AGENDA REPORT
DATE: October 30, 2025
TO: Honorable Mayor and City Council
FROM: Jennifer Crawford, Interim City Manager
SUBJECT: Formation of Payments & Contracts Ad -Hoc Committee Item No. 2
RECOMMENDATION:
That the City Council approve the formation of an Ad -Hoc Committee to review and approve the issuance of City payments and executed contracts and appoint two members to serve on the Committee.
BACKGROUND/DISCUSSION:
At the request of City Council, at the regular meeting of October 27, 2025, staff gave a presentation on the Monthly Accounts Payable Check Reconciliation Register Reports, which included a report concerning the role of the Finance Committee under Resolution Nos. 2015-06, 2023-46 and 2025-01 as well as the internal controls governing individual procurement transactions. Following City Council discussion, and to ensure continuity of critical City functions, Council directed staff to bring back for discussion the formation of a Council Ad -Hoc Committee to review and approve issuance of payments at the Special meeting of October 30, 2025.
An Ad -Hoc Committee is a temporary working group of the City Council comprised of two members, created for a limited purpose and duration. The proposed Payments & Contracts Ad -Hoc Committee will convene only as needed to review and authorize issuance of payments during the interim period and to review executed contracts under the City Manager's authority. The Committee will not establish a standing schedule, will not include a majority of the Council, and will refrain from taking actions outside the limited authority conferred by the Council.
The role of the ad -hoc committee will be the review and approval of payments prior to distribution and to review executed contracts on a monthly basis.
FISCAL IMPACT:
The recommendation does not result in a fiscal impact.