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Select Board asks Hubbard Brothers for itemized invoices after statement shows large balance
Summary
Town staff reported that Hubbard Brothers' accounts had been managed 'pay by balance' rather than by invoice, creating confusion and late fees; the board requested an itemized set of outstanding invoices and proposed switching to pay-by-invoice going forward.
Select Board members reviewed a statement from Hubbard Brothers showing a material past-due balance and heard from staff that the supplier account had historically been processed 'pay by balance' rather than receiving and paying itemized invoices. Board members and staff said that practice made it difficult to identify which invoices were unpaid and led to interest and late fees.
The board directed staff to request itemized outstanding invoices from Hubbard Brothers and proposed a compromise: the vendor should convert the account to pay-by-invoice and send the town clear invoices the town will pay on receipt. Board members signaled they would not remit large lump-sum payments without identifying the specific billed work.
Town staff read the supplier’s explanation that their system can consolidate unpaid invoices into a single balance when accounts are set to 'pay on balance.' The board’s working approach is to have the vendor reissue or itemize outstanding charges and waive accrued late fees where appropriate for administrative reasons.
