October 2009 Council Mtg.

Issue 1: Whether to approve payment for the tree booklet.

Rule 1: The Council must approve payments for all bills monthly.

Analysis 1: Each budget year, the Council approves a budget for each department. As part of the urban forestry budget, the Council approved last year more than $4,000 for urban forestry education.

Near the end of the fiscal year, the Tree Committee decided to create and order a tree booklet from the urban forestry educational line item. These tree booklets cost more than $4,000. Further, it appears that some members or family members of the Tree Committee were paid nominal amounts for their work on the booklet.

This is a terrible situation and I was initially angry. In a year when the Council worked extremely hard to pare down the budget, it is incomprehensible to me that the City would spend $4,000 on a tree booklet to be given away. Further the process was riddled with errors. Payments were made to members of the committee - something which should not have occurred. Secondly, delivery of the booklets was made on the last day of the fiscal year meaning that it must be paid for with the past fiscal year's funds.

My anger at this situation was squelched by the department head's response. It was handled quickly and appropriately in my opinion. Mistakes happen. On this matter, I am satisfied that sufficient controls are in place to prevent this situation from occurring again. For that reason, I voted to approve the bills without further discussion.