Internal audit finds inconsistent special-event billing; staff propose standardized invoicing and council approvals

An internal audit of special-event billing from 2022 through 2025 found inconsistent practices and discounts applied without documented council approval, and staff recommended a standardized process to ensure transparency and consistent treatment of event organizers.

The audit presenter (S6) said the accounts department began issuing a single consolidated invoice to event organizers in 2022 and compared departmental invoices with final bills for roughly 80 events annually. The audit identified poor interdepartmental communication, inconsistent application of fee waivers or discounts, and several instances where discounts or "economic development adjustments" could not be traced to council authorization. The presenter summarized the finding as, in the auditor's words, unauthorized discounts and inconsistent billing practices and recommended a standardized special-event approval cost summary form, processing all invoices through the Munis financial system, and requiring council approval for any fee waivers.

Commissioner Coates (S4) and other councilors said prior legal and comptroller guidance suggested police overtime often should not be charged to event organizers; auditors excluded police overtime in some comparisons for that reason. Several councilors described past ad-hoc discounts that had been applied to particular events without a transparent policy, and they supported moving to a standard fee policy that defines services, staffing criteria and the waiver process.

Staff said they expect to present a standardized billing proposal by the end of the week for council review and public input. Councilors emphasized fairness and consistency, noting event organizers need timely, accurate estimates to plan and manage costs.

The council did not retroactively change past invoices at this meeting but asked staff to bring policies and a standardized billing form for formal adoption.