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CC 05-16-2023 Item No. 5 Accounts Payable Reports_Written CommunicationsCC 05-02-2023 Written Communications Item #5 Accounts Payable Reports From:Rhoda Fry To:City Clerk; City Council Subject:city council meeting 5/16/2023 agenda item 5 A/P reports Date:Monday, May 15, 2023 9:03:47 AM CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe. Regarding city council meeting 5/16/2023 agenda item 5 A/P reports There is a payment for a cruise. Who benefitted from it and did the City get reimbursed for the costs? Some of the cell phone bills are huge. There was one for over $1K. Why? Thanks, Rhoda From:Peggy Griffin To:Pamela Wu; Kristina Alfaro; City Council Cc:City Clerk Subject:2023-05-16 City Council Mtg-ITEM5 Accounts Payables - 3 late concerns Date:Sunday, May 14, 2023 4:27:46 PM Attachments:CC Resolution No. 5939-See Section D No 3 HIGHLIGHTED.pdf CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe. PLEASE INCLUDE THIS EMAIL AND ANY ATTACHMENTS AS PART OF THE WRITTEN COMMUNICATION FOR THE ABOVE CITY COUNCIL AGENDA ITEM. Dear City Manager Wu, Director Alfaro and City Council, In reviewing the Accounts Payables, I have several continuing concerns below. CONCERN #1: Accounts Payables continue to be late With the exception of the last 2 Accounts Payables (ending 4.21.23 and 4.28.23) they are late. Back in February, City Manager Wu insisted these would be presented to Council as specified in Resolution 5939 (see attached Section D.3) and it hasn’t happened. We are back to massive accounts payable dumps. The oldest is over 2.5 months old. Q1: What is being done to get these to Council regularly within 30 days of each ending period? CONCERN #2: Late payments of invoices – companies are not being paid on time. See below many, many examples of this. Some are 8.5 months late being paid! This does not give our city a good reputation with vendors and companies. Q2: What is causing this to happen? Is it one department or the entire city? Q3: Are procedures being added/amended to prevent this from continually occurring? CONCERN #3: No apparent deadline for employee reimbursements Below are examples where receipts were 9-10 months old! Q4: Is there a policy for employee reimbursements with a deadline? If so, what is it? If not, can one be added? REQUEST: Please answer my questions above in RED. Sincerely, Peggy Griffin ATTACHMENT B- Accounts Payable for Period Ending 3/10/2023 On Page 4 of 16, $16,000 paid to Joe A. Gonsalves & Son, the invoices go back to November of 2022 and stop Feb. 16, 2023. E1: Late payment of invoices – 4 months late (Nov 2022). What has prevented these invoices from being paid as they arrived? ATTACHMENT D – Accounts Payable for Period Ending 3/17/2023 On Page 1 of 17, paid $3,779.74 to Advantage Grafix E2: Late payment of invoices – 2-3 months late. Why? ATTACHMENT F – Accounts Payable for Period Ending 3/24/2023 On page 1 of 17, Paid $1,065.06 to Advantage Grafix E3: Late payment of invoice-5 months late-October 2022. Why? On Page 14 of 17, Paid $344.33 to Nidhi Mathur, May 19, 2022-Nov. 18, 2022! E4: Employee reimbursement- 10 months late! What’s the deadline for reimbursements? ATTACHMENT H – Accounts Payable for Period Ending 3/31/2023 On Page 21 of 29, Paid $62,000.00 to Crowe, LLP E5: Late payment of invoices- 7 months! What is causing the delay in payment? ATTACHMENT J – Accounts Payable for Period Ending 4/7/2023 Page 5 of 14, Paid $8,074.38 to ProPac, Inc E6: Late payment of invoice- almost 4 months. What is causing the delay in payment? ATTACHMENT L – Accounts Payable for Period Ending 4/14/2023 Page 8 of 14, Paid $440.00 to Chad Mosley E7: Employee reimbursement - Almost 9 months late! Where is the policy/procedure for reimbursements deadlines? Page 9 of 14, Paid $2,313.75 to Cotton, Shires & Associates E8: Late payment of invoice - 3.5 months. Why? Page 11 of 14, Paid $60,321.56 to PlaceWorks E9: Late payment of invoice - 8.5 months late! Why? ATTACHMENT N – Accounts Payable for Period Ending 4/21/2023 Page 10 of 21, The Sourcing Group, LLC E10: Late payment of invoices- 2 months to pay a bill. Why? Page 17 of 21, Moss Adams LLP E11: Late payment of invoices- 3 months to pay a bill. Why? ATTACHMENT O – Accounts Payable for Period Ending 4/28/2023 Page 1 of 13, Barth Roofing Company, Inc. E12: Late payment of invoices – over 3 months late. Why? Page 9 of 13, Kevin Rieden E13: Employee reimbursement – 9.5 months late! Why? Page 10 of 13, PlaceWorks E14: Late payment of invoices – 3 months late. Why?