CC 05-16-2023 Item No. 5. Accounts Payable_Updated Supplemental Report1
CITY COUNCIL STAFF REPORT
SUPPLEMENTAL 1
Meeting: May 16, 2023
Agenda Item #5
Subject
Consider ratifying Accounts Payable for the periods ending March 10, 2023; March 17, 2023;
March 24, 2023; March 31, 2023; April 7, 2023; April 14, 2023; April 21, 2023; and April 28, 2023
Recommended Action
A.Adopt Resolution No. 23-055 ratifying Accounts Payable for the Period ending March 10,
2023;
B.Adopt Resolution No. 23-056 ratifying Accounts Payable for the Period ending March 17,
2023;
C.Adopt Resolution No. 23-057 ratifying Accounts Payable for the Period ending March 24,
2023;
D.Adopt Resolution No. 23-058 ratifying Accounts Payable for the Period ending March 31,
2023;
E.Adopt Resolution No. 23-059 ratifying Accounts Payable for the Period ending April 7,
2023;
F.Adopt Resolution No. 23-060 ratifying Accounts Payable for the Period ending April 14,
2023;
G.Adopt Resolution No. 23-061 ratifying Accounts Payable for the Period ending April 21,
2023; and
H.Adopt Resolution No. 23-062 ratifying Accounts Payable for the Period ending April 28,
2023
Background:
Staff’s responses to questions received from councilmember are shown in italics.
Q1: 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.
5/16/2023
Removed Mayor Wei from
list of Councilmembers
asking questions.
2
What is being done to get these to Council regularly within 30 days of each ending
period? (Councilmembers Chao and Moore)
Staff response: As stated in the Staff Report, the accounts payable registers are brought before City
Council on the second City Council meeting of every month to ensure a complete month of payable
comes at once. Some of the March accounts payable registers are coming to the May 16, 2023 City
Council meeting as a result of the April 18, 2023 meeting being moved to April 13, 2023. The
earlier meeting, including due dates for submitting reports for the agenda, resulted in reporting
not yet being complete.
Q2: 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. What is causing this to happen? Is it
one department or the entire city? Are procedures being added/amended to prevent this
from continually occurring? (Councilmembers Chao and Moore)
Staff response: Invoices are paid upon receipt. Common reasons for potential late payments
include the intentional withholding of payment to resolve invoice variances or questions with
vendors or delayed processing due to late/non-receipt of invoices from vendors. Internally,
invoices may be paid late due to changes in staff who manage or process the contract/invoice.
Q3: No apparent deadline for employee reimbursements. Below are examples where
receipts were 9-10 months old! Is there a policy for employee reimbursements with a
deadline? If so, what is it? If not, can one be added? (Councilmembers Chao and Moore)
Staff response: Staff can turn in most receipts for reimbursement within the fiscal year for which
they occur. Processing these invoices in larger batches is more efficient for both staff submitting
reimbursement and those processing the reimbursements. The date on the reimbursement receipt
is recorded in the accounting system.
Q4: The attached Resolution [No. 5939] appears to return Treasurer appointment to the
Council in 1982, which is apparently contrary to the CMC, please determine who has
appointment authority. Additionally, the check registers shall appear before the Council
monthly, why did that process stop and what will be done to fix it? (Councilmembers
Chao and Moore)
Staff response: Per (CMC 2.48.020(A)(3).), The Director of Administrative Services also shall be
appointed Treasurer and also shall act as ex officio Assessor and shall assess and collect all City
taxes save and except for those collected by State and County officers for the City.
The circumstances surrounding the adoption of Resolution No. 5939 are unclear. However, the
current provisions of CMC section 2.48.020 regarding the appointment of the Treasurer were
adopted prior to Resolution No. 5939 and readopted following the adoption of the Resolution.
Accordingly, the provisions of the Resolution in conflict with the Municipal Code would have
been void and unenforceable when adopted and have no legal effect at this time.
Attachments Provided with Original Staff Report:
A – Draft Resolution 3.10.23
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B – Weekly AP Payment Register for the Period Ending 3.10.23
C – Draft Resolution 3.17.23
D – Weekly AP Payment Register for the Period Ending 3.17.23
E – Draft Resolution 3.24.23 F – Weekly AP Payment Register for the Period Ending 3.24.23
G – Draft Resolution 3.31.23
H – Weekly AP Payment Register for the Period Ending 3.31.23
I – Draft Resolution 4.7.23
J – Weekly AP Payment Register for the Period Ending 4.7.23
K – Draft Resolution 4.14.23
L – Weekly AP Payment Register for the Period Ending 4.14.23
M – Draft Resolution 4.21.23
N – Weekly AP Payment Register for the Period Ending 4.21.23
O – Draft Resolution 4.28.23
P – Weekly AP Payment Register for the Period Ending 4.28.23