Department
Library
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to pay outstanding invoices for Walscot storage services in an amount not to exceed $8,300.00. In January 2019 the Library requested a storage container to be placed in the back of the Milton Warehouse for storage of Library materials while branches were being renovated. The Library’s Financial System’s Manager retired soon after and the storage bill was never paid. The storage company recently reached out to the Library System which is when the Library found out about this escalating outstanding bill. The aforementioned dollar amount will take care of the past due balances up to April 2022. The department has setup a procurement from May 2022 until December 2022 in order to cover current and anticipated invoices and services. (APPROVED UPON ADOPTION OF THE CONSENT AGENDA)
body
Requirement for Board Action (Cite specific Board policy, statute or code requirement)
Strategic Priority Area related to this item (If yes, note strategic priority area below)
Arts and Libraries
Commission Districts Affected
All Districts ☒
District 1 ☐
District 2 ☐
District 3 ☐
District 4 ☐
District 5 ☐
District 6 ☐
Is this a purchasing item?
No
Summary & Background
The Library System started utilizing the storage service by Wilscot in the first quarter of 2019 during the peak of the Library renovation project. Invoices related to the service were never paid due to the departure of the Fiscal Manager. The invoices are now at a dollar amount that requires BOC approval before the Library System can address the outstanding balance. The Library has since instituted a payment system whereas the business owner has to submit invoices through a google request form which is picked up by Library Finance staff. Every payment in the Library has to come through this system. This prompts staff to look for an agreement which goes hand and hand with the payment process. This allows for several Finance employees to see and address any invoices that hit the system.
Scope of Work: The Library is seeking authorization to make past due payments for services rendered between 2019 and present day. The Library intends to maintain the service after payment of the outstanding balances.
Community Impact: There is no community impact.
Department Recommendation: The department recommends payment to the vendor for services rendered.
Project Implications: There are no project implications.
Community Issues/Concerns: There are no community issues or concerns.
Department Issues/Concerns: There are no department issues or concerns.