S4) recommended changing municipal practice so that taxpayers and utility customers must deliver payment "in hand" by the due date rather than relying on a postal postmark for proof of timeliness.
The memo in the council packet described outreach steps including mailings, bill inserts and social‑media notices. Staff proposed a six‑month phase‑in in which a single late acceptance could be granted as a transitional measure if the payment showed a due‑date postmark, paired with broad outreach to encourage direct debit and electronic ACH options. "The July 1 any invoice issued after the July 1 or July 1 and after would fall under the new rules," staff said, explaining the timetable tied to billing cycles.
Council members discussed practical questions (how escrowed mortgage payments will be handled, whether online ACH timestamps could be accepted until midnight on due date, and whether separate rules should apply to tax vs. water/sewer bills). Staff noted mortgage/escrow payments are generally electronic and would not be affected, and that any decision should apply consistently to avoid disparate treatment. The council asked staff to prepare concrete language for the next meeting.
