Audit finds inconsistent special-event billing and $375,000 in unbilled police hours; council orders clearer fee rules

The City Council heard results of a special-events billing audit that reviewed roughly 80 annual events from 2022 through 2025 and found inconsistent documentation, irregular fee reductions and insufficient approvals for waivers.

The finance presentation said accounts now issue one consolidated invoice for city services and the audit compared departmental invoices with final bills passed to event organizers. The audit identified opportunities to standardize procedures, improve documentation, and ensure fee reductions or waivers receive prior City Council approval under Finance Policy 13.

In presenting the findings the finance commissioner said the city did not charge police services this year for certain events and that figure amounts to approximately $375,000: "This year it cost us $375,000 for special event fees for the police department." Council members and staff characterized the previous practice as inconsistent: similar events could receive very different bills in past years, and some discounts were applied without documented council approval.

Council discussion centered on transparency and even application of the fee schedule. One commissioner noted the fee schedule had been adopted 5–0 in the fall and emphasized that the council should apply it consistently to avoid perceived favoritism and potential litigation. Staff and council pledged to produce clearer, event-type-based billing templates and to bring a revised fee policy back to the council for approval.

The meeting produced no formal rescission of past waivers; instead the council instructed staff to develop a consistent billing approach and to present recommended updates at a future meeting.