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Committee debates purchase-requisition forms, recurring charges and credit-card autopay
Summary
Committee members debated whether recurring bills (electric, water) need individual purchase orders and discussed late credit-card payments caused by timing between statement receipt and council check-signing; staff said only a few checks are written monthly.
Committee members questioned whether recurring charges such as electricity, water and gas require a purchase order each month, with Committee member (S2) saying, "You shouldn't have to have a PO for those." The group discussed a compromise: use monthly requisition forms that consolidate multiple vendor tickets while retaining a paper trail for auditors.
Staff explained that most recurring bills are on autopay and that typically "there's sign in, say, 3 checks, maybe 4 or 5 a month," (Committee member (S3)) and that the timing between bill receipt and the council meeting had produced a run of late credit-card payments. Members recommended reconciling credit-card statements against receipts monthly and attaching invoices to checks before signing to reduce late fees.
