Staff recommends that the City Council authorize canceling stale dated outstanding checks and warrants.

The Finance department annually reviews outstanding checks and warrants.  Under State law MCA 7-6-4303, City Council has the authority to cancel municipal checks and warrants that have remained outstanding or unpaid for a period of one year.  Vendors, city employees, and former employees were notified that they had an outstanding check and were given the option to have another check reissued.  The remaining checks to be canceled are those in which no response was given, or the vendor had been paid by an alternative method. 

City Council may:

• Approve; or,
• Not Approve

If approved, the checks will be voided in the system and money returned to the dispensing departments.

The amounts contained in the canceled checks and warrants will revert to the affected funds, totaling $3,782.36.  Employees and vendors were notified and given the opportunity to have their checks reissued.  The final cancelations may not exactly match the attachment, as payees may still be responding and checks that are reissued will not be canceled.