Getting bills paid by the City

[Jaxspra]

Do any of you have to deal with getting bills paid for various groups in your City's? I am responsible for getting several of my advisory board's bills paid and the process you have to go through around here is NUTS!!!! First you have to route the bill and have EVERY Dept sign it, then you ge a purchase order and have to send it to finance. In the meantime if there is ANYTHING missing its not like anyone calls and says "hey I need this documentation", no they put it in interoffice mail and wait fo rit to get around to you...meanwhile I got Boards waiting months for a $3,000.00 bill that is their own money!!! Anyone else have this experience or any experience with your finance/purchasing depts.???

If this thread doesnt belong here, sorry, I don't know where else it could go.

[Mastiff]

Do any of you have to deal with getting bills paid for various groups in your City's? I am responsible for getting several of my advisory board's bills paid and the process you have to go through around here is NUTS!!!! First you have to route the bill and have EVERY Dept sign it, then you ge a purchase order and have to send it to finance. In the meantime if there is ANYTHING missing its not like anyone calls and says "hey I need this documentation", no they put it in interoffice mail and wait fo rit to get around to you...meanwhile I got Boards waiting months for a $3,000.00 bill that is their own money!!! Anyone else have this experience or any experience with your finance/purchasing depts.???

If this thread doesnt belong here, sorry, I don't know where else it could go.

I put a line item number on mine, initial it, and have my secretary cut a check. Your situation sounds draconian... unless I have to quote or bid a job, it's simple.

[giff57]

Why would every dept. have to sign it? Is funding coming from all of them? Since I am the big cheese, I do like Mastif, write the line number for the fund that I want it to come out of and get a check cut.

[Mastiff]

Why would every dept. have to sign it? Is funding coming from all of them? Since I am the big cheese, I do like Mastif, write the line number for the fund that I want it to come out of and get a check cut.

I'm the next biggest cheese, I guess. How big is your city? I think smaller cities have it easier...

[Cardinal]

When I ran a semi-autonomous city agency with its own accounts, I simply wrote the check. As long as it was under $15,000 all it required was to be a budgeted item or to be approved by my board. On other items I had authorization up to $500.

Here I need to go through a (time consuming) process.

[Jaxspra]

Shut up you guys...it is NOTHING like that around here. I have a Special Business District Board that funds festivals, street improvements, brochures, etc...anyway I just turned in 5 requisitions for 5 different events (well I turned it in Nov, couldnt get it paid, they were overbudget; yet they have 60K in their account ) and the bills still havent been paid. They have to go to Purchasing, then to the City Attorney, then to the City Admin, then to City Clerk, then to Finance who then puts out a purchase order that has to get signed by the Board THEN a friggin check gets cut...this is for just aobut anything...I think under 1,000. I can just do a voucher but anything greater goes through this system!!! It takes AT LEAST 4-8 weekes (that is VERY speedy) to a bill paid...sorry to vent but I just spent an hour in purchasing first thing this morning only to find out one of the bills I routed 2 months ago now needs 5 bids I dont think this City will ever do things any differently, they like this system of "checks and balances"

[Mastiff]

Shut up you guys...it is NOTHING like that around here. I have a Special Business District Board that funds festivals, street improvements, brochures, etc...anyway I just turned in 5 requisitions for 5 different events (well I turned it in Nov, couldnt get it paid, they were overbudget; yet they have 60K in their account ) and the bills still havent been paid. They have to go to Purchasing, then to the City Attorney, then to the City Admin, then to City Clerk, then to Finance who then puts out a purchase order that has to get signed by the Board THEN a friggin check gets cut...this is for just aobut anything...I think under 1,000. I can just do a voucher but anything greater goes through this system!!! It takes AT LEAST 4-8 weekes (that is VERY speedy) to a bill paid...sorry to vent but I just spent an hour in purchasing first thing this morning only to find out one of the bills I routed 2 months ago now needs 5 bids I dont think this City will ever do things any differently, they like this system of "checks and balances"

Man... I'm seriously glad I didn't take that job in St. Charles. I really liked the place (skating rink and hockey leagues), but there was something I didn't like. I guess now I know!

[Jaxspra]

Man... I'm seriously glad I didn't take that job in St. Charles. I really liked the place (skating rink and hockey leagues), but there was something I didn't like. I guess now I know!

Ha ha very funny...it is a great community, the bill paying process is NUTS!! and right now I am so frustrated trying to get these bills paid (kind of like at home ) I can only imagine how the board is going to lay into me tommorrow morning!!

[Mastiff]

Ha ha very funny...it is a great community, the bill paying process is NUTS!! and right now I am so frustrated trying to get these bills paid (kind of like at home ) I can only imagine how the board is going to lay into me tommorrow morning!!

I'm serious! I almost took an opening for the Planning Director in 2000 or so...

[mike gurnee]

I also knew something was wrong when I interviewed there a few years before Mastiff.
Can you get the board to lay into the City Administrator or the elected officials? You should not take the heat.

[Jaxspra]

I'm serious! I almost took an opening for the Planning Director in 2000 or so...

hhmmm thats when I started (2000), BUT I am not the director, there is no way I could (want) to that job around here...the person who left in 2000 was fired as soon as the new administrator started, who since has also left...turnover here is not high among protected employees but the "at will" employees keep their resumes updated

looks like a few people here in Cyburbia are familiar with this community...I always get the feeling I am out in the middle of nowhere

[Mastiff]

hhmmm thats when I started (2000), BUT I am not the director, there is no way I could (want) to that job around here...the person who left in 2000 was fired as soon as the new administrator started, who since has also left...turnover here is not high among protected employees but the "at will" employees keep their resumes updated

looks like a few people here in Cyburbia are familiar with this community...I always get the feeling I am out in the middle of nowhere

Are you in planning? Would I have been your boss? Heh... You'd know SO much less about me than you do now!

[Jaxspra]

Are you in planning? Would I have been your boss? Heh... You'd know SO much less about me than you do now!

Yes, you would have been my boss When I started here I had only held two other jobs, one in missouri and one in Laramie, WY and we already had a director. When the position came open NONE of us wanted to apply for it...we have a scary city council...I am in Planning, I am in charge of signage and all of the historic districts in the city...
I guess I wouldn't have known you had a 39 hour marathon event with three different women in different bondage gear??? That would be some good blackmail material

[Mastiff]

Yes, you would have been my boss When I started here I had only held two other jobs, one in missouri and one in Laramie, WY and we already had a director. When the position came open NONE of us wanted to apply for it...we have a scary city council...I am in Planning, I am in charge of signage and all of the historic districts in the city...

I'm a tough boss, too... NO SLACKING ON CYBURBIA! I'm the only one allowed to do that.

[Mastiff]

I guess I wouldn't have known you had a 39 hour marathon event with three different women in different bondage gear??? That would be some good blackmail material

But only one way to know if it's true...

[Jaxspra]

I'm a tough boss, too... NO SLACKING ON CYBURBIA! I'm the only one allowed to do that.

I am working as I slack!!! if it werent for cyburbia I dont think I would get 1/2 the work done that I do, I would be out in the field doing much less important things!! This keeps me in the office a lot more

[Jaxspra]

Mastiff...

So did you actually come to St. Chuck to interview?? Did you not like the community/job offer? The person that ended up here came from a neighboring city and has stuck it out for 4 years, an almost amazing feat here...

[Mastiff]

I am working as I slack!!!

Nothing like a good multi-tasker!

I didn't see your name on the "going to APA in SF" list. What, couldn't get every citizen in eastern Missouri to sign off on your hotel reservation?

[Jaxspra]

Nothing like a good multi-tasker!

I didn't see your name on the "going to APA in SF" list. What, couldn't get every citizen in eastern Missouri to sign off on your hotel reservation?

I was going to go and still probably could (I would have to poay up front and have the City reimburse me, but i dont have a year to wait for that kind of $$ ) Just kidding, the city is paying for me to take my AICP and I am not sure I will stay here for a whole lot longer and I actually have a concious and would feel bad having that much $ spent on me and leaving soon after the conference. I wish I had signed up to go, San Fran will probably be lots of fun

[Mastiff]

Mastiff...

So did you actually come to St. Chuck to interview?? Did you not like the community/job offer? The person that ended up here came from a neighboring city and has stuck it out for 4 years, an almost amazing feat here...

Actually, I did. I was in a small city adjacent to Joplin at the time, and I went to an APA event held in the city. They were really working to get applications, so I did... I met with, well, what is he, the CDD? I was asked to come back for a short list interview, but I declined.

It wasn't the city... I loved it. I think it was more the idea that I'd be more pidgeon-holed. At the time I was the CDD, and had parks, building permits & inspection, and code enforcement as well as p&z. Even though the job I took out west is a much smaller city, I have all of that, plus public works and a part of the industrial park... and about 2 mil in grants to administer.

Guess I just like doing a wide variety of stuff... and being the #2 guy in the chain.

[mike gurnee]

Middle of nowhere? Come another 10 hours west. When I interviewed there (1995?) I loved the town. Location, potential, history, and the people--all great assets. I just had a feeling that something was wrong with the organization. From what I hear here, I would not have lasted long. I do recall that the mayor did not know the difference between a city administrator and city manager. I also had a slight concern about the gambling interests having the potential for too much power.

[Jaxspra]

Middle of nowhere? Come another 10 hours west. When I interviewed there (1995?) I loved the town. Location, potential, history, and the people--all great assets. I just had a feeling that something was wrong with the organization. From what I hear here, I would not have lasted long. I do recall that the mayor did not know the difference between a city administrator and city manager. I also had a slight concern about the gambling interests having the potential for too much power.

Gambling interests do have power, couple million in taxes each year, I dont know how we would do without the boat (casino). I do love it here it is a great town, I also grew up on the other side of the river so its like home. There is a lot of history here, the one thing St. Chuck prides itself on. I am fortunate that is the most important part of my job, working with the historic districts...we have so many big projects going on here right now, riverfront strudies, convention center, redevelopment of historic district, new community center, large road expansion, New Town (900 or so acre NU project) I don't think I could get as much experience anywhere else and not have to move far away... I would not however, want to be in the Com. Dev. Dir. position, as many good things that go on here there are a LOT of politics to endure.